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OhioBWC - Basics: (Policy library) - File

Policy Name:

Electronic Delivery of Funds

Policy #:

CP-04-03

Code/Rule Reference:

O.A.C 4123-3-10

Effective Date:

11/14/16

Approved:

Rick Percy, Chief of Operational Policy, Analytics and Compliance (signature on file)

Origin:

Claims Policy (CP)

Supersedes:

CP-04-03, effective 12/4/14

History:

New 12/4/14; Revised 11/14/16

 

 

I. POLICY PURPOSE

 

The purpose of this policy is to ensure that compensation and benefit payments are made in the most timely, efficient and safe manner available.

 

II. APPLICABILITY

 

This policy applies to all Field Operations and Benefits Payable staff.

 

III. DEFINITIONS

 

Automated Clearing House (ACH): an electronic network for processing financial transactions, including direct deposits, in the United States.

 

Benefit Recipient: an injured worker or a dependent who is receiving payment from BWC.

 

Daywork payment: compensation and/or benefit payment that covers current and/or past periods of payment but does not extend to future scheduled payments.

 

Electronic Benefits Transfer (EBT): benefit card program for the deposit of funds into an account established for the benefit recipient.

 

Electronic Funds Transfer (EFT): direct deposit of funds from BWC into the benefit recipient‘s bank account with a financial institution.

 

EFT Module: Benefits Payable system that creates and tracks EFT and EBT accounts.

 

Pension payment: compensation payments that are scheduled to occur into the future, usually every two weeks.

 

Reclaim:  act of recouping money from the benefit recipient, due to the death of the benefit recipient, from a bank account or benefit card to which BWC deposited benefits.

 

Reversal: act of recouping money from the benefit recipient due to a processing error from a bank account or benefit card to which BWC deposited benefits.

 

 

Settlement date: date funds are actually available to the benefit recipient.

 

IV. POLICY

 

A.    It is the policy of BWC to pay compensation awards via EBT or EFT. 

 

B.    It is the policy of BWC to require EBT or EFT participation and only issue paper warrants for the following reasons:

1.    It is the initial payment on a claim for the benefit recipient and no previous open EFT or EBT exists.

2.    The benefit recipient does not have or provide a social security number.

3.    The payment is made to honor an Authorization to Receive a Workers’ Compensation Payment (C-230).

4.    The payment is made to the IW in care of the employer for wage agreements.

5.    The benefit recipient has applied in writing to Benefits Payable and Benefits Payable has approved the opt-out from the EBT and EFT programs.

 

C.   The benefit recipient may enroll in EFT by:

1.    Completing the ACT Enrollment and Direct Deposit Authorization (A-12) form and returning it to Benefits Payable by mail at PO Box 15429, Columbus, OH 43215 or by fax at (614) 621-1140;

2.    Completing the A-12 online at www.bwc.ohio.gov; or

3.    Calling the BWC Customer Contact Center at 1-800-644-6292 or Benefits Payable at 614-728-0741.

 

D.   Enrollment requests shall not be imaged to the claim because banking account information is confidential information.

 

E.    If the benefit recipient does not enroll in EFT, it is the policy of BWC to default to the EBT program, and it shall occur automatically.

 

F.    Changing EFT Direct Deposit

1.    The benefit recipient may make changes to the direct deposit information, including banking institution changes.

2.    The benefit recipient may change information by:

a.    Completing the Direct Deposit ACT Bank Change (A-35) form and returning it to Benefits Payable by mail at PO Box 15429, Columbus, OH 43215 or by fax at 614-621-1140;

b.    Completing the A-35 online at www.bwc.ohio.gov; or,

c.    Calling the BWC Customer Contact Center 1-800-644-6292 or Benefits Payable at 614-728-0741.

 

G.   Canceling EFT Direct Deposit

1.    The benefit recipient may cancel the direct deposit by agreeing to receive payments via the EBT benefit card.

2.    The benefit recipient may cancel by:

a.    Completing the Electronic Benefit Card Enrollment Application (A-21) form and returning it to Benefits Payable by mail at PO Box 15429, Columbus, OH 43215 or by fax at 614-621-1140;

b.    Completing the A-21 online at www.bwc.ohio.gov; or,

c.    Calling the BWC Customer Contact Center at 1-800-644-6292 or Benefits Payable at 614-728-0741.

 

H.   If there is a break in compensation, payments may resume electronically depending on circumstances:

1.    EFT

a.    Payment will be made EFT if the benefit recipient has an open EFT account within the preceding 12 months, including in a different claim. 

b.    If a payment has not been made within 12 months, the EFT is closed and the benefit recipient receives a paper warrant until the benefit recipient enrolls in either EFT or defaults to EBT.

2.    EBT - If six months or more has passed from the last EBT payment to a benefit recipient, the benefit recipient shall receive a notice of inactivity at the time payment is issued to the EBT. The notice includes notification of deposit and instructions for replacing the card, if needed.

 

BWC staff may refer to the corresponding procedures for this policy entitled “Procedure for Electronic Delivery of Funds” for further guidance. 


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