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Policies on Stipulated Billing

Completing Payroll Reports

  1. Why do I need to submit payroll reports if I am already making premium payments? 
  2. What if my payroll is higher or lower than originally presented to State Fund?
  3. How do I calculate payroll premium and complete my payroll report?
  4. How often will I need to submit payroll reports?
  5. Why are class codes listed with separate dates on my payroll report?
  6. Will all policyholders be required to complete payroll reports using State Fund Online?
  7. I am completing my payroll report, but need an additional classification. What do I do?
  8. How do I report covered officers?
  9. I’ve lost or misplaced my payroll report. How can I obtain another one?
  10. I made a mistake on my payroll report. How do I correct it?
  11. Do I need to send in a payroll report if I have no payroll?
  12. Do I sign all the pages of my payroll report?
  13. Where do I send my payroll report if my policy is in jeopardy of being canceled soon?
  14. How can I verify State Fund received and posted my payroll report?

1.  Why do I need to submit payroll reports if I am already making premium payments? 

Payroll reports are required and will be used to determine if there has been any change in the risk originally presented at the inception of your policy.

2.  What if my payroll is higher or lower than originally presented to State Fund?

Please contact your broker or State Fund if your payroll is higher or lower than originally quoted to determine if a change is needed.

3.   How do I calculate payroll premium and complete my payroll report?

You are not required to calculate premium if your policy is on stipulated billing. You will only need to provide payroll figures for each classification for the term specified on the payroll report. You will also need to provide payroll for covered officers, LLC members, and/or partners included in your policy.

4.  How often will I need to submit payroll reports?

If your policy is on stipulated billing, you only need to submit payroll reports twice; once at six months, known as mid-term, and again at the end of the policy term.

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5.  Why are class codes listed with different dates on my payroll report?

This is called a split payroll and occurs when there is an Anniversary Rating Date on your policy. The Anniversary Rating Date is the month and day that rates, rating plans, and rating systems are initially applied to an in-force policy and each annual anniversary thereafter. This causes your policy to have more than one rate. Your payroll will need to be annotated for each classification and date specified on the payroll report.

6.   Will all policyholders be required to complete payroll reports using State Fund Online?
     
Using State Fund Online is the preferred method for completing payroll reports but not required for all policyholders. If using State Fund Online is not an option for you, you may call 888-STATEFUND (1-888-782-8338) to report your payroll.
 
7.   I am completing my payroll report, but need an additional classification. What do I do?

Please call 888-STATEFUND (1-888-782-8338). We will need a complete employee job description before we add the classification to the policy. Please do not report payroll in the new classification until it has been reviewed and endorsed to your policy.

8.  How do I report covered officers?

Officers and partners are covered for benefits unless specifically excluded by endorsement. You should report payroll for each covered officer or partner. Additional information is provided on the reverse side of your payroll report.

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9.  I’ve lost or misplaced my payroll report. How can I obtain another one?

Please call 888-STATEFUND (1-888-782-8338) to request a new report. We can e-mail, fax, or mail you the new report for your convenience.

10.  I made an error on my payroll report. How do I correct it?

If you are registered to use State Fund Online and are enrolled in the e-payroll program, you will receive your payroll report electronically.

If you made an error completing an electronic payroll report you can call 888-STATEFUND
(1-888-782-8338), but only by 1:00 p.m. on the same business day that you submitted your payroll. Otherwise you may resubmit an electronic payroll report in the same way you resubmit a paper report, by printing a copy and annotating changes. It is imperative that you re-sign, re-date, and write "Revised" on the report, so we can verify when the changes were made.

If you do not have a copy of the previously submitted report, please call 888-STATEFUND
(1-888-782-8338) to request one. We can mail, fax, or email you the report. Once you make all the corrections, fax the report to (925) 416-3361, or mail it to:

State Fund
ATTN: Billing & Collections
P.O. Box 9102
Pleasanton, CA 94566-9102

11.  Do I need to send in a payroll report if I have no payroll?

Yes, you need to send in a report to notify us that you have no payroll. If you have access to your policy on State Fund Online, you may log into your account to report that you have no payroll. If you are submitting your report through the mail, simply write “none” on all pages and sign and date them before mailing the report to us.

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12.  Do I sign all the pages of my payroll report?

Yes, you are certifying that each page of your report is accurate; all pages need to be signed, dated, and submitted, even if you do not have payroll on those pages.

13.  Where do I send my payroll report if my policy is in jeopardy of being canceled soon?

If you have access to your policy on State Fund Online, you may log into you account to report payroll. If using State Fund Online is not an option for you, you may call 888-STATEFUND
(1-888-782-8338) to report your payroll.

14.  How can I verify State Fund received and posted my payroll report?

If you are a registered State Fund Online user, you can easily check your policy to verify your report was received, or you may call 888-STATEFUND (1-888-782-8338) to verify that we received and posted your report.

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