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As a payroll reporting customer, ICW Group’s EZ-Report system simplifies your reporting process.
MyResource is your policyholder portal with access to information to support your policy including:
Follow the steps in the account setup guide to set up your interim payroll reporting preferences and banking information. Once set-up, you will receive notification and additional instructions when it is time to report your interim payroll.
While most of the payroll rules are the same, see below for possible exceptions in your state.
To see payroll reporting exceptions in your location, use the state selector above.
California: Do not include the value of lodging or meals, except as specified in certain class codes or if provided in lieu of wages. Exclude employee contributions to a section 125 plan (other than contributions to pension or deferred compensation plans). Include prevailing wage vacation and holiday fringe benefits, even when paid to a third party administrator.
See the California Time Record Requirements (PDF). If the auditor is unable to verify classifications at the time of audit, all payroll must be placed in the highest rate, regardless of the wage level.
Can I divide an employee’s payroll between different classifications?
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 contact 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.
What if I want to add a new operation or need to add another class?
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.
I’m paying a fixed amount monthly, will this change during the policy period?
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).
I just received a payroll report, but I’m on installment billings – do I have to fill this out?
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.
What do I do with the completed payroll report form?
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.
What is EZ-Report?
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.
My policy is on installments, can I report payroll?
Please contact your agent to see if your policy qualifies for interim payroll reporting.
Can payments be pulled automatically after I report?
It takes only a few minutes to sign up for automatic payments in EZ-Pay (also available in myResource to your company’s Accounts Payable contact) OR complete Automatic payment form and return to ar@icwgroup.com. This will automate the draw from your bank account once enrolled.
How secure is it?
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.
I have a payroll provider. Do I still need to enroll?
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.
What is myResource?
myResource is your policyholder portal where the following can be accessed (depending upon your access):
How do I get access to EZ-Report?
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”
How do I get access to EZ-Pay?
Access is automatically provided to your company’s Accounts Payable 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.
Accounts Payable 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.
Which payroll frequency should I select?
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).
How do I determine the Reporting Schedule?
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.
What is the advantage of reporting by class codes?
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.
What do I do if I forgot my username or password?
Use your email for the username in myResource. If you cannot remember your password, select ‘Forgot Password’. If you continue to have trouble, contact billing@icwgroup.com for assistance.
How do I change the contact email address so that reminders get to the right person?
Send EZ-Report access updates to billing@icwgroup.com. Please include the name, email address and phone number of the new contact.
I have recently changed my bank and/or bank account number, how can I change this?
Your company’s Accounts Payable contact can update bank information by following steps in EZ-Pay Quick Start Guide. If you need additional payment assistance, contact ar@icwgroup.com.
I entered my payroll, but now realize I made a mistake when I saw the premium calculation. What do I do now?
You can delete (same day) or reverse your payroll in ‘Reporting History’ by selecting the red trash can on the right of the payroll you wish to remove. Once deleted or reversed, report your corrected payroll.
Help! My policy has been canceled, but I think it’s an error. What can I do?
If you need to correct previous payroll submitted, reach out to support@smartpayllc.com or 877.204.0489.
If it is on or after the cancellation effective date, reach out to billing@icwgroup.com or 858.350.7399 with an explanation of the error.
