Frequently Asked Questions

Acknowledgement of Disability Benefits Proof of Coverage Submitted via the Board's Web Site

1. Is it important to review the Board's acknowledgments?
2. How often should I access the Board's web site to review acknowledgments?
3. How often will the Board post new acknowledgments?
4. Will the Board mail a hard-copy acknowledgment of transactions submitted via the web site?
5. Can I print either the list of acknowledged transactions or any individual transactions?
6. How long will I be able to view acknowledged transactions after the Board posts them on its web site?
7. What does it mean when a transaction has been rejected?
8. How can I tell why a transaction was rejected?
9. How do I re-submit a rejected transaction?
10. What are some of the most common reasons for rejection, and how can they be corrected?
11. How can I get help understanding how to correct rejected transactions?

1. Is it important to review the Board's acknowledgments? The WCB web POC application makes available to carriers acknowledgements for POC transactions that were received and processed through the WCB's Insurance Compliance system. POC transactions that were rejected or accepted after processing will be available through this part of the web application.
   
   Rejected transactions may leave an employer uninsured according to the Board's records, and an employer may receive penalty notices or inquiries from the Board as a result.
   
   Multiple transactions submitted over a period of time for the same employer must be processed in sequence to avoid having additional transactions rejected for that employer. For example, if a cancellation is rejected, a subsequent reinstatement will also be rejected (because coverage that has not been cancelled cannot be reinstated), possibly resulting in penalty notices to the employer.
   
   For cancellation transactions submitted via the web, the acknowledgment is your only proof of timely filing. Even though the Board no longer rejects untimely filed cancellations, it is your responsibility to file timely in accordance with Workers' Compensation law. If a cancellation transaction is rejected UPON RESUBMISSION, you will need to check the new cancellation effective date to insure that the filing meets the requirements of the WC Law. Any claim filed against the employer could be the responsibility of the insurer, if the cancellation was not timely filed.
2. How often should I access the Board's web site to review acknowledgments? You should review new acknowledgments as often as is convenient, depending on how frequently you submit transactions via the web. These acknowledgements will provide a record of cancellation transactions that were received and processed with the WCB. This will include BOTH the cancellations that were filed on a timely basis and those that were not. If cancellation transactions are not timely, you should re-evaluate the timing of your submissions relative to the requirement for notifying the Board and the insured.
3. How often will the Board post new acknowledgments? The Board currently processes submitted transactions at least five nights each week. Acknowledgments are posted when processing is complete.
4. Will the Board mail a hard-copy acknowledgment of transactions submitted via the web site? No. The only way to find out whether the Board has processed the transactions you submitted via the web is by accessing the Board's web site. This is also the only place you can see which transactions were accepted and which, if any, were rejected. However, you can print any transactions directly from the web site.
5. Can I print either the list of acknowledged transactions or any individual transactions? Yes. You can print the entire list for a specific date or any individual transaction.
6. How long will I be able to view acknowledged transactions after the Board posts them on its web site? Acknowledgments are not removed from the web site. You can select the year, month, and day of past transactions you wish to view.
7. What does it mean when a transaction has been rejected? A transaction that has been rejected has not updated the Board's information. Until the transaction is corrected or completed and re-submitted, it is as if it had never been sent.
8. How can I tell why a transaction was rejected? In the list of rejected transactions, a reason is shown in the Reason field for each rejected transaction. When you click View to see an entire individual transaction, the rejection reason appears in the paragraph immediately beneath the transaction number at the top of the screen.
9. How do I re-submit a rejected transaction? To re-submit a transaction, click Resubmit within the list of rejected transactions. When the selected transaction opens, make any necessary corrections directly in the appropriate fields. There is no need to re-create the entire transaction. When your corrections are complete, click "Submit" to send the corrected transaction to the Board.
10. What are some of the most common reasons for rejection, and how can they be corrected? No Federal Employer Identification Number (FEIN) reported.
    The FEIN is a 9-digit number assigned by the Federal Government to identify a specific employer. In the case of a sole proprietor who does not have an FEIN, provide the employer's Social Security Number (SSN) instead.
    
    No New York State Unemployment Insurance Employer Registration (UIER) reported.
    The UIER is assigned by the New York State Department of Labor (DOL) to an employer. The number consists of eight digits, with a hyphen after the second digit and a space after the seventh digit.
    

    Here is an example of how the number is formatted:

    Column	A	B	C	D	E	F	G	H	I	J
    Data	6	6	-	6	6	6	6	6		6

    
    For the NYS Workers' Compensation Board, it is only necessary to provide the FIRST 7 DIGITS (reading from left to right). DO NOT INCLUDE THE HYPEN. DO NOT INCLUDE THE SPACE OR THE LAST DIGIT. For the example UIER number, 66-66666 6, the UIER number to provide to the Board is 6666666. Columns C, I and J are eliminated.
11. How can I get help understanding how to correct rejected transactions? Please email your questions to: dbpoc.support@wcb.ny.gov