Insurers are required to submit all policy transaction data (policies, endorsements, cancellations and reinstatements) relevant to California workers’ compensation insurance coverage to the WCIRB. The policy data is subject to audit validations to ensure compliance with the provisions of the California Workers’ Compensation Uniform Statistical Reporting Plan—1995 (USRP) and the California Workers’ Compensation Experience Rating Plan—1995 (ERP).
New or renewal policy data must be submitted to the WCIRB no later than sixty (60) days subsequent to the inception date of the policy. Endorsements and cancellations or reinstatements must be submitted to the WCIRB no later than sixty (60) days after the transaction issue date. See the USRP, Part 2, Policy Document Filing Requirements, Section 1, General Instructions, Rules 1-3.
The WCIRB reviews the policy transaction data to ensure the data is submitted timely and accurately. Policies are audited to ensure compliance with the use of approved coverage forms and that all language required by California law is included on the policy on an approved form. In addition, the WCIRB uses policy information to compile a record of workers’ compensation insurance coverage for all California insured employers.
To ensure the timeliness and accuracy of policy data, the WCIRB targets the most effective methods for maintaining high standards of data quality while minimizing the manual touchpoints associated with the data exchange process. This approach includes both policy data validation through preprocessing and audit edits and policy data monitoring using the set of metrics in the WCIRB Policy Data Quality Program (PDQP). Read more about the WCIRB’s initiative to modernize the collection, auditing and dissemination of data here.
Data submitters are strongly encouraged to report policy data electronically via the Compensation Data Exchange (CDX) web-based service. Policy data reported electronically must be submitted in accordance with the USRP and specifications set forth in the Workers Compensation Insurance Organizations’ (WCIO) Workers Compensation Policy Reporting Specifications (WCPOLS) as applicable in California.
Insurers may use the web-based Policy Entry and Edit Package (PEEP) on the CDX website to create, edit and/or validate policy data before submitting it electronically to the WCIRB. Links to these services appear in the Resources section below.
Prior to submitting production files, each insurer and authorized third-party entity (TPE) must submit test files for approval by the WCIRB. Please review the guidelines in the Policy Data Submission Test Requirements section, and then contact the WCIRB at firstname.lastname@example.org to arrange the testing. Until approved for electronic policy submission, hard copy policy, cancellation, reinstatement and endorsement documents must be submitted to the WCIRB in accordance with the USRP and incur a $25 processing fee per document.