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Department of Labor Workers’ Compensation Update: What Employers Need to Know About OWCP-915

The Department of Labor recently announced a significant update to workers’ compensation claim processes that affects how employers and employees handle medical and medication reimbursement requests. As a small business owner or HR manager, understanding these changes is crucial for maintaining compliance and streamlining your workers’ comp procedures. Let’s break down what this means for your organization.

Understanding the OWCP-915 Regulatory Update

The Department of Labor’s Office of Workers’ Compensation Programs (OWCP) has proposed revisions to the information collection requirements for two critical forms: the OWCP-915 Part A (Claim for Medical Reimbursement) and OWCP-915 Part B (Medication Reimbursement Request). This update is part of the agency’s ongoing effort to reduce paperwork burden on employers and workers while maintaining accurate documentation and compliance standards.

The revision focuses on streamlining how businesses and employees submit reimbursement requests, making the process clearer and more efficient. This is particularly important because workers’ compensation claims require detailed documentation to ensure proper processing and payment.

Which Businesses Are Affected by These Changes

This regulatory update primarily affects employers who are subject to the Federal Employees’ Compensation Act (FECA) and those who work with federal employees or contractors. However, the changes set important precedents that many states are considering for their own workers’ compensation programs. If your business employs federal workers, participates in federal contracts, or operates in states following federal guidelines, you need to pay attention to these requirements.

Even if you’re not directly impacted by FECA regulations, understanding these updates helps you prepare for similar changes in state-level workers’ compensation laws.

What Employers Must Do to Comply

Employers are required to ensure that workers’ compensation claims are processed using the correct forms and documentation standards outlined by OWCP. This means reviewing your current claim submission procedures, updating your documentation systems, and training HR staff on the new requirements. The Department of Labor is accepting public comments on these proposed changes, which means there’s a window of opportunity for employers to provide feedback before final implementation.

Your HR team must be prepared to guide employees through the reimbursement process accurately, ensuring all necessary documentation is complete and properly formatted.

Three Practical Compliance Steps for Your Business

Step 1: Audit Your Current Workers’ Compensation Documentation System

Review all the forms and processes your HR department currently uses for workers’ compensation claims. Compare them against the proposed OWCP-915 requirements to identify any gaps. Using a comprehensive HR system like BambooHR HR software can help you organize and track all compliance-related documentation in one centralized location.

Step 2: Create Clear Internal Procedures and Templates

Develop standardized procedures that your employees must follow when submitting reimbursement claims. Create templates and checklists that ensure all required information is included. LegalZoom employment agreements and documentation tools can help you establish proper employment documentation frameworks that align with federal requirements.

Step 3: Train Your HR Team and Communicate with Employees

Conduct training sessions for your HR staff on the OWCP-915 forms and processes. Create informational materials for employees explaining how to submit claims correctly. Regular communication prevents errors that could delay reimbursements or trigger compliance issues.

Stay informed about these regulatory changes and implement them promptly to protect your business and support your employees effectively.