EFile on WCES

The following tips apply to all documents eFiled on WCES.

• Use the correct party names.

  Individuals should use the correct names for the claimant, employer, and other parties such as the insurance carrier or Second Injury Fund of Iowa. Failure to use the correct party names may result in WCD rejecting the document.

• Use the Correct WCD File Number(s).

  Individuals should use the correct WCD file number(s) when preparing and eFiling the document. Failure to use the correct WCD file number(s) may result in WCD rejecting the document.

• Sign the document.

  An attorney or self-represented party must sign the documents they eFiling on WCES. Failure to sign the document may result in WCD rejecting a document.

• Choose the correct document type on WCES.

  When eFiling a document on WCES, individuals can choose the document type. Choose the correct document type from the list of types. Failure to choose the correct document type may result in WCD rejecting the document.

• Attorneys should use their AT PIN Number.

  WCD uses AT PIN numbers to help associate cases with attorneys. Attorneys should use their AT PIN number when eFiling on WCES to help ensure that they are associated with all of their cases on the system.

• In a consolidated case, eFile documents under all WCD file numbers on WCES.

  A consolidated case consists of more than one WCD file number. Each WCD file number is a distinct case. If the case consolidated, individuals must eFile the documents under each and every file number that makes up the consolidated case. Failure to eFile the documents under all file numbers in the contested case may result in WCD rejecting the document.

• Use the correct FROI number when eFiling a petition to initiate a new case on WCES.

  • WCES allows individuals to search for an existing case before eFiling a petition to initiate a new case on WCES. Search by the claimant's name and last four digits of Social Security Number to search for FROIs filed before July 22, 2019, because WCD did not track employee date of birth in its pre-WCES case manager system (CMS). Individuals may also search by the claimant's name, date of birth, and last four digits of Social Security Number if the FROI was filed on or after July 22, 2019, because WCES allows the WCD CMS to track employee date of birth from those FROIs.
  • The WCES tutorial video, "Filing a New Case," and WCES User Guide explain how to check case information on WCES.
  • The correct file number will depend on when the FROI was filed as well as if and when any other petitions were filed relating to the injury in the FROI:
  • If no other petition has been filed relating to the injury in the FROI, eFile a petition to initiate a new case on WCES using the FROI number (e.g., 1699999, 19999999, 20999999).
  • If a petition was filed relating to the injury in the FROI before WCES went live, eFile a petition to initiate a new case on WCES using the pre-WCES litigation file number (e.g., 5999990).
  • Most commonly, this applies to documents such as:  
    1. Original Notice & Petition (Form 100)
    2. Original Notice & Petition Concerning Independent Medical Examination (Form 100A)
    3. Original Notice & Petition Concerning Vocational Rehabilitation Program Benefit (Form 100B)
    4. Original Notice & Petition Concerning Application for Alternate Care (Form 100C)
  • Failure to use the correct file number when eFiling a petition on WCES may result in WCD rejecting the file.

• Check the case information before eFiling the document.

  • Log in and check the case information before eFiling the document. This will help ensure the correct file number is used. 
  • The WCES tutorial video, "Filing to Existing Cases," and WCES User Guide show you how to check case information on WCES.
  • If a petition has been filed relating to the injury in the FROI and you are filing a document as part of the contested case proceeding initiated by that petition, eFile the document to an existing case using the correct WCES file number (e.g., 16999999.01, 19999999.02, 20999999.03).
  • Most commonly, this applies to documents such as: 
    1. Answers
    2. Amendments to pleadings
    3. Appearances
    4. Motions
    5. Pre-hearing filings
    6. Post-hearing filings
    7. Settlement documents
  • Failure to use the correct file number when eFiling a petition on WCES may result in WCD rejecting the file.

• Make sure the file number on the document matches the WCES file number.

  • The file number added in the upper right of the caption on the document should match the file number in the WCES case information.
  • If the file number on the document does match the WCES file number, WCD may reject the filing.
  • If a petition has been filed relating to the injury in the FROI and you are filing a document as part of the contested case proceeding initiated by that petition, eFile the document to an existing case on WCES using the correct WCES file number (e.g., 16999999.01, 19999999.02, 20999999.03). 
  • Most commonly, this applies to documents such as: 
    1. Answers
    2. Amendments to pleadings
    3. Appearances
    4. Motions
    5. Pre-hearing filings
    6. Post-hearing filings
    7. Settlement documents
  • Failure to use the correct file number when eFiling a petition on WCES may result in WCD rejecting the file.

• Make sure to eFile documents under the correct file numbers.

  •  eFile documents under the same file number that is on the document. WCD may reject the document if a document is filed with the wrong number.

• Do not eFile a confidential information form with a petition.

  Prior to implementation of WCES, WCD required a confidential information sheet be filed with a Form 100, Original Notice & Petition. Because WCES collects the information formerly provided on the confidential information sheet, the sheet is no longer required. Instead, the filer must provide or update, as appropriate, the party's information on the party/case participant information page on WCES. If a claimant's confidential information form is eFiled with the petition, WCD may reject the filing.

• Do not eFile a Release of Records form with a petition.

  A release of records form is not required when eFiling a petition on WCES. EFiling a release of information form with the petition may result in WCD  rejecting the file. 

• EFile a petition for each alleged date of injury, unless alleging a cumulative injury.

  WCD will not approve a petition if the eFiled PDF containing the petition includes more than one petition. When alleging multiple date(s) of injury, eFile a separate petition for each alleged date of injury unless it's explained in Paragraph 4 of Form 100, Original Notice & Petition, that the alleged injury is cumulative. EFiling a PDF that contains multiple petitions may result in WCD rejecting your file. 

• Check the box(es) for all issues in dispute.

  When completing a Form 100, Original Notice & Petition, the claimant must identify the issues in dispute by checking the appropriate box(es) regarding the disputed issues. EFiling a petition with no boxes checked may result in WCD in rejecting the file.

• EFile to the correct file number.

  When eFiling a Form 100, Original Notice & Petition, you must eFile to the correct WCD file number. EFiling a petition under an incorrect file number may result in WCD rejecting the file. 

• Identify the correct parties.

  Make sure that the petition identifies the correct claimant, employer, and insurance carrier (if any). EFiling a petition that incorrectly identifies a party may result in WCD rejecting the file. 

WCD must approve settlements of workers' compensation claims. WCD requires parties to eFile settlement documents on WCES.

• EFile settlement documents under the correct WCD file number(s).

  • Do not eFile your settlement documents in the wrong case. Double-check to make sure you eFile your settlement documents under the correct WCD file number(s). 
  • If your settlement documents cover multiple WCD file numbers, you must eFile the documents under all of the WCD file numbers it covers. Failure to eFile your settlement documents under all of the WCD file numbers it covers will result in WCD rejecting your settlement documents.

• EFile settlement documents as a single PDF for each settlement type.

  • A settlement may include multiple documents (e.g., the correct WCD form and attachments). If your settlement includes multiple documents, complete the correct WCD form and any attachments, scan the completed form and any attachments together, and save them as one PDF for eFiling. Failure to eFile your settlement documents as one PDF for each settlement type may result in WCD rejecting your settlement documents.
  • Combination Settlement
    • For a combination settlement, you must eFile each of the following completed WCD forms (and any attachments to each form) separately to each file number:
      1. Combination settlement form;
      2. Agreement for settlement form; and
      3. Compromise settlement form.
  • Contingent Settlement
    • For a contingent settlement, you must eFile each of the following completed WCD forms (and any attachments to each form) separately on WCES to each file number:
      1. Contingent settlement form; and
      2. Compromise settlement form or full commutation form.
  • Other Settlement Types
    • For settlements other than combination and contingent settlements, you should scan the completed WCD form and any attachments as one PDF and eFile the PDF  to each file number.

This section contains tips for properly making an appearance or filing an answer in a case on WCES.

• If your answer concerns an application for alternate care, independent medical examination (IME), vocational rehabilitation (VR) program benefits, or vocational educational and training (VET) benefits, use the correct WCD form.

  WCD requires you to use agency forms for certain filings. WCD has developed the following answer forms that must be used in certain types of case. Failure to use the correct form may result in WCD rejecting the filing.

  Note:  There is no WCD form for an answer to the Form 100, Original Notice & Petition.

• EFile an answer or appearance concerning an application for alternate care.

  WCD is required to issue a decision concerning an application for alternate care within 10 days of the filing of the petition. This creates a short time period for the defendant(s) to eFile an answer or appearance. eFiling an answer or appearance ensures that you are associated with the case. In order to ensure that WCD calls you for the alternate care hearing, eFile an answer or appearance as soon as possible before the hearing.

  WCD requires use of Form 100C, Answer Concerning Application for Alternate Care (14-0011A) when eFiling an answer to an alternate care petition. Attach any exhibits you wish to offer into evidence at hearing to your answer or eFile them separately.

• Choose the correct document type.

  When eFiling a document on WCES, individuals can choose the document type. Choose the correct document type from the options listed. Failure to choose the correct document type may result in WCD rejecting the document.

• To amend an answer, eFile a motion to amend. 

  eFile a motion to amend to amend an answer. When eFiling a motion to amend an answer, select the "Motion to Amend" document and add "Answer" as the additional note.

• EFile to the correct file number(s).

  When eFiling an answer or appearance, eFile to the correct WCD file number(s). EFiling an answer or appearance under an incorrect WCD file number may result in WCD rejecting the file.

• Identify the correct parties.

  Make sure that the answer or appearance identifies the correct claimant, employer, and insurance carrier (if any). EFile an answer or appearance that incorrectly identifies a party may result in WCD rejecting the file.

• WHOSE RESPONSIBILITY IS IT TO ENSURE THAT A DOCUMENT IS FILED TIMELY?

  • It's the filer's responsibility to ensure that a document is filed timely.

• WHEN CAN YOU FILE A DOCUMENT BY MEANS OTHER THAN EFILING? 

  • If WCD has not granted you an eFiling exception, you may file a document by means other than eFiling when:
  • Filing the document by means other than eFiling is necessary to prevent you from missing a jurisdictional or nonjurisdictional deadline; and
  • There is a technical failure in WCES or problem attributable to the filer (such as telephone line problems, problems with your internet service provider, hardware problems, software problems, etc.) that prevents you from timely eFiling the document under a deadline.

• HOW CAN YOU FILE A DOCUMENT BY MEANS OTHER THAN EFILING? 

  • If you can't timely eFile a document because of a technical failure or problem attributable to the filer, you should file the document using the earliest available electronic or nonelectronic means.
  • Electronic means
    • Electronic means of filing when you can't timely eFile are:
      1. Facsimile to:  515-281-6501
      2. Email to the appropriate WCD docket clerk.
  • Nonelectronic Means
    • Nonelectronic means of filing when you can't timely eFile are:
      1. Hand-delivery to the WCD to: 150 Des Moines St., Des Moines, IA 50309
      2. U.S. Mail to the WCD to: Iowa Division of Workers' Compensation, 150 Des Moines St., Des Moines, IA 50309

• CAN YOU BE EXCUSED FOR MISSING A JURISDICTIONAL DEADLINE? 

  • No, you are not excused from missing a jurisdictional deadline because of:
  • A technical failure, including a failure of WCES; or
  • Problems attributable to the filer (such as telephone line problems, problems with your internet service provider, hardware problems, software problems, etc.).

• CAN A JURISDICTIONAL DEADLINE BE EXTENDED?

  • No, jurisdictional deadlines, including but not limited to any applicable statute of limitations, can't be extended.

• Can you be excused for missing a nonjurisdictional deadline?

  • Technical Failure in WCES
    • Individuals unable to meet a nonjurisdictional deadline because of a technical failure in WCES, must file the document using the earliest available electronic or nonelectronic means.
    • The WCD will accept the filing of the document as timely unless the Iowa Workers' Compensation Commissioner or a deputy commissioner determines that the untimely filing of the document should not be excused.
  • Problems Attributable to the Filer
    • Individuals are not excused from missing a nonjurisdictional filing deadline because of problems attributable to the filer (such as telephone line problems, problems with internet service provider, hardware problems, software problems, etc.).

• WHAT IS A WAIVER FROM MANDATORY EFILING?

  • A waiver allows you to file documents in a case by means other than eFiling. WCD may grant an eFiling waiver for good cause, such as a power outage at your home or office. An eFiling waiver may be for part or all of the duration of a case for good cause.

• HOW DO YOU REQUEST AN EFILING WAIVER?

  • You may request an eFiling waiver by completing and filing with the WCD form. WCD encourages you to download the form and save it so that you can access it regardless of any issues with the WCD website, your internet connection, your computer, etc.

• SHOULD YOU FILE A DOCUMENT BY MEANS OTHER THAN EFILING IF YOU WILL NOT MISS A DEADLINE BY WAITING TO FILE? 

  • You should not file a document by means other than eFiling if:
    • You will not miss a deadline by waiting to file a document; and
    • The WCD has not granted you an eFiling exception.

• WHAT SHOULD YOU DO TO BE PREPARED FOR A SITUATION WHEN YOU CAN'T EFILE?

  • The WCD encourages filers to be prepared for situations in which you're unable to eFile by taking the following steps:
  • Download and/or print the eFile waiver form so you have access to it when you have problems with your computer or internet. 
  • Download and/or print Chapter 876 of the Iowa Administrative Code so you can reference them even if you don't have internet access or experience other computer-related issues. 
  • Have a plan for filing by means other than eFiling based on your office's technology and location.
  • Conduct periodic training on the plan so that all attorneys and staff know what to do.
  • If possible, don't wait until the day of a jurisdictional or nonjurisdictional deadline to eFile a document on WCES. 

• No. 1

  An attorney’s internet is not working because of an outage in service relating to the internet provider. The attorney has a brief due that day.

  Using the earliest available electronic or nonelectronic means, the attorney should file the brief. The attorney can also file an Application for eFiling Exception with the WCD. If granted, the exception would allow the attorney to file documents not subject to a jurisdictional or nonjurisdictional deadline with the WCD by means other than eFiling until the issue with the attorney's internet provider is resolved.

• No. 2

  A natural disaster hits the town in which an attorney’s office is located, knocking out internet service for the attorney. The attorney had planned to file an answer to a Form 100 Original Notice and Petition that day.

  The attorney may file an Application for eFiling Exception with the WCD until the attorney’s internet provider restores internet service to the attorney’s office. Because the answer is not subject to a jurisdictional or nonjurisdictional deadline, the WCD will not accept the answer if it is not eFiled on WCES and an exception to eFiling has not been granted. Therefore, the attorney should not file the answer until after receiving an exception to eFiling or until the attorney is able to eFile the answer on WCES.

• No. 3

  A power outage makes it so that an attorney can't eFile documents on WCES. The attorney wants to file settlement documents with the WCD for approval.

  The settlement documents are not subject to a jurisdictional or nonjurisdictional deadline. Therefore, the WCD will not accept them if they are not eFiled on WCES. The attorney should not file the settlement documents using the earliest available electronic or nonelectronic means. The attorney should see if opposing counsel can eFile the settlement documents on WCES or wait until the utility company restores power to the attorney’s office and eFile the settlement documents on WCES then.

• No. 4

  A self-represented party's computer becomes infected by a virus, so the self-represented party can't eFile on WCES. The self-represented party had planned to eFile a resistance to a motion. The resistance is subject to a nonjurisdictional deadline that the self-represented party will miss.

  Using the earliest available electronic or nonelectronic means, the self-represented party should file the resistance. The self-represented party can also file an Application for eFiling Exception with the WCD, requesting an exception until the virus situation is resolved. If granted, the exception would allow the self-represented party to file documents not subject to a jurisdictional or nonjurisdictional deadline with the WCD by means other than eFiling until the virus issue is resolved.

• No. 5

  The IT person at a law firm forgets to update the firm’s computers with the latest version of software. The lack of updated software prevents an attorney from being able to eFile on WCES. The attorney had intended to eFile a motion to amend a pleading before the software problem. The hearing is not for 12 months.

  The motion is not subject to a jurisdictional or nonjurisdictional deadline at the time of the software problem. Therefore, the WCD will not accept the motion if it is filed by the earliest available electronic or nonelectronic means other than eFiling on WCES.

  The attorney should file an Application for eFiling Exception. If the WCD grants the attorney’s Application for eFiling Exception, the attorney may then file the motion by means other than eFiling on WCES. The attorney can also wait until the software problem is resolved and then eFile the motion on WCES.