Frequently Asked Questions about Payroll Reporting

If the employee can be classified under two or more class codes that allow for payroll division, the payroll can be divided. It is imperative that proper records are kept for this division to be allowed (for example: time cards or a log that records an employees’ hours for their various job duties).

Important note: No payroll division is allowed for clerical and outside sales employees. Other class codes exist that do not allow for payroll division. Check with your insurance agent or Payroll-Reportingcontact Payroll Reporting Support for further clarification.

**If you are a contractor in California, please reference the time card requirements explained in Notice to Dual Wage contractors: California Time Record Requirements.

The class codes and locations appearing on your payroll report are the ones that your policy was issued with. If you have a new operation or a new class code, please be sure to contact your insurance agency with this information. Your agent/broker will notify our underwriting department regarding the change(s).

If you are unable to reach your agency before your payroll report is due, please contact billing@icwgroup.com

These steps will ensure that the billing of premium is done timely and accurately.

The amount you are paying is based on the payroll estimates that you provided to us when your policy was written.  If you’ve had a substantial increase/decrease in business, your policy should be adjusted to ensure that you don’t have any large premium increases or decreases at final audit (the audit for the entire policy period).

Yes, please!  Completing the form and submitting it to us will assist us in making sure you aren’t facing any large adjustments at final audit.  We use the payroll you’ve provided and compare to the policy estimates to determine if any changes to your policy should be made.  Please make sure to let us know on your form if your payroll fluctuates throughout the year, or if your business is seasonal.

You can mail via USPS (PO Box 509039; San Diego, CA 92150), scan and email to

payrollreport@icwgroup.com or FAX to 858-350-2606 — whatever works best for you.

EZ-Report is ICW Group’s online interim payroll reporting system. It allows our policyholders to report payroll online and receive immediate premium calculations. It’s a free service to qualified policyholders.

Please contact your agent to see if your policy qualifies for interim payroll reporting.

It takes only a few minutes to sign up for automatic payments in EZ-Pay (also available in myResource to your company’s Accounting contact) OR complete Automatic payment form and return to ar@icwgroup.com. This will automate the draw from your bank account once enrolled.

At ICW Group, we take security seriously. EZ-Report provided by SmartPayLLC is committed to protecting your personal information. All data is transferred via a secure transmission with industry-standard encryption to prevent unauthorized users from accessing your information.

Yes, you’ll set up your account and identify your payroll provider. After this is completed, your qualified payroll provider can report on your behalf.

myResource is your policyholder portal where the following can be accessed (depending upon your access):

• EZ-Pay (Invoice and payment portal)
• EZ-Report (Interim payroll reporting with premium calculation)
• Safety On Demand information
• Loss Claim reports

Access is automatically provided to your company’s Payroll contact provided to us by your agent. They will receive a registration email from myResource. Once myResource registration is completed, select EZ-Report to choose account set-up options.

Additional access can be requested for myResource by selecting “Click here to request an account”

Access is automatically provided to your company’s Accounting contact provided to us by your agent. They will receive a registration email from myResource. Once myResource registration is completed, select EZ-Pay to view invoices, make payments or sign up for automatic payments.

Accounting contact can be moved to a new Accounts Payable contact in myResource by selecting “Click here to request an account”. Unfortunately, only one contact can have access to EZ-Pay.

Monthly reporting is the most common. Each month all payrolls with check dates within that month would be included.

Weekly, bi-weekly and semi-monthly can also be chosen if you would like to report each of your ongoing payrolls (plus any offcycle payments in the pay period).

If you chose a monthly frequency, the first report date should be the last day of the calendar month of your policy effective date. If the effective date is the 21st-31st, select the last day of the next calendar month.

For all other frequencies, the first report date should be the first payroll payday after the policy effective date.

Instead of reporting payroll for every employee, the employees can be grouped by class code (and state) to report the totals for each group. This reduces the payroll input into the system.