Workers' Compensation Codes Setup

Overview

Workers' compensation codes classify employees by job type for insurance premium calculations. Each code has an assigned rate based on the risk level of that job classification. You must set up these codes before ProPay can calculate workers' comp premiums for payroll reports and insurance carrier payments.

Set up workers' compensation insurance class codes and rates for calculating client premiums.

Enter Workers' Compensation Codes

Go to Dept/Jobs/WC > Work/Comp Codes.
Enter the following for each class:

W/C Code No.: Enter the 4-digit code number
W/C Description: Enter the class description
W/C Rate: Enter the rate for this class

Find these codes, descriptions, and rates on the form you submit to the insurance carrier with each payment.

Apply Rates to Prior Periods

Use this feature when:

Setting up a new employer with prior history
Rates change mid-year
Making prior period adjustments

Apply rates

Go to Dept/Jobs/WC > Work/Comp Codes.
Click Apply W/C Rates to Prior Periods.
Set the START DATE (when new rates take effect).
Set the END DATE (last pay date to update).
Click OK to apply rates to all payroll records within the date range.

Example

If you receive new rates effective April 01, 2006 on May 10, 2006:

Set START DATE = 04/01/06
Set END DATE = (last pay date processed)
Run the process

Troubleshooting

Rates not applying to all periods

If rates don't apply to all pay periods:

Check that START and END dates are correct.
Confirm all relevant pay periods fall within the date range.
Re-run the Apply W/C Rates process.
Verify the rate change in a sample payroll record.

Incorrect codes or rates

If you have wrong codes or rates:

Check the insurance carrier form for correct information.
Update the W/C Code No., Description, and Rate fields.
Apply changes to prior periods if needed.