Home/ Client Management/ Workers' Compensation Export Files

Workers' Compensation Export Files

ProPay can export payroll data to send to your workers' compensation insurance carrier. The export file contains wage information organized by WC classification codes.

Supported Export Formats

ProPay supports three WC export formats:

Format Code Carrier Details
01 Cennairus 70-field format
02 ECOMP 20-field format
03 AM Trust (Excel Batch) Excel batch format

The carrier master table is user-configurable for carrier data, but the export file formats are limited to these three.

What the Export File Contains

The export file includes:

  • Employer information
  • Policy number
  • Coverage period (date range)
  • Wages by WC classification code
  • Wages earned by each employee
  • Hours worked

Your insurance carrier uses this data to calculate your WC premium and may debit your bank account for payment.

Before You Begin

  1. Set up your WC carrier in Dept/Jobs/W.C. > W/C Carrier.
  2. Assign WC codes to employees in Employees > Employee Setup.
  3. Set up pay type matching (see below).

Set up Pay Type Matching

Match ProPay pay types to your insurance carrier's pay types:

  1. From the Payroll Main Menu, click Paychecks > New Payroll.
  2. Select a client and enter the pay date.
  3. Click OK to open the payroll entry screen.
  4. Click the Dept/Jobs icon.
  5. Click the Work/Comp Export File icon.

The Field Matching dialog opens, showing:

  • Left column: ProPay pay types (Regular, Overtime, etc.)
  • Center column: Insurance carrier pay types
  • Right column: Match indicator

Match a pay type

  1. Find a ProPay pay type that shows [?] in the right column.
  2. Double-click the [?] icon.
  3. Select the appropriate insurance pay type from the dropdown.
  4. Click Accept.

Note: Some insurance pay types are protected and cannot be changed. The system will reject mismatched types.

  1. Click Close and Save when finished.

Tip: Click View All Fields to see the complete list of insurance pay types and which ones are already assigned.

Generate an Export File

After setting up pay type matching:

  1. From the Payroll Main Menu, click Paychecks > New Payroll.
  2. Select a client and enter the pay date.
  3. Click OK to open the payroll entry screen.
  4. Click the Reports icon.
  5. Click the dropdown arrow on the Export Files icon.
  6. Select Export W/C Insurance from the menu.
  7. Choose the date range you want to export.
  8. Click OK.

ProPay generates the export file and prompts you to:

  • Email: Send the file via email
  • Open: View the file contents
  • Close: Delete the file (use caution)

Submit Export Files

You can submit files two ways:

Submit prior period files

Use this method to export and submit files for past pay dates:

  1. Follow the steps above to generate the export file.
  2. When prompted, choose to email or save the file.
  3. Send the file to your insurance carrier or broker.

Automatic submission after payroll

ProPay can prompt you to upload files automatically:

  1. Process payroll normally.
  2. Print checks.
  3. ProPay prompts: "Upload WC file?"
  4. Click Yes to upload via FTP.
  5. ProPay connects to your carrier's FTP server and uploads the file.

Note: This requires FTP credentials from your insurance carrier. Set up FTP access in Dept/Jobs/W.C. > W/C Carrier.

Troubleshooting

Can't find the Work/Comp Export File icon:

  • Verify the client has a WC carrier assigned in WC Carrier Setup
  • Check that the carrier uses one of the three supported export formats (Cennairus, ECOMP, or AM Trust)

Pay type matching rejected:

  • The insurance pay type may be locked (protected)
  • The ProPay pay type may not match the field specification
  • Contact your insurance carrier for the correct pay type codes

Export file is empty:

  • Verify employees have WC codes assigned
  • Check that the date range includes processed payroll
  • Ensure pay types are properly matched

FTP upload fails:

  • Verify FTP credentials in Dept/Jobs/W.C. > W/C Carrier
  • Check your internet connection
  • Contact your insurance carrier to confirm FTP server address

Related Topics

← Back to Index