In certain U.S. states, workers' compensation insurance is only available through state-run programs. These are called monopolistic states, and they include:
- Ohio (OH)
- North Dakota (ND)
- Washington (WA)
- Wyoming (WY)
This article outlines what clients are responsible for and provides step-by-step instructions for clients on how to Handle Workers' Compensation Claims in Monopolistic States.
In this Article
What Clients Must Manage Directly
How to Handle Workers' Compensation Claims in Monopolistic States
What Clients Must Manage Directly
In monopolistic states, Deel does not file claims on the client’s behalf.
Clients are fully responsible for the following actions:
- Purchasing WC Insurance: Clients must register directly with the appropriate state-run workers’ compensation agency to obtain valid coverage prior to their first payroll..
- Filing WC Claims: Clients (or their employees) must submit claims through the official state portals following the required process.
- Reporting Injuries: Clients should collaborate closely with the injured employee to gather necessary information and submit incident reports.
- Reporting WC Wages & Payments: Deel will report payroll and make payments on the client’s behalf only if the required POA forms are completed. If the forms are missing, the client must handle reporting and payments directly with the state.
What Deel Supports
While clients remain responsible for workers’ compensation coverage and claims, Deel provides limited, process-aligned support:
- Guidance on Insurance Requirements: Deel can help clients understand coverage expectations and point them to the correct state portal.
- Reporting WC Wages & Payments: Deel will report payroll and make payments on the client’s behalf only if the required POA forms are completed. If the forms are missing, the client must handle reporting and payments directly with the state.
- Document Intake via Platform: Clients can upload signed state-specific authorization forms (e.g., Power of Attorney or Third-Party Administrator) to enable Deel to assist in limited areas, such as payroll reporting.
- Payroll Data Submission (if authorized): Deel will extract and submit payroll data (e.g., from Prism) to the state only after client authorization is received.
- Visibility for Reporting Deadlines: Deel informs clients of relevant timelines for quarterly payroll reports and payments.
How to Handle Workers' Compensation Claims in Monopolistic States
[DROPDOWN] Choose a state
[DROPDOWN-OPTION] Ohio (OH)
If you have employees working in Ohio, you are required to follow the state's monopolistic WC process. Here's what you need to do:
✅ Step 1 - Set Up Workers’ Compensation Insurance
Register directly with the Ohio Bureau of Workers' Compensation (BWC) and provide the following details.
- Number of employees
- Job types/descriptions
- Business location
After registration, submit the Certificate of Insurance (COI) showing WC coverage to Deel. Deel cannot run payroll for Ohio-based employees until proof of insurance is provided.
✅ Step 2 - File a Workers’ Compensation Claim (if an injury occurs)
Either the employee or you (as the employer) must submit the claim to BWC as soon as possible.
The client may consider the following submission methods:
- Preferred: Online via info.bwc.ohio.gov
- Fax: 866-366-8352 (include completed PDF claim form)
- Mail: Not recommended due to longer processing times
Claims may take up to 30 days to process, so timely submission is important.
✅ Step 3 - Track the Claim After Submission
After the Claim Is Filed, the employee will receive:
- A BWC ID card
- A claim acknowledgment letter via mail
Note:
- Medical expenses are not covered until the claim is officially approved
- If the claim is denied, the employee has 14 days to file an appeal
- For support or status updates, contact BWC at 800-644-6292 (7:30am–5:30pm)
✅ Step 4 - Help Employees Find Approved Medical Providers
Injured employees must use a BWC-approved medical provider. You can visit the BWC website to locate in-network providers in your area.
✅ Step 5 - Manage Payroll Reporting and Make Payments
If you've authorized Deel, Deel will:
- Extract payroll data (e.g., from Prism)
- Submit the report to BWC on your behalf
After the WC claim submission, the state sends the invoice directly to you. You must pay the invoice before the last day of the first month following the end of the quarter.
[DROPDOWN-OPTION] North Dakota (ND)
If you have employees working in North Dakota, you must comply with the state's monopolistic workers’ compensation system. Here's what you need to do:
✅ Step 1 - Set Up Workers’ Compensation Insurance
Register directly with North Dakota Workforce Safety & Insurance (WSI)
You must provide Deel with a valid Certificate of Insurance (COI) showing workers’ compensation codes. Payroll cannot be processed for ND-based employees without this.
✅ Step 2 - File a Workers’ Compensation Claim (if an injury occurs)
Please report the injury within 24 hours of the incident.
Collaborate with the employee to complete the First Report of Injury (FROI) form. Submit the FROI online via WSI, this is the only accepted method.
You must complete your employer portion of the FROI within 7 days of the incident.
✅ Step 3 - Track the Claim After Submission
A claim number is issued within 24 hours of submission. The employee will receive updates on claim status directly from WSI.
If the claim is denied, you or the employee may request reconsideration.
For support, contact WSI at 800-777-5033.
✅ Step 4 - Manage Payroll Reporting and Make Payments
If you have submitted the authorization form, Deel will:
- Extract payroll data (e.g., from Prism)
- Submit the required payroll report to WSI
After the report is submitted, the invoice will be sent directly to you. You must pay the invoice before the last day of the first month following the end of each quarter.
[DROPDOWN-OPTION] Washington (WA)
If you have employees working in Washington (WA), you must comply with the state's monopolistic workers’ compensation system. Here's what you need to do:
✅ Step 1 - Set Up Workers’ Compensation Insurance
Register directly with Washington Labor & Industries (L&I).
Submit a valid Certificate of Insurance (COI) that includes workers’ compensation codes to Deel. Payroll cannot be processed for WA-based employees until coverage is confirmed.
Alternatively, WC coverage can be registered alongside SUTA registration via the Deel platform:
Refer to the Help Center articles for more info
✅ Step 2 - File a Workers’ Compensation Claim (if an injury occurs)
The employee should seek immediate medical attention.
- Claims must be submitted:
- Online via L&I portal, or
- By phone at 877-561-3453
You, as the employer, must also complete any state-required insurance forms and reports promptly.
✅ Step 3 - Monitor Claim Status
L&I will manage and communicate claim progress directly with the employee.
Ensure all state deadlines and reporting requirements are met to remain in compliance.
✅ Step 4 - Manage Payroll Reporting and Make Payments
Deel will attempt to file without a POA. However, it will be a lot easier with authorization, we will :
- Extract and submit payroll reports to L&I
After submission, invoices will be issued directly to you by the state. You must pay the invoice by the last day of the month following the end of each quarter.
[DROPDOWN-OPTION] Wyoming (WY)
If you employ workers in Wyoming, you must comply with the state's monopolistic workers’ compensation system, administered by the Wyoming Department of Workforce Services (DWS).
Here’s what you need to do:
✅ Step 1 - Register for Workers’ Compensation Insurance
Register directly with the Wyoming Department of Workforce Services – Workers’ Compensation Division.
Provide Deel with a valid Certificate of Insurance (COI) including workers’ compensation codes. Payroll cannot be run for Wyoming employees without verified insurance.
Workers’ comp registration can also be completed in tandem with SUTA registration through Deel’s platform:
Refer to the Help Center articles for more info
✅ Step 2 - File a Workers’ Compensation Claim (if an injury occurs)
Preferred submission method: Online via PEIRS Portal
Alternate methods if online access is unavailable:
- Email: dws-wcintake@wyo.gov
- Fax: (307) 777-6552
-
Mail:
Wyoming Department of Workforce Services
Workers’ Compensation Division
P.O. Box 20207
Cheyenne, WY 82003
✅ Step 3 - Support and Claim Tracking
For assistance, call 307-777-7441
Employees can track the status of their claims via the PEIRS portal
If access issues arise, contact dws-piers@wyo.gov
✅ Step 4 - Manage Payroll Reporting and Payments
If you’ve uploaded the authorization form, Deel will:
- Extract payroll data
- Submit quarterly reports to the state via MasterTax
After submission, the state sends the invoice directly to you. You must pay the invoice by the last day of the first month following the end of each quarter.
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Authorization & Compliance
- Before Deel can administer claims or workers’ comp on behalf of any client, the client must submit a signed authorization form specific to that state.
- Authorization forms are optional but recommended if you’d like Deel to support with payroll report submission and making payments to the state.
- If no authorization is submitted, Deel will assume the client is managing WC and claims independently.
- Delays in obtaining insurance can cause payroll processing issues, make sure to secure coverage early.
- To get client information registered in state portals, Deel will request either a Power of Attorney (POA) or Third Party Administrator (TPA) authorization through the platform.