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Glossary of WCB Terms

Proof of Coverage-Workers' Compensation
Reporting Requirements


Frequently Asked Questions
IAIABC POC Transaction Guidelines

  1. What is an IAIABC transaction?
  2. Does the cancellation notification to the third party vendor satisfy the WCB timely notification requirements?
  3. Are there any benefits to filing a cancellation with the Board earlier than just prior to the 30 and 10 day deadlines?
  4. Does NYS require notification of renewals of a policy?
  5. What payroll period should be reported? If the carrier's records indicate "payroll" as "if any" under the amount, how should the carrier report the payroll?
  6. Will a transaction be rejected if there is no FEIN reported for the insured or employer reported on the policy?
  7. Will a transaction be rejected if there is no FEIN number for additional insured entities?
  8. What if the employer or policyholder does not have a FEIN?
  9. Will carriers receive confirmation of their electronic submissions from the WCB?
  10. What jurisdiction information can we submit?
  11. Has the Board instituted penalties against the carriers for not timely filing documents? If so, can you provide some information on how they work?
  12. What happens when I rewrite a policy to a different carrier within the same carrier group?
  13. Does NY POC accept Binder transactions?
  1. What is an IAIABC transaction? IAIABC Proof of Coverage data is completed by the submission of information in two parts identified as the 'Insured' and 'Employer' record descriptions.

    The Insured record contains information about the type of POC transaction being sent (e.g. Binder, New, Renew, Rewrite/Reissue, Cancel, Change), 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. It may or may not be followed by one or more Employer records.

    The Employer record(s) identifies the employer(s) affected by the transaction submitted. Depending on the transaction type, Employer records need to be submitted for each legal entity (i.e. employer) location either covered on the Policy or affected by the transaction being submitted. The employer's FEIN and UI Number (UIER in NY State -- this is the Unemployment Insurance Employer Registration number assigned by the NYS Dept. of Labor) name, and address are also submitted in this area.
  2. Does the cancellation notification to the third party vendor satisfy the WCB timely notification requirements? No. The cancellation must be received at the Board (via the third party vendor) at least 10 days prior to the cancellation date for non-payment of premium or 30 days for any other reason. Carriers should consider this factor if submitting data through a vendor in order to meet timely filing requirements.
  3. Are there any benefits to filing a cancellation with the Board earlier than just prior to the 30 and 10 day deadlines? Yes! Carriers should notify the Board of a cancellation as soon as possible in case the Board rejects the transaction (for reasons unrelated to timely filing) and you are required to re-file the cancellation. You will also have to review, and perhaps extend, the policy cancellation date to ensure the re-filed cancellation is timely filed with the Board and the employer. Therefore, the earlier the original cancellation is submitted, the earlier you can re-file if the Board rejects the original cancellation, thus reducing or eliminating the need to extend the policy cancellation date. For more information see WCB Subject Number 046-108, June 21, 2002.
  4. Does NYS require notification of renewals of a policy? Yes.

    Renewals with or without a change in carrier/insurer assignment within a carrier group may be submitted.
  5. What payroll period should be reported? If the carrier's records indicate "payroll" as "if any" under the amount, how should the carrier report the payroll? Payroll information should be reported for the policy period.
  6. Will a transaction be rejected if there is no FEIN reported for the insured or employer reported on the policy? Yes, FEIN is mandatory information for both insured and employer endorsements reported to the WCB. If there are multiple employers that represent different, unique entities covered under the policy, each entity must have its own FEIN reported in order for us to properly record coverage information. When the same FEIN is used to report more than one employer endorsement those employers added (with the same FEIN) will be treated as locations. For more information see WCB Subject Number 046-16, September 25, 2003.
  7. Will a transaction be rejected if there is no FEIN number for additional insured entities? Yes, this is a mandatory requirement. For more information see WCB Subject Number 046-16, September 25, 2003.
  8. What if the employer or policyholder does not have a FEIN? The Federal Employer Identification Number (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 a FEIN, his/her social security number must be provided in place of the FEIN.
  9. Will carriers receive confirmation of their electronic submissions from the WCB? Yes, acknowledgment files will be generated for transactions submitted in EDI flat files. Transactions submitted through the internet application are immediately accepted or rejected.
  10. What jurisdiction information can we submit? The NYS WCB will accept jurisdiction information for New York State only.
  11. Has the Board instituted penalties against the carriers for not timely filing documents? If so, can you provide some information on how they work? Yes. The New York State Legislature amended Workers’ Compensation (WCL) §54 and §226 in 2008 to authorize the Workers’ Compensation Board to penalize workers’ compensation carriers, disability benefits carriers, the State Insurance Fund and group self-insured trusts for failure to timely file proof of coverage (POC) transactions. For more information see Workers Compensation Insurance Carrier Bulletin WCIC-2010 #1
  12. What happens when I rewrite a policy to a different carrier within the same carrier group? If the rewrite (re-assignment of risk to different insurer within group) occurs on a renewed term, submit a Renewal transaction. The Rewrite/Reissue transaction is used when the prior policy was cancelled for cause and later reconciled. The carrier rewrites the policy for the original term using a new policy number. The WCB's web application does not support this transaction. The carrier must submit a cancellation for the prior term and submit a new policy for the rewritten term.
  13. Does NY POC accept binder transactions? Yes, they are accepted and processed as new or renewal policy transactions.