FAQs -- Annual claim reimbursement

1. Why have annual claim reimbursements been delayed?

The Department of Labor and Industry (DLI) experienced delays in processing annual claims reimbursements when transitioning from the previous workers’ compensation IT system, Informix, to the current system, Work Comp Campus.

2. Does the third-party administrator (TPA) or the self-insurer receive the reimbursement to the annual claim?

The insurer entity whose federal employer identification number (FEIN) appears in state of Minnesota accounting records must be the claim payee for tax reporting and liability purposes. Insurers may set up addresses and have payments sent to a third party. Physical checks will be issued to the insurer and can be mailed to any address as authorized by the insurer, such as a TPA. For ACH payments, insurers may direct payment to the account number of its choosing.

To manage account information, visit mn.gov/mmb/accounting/swift/vendor-resources.

3. How can I check the status of my annual claim reimbursement?

After your claim has been processed and payment is complete, you will receive an email message with a link to the payment details. To inquire about pending payments, send an email message to dli.specialcomp@state.mn.us that includes the employee name, date of injury and Work Comp Campus employee I.D. (worker identification or WID) number.

4. How can I speed up the payment of my reimbursement?

To speed up the payment of your reimbursement, take the following steps.

1. Ensure every claim seeking reimbursement has an electronic data interchange (EDI) first report of injury (FROI) update report (UR) and a subsequent report of injury (SROI) UR transaction along with appropriate continuing EDI transactions that make the claim current in Campus. EDI filing questions can be directed to the EDI team at dli.edi@state.mn.us.

2. Ensure your organization has a vendor number (or supplier I.D. number) set up with the state of Minnesota. Vendor numbers are used by Minnesota Management and Budget to validate the identity of the payee. If not already submitted, a W-9 is needed to set up a vendor number. Completed W-9 forms should be emailed to dli.specialcomp@state.mn.us with a reference to the claim for which it is being submitted.

   After a vendor number is created, organizations can log into the accounting system (SWIFT) and manage their account by updating the payee mailing address or adding bank account information to receive payment via ACH instead of check.

   For vendor support information, visit mn.gov/mmb/accounting/swift/vendor-resources.