Workers' Compensation Carrier Setup
Overview
The Workers' Compensation Carrier Setup screen stores all information about your insurance carrier, policy details, and payment preferences. Complete this setup to enable automatic premium calculations and payment generation.
Accessing WC Carrier Setup
- Go to Dept/Jobs/W.C. > W/C Carrier.
- Enter or update the carrier information.
Insurance Carrier Information
Carrier name and address
Enter the name and complete mailing address of the insurance carrier that issued the workers' compensation policy for this employer.
This information appears on workers' compensation reports and payment forms.
Agency name and address
Enter the name and address of the insurance agency or broker handling this policy. If no agent is involved, leave this section blank.
Payment Information
Pay to
Enter the payee's name and address exactly as it should appear on checks. All workers' compensation payments will be issued to this name and address.
Important: Verify this information carefully. Some carriers require payments to be sent to a lockbox or processing center rather than the main office address.
Policy info
Enter the following policy details:
- Policy Number - Your workers' compensation policy number
- Group Number - Group number if applicable (leave blank if not used)
- Policy Start Date - Effective date of the policy
- Policy End Date - Expiration date of the policy
Payment method
Select how often workers' compensation payments should be generated:
- Monthly - Payments generated on the last pay date of each month
- Quarterly - Payments generated on the last pay date of each calendar quarter
- Yearly - Payments generated once per year on the last pay date of the year
- None - No automatic payments (manual payments only)
Note: Payments are automatically generated when you print payroll checks on the last pay date of the selected period.
Payment Delivery Methods
Choose how you want to pay workers' compensation premiums:
Generate checks
Check this box to pay insurance premiums by paper check. ProPay prints the check along with a detailed premium report form when you print payroll checks.
Important: Always include the printed premium report form with your check. The insurance carrier needs this information to properly credit your account.
Pay electronically (ACH)
Check this box to pay insurance premiums electronically via ACH credit method. When enabled, ProPay generates ACH payments in the same file as employee direct deposits.
The ACH file must be transmitted to your bank or third-party ACH processor according to your normal direct deposit procedures.
If you select this option, you must also enter:
- Payee's bank account number - Insurance carrier's bank account number for receiving ACH payments
- Bank routing number - Nine-digit routing number for the carrier's bank
- Bank name - Name of the carrier's bank
Note: Obtain accurate bank information from your insurance carrier before enabling ACH payments. Incorrect account information may result in payment delays or failed transactions.
Do not pay
Check this box if you do not want ProPay to generate any payments automatically. You will handle all workers' compensation payments manually outside the system.
ProPay will still track premiums and generate reports, but will not create checks or ACH payments.
Experience Modification Rate
Enter the experience modification percentage for this policy.
Insurance companies rate employers based on their accident history over time. Your experience modification rate reflects your company's claims experience:
- 100% - Standard rate (no modification)
- Below 100% - Discount for good safety record (e.g., 85% = 15% discount)
- Above 100% - Surcharge for poor safety record (e.g., 125% = 25% increase)
Where to find this rate: The experience modification rate appears on the premium report form provided by your insurance carrier. If no modification rate is shown, enter 100%.
ProPay applies this rate to all premium calculations.
Contact Information
Contact and phone number
Enter the name and phone number of the person to contact at the insurance carrier or agency for questions about the policy.
This information is for your reference and does not appear on reports.
Additional Configuration
Payroll company ID
Enter the payroll company ID as instructed by your insurance carrier. Some carriers assign a specific identifier for premium reporting purposes.
Leave blank if your carrier does not require this information.
Export file format
If your insurance carrier accepts electronic data files, select the appropriate export file format from the drop-down menu. ProPay supports formats for major insurance carriers.
Select None if your carrier does not accept electronic files.
For detailed information about generating and submitting export files, see WC Export Files.
Email export file to
If your carrier accepts workers' compensation data files via email, enter the email address where files should be sent. This may be the carrier's email address or the email address of your agent or broker.
ProPay can automatically email the export file after generating it.