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Proof of Coverage Workers’ Compensation Web Submission Proof of Coverage

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Proof of Coverage Workers' Compensation Reporting Requirements

Overview

Electronic filing requirement for web-based data entry for NYS Workers’ Compensation Proof of Coverage (POC)

It is necessary for all insurers to file New York State Workers’ Compensation Proof of Coverage (POC) information electronically. Such filings may be completed by obtaining access to the Board’s web-based IAIABC Proof of Coverage data entry application.

There is no charge for electronic filing via the Board’s web-based IAIABC Proof of Coverage data entry application.

The NY State Workers’ Compensation Board has adopted the IAIABC standard for the submission of such electronic Proof of Coverage (POC) transactions.

PLEASE NOTE: It is important to understand the way these POC transactions will be applied and utilized for proof of coverage in NYS. Please see the FAQ section of this document.

Important notes:

  • If you are part of a carrier group, please arrange for electronic filing for all of the carriers in your group that do business with the NYS Workers’ Compensation Board.
  • There are NO CHANGES in the relevant application of the NYS statutes governing the requirements of carriers/ employers for submitting timely proof of coverage; only the format has changed.

POC INFORMATION

A transaction is separated into two (2) parts; Insured (section I-IV of the web based application) and Employer/Location (section V of the web based application). Employer/Location can be added to the transaction by selecting the "Add Employer" button.

I. Transaction

Identifies what action the insurer intends to take and when (e.g. create new coverage or cancel coverage).

Type and Reason refers to transaction type selected and corresponding reason. These codes are selected from a drop down menu.

Transaction Effective Date governs the intended effective date of the transaction. Example: when adding a new employer to an existing policy, the transaction effective date will reflect the insurer’s intended effective date of the new coverage within a policy term.

II. Carrier

Identifies the carrier submitting/ providing the POC record.

Issuing Office is the location of the carrier’s office that actually issued the policy.

Issuing Agent is the broker or licensed agent’s office that obtained the business.

III. Policy

Identifies the policy by providing the policy number and policy effective date. The prior policy number is used to identify the policy when the transaction being submitted is a renewal or a rewrite/reissue.

Governing Class of the policy is as defined by CIRB (New York Compensation Insurance Rating Board).

Wrap-Up policies cover a specific location rather than the entity.

IV. Insured

The Insured is the policyholder.

NOTE: The FEIN is REQUIRED for the Policyholder.

V. Employer/Location

The submission of Employer records is dependent on the transaction type:

  • New Policy, Renewal or Rewrite/Reissue: only submit Employer/Location records under the following conditions:
    1. If the primary insured is not covered, then you must submit the covered entities as additional Employer/Location records.
    2. If the primary insured is covered and there are additional entities covered, you must submit the additional entities as Employer/Location records.
  • Cancel Policy by Insured does not require an Employer/Location record.
  • Cancel Policy by Insurer requires one Employer/Location record, so the notification date can be provided.
  • Add Employer/Location requires an Employer/Location record for each entity being added to the policy.
  • Reinstate transactions do not contain Employer/Location records. The transaction will reinstate the policy and coverage for all associated entities.

How insurers register for electronic POC filing in an IAIABC format

Insurers may submit electronic POC filings by obtaining access to the Board’s web based IAIABC Proof of Coverage data entry application.

Minimum technical requirements

  • The Workers’ Compensation Board’s Online Submissions are accessed through the Internet. For security reasons, it is recommended that you do not access these forms through public internet access terminals (library, Internet cafe, etc.)
  • While we have tested this application, it is not possible to test for every possible configuration of software that may be installed on a user’s machine.  If you encounter problems, please try closing down your browser, re-booting your machine and trying again.
  • This application requires cookies to be enabled. Most browsers enable cookies by default. If you do not have cookies enabled, please consult your browser’s help file on instructions to do so.

How to Register

To expedite compliance with New York’s electronic reporting mandate, it may be prudent for your insurance carrier or carrier group to register for the New York State Workers’ Compensation Board’s web based data entry application to submit IAIABC Proof of Coverage data. There is no charge for electronic filing via the Board’s web based IAIABC Proof of Coverage data entry application.

To apply for access, you MUST be an insurance carrier registered with the New York State Workers’ Compensation Board (if you are registered, you have a "W" number). If you are part of a carrier group, please provide information for ALL of the carriers in your group that do business with the Board.

To apply to submit Workers’ Compensation Proof of Coverage via the Board’s website, follow the steps below:

  • Read Overview / Features for information about web submission of Workers’ Compensation Proof of Coverage.
  • Learn about the Minimum Technical Requirements your computer must meet to submit Workers’ Compensation Proof of Coverage.
  • Designate an administrator in your organization.
    • Each organization must designate a member of their organization to be their administrator. Read Proof of Coverage Administrator’s Responsibilities for more information about the role of the administrator. Please note: The administrator’s name is required on the registration.
  • Each user within the organization will need their own user ID and password.

If you have questions regarding completing the registration, you may contact the ITS Enterprise Service Desk. Be sure to indicate to the ITS Enterprise Service Desk that you would like help in applying to submit Workers’ Compensation Proof of Coverage on the web.

If there are questions regarding your registration, the person noted as the administrator on the registration will be contacted.

If you have any general questions, please email the Proof of Coverage Support Unit.

Administrator's Responsibilities

When an organization completes the online registration to submit Proof of Coverage forms, the organization needs to appoint an administrator from their own organization.

The following list describes the administrator's responsibilities:

  • Add, Modify or Remove Users (user ID and password required)

    ONLY the administrator can request user IDs and passwords for other employees within their organization. The administrator is also responsible for notifying the Workers' Compensation Board when users should no longer have access to submit Proof of Coverage forms, for example, when an employee leaves the organization.

  • Assist users

    The administrator is responsible for assisting other users in the organization regarding questions about how to submit Proof of Coverage information and is the organization's liaison with the ITS Enterprise Service Desk. ALL problems or questions the administrator cannot answer or resolve need to be reported to the ITS Enterprise Service Desk by the administrator.

  • Primary contact with the Workers' Compensation Board

    The administrator is the primary contact in the organization with respect to web submission of Proof of Coverage forms. As information is received from the Board, the administrator has the responsibility of disseminating that information to the appropriate people within the organization.

  • The administrator for insurance carriers, who have designated another organization to submit Proof of Coverage forms on their behalf, is responsible for notifying the Workers' Compensation Board if this designated organization will no longer be submitting Proof of Coverage forms on their behalf.
    • Example: Organization ABC has designated organization XYZ to submit Proof of Coverage forms on their behalf. Organization ABC decides to end this arrangement with organization XYZ. The administrator for organization ABC must notify the Workers' Compensation Board that organization XYZ will no longer be submitting Proof of Coverage forms for organization ABC.

Frequently asked questions

  1. How do I get to the Board's website to input POC data entry?

    • You must have a username and password to enter data on the website.
    • 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 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 website?

    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 website?

    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.

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