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Glossary of WCB Terms

Proof of Coverage Disability Benefits
DB 820/829 Web Submission


Guidelines For Filing Legal Names For Employers

The WCB will be assigning its own employer identification number to each employer name. Once a WCB Employer Number has been assigned, all outgoing WCB notices will carry this number. Future filings should indicate this number when it is known.

Insurers must also file DB 820/829 forms containing the LEGAL ENTITY name of the employer associated with the employer number(s) indicated on the form. Please note that the employer name (field 10) is now comprised of name, d/b/a, c/o, attn on the electronic DB 820/829. Provide ONLY ONE legal entity name per form in accordance with the following guidelines:

 A.  CORPORATIONS
 B.  PARTNERSHIPS
 C.  PERSON
 D.  LIMITED LIABILITY COMPANIES
 E.  ASSOCIATION
 F.  GOVERNMENT ENTITIES
 G.  TRUSTEE OR RECEIVER
 H.  LEGAL REPRESENTATIVE
 I.   NOT-FOR-PROFIT ENTITIES
 J.  UNIONS
 K.  CONDOMINIUM
 L.  SPECIAL DESIGNATIONS
 M.  DOMESTIC COVERAGE
 N.  FRATERNAL ORGANIZATIONS

A.   CORPORATIONS -- Employer names must be followed by "Corp." (Corporation), "Inc." (Incorporated), "PC" (Professional Corporation), or "Ltd." (Limited).

B.   PARTNERSHIPS -- Indicate the names of at least two partners in the name field of Section B. If there are more than two partners, the names of at least two of the partners must be indicated followed by "ET AL" indicating "and others". If the partnership has a "DBA" (Doing Business As), "AKA" (Also Known As), or "TA" (Trading As), the business name should be entered into the "d/b/a" field.

Note 1: Some documents may indicate a "JV" (Joint Venture) which is another form of a partnership. Please list the names of the businesses involved followed by "JV" (Joint Venture) in name field of Section B.

Note 2: Some documents may indicate a "LLP" (Limited Liability Partnership) or a "RLLP"(Registered Limited Liability Partnership) after the employer's name. Please list AT LEAST TWO of the partners' names prior to indicating "LLP" or "RLLP".

C.   PERSON -- Indicate the name of the individual and, if any, their special designation such as "MD" or "CPA" in the name field of Section B. If appropriate, the "DBA" (Doing Business As) or "TA" (Trading As) name should be entered into the "d/b/a" field.

Please note: Do not include "Inc." in the "DBA" or "TA" name. Do not show a person's name as a "DBA" or "TA" name.

D.   LIMITED LIABILITY COMPANIES -- Employer names must be followed by "LLC" (Limited Liability Company) or "PLLC" (Professional Limited Liability Company).

E.   ASSOCIATION -- Clearly indicated Associations are acceptable legal entities. However, "Associates" is not a legal entity. Therefore, to avoid confusion and avoid the possible invalidation of DB 820/829 form, please DO NOT ABBREVIATE "Association" to "Assoc" since it may not be recognized as an acceptable legal entity.

F.   GOVERNMENT ENTITIES -- List the name of the political subdivision of the State, municipal corporation or fire district that is being insured on a DB 820/829 form.

G.   TRUSTEE OR RECEIVER -- May be indicated for any form of legal entity.

  1. These records are kept separate from the initial employer record and must have an assigned UIER number and FEIN.
  2. The name field should be populated by listing the name of the trustee or receiver followed by "Trustee for" (name of employer), or "Receiver for" (name of employer), followed by the name of the employer or individual. E.g., Name: John Smith Trustee for Smith Enterprises Inc.
  3. If the form does not clearly indicate who the trustee or receiver is, it will ultimately be deemed "INVALID NOT A LEGAL ENTITY" and the transaction will NOT be posted to the WCB Insurance Compliance system.

H.   LEGAL REPRESENTATIVE -- May be appointed to handle the affairs of a deceased employer.

  1. These records are kept separate from the initial employer record and must have an assigned UIER number and FEIN.
  2. The legal representative does not have to be an attorney or a law firm. It may be an individual serving as the executor or executrix of an estate.
  3. If the State Disability Benefits coverage is for an "estate," the name field should be populated by listing any individual designated as the executor or executrix and then the term "executor" or "executrix" followed by "for Estate of ....".
  4. E.g., Name: John Smith Executor for Estate of William Smith

I.   NOT-FOR- PROFIT ENTITIES -- Not-for-profit entities, such as churches, schools, charitable and fraternal organizations, etc. are reported in a variety of ways. If an entity is incorporated or is an association, please indicate this using the instructions referenced above. For other not-for-profits, to avoid confusion and ensure the name's acceptability, it is preferred that the name of the not-for-profit be followed by "NFP" (not-for-profit).

Please note: Individual churches or schools that are covered under a diocese require individual filings if they have their own UIER or FEIN.

J.   UNIONS-- Please note "Local," followed by the union local number, followed by its appropriate trade designation.

K.   CONDOMINIUM -- Although this is not a legal entity in itself, filings noting this designation will be accepted as the Department of Labor issues UIER numbers for this employer category. Efforts should still be made to identify the proper legal name prior to submission of the DB 820/829 as our employer records will be adjusted once this information is known.

L.   SPECIAL DESIGNATIONS -- Although not legal entities in themselves, special designations such as: MD, DDS, PHD, ESQ, or CPA, should be included as an identifier attached to the covered employer's name. Special designations may be attached to an individual or more than one individual in a partnership.

M.   DOMESTIC COVERAGE -- Please report the employer's name for domestic employee coverage as it appears under the employer's UIER number. It is not unusual to find the Department of Labor record under both the husband and wife's name but the filing only under one. Please avoid the use of a domestic employer's special designation used in his or her business when reporting separate coverage for domestic employees.

N.   FRATERNAL ORGANIZATIONS -- Please report the employer's name as it appears under the employer's UIER number. If this data is not available at the time of filing, the employer's name should begin with the major identifier of the fraternal group such as: VFW, Hibernian, Knights of Columbus, American Legion, Elks Lodge, Masonic Lodge, or Moose Lodge. The post name or lodge number would follow the identifier.

PLEASE NOTE:

  • A separate filing is required for each legal entity.
  • When filing for a subsidiary employer, DO NOT provide the parent company's UIER or FEIN number. Each subsidiary entity will have its own numbers.
  • DO NOT submit individual filings for divisions or locations within a legal entity.
  • DO NOT submit a separate filing for the officers of a legal entity.