Attach to Form 990 or 990-EZ.
Information about Schedule O (Form 990 or 990-EZ) and its instructions is at| Return Reference | Explanation |
|---|---|
| Client Note 1 | Client Note 1 - Supplemental Information to Form 990North Carolina Rate Bureau, EIN 56-1179542Form 990, Part VI, Line 14, Written Document Retention and Destruction PolicyThe North Carolina Rate Bureau began creating a formal document retention and destruction policy during 2008. A final written policy has not yet been created.Although no formal document retention and destruction policy existed, informal policies did exist within the North Carolina Rate Bureau. Once the formal project resumes, the formal document retention and destruction policy project will consolidate these individual policies and procedures into an office-wide document and system. |
| Client Note 2 | Client Note 2 - Supplemental Information to Form 990North Carolina Rate Bureau, EIN 56-1179542Form 990, Part VII, Line 1a, Officers, Trustees, Key Employees, and Highest Compensated EmployeesForm 990, Part VII, Line 1a, lists the 12 Governing Committee member companies with voting rights as Institutional Trustees. An employee of the elected member company serves on the Governing Committee.Since these Governing Committee members are employees of various insurance companies, we cannot determine the average hours per week devoted to this responsibility.There was no compensation, contribution to a benefit plan, expense allowance paid to these Governing Committee members of the North Carolina Rate Bureau. |
| Client Note 3 | Client Note 3 - Supplemental Information to Form 990North Carolina Rate Bureau, EIN 56-1179542Form 990, Schedule J, Part II, Columns B(iii) & Column D, Officers, Directors, Trustees, Key Employees and Highest Compensated EmployeesThe employees listed in Part II of Schedule J are eligible and are participating in the organization's health and benefit programs including, medical, dental, vision, as well as basic life and accidental death and dismemberment coverage. The costs of these benefits for these employees are included in Line 9 (Other employee benefits) in Part IX, Statement of Functional Expenses, on Form 990.Also, employees listed in part II of Schedule J are eligible and are participating in the organization's defined benefit plan; contributions to the plan are vested in 5 years. Actuarial estimates for the defined benefit plan are determined by employees' salary history, years of service, and anticipated retirement age. The specific costs associated with the employees listed in Form 990, Schedule J, Part II are not easily segregated and are included in Line 8 (Pension plan contributions) in Part IX, Statement of Functional Expenses, on Form 990.There were no deferred compensation agreements for any of the employees of the North Carolina Rate Bureau.No current year compensation for the employees listed in part II of Schedule J was reported in a prior year Form 990. |
| Client Note 4 | Client Note 4 - Supplemental Information to Form 990North Carolina Rate Bureau, EIN 56-1179542Form 990, Part VII, Section B, Line 1, Independent ContractorsThe expenses of 3 North Carolina organizations created by North Carolina state statute Chapter 58 (the North Carolina Rate Bureau created by Article 36, the North Carolina Reinsurance Facility created by Article 37, and the North Carolina Insurance Guaranty Association created by Article 48) are managed and paid by the 3 organization's shared North Carolina Rate Bureau accounting department. Each organization is a separate, unrelated entity guided by separate state statutes and governing documents and each organization maintains separate general ledger accounts and financial statements. At the end of each month, a report is generated that details the total expenses that were paid by the North Carolina Rate Bureau on behalf of the North Carolina Reinsurance Facility and Guaranty Association by the North Carolina Rate Bureau checking accounts; these amounts are then reimbursed to the North Carolina Rate Bureau from the North Carolina Reinsurance Facility and Guaranty Association's checking accounts.The annual Form 1099-MISC for the North Carolina Rate Bureau will reflect the total amounts paid to an independent contractor for all of the organizations listed in the above paragraph; these are the amounts that are reflected on Form 990, Section B, Line 1 for each listed contractor. The amounts reflected on Form 990, Part IX correspond to the net expense attributable only to the North Carolina Rate Bureau. |
| Client Note 5 | Client Note 5 - Supplemental Information to Form 990North Carolina Rate Bureau, EIN 56-1179542Form 990, Part XII, Line 2c, Committe responsibility for oversight of audit, review and selection of an independent accountantThe audit financials are drafted by the management of the North Carolina Rate Bureau and are audited by the Bureau's independent audit firm. Once the audit report has been generated, it is distributed to the Bureau's Governing Committee for review. |
| Client Note 6 | Client Note 6 - Supplemental Information to Form 990North Carolina Rate Bureau, EIN 56-1179542Continuation of: Supplemental Information to Form 990 Part III, Line 4c - Program Service AccomplishmentsWorkers Compensation1.Circular C-14-1, dated January 8, 2014 reminded member companies of the Assigned Risk Take-Out Credit program which is designed to facilitate the depopulation of the residual market. Each year the North Carolina Rate Bureau identifies a list of policies currently written in the residual market that are eligible for participation in this program. By enrolling in the program a member company will receive this list of eligible policies and will receive a credit to their written premium (reflecting the amount of the premium removed from the residual market) use to calculate their share of the Pool Participation Base.2.Circular C-14-2, dated February 21, 2014 advised member companies of changes to the Workers Comp Stat Plan Manual. Insurance companies writing workers compensation in North Carolina are required to comply with the WC Stat Plan Manual when filing unit statistical reports. This circular provided a side-by-side comparison of the new manual to the old manual to clarify and highlight the changes.3.Circular C-14-3, dated March 21, 2014 announced to member companies that the CDX PEEP product would not be discontinued as of December 31, 2014 as previously announced. Significant numbers of response from carrier users encouraged CDX to continue the product.4.Circular C-14-4, dated April 29, 2014 announced the creation of a new program entitled: Data Timeliness and Quality Program as approved by the North Carolina Rate Bureau Governing Committee. The purpose of this program is to levy fines to carriers who submit data that fails data quality tests or is received late. The submittal of inaccurate or late data causes difficulties for all carriers writing Workers Compensation in North Carolina so accurate and timely data is essential. The data in question is used for several purposes, including:a.To establish future expectations of the Unit Statistical Plan,b.To determine the carrier recipients for the Experience Rating Mod,c.To assist in the administration of the Workers Comp Insurance Plan, andd.Select data is provided to the North Carolina Industrial Commission.5.Circular C-14-5, dated May 9, 2014 notified the member companies of the creation of the Workers Compensation Carrier Data Quality Report (CDQR) web application for workers compensation data reporters. The CDQR web application provides member companies with useful information regarding the quality and timeliness of data submitted to the Bureau during a selected data year. The CDQR web application analyzes Member Company reporting performance in the categories of policy, unit statistical and compliance/noncompliance transaction reporting. CDQR contains information for the two previous years. Information on interpretation and use of the data was included in the circular.6.Circular C-14-6, dated May 20, 2014 announced a revision to the Basic Manual Deductible rule. The rule was changed to be consistent with current practices. A clean copy and a track changes copy of the rule was included in the circular to aid in the use of the rule.7.Circular C-14-7, dated June 24, 2014 announced several rule changes, providing explanations as appropriated. The following manuals and plans were revised.a.The Workers Compensation Basic Manual,b.The Experience Rating Plan Manual,c.The Retrospective Rating Plan Manual,d.The North Carolina Statistical Plan, ande.Select forms and endorsements.8.Circular C-14-8, dated July 1, 2014 announced modifications to the Basic Manual Classifications for Sheet Metal / Scrap Metal Dealers and provided NCCI B-1427 as a reference.9.Circular C-14-9, dated September 2, 2014 announced modifications to the Basic Manual Classifications for Trucking, Storage, Warehouse, and Warehousing operations. Specifically this circular provides a clarification for the classification of Switcher operations.10.Circular C-14-10, dated September 4, 2014 announced a delay in the filing of the annual Workers Compensation Loss Cost and Assigned Risk Rate filings. The delay was to allow time to incorporate recently approved Senate Bill 744, which has a provision limiting workers compensation reimbursement for prescription drugs. The circular indicate the filing was expected to be made on or before September 30, 2014.11.Circular C-14-11, dated September 17, 2014 announced more details about the Data Timeliness and Quality Program first introduced in circular C-14-4. Included in the announced were details about the fining program for not meeting the programs standards and deadlines as well as the announcement of several webinars offered in October designed to review the program details and provide an opportunity for questions and comments.12.Circular C-14-12, dated September 23, 2014 announced the submittal of the Workers Compensation Loss Cost filing to the Department of Insurance with a proposed effective date of April 1, 2015. Summary details of the filing were provided as well as a reminder that the complete filing was available on the Rate Bureau website.13.Circular C-14-13, dated September 23, 2014, announced the submittal of the Workers Compensation Residual Market rate filing to the Department of Insurance with a proposed effective date of April 1, 2015. Summary details of the filing were provided as well as a reminder that the complete filing was available on the Rate Bureau website.14.Circular C-14-14, dated October 11, 2014 announced the approval of the Workers Compensation Loss Cost filing with an effective date of April 1, 2015. A more detailed summary was included in this circular as well as a list of the loss costs by classification code. It was also announced that a copy of the loss costs could be found on the Rate Bureau website.15.Circular C-14-15, dated October 11, 2014 announced the approval of the Workers Compensation Residual Market rate filing with an effective date of April 1, 2015. A more detailed summary was included in this circular as well as a list of the residual market rates by classification code. It was also announced that a copy of the residual market rates could be found on the Rate Bureau website.16.Circular C-14-16, dated December 10, 2014 announced the introduction of the new interactive North Carolina Workers Compensation Statistical Plan Manual-Digital Edition. The digital edition of the Statistical Plan Manual is an enhanced database-driven framework. The library is intended to allow for faster and easier access to the content contained in the Statistical Plan Manual. Details were provided to access the digital edition. The conversion to a database-driven web application is intended to provide enhanced benefits such as:a.Easier navigation,b.The ability to highlight text,c.Links provided between Bureau circulars and the North Carolina Workers Compensation Statistical Plan Manual,d.An interactive table of contents and index, ande.Access to historical information. |
| Form 990, Part VI, Line 6: Explanation of Classes of Members or Shareholder | Every insurance carrier that is is authorized to write Automobile Insurance, Property Insurance or Workers Compensation Insurance in the State of North Carolina is required to become a Member of the Bureau as required by the provisions of Article 36 of Chapter 58 of the General Statutes of North Carolina.Each Member must pay an annual membership fee for each category of insurance for which it is licensed to write in North Carolina. Each member must also annually or when requested, provide statistical data related writing Automobile, Property, or Workers Compensation Insurance. |
| Form 990, Part VI, Line 7a: How Members or Shareholders Elect Governing Body | Member companies of the North Carolina Rate Bureau elect 12 voting members to the Governing Committee. (There are also 2 non-voting Governing Committee members that are appointed by the North Carolina Governor that are not employed or associated with any insurance company or the North Carolina Department of Insurance.) Governing Committee members serve for three-year terms; the terms cannot be served consecutively. The Governing Committee, elected by the North Carolina Rate Bureau members, handle administration, supervision, and direction of all committees. The Governing Committee also appoints a General Manager, who under the supervision of the Governing Committee has general control of the Bureau's activities and associates. |
| Form 990, Part VI, Line 7b: Describe Decisions of Governing Body Approval by Members or Shareholders | One of the purposes of the North Carolina Rate Bureau is the "establishment and administration of classifications, rules, rates, loss costs, rating plans, policy forms and policy provisions for the Automobile Insurance, Property Insurance and Workers Compensations Insurance pursuant to Article 36 of Chapter 58 of the General Statutes of North Carolina" (excerpt from North Carolina Rate Bureau Constitution). In order to fulfill this purpose, the North Carolina Rate Bureau files proposed changes on behalf of the Bureau's member companies to North Carolina Commissioner of Insurance. The North Carolina Rate Bureau's proposed filings are subject to the Commissioner of Insurance's approval. If the Commissioner of Insurance disapproves a filing, the Governing Committte has the ability to follow the appropriate appeals process within the State of North Carolina.In general, the North Carolina Rate Bureau's Governing Committe is authorized and does make operating decisions on behalf of the member companies. However, in some rare instances, high level document changes do require a 3/4 majority vote from the Bureau's member companies. |
| Form 990, Part VI, Line 11b: Form 990 Review Process | The annual Form 990 is prepared internally by the organization's Accounting Manager using tax preparation software. The completed return, including schedules and other necessary supporting information, is then forwarded to the organization's Director of Finance for review and approval. After the review and approval, the completed return is filed electronically to the Internal Revenue Service. The governing committee is notified when the return has been filed but does not receive a copy unless specifically requested by one of the member companies serving on the committee. |
| Form 990, Part VI, Line 12c: Explanation of Monitoring and Enforcement of Conflicts | Each new employee receives an organizational handbook that outlines the requirement of all employees to devote their full time to employment with the North Carolina Rate Bureau. If an employee is engaged in outside work or holds another job, the handbook specifically states that the other business cannot interfere with satisfactory job performance and attendance at the Bureau. Further, the Bureau requires that all employees fully disclose any possible conflict of interest such as outside employment to their supervisor or manager in order to prevent a compromising situation.Conflict of interest is also regularly reviewed at each North Carolina Rate Bureau Governing Committee meeting as well as every Bureau committee or sub-committee meeting. The North Carolina Rate Bureau's conflict of interest statement is included in the agenda and is referenced in every every governing committee, committee, and sub-committee meeting as a reminder to the governing committee and employees of their responsibilities. Per policy, members are not to vote, take action or use his or her personal influence on a matter that represents a personal conflict of interest. |
| Form 990, Part VI, Line 15b: Compensation Review and Approval Process for Officers and Key Employees | Compensation data is obtained through WorldAtWork, Mercer, and Aon Hewitt Associates salary surveys. Independent consultants have been utilized in the past to prepare guidelines and ranges for General Manager's and top management compensation, as well as conducting a full compensation audit.This data is presented to a Joint Compensation Sub-committee, consisting of 3 member companies, during the 4th quarter of the year. After a review, the Joint Compensation sub-committe will recommend ranges for salary increases, merit increases for the following year. These recommendations are presented to the organization's governing body for approval, normally during the last month of the calendar year along with a comprehensive budget presentation. |
| Form 990, Part VI, Line 19: Other Organization Documents Publicly Available | Since the North Carolina Rate Bureau was created by state statute, its organizational governing documents are public record. The conflict of interest statements are disclosed as agenda items and minutes in each governing committee, committee, and sub-committee meeting the of the Bureau.The financials of the organizations are made available to the public in these two manners:1) The annual filing of the organization's Form 990, Return of Organization Exempt from Income Tax, and 2) The appointment of two non-voting public members who are not employed or affiliated with any insurance company or the Department of Insurance to the Governing Committee by the North Carolina Commissioner of Insurance. The audited financial statements are presented to these members along with the rest of the Governing Committee on an annual basis. |
| Other Changes In Net Assets Or Fund Balances - Other Decreases | Reapportionment to Member Companies of 2012 Assmts & Expense = -$868584 |
| Other Changes In Net Assets Or Fund Balances - Other Decreases | Write off o/s Assmts/Mbrshps/Misc Fees/Refund to Carriers = -$21750 |
| Software ID: | 14000265 |
| Software Version: | 2014v5.0 |