A subcontractor whose insurance clearance has lapsed, and the payment still goes out: that is the day the money left and the proof was missing. This application stops a tracked supplier payment from being confirmed while the clearance is not up to date, in both the United States and Canada.
Who the application is for
For businesses in the United States and Canada that use subcontractors and need to make sure, at the moment of payment, that their workers' compensation cover is up to date, as well as for the teams who prepare the related payroll declarations.
What the application does
- Stops a tracked supplier payment from being confirmed when the expected clearance is missing, lapsed, or not yet valid at the payment date, according to the setting chosen: refuse, warn, or do not check.
- Names the document, the subcontractor and the expiry date in the blocking message, so a single phone call can settle the problem.
- Allows an override reserved for the compliance manager, with a compulsory written reason, the author and the date kept and posted to the discussion thread.
- Carries the insurance classifications and rates by board, each with its compulsory source and its calculation unit — per hundred, per thousand, or as a percentage — never guessed.
- Records the experience rating modification notified by the board, without ever recalculating it itself.
- Prepares the periodic payroll declaration by classification, and refuses to mark it as filed while any classification has no rate recorded.
Day to day
- Check your company's payment-blocking setting — refuse, warn, or do not check — and make sure it matches your policy.
- Faced with a blocked payment, find the missing or lapsed document named in the message, and have the subcontractor renew the clearance.
- If the payment still needs to go out, use the override reserved for the compliance manager, with a written reason.
- Enter your classifications and their rates, board by board, always citing your source.
- Prepare the payroll declaration for each period, check the rates used, then mark it as filed once reviewed.
What the application does not do
- It does not provide any rate or classification code: these are published by each state or province and change every year.
- It does not verify actual cover with the insurer: it relies on the documents and dates you have entered.
- It does not transmit any declaration to a board: marking a declaration as filed records your own tracking, without sending anything.
- It does not replace the advice of an insurer, a lawyer or a payroll specialist: workers' compensation rules vary from state to state and province to province, and change over time.
Free and full editions
The free edition already keeps the register: tracked subcontractors, the documents required according to their country, state or province, every certificate received with its expiry date, and a daily alert that only warns once. It does not block any payment and carries no rate. The full edition adds payment blocking at confirmation, the traced override, classifications and their sourced rates, the experience rating, and the preparation of payroll declarations.
Getting started
List your tracked subcontractors with their state or province, gather the certificates already received and their expiry dates, and choose the payment-blocking setting that matches your internal policy before switching it on. Have this setting approved by the right person in your business.
Going further
To find out whether this application suits your business and how to activate it, compare the plans or write to us.