Payroll reporting FAQs

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About PayPro services

PayPro is ICW Group's online payroll reporting system. It allows our policyholders to report payroll online and receive immediate premium calculations.

Please contact your agent to see if your policy qualifies for this program.

This service is free to our qualified workers' compensation policyholders.

Yes! You can choose the "ACH" option during your policy enrollment. This will automate the draw from your bank account once you provide the information. If you have already registered and wish to sign up for autopay, please contact Payroll Reporting.

At ICW Group, we take security seriously. PayPro and InsureLinx are committed to protecting your personal information. All data is transferred via a secure transmission with industry-standard SSL encryption to prevent unauthorized users from accessing your information.

  • 24/7 online access to your payroll reporting and premium payment records.
  • Your workers compensation calculations are based on your actual payroll vs. generated estimates.
  • Improves cash management by accurately estimating your premiums. Avoid overpayment or underpayment!
  • Reduces your risk of unfavorable audits with proper payroll reporting, by classification or employee.
  • Eliminates the need for paper checks by using automatic ACH processing.

We've partnered with InsureLinx, Inc. (www.insurelinx.com) as a pay-as-you-go service provider, to provide ICW Group's PayPro.

Enrollment questions

First, you'll receive a welcome email asking you to enroll your account. During this process, you'll indicate the frequency of your payroll reporting, which in turn will determine how often you'll receive email notifications.

Next, you'll get a confirmation notice that your account has been approved (allow 1 - 2 days). Once you receive this, you can set up your payroll for reporting.

When it's time to submit your payroll report, you'll get an email notification. The following is the approximate timetable for the various reporting frequencies.

Registration Within 5 days of your policy effective date.
Weekly Reporting Notification of time to report - within 1 day of the end date of your pay period.
Bi-Weekly Notification of time to report - within 1 day of the end date of your pay period.
Bi-Monthly Notification of time to report - within 1 day of the end date of your pay period.
Monthly Notification of time to report - within 1 day of the end of the month, based on your policy effective date.

If you have not received an email notice based on this table, please check with your agent to ensure your email address is correct or contact Payroll Reporting.

Yes there are! See PayPro help for many references and helpful tips, as well as a complete manual on using PayPro.

Once you have set up your account, the daily enrollment email will stop. Simply click on the link in the email and set up your account.

Yes, you'll set up your account and identify your payroll provider. After this is completed, your qualified payroll provider can report on your behalf.

Simply select the "Payroll Providers Search” link and enter the name of your payroll provider.

If you don't find them on the list, use this easy form to Request to have Payroll Provider added. You should get a response within 1-2 business days.

There are different rules and regulations for owners/officers depending on the state that they work in. If officers are included for coverage, their salary will be automatically limited by the officer maximum payroll. It's important to understand the ownership and who the officers are to ensure that the payroll used is correct.

If there are no officers or owners covered, you may select the "no officers/owners”.

PayPro is set up to work on the same schedule as your payroll is paid to your employees. Your payment schedule will be set up based on your last payroll end date and check, so that it will coincide with the your pay dates.

You are still able to report all missing periods. Simply report them one at a time, starting with the oldest date first.

Account questions

Simply open the login screen at paypro.icwgroup.com and click on "Forgot my username/password link”. Your username or temporary password will be sent to the email address registered for your account. If the email address is wrong, or you're still having a problem logging in, please contact Payroll Reporting. We'll be glad to assist.

You can change the payroll contact or accounting email addresses during registration using the Policy Contacts tab, or after registration using the at any time using the Admin link. If you feel you're receiving PayPro emails in error, let us know. We can assist in making sure the emails are delivered to the correct parties. Please contact us a Payroll Reporting.

If you've recently signed up for ACH/EFT (direct pull from your bank account), please contact us for assistance – we'll help you complete the online Electronic Funds Transfer form and set up the change in PayPro.

Email us at Payroll Reporting.

Reporting your payroll

Yes there are! See PayPro help for many references and helpful tips, as well as a complete manual on using PayPro.

Once enrolled, email reminders will be sent to the payroll reporting contact setup for your company. The timing will be based on the payroll schedule defined. The system will walk you thorough reporting your payroll. You can also refer to PayPro: Reporting your Payroll.

Once you've enrolled, your account will be reviewed and approved before you will see your policy information. This step is usually completed within 1-2 business days. If you need this expedited, contact Payroll Reporting.

If you are expecting a PayPro email that you haven't received, you should take immediate action as described below.

  • If you have not received a registration email and your policy was effective at least 15 days ago, please give us a call so that we can assist you.
  • If you've registered, but you haven't received a reminder to report your payroll, please log in to paypro.icwgroup.com in order to verify that your email address is correct and check your reporting frequency.
  • If your email is correct and you should have received an email as verified in the table below, contact Payroll Reporting.
Registration Within 5 days of your policy effective date.
Weekly Reporting Notification of time to report - within 1 day of the end date of your pay period.
Bi-Weekly Notification of time to report - within 1 day of the end date of your pay period.
Bi-Monthly Notification of time to report - within 1 day of the end date of your pay period.
Monthly Notification of time to report - within 1 day of the end of the month, based on your policy effective date.

If you have not received an email notice based on this table, please check with your agent to ensure your email address is correct or contact Payroll Reporting.

If you have a Workers Compensation Summary report from your payroll provider, it usually includes a column named "WC Adjusted Payroll”. If it does, you can report that amount under the "WAGES” column and ignore all the other columns to the right of WAGES.

You can also refer to PayPro: Reporting your Payroll for more information.

You can report your total Workers Compensation adjusted payroll in the WAGES column in the payroll section. If you enter the adjusted payroll in the WAGES column, you need not enter anything in any of the columns to the right of WAGES.

To find what is included and excluded in Work Comp adjusted payroll, please see "WC Payroll Instructions” as well as applicable state exceptions.

Please call us immediately at 858-350-7399.

  • If you have electronic fund transfer or paid online with a credit card, contact us immediately. By contacting us same day you entered your payroll, we should be able to cancel your payment. You can then revise your payroll.
  • If you pay by check, and you haven't mailed your check yet, we can correct the premium. Then, you can send in your payment for the correct amount.

Notices

Even if you have a payroll provider reporting on your behalf, you are responsible to have your report submitted on time. Please contact your payroll provider immediately to ensure that they complete the PayPro report so that your insurance policy remains in effect and isn't cancelled. If you have received a cancellation notice, it is critical that the missing payrolls and payments are made prior to the cancellation effective date to ensure that your insurance policy remains in effect.

Please call us immediately at 858-350-7399. If you prefer to email, contact Payroll Reporting and be sure to start your message with "High Importance". It's imperative that we look into this right away to ensure that your coverage is not affected.

The payroll included should be the gross payroll, adjusted using the inclusions and exclusions outlined on Reporting Guidelines & State Exceptions. Many states have exceptions to the rules.

It's the portion of the overtime pay that is over and above the employee's normal hourly wage. For example: If an employee works 10 hours of time-and-a-half overtime and his normal pay is $10.00/hr, then the 10 hours overtime paid would be paid at $15.00/hr. The premium or excess portion is the additional $5.00/hr the employee was paid, times the 10 hours.

A simple way to calculate the excess portion for time and a half overtime is to divide the gross overtime paid by 3. This rule does not apply in NV.

Yes, you can limit their payroll annually or monthly / quarterly / semi-annually. See Officers & Partners Annual Minimum / Maximum Payrolls.

Your policy was written according to instructions we received through your agent. If officers are excluded from coverage, there will be an endorsement attached to the policy showing that they are excluded. If you are not sure, please call your insurance agent, or contact Payroll Reporting for assistance.

This amount can be excluded for the state of California only. All other states should include this amount.

If the employee can be classified under two or more class codes that allow for payroll division, the payroll can be divided. It is imperative that proper records are kept for this division to be allowed (for example: time cards, or a log that records an employees' hours for their various job duties).

Important note: No payroll division is allowed for clerical and outside sales employees. Other class codes exist that do not allow for payroll division. Check with your insurance agent or contact Payroll Reporting for further clarification.

**If you are a contractor in California, please reference the time card requirements explained in Notice to Dual Wage contractors: California Time Record Requirements.

The class codes and locations appearing on your payroll report are the ones that your policy was issued with. If you have a new operation or a new class code, please be sure to contact your insurance agency with this information. Your agent / broker will notify our underwriting department regarding the change(s).

If you are unable to reach your agency before your payroll report is due, please add to the bottom of your report (under the current class codes). Make sure to include your phone number on the bottom of the report so that we can call you with any questions

These steps will ensure that the billing of premium is done timely and accurately.

If you want an employee's payroll divided between more than one classification, and you don't have the proper time card information available for the auditor, all of that employee's payroll will be put under the classification with the highest rate.

If you are a California contractor with dual wage classifications on your policy, and you do not have the proper time card records available, the auditor will place all of the payroll into the lower wage/higher rated classification. Please reference Notice to Dual Wage contractors: California Time Record Requirements.

Your workers' compensation policy was originally issued using estimated payrolls for the year. During the final audit process we gather the actual payroll figures in order to reconcile or close out the policy for the period that has ended. You will receive an invoice named "final audit invoice” that will display the premium calculations based on your actual payroll figures.

This can be done via a secure website, mail and phone, or a visit from an auditor. At the end of your policy period, we will contact you to let you know how the payroll figures will be obtained.

For a final audit, we are requesting information and documents that will be used to close out the policy period that has ended. Based on your policy, we have determined that an on-site visit by an auditor may not be necessary. After we receive all the information and documents requested, we will contact you by phone to discuss your operations and any questions we may have. Please send your completed documents to Payroll Reporting

We will estimate your premiums, which could result in you paying much more than your original premium. In addition, your current policy with ICW Group could be cancelled. Providing us a completed mail audit allows us to appropriately adjust your premiums, which can mean a substantial cost savings.

Once you've completed the form, please send it, along with any other requested documents, to Payroll Reporting.

Various states and regulatory agencies require that insurance carriers conduct the final audit process at your place of business. During this on-site visit, we will examine your records to determine the correct payroll and classification. This may include payroll records, journals, tax reports, individual earnings cards, cash disbursements, etc. The various operations of your company may be observed to ensure the proper classifications of your employees.

Various states and regulatory agencies require that insurance carriers conduct the final audit process at your place of business. During this on-site visit, we will examine your records to determine the correct payroll and classification. This may include payroll records, journals, tax reports, individual earnings cards, cash disbursements, etc. The various operations of your company may be observed to ensure the proper classifications of your employees.

We are required by the Workers' Compensation rules and regulations to do audits of our customers both randomly or based on premium size and classifications. If all 12 months have been reported correctly, then there should be no adjustment necessary at final audit.

You'll need to have your payroll journal/records, summaries, 941s, SUI's, or other quarter tax returns, individual earnings cards, time cards, and cash disbursements. If you have specific waivers of subrogation included on your policy, you'll also need to have the payroll for those specific jobs detailed by classification. In addition, have someone available who can assist the auditor in understanding your operations and the various departments within your company. Your auditor will provide you with a list of necessary documents.

Here are just a few examples of how our services can help you save money:

  • Your premium was estimated based on the payroll figures and classifications supplied to our underwriting department when your policy was issued. In today's economy, your payroll may have fluctuated since that time and your premiums may be based on inaccurate data. An audit can get you back on track and potentially reduce your premium costs.
  • We can also assist you with record-keeping strategies to identify deductions such as (depending on your state law): itemizing overtime, dismissal and severance pay, unanticipated bonuses, etc.
  • We can help you determine the best payroll classification for your employees, as well as show you how to keep detailed records of their hours and wages to ensure accurate payroll is charged; which can amount to a significant savings.

A request for copies of the auditor's worksheets can be sent to Payroll Reporting. Due to confidentiality procedures, these can only be released to a corporate officer/partner/owner of the company, or to the auditor's original contact.

If you would like these documents to be released to another individual (including if you want your agent to have copies), please send a letter on your company letterhead, signed by an owner/executive officer, authorizing the release of these documents to premiumaudit@icwgroup.com. You should expect to receive the copies within 1-2 business days.

Please email Payroll Reporting with any questions or concerns you may have regarding your final audit. Include your policy number, the specific area of concern, and your contact information. We will contact you within 1-2 business days.

If you wish to formally dispute your final audit, contact us immediately - prior to your invoice due date. We'll need a signed letter explaining the discrepancy in detail.

If your policy was issued on a monthly self-reporting basis, you will be required to report payroll periodically throughout the term of your policy. If you are using PayPro, your frequency will be determined by what you set up during your enrollment. If you are set up with an installment plan, we might request a report quarterly or semi-annually.

Reporting must be completed prior to the due date shown; otherwise, your policy may be subject to cancellation.

The premium on your policy was estimated based on the payroll figures supplied to our underwriting department when your policy was issued. Under the terms and conditions of your policy, you agree to supply us with the payroll figures when requested. Once completed and returned, we compare the figures provided to the original estimates to ensure there are no surprises at the end of the policy term.

Reports and payments are due 14 days after the end of your audit period. For example: If your audit period is 11/1/2018 to 11/30/2018, your report and applicable payment is due to us by 12/14/2018.

If we don't receive your report and payment by this date, your policy may be subject to cancellation.

Please contact Payroll Reporting if you have any timing issues, as we may be able to assist you or extend your deadline.

Yes! PayPro is our online payroll reporting system. Once you get your enrollment email, you'll be able to login and start enjoying the benefits.

Once you've submitted your online report, PayPro will provide you with the premium amount due for that period. Depending on the way you have your account set up, your payment made be pulled directly from your bank account, or paid by check or credit card.

Please contact Payroll Reporting detailing the situation with the revised payroll amounts. You may reuse your copy of the payroll report or use the billing invoice to make the changes. Please make sure you write the word "REVISED" on this document.

If you don't have these items available, feel free to submit your changes on your company letterhead or memo. Please sign and date your correspondence. Be sure to include your phone number as well; this will ensure that we can contact you if we have any questions.

Our current reports do not include the rates. We take care of the calculations for you. We can provide you with all the rates/factors if you'd like. Please call our office if you have any concerns about this.

Various state laws and regulatory agencies require that insurance carriers collect the assessments/fees on each policy. The amount collected for these assessments/fees are forwarded to the applicable state agencies.

Contact Payroll Reporting with your questions. We're glad to help!