POC State Guide - Hawaii

Posted Date: January 25, 2024

As a POC service provider NCCI’s approach is to provide guidance to carriers on proof of coverage reporting guidelines. This guide is not intended to provide carrier notice to insured filing requirements. All information provided in this guide is subject to change and dependent on notification from the state. Please refer to the applicable Workers Compensation Statutes or Rules for additional information.
NCCI POC Service Start Date	October 1, 2013
POC Contact Information
Hawaii Department of Labor and Industrial Relations (DLIR) Workers Compensation Division 830 Punchbowl Street, Room 209 Honolulu, HI 96813 Contact Name: Scott Eugenio Tel: 808-586-9158 Fax: 808-586-9219 Email: Scott.Y.Eugenio@hawaii.gov Web: www.hawaii.gov
How NCCI Provides POC Data to State	IAIABC POC 3.0 Format Proof of Coverage Inquiry Note: Carriers should contact POCA@ncci.com prior to reporting workers compensation coverage in Hawaii for the first time.
POC Timeliness Reporting Requirements
Transaction Received Date	Hawaii does not recognize NCCI’s received date. The received date is determined by the state’s acceptance of the transaction.
Policies	Must be filed and served to the Hawaii DLIR within 10 days after the Policy Effective Date. Hawaii does not accept POC Notices.
Cancellations	Must be filed and served to the Hawaii DLIR at least 10 days prior to the Cancellation Effective Date.
Reinstatements	Must be filed and served to the Hawaii DLIR within 10 days after the Reinstatement Effective Date.
Nonrenewals	Hawaii is not a continuous coverage state. Nonrenewals are not required for POC–the Policy Expiration Date is recognized by the Hawaii Department of Labor and Industrial Relations. If a nonrenewal is reported, the transaction will be available through POC.
POC Data Reporting Requirements
Data Elements: Industry Code—Prefers a valid North American Industry Classification System (NAICS) code (2012, 2017, or 2022 codes) Federal Employer Identification Number (FEIN)—The employer’s FEIN must match the registered FEIN as reported to the Hawaii DLIR Employer Name—The employer’s name must match the legal registered name as reported to the Hawaii DLIR Unemployment Identification Number (UI)—The employer’s UI number (also known as the Department of Labor [DOL] Account Number) must match the number issued by the Unemployment Insurance Division UI/DOL Account Numbers must be 10 digits in length Over 95% of UI/DOL Account Numbers begin with triple-zero (e.g., 000-XXX-XXXX), except for the following: Nonprofit organizations’ UI numbers will begin with 990 (e.g., 990-XXX-XXXX) Religious organizations’ UI numbers will begin with “R” followed by 00 (e.g., R00-XXX-XXXX) Transient companies’ UI numbers will begin with “Z” followed by 00 (e.g., Z00-XXX-XXXX) Agricultural organizations’ UI numbers will begin with “T” followed by 00 (e.g., T00-XXX-XXXX) State agencies’ UI numbers will begin with “S” followed by 00 (e.g., S00-XXX-XXXX) An alpha character should never, appear anywhere between numbers Words such as “Exempt” or “Unknown” should not be reported in the UI number data element field The DLIR will not accept default numbers or sequential numbers (e.g., 000-000-0000 or 123-456-7890) For new employers, effective July 1, 2017, the Unemployment Insurance Division will no longer issue identification numbers for employers with future liability dates. To apply for a new identification number, visit http://labor.hawaii.gov/ui/new-employer-registration/ to access additional information and the necessary forms In the event of a new employer and the new identification number is not available at the time of policy issuance, the Hawaii DLIR will use the registered employer name and FEIN to establish coverage Industry Code—Prefers a valid North American Industry Classification System (NAICS) code (2002, 2007, 2012, or 2017 codes) Deductible Data Elements—when a policy covers Hawaii and the coverage is written under a deductible program, Record Type 43—Deductible Endorsement must be reported with the State Code 52 and the following elements: Losses Subject to Deductible Code Basis of Deductible Calculation Code Deductible Amount Per Claim/Accident Refer to the POC Data Element Requirements Chart located in NCCI’s Policy and Proof of Coverage (POC) Reporting Guidebook for all requirements Address Reporting—No Physical Location: When there is no physical location in the state, Hawaii will accept Employer Names linked to: Address Type 6—No Physical Location Address Type 2—Location of Operations with an Out-of-State Address reported with State Code Link 52 State Processing Exceptions: The Hawaii DLIR does not currently acknowledge the IAIABC POC data, so no IAIABC reports will be available. Report one name per record. The name must match what was originally reported to the Hawaii DLIR. If Hawaii is deleted flat, then also delete flat the employers in the state. Do not report “if any” coverage in the state if the employer does not have a Hawaii UI Number (also known as the DOL Account Number). When endorsement numbers WC000308 and/or WC000310 are reported on Establishing Transactions, NCCI will send Inclusion and/or Exclusion of Corporate Officer/Partner/Sole Proprietor POC transactions to Hawaii.
POC Penalties and Appeals
POC Fines	No fines are assessed for late reporting or missing POC data. The Hawaii DLIR will email you for any necessary corrections to your POC data. If corrections have not been made within 45 days of this initial contact, a fine of $250 per transaction may be incurred.
Appeals	No appeals process is in place.
Disclaimer: This guide is comprised of materials and information which are proprietary to NCCI and are protected by United States and international copyright and other intellectual property laws. This guide is provided solely as a reference tool to be used for the limited purpose of providing information to carriers regarding the reporting of proof of coverage information in various states. The information in this guide shall not be construed or interpreted as providing of legal or any other advice as to the cancellation, renewal or nonrenewal of an insurance policy or contract. Use of this guide for any purpose other than as set forth herein is strictly prohibited. The guide is furnished “As Is” and includes information available at the time of publication only. NCCI makes no representations or warranties of any kind relating to this guide, and expressly disclaims any and all express, statutory, or implied warranties including the implied warranty of merchantability and fitness for a particular purpose. Additionally, you assume responsibility for the use of, and for any and all results, conclusions, analyses, or decisions developed, derived or obtained as a result of this guide and NCCI does not endorse, approve, or otherwise acquiesce in your actions, results, analyses, or decisions, nor shall NCCI have any liability thereto.