PEO/Data Reporting FAQs

Posted Date: Current
    

Industry InformationProfessional Employer Organizations (PEO)

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Policy Data Reporting FAQs


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Q1: How do I indicate a policy is a PEO/Employee Leasing Policy?

Q2: What are the differences between PEO/Employee Leasing Policy Type Codes 2, 3, and 4?

Q3: What are the reporting guidelines for PEO/Employee Leasing Policies?

Q4: Am I required to report the name of each Client Company covered on a PEO/Employee Leasing Policy?

Q5: What name is reported as the “primary” name (Name Link Identifier 001), the PEO/Employee Leasing Company or the Client Company?

Q6: How do I report more than 999 Client Company names on a PEO/Employee Leasing Policy?

Q7: What code is reported to differentiate between the PEO/Employee Leasing Company and a Client Company?

Q8: Am I required to report all addresses for each Client name on a PEO/Employee Leasing Policy?

Q9: For each address and location on a PEO/Employee Leasing Policy, am I required to report a separate address record?

Q10: How do I delete a Client Company’s name and address from a PEO/Employee Leasing Policy while the policy is in force?

Q11: How do I add a Client to a PEO/Employee Leasing Policy while the policy is in force?

Q12: What are the differences among Multiple Coordinated Policies, Multiple PEO Policies, and a Master Policy?

Q13: What Client Company information is required on the Name Record?

Q14: When reporting the employer names for a Master Policy, can both the Client Company and PEO/Employee Leasing Company be listed as Name Link Identifier 001?

Q15: When reporting the Employee Leasing Endorsement, do I only need to report the endorsement number?

Q16: Is the Federal Employer Identification Number required to be reported for both the PEO/Employee Leasing Company and the Client Company?

Q17: If a PEO/Employee Leasing Policy has been issued with the naming convention of “ABC Labor Contractor, for leased workers to XYZ Client,” do I submit one or two Name Records?

 

Unit Statistical Data Reporting FAQs

 

Policy Data Reporting FAQs


Q1: How do I indicate a policy is a PEO/Employee Leasing Policy?

A: When reporting electronically, the Header Record (Record Type Code 01) must include one of the following PEO/Employee Leasing Policy Type Codes. If reporting hard copy, the Declarations/Information page must display one of the following codes:
  • 2 —PEO/Employee Leasing Policy (Master Policy)—PEO/Employee Leasing Company and Client Companies
  • 3 —PEO/Employee Leasing Policy (Multiple Coordinated Policy)—PEO/Employee Leasing Company Only
  • 4 —PEO/Employee Leasing Policy (Multiple Coordinated Policy)—Client Company Only
Q2: What are the differences between PEO/Employee Leasing Policy Type Codes 2, 3, and 4?

A:
  • PEO/Employee Leasing Policy Type Code 2 is used to report a Master Policy that has been issued in the name of the PEO/Employee Leasing Company and provides coverage for leased workers of multiple client companies. The Master Policy may include coverage for the non-leased employees of the PEO/Employee Leasing Company.
  • PEO/Employee Leasing Policy Type Code 3 is used to report a policy issued in the name of the PEO/Employee Leasing Company that provides coverage for only the non-leased employees of the PEO/Employee Leasing Company.
  • PEO/Employee Leasing Policy Type Code 4 is used to report a policy that provides coverage for the leased workers of a single Client Company. The policy can be issued in the name of the Client Company or the PEO/Employee Leasing Company.
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Q3: What are the reporting guidelines for PEO/Employee Leasing Policies?

A: Click here to view both the Unit and Policy reporting guidelines for Employee Leasing Policies.

Q4: Am I required to report the name of each Client Company covered on a PEO/Employee Leasing Policy?

A: Yes. A Name Record is required for each Client Company covered on a PEO/Employee Leasing Policy for both electronic and hard copy reporting.

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Q5: What name is reported as the “primary” name (Name Link Identifier 001), the PEO/Employee Leasing Company or the Client Company?


A: The primary name (Name Link Identifier 001) may be the PEO/Employee Leasing Company or the Client Company depending on the type of PEO/Employee Leasing Policy issued and who the primary named insured is.

Click here to view the PEO/Employee Leasing reporting requirements that include the primary name associated with Name Link Identifier 001.

Q6: How do I report more than 999 Client Company names on a PEO/Employee Leasing Policy?

A: When reporting more than 999 separate Client names, the Name Link Counter Identifier is used in conjunction with the Name Link Identifier. For the first set of Name Link Identifiers (001–999), the Name Link Counter Identifier is reported as “00.” Name Link Counter Identifiers 01–99 are used to report each subsequent set of 999 separate names.

For example, the 999th name on the policy would be reported as Name Link Identifier “999” and Name Link Counter Identifier “00.” The 1,000th name on the policy would be reported as Name Link Identifier “001” and Name Link Counter Identifier “01.”

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Q7: What code is reported to differentiate between the PEO/Employee Leasing Company and a Client Company?


A: When reporting names for a PEO/Employee Leasing Policy either hard copy or electronically, the Professional Employer Organization/Client Code field must indicate a "P" for the Professional Employer Organization Company Name or a "C" for the Client Company Name. If reporting hard copy, indicate a "P" or "C" next to the reported name.

Q8: Am I required to report all addresses for each Client name on a PEO/Employee Leasing Policy?

A: Yes. An Address Record is required for each Client Company name covered on all PEO/Employee Leasing Policies for both electronic and hard copy reporting.

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Q9: For each address and location on a PEO/Employee Leasing Policy, am I required to report a separate address record?


A: Yes. Report an address record for each location at which the Client operates and is covered by the PEO/Employee Leasing Policy.

Q10: How do I delete a Client Company’s name and address from a PEO/Employee Leasing Policy while the policy is in force?

A: When reporting a deleted name and address electronically, report the date the name and address is to be deleted in both the Policy Changes Effective Date and the Policy Changes Expiration Date fields. When these fields are reported with the same date, this will identify the record is deleted. In addition, if submitting a full policy replacement change transaction subsequent to deleting a name or address, do not resubmit the deleted name and address.

When reporting a deleted name and address by hard copy, submit an endorsement requesting to have the name and any applicable addresses deleted along with the date the name and address is being deleted. For additional information regarding deleting names and addresses, please reference circular number POLS-2005-02.

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Q11: How do I add a Client to a PEO/Employee Leasing Policy while the policy is in force? A: To add a Client onto a PEO/Employee Leasing Policy midterm, the name and address are added onto the policy by indicating the Policy Changes Effective Date as the date (month/day/year) the Client Company’s name and address became effective for the policy. In addition, the Policy Changes Expiration Date is also reported. This date indicates the expiration date (month/day/year) of the name and address change to the policy.

Q12: What are the differences among Multiple Coordinated Policies, Multiple PEO Policies, and a Master Policy?

A:
  • Multiple Coordinated Policies or MCPs are written as separate policies issued to the PEO/Employee Leasing Company and each of its Client Companies. Separate classifications and experience modifications are maintained for each Client, and each Client policy is tied back to a PEO/Employee Leasing Policy by endorsement. Endorsements are used to restrict the coverage to specific employees. The PEO/Employee Leasing Company policy of an MCP is for the PEO/Employee Leasing Company’s non-leased employees only. The separate Client policies of an MCP are for the Client’s leased employees only. Non-leased employees of a Client Company are not included.
  • Multiple PEO Policies are issued to cover leased employees of each Client Company. Separate classifications and experience modifications are maintained for each Client Company of the PEO/Employee Leasing Company. Each policy is issued in the name of the PEO/Employee Leasing Company; however, it also identifies the name of the Client Company. Each policy is endorsed to limit coverage to leased employees and the endorsement also identifies the Client name. For any non-leased employees of the PEO/Employee Leasing Company or any Client Companies, additional separate policies must be issued to cover non-leased employees of the PEO/Employee Leasing Company or Client Company.
  • A Master Policy is a single policy that is issued to the PEO/Employee Leasing Company and covers the leased employees of multiple Client Companies that may be listed on the policy.
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Q13: What Client Company information is required on the Name Record?

A: Each Name Record for a Client Company must include the following:
  • Name Link Identifier
  • Federal Employer Identification Number (FEIN)
  • Professional Employer Organization/Client Code
Q14: When reporting the employer names for a Master Policy, can both the Client Company and PEO/Employee Leasing Company be listed as Name Link Identifier 001?

A: No. The PEO/Employee Leasing Company is always listed as the primary name, Name Link Identifier 001. Each separate Client name is reported with the next sequential Name Link Identifier (i.e., 002,003 . . .).

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Q15: When reporting an Employee Leasing Endorsement, do I only need to report the endorsement number?

A: No. In addition to reporting the endorsement number in the Endorsement Identification Record (Record Type Code 07), the names listed on the endorsement must also be reported in the Name Record (Record Type Code 02).

Q16: Is the Federal Employer Identification Number required to be reported for both the PEO/Employee Leasing Company and the Client Company?

A: Yes. If reporting electronically, each Federal Employer Identification Number for the PEO/Employee Leasing Company and the Client Company must be reported in the Name Record. For hard copy reporting, the Federal Employer Identification Number must be indicated next to each PEO/Employee Leasing Company and the Client Company name.

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Q17: If a PEO/Employee Leasing Policy has been issued with the naming convention of “ABC Labor Contractor, for leased workers to XYZ Client,” do I submit one or two Name Records?

A: NCCI recommends two Name Records be submitted to identify separately both the PEO/Employee Leasing Company and the Client Company.

Unit Statistical Data Reporting FAQs


Q1: What must be reported on a unit to indicate that it is a PEO/Employee Leasing Policy?

A: The Employee Leasing Code, found in the Header Record (Record Type Code 01), must contain an "E" to reflect the policy as a PEO/Employee Leasing Policy.

Q2: If a Client Company covered under a Master Policy leaves a PEO/Employee Leasing Company arrangement, how do I report that Client Companies exposure and loss data?

A: After the notification of a terminated Employee Leasing arrangement with a Client, the PEO/Employee Leasing Company’s insurer must furnish sufficient payroll and loss information to NCCI on one of the following Employee Leasing Forms:
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Q3: If I submit an Employee Leasing Form for a former Client Company, am I required to report subsequent Employee Leasing Forms for any open claims?

A: Yes. A subsequent Employee Leasing Form is required to be submitted in order to update loss information.

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