1. REPORTING OF STATISTICS

Carriers or their authorized data providers may use any method they choose for the internal recording of statistical data submitted to the Rating Board. This includes any type of format convenient to the carrier’s statistical and accounting procedures and codes other than those set forth in the Plan, provided that the required data elements are submitted to the Rating Board in accordance with the rules and timeframes specified in this Plan.

2. PREPARATION AND COMPLETION OF UNIT STATISTICAL REPORTS

Summarized exposure, premium and loss data for each workers’ compensation policy is required under Item 7 below. Electronic format is the exclusive means of submitting this data to Rating Board. For information regarding electronic reporting, refer to the Workers’ Compensation Statistical Reporting Specifications (WCSTAT) in the WCIO Data Specifications Manual at www.wcio.org.

3. MANAGE DATA

Manage Data is an online Rating Board product that allows member carriers to:

  1. Create, view and correct unit statistical reports
  2. Prepare WCSTAT files for submission to the Rating Board via Compensation Data Exchange (“CDX”) or the WCSTAT Upload tool
  3. View Error Reports
  4. Manage the timely submission of data through the Manage Data Unit Stat Search

Manage Data is updated each evening to include each day’s WCSTAT submissions, thereby creating a complete and current database. Manage Data includes a Unit Statistical portal for real time processing of data.

4. SUBMISSION CONTROL RECORD

A submission of statistical data must be accompanied by a submission control record as specified in the WCIO Data Specifications Manual, General Section, at www.wcio.org.

5. VALIDATION OF STATISTICS PRIOR TO SUBMISSION

The carrier must validate the statistics being reported prior to their submission to the Rating Board to detect any errors.  Examples of such errors are:

  1. errors in the assignment of statistical codes;
  2. errors in assignment of claims to policies and/or classification codes; and
  3. errors in dollar amounts being reported.

For purposes of reporting exposure and premium data, if audited information is not available prior to the submission of statistics, the carrier must identify and report the estimated exposure and premium until the audited information becomes available.

6. CORRECTION OF ERRORS

Carriers are expected to correct any and all errors found in their data. Errors impact the quality and accuracy of ratemaking and experience rating and must be corrected to prevent delays in releasing these products. Refer to Part (V) of this Plan for detailed instructions.

7. FILING REQUIREMENTS

Exposure, premium and loss data must be filed for every workers’ compensation and employers’ liability policy coverage in New York, including New York coverage on interstate policies and coverage provided under any voluntary compensation endorsement.

Statistical reports are also required for any policies with New York exposure that are written on an “If Any” basis and do not develop exposure, provided that the policy was not canceled flat.  Refer to Part III, Item (6)(f)  of this Plan.

If more than one risk is written on a single policy, as provided in either Section 32 of the New York Volunteer Firefighters’ Benefit Law or Section 32 of the New York Volunteer Ambulance Workers’ Benefit Law, separate statistical reports must be submitted for each risk included within the policy.

Statistical data is not required for the following types of policies:

  1. Employers’ liability insurance on residence and farm employees in conjunction with other liability insurance
  2. Workers’ compensation on domestics provided in conjunction with homeowners’ insurance
  3. Policies providing coverage under the National Defense Projects Rating Plan or Nuclear Regulatory commission projects (See Items (11) and (12) of this Part below, respectively)
  4. Policies providing excess coverage other than excess medical.

8. MULTI-STATE POLICIES

Statistical reports must be filed for each state of a multi-state policy.  A report must be filed for each state on a policy with estimated exposure, including those for which no exposure was developed.

Statistical reports for New York coverage on a multi-state policy must be filed with the Rating Board and if applicable, with the National Council on Compensation Insurance (“NCCI”).

9. UNCOLLECTIBLE PREMIUMS

  1. Audited Policies

    Report all earned premiums for those policies on which an audit has been conducted and the earned premium is known, even if the premium is uncollectible. Likewise, report the corresponding exposure and loss data.

  2. Policies on Which a Final Audit is Not Possible

    Report the estimated earned premium and exposure corresponding to the term of coverage for those policies on which a final audit is not possible and the audited earned premium and exposure is not known. Likewise, report the loss data for the corresponding term of coverage.

10. REINSURANCE

Statistics are to be reported only for direct business. Do not submit unit statistical reports for workers’ compensation assumed policies (e.g., exclude premiums received from, or losses paid to, other carriers on account of reinsurance assumed by the carrier). Do not submit unit report statistics for workers’ compensation ceded policies (e.g., reductions should not be made for premiums ceded to, or for losses recovered from, other carriers due to ceded reinsurance).

11. NATIONAL DEFENSE PROJECTS

Premium and loss data for policies written under the National Defense Projects Rating Plan shall not be reported on unit statistical reports. Instead, “Exhibit I-Computation of Earned Premium, form NDPRP-I, must be filed with the Rating Board at the same time this form is submitted to the employer in accordance with the rules of the National Defense Projects Rating Plan. Such filing shall include only New York experience and must not include experience of any other state which may be included on the policy. Refer to the “Forms” section on the Rating Board’s website, www.nycirb.org, for a copy of form NDPRP-I.

12. RADIATION EXPOSURE – NUCLEAR REGULATORY COMMISSION PROJECTS

Premiums and losses for policies covering Nuclear Regulatory Commission projects under the direction of any government agency must not be reported under this Plan.

13. RADIATION EXPOSURE – OTHER THAN NUCLEAR REGULATORY COMMISSION PROJECTS

The New York Workers’ Compensation and Employers’ Liability Manual provides that a supplemental rate may be applied to operations involving research, manufacture, handling, transportation and use of, or exposure to, radioactive material, where such operations are not performed for, or under the direction of, any government agency. The additional premium resulting from this supplemental rate and radiation losses on risks where the supplemental loss cost has been applied, must be reported under Code 9985 “Atomic Energy – Radiation Exposure NOC.”

14. COVERAGE FOR OTHER THAN PAYROLL BASED EXPOSURES

  1. On Standard One-Year Workers’ Compensation Policies

    Premium and loss data must be submitted on unit statistical reports in accordance with Part III, Items (6)(b) through (6)(f) of this Plan.

  2. On Three-Year Workers’ Compensation Policies

    1. Three-Year Fixed Rate Policies

      For three-year fixed rate policies written in accordance with Rule X “Three-Year Fixed Rate Policy Option” of the New York Workers’ Compensation and Employers’ Liability Manual, report the premiums and loss data on these policies in accordance with Item (20) below.

    2. Other Three-Year Policies

      For three-year policies that are not fixed rate policies written in accordance with Rule III (C)(3) of the New York Workers’ Compensation and Employers’ Liability Manual, report the premiums and loss data in accordance with Item (19) below.

  3. Statutory Workers’ Compensation Coverage Afforded Under Personal Liability Policies

    1. Experience to be Reported

      Whenever workers’ compensation and employers’ liability coverage for domestic workers is required by the New York State Workers’ Compensation Law and afforded by endorsement under a personal liability policy, statistical reports must be filed in accordance with the preceding sections of this Plan.  Premium and loss data must be reported only for workers’ compensation and related employers’ liability coverage and must not include any other liability coverage afforded under the personal liability policy.

    2. Time of Reporting

      1. If the personal liability policy is written for a three-year period, it shall be considered for reporting purposes as three consecutive annual policies having the same policy number, and three reports shall be filed at annual intervals.
      2. If the workers’ compensation and employers’ liability coverage is endorsed on an outstanding personal liability policy, the time for reporting experience for such coverage must be determined on the basis of the policy effective date, not the endorsement date.

15. EXCESS COVERAGE FOR MEDICAL PAYMENTS (PER CLAIM OR PER ACCIDENT BASIS) – EX-MEDICAL POLICIES

  1. The experience under this coverage shall be reported in the same manner as the experience for the basic coverage provided by the policy. The instructions contained in this Plan are applicable to the reporting of such excess coverage. Ex-medical policies that are written to provide excess coverage for medical payments must be coded with the following Policy Type ID codes:

    Types of Coverage09
    Type of Plan01
    Type of Non-Standard Provisions06

  2. Each loss incurred under such coverage shall be listed individually under the same claim identifiers (i.e. claim number, classification code, type of injury, etc.) as assigned to the experience for the basic coverage.

16. DATE OF VALUATION AND FILING

Losses included in the first reporting of a given policy must be valued as of (18) months after the month in which the policy became effective. Subsequent reporting of loss data (2nd - 10th) must be valued (12) months after the valuation of the preceding report. Each report level must be filed with the Rating Board no later than two (2) months after the respective valuation date.

The table shown below displays the valuation and filing dates for all submissions:

Report LevelValuation DateFiling Month
1st18th month20th month
2nd30th month32nd month
3rd42nd month44th month
4th54th month56th month
5th66th month68th month
6th78th month80th month
7th90th month92nd month
8th102nd month104th month
9th114th month116th month
10th126th month128th month

 

Examples of Valuation and Filing Dates for First Reports
Effective Month of the PolicyValuation Month
(18 Months after the policy effective month)
Reporting Month
(20 months after policy effective month)
JanuaryJulySeptember
FebruaryAugustOctober
MarchSeptemberNovember
AprilOctoberDecember
MayNovemberJanuary
JuneDecemberFebruary
JulyJanuaryMarch
AugustFebruaryApril
SeptemberMarchMay
OctoberAprilJune
NovemberMayJuly
DecemberJuneAugust

17. LATE FILING PENALTIES

Statistical reports received by the Rating Board later than the twenty-second month after the effective date of the policy will incur a late charge per month for each report that is overdue. The late charge also applies to all subsequent reports submitted more than four months past the required month of valuation.

18. CLASSIFICATION CODES

Report the employer’s classification codes determined in accordance with the rules of the  New York Workers’ Compensation and Employers’ Liability Manual.

No claim may be assigned to any classification unless exposure has also been reported for that classification. For losses, report the classification code under which the injured worker’s payroll is assigned even if, at the time of the injury, the worker may have been involved in an activity that could be classified differently.

19. MULTIPLE YEAR POLICIES OTHER THAN THREE-YEAR FIXED RATE

Multiple year policies other than three-year fixed rate must be considered as separate policies for reporting purposes, and reports for each unit of (12) months or less shall be filed at the time all other reports on policies with the same effective date are being filed. If, however, a policy written for a period that is more than one year, but not more than one year and sixteen days, such policy must be treated as a one-year policy for reporting purposes. The reports for such policy must be filed at the time all other reports on policies with the same effective date are being filed. Losses must be valued 18 months after the effective date of each unit of experience, and at annual periods thereafter.

Examples:

  1. The statistical reports on a three-year policy effective July 1, 2021 must be filed at the same time as other reports on policies effective in July 2021, July 2022 and July 2023. Losses shall be valued January 2023, January 2024 and January 2025, respectively.

  2. The statistical reports on a policy covering the period July 1, 2022 to January 1, 2025, with the first six months considered as a unit, must be filed with other reports on policies effective in July 2022, January 2023 and January 2024. Losses shall be valued January 2024, July 2024 and July 2025, respectively.

  3. The statistical reports on a policy covering the period July 1, 2022 to January 2025, with the last six months considered as a unit, must be filed with the other reports on policies effective in July 2022, July 2023 and July 2024.  Losses shall be valued January 2024, January 2025 and January 2026, respectively.

    Note: A policy issued for a period not longer than one year and 16 days is treated as a one-year policy.

20. THREE-YEAR FIXED RATE POLICIES

The complete three-year experience incurred under the policy must be reported as one complete policy.

  1. Date of Valuation and Filing

    Losses included in the reporting of a given policy must be valued as of 42 months after the inception month of the policy, and the statistical reports must be filed not later than 44 months after the effective month of the policy.  These statistical reports must be specifically identified as three-year fixed rate policy experience by placing a “Y” in the Three-Year Fixed Rate indicator of the “Policy Conditions” field.

  2. Subsequent Reports

    Second and third statistical reports must be filed 12 and 24 months, respectively, after filing the original statistical report. Fourth and subsequent reports are not required for three-year fixed rate policies.

21. WHOLE DOLLAR AMOUNTS REQUIRED

Report all dollar amounts in whole dollars only.