Frequently Asked Questions when submitting WC Subsequent Reports (WKC-13) using the Insurers' Pending Reports

  1. How can I ask a question about sending the WKC-13 through the Internet? If you want an immediate reply, you may call (608)266-1340 and ask for Lisa Halsey. They will help you with any questions you may have. The "Help" button on the bottom of the screen will open the help menu for further assistance.
     
  2. Why do I keep getting the error message: PAYMENT AMOUNT MISSING OR NOT NUMERIC? A payment amount is required for any payment type entered, except Salary Continued, even if the return to work date is not yet available. Make sure that you enter the total paid to date for the period in question, and not the most recent check amount. The payment amount can be updated at a later date if it changes. Please see below.
     
  3. Why do I keep getting the error message: PAYMENT PERIOD DATE OVERLAPS AN EXISTING PERIODS DATES? This will occur for two reasons.  First, the payment type differs from the type previously reported.  Second, A disability period has already been reported. The date(s) you are entering occur between the previously reported dates.

    The View Payment Screen will show you the exact payment type(s) and the disability period dates that are on record.  If you need to have the disability period last day worked or payment type changed please use the email reply feature to request the changes.  Use the Send WKC-13 button to continue with any additional entries.
     
  4. Why do I receive the error message: DATE LAST DAY WORKED FOR TPD MUST BEGIN ON A SUNDAY? TPD is paid for an entire week (Sunday through Saturday) unless it begins in the week that the injury occurred. If TPD begins in the week that the  injury occurred, the last day worked is the same as the date of injury. You will not receive the above error message if the last day worked is NOT a Sunday and it is the same date as the date of injury. If TPD begins in any other week, the last day worked is always a Sunday.
     
  5. Why do I keep getting the error message: RETURN TO WORK DATE FOR TPD MUST BE A SUNDAY? The return to work date for TPD is always a Sunday.
     
  6. I have a claimant who was on TTD for Monday, Tuesday and Wednesday, and then started TPD on Thursday.  If TPD must be run from Sunday to Sunday, how do I report this?

    Whenever there is TTD and TPD in the same week, the entire week is figured as TPD and reported accordingly.

    If the claimant has not been paid for the three days of TTD, then fill out the Internet TPD worksheet as an entire week of TPD and pay the claimant whatever the TPD rate is for the week.

    If the claimant has been paid for the three days of TTD, then when filling out the Internet TPD worksheet enter as the wages earned whatever the claimant earned for the week from the employer.  Do not include as wages earned what the claimant was paid in TTD.  When figuring out what the claimant is owed, subtract whatever has been paid in TTD from the TPD rate for the week.
     
  7. If a claim has first payment information but is under investigation, how can I move it out of investigation status in order to submit further payments? Click on the "Send WKC-13" button. Notice that the payment type is missing.  Enter the correct payment type and then submit the information. This signals our program to move the claim out of investigation status, and you will now find the claim in "waiting for last supplemental report WKC-13" status.
     
  8. What if I have a week(s) within a period of TPD where the employee earns more than his or her weekly wage, or is on vacation. How do I reflect this? In this case the period in question needs to be skipped. Accomplish this by splitting the period of TPD into two periods on the WKC-13, with one period before the non-compensable week(s) and one period after. You will then have to complete two worksheet entries, one for the first period and one for the second.
     
  9. If the person has gone from Salary Continued to TTD (or vice-versa) without a break in benefits, how do I report this? Assume that the person is going from Salary Continued to TTD.  You need to show a one day overlap, which can be done as follows:  Make the last day worked for the period of TTD one day previous to the return to work date for the period of Salary Continued.  The same format holds true when going from TTD to Salary Continued.
     
  10. What is the difference between attorney fees withheld and attorney fees paid? In the former case fees are held back from the claimant's disability payment, but not yet paid to the attorney. In the latter case fees are held back from the claimant's disability payment, and then paid to the attorney.
     
  11. If I have accidentally selected the attorney fees "withheld" or "paid" button, how do I deselect it? Click on the "Reset" button on the bottom of the screen. This will erase all of the information just entered in the screen's fields, and return them back to blank. It will also deselect any radio buttons that were just selected. You may also click the refresh button on the Internet browser to accomplish the same thing.
     
  12. I have an open period of disability with attorney fees withheld.  If it turns out that the money is not going to the attorney, but should now be paid to the claimant, how do I deselect the "withheld" radio button? You cannot do this via the Internet. Call us at 608-266-1340 and one of our staff can make the change for you.
     
  13. How do I check and see if an attorney is already assigned to the claim, or add one if necessary? Click on the Attorney Info button, and you will be taken to the Attorney Information Page. From her you can see if an attorney already exists on the claim, add a new attorney to the claim and update existing attorney information. On the bottom of the Attorney Information Page there is a Help button. Click on it for more detailed information.
     
  14. When submitting payment information do I need to include all of the past payment information that the claim may have? You do not have to re-submit the claim's payment history. Assume, for example, a claim that has three closed pay periods and one open pay period. When submitting a WKC-13 to close the open pay period the payment type, last day worked and amount paid will be pre-filled for this period.  Simply enter this period's return to work date; you do not need to enter any information pertaining to the closed periods.
     
  15. The Internet WKC-13 has only six lines on which to report payment information.  How do I enter additional payment information? Enter the information on the six lines and submit the WKC-13.  Select yes when you are prompted with the question "do you want to enter more payment information for this claim now?" The WKC-13 will appear with six blank lines that you may now enter your additional payment information.
     
  16. When submitting payment information, if the value in the wage field is protected how can I change it? You need to submit a WKC-13A with the updated wage information.
     
  17. How can I see what the Division of Workers Compensation already shows for payments on this claim? Select the "View Payments" button on the detail screen for the claim and you will see the entire payment history for the claim, including any balance due if applicable. You can also select this button from the confirmation screen reached after the successful submission of a WKC-13.
     
  18. How do I know the submission of the Internet WKC-13 was accepted? When you click on the "Submit" button and your WKC-13 is accepted you will receive the following message: "Your WKC-13 has been successfully processed". If it is not accepted, you will receive an error message indicating what must be changed before the submission will be accepted. Always click on the "Submit" button when you finish your entry work in order to submit your supplemental report.
     
  19. What happens when I select the Yes or No option on the screen below in answer to the question: Do you want to enter more payment information for this claim now?
    wc screen shot

     

    If you select YES, you will be taken back to the WKC-13 payment screen so that you can enter more payments for the claim. If you select NO, you will be taken back to the list of pending claims.
     
  20. What happens when I select the Yes or No option on the screen below in answer to the question: Will there be more Temporary Disability payments made on this claim in the future?
    wc screen shot

     

    If you select YES, the claim will remain on the pending report in "waiting for last WC13" status. If you select NO, the claim will be evaluated to determine if all payments paid to date are paid correctly. If all payments are paid correctly and any TPD payments made have been verified, then the claim will move into the next appropriate status (which may be closed, in which case the claim will disappear from the pending report). If there is more than 3 weeks of disability, the claim will most likely move to "waiting for final medical report" status.
     
  21. With respect to the question: Will there be more payments made on this claim in the future? How should I answer this question if I know PPD will be due? If the pay period is over three weeks but the person has returned to work, please select NO. This will put the claim into " waiting for final medical report" status, which is where it should be. If the pay period is three weeks or less and the person has returned to work, please select NO. This will close the claim and it will disappear from the pending report. We will reopen the claim in the future when the medical report and/or PPD payment information comes in.
     
  22. How can I change the injury date and/or insurer claim number? Enter new values in these fields and submit. You do not need to send payment information with your submission. The date of injury can only be changed to plus or minus six days from the original date, as long as the new date is not after the last day worked. For changes outside of this parameter please notify us via the email reply feature and staff will make the change.
     
  23. What if I have to change the last day worked of a current or previous pay period? This cannot be accomplished through the Internet WKC-13. If you need to make this change, please use the email reply feature to notify our staff of the new last day worked. You may, however, change the payment amount and/or return to work date without sending an email reply.
     
  24. What if I need to change the payment type for an already existing pay period, or delete an entire payment period? The Internet WKC-13 does not allow for either or these changes to be made. Please use the email reply in order to let staff know which pay period needs to be deleted or changed. You may, however, change the payment amount and/or return to work date without sending an email reply.
     
  25. I have a balance due, on a claim, which has now been paid. How do I notify the WC Division of this?  Go to the View Payments screen for the claim in order to see the exact payment type, last day worked and return to work date for the under paid period in question. Click on the Send WKC13 button. On the WKC13 screen enter the exact payment type, last day worked and return to work date for the under paid period in question. In the Amount Comp Paid field enter the total amount paid/due, and then click Submit. Do not simply enter the amount of the balance due in the Amount Comp Paid, as this will lead to another balance due.
     
  26. How do I change the payment amount? You can change the amount paid for a pay period that has a return to work date/end of healing date by submitting an Internet WKC-13. Besides putting in the new payment amount you must make sure to include the existing payment type, last day of work and return to work/end of healing dates for the payment period in question. If you do not include this information the submission will return an error message to you. If you want to change the amount paid for an open pay period, i.e. a period without a return to work/end of healing date, simply enter the new amount, as the payment type and last day worked will be pre-filled. Always make sure that you enter the total paid to date for the period in question, and not the most recent check amount.
     
  27. How do I change the return to work date? Submit an Internet WKC-13 that includes the applicable payment type and last day worked for the payment period in question, along with the new return to work date. If you have a new payment amount also include that, otherwise you need to enter in the existing payment amount. Make sure that the new return to work date does not overlap with any other payment periods that the claim may have, as this will return an error message.
     
  28. How do we notify the WC division of the final payment on a claim that had a balance due?  Go to the View Payments screen for the claim in order to see the exact payment type, last day worked and return to work date for the under paid period in question. Click on the Send WKC13 button. On the WKC13 screen enter the exact payment type, last day worked and return to work date for the under paid period in question. In the Amount Comp Paid field enter the total amount paid/due, and then click Submit. Do not simply enter the amount of the balance due in the Amount Comp Paid, as this will lead to another balance due.
     
  29. What if we file a claim for occupational hearing loss, or other type of PPD, that is no lost time? Please do not close these claims as no lost time via the pending report. For occupational hearing loss claims we still need to have the medical report and audiogram so a permanent disability rating worksheet can be completed.
     
  30. I am trying to submit a first payment WKC-13 for a PPD only claim via the Internet, but when I delete the last day worked and submit the information I receive the "Date Last Day Worked Is Invalid" error message. How do I report this information? You can ignore the existing last day worked on the screen and just submit the information. Our program logic will detect a PPD payment and therefore not record the last day worked in our database.
     
  31. What type of information are you looking for in the "wage comments" field? Any pertinent information related to wage. For example, if the claimant goes from part time to full time or vice-versa, you can let us know the date of that change. Or, if you are paying a claimant based upon same or similar or a volunteer fire department, you can tell us upon what you are basing the wage.
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