CDX Frequently Asked Questions
User Accounts (Non-Administrator)How do I get a new user account to access CDX?
If your carrier or TPA is already utilizing CDX to transmit data to the DCOs, contact CDX Central Support to request the contact information for your organization’s primary administrator so that they can create a new account for you. If your carrier or TPA is new to CDX, please see the User Accounts (Administrator) FAQ section.
If you have a CDX user account, login into CDX and navigate to Admin | Requests | Primary Admin. The Primary Administrator will display on the screen. This screen is used to request a change to the Primary Administrator. If you do not wish to create this type of request simply exit out of this page. If you do not have a CDX user account, contact CDX Central Support to request your primary administrator’s contact information.
If you cannot login into CDX, you can click on the 'Forgot Password?' link located on the login page. CDX will send an email to the email address associated with the user id with instructions for resetting your password. Your primary administrator also has the ability to reset the password associated with your account.
Once logged into CDX, navigate to the My Account menu and choose Change Password.
You can click on the 'Forgot Password?' link located on the login page. CDX will send an email to the email address associated with the user id with instructions for resetting your password. Your primary administrator can also unlock your account by resetting the password associated with your account.
User Accounts (Administrator)How do I become authorized to use CDX?
In order to become the Primary Administrator for an insurer, complete the Compensation Data Exchange (CDX), Insurer User Management Group (UMG) Primary Administrator Application found on the website. The Application must be signed by an officer of the Insurance Group and sent to CDX Central Support to begin the setup process. Completed applications should be emailed to Central Support at firstname.lastname@example.org. All other users must be appointed by their Primary Administrator.
When CDX Central Support receives your application, they will perform general setup in CDX. When they have completed the general setup, the Insurer Primary Administrator (IPA) will receive an e-mail generated by CDX that will contain a temporary password and a link to access the website. The Insurance Primary Administrator will then need to log on and submit a Carrier Request to add carriers to their UMG. Please contact the individual DCO before submitting a file. DCO contacts can be found on the main login screen by selecting the CDX HELP CONTACT LIST.
Users can reset their password by choosing the “Forgot Password?” option on the CDX home page. In addition, once logged in, Users can select the My Account | Change Password option.
An Insurer User performs the actual function of the application and does not have administrator permissions. An Insurer User becomes a Secondary Administrator when the Primary Administrator grants any manage permission to an Insurer User.
To change the contact information for current Primary Administrators, a new Insurer UMG Primary Administrator Application, available on the CDXWorkComp.org home page, will need to be completed and submitted.
A new Insurer User Management Group Primary Administrator Application will need to be submitted for a replacement or any contact information change for current Group Administrators.
To add more Users, use the following procedure:
- Log into the CDX website
- Select Profile
- Select My UMG
- Select User Tab
- Select Add User
- Fill out the required fields (*) and select Create
- Select the User’s breadcrumb link
- Select the User just created
- Select the Edit User drop down arrow
- Select Permissions
Grant User additional permissions
(if User Management Group permissions are needed)
- Select Save
- Select the Permissions drop down arrow
- Select Application Access
- Grant User access to Applications for each carrier needed
- Select Save
- Select the Application Access drop down arrow Select Transfer Permission
- Select the plus symbol next to the carrier
- Grant User transfer permission for each carrier needed
- Select Save
There is no limit to the number of Users.
Login in CDX with your account. Navigate to Admin | Requests | Primary Admin. Follow the instructions and screens. Submit application.
Choose the Admin menu, then Requests, the TPA. This will take you to the TPA Requests screen where you can complete the form to authorize a TPA to submit on your behalf.
File TransmissionsHow can I view my sent files and their status?
The ETR search screen has several searchable fields where you can view files already submitted including the status of the file. If your file rejected click the pencil icon, then click the ETR Response tab.
Yes, the files created in BEEP/PEEP will show on the ETR search screen.
Yes. CDX will accept compressed files with the extension .zip. The .zip file can contain a mixture of different WCIO file types as well as files intended for different DCOs.
- Web upload, which is selected from the Functions within CDX and is protected with Secure Socket Layers (SSL).
- File Transfer Protocol (FTP), which may be zipped or protected with the security-related extensions SFTP or FTP/SSL.
CDX uses standard port 21 for FTPS and standard port 22 for SFTP.
The IP address that is used for FTP is ftps.CDXWorkComp.org
- Logon to CDX
- Select My UMG
- Select the Carriers tab
- Select a carrier
- Select the ETR Response Setup tab
- Change the e-mail address (if needed)
- Select Save
There should not be any differences in timing, but some DCOs may not support more than one submission per day. When in doubt, contact the appropriate DCO for assistance. Exception: NJ allows only weekly submissions. If the carrier is new to reporting data electronically, or if they intend to change their current procedures, they should contact the DCO for the specifics.
Yes, CDX contains a function called ETR Search, which is a permanent record of all the files you have sent through CDX including submissions sent from BEEP and PEEP. Also, an e-mail confirmation is sent when the DCO has processed your submission.
Click My UMG. Then click the Locations tab, find the appropriate address and click the corresponding pencil icon on the right-hand side of the row to edit your Location, then click the Save button.
The following products WCPOLS, WCSTAT, WCMED and WCIND can be uploaded in the .txt or .zip formats.
The ETR Log contains all historical data regarding files transmitted through CDX. The actual file is available for viewing and/or downloading for 30 days.
EXRIf I give users access to the EXR product, do you need to do anything special to make sure the worksheets are available?
Once a user has access to the EXR product, they will have access to the rating worksheets that have been issues by DE, MN, MI, PA, NY, and WI. If you are not able to locate a worksheet, please contact the issuing DCO.
The following DCOs only post worksheets to the CDX website:
DE, MI, PA
The following DCOs post worksheets to both the CDX website and their DCO website:
MN, NY, WI
The following DCOs do not post worksheets to the CDX website. To view worksheets, you must access the DCO website:
CA, MA, NC, NJ
The frequency varies by DCO:
MN — EXR is updated with current mod information each weekday morning, except holidays.
MI — EXR is updated with current mod information every weekday (M-F).
NY — EXR is updated with current mod information every weekday (M-F).
WI — EXR is updated with current mod information each weekday morning, except holidays.
DE/PA — EXR is updated with current mod information every weekday (M-F).
WCRATINGS File Transmission - EXRWhat is the naming convention for WCRATING files?
MI — The naming convention for WCRATING files is: WCRATING_#####_21_ccyymmddhhmm.txt, where ##### is the carrier group code.
MN — The files will be named using the following convention and referring to this example from ratings generated on 04/13/09: R22_12345.D09103V01
- R (rating) ||
- Bureau state code (22 for MN) || '_' ||
- Your carrier code || '.' ||
- D (date) ||
- Julian file created date ||
- V (version) ||
NY—The files will be named using the following convention and referring to this example from ratings generated on 01/01/19: R31_12345.D19001V01
- R (rating)
- Bureau state code (31 for NY) '_'
- Your carrier code '.'
- D (date)
- Julian calendar creation date
- V01 (version/seq #)
PA — The naming convention is as follows:
RGEP_#####C_00037D_CCYYMMDD_HHMMSS.TXT where ##### is the carrier code
DE — The naming convention is as follows:
RGEP_#####C_00007D_CCYYMMDD_HHMMSS.TXT where ##### is the carrier code
No. The WCRATING file is an electronic file format and does not contain images of experience rating worksheets. Programming is required to create an image that is similar to the experience rating worksheet.
WCRATING is an electronic file format that contains the rating data, not worksheets. Once received, the carrier can convert the data into other formats for internal distribution and can insert additional information. If the carrier is using the WCRATING data to create a worksheet, they should not use a copyright notice as the DCO did not produce the worksheet.
The frequency varies by DCO:
MA — WCRATING files are sent to CDX for carriers that have chosen delivery via CDX from Tuesday–Saturday at 10:00 AM.
MI — WCRATING files are sent to CDX on Monday–Friday at 2:00 AM.
MN — WCRATING files are sent each weekday morning, except for holidays.
NY — WCRATING files are sent to CDX Monday-Friday.
DE/PA — WCRATING files are sent to CDX Monday–Friday.
WCRATING files are sent from the DCO to CDX in .txt format. If you would like CDX to compress the files before posting to your FTP site, the Insurer Primary Administrator can set this configuration by accessing the My UMG | Locations screen. Click the pencil icon next to the FTP location and select the Zip Compression option.
Users can also opt to receive the rating worksheet in PDF version via FTP. The Insurer Primary Administrator can set this configuration by accessing the My UMG | Locations screen. Click the pencil icon next to the FTP location and then select an option for PDF Preferences.
CDX only supports secure File Transfer Protocols (SFTP or FTPS) when sending or receiving files. The use of SFTP/SSH is the preferred method.
NAME—PEEPWhat fields need to be completed for a Named Insured?
The required fields are marked with a Red Asterisk. Additional fields that should be completed may vary from DCO to DCO, so it is important to check with each of them regarding their reporting instructions.
Adding a Name with a different Name Link Code
For Transaction Codes 08, 10, or 14, the User will select the Add New Name option from the Name screen, enter the needed data (including the policy changes effective and expiration dates at the bottom of the screen) and select the Save option.
For Transaction Code 03, on the endorsement drop-down, select the appropriate endorsement (WC890601) and then select Create New Endorsement. On the next screen, enter the appropriate data including Name Revision Code A (Add name of insured to policy), the Name of Employer, and Policy Change Effective Date. When this endorsement is complete, select the Save option.
Adding a Name with the same Name Link Code
This should be done when adding an additional DBA or when extending the name longer than 90 positions. For a Transaction Code 08, 10, or 14, the User will open up the link to the name being extended, select the Save and Continue option at the bottom of the screen, and enter the appropriate data. When finished, select the Save option.
Deleting a Name
For Transaction Codes 08, 10, or 14, the User will select the name to be deleted. This will open the data screen for that name. The User will add the Policy Change Effective and Expiration Date and select the Save option.
If the Delete link on the Name screen is selected, this name will no longer be associated with this policy and will not be a part of any future transactions that are created. This may have proof of coverage implications and it is important to check with each DCO regarding their name reporting instructions.
For Transaction Code 03, on the drop-down for the endorsement selection, find the appropriate endorsement (WC890601) and select Create New Endorsement. On the next screen, enter the appropriate data including the Name Revision Code D (Delete name of insured from policy), Name of Employer, and the Policy Change Effective Date.
It is important to check with each DCO regarding their reporting instructions.
It is important to check with each DCO regarding their reporting instructions.
Yes. You are required to select one of these values. For policies that are imported, the String Name value may be allowed. It is important to check with each DCO regarding their reporting instructions.
ADDRESS—PEEPHow do you enter ‘No Specific Location’ when there are state edits for this type of address?
On the Address screen, select value 6 in the Type of Address Code field, select the name being linked to this address, and enter a State.
This depends on the jurisdiction receiving the policy. It is important to check with each DCO regarding their reporting instructions.
Yes, you should enter the state when you have a No Specific Location situation. While this field is not required by PEEP, it must be entered for state linking purposes.
EXPOSURE/PREMIUM INFO—PEEPWhat fields need to be completed when adding an Anniversary Rating Date or new State Premium Record in PEEP?
When adding an Anniversary Rating Date, two Premium lines should be displayed on the Currently Existing Premium screen. To create these records, the User enters the first premium record by selecting the link in the Carrier # column and enters the appropriate data (the Anniversary Rating Date field should be left blank). This creates the premium record effective prior to the Anniversary Rating Date. To create the second Premium Record, select the Add Premium Option and enter all appropriate data (including the Anniversary Rating Date). This creates the Premium Record effective after the Anniversary Rating Date. The Expense Constant and Premium Discount should be reported on the second Premium Record.
The Carrier # 0 is the link to open state premium records when the Carrier Code field on the State Premium Record is left blank.
Two Exposure Records must be submitted (enter the exposure screen twice) for each Class and Statistical Code on the policy. Report the exposure’s effective date in the Exposure Period Effective Date Field along with all related fields pertaining to and/or calculated for each period.
ENDORSEMENTS—PEEPIf a policy is uploaded with a list of endorsements, do they need to be re- entered or will they already be populated?
Any data uploaded into PEEP should already be populated.
The need for using the Endorsement Number/Bureau Version Identifier and Carrier Version Identifier may depend on the DCO and how the form was filed for approval in that jurisdiction. Carrier Version Identifiers can be applied to a standard form to identify the form for an insurer’s specific system requirements and to match how approval for the form was granted, or may be used as the sole form number for nonstandard forms.
Endorsements that are entered will carry over to other states unless they are deleted.
No. PEEP does not edit state specific information.
If a DCO accepts Carrier filed endorsements they should be entered on the 3D Endorsements screen, and the carrier must enter the variable text records, when applicable. Please check with each DCO to determine what is needed and acceptable.
Yes, the size for all fields is governed by WCPOLS.
All fields must be entered in the allowable space unless a continuation page is indicated. If additional data is required such as additional names for Exclusion Endorsements, additional endorsement screens may be selected. To be sure, contact the appropriate DCO.
CANCELLATION/REINSTATEMENT—PEEPCan I create a cancellation or reinstatement from an existing policy in PEEP?
You can only use a policy to create a cancellation or reinstatement when you select the Add New Transaction option. Using the copy feature from a policy transaction will not allow you to create a cancellation or reinstatement. However, in either case, you will be required to enter all required information.
PEEP was designed for independent entry of cancellation and reinstatement transactions.
The Corresponding Cancellation Effective Date field is not required by all DCOs. It is important to check with each DCO regarding their reporting instructions.
A cancellation or reinstatement can only be placed in a submission file for the state codes listed in the Enter State Code screen. If this screen is left blank, the transaction will not be allowed in a submission file.
The Reinstatement Effective Date and the Corresponding Cancellation Effective Date are the same if you are reinstating a policy with no lapse in coverage. It is important to check with each DCO regarding their reporting instructions.
Contact the DCO. A new combination of Reinstatement/Cancellation may be required.
No. All Cancellation/Reinstatement information must be entered each time the transaction is formatted.
CHANGES TO THE POLICY—PEEPCan this program be used to transmit any corrected information such as payrolls, classes, modifications, or merits?
Yes. There are Transaction Codes available for submitting corrections to policy data. It is important to check with each DCO regarding their reporting instructions.
Either Transaction results in a change to a policy. If the Insured was notified of a policy change via an endorsement, an Endorsement Transaction should be used. If the change was made by replacing the policy, a Policy Replacement Transaction should be submitted. Check with each DCO for further instructions.
If the transaction has not been submitted find the appropriate Carrier Code field (link data or premium) and make the change. Once the transaction has been submitted, a new transaction must be created to make the change. It is important to check with each DCO regarding their reporting instructions.
All information with a red asterisk on the Policy record screen and 3A is required. It is important to check with each DCO regarding their reporting instructions.
Transaction Code 15 is used to add a state to an already existing policy. Some DCOs may have specific instructions on when it is acceptable to use Transaction Code 15. Please check with each DCO for instructions.
EDITS—PEEPDoes PEEP go through all policy edits?
No, PEEP® does basic edits to encompass all states and there are some edits that pertain to only certain states.
There are no edits to flag this as PEEP does not contain state specific edits. It is important to check with each DCO regarding their reporting instructions.
There are edits in place today to warn or stop the User from making errors and there are no plans to expand the edits at this time.
Once the User selects Run Edits on a policy transaction for a specific state, the Edit Errors screen for the specified state opens. If Edit Errors are found, the screen is populated with the following: Error Number, Policy Number, Transaction Code, Record Type, Field Description, Field Value, and Error Description. The User has the option to modify the policy to correct the issue(s).
The transaction already exists in PEEP. If you absolutely need to process the incoming transaction, archive the existing one before importing the new one.
PEEP does basic edits. The DCOs perform additional state-specific editing once they receive and process the transaction.
On the Information Page, select run edit, select the state, and run edits. You will receive edit errors screen for that state.
No. You can click the force link to force the transaction into a submission. Please note, depending on the validation error, the DCO may reject the transaction once the transaction is submitted.
Use the ETR search page by accessing the ETR menu and then select ETR Search. Select WCPOLS for the Product, Submission Type—(S) Standard Submission and then select the Search button. Review ETR status and ETR response to review if the submission was sent and accepted.
IMPORT—PEEPIs the importing function for a single submission only?
Any number of files (submissions) can be imported into PEEP. They would be imported one at a time, and no duplicates are allowed.
The import function in PEEP works for all Transaction Codes.
States do not require testing and approval to import files into PEEP but testing and approval is required prior to submission of files to some DCOs. It is important to check with each DCO regarding their reporting instructions.
No. When a submission file is created, the file naming convention in Appendix B of the User’s Guide will be generated but PEEP does not care what the name is for imports.
SUBMITTING TRANSACTIONS—PEEPCan we submit more than 1 file per User per day?
It is possible to submit more than one file per day to some DCOs; however, Users should make every attempt to consolidate transactions into one file. It is important to check with each DCO regarding their reporting instructions.
Running Edits is the process for validating policy information so that it may be sent to a DCO in a submission file. See the PEEP User Guide for instruction on creating a submission file.
One file will be rejected. Check with the appropriate DCO for further instructions.
Contact the appropriate DCO immediately.
No, check with the DCO in question.
Yes, the transaction would need to be submitted separately to each state that applies to the transaction. Go to Submissions and then select the Create File menu. Select the state the transaction is being sent to, select the transaction or transactions you want to send, and click Export. Once the file is created, select the Send option to send the file(s) to the DCO(s).
All transaction types are shown in the drop down box on the add policy screen in PEEP but you must contact the appropriate DCO for specific state acceptance.
Select the carrier code from the dropdown that is your UMG group code, and then transactions for all carriers within your UMG are displayed.
Very large files may need to be zipped before uploading to PEEP. In some cases, the file may be too large to be processed and should be broken into smaller files for processing. As PEEP does not require an ETR or Submission Control Record, you can simply go into the text file and extract out records into separate text files to then import into PEEP.
VIEWING TRANSACTIONS—PEEPOnce a policy transaction file has been deleted, is there a way to view it?
Once a policy transaction file has been deleted from PEEP, it can no longer be viewed. The User is warned of this action prior to final acceptance of the deletion.
The only transactions you can see in PEEP are those that were entered or imported by your insurer into PEEP and that were not deleted by CDX per the CDX Data Retention Policy. Transactions with a “Policy Expiration Date” older than two years, and an entry date older than two years, will be deleted from PEEP. Policy transactions are deleted on a daily basis.
ARCHIVING TRANSACTIONS—PEEPHow do I archive a policy?
Please refer to user guide for detailed instructions.
Archiving is done offline when the system has fewer users or programs running so as not to impede response time.
Archiving is a method for saving submitted transactions older than two years, in order to keep a record of what has been submitted. The benefit and advantage is to free up data space, reduce search results, and shorten response time.
Any policy can be archived.
MISCELLANEOUS—PEEPAre files sent via CDX also loaded into PEEP?
CDX is a different application from PEEP that is used for the exchange of electronic files to/from a DCO. In order for the transaction in a file to be in PEEP, the file would need to be imported as a separate operation. Once the file is imported, a submission file can be created in PEEP and sent through CDX.
If you are already submitting electronically, there are no testing requirements. You should notify the DCO before your first submission, as some may want to monitor processing to ensure everything works as expected.
Although you are approved to submit policy data electronically to one DCO you may still be required to test with other DCOs. You should contact each DCO to find out what their testing requirements are.
You cannot prevent a file from being deleted from the system. However, you can select to download and save the file to your network for future review and import into PEEP.
Either the submission file was created but the user did not click on the link "SEND" to submit the file, or the submission was sent from PEEP, however the DCO has either not yet processed the file or has rejected the file. You can check CDX for the file process status.
Data elements marked with an asterisk satisfy minimum requirements only. All policy data must be reported. Enter all available data fields reported on the policy transaction.
To fix an error, you will need to create an endorsement. This can be done with a 03 Endorsement or a 08 Rating Change, 10 Non Rating Change or 14 Miscellaneous Change, depending on DCO requirements.
After the policies have been submitted, the only way to remove policies from the PEEP system is to archive the policies. In addition, per the CDX Data Retention Policy, policies with a “Policy Expiration Date” older than two years, and an entry date older than two years, will be deleted from PEEP.
When CDX rejects your file, select the reject link to see the error message. If you do not understand the error message, contact the appropriate DCO for help.
It is possible another user within your carrier group deleted the transaction. Try searching for the transaction using a variety of options. If the transaction is old, the transaction could have been deleted by CDX’s based upon the CDX retention policy.
The user may have created the submission in PEEP, but did not send the submission to the DCO. The user must specifically select SEND on the Submission Files page to send the file to the DCO. If you have confirmed that the DCO has not received your submission, you should go to the Submission Files page and select SEND again. This must be done within 30 days of the Date Created.
BEEPIs any testing involved or can we simply begin using BEEP?
It is suggested that you contact the DCO directly to discuss their testing requirements. It is also recommended that carriers notify the DCO before submitting their first submission.
Retention of USR data on the Web database is three years from the submission and/or entry date, whichever is later.
Archive is used for USRs that are no longer needed in BEEP. It allows users to retain USRs that will automatically be purged from BEEP, but the user may want to retain for historical purposes. Units are retained in BEEP for three years from submission or entry date, whichever is later. Successful archiving will result in selected data being moved to the Archive Log and then deleted from BEEP. In the case of an unsuccessful archive, the data will be placed back into the BEEP database.
NOTE: Files are not sent to the Archive Log until after the success or failure is determined.
The Archive Log retains a user’s archive activity for thirty (30) days. It includes a summary report of each archive result and also includes each archive file for archives that were successful.
Once the user has archived BEEP data, it is deleted from the search results until the Archive process completes. If the process is not successful, the data will become available again in BEEP. If the Archive is successful, the data is deleted completely from the BEEP database. At that point, use the USR Archive Log to search for your archived items. The USR Archive Log is accessed through the Archive Log link in the BEEP functions menu. The log contains a list of the archive jobs and includes specific information regarding each archive batch, as well as a file with the archived data. The
Archive Log retains the user’s activity, including the downloadable files, for thirty (30) days.
The user may have created the submission in BEEP, but did not send the submission to the DCO. The user must specifically select SEND on the Submission Files page to send the file to the DCO. If you have confirmed that the DCO has not received your submission, you should go to the Submission Files page and select SEND again. This must be done within 30 days of the Date Created.
No. When a submission file is created within BEEP the file naming convention in Appendix B of the User’s Guide will be generated, but BEEP does not care what the name is for imports.
BEEP has a built-in class table that automatically places recognized statistical codes where they belong. Since the mod field is not reflected for “Below the Mod.” statistical codes, it isn’t visible. If the actual WCSTAT import/submission file is viewed the reported mod is reflected.
Consult DCO statistical plan manuals for approved programs, codes, and reporting instructions, or contact the DCO that sent the criticism.
No. BEEP automatically creates new ETR and SCR records when a WCSTAT file is created.
BEEP performs edits on valid Statistical Codes and Credit class codes. State specific class code tables are not included in BEEP. Editing of these class codes is done by the DCO and are subject to change with each ratemaking cycle.
BEEP has been designed to not calculate total records on subsequent or correction reports. Some reasons for not calculating total records are:
- Not all carriers use BEEP exclusively.
- There is no way to know if the BEEP database contains all unit reports filed by the carrier. Exposure and loss totals are calculated on the first report only. If a submitted unit report is not in the BEEP database and that report’s exposure or loss data is missing, the BEEP generated totals on subsequent or correction reports will be incorrect.
- It is assumed that the carriers will have the correct totals in their own system for input.
A USR that has failed validations can be forced into Passed Status for submission. To force a failed USR, the user can select the Force USR button in the Header, Exposure, Loss information screen, or the USR Search Results screen. This option must be repeated on each USR you wish to force.
IMPORTANT NOTE: Not all DCOs allow this option. Contact the appropriate DCO for assistance.
The ETR Search function in CDX can be used to see if the file was sent.
The ETR Search function in CDX can be used to see the status of the files. The ETR search results screen has a Status column showing the status of the files. A status of CDX Reject that appears as a link means CDX rejected the file. Select the link to review the reason for rejection. If the status shows Recipient Rejected, then the DCO rejected the file and the user should contact the DCO directly.