Texas Mutual Insurance Company - Providers of Workers' Comp Insurance

Agent FAQs

To help agents do business with us more efficiently, we put together this list of frequently asked questions. If you need more assistance, please do not hesitate to contact our information service center at (800) 859-5995:

Agency Licensing and Info

How do I become appointed with Texas Mutual?

Please fill out a modified W-9 and return it to us with a copy of your Texas property and casualty license or Texas non-resident license if you are located in another state.

The information can be sent:

  • By regular mail: Texas Mutual Insurance Company, P.O. Box 12058, Austin, TX 78711-2058
  • By overnight mail: Texas Mutual Insurance Company, 6210 E. Highway 290, Austin, TX 78723-1098
  • By email: agents@texasmutual.com
  • By fax: (512) 224-6790

Once we have received all of the required information, please allow 2-3 business days for processing. We will notify you of your assigned agency code and provide more information about how to do business with Texas Mutual Insurance Company.

Quotes

What is the lead time for a new business quote?

Once we receive a completed application, we will process the submission within 15-20 days. When entering an application online, your submission may qualify for an Internet Quote (IQ), which is available immediately. If an online application doesn't qualify for an Internet Quote, the same lead time will apply.

How do I submit an application for an Other States quote?

If there is an existing Texas Mutual policy or quote in place, an agent may request a quote for other states coverage. Agents can request an other states quote by completing the ACORD application and indicating the other states requested in the box labeled "Part 3- Other States Ins" in the Policy Information Section. (If your client needs other states coverage in Florida, you need to complete a special Florida ACORD® application as required by Florida law. The application requires specific information that must be acknowledged and signed by the agent and owner/officer, and the signatures must be notarized.)

The monopolistic states of North Dakota, Ohio, Washington and Wyoming are excluded.

Applications can be submitted:

  • By mail: Texas Mutual Insurance Company, Attn: Underwriting, PO Box 12058, Austin, TX 78711-2058
  • By fax: (800) 359-0650
  • By email: apps@texasmutual.com. Please include "AOR" in the subject line.

How can I bind coverage for a new or renewal policy?

Texas Mutual Insurance Company needs to receive the premium payment, along with any "subject to" information to bind coverage.

Payments

How can I submit a payment?

  • Online: texasmutual.com
  • By regular mail: Texas Mutual Insurance Company, PO Box 841843, Dallas, TX 75284-1843
  • By overnight delivery: Texas Mutual Insurance Company, 6210 E. Highway 290, Austin, TX 78723-1098
  • Wire Transfer (contact Texas Mutual for more information)

What payment methods do you accept?

  • Check by mail
  • Online payment using an Automated Clearinghouse (ACH) transaction from your checking or savings account
  • Wire Transfer (contact Texas Mutual at (800) 859-5995 for more information)
  • Money Orders and Cashier's Checks
  • Note: Credit card payments are not accepted at this time.

What are the online payment instructions?

Agents and Policyholders – Policy Payment:

  1. Go to texasmutual.com.
  2. Enter your online username and password, or select New User. Note that new requests for access to Texas Mutual's online services will be processed on business days between 8 a.m. and 5:30 p.m.
  3. Select Payments.
  4. Search for and select the policy.
  5. Complete the payment transaction by providing the requested information.

Agents and policyholders can make payments online for a policy if they have a Texas Mutual online account.

Agents – Quote Payment:

  1. Go to texasmutual.com.
  2. Enter your online username and password, or select New User.
  3. Select Internet Quoting.
  4. Click Pay for a Quote.
  5. Select the quote from a list of your active quotes.
  6. Complete the payment transaction by providing the requested information, including coverage effective date, payment amount and bank account information.

Agents can make payment online for a quote if they have a Texas Mutual online account.

Underwriting

How do I obtain loss runs for a policyholder?

An agent of record on a policy can retrieve loss runs for Texas policies by logging on to texasmutual.com and clicking "Loss Runs" or by contacting us at (800) 859-5995.

A written request can also be sent:

If the agent requesting loss runs is not the agent of record, they need to submit a dated Letter of Authorization (LOA) on the policyholder's letterhead:

  • By mail: Texas Mutual Insurance Company, PO Box 12058, Austin, TX 78711-2058
  • By fax: (800) 359-0650
  • By email: underwriting@texasmutual.com

What are the steps for changing an agent of record?

Texas Mutual needs a written request signed by the policyholder or an authorized representative of the company and a completed ACORD 130 from the new agent to change the agent on an active policy or a quote.

The request should not be more than 30 days old and should include the following:

  • The name of the new agent and their Texas Mutual producer code
  • The contact information for the new agency
  • The date and the policyholder's signature
  • The effective date of the change

Requests can be sent:

  • By mail: Texas Mutual Insurance Company, PO Box 12058, Austin, TX 78711-2058
  • By fax: (800) 359-0650
  • By email: apps@texasmutual.com . Please include "AOR" in the subject line.

What payroll amount is used for covered executive officers, members and managers?

Payroll for executive officers of a corporation and members/managers of a limited liability company will be their actual payroll, subject to the minimum payroll amounts of $150 per week ($7,800/year) and maximum of $1,200 per week ($62,400/year).

What payroll amount is used for covered sole proprietors, partners and spouses of sole proprietors/partners?

The payroll for sole proprietors, partners and spouses of sole proprietors/partners is set by the Texas Department of Insurance. The amount changes October 1st of each year.

Sole Proprietors and Partnerships

Policy Effective Annual Payroll
10/01/14 - 10/01/15 $58,200
10/01/13 - 10/01/14 $55,200
10/01/12 - 10/01/13 $53,200
10/01/11 - 10/01/12 $51,200
10/01/10 - 10/01/11 $49,800

How do I determine a class code, Standard Industrial Classification (SIC), and/or North American Industrial Classification System (NAICS) code?

Please consult the Texas Department of Insurance Workers' Compensation Manual, your class code manual or search class codes in the Internet Quoting section at texasmutual.com. If you need assistance, you may contact Texas Mutual Insurance Company at (800) 859-5995.

How do I get a certificate of insurance?

Texas Mutual does not issue certificates of insurance. An agent should complete the certificate of insurance using a form that has been approved by the Texas Department of Insurance.

How do I submit an endorsement request?

Submit endorsement request:

  • By mail: Texas Mutual Insurance Company, Attn: Underwriting, PO Box 12058, Austin, TX 78711-2058
  • By fax: (800) 359-0650
  • By email: underwriting@texasmutual.com
  • Online: texasmutual.com*

*Some endorsement requests can be submitted online at texasmutual.com and may automatically process.

Which endorsements can be submitted online?

The following endorsements can be submitted online:

  • Workers' Compensation Health Care Network Discount Endorsement
  • Add/Amend/Delete Waiver of Subrogation
  • Amend Number of Employees
  • Add/Amend/Delete Physical Location
  • Amend Mailing Address and Phone Number
  • Add/Delete Class Code & Payroll
  • Notice of Material Change

What is the difference between In Network and Out of Network?

If employers choose the network option, their injured workers must seek treatment from a doctor who is certified by the Texas Star Network. If employers choose the out of network option, their injured workers can seek treatment from any doctor who will treat them under the Texas Workers' Compensation rules.

Does the policyholder have an experience modifier rating?

Please contact Texas Mutual Insurance Company at (800) 859-5995 for assistance.

How does a policyholder qualify for an experience rating?

Experience modifiers are designed to give businesses a financial incentive for maintaining safer work environments. Modifiers predict an employer's future losses by looking at their past loss experience.

The figure is based upon payroll and claim information for the past three policy years, excluding the current year. Actual losses are compared with expected losses for other businesses with similar job classifications and payrolls. In general, an employer with better than average experience receives a credit rating, while an employer with worse than average experience receives a debit rating.

A risk will qualify for an experience rating if:

  • The payrolls developed during the last year of the experience period produced at least a $10,000 premium or
  • The payrolls developed during the last two or more years of the experience period produced an average annual premium of at least $5,000

Payroll Reporting Online

Why is my quote on payroll reporting?

Payroll reporting is assigned to businesses in industries that frequently have fluctuating payrolls. Payroll reporting is a plan that allows a policyholder to make a deposit on a policy, report their payrolls as they go and pay premium based on actual payrolls for that reporting period, rather than paying the estimated annual premium in full.

Final Audit

What is the final audit process?

Workers' compensation policies are written and premium is calculated based on estimated payrolls. A final audit is performed after the policy expires to verify actual payrolls and premium developed on the policy.

How do I dispute final audit findings?

A policyholder or an agent can submit a written dispute if they do not agree with the final audit findings. The dispute should include the specific reason(s) for the dispute, along with verifiable supporting documentation.

The policyholder should submit the undisputed portion of any additional premium generated by the final audit or 50% of the additional premium if the undisputed portion cannot be determined.

Disputes can be sent:

  • By mail: Texas Mutual Insurance Company, Attention: Premium Audit Dispute Unit, 6210 East Hwy 290, Austin, Texas 78723-1098
  • By fax: (512) 224-6785
  • By email: finalauditdispute@texasmutual.com

Online Endorsements

How do I submit an online endorsement request?

You can submit an online endorsement by logging in to Texas Mutual Online and going to your Book of Business.

Once there, follow these simple steps:

  1. Select an account
  2. Select Endorsements in the action drop-down box and click GO - this will take you to the Endorsement Summary page
  3. Click on Request Policy Change
  4. Complete the form and click Send Message to submit

How do I add a waiver or notice of material change?

Follow the steps above for submitting an endorsement, but also include the following:

  • Effective date needed
  • Name and address of the contract holder
  • Number of days required (NOMC)
  • Class code/payroll applicable (specific waiver)

If the change is needed immediately, please contact your underwriter.

Can multiple policy changes be requested?

Yes, you can submit multiple changes needed for a policy. Follow the steps above and list as many requests as needed in the text box. Be sure to indicate the effective date for each request. If your requests exceed the limits of the text box (5,000 characters), you may attach a separate document and reference the attachment in the text box.

How do I confirm that my requests have been submitted?

A confirmation message will display after you have submitted a request. An email confirmation will also be sent to the email address you noted in the change request.

How will I receive a copy of the policy change document once it is processed?

The policy change document will be sent to you based on your indicated preferred method of communication, or via mail if a preferred method has not been selected. If your request is urgent, please contact your underwriter.

How can I check the status of a policy change request that has been submitted?

Please call our Information Services Center at (800) 859-5995 to check the status of a policy change request.


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