Comp Quotes | Fall 2020
Workers’ comp news for SAIF’s agents
Comp Quotes articles
in this issue:
Submissions for January 1, 2021
SAIF's proposed January 1, 2021, rates have been filed and are awaiting approval by DCBS. Until that approval is received, we cannot release quotes for proposed effective dates January 1, 2021, or later.
Our application portal, saifQuote, now allows you to enter applications for your clients. Broker clearance runs after you complete "Step 6-Rating," at which point you should see a submission number assigned if there weren't any blocks in the system. If you pass step six successfully, you are considered the broker of record for that submission. If you don't pass it, saifQuote shows you an error message providing further direction.
If you get through step 10, you'll get a message that your submission cannot be processed and to call the service center. You are welcome to call, but the rates are not yet loaded and the system won't be able to issue a quote. Instead, we ask that you complete as much as you can in saifQuote and save the application when you reach step 10. As soon as our rates have been approved by DCBS, we will communicate to all of our agents. We will then go in and submit any complete applications that are being held at step 10. If you do not want the submissions to be submitted by SAIF when rates are loaded, please do not go as far as step 10.
Last year, many agents used different proposed effective dates to get applications submitted in advance of our rate filing approval, and saifQuote wasn't allowing anyone to pass the broker clearance step. This year, we're asking that you not alter effective dates or send in ACORD applications, but instead follow the process outlined above. If you have any questions or concerns, please feel free to contact your agency marketing specialist or our service center.
Service center payment plans
Great news - service center customer payment plans will remain the same at renewal.
In the past, our service center installment-billed payment plans changed automatically when payroll was adjusted at renewal. If the new, net-estimated annual premium (NEAP) fell into our matrix for a different plan, our system would automatically move them to a new payment plan based on their new NEAP. For example, if the payroll change moved premium from $575 to $2,500, the policyholder would move from a semi-annual to a quarterly installment billing plan.
To reduce friction and give more control to our customers and agents, we are making a change to this approach. Beginning with January 1, 2021, renewals, we will not change a customer's payment plan based on premium and will instead allow them to stay on their existing plan. For example, if they are on a quarterly plan, they will remain on a quarterly payment, regardless of changes to premium.
If you or a policyholder would like to make a payment plan change at renewal, please let us know (servicecenter@saif.com, 888.598.5880). Ideally, we would receive notification of desired changes more than 36 days prior to policy renewal so renewal-related documents and invoices for the new term can reflect the policyholder's desired plan. If we receive a request for change after renewal documents have generated at 35 days prior to renewal, we will discuss customer impact with you to determine your desired approach to minimize that impact.
An other states coverage reminder (video)
SAIF's other states coverage (OSC) program allows Oregon employers with operations in other states to obtain workers' compensation insurance through us. As we are authorized only to write workers' comp insurance in Oregon, we partner with a fronting carrier and fronting agent to make this coverage available in any nonmonopolistic state. SAIF-appointed agents with appropriate nonresident insurance license(s) will receive a separate commission based on their new and renewal business on all policies except for those issued in Minnesota.
Our OSC program and partnership with Zurich is now in its 10th year and continues to provide an important tool that many of our appointed agents find useful.
Our OSC program continues to grow, with over 1,100 active policies. We have policies from all types of industries, including wildland firefighting, retirement homes, logging, and trucking, as well as the standard sales and office clerical policies. If you haven't submitted a policy through our program in the past, or it's been a few years since we've seen a submission, we welcome another look.
To submit business for our OSC program, submit a completed ACORD application and supporting documents. Please submit all documents to oscworkgroup@saif.com.
To be eligible for coverage in our OSC program, employers must have an active Oregon policy with SAIF and meet at least one of the following conditions:
- The employer's payroll for its Oregon workers equals at least 50% of the employer's payroll for all workers.
- The employer is incorporated in the state of Oregon.
- The employer is headquartered in the state of Oregon.
Enhancements to Agency Inbox
A new enhancement has been made for agencies that are using the paperless Agency Inbox in Business Online. Multiple items can now be selected and deleted to allow for more efficient document management. Deleted items can be viewed by switching to the Deleted Items view and will be stored in the Deleted Items mailbox for 45 days after the document delivery date. Deleted items can also be selected from the Deleted Items mailbox and restored to the Agency Inbox if desired.
A second enhancement has also been added that allows agents to select multiple items from the Agency Inbox, and then download them all at one time into a zip folder.
Agencies that have not elected to go paperless yet can do so by clicking on the blue "Go Paperless" button on the Agency homepage. That creates a request for SAIF to set up a paperless Agency Inbox for the agency.
Agent survey coming soon
SAIF has commissioned a survey to give our appointed agents the opportunity to share opinions and provide feedback that will help us improve our services and better meet your needs.
The survey will be conducted by Escalent, an independent, neutral, third-party research firm. It will be available online and should take no more than 10 to 15 minutes to complete. All individual responses will be kept strictly confidential by Escalent.
You will receive an email from Escalent the week of October 12 with more information, including a web link to the survey. Your input is extremely important to us, and will make a difference. If you do not receive the email, please check your junk and/or clutter email folders. If you do not find it, please let Lyn Zielinski-Mills (lynzie@saif.com) know and she'll make sure it gets resent to you.
Thanks in advance for participating in this project.
HR support pilot project
Even the smallest or simplest employment question can raise red flags for a business that doesn't have the time, know-how, or adequate resources.
Many Oregon employers currently face employment questions and daily decisions with limited expertise or access to sound guidance or resources. In response to this need, SAIF contracted the services of Barran Liberman LLP, a labor and employment law firm, early this year and launched the "Human resources for policyholders" pilot (HR pilot).
HR pilot for policyholders
The HR pilot has two components. The first enhances and supports policyholders with HR training and labor employment consulting. The second assists southern Oregon/Eugene region policyholders with an active claim that has a labor component. If you have a policyholder in this region with an active claim with a labor component, please reach out to Janet Hartsfield, Claim Supervisor, at 503.315.3289 or janhar@saif.com.
The HR training and resources assist policyholders with HR issues ranging from those that are infrequent but significant in scope to smaller, routine decisions. Content is delivered with a strategic selection of videos and eLearning modules housed at saif.com/trainings and the SAIF Learning Center.
In May, the first of these trainings were made available to policyholders. An attorney with Barran Liebman presented these topics in three coronavirus webinars:
- Reopening your business | COVID-19-related key considerations for employers
- I-9 forms
- Leaves: sick leave and vacation
- Employee morale, retention, and rehire
Additional resources coming soon through our e-learning system:
- Tips/best practices for recruiting, screening, hiring
- Applications, resumes, and cover letters
- Great questions to ask in an interview, how to avoid bias and hire the best
- Coaching and performance improvement conversations and best practices
- Holding employees accountable for following rules and procedures
- Documentation of incidents, conversations, and disciplinary actions
- Tips for new and revised policies and getting employees to read handbooks and policies
- Flexible work schedules, telework options, developing policies
Introducing Agent University
Just hired a new producer and want to get them quickly up to speed with workers' comp and how to submit business to SAIF? We have the tool for you!
Introducing Agent University. The first three online courses will be available this fall and will include information on workers' comp, how to navigate saif.com (for example, finding policy information for your agency and policyholders), and how to submit an application to SAIF on saifQuote, with additional training on the workers' comp ACORD form.
We would like all new producers, account managers, and CSRs who plan to work with SAIF to take this helpful training. Look for the new link on our website this fall. We want this to become an easy first step for your new agency staff.
Questions? Contact your agency marketing representative: Kim Turner (kimtur@saif.com), Julie Tremblay (jultre@saif.com), Erika Meier (erimei@saif.com), or Pat Morrill (patmor@saif.com).