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 | July 1, 2006 |
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POC Contact Information |
West Virginia Offices of the Insurance Commissioner (OIC)
900 Pennsylvania Avenue
Charleston, WV 25302
Contact Name: Jannell Cochran
Tel: 304-414-7744
Fax:
304-558-5586
Email:
Jannell.I.Cochran@wv.gov
Web:
www.wvinsurance.gov |
| How NCCI Provides POC Data to State | - NCCI Daily POC Format
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Proof of Coverage Inquiry
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POC Timeliness Reporting Requirements |
| Transaction Received Date | NCCI’s received date is used to determine timeliness on POC transactions accepted by the state. |
| Policies | Issuance of a new or renewal policy—Report no later than 30 days after the effective date or the receipt of notice of the employer's commencement of employment operations within the state, whichever is earlier. Changes to the policy after the Policy Effective Date—Report no later than 30 days after the endorsement issuance date. POC Notices may be submitted if the policy will not be issued within 30 days after the Policy Effective Date. This does not eliminate the need to submit the policy. |
| Cancellations | Termination of coverage (nonvoluntary)—Report at least 10 days prior to the termination/expiration of coverage by the insurance carrier. If the policy expires (and is not renewed) as a result of the policyholder failing to remit renewal premium prior to the renewal date, carriers should report as a flat cancel. Termination of coverage (voluntary)—Report no later than 10 days after the carrier's receipt of request by the policyholder to cancel. |
| Reinstatements | Reinstatements are handled the same as issuances or renewals. Report no later than 30 days after the reinstatement date. |
| Nonrenewals | West Virginia is not a continuous coverage state. Nonrenewals are not required for POC—the Policy Expiration Date is recognized by the West Virginia Office of the Insurance Commissioner. If a nonrenewal is reported, the transaction will be available through POC. |
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POC Data Reporting Requirements |
Data Elements: - 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, West Virginia 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 47
- The out-of-state address is preferred
State Processing Exceptions: |
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POC Penalties and Appeals |
| POC Fines | West Virginia will handle reporting violations along a continuum of regulatory response, which could include, but does not limit the commissioner to, subjecting the private carrier to a fine not to exceed $500 per occurrence of untimely reporting. This should not be interpreted as limiting authority of the commissioner based upon subjective factual scenarios. |
| Appeals | No appeals process is in place at this time because no POC fines are currently assessed. |
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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