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Obtaining a certificate of insurance

Obtaining a certificate of insurance is a simple but important part of being a responsible business owner. Most insurance carriers, like CompSource Mutual, will make this process easy for policyholders. Sometimes a request may need to be made over the phone; other insurance companies have a simple online form or portal. CompSource Mutual has an easy-access online portal for our policyholders, as well as a dedicated “Request a Certificate of Insurance” page.

To request a certificate of coverage, the customer must have the following information on hand:

  • Policyholder name
  • Policy number
  • Certificate holder name

What is included on a certificate of insurance

A certificate of insurance is not a generic document. Although it may have the same fields for everyone, it contains specific information about each policyholder, including:

  • Business name
  • Business address
  • Policy number
  • Effective date
  • Expiration date
  • Carrier name/insurance company name
  • Deductible or policy amount (if applicable)

Because a certificate of coverage is a document specific to the policyholder, it may contain some sensitive information. Once the business owner or policyholder has requested a certificate of insurance, this document should be kept in a secure location.

A business owner should always have their certificate of insurance on hand, for reference as well as for evidence of an active insurance policy. New clients may request to see a certificate of coverage before entering a new deal with the business. This applies to all types of insurance, not just certificates of workers’ compensation insurance.

Get your Certificate of Insurance

Need a copy of your Certificate of Insurance? Fill out this form now.

How to file for workers’ comp

While a certificate of insurance is important for record-keeping and potential new business deals, it is not necessarily required when a business owner files a workers’ comp claim with their insurance company.

When the employer notifies the insurance company about a new claim, they may need their policy number and policyholder name on hand. However, a certificate of insurance is not necessarily needed for this information.

The employer will also have to provide the insurance carrier with additional information to accompany the claim, including:

  • An accident or incident report
  • Timesheets for the injured employee
  • Evidence of the incident, such as photographs, videos, or vehicle logs

This information bolsters the employee’s claim to compensation for their accident or injury. This is because the insurance company needs to make sure that the injury is covered by the workers’ comp insurance. Not all injuries are considered “covered” injuries; there are some requirements. The accident must have taken place while the employee was:

  • Conducting work duties
  • On the clock
  • Not intoxicated or on drugs

Once the insurance carrier has all the relevant information, they will conduct a review and let the company know what level of compensation will be administered. Then, the employer and the insurance company can coordinate the employee’s treatment and medical care together.

It is important that the employer knows the process for how to file a workers’ compensation claim. The employer or supervisor is the one responsible for coordinating between the injured or ill employee and the insurance provider. While the employee is responsible for reporting the injury or illness and providing as much documentation or evidence as possible, the employee is not the person who submits the claim itself.

Fortunately, CompSource Mutual can support business owners during this process. If an employer or supervisor is not familiar with the claims process, they can call or email CompSource and a trusted team member will be in touch to help guide them through the process.

Why CompSource Mutual

CompSource Mutual has served Oklahoma businesses – large and small – for more than eight decades. Our expertise spans hundreds of industries – so our team knows how to get you coverage that makes sense at a fair price. We’re proud to help protect Oklahoma workers because we serve the communities where we live. When you partner with us, you partner with neighbors.

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See our list of industries we’re proud to serve that keep Oklahoma running.

Yes, every business that has workers’ compensation coverage should have a certificate of insurance. This certificate is proof that the policy is active. This rule applies to all business owners who have employees and workers’ compensation policies.

A business owner can get a certificate of insurance from the insurance company or broker (if applicable). Typically, the certificate of insurance is emailed, or available on the insurance provider’s website via the customer portal (if they have one). CompSource Mutual has a dedicated “Request a Certificate of Insurance” web page that makes it easy to get information about your plan.

Are you a CompSource Mutual policyholder? Request proof of coverage here.

No. A “certificate of insurance” (or “COI”) and a “certificate of coverage” are the same thing. They are documents supplied by an insurance carrier to the policyholder that state that the policyholder has an active insurance policy.

A certificate of insurance is often requested when liability and large losses are concerns. For example, a landscaping business might have a client who requires a certificate of insurance as proof that certain liabilities will be covered during the project.

Not necessarily, though it could be useful. A workers’ comp audit occurs every year at the end of the policy period. The insurance company’s staff reviews the business’ financial records, including tax reports, payroll records, bank statements, and subcontractor information. The insurance company will need to know critical information about the policyholder, such as their company name, business address, accountant contact information, and number of employees. Some of this information is provided on the certificate of insurance, so the business owner might find it useful to have it on hand. However, because the insurance company’s internal team conducts the workers’ comp audit, they should not need proof of insurance.

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