June 22, 2022

Online Audit Tutorial

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GOALS OF THIS GUIDE

One of the biggest success factors to having a successful audit is being prepared. Having the needed records ready will make  your audit experience quicker and easier. We have put together this resource that outlines best practices of Preparing for your Audit.

In particular there are certain documents you’ll be asked to upload toward the end of your Online Audit, having them saved in an easily accessible folder and clearly labeled will make your submission easier to complete.

A print-friendly PDF of this resource can be found at the bottom of this page.

Signing in

If your policy has been selected for an online audit, you would have received a letter via email or by mail. The letter contains a URL, a secure pin, and passcode. This information is unique to your online audit and should only be accessed by authorized persons to complete your audit.

Orientation

Through all screens you’ll see a menu of options located at the top to help navigate through your Online Audit.

As you progress through your Online Audit, you’ll have a visual indication as to which sections are already completed, which one you are currently on, and which ones are still needed.

Menu Options

  1. Log Out – Clicking this button will exit you from the Online Audit process. If you need to stop your Online Audit and return to complete it at a later time, be sure to Save your progress before exiting the application.
  2. Save – At any point during the process you can click Save to record your completed progress. We recommend saving periodically when you complete information in the even you become interrupted or need to return and complete your Online Audit at a later time.
  3. Request Mail Forms – If at any point you are unable to complete the Online Audit, or if you prefer to complete your audit Via our manual process with an assigned auditor you can click Request Mail Forms. This will prompt us to have the premium audit packet mailed to your business for you to complete and return.
  4. Request A Time Extension –If you are close to finishing and need extra time to complete, you can click Request A Time Extension to get an extended deadline to complete your Online Audit.
  5. FAQ – Links to a pop-out that provides a list of Frequently Asked Questions about Online Audit and how you can navigate your application.
  6. Help – If at any time you need help from someone at LWCC to assist with your Online Audit, you can use the Help link to complete a contact form. Confirm the contact email, enter your message or questions and click submit. Someone within LWCC’s audit department will respond within 2 business days.
  7. Time Clock – Once you begin your Online Audit a timer starts that prompts how much time you have to complete the application before it is closed. You have 28 minutes to complete all screens and upload supporting documents before a screen times out. Clicking “Save” will reset the timer if you need. Reminder that if you need a deadline extension, you can request it by clicking Request A Time Extension.
  8. Completion Progress – Visual bar that displays your progress through the Online Audit process. This is updated as you complete fields, answer questions, and navigate through the various parts of your Online Audit.
  9. Policy Information – Because policy audits are specific to policy terms, this section indicates your LWCC policy number and the policy term (effective and expiration date) of the policy period applicable to the Online Audit.

Business Information

The first section will ask you to verify contact information, business information, and ask for a description of operations.

Contact Information

You’ll first be asked to verify the contact information for the person who is authorized in your organization to answer questions regarding your Online Audit. This can be the person who is completing the Online Audit or someone authorized to answer questions at your company.

Once contact information has been verified, click next to move to the next section.

Insured information

Next will ask you to confirm the business information we have on file. Please review the address, phone, email, and Entity Type (company structure) to continue.

Once business information is verified, click next to move to the next section.

Description of Operations

Here we ask for a detailed description of operations. Please provide a detailed but concise picture of your business, and can also include notes for the auditor reviewing your file you would like them to know. In addition to your typed description of operations, you can include links to about us, or information sections of a company website.

A good description of operations can include (but not limited to):

  1. Identifying the work you perform. The types of employees you use: Ex. Full-time, part-time, contract labor and whether they are insured or uninsured.
  2. Identifying your average customer and industry you serve.
  3. The territory in which your business operates.

Once description of operations is complete, click next to move to the next section.

Payroll Information

Principal Payroll Information

The first screen of the payroll section asks for your Officers/Members/Partners/Owners to be listed individually. This screen will be pre-populated based on the individuals listed on your policy, however if there are any changes that occurred during the policy period they can be updated here.

Verify the data that is pre-populated for individuals we have on file. If you do need to edit or add other individuals follow the below steps:

  1. Choose the appropriate Title
  2. Enter the individual’s name
  3. Choose the appropriate class code and description. If their Code Description is not listed choose 0000 and be sure to indicate their duties in the next field.
  4. Enter the duties of their job description, be concise but specific.
  5. Enter the gross annual payroll for that individual.
  6. Indicate whether they are to be included or excluded in coverage. There is an endorsement on your policy that lists them as included or excluded during the policy period. These should match.
  7. Days active should be the full term of the policy. Likely 365 unless they left the company during the policy term.
  8. Indicate their % ownership in the company. Note the total of this column should equal 100% for all individuals listed within the table.

Once the table is complete, click next to move to the next section.

Employee Payroll information

This screen of the payroll section asks for your employee payroll to be detailed. This section is intended to be payroll information for employees who are not Officers /Members /Partners /Owners. Do not include the payroll figures on this screen that you entered in the prior screen. There are two ways this screen can be used:

  1. If you have fewer than 10 employees – please list each employee by name and enter the applicable data within the table. Ex. If you have 4 employees there should be four rows of data.
  2. If you have 10 or more employees – please use each row to summarize the information by Code Description. Ex. If you have 3 Code Descriptions there should be three rows of data.
  3. Enter the individual name, or enter a description of the employee group.
  4. Choose the appropriate Code Description. If their Code Description is not listed, choose 0000 and be sure to provide concise but detailed Exact Duties.
  5. Enter the Exact Duties of their job description, be concise but specific.
  6. Enter the Gross Payroll for that individual or the total for an employee group.

Once the table is complete, click next to move to the next section.

Payroll Verification

The last screen of the payroll section asks for you to provide a breakout of your payroll across the policy period, typically by quarter. The table pulls over the total payroll entered on the prior screens for your reference. As you enter payroll information for each quarter the table will update to provide a difference from total to keep track of your verification.

This section also asks a document type that you used to verify this information. Choose the document type here and you’ll be provided a chance to upload that document on a later screen.

Once the table is complete, click next to move to the next section.

Subcontractors

Through the year you may hire Subcontractors to perform specific tasks or accomplish certain projects. If you hire a company or individual on a subcontractor basis they either do or do not have their own workers’ compensation insurance. If you hire Insured Subcontractors you should request an maintain a copy of their Certificate of Insurance showing workers’ compensation coverage for the period of work performed.

Click here for a guide to Certificates of Insurance on our website.

Insured Subcontractors

If you hired and have proper records of Insured Subcontractors you’ll enter that information on the first screen of this section. Please note that if you list a company on this table, you’ll need to attach a Certificate of Insurance for that company in the Upload Documents section. If you did not hire any Insured Subcontractors, click Next to progress to the next section.

Once the table is complete or if you have no Insured Subcontractor payments during the policy period, click next to move to the next section.

Uninsured Subcontractors

If you hired Uninsured Subcontractors you’ll enter that information on the second screen of this section. Understanding there can be different charges or reasons you hire subcontractors, please indicate whether the payment you made to them included Labor, Materials, and/or Equipment.

Miscellaneous Questions

Misc

This section asks questions that can be applicable or further classify your business operations that could be impactful for your audit. Please review and answer each question carefully to ensure your operations are classified accurately.

The last question on this page asks if you would like to authorize a copy of your audit to be shared with your insurance agent.

Once you've answered all questions, click next to move to the next section.

Upload Documentation

This section is in place for you to upload all of the required documentation to verify what you have entered on prior screens. Though we list a number of potential documents you could have, please make sure you upload all official documentation applicable for your business to verify your Online Audit.

Note: If you do not upload all the needed documents, or documents that do not apply to the period, the auditor reviewing your Online Audit will contact you to request any missing information.

  1. Click Upload Files
  2. Choose the selected file
  3. Click the arrow button to Upload File
  4. Choose the document type from the drop down then click Ok
  5. Repeat this process to upload all required documents.

Once you've uploaded all documents, click next to move to the next section.

Review

Once you have completed all screen and uploaded the required documents, you’ll be provided a summary to review your Online Audit to ensure it’s accuracy before submitting.

Contact Information

The first screen will ask to verify the contact information for the person authorized to complete the Online Audit.

Review and Submit Audit

You’ll be prompted to review each section, click OK and proceed to review.

Review Options

  1. Each item you completed will be summarized in its respective sections. Please read all information carefully to ensure its accuracy prior to submitting your Online Audit.
  2. Click Print Page to print and save a copy of your Online Audit for your records.
  3. If you notice some information is missing or entered incorrectly click Return to Edit which will open the form backup for you to edit information.
  4. Clicking Submit Audit will complete your initial portion of the Online Audit process.

Next Steps

Once submitted, your Online Audit will be reviewed by a premium auditor to verify the information with your provided documents. You will receive an email with 1-2 business days containing your audit summary or any follow-up from the premium auditor on any additional information that maybe needed.

If you have any questions please contact our premium audit department:

Phone: 225-927-7788 and select option 5 to reach our Audit Department

Email: onlineaudits@lwcc.com

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