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Glossary of WCB Terms

Proof of Coverage Workers' Compensation
Web Submission


Frequently Asked Questions

On-line Transactions

  1. How do I get to the Board's web site to input POC data entry?
  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. Are the transaction effective date and policy effective date the same?
  5. What is the Governing class?
  6. What is an Insured and and what is an Employer/Location?
  7. What will happen if only an Insured record is submitted for a new policy?
  8. How will the Board process POC reinstatements?
  9. What is required when submitting a cancellation?
  10. What is the "Issuing Office"?
  11. What is the "Issuing Agent"?
  12. Can we enter an SSN for a sole proprietor that does not have a FEIN?
  13. How do I change the address of an insured on the Board's web site?
  14. 14. What are the time requirements for legally filing a cancellation of a policy in New York State on the web site?
  15. Can a Rewrite/Reissue transaction be submitted through the Board's web application?

  1. How do I get to the Board's web site to input POC data entry?
    • You must have a username and password to enter data on the web site.
    • Go to the Board's home page: www.wcb.ny.gov
    • Select "Proof of Coverage – WC" from the drop-down list under "Login for Access To:"
    • Select the "Go" button
    • Enter user name and password (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. Are the transaction effective date and policy effective date the same? Not always.  In many instances they are the same; for example, when a new policy is issued to provide coverage for an employer on the same date. Endorsements 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.

    • New Policy is the Policy Effective Date
    • Cancel Policy is the Cancellation Effective Date
    • Reinstate Policy is the Reinstatement Effective Date
    • Add Location is the date the entity is added to the policy
    • Renewal is the Policy Expiration Date of period being renewed
    • Change Employer Information is the date the change is effective
    • Change Policy/Insured Information is the date the change is effective
    • Non-Renewal is the expiration date of the policy
  5. What is the Governing class? This is the classification code applied to a policy by the Compensation Insurance Rating Board (CIRB) to determine appropriate premium charges.  The carrier's underwriting department should have a list of these codes.
  6. What is an Insured and and what is an Employer/Location? IAIABC Proof of Coverage data is completed by the submission of information in two parts identified as the Insured and Employer/Location records. The Insured record (sections I-IV of the web based application) contains information about the type of POC transaction being sent (e.g. New Policy, Cancel Policy); the effective date of the transaction; the insurer (e.g. carrier, issuing office and agent), the insured (the named policyholder on the policy) and other identifying policy information. The Employer/Location record(s) (section V of the web based application) identifies the employer(s) affected by the transaction submitted.  Depending on the transaction, Employer records need to be submitted for each legal entity (i.e. employer) either covered on the policy or affected by the transaction being submitted.  The employer's FEIN Number is also submitted in this area.
  7. What will happen if only an Insured record is submitted for a new policy? Insured Parts I-IV are completed. If only an Insured record is submitted, the WCB will create a coverage record for the policyholder only. Note:  If the policy covers additional employer(s), the information for the additional legal entities must be submitted on an Employer records.  If the policyholder is covered in addition to other entities on the policy, the policyholder must be submitted as an employer as well.
  8. How will the Board process POC reinstatements? Only an Insured (Parts I-IV) record is submitted. The Board will reinstate all employer records associated with that policy number and policy effective date.
  9. What is required when submitting a cancellation? If the policy is cancelled at the request of the Insured, only submit the policy and policyholder data. If the policy is cancelled by the Insurer, submit the policy and policyholder data (Parts I-IV). In addition, one Employer/Location record must be submitted with an employer notification date (Part V). The policy and coverage for all of the entities listed on the policy will be cancelled.
  10. What is the "Issuing Office"? The issuing office is the location of the carrier's office that actually issued the policy.
  11. What is the "Issuing Agent"? The broker or licensed agent's office that obtained the business.
  12. Can we enter an SSN for a sole proprietor that does not have a FEIN? Yes
  13. How do I change the address of an insured on the Board's web site? If the address you are trying to change is for the Policyholder (the financially responsible party), choose the "Change Policy Information" transaction, and select the appropriate transaction type and reason. If the address you are trying to change is for an Employer insured by the policy, choose the "Change Employer Information" transaction, and select the appropriate transaction type and reason.
  14. What are the time requirements for legally filing a cancellation of a policy in New York State on the web site? Cancellations for Non-Payment legally require 10 days notice. Cancellations for any reason other than Non-Payment require 30 days notice.
  15. Can a Rewrite/Reissue transaction be submitted through the Board's web application? No. The carrier should submit a cancellation for the previously reported term and submit a new policy for the rewritten term.