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Workers Comp Recordkeeping and Your Remote Premium Auditor 

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Workers Comp Recordkeeping = Everything on Spreadsheets

Workers Comp recordkeeping has always been a critical task.  The remote premium auditor now makes keeping all payroll and expense records on spreadsheets a must.

I have recommended using Excel(r) or similar spreadsheet apps for 20+ years.  Even if you do not want to pay for it, one can find a great office setup here. 

Apache Office, Google, and LibreOffice contain recommended spreadsheet apps. I have used OpenOffice now Apache Office for many years as a backup to my Excel.

workers comp recordkeeping pic abacus
Creative Commons License – Dave Fischer

Why Put Everything on Spreadsheets

The recent, current, and future workers comp premium audits do not necessarily have to be in-person audits.  The remote workers comp premium auditors are allowed by most states to have an insured upload all the required/requested records through a portal.  The portal upload counts as a physical audit.  

Workers Comp recordkeeping does not require any extra spreadsheets.  The recommendation of entering everything on a spreadsheet comes from what J&L has been seeing in our premium audits for employers.   Having everything on spreadsheets will help your company and the premium auditor in five ways.

  1. Organization – neatness counts in all audits not just workers comp. Ask any auditor (tax, premium, expense, etc.) and they will tell you neatness counts.
  2. Not standing out – neatness and having everything on spreadsheets make the auditors’ jobs easier.  Spreadsheets can also eliminate any questions.
  3. Overcoming remoteness – the premium auditor cannot ask any direct questions while going through the audit.  Spreadsheets can bridge the remoteness gap.  Many times I have sat through premium audit webinars over how to examine and manipulate spreadsheets.
  4. Rushed ad hoc spreadsheets – many times when the insureds have to present a spreadsheet on the fly minor to major errors can occur frequently.  An auditor can tell when a spreadsheet was patched together and rushed to them.  Auditors look at them all day. They know a patched-together spreadsheet when they see it.
  5. Enhancing your expense analysis – this may not have to do with premium audits – when you spreadsheet every cent of cash flow, you will start to see trends such as increases in a certain expense or other internal measurements. Keeping your expense spreadsheets up to date will always pay off in the long term.
  6. Savings if you have consultants – in case your company decides to use a consultant to review your workers comp premiums, paying someone by the hour to create spreadsheets is not an economical method of workers comp recordkeeping.

 

 

 

 

 

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James J Moore - Workers Comp Expert

Raleigh, NC, United States

About The Author...

James founded a Workers’ Compensation consulting firm, J&L Risk Management Consultants, Inc. in 1996. J&L’s mission is to reduce our clients’ Workers Compensation premiums by using time-tested techniques. J&L’s claims, premium, reserve and Experience Mod reviews have saved employers over $9.8 million in earned premiums over the last three years. J&L has saved numerous companies from bankruptcy proceedings as a result of insurance overpayments.

James has over 27 years of experience in insurance claims, audit, and underwriting, specializing in Workers’ Compensation. He has supervised, and managed the administration of Workers’ Compensation claims, and underwriting in over 45 states. His professional experience includes being the Director of Risk Management for the North Carolina School Boards Association. He created a very successful Workers’ Compensation Injury Rehabilitation Unit for school personnel.

James’s educational background, which centered on computer technology, culminated in earning a Masters of Business Administration (MBA); an Associate in Claims designation (AIC); and an Associate in Risk Management designation (ARM). He is a Chartered Financial Consultant (ChFC) and a licensed financial advisor. The NC Department of Insurance has certified him as an insurance instructor. He also possesses a Bachelors’ Degree in Actuarial Science.

LexisNexis has twice recognized his blog as one of the Top 25 Blogs on Workers’ Compensation. J&L has been listed in AM Best’s Preferred Providers Directory for Insurance Experts – Workers Compensation for over eight years. He recently won the prestigious Baucom Shine Lifetime Achievement Award for his volunteer contributions to the area of risk management and safety. James was recently named as an instructor for the prestigious Insurance Academy.

James is on the Board of Directors and Treasurer of the North Carolina Mid-State Safety Council. He has published two manuals on Workers’ Compensation and three different claims processing manuals. He has also written and has been quoted in numerous articles on reducing Workers’ Compensation costs for public and private employers. James publishes a weekly newsletter with 7,000 readers.

He currently possess press credentials and am invited to various national Workers Compensation conferences as a reporter.

James’s articles or interviews on Workers’ Compensation have appeared in the following publications or websites:

  • Risk and Insurance Management Society (RIMS)
  • Entrepreneur Magazine
  • Bloomberg Business News
  • WorkCompCentral.com
  • Claims Magazine
  • Risk & Insurance Magazine
  • Insurance Journal
  • Workers Compensation.com
  • LinkedIn, Twitter, Facebook and other social media sites
  • Various trade publications

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