Resources | FAQs

Manage your work comp policy with confidence.

Click on a topic to see the list of frequently asked questions.

If you have additional questions please contact us or call 1.800.442.0593.

Work Comp Basics
Policy
Billing
Worker Benefits
Claims Pay Portal for Worker Benefits
Classification and Payroll Reporting
Reporting and Managing Claims
Medical Care
Return to Work
Fraud
Audits
Safety Grants
Work Comp Basics

You might. Specific coverage requirements vary by state, and generally depend on how many employees you have in your company. Visit our Basics of Workers Compensation page to review Missouri’s requirements. If you have exposures in states other than Missouri, visit Previsor Insurance.

It’s easy. Simply get in touch with your insurance agent, and let them know you’d like Missouri Employers Mutual as your workers compensation carrier. They’ll take it from there. Don’t have an agent? Click here to find an agent near you.

Premium is calculated based on three factors:

  • Your company’s total payroll, often called remuneration as it includes all forms of compensation
  • Your employee job classifications
  • Your experience modification factor, or e-mod

Your e-mod, or experience modification factor, is one of the primary measurements we use to determine what you pay for coverage. It is calculated by the National Council on Compensation Insurance by comparing the expected losses within your industry with your actual losses. If your losses are lower than expected, your e-mod will be less than 1.00, which will reduce your premium. If they are greater than expected, your e-mod will be greater than 1.00, increasing your premium.

Most states use the NCCI’s e-mod calculation, but your specific calculation and e-mod eligibility requirements may vary.

A loss ratio is your total losses, or claims expenses, divided by the
audited premium. The better your claims experience, the lower your loss
ratio.

Remuneration, commonly called payroll, is another key used in calculating your premium. It includes wages, commissions, bonuses, overtime pay, holiday pay, vacations and sicknesses, payment for piecework, value of housing, cafeteria plans and other forms of compensation.

The best way to control your premium cost is to build a safety culture in your organization and prevent injuries in the first place. Check out our safety resources as a starting point to helping your employees do their jobs safely – and with confidence.

If injuries do occur, managing claims costs can help you keep your e-mod low. Programs like return to work, telehealth and drug and alcohol testing can reduce the cost of claims and lower premiums over time.

The Certificate of Insurance, or COI, is evidence that your workers compensation is valid and currently protecting your employees. It shows the name of the certificate holder, the policyholder, insurance company, policy number, type of insurance coverage and policy effective dates. The COI will also indicate whether the owner is covered by the policy. It’s the certificate holder’s responsibility to ensure this certificate is up-to-date and signed. 

Not always. For an injury to be covered under your workers compensation policy, the injury must arise from and have occurred within the scope of the employee’s job duties.

Under very specific conditions, yes. For occupational diseases to be covered by a work comp policy, the disease must have arisen out of the scope of the employee’s normal job duties. If work-related exposure is found to be main cause, and meets the requirements of an injury, it may be covered. If work is merely a triggering or precipitating factor, the condition will likely not be covered under a work comp policy.

Missouri, along with most other states, requires workers compensation information to be posted in a common area. To download the posters required for your state, visit our virtual claims kit.

Policy

MEM and Previsor policies will be set up to renew at the end of the policy term automatically. Two exceptions include policies greater than $100k and Argonaut Insurance policies as they require special handling. 

The renewal process begins 45 days before the policy effective date and continues on the following timeline until 20 days after.  

  • 45 Days Before – Renewal quote emailed to the agent and available in the portal.  
  • 30 Days Before – Renewal notice mailed to the policyholder and available in the portal.  
  • Policy Effective Date – Policy renewed and emailed to the agent.  
  • 1 Day After – Invoice emailed to the policyholder and available in the portal.  
  • 20 Days After – Payment due or Auto Pay automatically drafted.  

Yes, policyholders can opt out of auto-renewals by contacting Customer Care at 800.442.0593 or customercare@mem-ins.com. 

Policyholders who opt out of auto-renewals will follow this timeline: 

  • 45 Days Before – Renewal quote emailed to the agent and available in the portal.  
  • 30 Days Before – Renewal notice mailed to the policyholder and available in the portal. 
  • Policy Expiration Date – Payment must be made before the policy expiration date, or the policy expires.  

If a policyholder is on Auto Pay and opts out of auto-renewal, the Auto Pay must also be deactivated. 

Billing

Make payments 24/7 online using our secure portal or by phone at 1.800.442.0593, M-F 8 a.m. 5 p.m. except for holidays. We accept MasterCard, Visa, Discover, and electronic check.  

Mail payments to:
Missouri Employers Mutual
PO Box 801768
Kansas City, MO 64180-1768

Address overnight payments to:
Missouri Employers Mutual
101 N. Keene St.
Columbia, MO 65201

MEM Customer Care at 1.800.442.0593 or customercare@mem-ins.com. Please have your policy or account number available.

At MEM, we want you to understand exactly what you’re paying for. Some common policy charges you may see on your billing statement include:  

  • Audit Premium – Premium based on the results of an audit that reflects an adjustment to the original estimated premium for the policy year. Adjustments are based on actual payroll and classification exposure.  
  • Expense Constant – An administrative fee applied to every policy for the cost of initializing the policy at the beginning of each policy term. The cost varies by state.    
  • Late Reporting Fee – A per policy fee is assessed when payroll reports are submitted past the due date.  
  • Payment Reversal Fee/Returned Check Fee – A per policy fee of $20 is assessed if your check is returned unpaid for any reason. Returned checks may be re-presented electronically.  
  • Policy Late Fee – A per policy fee of $25 is assessed if the outstanding balance is not received by the due date.  
  • Premium – Work comp premiums are tied directly to payroll totals. Amounts are based on every $100 of payroll in each employee class code.  
  • Service Fee – A per policy fee of $5 is assessed when a billing statement is generated with outstanding premium due.  
  • Terrorism Premium – A federally mandated surcharge of two percent of every $100 of payroll to cover losses that may occur in the event of certified acts of terrorism. 

A description of all charges can be found by viewing the back of your billing statement.  

Yes, in some states we are required to charge the following fees:  

  • Administrative Surcharge – Missouri law requires MEM to collect and forward this surcharge to the state.  
  • Catastrophe Surcharge – This charge covers the losses that may occur in the event of catastrophe (other than Certified Acts of Terrorism) as defined in your policy.  
  • Illinois WC Commission Operations Surcharges (IOC) – Illinois law requires Previsor to collect and forward this surcharge to the Illinois Department of Insurance.  
  • Missouri Second Injury Fund Surcharge (SIF) – Missouri law requires MEM to collect and forward this surcharge to the state. The rate is determined annually by the Department of Labor, Division of Workers’ Compensation.  

We have several payment plans designed with you in mind to choose from. For more information, see our payment options 

Payment
Schedule
Down
Payment
 
Balance Due 
Annual Installment  N/A  Prepaid  
Two Installment  50%  50% Due in 5 Months 
Four Installment  25%  3 Installments Bill Every Other Month 
Six Installment  15%  5 Installments Bill Every Other Month 
Nine Installment  15%  8 Installments Bill Every Month 
Twelve Installment  8.33%  11 Monthly Installments 
Self-Reporting Monthly 15% Collateral  Monthly 
Self-Reporting Monthly | Auto Pay No Collateral Monthly
Self-Reporting Quarterly 50% Collateral  Quarterly 
Self-Reporting Quarterly| Auto Pay No Collateral  Quarterly 
Pay as You Go | Auto Pay  No Collateral  Weekly, Bi-Weekly, Semi-Monthly, or Monthly

 

The number of payment installments can be changed midterm; however, the payment plan type cannot be changed.  

Ex. Switching from an installment payment plan to a reporting payment plan.

Your billing statement cycle is dependent on the payment plan and payment method selected for your policy. 

Collecting collateral is necessary to protect us (as the insurer) from the risk of providing coverage for which a premium has not yet been collected. You will pay premium based on your reporting period once your actual payroll is determined. The collateral serves as a deposit for the coverage during this initial period. 

To eliminate the collateral requirement we offer annual premium, installment, and new Auto Pay Monthly or Auto Pay Quarterly payment plans. View our payment plans. 

In all cases, collateral is transferred to the new policy term at renewal. If your policy changes from reporting to annual prepaid or installments, the collateral is transferred to the down payment at renewal. Collateral on your billing statement reflects the collateral charge for the policy term. Collateral adjustment is the transfer of collateral held from one year to the next.  

Auto Pay involves transferring funds from one bank account to another. This lets you quickly and securely pay your premium and gives you the most payment options.  

MEM and Previsor Insurance policies can enroll in Auto Pay at any time with an annual, installment, or reporting payment plan, regardless of premium size. Argonaut policies are not eligible.   

View our payment plans or log in to your account to sign up.

The amount debited via Auto Pay is the total amount due that appears on your billing statement. Additional charges, such as audit or endorsement amounts, will be debited as they appear on your statement.  

All amounts will be debited on the stated due date. However, a billing statement with less than $10 due will not be debited from your bank account.  

We will make two attempts to collect payment. If both attempts are unsuccessful, we will reverse the payment, charge a $20 payment reversal fee, and begin our standard delinquency process.  

MEM and Previsor payroll reporting plans include convenient automatic bill payment options. When you select an Auto Pay reporting payment plan there is no collateral required and service fees are waived.  

When you pay using Auto Pay, your premium and related charges are automatically drafted from your bank account according to the frequency of the payroll reporting plan you choose.

Billing statements are created at an account level and include all transactions for multiple policies and policy terms.  

Credits will be applied to any outstanding balance, including amounts owed on previous policy terms, future installments, and/or premium reports. Any credit remaining is refunded to the policyholder, producer, or finance company after the final audit is completed.  

Work comp small deductible plans are policies that help employers better control their insurance costs. By agreeing to a deductible, the employer retains some financial responsibility for claims but gets coverage at a discount. 

A higher deductible usually results in a lower premium. The risk, however, is that you owe your insurer the deductible whenever it pays a claim. 

For more information see Small Deductible Plans 

Yes, paying by check authorizes MEM to use the information to make a one-time electronic funds transfer from your account, or to process the payment as a check transaction. Funds may be withdrawn from your account as soon as the same day we receive your check. You do not receive a check back from your banking institution if an electronic funds transfer took place.  

A change made to your policy that can result in either a debit or credit to your account. Any endorsement amounts bill based on your current payment plan and are included on your billing statement.  

Contact Customer Care at customercare@mem-ins.com or by phone at 1.800.442.0593. 

If payment is not received by the due date, the company may, based on provisions set forth in the policy, terminate your coverage. Any payments received after the cancellation date are applied toward outstanding balances. Once a policy is cancelled and audited, we refund any credit applicable or bill you for any unpaid premium and any other charges. If you do not pay the final amount due by the due date or make acceptable payment arrangements, the matter may be referred to a third party for collection.  

If your contact information has changed, please email Customer Care at customercare@mem-ins.com with your updated information 

Worker Benefits

Workers compensation benefits are considered reportable but not taxable in most states. Please consult your tax professional for details.

The injured worker should contact Customer Care at 1.800.440.0593 as soon as they know about the change. Failure to notify us about changes related to the claim could result in delayed benefit payments.

Employees who suffer a disabling workplace injury or occupational disease exposure that temporarily prevents them from working may be eligible for temporary total disability, or TTD. TTD is generally awarded for the time employees receive treatment and are restricted from work by a physician. TTD benefits are typically two-thirds of an employee’s average weekly wage. Many states limit benefits to a certain amount per week, and number of weeks.

Most of the time, we average the employee’s wages for the 13 weeks immediately preceding the injury to calculate an average weekly wage. However, there are exceptions, and this calculation can vary by state.

An injured employee’s prescription eligibility will be reviewed each month to ensure they are receiving the proper medications for recovery. Any changes to an employee’s condition or medication needs will be reported to the pharmacy by the physician.

Yes. The workers compensation statute calls for the payment of permanent partial disability (PPD) to compensate an injured employee for the permanent effects of a work-related injury. It is common for employees to have permanent partial disability, even if they can return to work full time.

The answer to this question may depend on your circumstance. Contact our Claims department for advice specific to your situation.

This will be determined on a case-by-case basis between you and MEM. Generally, we are obligated to pay TTD for the full period of disability, even if the injured employee no longer works for you. If you have questions, please review this aspect of your policy with your corporate counsel.

Claims Pay Portal for Worker Benefits

You’ll receive an email from donotreply@commercebank.com with a link to our payment portal within one business day. For security purposes, you will need to validate the following information about your claim:

  • Claim number
  • Date of injury
  • Last four digits of your social security number

When you have a work comp claim with MEM, you have three options to receive your claim payments:

  • Debit card: funds deposited directly into your bank account via your debit card (recommended, quickest method)
  • Direct deposit (ACH): funds deposited directly into your bank account via a checking account and routing number
  • Check: physical check mailed to you

The payment portal has privacy and security safeguards in place to protect your information. The payment portal also conforms to industry security standards (such as requirements of the Gramm-Leach-Bliley Act, the Payment Card Industry Data Security Standard and the rules governing the ACH Network). You should only log on to the payment portal from a personal or non-public computer.

Please ensure the information you are entering is correct and that you are logging in within 10 days of receiving the email.

If you continue to have trouble, contact our Claims Service Center at 1.800.440.0593.

Note: If you see a page that says you’re locked out, you have exceeded your login attempts or your access has expired. Please contact your claims representative.

A confirmation page will display after you have submitted your payment type. You will also receive an email.

You have 10 calendar days to submit through the online portal process. After 10 days, your access will expire, and a member of our claims team will be in contact with you to discuss another form of payment or a reissue of electronic funds.

If your name is incorrect, or your address is incorrect and you’ve chosen check as your payment method, please contact your claims representative so an update can be made in our system.

Once you have completed the payment method selection process, it cannot be changed.

The time to receive your payment depends on the payment method selected. Direct to debit card is the fastest method, which could be received in 30 minutes. A mailed check could take up to 15 days.

If you have not received your payment within the above timeline for the payment method, please contact your claims representative.

Yes, you can select your payment method from your mobile phone or personal tablet. For security purposes, it is recommended that devices should have a firewall and antivirus software installed. Message and data usage fees may apply; check with your wireless provider for more information.

Financial limits for each payment type:

Check No limit
ACH No limit
Direct to debit $50,000

For direct to debit, your bank may have a lower limit. Please check with your bank.

Classification and Payroll Reporting

The calculation used for company owners and officers varies by state and can change each year. It is generally indexed to the average wage, as determined by each state’s insurance-governing department.

If a subcontractor is injured on the job, they will be treated as an employee of the general contractor for workers compensation purposes. While they are not required by law to carry insurance on themselves, they can submit claims on a general contractor’s policy. Therefore, policyholders are charged a premium for the amount paid to subcontractors who can’t provide a valid workers compensation certificate of insurance. Learn more about subcontractor classification.

Report overtime payroll at the straight hourly rate. The proper way to report time-and-a-half payroll is to divide the total overtime payroll by 3 and subtract that amount from the gross payroll. To report double-time payroll, divide the payroll by 2 and subtract that amount from the gross payroll.

Payroll records must show overtime pay, separately by employee or in summary by classification in order to be deducted. 

In some cases, yes. Typically, if employees are not engaged in construction work, they will be classified in the highest-rated classification for the work they perform. When performing construction work, wages may be divided into the appropriate classifications, provided the division is reflected in the original payroll records, in dollar amounts. 

If wage divisions aren’t properly documented, employees’ wages will be classified in the highest-rated classification for the work they perform. 

In general, no. The clerical classification code (8810) is a standard exception code, so division of payroll is not allowed. The only exception to this rule is for payroll for covered business owners, in which 10 percent of their payroll can be allocated to the clerical class code.

NOC means “Not otherwise classified.” You can use this code when there is not a classification that closely matches your operation in the Scopes Manual.

MEM Pay as You Go is a payment plan that pays workers compensation premiums based on real-time payroll wages. 

MEM Pay as You Go is powered by InsurePay® and allows you to pay premiums based on actual payroll using one of the following options: 

Reporting is completed on the InsurePay Pay as You Go portal. InsurePay automatically drafts payments for payroll reports, upfront premiums and policy changes.   

Pay as You Go is available to all MEM and Previsor policyholders, regardless of whether they utilize a payroll provider or self-report, as there is no premium size limit. Argonaut policies are not eligible at this time. 

Let your agent know you are interested in Pay as You Go when beginning your new policy or before your next renewal. You cannot opt into the Pay as You Go payment plan midterm.   

There is no collateral, down payment, or monthly installment fee to use Pay as You Go. InsurePay® automatically drafts payments for payroll reports, upfront premiums and policy changes.   

Policyholders can choose from 2000+ approved payroll service companies, or InsurePay will contact their preferred payroll provider to complete an application.  

If a payroll provider is utilized, the provider is notified of registration and granted access to the policy on the InsurePay Pay as You Go portal 

You can report wages through an approved payroll vendor. Or you can self-report by either manually entering payroll data or uploading an approved Excel file into the InsurePay Pay as You Go portal. 

A payroll report can be revised on the Pay as You Go InsurePay portal for two days or until the following report in the schedule has been submitted. Once the timeframe for revisions has passed, corrections need to be made at the audit.  

It is important to let us know if you have no payroll for a pay period. You or your payroll service provider should log in to the Pay as You Go InsurePay portal, select Enter Payroll and input Zero Payroll.  

InsurePay® automatically drafts payments for payroll reports, upfront premiums, and policy changes via ACH or credit card. MEM bills directly for audit balances. To have MEM payments automatically drafted, complete the EFT enrollment form and send it to MEM Customer Care.  

Payments are automatically drafted and applied within two days from when payroll is reported. Your MEM account balance will reflect the payment within five business days.  

Audits are still required, but Pay as You Go should minimize audit discrepancies 

Reporting and Managing Claims

As a policyholder, you can report a claim online or call anytime at 1.800.442.0593. You can also fax the injury report to 1.800.442.0597. To download injury reporting forms, visit our virtual claims kit.

Initially, all we need to know is the:

  • Basic contact information for the company.
  • Injured employee’s name, social security number, state of hire and phone number.
  • Date the injury occurred.
  • Brief description of what happened.

You can follow up later with injury details, the injured employee’s employment status and treatment information. Report the claim online or call Missouri Employers Mutual anytime at 1.800.442.0593. You can also fax the injury report to 1.800.442.0597.

To both help your employee return to work quickly and reduce costs, we encourage you to report injuries within 24 hours. Missouri law requires employers to report injuries within five days, but state reporting laws vary, so check with your Division of Work Comp.

Yes. All work-related injuries, regardless of severity, should be reported to Missouri Employers Mutual. We will then report injuries to the state, as required. This allows the state to accurately track workplace injuries.

If your employee is injured at work, you should always file a claim with us. However, you can file a report-only claim if it involves three days or less of lost time and no permanent disability. The benefit of a report-only claim is that it doesn’t impact your e-mod and, therefore, your insurance premium. In Missouri, employers have the option to self-pay up to $3,600 in medical costs on report-only claims. If you wish to self-pay, confirm your eligibility with your claims representative when you report the claim.

It is difficult to estimate the exact effect an injury may have on your e-mod and on your premium. Your e-mod factor is based on your losses for the past three years, not including the most recent year, so a claim in 2020 will not impact your e-mod until 2022. The National Council on Compensation Insurance adjusts e-mod calculations each year to anticipate both a company’s losses and the losses of all businesses within the industry.

If you do not have your claims representative’s name or contact information, contact Customer Care at 1.800.440.0593.

We mail the injured worker a confirmation letter with the claim number on the business day after the claim is entered into our system. If your claim is medical only or lost time, your employee should have received this letter. They will not receive a confirmation letter for a report only claim. If you do not know your claim number, contact Customer Care at 1.800.440.0593.

Your claims representative is available by phone or text to help in many ways:

  • Evaluate your claim and explain next steps
  • Explain your benefits
  • Coordinate your care
  • Process payments for medical treatment
  • Process payments for lost wages, if applicable
  • Answer your questions
  • Update your employer

The medical provider should send all medical bills related to the injury directly to MEM at PO Box 12250, Overland Park, KS 66282. We will evaluate each medical bill and, once approved, issue payment directly to the provider.

If you or an employee receives any medical bills for the injury, please mail them to us at PO Box 12250, Overland Park, KS 66282. We will evaluate each medical bill and, once approved, issue payment directly to the provider.

No, you are not responsible for any outstanding balances for treatment related to a compensable injury or illness. If you receive an outstanding balance notice, please contact your claims representative.

Medical Care

The rules vary from state to state. In some states, you have the right to direct medical care for your employees. In others, your employees can choose from an employer-specified network. In still others, they are free to choose their own provider. Check your Division of Work Comp website to learn about your state’s employee rights.

If you can direct care in your state, you should designate your network or company physician and communicate this decision to all employees. If an injury occurs and no physician or network has been designated, you should still direct medical care according to your state’s laws.

In Missouri, employers have the right to direct medical care. To find a provider in MEM’s network, use this lookup tool through our medical network partner, CorVel.

They should bring the following information to the appointment:

  • Any medical records or films related to the injury
  • List of current medications
  • Work status report
  • Job description

The employee should also provide the medical facility with their claim number and MEM’s mailing address to send medical bills: PO Box 12250, Overland Park, KS 66282-2250

Yes, the employee should provide your claims representative with a status update after each appointment. They can answer any questions about the claim and will work with you and the injured worker throughout recovery and return to work.

Sometimes a claims representative will assign a nurse case manager to the file to assist with medical management. The nurse can help:

  • Ensure the employee gets the right treatment at the right time
  • Coordinate the treatment plan
  • Facilitate a safe return to work

Employers can provide injured employees with a pharmacy benefit coupon that lets them fill prescriptions pertaining to the injury with no out-of-pocket expense. Once we determine claims eligibility, the employee will receive a prescription card to cover ongoing medications.

Return to Work

Modified duties are tasks an injured worker can complete with restrictions during recovery. Your claims representative will work with you and the medical provider to determine whether temporary modified duties are a good fit for your employee.

Transitional duty allows injured employees to transition back to work safely and successfully by modifying their job duties. The employee enjoys the self-esteem that comes from working and may be able to return to full salary, while the employer is able to curb claims costs. Learn more about a return to work program.

Yes, absolutely. This helps you stay up-to-date on an employee’s progress. More importantly, it shows that you care and keeps the employee in the loop, which are critical parts of the recovery process.

Once employees have been released for work, even if it is for modified duty, they should let you know right away. At this point you can discuss any necessary or mandated restrictions – our return-to-work coordinator can help. Once employees are released back to full work duty, they are no longer eligible for workers compensation benefits.

Fraud

Abuse happens when someone uses the system in a way other than the intended purpose, that is, to help an employee recover from an injury and get to work. Fraud involves blatantly false statements or representations to obtain or deny any benefit. Workers compensation fraud can come from various sources, including employers, employees, producers and more.

Any time there is abuse or fraud within the workers compensation system, it can affect your premiums and even the availability of coverage or treatment. View examples of work comp fraud.

As an employer, you play a significant role in preventing and identifying fraud and abuse, including maintaining open communication with employees about the seriousness of making false claims. You should:

  • Verify all certificates of insurance with subcontractors to ensure they are valid and have been properly issued.
  • Investigate all causes of work-related injuries.
  • Report work comp claims immediately to your insurance company.
  • Check in with injured employees on disability at different times of the day to ensure they are home.
  • Ensure your agent is listing proper job classifications and payroll accurately.
  • Encourage your employees to report suspected cases of fraud.

View more tips to prevent fraud.

As soon as you suspect fraud may be taking place, contact us using the online form or by calling 1.800.442.0592. You may also contact the Fraud and Noncompliance Unit of your state’s Department of Labor.

No. Surveillance should be left to the insurance company or to a hired contractor. Any recordings you collect on your own may be inadmissible in court.

You can request a statewide criminal record history on any job candidate or current employee from your state’s Criminal Records Division. No permission is required.

We do not recommend this approach. In general, terminating an employee before an investigation may expose you to more risk. Be sure to contact your attorney and your insurer before you take any action.

Always ask for copies of any subcontractor’s COI. Often, the easiest way to get these is by contacting the subcontractor’s agent. To verify, ask the agent or contact the carrier listed on the certificate to confirm that coverage will be effective when the services are used and paid for. This is important because in some situations, you could be liable for claims involving a subcontractor’s injury.

Report fraud to our Special Investigative Unit online or by calling 1.800.442.0592. We will conduct an investigation and keep the employer advised of progress on the case.

Audits

Your business is constantly changing. Our premium consultation services ensure premiums are paid based on actual payroll as it evolves and grows. We conduct state bureau-required audits for customers to verify correct payroll and classification information. This allows us to help you account for business changes like employee turnover or growth.

In short, this year-end audit ensures you are paying on your actual payroll and risk exposures.

At the inception of your work comp policy, your premium is estimated based on estimated wages. We calculate your actual wages at the end of your policy period. One of our consultants conducts the audit via phone, mail, online, virtual, or a physical visit to your site. How your audit is completed depends on several factors, including your company’s size and potential exposures. 

For some new policyholders, we perform a new business consultation within the first three months of the policy. This is an excellent opportunity to ask questions about payroll classifications and records to ensure proper classification and avoid surprises (like higher-than-expected rates) with the final audit.  

We complete state-required audits and follow the rules and regulations for determining work comp premiums established by the National Council on Compensation Insurance (NCCI) and approved by state insurance regulators.  

Good record-keeping can save your business time and money during the audit process. At the beginning of the process, your consultant informs you precisely what records you need during the audit. View our Audit Checklist to help you plan for your audit in advance  

 

Gross wages can include any pre-tax deductions; salary, hourly, commission, bonus, piecework, overtime pay, vacation, holiday, sick, incentive pay, housing, and car allowance, whether in money or otherwise. 

Yes, you have up to two weeks to obtain the appropriate certificates of insurance (COI). However, requesting a certificate from a subcontractor when the work is performed rather than during an audit is recommended. If a valid COI is not obtained, the subcontractor will be included in the audit, and an appropriate premium will be assessed.  

The audit must be processed within 120 days of policy expiration per insurance regulations. You can expect to receive the results within 2 to 3 weeks of the audit appointment.  

During the audit appointment, your consultant will discuss differences in the audited payroll versus the estimated or reported payroll. This is an excellent opportunity to ask questions and ensure you understand any discrepancies.  

Once the audit is submitted, an Explanation of Audit (EOA) is generated, reflecting the final premium determination and any adjustments to payroll or class codes. Copies of the EOA are mailed to policyholders, emailed to agents, and are available in the portal. 

The audit process is complete. If the audit results in a bill, you will receive a new billing statement with the amount and the due date. You also receive a new billing statement displaying the credit amount if the audit results in a credit.  

Yes, we offer payment plans on audit balances. For an audit payment plan, please contact Customer Care at 800.442.0593 or customercare@mem-ins.com.  

Policyholders should contact Customer Care to obtain the audit worksheets. The policyholder should complete an Audit Worksheet Release Form for agents to obtain copies.   

First, contact your auditor to discuss the audit results. If you still disagree with the audit findings, contact your agent to submit a detailed explanation/description of your concerns and any supporting documentation to premiumconsult@mem-ins.com 

The audit may be reopened and reviewed by an auditor or audit manager. In the meantime, if you receive an audit billing statement, the amount and due date remain the same until the review is complete. The dispute of an audit does not delay the premium due date.  

A voluntary audit is when an audit is closed using the estimated payroll figures initially provided by your agent. However, if you prefer an audit using your actual payroll figures, email premiumconsult@mem-ins.com to help you through the process. 

Per NCCI rules, if you do not comply with the audit, you may be charged an Audit Noncompliance Charge (ANC), and the policy may be subject to cancellation.  

The ANC allows insurance companies to charge up to two times the initially estimated premium when a policyholder is non-compliant with a work comp policy audit request. 

  • Exposure:  Refers to payroll.
  • Payroll:  Money or substitutes for money, payable by the employer for services of individuals who could receive workers compensation benefits.
  • Premium:   Dollar amount charged for coverage based on payroll calculated on applicable classification codes and rates.
Safety Grants

MEM Safety Grant funds may be used to purchase ergonomic, safety, and/or industrial hygiene equipment directly impacting the safety of your employees. The requested item(s) should address your experienced claims or one of your greatest exposures.

Safety grants may not* be used for:

  • Any purchases prior to the application submission date (ordered, received, paid)
  • Rented or leased equipment
  • The expense of testing or trying out equipment (equipment for the purpose of training may be considered)
  • Professional consultants or training or safety videos
  • Salaries, wages, internal labor, or the cost of preparing the application
  • Extended warranties, subscription services or installation costs
  • First aid supplies, AEDs, or fire extinguishers
  • Small PPE (gloves, glasses, vests, etc.)
  • Building maintenance, signage, shelving, alarm systems or security cameras
  • GPS, forward-only dash cameras, or traffic cones

*This list is not intended to be all-inclusive and is subject to change.

MEM wants to help your safety investment go further. For every $1 you’re willing to invest, we’ll match it for approved safety initiatives from $500 to $10,000 for those selected to receive an award.

The Safety Grant program is available to all MEM policyholders, regardless of claims history. To receive a safety grant, you must:

  • Have an active MEM policy from the application date through the award date.
  • Be current on all balances owed to MEM.
  • Demonstrate the need for specific safety intervention through a properly completed application.
  • Have not reached the maximum of $10,000 during the current calendar year.

We will accept grant applications on an ongoing basis and either approve or decline requests the following month.

Ex. Applications received June 1 – June 30 will be notified of a decision by July 31*.

*The application decision date may be extended due to high application volume.

Once the safety grant budget has been depleted for the year, we will stop accepting applications until the following January. In January, we will reconvene the application process and reset available safety grant funds. To view the amount of funding remaining at any point in the year, visit the grant website.

Be prepared to share specific information, such as:

  • Current safety concerns
  • Photos/videos of how work is currently being done
  • Claims data related to injury type
  • Training plan for proposed equipment
  • Specific information on requested items, including a vendor quote

A safety grant award from MEM may be taxable. We’ll send you a Form 1099. Please speak to your tax professional before applying.

MEM’s Safety Grant Review Committee evaluates applications submitted each month. This committee is made up of safety and risk experts with more than 20 years of experience improving workplace safety. The committee is provided each application without any identifying information. They evaluate the proposed intervention in several areas including:

  • Potential impact on the exposure
  • Appropriateness of the intervention
  • Frequency of use
  • Claims history and potential exposure

View past safety grant winners.

Winners have 365 days to purchase the approved item(s). Prior to applying for a safety grant, applicants should verify their ability to acquire the requested items within this time frame.

Once you’ve made your purchase, complete the reimbursement request form and submit supporting documentation to MEM. After the form is approved, we’ll notify you within 30 days to provide details on check reimbursement and post-award reporting.

Learning more about your safety initiative will help us better understand how to invest in future safety grants. We ask grant recipients to:

  • Monitor any claims data related to the safety grant award.
  • Complete a case study related to your awarded equipment six to nine months post-implementation with the assistance of your Safety and Risk Consultant.
  • Continue to track employee count, near misses, productivity or quality changes, and employee feedback in the area where the grant equipment was implemented for two years post-implementation.

You can contact Safety and Risk Services at safetygrants@mem-ins.com or 1.888.499.7233.

Have additional questions?
Contact us today.