Prevention Rebate - What's new?

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1 This publication is intended to provide updates and information about the SAFE Work Certified Program and the Prevention Rebate Program. SAFE Work Manitoba is pleased to have the following certifying partners deliver the SAFE Work Certified Program: Construction Safety Association of Manitoba (CSAM), Made Safe, Manitoba Farm Safety Program, Manitoba Heavy Construction Association WORKSAFELY (MHCA), Motor Vehicle Safety Association of Manitoba (MVSAM), and RPM - Trucking Industry Safety (RPM) Issue 1 - September 2017 Prevention Rebate - What's new? The new SAFE Work Certified Prevention Rebate Program will take effect January 1, Employers who have maintained certification for 12 consecutive months, and have met all eligibility criteria, will qualify to receive a rebate of either the greater of 15 per cent of their premium or $3,000 to a maximum of 75 per cent of their assessment premium. Example: An eligible employer who paid $4,000 in premiums for a given year would receive a $3,000 rebate, representing 75 per cent of their premiums. An eligible employer who paid $100,000 in premiums for a given year would receive a rebate of $15,000, or 15 per cent of their premiums. The Prevention Rebate Program will expire on December 31, 2028, unless renewed by the board of directors for the Workers Compensation Board (WCB). For more information, or to view a copy of the Prevention Rebate Program policy, please visit: Prevention Rebate Program eligibility requirements Reporting annual payroll Beginning January 2018, employers who qualify for a prevention rebate must ensure they report their actual annual payroll to the WCB. For most employers, this is already an established practice and shouldn't result in any process changes. SAFE Work Manitoba will place a hold on payments of the prevention rebate until this information has been received. Employers to report total hours worked Beginning January 2018, employers who qualify for a prevention rebate must ensure they have reported their total hours worked to the WCB, which will be used to calculate companies' injury rates. Certifying partners (CPs) are required to advise their members of this requirement and, if applicable, provide employers with guidance on how to calculate their total hours worked.

2 SAFE Work Certified - What's new? Supporting documents Limited-scope audits SAFE Work Manitoba has developed recommended guidelines for conducting a limited scope audit and for investigating an audit complaint/appeal. The intent is to establish minimum standards for conducting these activities and to provide CPs with the ability to customize this information to support their certification programs. SAFE Work Manitoba circulated a draft copy to CPs for review and comment. SAFE Work Manitoba is finalizing this document and will distribute once completed. SAFE Work Certified Standards and Procedures As part of our review of the SAFE Work Certified Standards and Guidelines document, SAFE Work Manitoba has renamed this document: SAFE Work Certified Standards and Procedures. Changes made to this document are minor and have been made to provide greater clarity, without affecting the program. SAFE Work Manitoba provided the SAFE Work Certified advisory committee with a draft copy of this updated document for members' review. SAFE Work Manitoba is currently in the process of reviewing all feedback received. Once finalized, the SAFE Work Certified Standards and Procedures document will be available on the SAFE Work Manitoba website. Applying to SAFE Work Certified - Processes Employers with multiple account numbers or industry codes Both certification and the prevention rebate are issued at the WCB account level. Employers applying for certification through a CP must submit an application for each WCB account number they wish to certify. Multiple accounts example: John Smith owns two companies, JS Manufacturing (WCB account # ) and JS Trucking (WCB account # ). As both companies have their own separate WCB account numbers, an application must be submitted for each company.

3 If a company has multiple WCB industry codes under the same WCB account number, they must list all WCB industry codes related to the WCB account number on the certification application form. For the certification audit, CPs must ensure representation from each WCB industry code is included. Non-levied employers As a CP, if you receive an application from a non-levied employer (one that does not pay a levy towards an industry-based safety program), you have the option to either charge the employer a membership fee or the application to SAFE Work Manitoba indicating "Levy Letter Request" in the subject line. SAFE Work Manitoba will calculate the fee to be paid and inform the employer of this amount. This membership fee must be charged to the employer on an annual basis until the employer's industry code(s) becomes levy funded. Multi-class employers without a CP allocated to the majority of their payroll In certain situations, an employer may be defined as multi-class (have payroll allocated to more than one WCB industry code). Multi-class employers are required to obtain services from the CP to which the majority of their payroll is allocated. In situations in which the majority of a multi-class employer's payroll is not allocated to a CP, they may request services from the CP to which the lesser portion of their payroll has been allocated. In these instances, a CP may submit a request for SAFE Work Manitoba to calculate a fee based on the majority amount of the multi-class company's payroll. Multiple industry codes example: JS Manufacturing has two industry codes, Manufacturing Doors and Windows and Manufacturing Beams and Trusses. The employer must ensure both industry codes are listed on the application form and the CP must ensure representative work samples from each industry code are included in the audit. Multi-class example: TZ Incorporated is a multi-class company that sells flooring with 55 per cent of its payroll allocated to the WCB industry code for retail and 45 per cent of its payroll allocated to manufacturing. While the retail industry does not have a CP, the manufacturing industry does, and Made Safe may submit a request to SAFE Work Manitoba to have a fee calculated for the 55 per cent unlevied portion of TZ Incorporated's payroll. On the other hand, JSQ Company, another multi-class company in the transportation industry, has 60 per cent of its payroll allocated under the WCB industry code for trucking and 40 per cent under construction. JSQ Company would be required to seek services from RPM - Trucking industry Safety where the majority of its payroll is allocated, rather than one of the construction CPs.

4 SAFE Work Certified audit tools New and updated SAFE Work Certified audit tools CPs have access to three separate audit tools for auditing employers who wish to obtain or maintain SAFE Work Certified certification. All audit tools are available at: As of July 31, 2017, CPs and SAFE Work Certified auditors must ensure they are using the applicable, and most current version, of the audit tools as follows: SAFE Work Certified Audit Tool v 1.13 (For employers with 20 or more employees) - Updated Recent updates to this tool include: minor formatting changes, removal of direct legislative references to accommodate provincially and federally regulated workplaces, clarification of evaluation criteria and the term "safety culture" now replaces "safety climate". SAFE Work Certified Maintenance Audit Tool v 2.1 (For employers with 20 or more employees) - New This maintenance audit tool is for use in years two and three of the SAFE Work Certified audit cycle. The maintenance audit must be completed by a qualified maintenance auditor or by a SAFE Work Certified auditor. Major features of the maintenance audit tool include: no minimum standard score required to pass the audit, no optional questions, scripted interview questions, a workplace safety and health committee evaluation and an action plan template. SAFE Work Certified Guided Audit Tool and Maintenance Tool v 3.0 (For employers with 19 or fewer employees) - New This audit tool is for SAFE Work Certified auditors to use when auditing employers with 19 or fewer employees, and combines both the guided audit tool and maintenance tool. Major features of this tool include: no minimum standard score required to pass the maintenance audit, no optional questions, scripted interview questions, an action plan template and a unique worker observation component. This observation component requires the SAFE Work Certified auditor to observe a worker performing a regular job activity and answer questions related to the interviewee's understanding of related hazard management, inspection processes and safe job procedures.

5 SAFE Work Certified auditing process Auditing employers with out of province work locations Some Manitoba employers who submit a SAFE Work Certified audit application may indicate they have work locations outside of the province. In instances where these locations represent the organization's head office, the locations should not be included in the audit. In instances where an employer's SAFE Work Certified audit application indicates active work is being performed outside of Manitoba, and this is reported to be the only active work location, the CP must provide the SAFE Work Certified auditor with direction on how to proceed with the audit. The CP should base their decision on time, distance, cost and likelihood of any future or alternate work anticipated to be performed within Manitoba. Auditing employers with multiple work locations Employers with multiple work locations may not be required to have each location audited on an annual basis. CPs should, however, co-ordinate certification and maintenance audit activities with the employer to ensure all active work locations are audited within the three year audit cycle. Audit action plan Upon completion of each certification or recertification audit, CPs must ensure they supply employers with an action plan template. Employers must submit their completed action plans to their CPs within 90 days of receiving the action plan template. CPs should not accept a subsequent maintenance audit or recertification audit request from employers who have not submitted their action plans based on previous audits. Upon completion of each maintenance audit, employers must complete the action plan template, which has been included with the audit tool, and submit to their CP at the time of audit submission. Issuing certificates to eligible employers Multiple work locations example: A car dealership has a head office in Winnipeg and 11 satellite work locations throughout Manitoba. Year one - head office and A, B, C work locations are audited, Year two (maintenance audit) - locations D, E, F, G are audited, Year three (maintenance audit) - locations H, I, J, K are audited. Eligible employers who qualify for certification may be issued a certificate, or other form of recognition, from their CP. SAFE Work Certified Auditor Evaluation available through Survey Monkey SAFE Work Manitoba has created and provided CPs with customized SAFE Work Certified Auditor Evaluations that can be completed through Survey Monkey. The new electronic format will allow CPs to send an employer a hyperlink for the evaluation. Once an employer completes and submits the evaluation, SAFE Work Manitoba will receive notification and will forward a copy of the results to the CP. The employer is required to complete this within five business days from receiving the SAFE Work Certified Auditor Evaluation link.

6 Glossary of terms Audit cycle - The time between a certification and recertification audit (years 2 and 3) during which maintenance audits must be performed. Certifying partner (CP) - An independent, not-for-profit industry based safety program or association approved by SAFE Work Manitoba to administer the SAFE Work Certified Program. The CP serves as the employer s main point of contact regarding all operational aspects of obtaining safety and health certification that meets the criteria for the SAFE Work Certified Program. Levy-funded employer - An employer who is assessed a fee in addition to workers compensation premiums, which provides the employer with access to services offered by an industry based safety program. Multi-class employer - Employers with industry codes in the same account that are aligned with more than one certifying partner or industries who do not have a certifying partner. Non-levied employer - An employer whose industry code(s) fall outside of the jurisdiction of an industry based safety program. Prevention rebate - the financial incentive offered to employers who achieve SAFE Work Certification and meet all eligibility requirements beginning in SAFE Work Certified auditor- A recognized and specially trained individual, external to the organization being certified, who is qualified to assess an employer s safety and health management system. A SAFE Work Certified auditor is accredited and approved to conduct SAFE Work Certified safety and health audits on behalf of certifying partners. Total hours worked - The total number of hours worked by all full time, part time, seasonal and casual employees within a calendar year. WCB account number - A 7 digit identification number assigned to each employer by the Workers Compensation Board of Manitoba. WCB industry code - A 5 digit number assigned to distinguish the type of work performed by an employer (e.g., Roofing & Eavestroughing). An employer may be assigned multiple WCB industry codes based on their work operations. SAFE Work Certified website: swc@safeworkmanitoba.ca