Onsite Audit Preparation

What to Expect

As your policy period comes to an end, expect a request from an auditor for a date mutually convenient to conduct an onsite premium audit.

Our goal is to conduct a review of your payroll records within 45 days of the expiration of your policy. Once the onsite visit is complete, the audit should be finalized within 90 days of the expiration of the policy.

When the auditor arrives he or she will need ample space to review your records. The auditor may have questions during the review therefore, it is important that the appropriate personnel is available to answer questions. The onsite review will take anywhere from 1 to 5 hours to complete depending on the complexity and size of your organization.

 

Checklist

In order to avoid multiple visits from the auditor, please prepare for the auditor’s visit by providing the following to the auditor when he/she arrives:

  • Listing of each Officer, Owner, Partner including their job duties
  • Indicate first and last pay date used to generate payroll summary or reports
  • Gross compensation summary for the policy period by employee detailing job duties; show gross overtime for these employees in a separate column.
  • State and federal quarterly payroll tax reports such as 941’s
  • Listing of amounts paid for Casual/Temporary labor not included under payroll and paid via 1099
  • Number of employees by location detailing number of full time employees working more than 20 hours per week and the number of part time employees working less than 20 hours per week.
  • Summary of all unpaid volunteers detailing individual hours and job duties
  • Summarized amounts paid to subcontractors. If possible separate labor and material
  • Certificates of Insurance for EACH subcontractor covering your entire policy period
  • Cash Disbursements Journal, General Ledger or Check Stubs
  • Copy of most recent Business Tax Return and Forms

 

Additional Items for Temporary Staffing Companies:

  • A complete client list
  • Balance your monthly self reporting reports with your payroll summary to ensure there were no input errors.
  • A summary of client gross payroll and overtime by class code
  • A summary of clients by class codes

Audit Disputes

From time to time the policyholder does not agree with the results of the audit. In those cases, it is the policyholder’s responsibility to formally dispute the audit. If you believe a dispute is necessary, we strongly encourage you to begin the process of the dispute soon after the audit is complete. It is good business practice to close out the policy as quickly as possible; additionally, if you wait too long to begin the dispute process, it could affect your company’s experience mod. Once we receive necessary information for the dispute, we will review the documentation and you will be notified of the results. If the audit is revised you will be sent a revised audit with the new calculation showing any addition or return premium due.

How to Dispute an Audit

  • Complete the audit dispute form.
  • Provide an estimate of the premium you believe would be correct with a detailed description of this calculation.
  • Supply supporting documentation relevant to the dispute including payroll and tax records.
  • Payment for the undisputed amount MUST be received by the due date to avoid cancellation of any current policy and / or collection proceedings.
  • Email this information to audit@synergyinsurance.net or mail this information and payment to:

 

Synergy Coverage Solutions:

Audit Department
217 South Tryon Street
Charlotte, NC 28202