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What You Need to Know: BWC Prospective Billing and Group Enrollment Changes


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The ORA is proud to offer this important and to-the-point Restaurant Education Series webinar on the changes of group rating program of the Ohio BWC.

Do you have the information you need to be fully prepared for the upcoming BWC billing and group rating enrollment changes?

The ORA, CareWorks Consultants, Inc. and the Ohio BWC want you to be well-equipped for the upcoming changes and will provide an overview of the new BWC billing system structure, new group enrollment time frame and dates, and the reasoning behind transitioning to the new system during this RES webinar.

These slides as well as the video (see us on will answer your questions on this important issue. If you are a restaurateur in the State of Ohio, joining the ORA will give you access to staff who will be your resource on all issues vital to the food service industry.

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What You Need to Know: BWC Prospective Billing and Group Enrollment Changes

  1. 1. October 21, 2014 2:00 p.m. - 2:30 p.m. Heartland Payment Systems is the Lead Sponsor of all RES events. The ORA Restaurant Education Series (RES) provides members free access to educational events that help them sustain and grow their businesses and are developed based on member feedback. RES events support a key ORA initiative: the education of our members.
  2. 2.  Open and close your Panel  View, Select, and Test your audio  Submit text questions  Q&A addressed at the end of today’s session  Everyone will receive an email with a link to view a recorded version of today’s session  Your feedback is important! You will receive a prompt to complete a survey at the end of the session
  3. 3. What You’ll Learn Today New BWC billing system structure NEW group enrollment time frame and dates  About the BWCs transition to a NEW system: Why the Change?
  4. 4. Your Speakers Todd Spence  Ohio BWC, Business Consultant Theresa Passwater  CareWorks Consultants Inc., Program Manager
  5. 5. Overview of Prospective Billing Todd Spence, MBA, ARM BWC Business Consultant 614-644-1196 7
  6. 6. Why the Transition to Prospective Billing?  Industry standard  More flexible payment options  Decrease in base rates by 2% for private employers and 4% for public employers  Increased ability for BWC to detect non-compliance and fraud 8
  8. 8. Three Key Areas of Change 1. BWC Program Enrollment Date Changes 2. Premium Calculation and Payment Changes 3. New Process Added: Annual True-Up 10
  9. 9. Program Enrollment Changes Effective for 7/1/2015 Policy Year!  Group rating program – Monday prior to Thanksgiving (November 24, 2014)  Group Retro, One Claim Program, Deductible, Individual Retro – Last business day of January (January 30, 2015)  Destination: Excellence programs – Last business day of May (May 29, 2015) 11
  10. 10. Implementing Prospective Payment  Prospective billing effective July 1, 2015.  Moving from reporting and paying premium six months in arrears to BWC estimating premium and employer paying annual premium in advance.  Employers will pay premium in February 2015 (for 7/1/2014 - 12/31/2014) as normal.  In August 2015, employers will have premium due for 1/1/2015 - 6/30/2015 and estimated premium due for 7/1/2015 - 6/30/2016. 12
  11. 11. Implementing Prospective Payment  NO DOUBLE BILLING!  BWC will apply a transition credit to cover the January 1, 2015 – June 30, 2015 premium ($0 Due).  Employers will receive:  Final Payroll Report for 1/1/2015 - 6/30/2015 ($0 due)  An invoice for the 2015 policy year estimated premium in June 2015. 13
  12. 12. Installment Plan Options  In the first year, every employer will be on a bi-monthly plan, with the option of selecting a different installment plan prior to their first premium payment (paid by August 31, 2015).  The first installment (covering July and August 2015) will be paid with transition credit ($0 Due). 14
  13. 13. Installment Plan Options  Employers will receive an invoice for the second installment in late July or early August.  This invoice will be due by August 31, 2015.  Depending on the selected installment plan, BWC will mail invoices 30 days prior to the due date. 15
  14. 14. Installment Plan Options  Under prospective billing, employers can choose from the following equal payment installment options:  Annual (1 payment)  Semi-annual (2 payments)  Quarterly (4 payments)  Bi-monthly (6 payments)  Monthly (12 payments) 16
  15. 15. True-up Payroll Reporting  Prospective billing requires annual true-ups.  BWC will send the True-Up notice in July of each year.  The employer must report actual payroll for the previous policy year.  Online or over the phone only  First True-Up due August 15, 2016 (for 7/1/15 - 6/30/16)  Result could be credit or debit 17
  16. 16. True-Up Payroll Reporting  This information is critical for rate setting.  For that reason, any outstanding true-ups will result in immediate disqualification from rating plans and programs for that current policy year.  Employers must complete all true-ups to be eligible for programs going forward.
  17. 17. Lapsing Coverage  BWC will lapse any employer who does not pay their installment on time.  BWC will not lapse an employer who does not true-up.  BWC will estimate the true-up by adding an additional 10% to the premium due and bill the employer.  If the employer still does not report their true-up, then BWC will certify it to the Ohio Attorney General’s office for collections. 19
  18. 18. 20
  19. 19. Summary First Changed Program Application Date is November 24, 2014 (2015 Group Rating) First Prospective Premium Payment is due August 31, 2015 First Annual True-Up is due August 15, 2016 As a result of Prospective Transition Credits, NO premium will be charged for 1/1/2015 - 6/30/2015 and 7/1/2015 - 8/31/2015 21
  20. 20. Questions? Todd Spence, MBA, ARM BWC Business Consultant 614-644-1196 22
  21. 21. Questions on Your Group Rating Status? Theresa Passwater Manager of Program Sales 1-800-837-3200, ext. 7248 (614) 526-7248 Fax (614) 210-5841
  22. 22. So, What Now? Check out the ORA website, Workers’ Compensation section for information on options Included on the site is a “Calendar of Events” to help you navigate through all the dates
  23. 23. Health and Safety When a 1,000 things pile up, it’s easy to overlook the importance of health & safety issues - that’s dangerous! The Health & Safety section of the ORA’s website helps you stay on top of concerns, offering solutions to today’s restaurant, food, and alcohol safety issues.
  24. 24. Thank you! November 18 @ 2:00 p.m. - Serving Alcohol Safely  February 15 & 16 - Educational sessions at North America Pizza & Ice Cream Show (NAPICS); Columbus Convention Center Go to to register or to check out past RES events!