Records, sources, and next steps

Preparing records for a workers’ compensation audit

Match the records to the policy period.

Start with the insurer’s actual audit request. Required records vary by policy, business, and jurisdiction. An organized packet helps the auditor and agent resolve questions; it does not guarantee a premium reduction.

Common records to gather

• Payroll source reports and the requested verification records.
• Employee duties and the actual dates/locations of work.
• General ledger, payments, and subcontractor details.
• Certificates and other requested coverage evidence for the dates the subcontractor worked.
• Owner/officer information and outstanding questions.

Travelers’ required-document guide illustrates how source and verification records are used. Follow your own carrier’s instructions rather than assuming every insurer accepts the same documents.

Flag gaps without guessing

A current certificate may not establish coverage for a prior work period. A missing payroll return is a missing record, not proof that taxes were never filed or paid. Route classification, coverage, exclusions, and disputes to the agent, insurer, CPA, or other qualified adviser.

I can organize and reconcile the supplied records, maintain a gap list, and coordinate the handoff. I do not certify coverage or advise on insurance placement.

General information, not a determination of your obligations or legal, tax, insurance, or other licensed advice. Confirm current requirements with the relevant agency and your qualified professional. McLellan Operations is not a government agency and is not affiliated with FMCSA or USDOT.

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