Workers' Comp Insurance for Cleaning & Janitorial

In NCCI states (Maryland, Virginia, Florida, West Virginia) the usual code is 9014 (janitorial services by contractors). Pennsylvania and New Jersey use their own bureau codes. Clerical-only staff may go under 8810.

Typical claims involve chemical exposure, slips, lifting strains and repetitive motion. A written safety program and return-to-work plan help with pricing.

Clients often require a certificate before you start, so ask for one when you bind. Residential house-cleaning may be classed differently from commercial janitorial work.

Have your payroll by job type, subcontractor costs and any certificates you collected, three to five years of loss runs if you've had coverage before, and your FEIN.

Commercial cleaning contracts nearly always require a certificate naming the property owner or manager. Common claims include slips, strains, and exposure to cleaning chemicals. OSHA's Hazard Communication Standard (29 CFR 1910.1200) requires labels, safety data sheets and training. High-rise window cleaning and post-construction cleanup are typically rated differently from routine janitorial work.

We quote this class in Maryland, Virginia, Pennsylvania, New Jersey, Florida, West Virginia. Rules differ by state; see requirements by state.

Workers' comp premium is generally payroll ÷ 100 × the rate for each class code, adjusted by your experience modification factor (if you qualify), schedule credits or debits, and premium discounts, plus state assessments and fees. Rates are filed by insurers or set by rating bureaus such as NCCI, Pennsylvania's PCRB and New Jersey's NJCRIB. See workers' comp class codes and cost for details.

The premium you pay up front is a deposit based on estimated payroll. After the policy ends, the insurer audits actual payroll and subcontractor costs and bills or refunds the difference. Underestimating payroll just moves the cost to an audit bill later.

If you hire subcontractors who don't have their own workers' comp, most insurers will add what you paid them to your payroll at audit and charge you for their class codes. In many states the hiring contractor can be held responsible for an uninsured sub's injured workers. Collect a current certificate of insurance from every sub before they start, and keep it with your audit records.

Get the employee medical care first. Then report the injury to your insurer promptly; state rules set deadlines for employer reporting, and early reporting tends to keep claims smaller. Document what happened, keep in touch with the injured worker, and offer light-duty work when the doctor allows it, since getting people back to work is one of the most effective ways to control claim costs and your future experience mod.

Your FEIN, entity type and owners (and whether owners want to be included or excluded), payroll by job type for the last year and the coming year, subcontractor costs and whether subs carry their own coverage, any prior workers' comp loss runs, and a description of operations. With that, we can quote online through NEXT or Coterie or shop the class with several insurers.

Whether owners count toward the employee threshold, and whether they can be included or excluded, depends on the state and the type of entity (sole proprietor, partnership, LLC or corporation). Including an owner adds their payroll (often at a state-set minimum or maximum) but gives them benefits if they're hurt on the job. Excluding them lowers premium but leaves them uncovered, and some general contractors won't accept excluded owners on site. Check your state's rule on requirements by state.

A standard policy has Part One (statutory benefits) and Part Two (employer's liability, which covers lawsuits connected with employee injuries). Common limits are $100,000/$500,000/$100,000, and many contracts require $500,000 or $1,000,000. If employees travel or work in other states, ask about Part Three (other-states coverage) so a job across the state line doesn't leave you uninsured. Ohio and the other monopolistic states are handled differently; see Ohio stop-gap.

Working without required coverage can bring state penalties, stop-work orders (Florida's Division of Workers' Compensation issues them on job sites), and personal liability for an injured worker's medical bills and lost wages. It can also cost you contracts, because most general contractors and property managers won't let an uninsured vendor start work. Coverage can often be bound the same day.

• NCCI – Basic Manual classification and rating overview
• Pennsylvania Compensation Rating Bureau (PCRB)
• New Jersey Compensation Rating & Inspection Bureau (NJCRIB)