POC State Guide - Utah

Posted Date: August 11, 2023

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	September 1, 1987
POC Contact Information
Utah Labor Commission Industrial Accidents Division PO Box 146610 Salt Lake City, UT 84114-6610 Street Address: 160 East 300 South, 3rd Floor Salt Lake City, UT 84111 Contact Name: EDI Compliance Team Tel: 801-530-6809 Fax: 801-530-6804 Email: POCEDI@utah.gov
How NCCI Provides POC Data to State	IAIABC POC 3.0 Format Proof of Coverage Inquiry
POC Timeliness Reporting Requirements
Transaction Received Date	NCCI’s received date is used to determine timeliness on POC transactions accepted by the state.
Policies	Due within 30 days after the 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	Due 10 days after the Cancellation Effective Date. State does not allow backdating of cancellations for more than 10 days for any reason.
Reinstatements	Due within 30 days after the Reinstatement Effective Date.
Nonrenewals	Utah is a continuous coverage state. Nonrenewals are required and must be reported within 10 days after the effective date of the nonrenewal cancellation.
POC Data Reporting Requirements
Data Elements: Email Address—the email address for all Utah employers must be reported and valid (in the correct structure (email@domainname.domain) Claim Administrator Federal Employer Identification Number (FEIN)—a valid Claim Administrator FEIN must be reported and in a numeric format State Unemployment Number—The Unemployment Insurance (UI) Number is preferred, if available, for all employers having locations or employees in Utah Deductible Data Elements—when a policy covers Utah and the coverage is written under a deductible program, Record Type 43—Deductible Endorsement must be reported with the State Code 43 and the following elements: Losses Subject to Deductible Code Basis of Deductible Calculation Code Deductible Amount Per Claim/Accident Number of Employees—Must be reported 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: Utah employers must be reported with the address for each physical location of operation within the state. Only when there is no physical location in the state, carriers may submit Employer Names linked to: Address Type 6—No Physical Location Utah will not accept Employer Names linked to an Address Type 2—Location of Operations with an Out-of-State Address State Processing Exceptions: 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 Utah
POC Penalties & Appeals
POC Fines	For late reporting: The following penalties for late reporting are assessed: 99% or higher timely reporting = no penalty 1–15 days = $50 16–30 days = $100 31 or more days = $150 For inaccurate data: For POC filings, NCCI sends carriers the Utah notification of rejected transactions in the IAIABC POC Coverage Provider Error/Reject Report. If the error(s) is corrected within 5 business days, no penalty will apply. The Industrial Accidents Division sends the Utah Labor Commission Proof of Coverage Summary Report and Detail Report via email to insurance carriers at the beginning of each month. The summary identifies all uncorrected data errors from the previous month and shows the total penalty imposed. The Division imposes a penalty of $150 per policy for uncorrected data. For more information on Utah EDI reporting requirements, please see our website at: https://laborcommission.utah.gov/divisions/industrial-accidents/insurance-carriers
Appeals	To appeal an imposed penalty, the data provider must email POCEDI@utah.gov regarding the policy or policies in error within 30 days after receipt of the monthly reports. The email must include the following information: Name of the insured Policy Number Policy Effective Date Policy Expiration Date Insured FEIN Explanation of the change/correction made and date it was provided to NCCI The state will begin formal collection proceedings if the data provider does not respond and/or payment is not received approximately 45 days after the initial notice of penalty.
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.