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 24, 2003 |
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POC Contact Information |
Oregon Department of Consumer and Business Services
Workers Compensation Division (WCD)
PO Box 14480
Salem, OR 97309-0405
Contact Name: EDI Coordinator
Tel:
503-947-7742
Fax:
503-947-7514
Email:
edinews.wcd@oregon.gov
Web:
wcd.oregon.gov |
| How NCCI Provides POC Data to State | - IAIABC POC 2.1 Format
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Proof of Coverage Inquiry
Note: Carriers should contact
POCA@ncci.com prior to reporting workers compensation coverage in Oregon for the first time. |
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POC Timeliness Reporting Requirements |
| Transaction Received Date | Oregon does not recognize NCCI's received date. The received date is determined by the state's acceptance of the transaction. |
| Policies | Must be filed within 30 days after Policy Effective Date. POC Notices may be submitted. This does not eliminate the need to submit the policy within 30 days after the Policy Effective Date. |
| Cancellations | Once cancellation is effective, notice must be filed with the Oregon WCD within 10 days after the Cancellation Effective Date. |
| Reinstatements | Due within 30 days after the Reinstatement Effective Date. |
| Nonrenewals | Oregon is not a continuous coverage state. Nonrenewals are not required for POC—the Policy Expiration Date is recognized by the Oregon Workers Compensation Division. If a nonrenewal is reported, the transaction will be available through POC. Coverage also ends for one of the following reasons, if: the policy is cancelled mid-term, Oregon is removed from the policy, or an entity is deleted from the policy. |
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POC Data Reporting Requirements |
Data Elements: -
Industry Code—A valid North American Industry Classification System (NAICS) code (2007, 2012, 2017, or 2022 codes) must be reported
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Number of Employees—Report, if available, on Address Type Codes 1, 2, and 6
- 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, Oregon will accept Employer Names linked to:
- Address Type 6—No Physical Location
- Oregon will not accept Employer Names linked to an Address Type 2—Location of Operations with an Out-of-State Address
State Processing Exceptions: - Refer to NCCI Circular FYI-OR-2015-02 for details on Oregon-specific PEO/Employee Leasing policy reporting requirements that affect Proof of Coverage
- 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 Oregon
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POC Penalties & Appeals |
| POC Fines | Late filings of Proof of Coverage and late filings of mid-term cancellations are an administrative violation. Fines may be assessed against insurers where filings are less than 90% timely. |
| Appeals | All appeals regarding compliance actions may be appealed to the Administrator of the Workers’ Compensation Division. |
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. |
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