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Proof of Coverage for Disability and Paid Family Leave Benefits DB 820/829 Web Submission Proof of Coverage

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Overview

Insurance carriers writing disability and paid family leave benefits policies for New York State employers must submit proof of such policies to the NYS Workers' Compensation Board using the form DB 820/829 format.

The Board's web-based DB 820/829 data entry application is a secure web-based process that allows insurance carriers to enter data on individual policies and submit this data electronically to the Board.

The Board will acknowledge accepted and rejected transactions by allowing carriers to review the status of their submissions via the web application. There is no cost to the insurance carrier for the use of this web-based process.

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 the Workers' Compensation Board's electronic reporting mandate, you may register for access to the Board's web based DB 820/829 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 "B" 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.

If you are a TPA or any non-insurance carrier reporting for an insurance carrier, prior to registering for access, you MUST have the carrier complete a registration naming you as the organization designated to submit DB 820/829 data on its behalf.

To apply to submit DB 820/829 data via the Board's website, follow the steps below:

  • Read Overview / Features for information about web submission of the Disability and Paid Family Leave Benefits Proof of Coverage form, DB 820/829.
  • Learn about the Minimum Technical Requirements your computer must meet to submit DB 820/829 data.
  • 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 Disability and Paid Family Leave Benefits 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.

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.

FAQs

  1. How do I get to the Board's website to input Disability and Paid Family Leave Benefits POC data?

    • Go to the Board's website: www.wcb.ny.gov
    • Select Online Services
    • Select DB 820/829 Web Submission
    • Select Login to Submit DB 820/829
    • Enter user name and password (the 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. What features are available on the Board's website for Disability and Paid Family Leave Benefits POC data entry?

    You can add, view, edit, or delete transactions that you have submitted that day. The capability to print a transaction is also available.

  5. Are the transaction effective date and policy effective date the same?

    Not always. In many instances they are the same; for example, when an initial policy is issued to provide coverage for an employer on the same date. Entity name and address corrections 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.

    Transaction effective date for:

    • Initial Policy is the Policy Effective Date for the entity named on the DB 820/829 filing.
    • Cancellation of a Policy is the Cancellation Effective Date.
    • Reinstatement of a Policy is the Effective Date of Cancellation being reinstated.
    • Supersedes is the date any change is effective for Employer or Policy Information.

  6. How do we enter a FEIN for an insured that is a sole proprietor (when that insured does not have a FEIN)?

    The sole proprietor can use their Social Security number instead of a FEIN.

  7. How should policies covering "leased employees" be filed?

    Policies taken out by leasing companies for an employer should list the leasing company as the policyholder and the employer as the insured.

  8. Where do we get confirmation of a transaction receipt?

    You will get a notification at the top of the page once the transaction has been submitted for processing; this confirms the Board has received the transaction. Transactions that you submit via the web will be reported back via the web. Once a transaction has been processed there will be a link to review the status of the transaction (accepted or rejected).

  9. Can we change a transaction submitted in error?

    Yes, BUT only if the correction or edit is done on the same day as the original submission.

  10. When should the cancellation reason "Other" be indicated when filing a cancellation?

    Many carriers use the cancellation reason "Other" when a more appropriate reason should be used. If a cancellation is actually for "Not Subject/No Eligible Employees", "Out of Business" or "Seasonal", these reasons should be used and the actual date the employer's status changed must be indicated, A cancellation reason "Other" will generate notices questioning the employer's compliance to the Disability Benefits Law.

    "Other" would apply if cancellation was based on the insured's request or where the policy was replaced. Cancellation for these reasons still need to be cancelled within the proper notice timeframe set by statute.

  11. What are the time frames for legally filing a cancellation of a policy in New York State on the website?

    Cancellations for Non-Payment legally only require 10 days notice but Case Law requires ten full days, not counting the date received by the Board. Accordingly, if entering cancellations on the NYS website, add at least two more days to be safe.

    Cancellations for any reason other than Non-Payment require 30 days notice, but Case Law requires thirty full days, not counting the date received by the Board. Accordingly, add at least two more days to be safe.

  12. How should filing be done when there is a "legal entity" change?

    If there is a legal entity change (i.e., a sole proprietor incorporates their business), the former legal entity should be cancelled as "Out of Business" and a separate Initial filing should be made under the new employer name and identification numbers. The new entity filing requires a current coverage effective date because they would not have been in existence when the policy was issued under the former entity name.

    A legal entity name change would need to be done in the following situations:

    • When an entity becomes another form of legal entity
    • When a business ownership changes
    • When a partnership changes partners
    • When a name changes completely
    • Whenever an employer's UIER or FEIN changes

  13. How should filing be done when the employer is a "joint venture"?

    A joint venture is a kind of partnership where two or more businesses join together to complete special projects. The joint venture has its own UIER and FEIN numbers. The filing should be done in the name given to the joint venture followed by (JV). Each participating business, having at least one eligible New York employee, also needs to provide coverage under its own name and identification numbers.

  14. Why is it important for the "Reinstatement" date to be the same as the Effective Date of Cancellation being reinstated?

    The Transaction Effective Date should indicate the effective date of the cancellation being reinstated not the date the reinstatement was processed internally by the insurance carrier. If these dates do not match, the reinstatement will be rejected.

    Reinstatements cannot be made with a lapse in coverage under the same policy number. If the policy is not reinstated from the date of cancellation, a new policy must be issued.

  15. When should a "Supersedes" transaction be filed?

    The following transactions do not require a cancellation, only the filing of a "Supersedes":

    • Changing a policy number
    • Adding or deleting a D/B/A name to or from a legal entity
    • Changing or making corrections to the employer's name or address
    • Changing the policy coverage effective date. Changes to the coverage effective date are accepted only when the new date is earlier than the existing date.
    • Changing or making corrections to the coverage type

    Please enter both policy number and effective date of the policy for any changes to a policy.

    Do not file a "Supersedes" for any changes to policyholder information. Report current policyholder information on future filings for the insured.

    Do not file a "Supersedes" only to report addition, deletion or exclusion of corporate officers.

  16. What is required when voluntary coverage is requested?

    When a carrier wishes to cover an employer or a class of employees that is not required to be covered under the Disability Benefits Law, forms DB 135 or DB 136, as appropriate, should be completed and sent to:

    Workers' Compensation Board
    Bureau of Compliance
    Plans Acceptance Unit
    PO Box 5200
    Binghamton, NY 13902-5200

    The DB 135 and DB 136 forms are available online from the "Common Forms " page.

    The Board must approve the application for voluntary coverage prior to the filing of a DB 820/829. The Board will send the employer a DB 140 acknowledging the effective date of approval for voluntary coverage. This date must be indicated on any subsequent DB 820/829 filings affected by such voluntary coverage approval.

  17. Has the Board's Online Proof of Coverage data entry web application be changed to accommodate the Paid Family Leave coverage type?

    Yes. The Board's Online Proof of Coverage data entry web application includes a field to select coverage type.

  18. Does the insurance carrier need to submit a transaction identifying that an active statutory Disability Benefits policy that is already on file with the Workers' Compensation Board is now including a rider to cover Paid Family Leave?

    No. It will be assumed that all existing active statutory disability benefits policies on record with the Workers' Compensation Board cover both statutory and Paid Family Leave.

  19. Is the insurance carrier able to submit a Supersede transaction to change between the three coverage types on a policy?

    Yes. A carrier can change the coverage type previously reported on a policy by submitting a Supersede transaction.

FAQ acknowledgements

  1. Is it important to review the Board's acknowledgments?

    The WCB web POC application makes available to carriers acknowledgements for POC transactions that were received and processed through the WCB's Insurance Compliance system. POC transactions that were rejected or accepted after processing will be available through this part of the web application.

    Rejected transactions may leave an employer uninsured according to the Board's records, and an employer may receive penalty notices or inquiries from the Board as a result.

    Multiple transactions submitted over a period of time for the same employer must be processed in sequence to avoid having additional transactions rejected for that employer. For example, if a cancellation is rejected, a subsequent reinstatement will also be rejected (because coverage that has not been cancelled cannot be reinstated), possibly resulting in penalty notices to the employer.

    For cancellation transactions submitted via the web, the acknowledgment is your only proof of timely filing. Even though the Board no longer rejects untimely filed cancellations, it is your responsibility to file timely in accordance with Workers' Compensation law. If a cancellation transaction is rejected UPON RESUBMISSION, you will need to check the new cancellation effective date to insure that the filing meets the requirements of the WC Law. Any claim filed against the employer could be the responsibility of the insurer, if the cancellation was not timely filed.

  2. How often should I access the Board's website to review acknowledgments?

    You should review new acknowledgments as often as is convenient, depending on how frequently you submit transactions via the web. These acknowledgements will provide a record of cancellation transactions that were received and processed with the WCB. This will include BOTH the cancellations that were filed on a timely basis and those that were not. If cancellation transactions are not timely, you should re-evaluate the timing of your submissions relative to the requirement for notifying the Board and the insured.

  3. How often will the Board post new acknowledgments?

    The Board currently processes submitted transactions at least five nights each week. Acknowledgments are posted when processing is complete.

  4. Will the Board mail a hard-copy acknowledgment of transactions submitted via the website?

    No. The only way to find out whether the Board has processed the transactions you submitted via the web is by accessing the Board's website. This is also the only place you can see which transactions were accepted and which, if any, were rejected. However, you can print any transactions directly from the website.

  5. Can I print either the list of acknowledged transactions or any individual transactions?

    Yes. You can print the entire list for a specific date or any individual transaction.

  6. How long will I be able to view acknowledged transactions after the Board posts them on its website?

    Acknowledgments are not removed from the website. You can select the year, month, and day of past transactions you wish to view.

  7. What does it mean when a transaction has been rejected?

    A transaction that has been rejected has not updated the Board's information. Until the transaction is corrected or completed and re-submitted, it is as if it had never been sent.

  8. How can I tell why a transaction was rejected?

    In the list of rejected transactions, a reason is shown in the Reason field for each rejected transaction. When you click View to see an entire individual transaction, the rejection reason appears in the paragraph immediately beneath the transaction number at the top of the screen.

  9. How do I re-submit a rejected transaction?

    To re-submit a transaction, click Resubmit within the list of rejected transactions. When the selected transaction opens, make any necessary corrections directly in the appropriate fields. There is no need to re-create the entire transaction. When your corrections are complete, click "Submit" to send the corrected transaction to the Board.

  10. What are some of the most common reasons for rejection, and how can they be corrected?

    No Federal Employer Identification Number (FEIN) reported.

    The FEIN is a 9-digit number assigned by the Federal Government to identify a specific employer. In the case of a sole proprietor who does not have an FEIN, provide the employer's Social Security Number (SSN) instead.

    No New York State Unemployment Insurance Employer Registration (UIER) reported.

    The UIER is assigned by the New York State Department of Labor (DOL) to an employer. The number consists of eight digits, with a hyphen after the second digit and a space after the seventh digit.

    Here is an example of how the number is formatted:
    Column A B C D E F G H I J
    Data 6 6 - 6 6 6 6 6   6

    For the NYS Workers' Compensation Board, it is only necessary to provide the FIRST 7 DIGITS (reading from left to right). DO NOT INCLUDE THE HYPEN. DO NOT INCLUDE THE SPACE OR THE LAST DIGIT.

    For the example UIER number, 66-66666 6, the UIER number to provide to the Board is 6666666. Columns C, I and J are eliminated.

  11. How can I get help understanding how to correct rejected transactions?

    Please email your questions to: dbpoc.support@wcb.ny.gov

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