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What to map before integrating a state’s forms
Treat each jurisdiction as its own filing adapter. A channel that accepts one form or transaction does not necessarily accept related forms, establish a claim, or deliver a copy to the claimant. For every state and form, document the following:
- Channel and coverage: portal, API, XML/EDI, SFTP, or paper, and the specific forms or transactions supported by each.
- Prerequisites: claim creation, trading-partner setup, registration, testing, or a preceding accepted transaction.
- Technical constraints: schema and release version, file type and size, filename rules, and form-version requirements.
- Feedback: validation result, receipt or acknowledgment, rejection route, and any claim-history entry to reconcile.
- Service obligations: whether the claimant or another party must receive a copy separately from agency filing.
- Dates: mandate and cutoff dates, transition notices, and the agency source and date used to configure the workflow.
Keep agency submission and delivery to the claimant as separate workflow events. Record their statuses independently wherever both are required.
State-by-state electronic filing routes
The examples below cover five states, not every state’s 2026 requirements. They show why implementations should use state-specific configuration rather than assume that one EDI or portal workflow applies nationwide.
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| State | Available route and coverage | Prerequisites and technical controls | Sequence, feedback, or service detail |
|---|---|---|---|
| New York | The Workers’ Compensation Board lists eCase, XML over secure file transfer protocol, and an API that exchanges XML for electronic forms, including RFA-1LC and RFA-2. | Successful mandatory testing is required before XML or API filing. The Board describes eCase submissions as requiring no additional testing or registration steps. XML schemas, requirements, edit rules, and form-specific reason codes are versioned inputs. | The Board’s 2026 RFA-2 instructions include different effective-date formulations; confirm the form-specific operational cutoff with the Board if the applicable date is disputed. |
| Pennsylvania | Routes vary by form: upload through the individual claim’s Actions tab, generate certain forms in WCAIS, use accepted EDI transactions for specified forms, or mail a hard copy. EDI alone does not satisfy every listed form requirement. | An initial FROI must establish the WCAIS claim before the Bureau can attach later forms. Some uploads should be submitted one form at a time to create distinct claim-history entries. | A true and correct copy of EDI- or upload-submitted information must still be provided to the claimant as required by applicable law, regulation, or policy. Certain forms also have separate timing and delivery rules. |
| Texas | TXCOMP accepts document uploads for workers’ compensation participants. A separate DWC SFTP exchange is available to Austin carrier representatives, insurers, and other professional organizations. | TXCOMP accepts Word, Excel, read-only PDF, and TIFF files under 10 MB; filenames must be under 60 characters and avoid prohibited characters. DWC SFTP accepts read-only PDFs and publishes naming standards. | TXCOMP users can receive a printable receipt. SFTP files are date-stamped and returned; some filing groups receive a daily Excel acknowledgment. SFTP access is requested from the agency. |
| Colorado | The state’s Online Filing of First Reports page reports that Verisk began accepting only EDI 3.1 filings on July 9, 2026. | Confirm the current release, testing status, vendor arrangements, and transition requirements against the state’s live technical guidance before deployment. | The state page also points EDI stakeholders to vendor resources and describes webinars about transition to CoComp. |
| Alabama | The Workers’ Compensation Division describes electronic claim reporting by trading partners; named sender types include insurers, self-insureds, TPAs, and servicing agents or vendors. | The page describes a trading partner as a business entity that has established a relationship with the Division. Do not assume that a vendor is approved without confirming its status and onboarding requirements. | Verify current partner-access and filing details with the Division before relying on an electronic workflow. |
New York: choose an eForms route and validate the RFA-2 cutoff
Match the channel to your integration
The Board’s eForms guidance offers three routes: submit through eCase, send XML by secure file transfer protocol, or use an API that exchanges XML. The route affects onboarding: organizations filing by XML or API must successfully complete mandatory testing before production submissions. The Board describes eCase as not requiring additional registration or testing steps for the eForms submission method.
Do not treat the interface as the only versioned dependency. The Board’s eForms page records a March 16, 2026 update to the RFA-1LC XML template/schema and requirements documentation, as well as a new request reason effective March 20, 2026. Keep schema versions, edit rules, and reason codes in controlled configuration, and check the Board’s change log when maintaining the integration.
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RFA-2 has two stated date boundaries
The Board’s February 17, 2026 Subject Number 046-1800 notice set March 20, 2026 as the date after which paper insurer/employer RFA-2 forms would not be accepted or acted upon; it also said the legacy RFA-2 web form would become obsolete. Separately, the Board’s OnBoard page describes payer eForm use as mandatory as of April 8, 2026 and says paper forms postmarked after April 7 would not be accepted or acted on. These statements frame the boundary differently. Follow the current form-specific instruction and confirm with the Board how it applies when a postmark or submission date is disputed.
Pennsylvania: establish the claim before attaching later forms
Use the route specified for the form
WCAIS needs an initial First Report of Injury (FROI) to establish a claim. If another form arrives before that transaction establishes the claim, the Bureau cannot attach it to a claim that does not yet exist in the system. The upload route described by the Department of Labor & Industry is the individual claim’s Actions tab, preferred when possible. Other options depend on the form: WCAIS generation, an accepted EDI transaction, or hard-copy mail.
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Check the agency’s form-specific list before treating EDI as a complete filing. Pennsylvania identifies forms for which an EDI transaction by itself does not satisfy filing requirements. For some uploads, submit one form at a time so that each creates its own claim-history entry.
Keep claimant delivery distinct from agency filing
The Department states that a true and correct copy of information submitted through EDI or upload must still be provided to the claimant as required by applicable law, regulation, or policy. For example, the state says LIBC-751 suspension/modification notices must use the newest version, be signed and dated, and reach both the claimant and Bureau within seven days of the effective date. The relevant EDI acceptance must precede that notice workflow. Track the EDI event, Bureau filing, and claimant delivery separately rather than treating one submission as proof of all three.
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Texas: validate TXCOMP uploads and SFTP files differently
TXCOMP portal uploads
The Texas Department of Insurance says any workers’ compensation system participant can upload documents through TXCOMP, including medical reports, insurance forms, hearings documents, appeals, and other DWC forms. A user creates a TXCOMP profile to upload documents and receive a printable receipt. Portal files may be Word, Excel, read-only PDF, or TIFF; each must be under 10 MB. Filenames must be under 60 characters and must not contain the characters prohibited by the agency. Validate those constraints before upload and retain the receipt with the filing record.
DWC secure SFTP exchange
DWC also offers a secure SFTP process for Austin carrier representatives, insurers, and other professional organizations. It uses To_DWC and From_DWC folders, accepts read-only PDFs, stamps files with the date received, and returns a copy. Some filing groups receive a daily Excel acknowledgment. DWC publishes naming standards and asks organizations seeking access to contact the agency with company and contact details. Confirm the naming convention and acknowledgment behavior for the document group you plan to send; the portal’s file limits should not be assumed to describe the separate SFTP channel.
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Colorado and Alabama: treat access and release changes as gates
Colorado EDI 3.1
Colorado’s state Online Filing of First Reports page reports that Verisk began accepting only EDI 3.1 filings on July 9, 2026, and points stakeholders to vendor EDI resources. The state also describes webinars about transition to CoComp. Before changing a production adapter, verify the current state page and linked technical requirements, including the applicable test status and transition details.
Alabama trading-partner relationship
Alabama’s EDI page describes a trading partner as a business entity that has established a relationship with the Workers’ Compensation Division to report claims electronically. The page identifies insurers, self-insureds, TPAs, and servicing agents or vendors as possible senders. That description supports checking partner onboarding and authorization as part of implementation; it does not establish that every vendor is approved. Confirm current requirements with the Division.
A deployment checklist for state adapters
- Inventory the forms and transactions. Build a state/form matrix that records the permitted channel for each item and whether an EDI transaction fully satisfies the filing requirement.
- Model prerequisites and ordering. Represent claim creation, required prior transaction acceptance, later form attachment, and claimant delivery as distinct dependencies.
- Complete access and testing gates. Confirm portal profiles, trading-partner relationships, SFTP access, test approval, and production credentials for the selected channel.
- Validate the payload before transmission. Enforce the state’s current schema, release, file type, size, naming, form version, and reason-code rules. Do not infer that one channel’s constraints apply to another.
- Reconcile agency responses. Store receipts, acknowledgments, rejections, and claim-history identifiers where the agency provides them. Define who resolves a missing or rejected response.
- Record service separately. Where claimant or other-party copies are required, retain delivery status and evidence independently of the agency filing response.
- Maintain an exception path. Preserve supported paper or separate-upload processes for forms that are outside an electronic transaction’s coverage or otherwise require a distinct route.
- Version the implementation. Track form and schema revisions, state EDI releases, effective dates, and vendor transition notices. Reconfirm these against the agency’s live technical guide before production changes.
Scope of this cross-state guide
This overview covers agency procedures identified for New York, Pennsylvania, Texas, Colorado, and Alabama; it is not a complete inventory of every state’s 2026 forms, deadlines, or EDI specifications. State pages and technical requirements can change. For each deployment, confirm the target jurisdiction’s current form list, channel coverage, release, testing process, mandate dates, and service obligations with the responsible agency. The procedures cited here do not establish quantified time savings, error reductions, or adoption rates.
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