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OhioBWC - Employer:  (Safety Grants) - Required documents and data reporting

Safety Grants - Required documents and data reporting

Safety Grants home Before you apply Completing application Evaluation & approval Receiving funds Next steps

  1. Submit proof of spending - Once you receive your grant funds you must purchase the equipment and implement the intervention within 90 days of the date of the grant check. Within 120 days after the date of the check, you must provide BWC copies of the following:
    • Approved grant application budget page;
    • Itemized invoice(s) pertaining to all approved equipment purchased showing either "Stamped" Paid in Full or "Typed-Written" Paid in Full;
    • Proof of employer matching payment;
    • Copies of all bank cleared check(s) or online bank statements issued that demonstrate you paid in full all invoices associated with the intervention; This must include all BWC and employer matching contributions;
    • Include a copy of the front and back of the bank cleared check;
    • Upon review of all the submitted receipt documentation, BWC will bill the employer for unused grant funds. Failure to repay BWC all unused portions of the grant funds may result in administrative, civil and/or criminal sanctions.
  2. You must contact your BWC consultant soon after you purchase and implement your equipment. The consultant will then schedule a meeting with you to observe the equipment. They will complete a Post Report and Post Assessment(s) at that time.
  3. The Post Report and Post Assessment(s) are required for every grant program participant. The Post Report is a review of the newly purchased and implemented equipment. The BWC consultant will meet with the employer to discuss any unforeseen safety and health concerns. The Post Assessment(s) is an evaluation of risks associated with the task after the equipment intervention has been purchased and implemented. The Post Assessment(s) may include a safety, ergonomic and/or industrial hygiene evaluations. The assessment type used is based on the risk addressed by the newly purchased and implemented equipment.
  4. Purchase extension approval process - We'll consider allowing additional time, up to a maximum of 90 days, upon the employer's request. You must make the extension request within the initial 90-day period. BWC recommends you keep copies of all documentation submitted for your files. Rentals or leases are not allowed under the safety grants program.
  5. Quarterly data reporting - After you implement the intervention, all grant recipients must file quarterly data reports electronically for two years. The quarterly reports will start on the date which you began using the approved equipment. These reports detail the hours worked by the affected population and list claim numbers that occurred in the area of the intervention or to the affected population, if any. Submit the quarterly report within 30 days of the end of each quarter.
    • Safety grant reporting
    • When providing baseline data and quarterly report data, temporary staff are not captured in the number of hours worked or the number of employees, unless they're covered under the BWC policy applying for the grant.
  6. BWC requires you to provide a case study with a cost benefit analysis one year from the intervention date. Submit the annual case study with cost benefit analysis within 30 days of the one-year reporting period. BWC will require employers who fail to adhere to the reporting requirements to reimburse the full amount of the grant.
    If you would like to view the case study with cost benefit analysis prior to submittal, you may view it in PDF form here. If you need assistance in completing your case study or cost benefit analysis, the BWC consultant who helped with your grant application should be able to assist you.
  7. If for any reason the employer participating in the safety intervention grant program fails to satisfy one or more of the criteria established in the Application and Instructions, OAC 4123-17-56, and in the employer agreement, including, but not limited to, the requirement of maintaining active coverage, timely payments thereof, timely submission of receipt documentation, and timely submission of quarterly and annual reporting, the employer may be disqualified from the program. Disqualification will result in the termination of BWC's obligations under this agreement. BWC reserves the right to recover grant monies by one or more of the following methods: billing the employer for the grant money received, forwarding the employer's information to the Office of the Attorney General of Ohio for collection, set-off, recoupment, or other administrative, civil and/or legal remedy.

Failure to complete any of the above phases and steps may result in a delay in processing your application or return of your application.


Other program considerations

  • Employees affected by the intervention - During participation in the safety intervention grant program, the employees affected by the intervention covered through the employer's policy within the state insurance fund must remain under the policy.
  • Professional employer organizations (PEOs) - State-fund employers who are in PEO/client relationship are generally not eligible to apply for a safety intervention grant. In order to apply for a grant, the client employer must demonstrate the task being addressed by the grant funded equipment is for employees covered under the client employer's BWC policy. PEOs are eligible for safety grants under their own policy number. A PEO can only use these grants for operations owned/operated by it and not for any client employer.
  • Disqualification from program - If for any reason the employer participating in the Safety Intervention Grant Program fails to satisfy one or more of the criteria established in the application and instructions, Ohio Administrative Code (OAC) 4123-17-56, BWC may disqualify the employer from the program. Disqualification will result in termination of BWC's obligations under this agreement. BWC reserves the right to recover grant monies by one or more of the following methods:
    • Billing the employer for the grant money received;
    • Forwarding to the Office of the Attorney General of Ohio for collection, set-off, recoupment, or other civil and/or legal remedy.
    If the employer merges or combines its business after receiving a grant but before completing the two years of measurement reporting, the BWC Successorship Liability Policy will go into effect. The grant/predecessor employer is responsible for notifying the successor employer of the obligations under the Safety Intervention Grant Program. The successor employer may be liable to repay any and all previously paid grant monies if it does not meet these obligations.
  • Access to work site - Cooperate with BWC by providing access to information to help measure the effectiveness of your intervention. Allow BWC staff access to the work site to observe, photograph and/or videotape affected processes before and after the intervention. Grant recipients 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.
  • Transparency page - Pursuant to Ohio Revised Code 125.112 (F), BWC is required to post to its website names of grant recipients and dollar amounts awarded.
  • Incomplete applications - Applications received by BWC without submission of the budget page, price quote(s), and employer agreement will be returned to the employer 45 days after receipt of the online application. The employer may resubmit the online application to be considered for the grant.

Best practices
This section of our website allows users to select an industry and risk factor type, or enter a key word search to obtain case studies specific to their interests.

Preliminary results of the CTD grant program
We developed the best practice manuals listed below based on the research data gathered through our Safety Intervention Grant Program. Click on any link below to download and print.

Grant recipients
Ohio law requires us to publish information about those who receive awards through our Safety Intervention Grant Program. Here is a link to past recipients.



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