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Glossary of WCB Terms

Proof of Coverage Disability Benefits
DB 820/829 Web Submission


Frequently Asked Questions

WCB's Disability Benefits POC Web Application

  1.  How do I get to the Board's web site to input Disability Benefits POC data?
  2.  Is there any charge to access the NYS Workers' Compensation Board's web based application?
  3.  Does the cut and paste function work?
  4.  What features are available on the Board's web site for Disability Benefits POC data entry?
  5.  Are the transaction effective date and policy effective date the same?
  6.  How do we enter an FEIN for an insured that is a sole proprietor (when that insured doesn't have a FEIN)?
  7.  How should policies covering "leased employees" be filed?
  8.  Where do we get confirmation of a transaction receipt?
  9.  Can we change a transaction submitted in error?
  10. When should the cancellation reason "Other" be indicated when filing a cancellation?
  11. What are the time frames for legally filing a cancellation of a policy in New York State on the web site?
  12. How should filing be done when there is a "legal entity" change?
  13. How should filing be done when the employer is a "joint venture"?
  14. Why is it important for the "Reinstatement" date to be the same as the Effective Date of Cancellation being reinstated?
  15. When should a "Supersedes" transaction be filed?
  16. What is required when voluntary coverage is requested?
  1.  How do I get to the Board's web site to input Disability Benefits POC data?
    • Go to the Board's web site: www.wcb.ny.gov
    • Select Proof of Coverage Submission DB
    • Select DB 820/829 Web Submission
    • Select Submit DB 820/829
    • Enter user name and password (the password is case sensitive).
    • Select the Login button
  2.  Is there any charge to access the NYS Workers' Compensation Board's web based application? No.
  3.  Does the cut and paste function work? Yes.
  4.  What features are available on the Board's web site for Disability Benefits POC data entry? You can add, view, edit, or delete transactions that you have submitted that day. The capability to print a transaction is also available.
  5.  Are the transaction effective date and policy effective date the same? Not always. In many instances they are the same; for example, when an initial policy is issued to provide coverage for an employer on the same date. Entity name and address corrections and changes in the coverage record may effect the transaction coverage effective date. You should be certain of the difference of the intent of these two dates and their intended application.

    Transaction effective date for:
    • Initial Policy is the Policy Effective Date for the entity named on the DB 820/829 filing.
    • Cancellation of a Policy is the Cancellation Effective Date.
    • Reinstatement of a Policy is the Effective Date of Cancellation being reinstated.
    • Supersedes is the date any change is effective for Employer or Policy Information.
  6.  How do we enter a FEIN for an insured that is a sole proprietor (when that insured does not have a FEIN)? The sole proprietor can use his/her social security number instead of a FEIN.
  7.  How should policies covering "leased employees" be filed? Policies taken out by leasing companies for an employer should list the leasing company as the policyholder and the employer as the insured.
  8.  Where do we get confirmation of a transaction receipt? You will get a notification at the top of the page once the transaction has been submitted for processing; this confirms the Board has received the transaction. Transactions that you submit via the web will be reported back via the web. Once a transaction has been processed there will be a link to review the status of the transaction (accepted or rejected).
  9.  Can we change a transaction submitted in error? Yes, BUT only if the correction or edit is done on the same day as the original submission.
  10. When should the cancellation reason "Other" be indicated when filing a cancellation? Many carriers use the cancellation reason "Other" when a more appropriate reason should be used. If a cancellation is actually for "Not Subject/No Eligible Employees", "Out of Business" or "Seasonal", these reasons should be used and the actual date the employer's status changed must be indicated, A cancellation reason "Other" will generate notices questioning the employer's compliance to the Disability Benefits Law.

    "Other" would apply if cancellation was based on the insured's request or where the policy was replaced. Cancellation for these reasons still need to be cancelled within the proper notice timeframe set by statute.
  11. What are the time frames for legally filing a cancellation of a policy in New York State on the web site? Cancellations for Non-Payment legally only require 10 days notice but Case Law requires ten full days, not counting the date received by the Board. Accordingly, if entering cancellations on the NYS Web site, add at least two more days to be safe.

    Cancellations for any reason other than Non-Payment require 30 days notice, but Case Law requires thirty full days, not counting the date received by the Board. Accordingly, add at least two more days to be safe.
  12. How should filing be done when there is a "legal entity" change? If there is a legal entity change (i.e. a sole proprietor incorporates his business), the former legal entity should be cancelled as "Out of Business" and a separate Initial filing should be made under the new employer name and identification numbers. The new entity filing requires a current coverage effective date because they would not have been in existence when the policy was issued under the former entity name.

    A legal entity name change would need to be done in the following situations:
    • When an entity becomes another form of legal entity
    • When a business ownership changes
    • When a partnership changes partners
    • When a name changes completely
    • Whenever an employer's UIER or FEIN changes
  13. How should filing be done when the employer is a "joint venture"? A joint venture is a kind of partnership where two or more businesses join together to complete special projects. The joint venture has its own UIER and FEIN numbers. The filing should be done in the name given to the joint venture followed by (JV). Each participating business, having at least one eligible New York employee, also needs to provide coverage under its own name and identification numbers.
  14. Why is it important for the "Reinstatement" date to be the same as the Effective Date of Cancellation being reinstated? The Transaction Effective Date should indicate the effective date of the cancellation being reinstated not the date the reinstatement was processed internally by the insurance carrier. If these dates do not match, the reinstatement will be rejected.

    Reinstatements cannot be made with a lapse in coverage under the same policy number. If the policy is not reinstated from the date of cancellation, a new policy must be issued.
  15. When should a "Supersedes" transaction be filed? The following transactions do not require a cancellation, only the filing of a "Supersedes":
    • Changing a policy number
    • Adding or deleting a D/B/A name to or from a legal entity
    • Changing or making corrections to the employer's name or address
    • Changing the policy coverage effective date. Changes to the coverage effective date are accepted only when the new date is earlier than the existing date.

    Please enter both policy number and effective date of the policy for any changes to a policy.

    Do not file a "Supersedes" for any changes to policyholder information. Report current policyholder information on future filings for the insured.

    Do not file a "Supersedes" only to report addition, deletion or exclusion of corporate officers.
  16. What is required when voluntary coverage is requested? When a carrier wishes to cover an employer or a class of employees that is not required to be covered under the Disability Benefits Law, forms DB 135 or DB 136, as appropriate, should be completed and sent to:

    Disability Benefits Bureau
    Plans Acceptance Unit
    100 Broadway
    Albany, NY 12241
    The DB 135 and DB 136 forms are available online from the "Common Forms " page.

    The Board must approve the application for voluntary coverage prior to the filing of a DB 820/829. The Board will send the employer a DB 140 acknowledging the effective date of approval for voluntary coverage. This date must be indicated on any subsequent DB 820/829 filings affected by such voluntary coverage approval.