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 | May 1, 2008 |
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POC Contact Information |
Rhode Island Department of Labor and Training
Center General Complex
1511 Pontiac Avenue
PO Box 20190
Cranston, RI 02920-0942
Contact Name: DLT WC Fraud Unit
Tel:
401-462-8100 Ext. 2
Fax:
401-462-8128
Email:
dlt.wcfraud@dlt.ri.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 Rhode Island for the first time. |
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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 | Due within 5 days after the Policy Effective Date. POC Notices may be submitted if the policy will not be issued within 5 days after the Policy Effective Date. This does not eliminate the need to submit the policy. |
| Cancellations | Cancellations shall not be deemed effective until notice of the cancellation is received by the Director. |
| Reinstatements | Due within 5 days after the Reinstatement Effective Date. |
| Nonrenewals | Rhode Island is a continuous coverage state. Nonrenewal cancellations are required and must be reported and shall not be deemed effective until notice of the nonrenewal is received by the Director. |
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POC Data Reporting Requirements |
Data Elements: -
State Unemployment Number—The Rhode Island Department of Labor and Training requires the Unemployment Identification Number (UI)—also known as the Employer Registration Number (ERN)—data element to be reported for POC purposes.
If the UI or ERN is not available for one of the following reasons, report the corresponding default codes:
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Not Available—When the insurer cannot get the UI Number for an established employer, report the default code “0000000001.”
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New Employer—The UI Number is issued by the Rhode Island Division of Taxation after the employer has payroll. For new employers waiting for the assignment of a UI Number, report the default code “0000000002.”
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Exempt Employer—For employers exempt per RIGL Section 28-42-8 that are not eligible for a UI Number, report the default code “0000000003.”
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If Any Policy—Employers without employees in Rhode Island are not eligible for a UI Number. In this event, report the default code “0000000004.”
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Exposure Without Payroll—For an employer with Rhode Island exposure and without Rhode Island payroll, report the default code “0000000004.”
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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, Rhode Island 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 38
- The out-of-state address is preferred
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 Rhode Island
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POC Penalties & Appeals |
| POC Fines | A fine/penalty of $250 per offense is assessed for late reporting or missing data. |
| Appeals | Carriers are provided appeal rights with violation notice. |
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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