Safety Intervention Grants Program
and OAC 4123-17-56.
July 1, 2017
Division of Safety & Hygiene (DSH)
All policies and procedures regarding the Safety
Intervention Grant Program that predate the effective date of this policy.
Revised: September 22, 2017; November 10, 2015;
December 7, 2010; October 2010. New: June 22, 2007
July 1, 2022
BWC uses the Safety Intervention
Grants Program to partner with Ohio employers to measure the effectiveness of
workplace safety interventions. The program is available to eligible Ohio
employers who wish to purchase equipment to substantially reduce or eliminate
injuries or illnesses associated with a particular task or operation. The
program is designed to establish safety intervention best practices for
accident and injury prevention.
This policy applies to BWC
Division of Safety & Hygiene (DSH), employers and their authorized
safety report: A review of the employer applicant’s overall safety
practices. The report may help assess the effectiveness of providing a safety
cycle: The eligibility cycle applies to previous grant recipients who may be
eligible to receive up to $40,000 per eligibility cycle.
eligibility cycle is determined by total payroll for the last full policy year
for which payroll information is available prior to BWC receiving the
private employers, the policy year is July 1, through the following June 30.
For public employers, the policy year is January 1, through the following
eligibility cycle start date is determined by the date of the earliest grant
Total payroll reported
for last full policy year
Greater than $10,000,000
Three (3) years
Greater than $5,000,000 and
less than or equal to $10,000,000
Five (5) years
Greater than $1,000,000 and
less than or equal to $5,000,000
Seven (7) years
Less than or equal to $1,000,000
Ten (10) years
C. Fast track
grants: Applications for specific equipment where there is high risk for
injuries with at least one task, and the specific equipment is likely to have a
significant impact on eliminating future injuries.
list: BWC no longer provides grant funds for the equipment on this list
because sufficient data has been gathered to demonstrate the effectiveness of
the equipment in reducing or eliminating workplace injuries or illnesses. The
list is dynamic and is updated by BWC throughout the life of the program. BWC
provides thirty (30) days from the date the equipment is placed on the
moratorium list for pending safety intervention grant applications with safety
consultants for these safety intervention grant applications to be formally
completed and submitted.
assessment: An evaluation of the risk associated with a task after the equipment
has been implemented. The type of assessment is based on the risk being
addressed by the equipment implemented. The assessment may include safety,
ergonomic, or industrial hygiene evaluations
F. Post report:
A review of the newly purchased and implemented equipment.
An evaluation of risk hazards associated with the task to be addressed by the equipment.
The type of assessment is based on the risk being addressed by the grant
application. The pre-assessment may include safety, ergonomic or industrial
An application checklist used to observe and evaluate the area/task where the equipment
will be used.
purchases: Equipment purchased prior to the receipt of the warrant from BWC
for the safety intervention grant. This includes ordered equipment, paid equipment,
and received paid equipment.
replacement equipment: BWC will not provide grant funds to purchase equipment to replace old, worn out equipment for the sake
purchases: Items which are outside the scope of the program.
the time of application the employer must:
a state-fund private employer, a public taxing district employer, a marine
industry fund employer, or a coal-workers’ pneumoconiosis fund employer.
active Ohio workers’ compensation coverage. The employer must maintain
continuous active state-fund coverage while participating in the program.
Marine industry fund and coal-workers’ pneumoconiosis fund employers must also have
active coverage under their respective fund effective January 1, 2006.
Not have more than forty (40) days of cumulative lapses in workers’
compensation coverage within the prior twelve (12) months.
current with respect to all payments due BWC as
defined in OAC 4123-17-14.
e. Have been in existence for at least two years.
Have reported payroll for at least one full
report actual payroll for the preceding policy year and pay any premium due
upon reconciliation of estimated premium and actual premium. An employer will
be deemed to have met this requirement if BWC receives the payroll report and
the employer pays premium associated with such report before the expiration of
any grace period. See the Payroll
True-Up policy for additional information.
following employers are not eligible:
paying the minimum administrative charge as set forth in OAC 4123-17-26.
fund employers who have elective coverage only.
Marine industry fund and coal-workers’ pneumoconiosis fund employers who
did not have active coverage under their respective fund effective January 1,
employer must demonstrate the need for a safety
intervention by describing the significance of the problem and the
effectiveness of the proposed solution.
4. The employer must provide two years of baseline data,
of employees directly affected by the proposed
b. Total hours worked in the two year period by the population
The BWC claim numbers for claims filed by the
population during the period. The employer’s temporary staff are not captured
in the number of hours worked or the number of employees, unless they are
covered under the BWC policy applying for the grant.
d. If the employer tests equipment, and applies for grant
funds to purchase the equipment, the baseline data must be for the two year
period prior to the test period.
may receive up to $40,000 in grant funds per eligibility cycle.
number of years in the eligibility cycle may change when the employer’s payroll
a new cycle begins, the employer is eligible for up to $40,000 during the
enrolled in BWC discount programs are eligible to
apply for the program.
successor employer may apply for a safety grant based on a predecessor employer
meeting the criteria in IV.A.3 and IV.A.4 above. The successor employer must
meet the eligibility criteria set forth in sections IV.A.1.a through IV.A.1.d.
Employer Organizations (PEO).
A PEO is eligible to apply for a grant under its own policy number. The
PEO can only use grant funds for operations
owned/operated by it and not for any client employer.
A state fund employer in a PEO/client relationship is eligible to apply
for a grant if the employer can demonstrate:
task being addressed by the grant funded equipment is
for employees covered under the client employer’s BWC policy; and
employer will continue to cover the employees
affected by the intervention under the client employer’s BWC policy during
participation in the program.
Marine Industry Fund and Coal-Workers’
Pneumoconiosis Fund Employers.
These employers may only use the safety
intervention grant to substantially reduce or eliminate the potential for
workplace injuries, illnesses, and fatalities.
Coal-workers’ pneumoconiosis fund employers
must use the safety intervention grant to purchase equipment to prevent
B. Pre-application steps.
must contact the local BWC customer service office to
schedule an assessment by a BWC safety consultant. For coal-workers’
pneumoconiosis fund employers, the assessment must be scheduled with a mine
safety inspector from the Ohio Department of Natural Resources.
2. The employer must access the online application on BWC’s
web site. The employer must save a copy of the application for review by the
BWC safety consultant prior to submitting the application.
3. The employer must allow BWC staff access to the work site
to perform a pre-report and pre-assessment of the operation and area of
concern. The employer must provide BWC staff with the following data for the
operation of concern:
a. Injury statistics, associated claim numbers, and costs for
the past two years.
b. Production and quality data.
Absenteeism and turnover rates.
of full-time and part-time employees.
worked by all employees.
Job safety analysis or work procedures.
4. BWC staff will complete a comprehensive safety review of
the employer’s overall safety practices.
5. BWC staff will conduct a five year claims history review.
employer must verify the equipment it plans to implement is not on BWC’s moratorium
employer must obtain detailed price quote(s) from the equipment vendor. The
quote must be specifically for the employer applying for the grant and must
list all items to be purchased. The price quote must include a contact name and
contact phone number from the equipment vendor. BWC highly recommends
obtaining a quote of one hundred twenty (120) days or longer.
employer must submit Section I through Section V of the application online.
employer must submit Section VI (Budget) and Section
VII (Agreement) of the application in writing to BWC. Both sections require the
signature of an employee who has fiduciary responsibility for the company.
3. Completing the budget page:
employer must provide equipment price quotes. The quotes must include the
vendor’s name, address, and date of the quote. The quote must include the
employer’s information, including company location.
items and costs associated with the grant request must be listed on the budget
page. The budget page and quote detail must match.
Price quotes must be submitted for all items requested on the budget
page. Each item description and dollar amount must match the vendor quote.
and tax must be included in the budget and in the price quotes, even if
estimated, to be considered as part of the grant request.
budget line items must multiply across correctly and the sum of the total
column must be correct.
The employer must disclose and explain any ownership, partnership, or
other affiliation with the equipment vendor.
employer agrees the signer of the agreement, or his or her successor, will have
the authority and responsibility to ensure the employer will fulfill its
obligations to BWC for the two years after implementation of the intervention.
state of Ohio considers a grant recipient a supplier. This means the employer
must obtain a supplier ID number through the Ohio Shared Services website, then
complete and send the following forms to Ohio Shared Services:
for Taxpayer Identification Number & Certification (W-9).
Agreement for Direct Deposit of EFT Payments (OBM-4310-Rev.11/1/2011).
employer must be current on receipt documentation and quarterly reporting,
including the case study and cost benefit analysis, for all in-program grants
at the time the employer submits a new grant application. BWC will not review
the new application until the delinquent documentation is received and accepted
by the grant department. BWC will hold the grant application for a period of
forty-five (45) days. Failure to supply delinquent documentation within this
time period will result in BWC returning the grant application to the employer.
employer may only apply for a safety intervention grant related to a manual
classification for which payroll is reported.
limitations: An employer may not apply for more than five of any item with a
cost less than $5,000 per item. An employer may not apply for more than two of
any item with a cost greater than $5,000 per item.
may grant an exception if the employer provides thorough justification for the
number of items needed.
encourages the employer to discuss the number of items needed with the BWC
consultant prior to submitting the grant application.
employer must explain any prior rentals or testing of the requested equipment
on the application.
employer must include any type of discount received on the price quote and
budget page. BWC will determine the employer’s match after the discount has
been removed from the project cost.
employer may obtain a loan through a third party lender for its portion of the
grant match if the following conditions are met:
employer must indicate the intent to finance its portion of the project on the
budget page of the grant application.
employer must apply the BWC grant funds directly to the purchase of the
The employer must provide BWC with a copy of the loan agreement.
12. For all
other financing arrangements, the employer must contact a BWC grant coordinator
for prior approval.
D. BWC evaluation
will consider the employer’s application complete if the following items are
completed online application.
Statement of Agreement with original signatures.
The Budget page with original signatures and corresponding vendor
pre-report and pre-assessments from the BWC safety consultant.
comprehensive safety report from the BWC safety consultant.
Additional information provided by the employer including pictures,
videos, and equipment brochures.
will hold incomplete grant applications for a period of forty-five (45) days.
Failure to supply the required information within this time period will result
in BWC returning the grant application to the employer.
employer’s completed application will be reviewed by the Review Committee,
which consists of four technical advisors representing the disciplines of safety,
ergonomics, and industrial hygiene. Fast track grants are reviewed by a member
of the Review Committee and the Superintendent of DSH.
reviewer will independently evaluate and score the employer’s application.
individual scores are averaged to determine a final score, using a one hundred
(100) point scale.
All approved grants must receive an average score of seventy-five (75).
is given to the research value of the safety equipment. The employer’s
application may be denied if the equipment will not provide sufficient learning
value for research purposes.
employer’s application may be denied for equipment for which BWC has already
collected enough research information or for equipment outside the scope of the
may grant a conditional approval which requires the
employer to meet, or agree to, the conditions set by BWC prior to releasing of
grant funds. The conditions are specific to an individual employer’s
application and must be completed by the specified date. Multiple conditions
may have different completion dates. Dates may be determined upon review of the
application or by the BWC field consultant with input from the employer.
will compare the number of affected employees with reported payroll data. BWC
will not approve a grant if the reported payroll divided by the number of
employees does not reflect the employer’s workers are earning wages at the
State of Ohio minimum wage in effect during the payroll reporting period(s)
will issue grant funds to the employer approximately two to eight weeks after
approval of the application.
requirements after the awarding of grant funds.
employer must complete purchases within ninety (90) days of receipt of the
may allow additional time to purchase equipment, up to a maximum of ninety (90)
days, upon the employer’s request. The request must be made within the initial
ninety (90) day period. Extenuating circumstances which may lead to the request
may include, but are not limited to:
of vendor cooperation;
not working as originally planned;
Difficulties incurred during removal/relocation of old equipment; or
experienced with the fabrication/installation of new equipment.
requests for an extension are to be formally
requested by letter or email, providing a detailed description of what has
transpired and why the employer has not met the agreed upon obligation to the
grant program. Requests will be reviewed and approved by BWC if considered
employer must provide BWC with the following items within one hundred twenty
(120) days of receipt of the grant award:
grant application budget page;
invoice(s) pertaining to all approved equipment purchases showing either
stamped or typewritten “paid in full;”
Proof of employer matching payment; and
of all bank cleared checks or online bank statements that demonstrate the
employer paid in full all invoices associated with the equipment.
The check copies must include the front and back of the check.
This checks or statements must include all BWC and employer matching
will reconcile the employer’s grant application and budget to the expenditure
documentation. Any unused portion of the grant will be billed to the employer.
employer must reimburse BWC for all unused funds. Failure to pay may result in
administrative, civil, and/or criminal sanctions.
employer must use the grant in the intended manner. The employer may face
administrative, civil, and/or criminal sanctions should the funds be
employer must request prior approval from BWC if the employer makes any changes
to the equipment during implementation. The request must be in writing as an
addendum to the application. The employer must provide BWC an amended budget
and itemized expense report.
employer must contact the BWC safety consultant to observe the equipment and
complete a Post Report and Post Assessments.
program is subject to funding each fiscal year and may be discontinued or put
on hold status at any time.
reserves the right to approve or deny any application based upon research
needs, program needs, and/or equipment effectiveness.
employer is eligible for a three-to-one matching grant up to a maximum grant
award of $40,000 for each eligibility cycle. This means BWC gives $3 for every
$1 the employer contributes.
employer may only use grant funds to purchase ergonomic, safety, or industrial
equipment must have a life expectancy of at least five years.
employer must agree:
electronically submit quarterly data reports to BWC for two years after the equipment
These reports detail the hours worked by the affected population and
list claim numbers occurring in the area of the equipment or to the affected
Reports must be submitted within thirty (30) days of the end of each
Temporary staff is not captured in the quarterly reports unless covered
under the employer’s BWC policy.
submit one case
study, with a cost benefit
analysis, to BWC one year after the date of the intervention.
The report must be submitted within thirty (30) days of the one year
The employer may request assistance from the BWC safety consultant.
The employer must complete and submit the case study online through a
link provided on BWC’s web page.
will require an employer who fails to adhere to the reporting requirement to
reimburse the full amount of the grant.
Two and three year case study reports are optional.
employer must provide BWC with receipt documentation for scheduled loan payments
as documented in the loan agreement during the two year quarterly reporting
will not approve, and the employer may not use, grant funds for any of the
Rented or leased equipment.
wages, labor and the cost of preparing the application.
employer must continue to cover the employees affected by the intervention
under its BWC policy.
employer must agree not to eliminate jobs or reduce employment due to the
employer must allow BWC staff access to the work site both before and after the
employer must allow BWC to publish safety
intervention grant results including, but not limited to, data, videos,
specifications, and/or photos for the purposes of illustrating, educating and
training employers and employees.
13. BWC will
issue the employer an IRS 1099 for BWC paid grant funds.
14. BWC is required to post the names of grant recipients, the items
approved for purchase with grant funds, and the amount of the awards on the BWC
website. This requirement is mandated by ORC 125.112(F).
15. When an employer holding an active safety grant merges or
combines with another employer the grant remains valid. The successor employer must
continue to provide the required reports to BWC for the duration of the two
year reporting period.
a. The predecessor employer bears sole responsibility to
notify the successor employer of the obligations under the Safety Intervention Grant
the successor employer fails to comply with the
reporting provisions, BWC will bill the successor employer for previously awarded
A successor employer is eligible to apply for
safety grants under this policy.
from the program.
may disqualify an employer from the Safety Intervention Grants Program who
fails to meet all eligibility, application, or program participation
an employer moves out of state or otherwise closes
its business after receiving a grant, but before completing the two years of
required quarterly reporting, BWC may disqualify the employer as of the date of
the move or closure.
will result in the termination of BWC’s obligations
under this policy.
4. BWC reserves the right to recover grant monies from
disqualified employers by one or more of the following methods:
a. Billing the employer for the grant money received.
b. Forwarding to the Ohio Attorney General for collection, set
off, recoupment, or other legal remedy.
H. Resolution of
employer may file a complaint due to BWC’s decision including, but not limited
to, a finding the employer did not meet eligibility requirements for the
program. The complaint must be in writing and filed with the Superintendent of
DSH within thirty (30) days of the notification of the decision.
complaints should be processed under the General
Employer Complaint Policy. BWC has not identified any program-specific
extenuating circumstances that apply to the Safety Intervention Grants Program.
of employees affected by the intervention versus reported payroll.
claims there are ten full time employees affected by the intervention. On the
employer’s most recent payroll report, the payroll is $100,000 for the policy
full time employees would not have earnings this low even at minimum wage. In
this situation the grant will not be considered.
comprehensive safety report developed by the BWC consultant indicates the
employer has several deficient or missing critical safety programs. The
identified risk is quantified by the required job analysis assessments and is
determined to be cost beneficial.
BWC may offer a grant with conditional approval, giving the employer an
opportunity to work directly with the BWC consultant throughout the first six
months of the grant award. The employer and consultant work collaboratively to
develop an action plan to identify safety program areas needing
improvement/development. The employer will develop written policies/procedures,
attend recommended training, and educate employees on safety practices to
maximize the sustainability and impact of the approved intervention.
An employer has received a Safety Intervention Grant in the amount of
$20,000 to purchase a dust collection vacuum system. Eleven (11) months later,
it submits another application for a conveyor system in the amount of $13,000.
Response: This is acceptable. A single policy number can
have multiple Safety Intervention Grants as long as the total of all grants
does not exceed $40,000 during its eligibility cycle. Once the eligibility
cycle ends, the employer may be eligible for $40,000 once again in a new
equipment prior to purchase.
An employer applies for grant funds to purchase hydro-mobile scaffolding
with a hydraulic lifting system to reduce risk of injuries due to manual
construction/adjustment of scaffolding used on building sites. While reviewing
the application, the Review Committee notices a section in the application
discussing the success the company had with the equipment during a trial use
Response: The program allows for the testing of equipment
prior to application, but this arrangement is between the employer and the
vendor. BWC grant funds will not be used for testing. Grant funds may only be
used to purchase equipment after BWC approves the application and the funds are
provided to the employer. If testing equipment is used prior to submitting its
application, the employer is required to provide baseline data for the two year
period prior to testing the equipment.
with previous grants.
applies for a safety grant to purchase an automated packaging system at a cost
of $75,000. The employer received two previous grants: One on April 1, 2010,
for $15,000 and another on October 20, 2011, for $25,000. The employer’s
payroll for the last two (2) payroll reporting periods prior to applying for
the packaging system totals $6,500,000.
Based on the employer’s reported payroll, its eligibility cycle is five (5)
years. The employer’s earliest grant is dated April 1, 2010. It is on a five
(5) year eligibility cycle. Since the employer has already received the maximum
of $40,000 in this cycle, the employer will once again be eligible on April 1,
2015, for another $40,000.
changes during cycle.
received a grant totaling $40,000 with a warrant date of August 1, 2010. It
wishes to apply for a grant totaling $25,000 on September 1, 2013. The most
recent policy year shows payroll totaling $7,000,000, so the employer’s eligibility
cycle is five (5) years. The employer is told it is not eligible to apply until
August 1, 2015.
increases its business and thus its payroll over the next fifteen (15) months. In
December 2014, the employer decides to apply for the $25,000 grant. A review of
the most recent policy year determines the employer’s payroll total is now $11,000,000.
the employer’s payroll changed during the eligibility cycle, the eligibility
cycle changed from five to three years, thus making this employer eligible to
apply for the grant prior to the originally determined cycle end date of August
An employer requests
$40,000 in grant funds to assist with the purchase of a $65,000 conveyor
system. The employer states in the application it will need to obtain a
business loan for its portion of the project through a local bank.
approval and receipt of the grant funds, the employer must pay the $40,000 BWC
grant directly to the equipment vendor for the purchase of the conveyor system.
The employer may obtain a loan of $25,000 for the remaining cost of the
conveyor system. The employer must provide BWC with the following: a paid in
full receipt from the equipment vendor for the total purchase amount of $65,000,
a copy of the loan agreement for $25,000, proof of the $25,000 loan payment
made to the equipment vendor, and a copy of the cancelled check from the
employer to the vendor in the amount of $40,000.
will make scheduled payments to the bank for the $25,000 loan as outlined in
the loan agreement and provide BWC the required documentation for each payment.
This documentation includes a copy of the cancelled payment check or electronic
fund transfer (EFT), and a statement or invoice for the payment. The submission
of this documentation will continue until the quarterly reports and case
studies are completed.
documentation is due within one hundred twenty (120) days from the date of the
grant warrant or EFT.