# Certificate of Insurance Tracker for NEMT: Every Policy, Certificate Holder, and Renewal Canonical URL: https://nemtguide.com/templates/certificate-of-insurance-tracker/ ยท Updated 2026-10-06 A certificate of insurance tracker is a log with a row for each of your policies, each holder you send a certificate to, and each certificate you collect. For every holder it records the endorsements the contract asks for, the certificate number, the date you sent it, and the van list that went with it, so a renewal or a new van never leaves a broker holding old paper. - A certificate confers no rights on its holder, so log the endorsement behind it, not only the date you sent the certificate. - Holders run different clocks: Transdev in Oregon wants a new certificate every six months, and MTM Health in Rhode Island wants every credential uploaded 10 business days before it expires. - Log the van list sent with each certificate. MTM Health wants every addition and deletion on a scheduled auto policy reported immediately. - A gap costs money: WellTrans charges $100 per vehicle for each calendar day a van runs outside its insurance requirements. - Track subcontractors too. Virginia says your carrier can charge premium for any subcontractor you hire, so keep each one's proof of coverage. A certificate of insurance goes out of date the day a policy renews, a van joins the fleet, or a holder changes its wording, and each broker, health plan, facility, and county runs its own clock. This log keeps every policy date, every holder's requirements, and every certificate you sent or collected on one set of sheets. For what a certificate shows and what brokers check on it, read [what a certificate of insurance is](https://nemtguide.com/glossary/certificate-of-insurance/). The [NEMT compliance calendar](https://nemtguide.com/templates/nemt-compliance-calendar/) lists renewal dates alone; this log adds who holds which certificate. ## How to use this template 1. **Fill in Part 1 from your declarations pages.** Write one row for each policy: general liability, commercial auto, workers' compensation, umbrella, and professional liability if you carry it. Copy each expiration date exactly as the policy shows it, and note whether the auto policy is scheduled (it lists each van) or covers any auto. 2. **Fill in Part 2 once for each holder,** from its contract or provider manual: the exact name and address for the certificate, how it takes certificates, and what it asks the policy to say. Mark each ask with a letter: A for [additional insured](https://nemtguide.com/glossary/additional-insured/), P for primary and noncontributory, W for [waiver of subrogation](https://nemtguide.com/glossary/waiver-of-subrogation/), N for notice of cancellation (write the days), and V for a van list. 3. **Write each holder's lead time in Part 2.** Use the contract's own clock, such as the examples under "When a holder wants a new certificate" below. If the contract says nothing, ask the holder what it expects. 4. **Start every renewal early.** Ask your agent for renewal terms before the longest lead time on your list, so the new policy is bound in time for every holder. 5. **Log each certificate in Part 3 the day you send it.** Copy the certificate number and revision number printed on the form, the policies and dates it shows, and the version of the van list that went with it. Come back and write the date the holder confirmed it. 6. **Log what you collect in Part 4.** Each subcontractor, owner-operator, and van owner gets a row. A certificate alone does not make you an additional insured, so ask for the endorsement and write its date. 7. **Use Part 5 whenever an insurer sends a cancellation or nonrenewal notice.** Write the day it arrived, then the day each holder was told. 8. **Once a month, sort Parts 1 and 4 by expiration date.** Anything that expires inside your longest lead time gets a certificate request that week. ## The template ### Part 1: Your policies | Coverage | Insurer and policy number | Effective and expiration dates | Limits | Auto only: scheduled vans or any auto | Agent and phone | Renewal terms asked for (date) | |---|---|---|---|---|---|---| | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | ### Part 2: What each holder asks for | Holder and contract or account number | Exact name and address on the certificate | Sends to (portal, email, or mail) | Asks for (A, P, W, N plus days, V) | Send by (days before expiration, or every ___ months) | Contact | |---|---|---|---|---|---| | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | ### Part 3: Certificates you send | Date sent | Holder | Certificate no. and revision no. | Policies and expiration dates shown | Van list sent (date and number of vans) | Endorsements behind it (named or blanket, date) | Confirmed by holder (date) | |---|---|---|---|---|---|---| | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | ### Part 4: Certificates you collect | Company and what it does for you | Coverage (type, insurer, policy number) | Expires | Your company named as additional insured (endorsement date) | Workers' comp policy, or state exemption papers | Vehicles listed | Confirmed with the agent (date) | |---|---|---|---|---|---|---| | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | ### Part 5: Cancellation and nonrenewal notices | Date notice arrived | Policy and insurer | Reason given | Holders told (name and date) | Replacement bound (date and insurer) | |---|---|---|---|---| | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | ## When a holder wants a new certificate Put the clock that applies to each holder in the "Send by" column of Part 2. As of October 2026, these contracts and manuals set four of them: - **MTM Health, standard agreement.** The January 1, 2023 version posted by Pennsylvania wants certificates, and copies of the notice of cancellation endorsements, at signing and at each renewal (sections 9.A and 9.C). Insurance must stay in force at all times, and a lapse ends the agreement immediately (9.C). - **MTM Health, Rhode Island.** The handbook updated July 1, 2026 wants every required company, vehicle, and driver credential uploaded at least 10 business days before it expires. It does not list the credentials and points to Appendix B of your MTM service agreement, so check that list for your certificate. A credential not in at least 5 days before expiry can pull its trips off the manifest on the expiration date, and one approved late goes through MTM's sanction review first. - **WellTrans, Indiana.** The agreement revised October 16, 2025 wants certificates before its effective date and is void if none arrives by then (section II.C.5.b). After that it wants a new one immediately upon any renewal or change (II.C.5.e). - **Transdev Health Solutions, Oregon.** Its provider information FAQ (January 19, 2024) says to resend your certificate every six months and upon any change or expiration. Its provider manual (January 2024) also wants certificates at any time on request, including renewal or surcharge certificates, cancellation notices, and verification of coverage. The [certificate of insurance](https://nemtguide.com/glossary/certificate-of-insurance/) entry lists more programs and what each one does when a certificate lapses. ## When a van is added or removed Every certificate you send is only as current as the van list behind it. These holders tie one to the other: - **MTM Health.** A scheduled auto policy must list each insured vehicle, and MTM must be told immediately of every addition and deletion (section 9.D). MTM may not pay for trips run in vehicles it has not credentialed (2.N). - **Transdev Health Solutions, Oregon.** If your coverage is for scheduled vehicles, the schedule must match your vehicle roster (provider information FAQ, January 19, 2024). - **Paratransit Services, Washington.** The certified copy of your insurance includes an inventory of all covered vehicles (requirements file dated April 22, 2024). - **WellTrans, Indiana.** You may run only vehicles registered with WellTrans and covered by your policies. The agreement charges $100 per vehicle per calendar day, or part of a day, that you operate a vehicle outside its insurance requirements, which includes not naming WellTrans and its client as additional insureds and WellTrans as certificate holder (Exhibit A, item 3). At that rate, 5 vans out of compliance for 3 days come to $1,500. WellTrans must give written notice you may contest at least 10 days before it imposes damages. When a van changes, send a new list the same day to every holder with a V in Part 2, and write the date and the number of vans in Part 3. ## When an insurer cancels or does not renew The notice rules differ, so record them per holder in Part 2: - **Paratransit Services, Washington.** Tell it in writing within one business day after you receive a cancellation, nonrenewal, revocation, or other termination notice. It also wants each policy to give it 45 days' notice by certified mail before any cancellation, lapse, or material change, and it may end the contract if you fail to keep the required insurance. - **WellTrans, Indiana.** Your policies must show that WellTrans will be told in writing at least 30 days before any termination of or change in coverage (section II.C.5.c). - **Transdev Health Solutions, Oregon.** Its manual wants 15 days' advance written notice of a cancellation, renewal, restriction, or nonrenewal of any coverage. - **MTM Health.** General liability and commercial auto policies must be endorsed to give MTM specific notice of cancellation (sections 9.C.i.c and 9.C.ii.c). The certificate itself does not promise notice. The ACORD 25 says only that notice will be delivered in accordance with the policy provisions, and Texas law gives a right to notice only to a person named in the policy or an endorsement, and only when the policy, the endorsement, or a law requires notice (Insurance Code 1811.155, quoted in the Texas Department of Insurance FAQ updated October 31, 2022). That is why Part 2 has an N mark and Part 3 records the endorsement. ## What a certificate does not prove - **No rights without the endorsement.** The ACORD 25, in the 2016/03 edition Texas approved on May 14, 2015, says it is issued as a matter of information only and confers no rights upon the certificate holder. If the holder is an additional insured, the policy must have additional insured provisions or be endorsed, and a statement on the certificate does not confer rights in place of the endorsement. - **Named or blanket.** Texas does not let a certificate name a holder as an additional insured when the policy has only a blanket endorsement, although it may say the policy contains one. Write which kind you have, with its date, in the endorsements column of Part 3. - **Full limits, not the minimum.** MTM Health wants to be an additional insured up to the greater of the stated minimum limits or your full liability and umbrella limits (sections 9.C.i.a and 9.C.ii.a). Check the endorsement against that wording, not only the certificate. - **Number and revision.** The ACORD 25 prints a certificate number and a revision number in the heading of its coverage block. Log both, so you can tell which version a holder has when you reissue one. ## Certificates you collect You are the holder when a subcontractor, an owner-operator driver, or a van owner works for you, and your own insurer may ask for their proof at audit. Virginia's Workers' Compensation Commission warns that a contractor's carrier can charge premium for any subcontractor hired, even a sole proprietor with no employees, so it advises requesting and keeping proof of coverage for every subcontractor and having it available for audit. The [workers' comp audit guide](https://nemtguide.com/guides/nemt-insurance-audit/) shows what an auditor asks for. Three habits from the broker side carry over to Part 4: - **Ask for more than the certificate.** Paratransit Services asks its Washington NEMT subcontractors for a complete certified copy of their required insurance, with declarations, amendments, and endorsements, and an inventory of covered vehicles. - **Get the exemption papers when a worker has no workers' comp.** MTM Health's agreement says a provider without workers' compensation on its drivers must submit documentation from the state regulating authority supporting the exemption, contract with the driver in the name of the driver's company, and send MTM the first and signature pages of that contract (section 9.F). Part 4 has a column for the same papers. - **Confirm with the agent.** WellTrans reserves the right to contact a provider's insurance agent or carrier directly to confirm policy details (section II.C.5.f). Do the same with a subcontractor's agent, and write the date in the last column of Part 4. For the terms to put in a subcontract, see the [NEMT subcontractor agreement checklist](https://nemtguide.com/templates/nemt-subcontractor-agreement-checklist/). If you rent a van or a driver uses a personal car, check your [hired and non-owned auto coverage](https://nemtguide.com/glossary/hired-and-non-owned-auto/) too. For the other papers a broker re-checks, see [NEMT broker credentialing](https://nemtguide.com/guides/nemt-broker-credentialing/). ## Frequently asked questions ### What should a certificate of insurance tracker record? Three things. First, your own policies: insurer, policy number, limits, and expiration dates. Second, each holder you send certificates to: its exact name and address, the endorsements its contract asks for, the certificate and revision numbers, the date sent, and the van list that went with it. Third, the certificates you collect from subcontractors and from the owner of any van you rent, with their expiration dates. ### How early should I order a renewal certificate? Before the longest lead time on your list, so the new policy is bound in time for every holder. Some contracts count from the renewal, such as MTM Health's standard agreement (January 1, 2023 version posted by Pennsylvania), which wants certificates at signing and at each renewal. Others count from the calendar: Transdev's Oregon provider FAQ (January 19, 2024) wants a new certificate every six months and on any change or expiration. Write each holder's clock in Part 2. ### Do I send a new certificate when I add or remove a van? When a holder ties its approval to a van list, yes. MTM Health requires a scheduled auto policy to list each insured vehicle and wants immediate notice of every addition and deletion (agreement section 9.D). Transdev in Oregon says a scheduled policy's list must match your vehicle roster. Paratransit Services in Washington wants an inventory of every covered vehicle with the certificate. Log the version you sent so you can tell which holders have the current list. ### What do I do when an insurer cancels or does not renew a policy? Tell every holder whose contract asks for notice, and ask your agent for a replacement before the old policy ends. Paratransit Services wants written notice within one business day after you receive a cancellation or nonrenewal notice (Washington requirements file, April 22, 2024). Transdev's Oregon manual (January 2024) wants 15 days' advance written notice of a cancellation, renewal, restriction, or nonrenewal. Record each notice and the date every holder was told. ### Does a certificate prove a holder is an additional insured? No. The ACORD 25 says it is issued as a matter of information only and confers no rights on the certificate holder, and that a statement on it does not confer rights in place of the endorsement. In Texas, a certificate may not name a holder as an additional insured when the policy has only a blanket endorsement, but it may say the policy contains one (Texas Department of Insurance FAQ, updated October 31, 2022). Log the endorsement as named or blanket, with its date. ### Do I track certificates from my own subcontractors? Yes. Virginia's Workers' Compensation Commission says a contractor's carrier can charge premium for any subcontractor hired, even a sole proprietor with no employees, and tells contractors to keep proof of coverage for every subcontractor, ready for audit. Paratransit Services asks its Washington NEMT subcontractors for a complete certified copy of their coverage with declarations and endorsements, which is a good model for what to request from yours. ## Official resources - [Texas Department of Insurance: A blank ACORD 25 certificate, as approved](https://www.tdi.texas.gov/certificates/documentcr/s21357a.pdf) - [Texas Department of Insurance: Certificates of insurance FAQ](https://www.tdi.texas.gov/certificates/faq.html) - [Virginia Workers' Compensation Commission: Insurance information for employers](https://workcomp.virginia.gov/workers-compensation-insurance-information-employers)