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eFile on WCES

Overview

The Iowa Division of Workers' Compensation (DWC) requires the electronic filing (eFiling) of documents on the Workers' Compensation Electronic System (WCES).

You can eFile documents, track the status of your filings, review filings by other parties,  and receive documents and notifications from DWC.

Log in or Request an Account

You may log in or request an account on the WCES website. There is no cost to register.  a video on how to request an account, click here.

Quick Start Guide

Tybera has developed a Quick Start Guide to help users eFile on WCES.

Tutorial Videos

The following tutorial videos walk you through how to eFile on WCES. To view a video, click on the link:

Requirements for eFiling on WCES

To eFile on WCES, you need:

  • A computer with internet access and a browser. Internet Explorer (IE) version 9 or higher is recommended.
  • A current email address.
  • If you are an attorney, an AT Personal Identification Number from the Iowa Judicial Branch.

Most documents must be converted to a pdf (portable document format) before eFiling.

System Unavailability

System outages are posted on the DWC website. Notice of when the system will be down for maintenance will be posted on the WCES eFiling log-in page. If WCES is unavailable, please check back periodically.

If you are unable to meet a deadline due to a technical difficulty, file the document using the soonest available electronic or nonelectronic means. A filing is not timely unless DWC determines it to be timely.

Many legal issues are time sensitive and contain strict deadlines. If you are unsure about whether deadlines apply to your legal issue, you should seek immediate legal advice from an attorney. 

Support

For technical support, contact Tybera:

Email:    support@tybera.com

Phone:   1-801-226-2746, then press 8

Hours:  Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding federal holidays.

Tybera support is unable to give any legal advice relating to required documents or procedures before the agency.

eFiling Tips

DWC has created the following eFiling tips to help users avoid common mistakes that could lead to DWC rejecting a document:

All Documents

The following tips apply to all documents you eFile on WCES.

Use the correct party names.

You 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 DWC rejecting your document.

Use the correct DWC file number(s).

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

Sign your document.

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

Choose the correct document type on WCES.

When you eFile a document on WCES, you choose the document type. You should choose the correct document type from the list of types on WCES. Failure to choose the correct document type on WCES may result in DWC rejecting your document.

If you're an attorney, use your AT PIN Number.

DWC uses your AT PIN number to help it associate your cases with you. You should use your AT PIN number when eFiling on WCES to help ensure that you're associated with all of your cases on the system.

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

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

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Using the Correct File Number When eFiling

Use the correct FROI number when Efiling a Petition to initiate a new case on WCES.

WCES allows you to search for an existing case before eFiling a petition to initiate a new case on WCES. You should search by the claimant's name and last four digits of Social Security Number to search for FROIs filed before July 22, 2019, because DWC did not track employee date of birth in its pre-WCES case manager system (CMS). You 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 DWC CMS to track employee date of birth from those FROIs.

The WCES tutorial video, "Filing a New Case," and WCES User Guide show you 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:  

  • Original Notice & Petition (Form 100)
  • Original Notice & Petition Concerning Independent Medical Examination (Form 100A)
  • Original Notice & Petition Concerning Vocational Rehabilitation Program Benefit (Form 100B)
  • Original Notice & Petition Concerning Application for Alternate Care (Form 100C)

If you fail to use the correct file number when eFiling a petition on WCES, DWC may reject your filing.

Check the Case information on WCES Before eFiling Your document on WCES.

Log in on WCES and check the case information before eFiling your document on WCES. This will help you to make sure that you eFile your document under the correct file number on WCES.

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 your 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: 

  • Answers
  • Amendments to pleadings
  • Appearances
  • Motions
  • Pre-hearing filings
  • Post-hearing filings
  • Settlement documents

If you fail to use the correct file number when eFiling a document to an existing case on WCES, DWC may reject your filing.

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

The file number you put in the upper right of the caption on your document should match the file number in the WCES case information.

If the file number on your document does match the WCES file number, DWC may reject your 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 your 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: 

  • Answers
  • Amendments to pleadings
  • Appearances
  • Motions
  • Pre-hearing filings
  • Post-hearing filings
  • Settlement documents

If you fail to use the correct file number when eFiling a document to an existing case on WCES, DWC may reject your filing.

Make sure you eFile Your document under the correct WCES file number.

You should eFile your document on WCES under the same file number that is on your document. If you eFile your document on WCES under a file number that differs from the file number on your document, DWC may reject your filing.

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Form 100, Original Notice & Petition

Do not efile a confidential information form with a petition on WCES.

Prior to implementation of WCES, DWC 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 you eFile a claimant's confidential information form with your petition on WCES, DWC may reject your filing.

Do not eFile a release of records form with a petition on WCES.

A release of records form is not required when eFiling a petition on WCES. If you eFile a release of information form with your petition on WCES, DWC may reject your filing.

eFile a petition for each alleged date of injury, unless you're alleging a cumulative injury.

DWC will not approve a petition if the eFiled PDF containing the petition includes more than one petition. If you are alleging multiple date(s) of injury, you must eFile a separate petition for each alleged date of injury unless you explain in Paragraph 4 of your Form 100, Original Notice & Petition, that the alleged injury is cumulative.  If you eFile a PDF that contains multiple petitions, DWC may reject your filing.

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. If you eFile a petition with no boxes checked, DWC may reject your filing.

eFile to the correct file number.

When eFiling a Form 100, Original Notice & Petition, you must eFile to the correct DWC file number. If you eFile a petition under an incorrect DWC file number, DWC may reject your filing.

Identify the correct parties.

Make sure that your petition identifies the correct claimant, employer, and insurance carrier (if any). If you eFile a petition that incorrectly identifies a party, DWC may reject your filing.

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Settlements

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

eFile your settlement documents under the correct DWC 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 DWC file number(s).

If your settlement documents cover multiple DWC file numbers, you must eFile the documents under all of the DWC file numbers it covers. Failure to eFile your settlement documents under all of the DWC file numbers it covers will result in DWC rejecting your settlement documents.

eFile your settlement Documents as a single PDF for each settlement type.

A settlement may include multiple documents (e.g., the correct DWC form and attachments). If your settlement includes multiple documents, complete the correct DWC 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 DWC rejecting your settlement documents.

Combination Settlement

For a combination settlement, you must eFile each of the following completed DWC forms (and any attachments to each form) separately on WCES 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 DWC 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 DWC form and any attachments as one PDF and eFile the PDF on WCES to each file number.

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Appearances & Answers

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 Education & Training (VET) benefits, use the correct DWC form.

DWC requires you to use agency forms for certain filings. DWC has developed the following answer forms that must be used in certain types of case. If you fail to use the correct form, DWC may reject your filing.

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

eFile an answer or appearance concerning an application for alternate care on WCES.

DWC is required to issue a decision concerning an application for alternate care within ten 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 will ensure that you are associated with the case on WCES. In order to ensure that DWC calls you for the alternate care hearing, you should eFile an answer or appearance on WCES before the hearing and as soon as possible.

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

Choose the correct document type on WCES for your answer or appearance.

When you eFile a document on WCES, you choose the document type. You should choose the correct document type from the list of types on WCES for your answer or appearance. Failure to choose the correct document type on WCES may result in DWC rejecting your answer or appearance.

To amend an answer, eFile a motion to amend on WCES.

If you need to amend an answer, you should eFile a motion to amend on WCES. When eFiling a motion to amend an answer on WCES, 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, you must eFile to the correct DWC file number(s). If you eFile an answer or appearance under an incorrect DWC file number, DWC may reject your filing.

Identify the correct parties.

Make sure that your answer or appearance identifies the correct claimant, employer, and insurance carrier (if any). If you eFile an answer or appearance that incorrectly identifies a party, DWC may reject your filing.

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Exhibits

Redact or omit Protected information.

The Iowa Rules of Civil Procedure apply to cases before DWC. Rule 1.422 requires redaction or omission of protected information from filings, including exhibits. You must redact or omit protected information from all intended exhibits filed with DWC.

Follow the Uniform Guidelines on Preparation of Hearing Exhibits.

To aid attorneys and self-represented parties in the preparation of hearing exhibits, DWC developed the Uniform Guidelines on Preparation of Hearing Exhibits.

If questions or issues arise, Email your presiding deputy (with all opposing counsel and representatives of opposing parties cc'd).

If questions or issues relating to the Guidelines arise, email the presiding deputy, with counsel for and representatives of all opposing parties cc'd. Exceptions to the Guidelines may be granted on a case-by-base basis. Emailing the presiding deputy allows the deputy to consider your issue and, if appropriate, conduct a status conference to determine if an exception is warranted.

Example

After working together on joint exhibits, the parties have been unable to prepare joint exhibits under the page limit in the Guidelines. The parties should email the presiding deputy about their joint exhibits.

eFile your proposed hearing report separately.

Do not eFile your hearing report with your exhibits on WCES. You must eFile your hearing report as a separate submission from your exhibits. This allows the presiding deputy to issue an order approving the hearing report using WCES.

Note the size of your pdf files.

WCES only allows eFiling of documents below a certain size. If WCES rejects a PDF of intended exhibits because it is too large, you can:

  1. Check your scanner settings to reduce the resolution, and therefore the file size, of your scanned PDF; or
  2. Divide your exhibits into smaller PDFs and eFile the smaller PDFs on WCES.

Use the correct document type on WCES when eFiling intended exhibits.

In order to ensure that the presiding deputy is able to consider and act upon your intended exhibits, use the correct document type on WCES when eFiling them.

Identify which exhibits are contained in PDF docs eFiled as exhibits on WCES.

Identify which intended exhibits are included in the PDF you are eFiling on WCES.

Example No. 1

If you are eFiling a PDF that includes intended Joint Exhibits 1, 2, 3, and 4, identify that the PDF includes Joint Exhibits 1 through 4 when eFiling on WCES.

Example No. 2

If you are eFiling two PDFs of intended exhibits, identify that the first PDF includes Joint Exhibits 1 through 6 and the second PDF includes Joint Exhibit's 7 through 11 when eFiling on WCES.

Notify the presiding deputy when you efile amended exhibits.

If you eFile amended intended exhibits on WCES, notify the presiding deputy and all other parties with a description of how the amended exhibits differ from the initial exhibits.

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Filing When You Can't eFile on WCES

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 DWC has not granted you an eFiling exception, you may file a document by means other than eFiling when:

  1. Filing the document by means other than eFiling is necessary to prevent you from missing a jurisdictional or nonjurisdictional deadline; and
  2. 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:

Nonelectronic Means

Nonelectronic means of filing when you can't timely eFile are:

  • Hand-delivery to the DWC to:  150 Des Moines St., Des Moines, IA 50309
  • U.S. Mail to the DWC 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:

  1. A technical failure, including a failure of WCES; or
  2. 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

If you're unable to meet a nonjurisdictional deadline because of a technical failure in WCES, you must file the document using the earliest available electronic or nonelectronic means.

The DWC 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

You are not excused from missing a nonjurisdictional filing deadline because of problems attributable to the filer (such as telephone line problems, problems with your 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. DWC 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 DWC form. DWC encourages you to download the form and save it so that you can access it regardless of any issues with the DWC 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:

  1. You will not miss a deadline by waiting to file a document; and
  2. The DWC has not granted you an eFiling exception.

What should you do to be prepared for a situation when you can't eFile?

The DWC encourages filers to be prepared for situations in which you're unable to eFile by taking the following steps:

  1. Download and/or print the eFile waiver form so you have access to it when you have problems with your computer or internet. To view and download the form, click here.
  2. 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. To view, download, or print administrative rules, click here.
  3. Have a plan for filing by means other than eFiling based on your office's technology and location.
  4. Conduct periodic training on the plan so that all attorneys and staff know what to do.
  5. If possible, don't wait until the day of a jurisdictional or nonjurisdictional deadline to eFile a document on WCES. 

HYpotheticals

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 DWC. If granted, the exception would allow the attorney to file documents not subject to a jurisdictional or nonjurisdictional deadline with the DWC 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 DWC 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 DWC 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 DWC for approval.

The settlement documents are not subject to a jurisdictional or nonjurisdictional deadline. Therefore, the DWC 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 DWC, 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 DWC 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 DWC 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 DWC 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.

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