NCCI’s 2017
Data Educational Program
Collaborating for
Data Reporting Success
Reporting Names and
Addresses for Proof
of Coverage
January 31–February 3, 2017
Palm Beach County Convention Center
West Palm Beach, FL
Reporting Names and Addresses
for Proof of Coverage
Presented by:
Amy Royce and Jorge Acevedo
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Objective
To provide a clear understanding of how correct
linking of Name and Address records will increase
your Proof of Coverage (POC) success rate.
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
2
1
Agenda
 Concept of Linking and Linking Data Elements
 Name and Address Linking Examples




One Name—One Address
Multiple Names—One Address
One Name—Multiple Addresses
Multiple Names—Multiple Addresses
 Broken Links
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
3
What Is an Employer?
Employer
Address
Name
NCCI’s 2017 Data Educational Program
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4
2
Concept of Linking
NCCI’s 2017 Data Educational Program
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5
Linking Name and Address
Name Link Identifier
Name Link Counter Identifier
NCCI’s 2017 Data Educational Program
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6
3
Concept of Linking
Name Link Identifier
Name Link Counter Identifier
NCCI’s 2017 Data Educational Program
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7
Name Link Reporting
Name Link Identifier
Name Link Counter Identifier
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8
4
Name Link Identifier Review
 Located on Name and Address Records
 Primary Insured is always 001
 For each additional employer, increase the Name
Link Identifier by 1 (e.g., 002)
 Name Link Identifier must be the same for the
name and address to be linked
NCCI’s 2017 Data Educational Program
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9
Name Link Counter Identifier Review
 Located on Name and Address Records
 Accommodates policies with more than 999
unique employers

If there are more than 999 names on the policy,
report 00 in this field for the first 999 names

Increase this field by 1 for the next 999 names
 If 999 or fewer names are being reported, this
field should be reported as 00
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
10
5
Concept of Linking
NCCI’s 2017 Data Educational Program
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11
Continuation of a Name
Loco Kitty
& Smarty Kat
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dba Weasel’s
Dance Hall
12
6
Continuation of a Name
Continuation Sequence Number
1. Continuation of an entity name
2. All operating in the same locations
Name
Loco Kitty
Smarty Kat
dba Weasel’s Dance Hall
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Nm Lnk ID
001
001
001
Cont Seq Nbr
001
002
003
13
Continuation Sequence Number Review
 Located on the Name Record only
 Primary Insured Name is always 001
 Identifies each name of an employer with
multiple names
 Only report 002 or greater when the employer
has multiple names
NCCI’s 2017 Data Educational Program
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14
7
Concept of Linking
NCCI’s 2017 Data Educational Program
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15
State Code Link
Beach Treats Inc
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16
8
Address Type Review
Types of Address Records:

Address Type 1


Address Type 2


The mailing address (Primary Insured)
Physical locations of operations
Address Type 6

No specific location in jurisdiction
All three address types are considered employer
addresses.
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
17
How to Report State Code Link
 Address Type 1—State Code Link does not apply
but can be reported
When reporting an Out-of-State Address
 Address Type 2—Report State Code for POC State
When reporting a No Physical Location
 Address Type 6—Report State Code for POC State

Required on every Address Type 6 record
NCCI’s 2017 Data Educational Program
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18
9
Reporting Address Type 2
The Roofing Co.
1 Main St, Kingsport, TN
SCL 16
SCL 41
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Reporting Address Type 2
The Roofing Co.
1 Main St, Kingsport, TN
Address
1 Main St Kingsport TN
1 Main St Kingsport TN
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© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Type
1
2
NLI
001
001
SCL
41
16
20
10
Reporting Address Type 6
The Roofing Co.
1 Main St, Kingsport, TN
Address
1 Main St Kingsport TN
1 Main St Kingsport TN
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© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Type
1
2
6
NLI
001
001
001
SCL
41
16
45
21
State Code Link Review
 Located on Address Record only
 Not required for Address Type 1
 Not required for Address Type 2 when reporting a
physical in-state address
 Required for Address Type 2 when reporting a
physical out-of-state address
 Required for Address Type 6 when reporting a No
Physical Location
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
22
11
Quiz Time!
Which Data Element should be unique for each
distinct entity?
Which Data Element links the Employer to the
State?
Which Data Element was created to support policies
with more than 1,000 names?
Which Data Element is used to differentiate
different names of a multi-name entity?
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
23
Name and Address Linking
Examples
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12
One Name—One Address
Beach Cafe
1 Main St, Boca Raton, FL 33487
Name
Beach Cafe
NLCI NLI
00 001
CSN
001
Address
1 Main St Boca Raton FL 33487
NLCI NLI
00 001
SLC
09
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25
One Name—One Address
Beach Cafe
1 Main St, Boca Raton, FL 33487
Name
Beach Cafe
NLCI NLI
00 001
CSN
001
Address
1 Main St Boca Raton FL 33487
NLCI NLI
00 001
SLC
09
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26
13
Multiple Names—One Address
Jorge Acevedo—001
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001—1 Main St
27
Continuation Sequence Number Review
When should you use the same Name Link
Identifier with different Continuation Sequence
Numbers?
1. Continuation of a Name
2. Operating at All the Same Location(s)
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14
Continuation of a Name
Jorge Acevedo and Amy Royce dba J&A Cafe
Name
Jorge Acevedo
Amy Royce
dba J&A Cafe
NLI
001
001
001
CSN
001
002
003
1 Main St, Boca Raton, FL 33487
Address
1 Main St Boca Raton FL
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
NLI
001
SCL
09
29
Employers Created
Name
Jorge Acevedo
Amy Royce
dba J&A Cafe
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© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Address
1 Main St Boca Raton FL
1 Main St Boca Raton FL
1 Main St Boca Raton FL
30
15
Name Standardization Changes
For Policies Effective 01/01/2017 and later:
 NCCI will no longer split names
For Policies Effective 12/31/2016 and earlier:
 NCCI will continue to split names as it currently
does
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
31
Name Standardization Changes
Jorge Acevedo and Amy Royce dba J&A Cafe
Employers Created
Name
Jorge Acevedo & Amy Royce dba J&A Cafe
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© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Address
1 Main St Boca Raton FL
32
16
Not Operating at Same Locations
John Smith and Jane Jones dba Boca Boats
6 Main St, Boca Raton, FL 33487
John Smith and Jane Jones dba Miami Boats
8 North St, Miami, FL 33313
Note: Both employers have the same FEIN.
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33
Not Operating at Same Locations
Name
John Smith
Jane Jones
dba Boca Boats
dba Miami Boats
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
NLI
001
001
001
001
CSN
001
002
003
004
34
17
Employers Created
Name
John Smith
Jane Jones
Boca Boats dba
Miami Boats dba
John Smith
Jane Jones
Boca Boats dba
Miami Boats dba
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Address
6 Main St Boca Raton FL
6 Main St Boca Raton FL
6 Main St Boca Raton FL
6 Main St Boca Raton FL
8 North St Miami FL
8 North St Miami FL
8 North St Miami FL
8 North St Miami FL
35
Not Operating at Same Locations
Name
John Smith
Jane Jones
dba Boca Boats
John Smith
Jane Jones
dba Miami Boats
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
NLI
001
001
001
002
002
002
CSN
001
002
003
001
002
003
36
18
Not Operating at Same Locations
Address
6 Main St Boca Raton FL
8 North St Miami FL
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
NLI
001
002
SCL
09
09
37
Employer Records Created
Name
Boca Boats dba
John Smith
Jane Jones
Miami Boats dba
John Smith
Jane Jones
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Address
6 Main St Boca Raton FL
6 Main St Boca Raton FL
6 Main St Boca Raton FL
8 North St Miami FL
8 North St Miami FL
8 North St Miami FL
38
19
Name and Address Linking
FL Beef Inc—001
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© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
001—Type 1
39
One Name—Multiple Locations
FL Beef Inc
•
•
•
1 Main St, Boca Raton, FL
6 West St, Denver, CO
Operating in Georgia (no physical location)
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40
20
One Name—Multiple Locations
Name
FL Beef Inc
NLI
001
Address
CSN
001
Type
NLI
SCL
1 Main St Boca Raton FL
1
001
09
6 West St Denver CO
2
001
05
6
001
10
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41
Employer Records Created
Name
FL Beef Inc
FL Beef Inc
FL Beef Inc
Street
1 Main St
6 West St
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© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
City
Boca Raton
Denver
State
FL
CO
GA
42
21
Name and Address Linking
Exercise 1
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Linking Exercise #1
SCL 10
SCL 43
Mama Mia
SCL 09
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44
22
Linking Exercise #1—How Is This?
Name
Mama Mia Pizzeria
NLI
001
Address
Type
1 Main St Jacksonville FL 1
6 West St Orem UT
2
Various Locations
2
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
NLI
001
002
003
CSN
100
SCL
09
09
10
45
90-Second Timer
NCCI’s 2017 Data Educational Program
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46
23
Linking Exercise #1—How Is This?
Name
Mama Mia Pizzeria
NLI
001
Address
Type
1 Main St Jacksonville FL 1
6 West St Orem UT
2
Various Locations
2
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
NLI
001
002
003
CSN
100
SCL
09
05
10
47
Linking Exercise #1—Answer
Name
Mama Mia Pizzeria
NLI
Address
Type
1 Main St Jacksonville FL
6 West St Orem UT
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
NLI
CSN
001
SCL
48
24
Name and Address Linking
Jorge Inc—001
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© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
001—1 Main St
49
Name and Address Linking
Name
Jorge Inc
Amy Inc
dba J Shoes
NLI
001
001
001
Address
Type
1 Main St Boca Raton FL
1
5 South St Miami FL
2
9 North St Orlando FL
2
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
NLI
001
001
001
CSN
001
002
003
SCL
09
09
09
50
25
Employer Records Created
Name
Street
City
Jorge Inc
1 Main St
Boca Raton
FL
Jorge Inc
5 South St
Miami
FL
Jorge Inc
9 North St
Orlando
FL
Amy Inc
1 Main St
Boca Raton
FL
Amy Inc
5 South St
Miami
FL
Amy Inc
9 North St
Orlando
FL
J Shoes dba
1 Main St
Boca Raton
FL
J Shoes dba
5 South St
Miami
FL
J Shoes dba
9 North St
Orlando
FL
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© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
State
51
Name and Address Linking
Exercise 2
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
26
Linking Exercise #2
Jorge Acevedo, Inc dba TGI Jorges


1 Main St, Boca Raton, FL (Mailing Address)
6 West St, Denver, CO
Amy Royce, Inc
 1 Main St, Boca Raton, FL
 Operating in Georgia with no physical location in
the state
Note: Jorge Acevedo, Inc is the Primary Insured.
NCCI’s 2017 Data Educational Program
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53
3-Minute Timer
NCCI’s 2017 Data Educational Program
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54
27
Linking Exercise #2
Name
NLI
Address
Type
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CSN
NLI
SCL
55
Linking Exercise #2
Employer Records Created
Name
Street
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
City
State
56
28
Broken Links
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Data Grade 7
 Unlinked Names records will generate a
Data Grade 7 error
 Unlinked Address records will generate a
Data Grade 7 error

These records will NOT be sent to the state
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© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
58
29
Name Effective Date
 One date for each unique name on the policy
 Set when name is first reported on the policy
 Cannot be changed
 Can be reset by deleting all occurrences of the
name from the policy

All records for the name must be deleted
Depending upon how you reported the names and
addresses, this can affect several employers in
several states.
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
59
Address Effective Date
 One date for each unique standardized address
on the policy
 Set when address is first reported on the policy
 Cannot be changed
 Can be reset by deleting all occurrences of the
address from the policy

All records of the address must be deleted
This means:
 Address Type 6

One effective date per state
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30
Pitfalls of Broken Links
NLI
001
002
003
004
005
006
CSN
001
001
001
001
001
001
Name
Jorge Inc
Amy Inc
Jeff Inc
Bob Inc
Jane Inc
Greg Inc
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Address
2 Main St
5 South St
11 North St
17 East St
23 West St
31 First Ave
61
Pitfalls of Broken Links
NLI CSN Name
001 001 Jorge Inc
001 002 Amy Inc
001 003 Jeff Inc
001 004 Bob Inc
001 005 Jane Inc
001 006 Greg Inc
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Address
2 Main St
5 South St
11 North St
17 East St
23 West St
31 First Ave
62
31
Pitfalls of Broken Links
Jorge Inc—11 North St
Bob Inc—2 Main St
Jorge Inc—17 East St
Jorge Inc—2 Main St
Bob Inc—17 East St
Jorge Inc—23 West St
Jorge Inc—5 South St
Bob Inc—23 West St
Amy Inc—2 Main St
Amy Inc—5 South St
Jorge Inc—2 Main St
Amy Inc—17 East St
Amy Inc—11 North St
Amy Inc—31 First Ave
Jeff Inc—11 North St
Jeff Inc—5 South St
Jeff Inc—2 Main St
Jeff Inc—17 East St
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Jane Inc—11 North St
Jane Inc—23 West St
Jane Inc—5 South St
Jane Inc—31 First Ave
Greg Inc—5 South St
Greg Inc—31 First Ave
Greg Inc—2 Main St
63
Another Pitfall
Changing NLI from one transaction to another
can lead to unexpected results.
Best Practice:
Report the same NLI throughout the life of the
policy for each employer.
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64
32
Changing NLI Pitfall
NLI
001
002
003 CSN
001
001
001
Name
First Employer
Second Employer
Third Employer
PCED
000000
000000
000000
PCXD
000000
000000
000000
NLI Type Street
City
ST SCL PCED
PCXD
001 1
5 East St Boca Raton FL 09 000000 000000
001 6
39
000000 000000
002 6
39
000000 000000
003 6
39
000000 000000
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65
Changing NLI Pitfall
Policy Effective: 01/01/17
Changes to be reported:
 Second Employer is being deleted midterm
(effective 04/01/17)
 A new employer is being added midterm
(effective 07/01/17)

Operating in South Carolina (no physical location)
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33
Changing NLI Pitfall
NLI
CSN Name
PCED
PCXD
001 001 First Employer
000000 000000
002 001 Second Employer
170401 170401
003 001 Third Employer
000000 000000
004 001 Fourth Employer
170701 000000
NLI
Type
Street
City
ST
SCL PCED
5 East St
Boca Raton
FL
09
000000 000000
001 6
39
000000 000000
002 6
39
170401 170401
003 6
39
000000 000000
004 6
39
170701 000000
001 1
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PCXD
67
Changing NLI Pitfall
NLI
CSN Name
PCED
PCXD
001 001 First Employer
000000 000000
004 001 Second Employer
170401 170401
002 001 Third Employer
000000 000000
003 001 Fourth Employer
170701 000000
NLI
Type
Street
City
ST
SCL PCED
5 East St
Boca Raton
FL
09
000000 000000
001 6
39
000000 000000
004 6
39
170401 170401
002 6
39
000000 000000
003 6
39
170701 000000
001 1
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PCXD
68
34
Changing NLI Pitfall
Reminder:
What were we trying to do?
 Delete Second Employer, Effective 04/01/17
 Add Fourth Employer, Effective 07/01/17
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69
What NCCI Loads …
Flag NLI
CSN
Name
NED
N
001
001
First Employer
01/01/17
N
002
001
Third Employer
01/01/17
N
003
001
Fourth Employer
07/01/17
YN
001
001
First Employer
01/01/17
NXD
N
Y
002
001
Second Employer
01/01/17 04/01/17
YN
003
001
Third Employer
01/01/17
PCED
PCXD
07/01/17
04/01/17
NLI
CSN
Name
PCXD
004
001
Second Employer
04/01/17
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35
What NCCI Loads …
Flag NLI
SCL
Address
AED
N
001
09
5 East St
01/01/17
N
001
39
01/01/17
N
002
39
01/01/17
N
003
39
07/01/17
N
Y
001
09
N
Y
001
39
01/01/17 04/01/17
N
Y
002
39
01/01/17
N
Y
003
39
01/01/17
5 East St
AXD
PCED
PCXD
07/01/17
01/01/17
NLI
SCL
004
39
NCCI’s 2017 Data Educational Program
© Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.
Address
04/01/17
PCXD
04/01/17
71
What the POC Process Generates …
Rec Type Name
Address
Triplicate
Trans Set Eff Dt
PC1
First Employer
5 East St
00/33/87
04/01/17
PC2
Second Employer
PC1
First Employer
5 East St
00/33/87
04/01/17
PC2
First Employer
PC1
First Employer
5 East St
00/31/87
01/01/17
PC2
First Employer
PC1
First Employer
5 East St
00/31/87
07/01/17
PC2
Fourth Employer
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36
Questions?
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37
Presenter Biographies
Amy Royce joined NCCI 21 years ago and is currently a consultant in the Data Services
Department of Data Resources. Her primary responsibilities include Proof of Coverage
management and industry communication. She also represents NCCI on the International
Association of Industrial Boards and Commissions POC Committee.
Amy earned a bachelor’s degree in human resource management from Palm Beach Atlantic
University in Florida as well as Associate of Commercial Underwriting (AU) and Associate in
General Insurance (AINS) designations.
Jorge Acevedo has been with NCCI since 2005. He is the Proof of Coverage lead data analyst
on the Policy/Proof of Coverage Team in the Data Collection Department. Prior to joining Data
Collection in 2007, he worked in the Experience Rating Department as an analyst.
Jorge’s professional background includes technical support for a major computer company and
fraud detection for an Internet hosting company.
2017 DEP POLICY & POC ACRONYM REFERENCE SHEET Data Elements Reported on WCPOLS—Carrier‐Generated NLI—Name Link Identifier NLCI—Name Link Counter Identifier CSN—Continuation Sequence Number SCL—State Code Link PED—Policy Effective Date PXD—Policy Expiration Date PCED—Policy Change Effective Date PCXD—Policy Change Expiration Date Data Elements NOT Reported in WCPOLS—NCCI‐Generated NED—Name Effective Date AED—Address Effective Date NXD—Name Expiration Date AXD—Address Expiration Date SNN—Split‐Name Number Codes Reported in Acknowledgment—POC & State Generated PC1—IAIABC POC Insured Record PC2—IAIABC POC Employer Record TA—Transaction Accepted TE—Transaction Accepted With Errors TR—Transaction Rejected © Copyright 2017 National Council on Compensation Insurance, Inc. All Rights Reserved.