DB 820/829 Filing Requirements
Overview
The Workers’ Compensation Board allows DB 820/829 reporting to be done electronically using an FTP flat file format. A flat file is a data processing format that contains form data without any presentation format. Flat files are usually submitted by large companies that submit high volumes of forms. The company’s computer staff writes the computer programs to produce the files in the specified DB 820/829 Flat File Format. Then the programs are periodically run to prepare the files containing the DB 820/829 form data for transmission to the Board. Flat files are sent to the Board using an automated computer-to-computer transfer called FTP (File Transfer Protocol). To request a copy of the DB 820/829 Flat File Format contact the Workers’ Compensation Board.
If your company is interested in sending DB Proof of Coverage flat file information to the Board, complete the Registration for DB 820/829 Flat File TransmissionPDF.
When the testing process has been successfully completed, which means your company has successfully transmitted error-free test flat files to the Board in the prescribed format, a date is mutually agreed upon for your company to begin sending production Proof-of-Coverage data in flat files. When the registration process has been completed, the registrant will have a User ID and Password for the Board’s FTP Server.
For each DB 820/829 Flat File sent to the Board, the Board will generate a DB 820/829 Acknowledgement File and place it on the Board’s FTP server (once all of the transactions in the given file have been processed) for pick-up. The Acknowledgement file serves to inform the insurer about the acceptance or rejection of each transaction sent in the DB 820/829 Flat File. To request a copy of the DB 820/829 Acknowledgement File Format contact the Workers’ Compensation Board.
Frequently asked questions
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What is a flat file and how does my company send it to the Board?
A flat file is a data processing format that contains form data without any presentation format. To prepare to directly upload a flat file to the Board's Web Server, the company's computer staff writes the computer programs to produce the files in the specified format and then the programs are periodically run to prepare the files containing the POC (Proof of Coverage) data, for transmission to the Board. The files are manually uploaded to the Board's Web Server using an Internet browser.
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Will a username and password be required for the FTP?
Yes, after a file has been submitted, tested, and approved, you will be issued a username and password to FTP files in our production environment.
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How do I make sure my data is in the correct columns?
It is imperative that your data be prepared accordingly to the specifications in the record file layout. We highly recommend the use of a software tool (editor) that allows one to examine the content of data files that contain large record sizes.
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Can we continue to send paper DB 820/829 forms and/or use the DB 820/829 Web Submission?
Effective October 1, 2005, the Board will no longer accept paper DB-820/829 forms for statutory coverage. All transactions effecting or affecting a statutory Disability and Paid Family Leave Benefits policy must be submitted to the Board via either Flat File Transmission or the web. However, any given POC transaction should only be submitted via one method. In other words, do not send us duplicate transactions across methods.
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What is an acknowledgment file and how does my company receive it from the Board?
The DB 820/829 Acknowledgement File is generated by the Board for each DB 820/829 Flat File you send to the Board. The acknowledgement file name is identifical to the DB 820/829 flat file sent to the Board with the exception of the file extension. The acknowledgement file extension is ".ack". The acknowledgement file contains a record for every transaction included in the DB 820/829 flat file. Each record contains a transaction status indicating the acceptance or rejection of the transaction. If rejected, there is a comment field that contains the reason for the rejection.
The acknowledgement file may be obtained from the Board by connecting to the Board's FTP server and picking up the file. The file must then be DELETED.
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Will the existing Disability Benefits flat file format for proof of coverage submission be changed to indicate a statutory policy includes Paid Family Leave?
Yes. The Board has made the appropriate changes to the existing flat file format to include a field for coverage type.
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How will the flat file format change to indicate a policy covers Disability and Paid Family Leave Benefits?
The flat file format includes three coverage type indicators to identify the following three disability benefits policy types:- Coverage Type "1" - PFL and DB
- Coverage Type "2" - PFL Only
- Coverage Type "3" - DB Only
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How can I obtain a copy of the new flat file format for statutory Disability and Paid Family Leave Benefits?
A copy of the flat file format can be obtained by contacting DBPOC.Support@wcb.ny.gov.
Minimum technical requirements
- A programming resource able to produce the files according to the Board's file format specifications.
- FTP software or a web browser with upload capability.
- Connection to the Internet.
How to register
To register to send Disability and Paid Family Leave Benefits Proof Of Coverage data through a secure file transfer process and receive electronic notification of accepted and rejected transactions from the Board, complete the Registration for DB 820/829 Flat File Transmission.
Please include your company name, FEIN number, Board assigned ‘B’ number, and information for a contact person within your company. A Board representative will contact the person identified on the registration form to discuss the details for submitting flat files.
Please email the registration form to: DBPOC.Support@wcb.ny.gov