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Frequently Asked Questions about Payroll Reporting

Payroll reporting guidelines

Can I divide an employee’s payroll between different classifications?

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 Payroll-Reportingcontact Payroll Reporting Support 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.

What if I want to add a new operation or need to add another class?

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.

I’m paying a fixed amount monthly, will this change during the policy period?

The amount you are paying is based on the payroll estimates that you provided to us when your policy was written.  If you’ve had a substantial increase/decrease in business, your policy should be adjusted to ensure that you don’t have any large premium increases or decreases at final audit (the audit for the entire policy period).

I just received a payroll report, but I’m on installment billings – do I have to fill this out?

Yes, please!  Completing the form and submitting it to us will assist us in making sure you aren’t facing any large adjustments at final audit.  We use the payroll you’ve provided and compare to the policy estimates to determine if any changes to your policy should be made.  Please make sure to let us know on your form if your payroll fluctuates throughout the year, or if your business is seasonal.

What do I do with the completed payroll report form?

You can mail via USPS (PO Box 509039; San Diego, CA 92150), scan and email to payrollreport@icwgroup.com or FAX to 858-350-2606 — whatever works best for you.

About PayPro services

What is PayPro?
PayPro is ICW Group’s online payroll reporting system. It allows our policyholders to report payroll online and receive immediate premium calculations. It’s a free service to qualified policyholders.
How do I sign up for PayPro?
Please contact your agent to see if your policy qualifies for this program.
Can I get “autopay” with PayPro?
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 Payroll-Reportingcontact Payroll Reporting Support.
How secure is it?
At ICW Group, we take security seriously. PayPro and InsurePay 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.

Enrollment questions

I’m receiving enrollment emails daily. How can I stop this?
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.
I have a payroll provider. Do I still need to enroll?
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.

Account questions

What do I do if I forgot my username or password?
Simply open the PayPro login screen and click on “Forgot your login?” Your username or temporary password will be sent to the email address registered for your account. If the email address is wrong, or you still have a problem logging in, please Payroll-Reportingcontact Payroll Reporting Support. We’ll be happy to assist.
How do I change the contact email address so that reminders get to the right person?
You can change the payroll contact or accounting email addresses during registration using the Policy Contacts tab, or after registration 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 Payroll-Reportingcontact Payroll Reporting Support.
I have recently changed my bank and/or bank account number since I registered with PayPro, how can I change this?

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

Correcting errors

I entered my payroll, but now realize I made a mistake when I saw the premium calculation. What do I do now?

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 the 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.
Help! My policy has been canceled, but I think it’s an error. What can I do?
Please call us immediately at 858.350.7399. If you prefer online communications, Payroll-Reportingcontact Payroll Reporting Support 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.


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