For situations when vendor services are needed, The Hartford has selected some service providers as “Contracted Vendors”, as part of The Hartford’s continuing efforts to increase efficiencies, reduce expenses, expedite services, and stay abreast of technology.
These Contracted Vendors should bill The Hartford directly through Coupa. Please do this each time a contracted vendor is engaged on a Hartford claim:
Send the following information to each vendor through email, phone, portal or however the panel firm’s current process is when engaging the services of a contracted vendor:
1. Confirmation that the services/invoice should be billed to The Hartford account; and
2. A valid Hartford claim number.
The Hartford billing operations team will begin sending a monthly statement to panel counsel to determine if the amount billed for each allocated expense is proper and determine if any charges should be disputed. We need panel firms to review each monthly statement and email Hartford-DirectorsofClaimsLitigationServices@thehartford.com
if there are any mistakes on allocation or payment amounts that should be disputed.
The vendors will continue to send a statement of outstanding invoices for matters that they do not show as allocated to specific claims to panel counsel.
If you receive an invoice from a vendor, it is likely because the vendor shows that the invoice has not been confirmed by the firm or allocated to a specific claim or matter number (see number 1 above) and REQUIRES A RESPONSE TO THE VENDOR! Please immediately respond to the vendor with confirmation that the matter should be billed to The Hartford along with the valid Hartford claim/matter number and ask that the matter be rebilled to The Hartford’s account to cure the issue.
Contractually, the vendors have ninety days (90) to seek payment from The Hartford. If the panel counsel does not take the above steps to confirm that the services were for The Hartford and allocate the services to a specific Hartford matter/claim number, payment of the invoice will become the responsibility of the panel firm.
We will make specific exceptions for billing Contracted Vendor invoices through Legal eXchange if the firm timely submits a request, invoice and copy of the check proving payment to
Hartford-DirectorsofClaimsLitigationServices@thehartford.com.
If Counsel uses a vendor other than a Contracted Vendor in an area and for a service where a Contracted Vendor is available, The Hartford will not reimburse any cost over the highest cost which would have been charged by The Hartford’s Contracted Vendor, and Counsel will have to absorb any overage.
A Contracted Vendor* should not be used:
- If the use of a Contracted Vendor creates any conflict with any federal and state laws, court rules, ethical directives or insurance commission memoranda.
- If no Contracted Vendor provides services in the relevant geographical area.
- If the Contracted Vendors are all distant enough from the service area that service may be impacted.
- If Counsel experiences unsatisfactory service or difficulties that may affect Counsel’s ability to provide the level of service necessary to fulfill professional obligations.
* A court reporter vendor may not be used in “non-contracting states” - Arizona, Arkansas, Connecticut, Delaware, Georgia, Hawaii, Indiana, Kentucky, Louisiana, Montana, Nevada, New Hampshire, New Mexico, North Carolina, Ohio, Oklahoma, South Dakota, Tennessee, Utah, Virginia, Washington, West Virginia and Wisconsin - unless permitted in the jurisdiction on a case-by-case basis negotiated rate.