Before you buy: a coverage checklist

Confirm the state requirements

List every state where employees live or work, including remote workers and crews who travel. Check each state's rules for how many employees trigger coverage, the rules for owners, and any special rules for your industry. If you are in North Dakota, Ohio, Washington, or Wyoming, you will buy from the state fund instead of a private insurer.

Know where to shop

You have several options:

• A licensed independent agent or broker who can compare several insurers.
• An insurer that sells directly to businesses.
• Your state's competitive state fund, if it has one.
• A professional employer organization (PEO), which may cover your workers under its own policy. Read the contract to see who holds the policy and what happens if you leave.
• Your state's assigned risk plan, if regular insurers turn you down.

Compare more than the price

Give every insurer the same payroll numbers and the same description of your work. Then compare:

• The class codes each quote uses.
• Which states are listed on the policy.
• Employer's liability limits.
• The experience mod used, if you have one.
• Payment plans, deposits, and fees.
• Whether payroll is estimated once a year or reported monthly (pay-as-you-go).
• How claims are reported and who your claim contact will be.

Check subcontractor documentation

Get current certificates of insurance from subcontractors before work starts, and check them again when they renew. A certificate shows a policy existed when it was issued. It does not prove the policy is still active or covers the work. Use your state's coverage lookup tool when one exists. If a subcontractor has no coverage, your insurer may charge you premium for their payroll.

Prepare your workplace

Post the notices your state requires, tell employees how to report injuries, and choose who will call the insurer. Keep the policy number and claim phone number easy to find. Write down renewal dates and review payroll from time to time so your estimate stays close to reality.

Plan for renewal

Start renewal talks 60 to 90 days before your policy ends. Review your class codes, any change in payroll or work, new states, and your updated experience mod. Ask your agent whether you qualify for safety, drug-free workplace, or other credits your state allows.