Just for Agents

Agent FAQs

Any licensed agent can write with Texas Mutual. We encourage you to sign up with us so we can get to know you and better serve you and your clients. To get registered with us, we will need the following:

Send the information to us by:

  • Email: agents@texasmutual.com
  • Regular mail: Texas Mutual Insurance Company, P.O. Box 12058, Austin, TX 78711-2058
  • Overnight mail: Texas Mutual Insurance Company, 2200 Aldrich St., Austin, TX 78723-3474, or
  • Fax: (512) 224-6790

It takes about two to three business days to process a new agent application. Once we have you set up in our system, we'll contact you with your assigned agency code and share more information about how you can get the most out of Texas Mutual for your clients.

New users in your agency can use our agent self-enrollment feature. If you have a self-administrator set up on your Texas Mutual Online account, your self-administrator can also add or remove users. 

We offer marketing materials to help you share Texas Mutual's benefits and programs with your clients.

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 in order 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:

  • Name of the new agent and their Texas Mutual agency code
  • Contact information for the new agency
  • Policyholder's signature and the date 
  • Effective date of the change

Requests can be sent by:

  • Mail: Texas Mutual Insurance Company, P.O. Box 12058, Austin, TX 78711-2058
  • Fax: (800) 359-0650
  • Email: apps@texasmutual.com Please include "AOR" in the subject line.

Online account management

If your agency is already established with Texas Mutual, you should have one individual designated as a self-administrator on the account. That individual can add or remove users, or you can use our agent self-enrollment feature. If you are looking to get set up with Texas Mutual, visit Getting started

Create an account

You can reset your password. You can also give us a call at (800) 859-5995 or email information@texasmutual.com and we can help you access to your account.

You can use our Internet Quoting tool to review and create submissions, make a payment on a quote, view your clients' loss runs, dividend history, billing and payment details. And, you can view safety resources available to your client.

Log in to Texas Mutual Online

Create an account

Your clients' online experience is very similar to what you see as an agent. They can find policy information, report an injury, find claim details, view network and pharmacy options, submit payroll reports (if applicable), access free safety resources, view billing/payment details and more.

Policyholders who are new to Texas Mutual will be invited to create a Texas Mutual Online account through our guided account setup. To help ensure new policyholders are included in onboarding communication, agents should include their client's email address during the quoting process. The email campaign will begin shortly after a quote is bound with us.

Your client can also create an account by selecting the option on the login screen. They will need to provide basic information such as their FEIN, policy number, name, phone number, role at their company and email address.

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You can submit an application online using our Internet Quoting tool, or you can send applications by email, fax or mail. You'll need to register with us before you can submit an application. See how to sign up with Texas Mutual.

Using our Internet Quoting tool is the fastest way to get your submission to us. Log in to get started on a new application. You'll need to provide information such as your client's FEIN, industry class codes, NAICS/SIC codes, loss experience and estimated payroll.

You can also submit an ACORD 125 or 130 and supporting documentation by:

  • Email: apps@texasmutual.com (We’ll confirm receipt within eight business hours.)
  • Fax: (800) 359-0650
  • Mail:
    Texas Mutual Insurance Company
    Attn: Underwriting
    P.O. Box 12058
    Austin, Texas 78711-2058

Applications sent by email, mail or fax must include:

  • A fully completed ACORD® 125/130 application
  • Four years of currently valued loss history (if no prior coverage, send a recap of losses)
  • Four years of premiums and payroll
  • An experience modifier worksheet (if applicable)
  • Physical address and ZIP code of each location
  • The number of employees at each location and the shifts they work
  • A cover letter telling us anything noteworthy about the account that will help in our underwriting evaluation

If you are submitting a PEO client, please include this additional information:

  • A copy of the PEO contract
  • Names and dates of all prior PEOs the client has had contracts with
  • Class codes and payrolls for all of the client’s employees and co-employees

We partner with Argonaut Insurance to provide our existing policyholders with coverage for their business in other states. Agents can request a quote for Other States coverage by completing the ACORD 130. (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.)

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

Applications can be submitted by:

  • Mail:

Texas Mutual Insurance Company
Attn: Underwriting,
P.O. Box 12058
Austin, TX 78711-2058

The North American Industry Classification System (NAICS) codes and Standard Industrial Classification (SIC) are two different coding systems that classify businesses based on industry. We use these in the underwriting process to help us understand your client’s business, which allows us to better serve them.

NAICS and SIC codes are different from the class codes that we use from the National Council on Compensation Insurance (NCCI), which is the industry standard for classifying businesses to price workers’ compensation.

You can search NAICS and SIC codes by industry type using our Internet Quoting tool during the application process.

Our Internet Quoting tool makes it easy to find the right class codes for your clients. We use codes from the National Council on Compensation Insurance (NCCI) to classify businesses. You can learn more about class codes at ncci.com or contact your underwriter.

Your client's experience modifier, also known as an e-mod or EMR, is a numerical factor that divides a company’s historical estimated exposures and actual experience. It is used as a factor in calculating premium.

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 above average experience receives a credit rating, while an employer with below average experience receives a debit rating.

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.

Many applications qualify for automatic quotes through Internet Quoting. If the submission does not qualify, it is automatically submitted to an underwriter for review and we will process the submission within 15 to 20 days.

Agents can bind a quote online using the Internet Quoting tool, or your clients can make an online payment to bind coverage. Clients should have their quote number, FEIN and email address to make a payment online.

You can update an existing submission using the requote option in the Internet Quoting tool.

Log in

An agent of record on a policy can retrieve loss runs for Texas policies by logging in to Texas Mutual Online and clicking Loss Runs and Claims in your Book of Business. You can download Other States loss runs by visiting Argonaut Insurance or you can also download in an Excel format through Texas Mutual Online.

You can also call us at (800) 859-5995 or submit a request via:

If you are not the agent of record, you will need to submit a dated Letter of Authorization (LOA) on the policyholder's letterhead by one of the methods previously listed. The letter must not be more than 90 days older than the request.

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  • Online: texasmutual.com/pay
  • Mail: Texas Mutual Insurance Company, P.O. Box 841843, Dallas, TX 75284-1843
  • Overnight delivery: Texas Mutual Insurance Company, 2200 Aldrich St., Austin, TX 78723-3474
  • Wire transfer: Contact Texas Mutual at (800) 859-5995 for more information

We also offer autopay for eligible policyholders. 

  • Online payments, using Automated Clearinghouse (ACH) transactions, from your checking or savings account – Make a payment
  • Checks by mail
  • Wire transfers
  • Money orders and cashier’s checks

Note: Credit card payments are not accepted at this time.

Eligible policyholders can sign up for autopay by accessing the billing screen in their Texas Mutual Online account and selecting the Set up autopay link. With their permission, we’ll draft the amount invoiced to them on the invoice due date from the bank account they’ve set up.

Eligible policyholder can enroll after their coverage is bound and they have created their Texas Mutual Online account.

Policyholders can unenroll from autopay at any time.

Agents can see if their client has selected autopay in the billing information in their Texas Mutual Online account.

If a policyholder is enrolled in autopay at the time of an invoice due date, the payment will be processed through autopay. This includes monthly or quarterly installments, payroll reporting, policy changes and final audit payments. 

At this time, policy renewal payments are not processed through autopay. Agents or policyholders can still make a renewal payment by check or one-time payment.

Policyholders who are on agency billing, have a past due balance or are on a collection payment plan are not eligible for autopay. Some policyholders with other states billing may not be eligible for the feature at this time.

We process and bill policy changes as we receive them for our customers who pay in full or are on installment billing. To simplify billing for our payroll reporting customers, we invoice policy changes with the final audit.

Your client’s payment options depend on various factors such as industry. They may qualify for one of three payment options.

  • Pay in full: Customer pays their estimated premium in full by policy effective date.
  • 12-month installment billing plan: 12-monthly installments with first payment due by policy effective date.
  • Payroll reporting: If your client is in an industry where payroll tends to change a lot, they may be enrolled in a payroll reporting plan, which allows us to confirm workforce size and status as it fluctuates.

Commission is paid based on your client’s estimated premium. You will receive a commission statement each month, and if applicable, a commission check will be included. We currently do not offer direct deposit for commission checks.

All commissions are adjusted at final audit based on earned and paid premium. We will not pay you a commission for earned premium that is paid as a result of collections or other civil actions.

If a final audit increases the estimated premium, we will pay commission or invoice for the difference in commission after the audit is billed and collected from your client.

If a policy change results in a change in estimated premium, we will pay commission or invoice for the difference at the point in time.

To receive a commission, agents must be in good standing with Texas Mutual and the Texas Department of Insurance. We also require a W-9 and a copy of the agent’s license.

Get started with Texas Mutual

You waive any right to a commission on earned premium if payment is made: 1) as a result of a criminal or civil action; 2) as a result of third-party collection efforts on our behalf; or 3) more than 90 days after the due date.

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An endorsement is a written change attached to a policy to add or remove specific insurance coverages. In workers' comp insurance, the most common endorsements are officer/owner exclusions, notice of material change, waiver of subrogation, and alternate employer endorsement.

Learn about how we bill policy changes in the Billing FAQ.

This endorsement allows named individuals who are qualifying sole proprietors, owners, partners or officers to choose to be excluded from workers' comp coverage.

Sole proprietors and partners can choose to be excluded from workers' compensation coverage as long as they have employees.

Details: Insureds should provide the names and titles of those wishing to be excluded. If they choose to be included, their payroll must be listed at the flat rate based on the state average weekly wage calculation. This rate is updated effective each October 1. Because Texas is a community property state, we also need to know if the spouse of a partner works in the business. If so, the spouse may choose to be excluded or included.

Corporate officers must have at least a 25% ownership interest in the insured entity and be named as an officer in the company's bylaws to qualify to be excluded. A corporate executive officer of the named insured with less than 25% equity ownership in the named insured may be excluded from coverage at the insurer's option.

Texas Mutual needs the name, title and ownership percentage of each officer. If officers of a corporation choose to be included, you should supply their total payroll. We will determine the amount to be used based on minimum/maximum rules set by the state.

Federal law specifies that there are no owner, partner or officer exclusions available for longshore and Jones Act/maritime endorsements.

Fee determination and calculation: No charge. Payroll for any excluded, named individuals will not be included in premium calculations.

A notice of material change endorsement is a request for the carrier to provide advance notice of material change, such as cancellation or reinstatement of a policy to a third party.

Details: The name and complete mailing address of the third party are needed. We will provide up to 30 days' notice.

Fee determination and calculation: No charge.

A waiver of subrogation endorsement is a request for the carrier to forego its statutory right to recover the cost of claims from third parties who are legally liable. The endorsement can be specific or blanket, and the insured must choose one at policy inception.

Details: For specific waivers, the name and complete mailing address of the third party, as well as the payroll and class codes applicable to work done for the third party, are needed. Specific waivers will need to be requested for each applicable policy period. For blanket waivers, no specific information is needed. Blanket waivers will carry over to the next policy period, for your review.

Waivers of subrogation do not apply automatically to all third parties. The insured must have a written contract with the third party requiring a waiver of subrogation, or we preserve the right to recover. 

Fee determination and calculation: For blanket waivers, a fee of 2% of the policy premium is assessed before any credits/debits. Specific waivers incur a fee of 5% of the premium associated with the payrolls/class codes for the work to be done at that job site.

The alternate employer endorsement is used when the policyholder (named insured) has agreed to provide workers' compensation and employers' liability coverage for claims made by their employee against a "special" or "temporary" employer (called the alternate employer for the purpose of this endorsement).

Details: Attachment of the alternate employer endorsement to the policyholder's workers' compensation policy eliminates the possibility that the alternate employer might be held accountable for payment of workers compensation benefits to the policyholder's employee. It accomplishes this by specifying that the policy will apply to employees injured while working for the alternate employer as though the alternate employer were an insured under the policy, and that the insurer will not ask the alternate employer's insurer to share in a loss covered by the endorsement.

This endorsement does not provide workers' compensation coverage for the alternate employers' employees. The coverage provided by the endorsement is not intended to satisfy the alternate employer's duty to secure its obligations under the workers' compensation law, and the carrier is not required to file any such evidence with the workers' compensation regulatory authority.

Fee determination and calculation: No charge.

You can submit a policy change online by logging in to Texas Mutual Online and going to your Book of Business. Once there, follow these steps:

  1. Select a policy
  2. Select Policy Change in the action drop-down box and click GO
  3. Click on Request Policy Change
  4. Complete the form and click submit

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.

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Your client should report all on-the-job injuries to Texas Mutual the same day they occur, if possible. The law allows employers up to eight days to file the Employer's First Report of Injury or Illness; however, the sooner your client reports the injury to us, the sooner we can help with the claim.

If your client does not file an initial report of injury within the eight-day period, your client waives the right to reimbursement for voluntary payments.

Your client should log in to Texas Mutual Online and select Report Injury to open a claim with us.

During the quoting process, you can enroll your client in our health care network called WorkWell, TX. Your client will receive a 12% discount on their premium and they will have access to our network of high-quality providers who are experienced in treating workers' compensation injuries and illnesses.

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.

Find a network doctor

Learn more about WorkWell, TX

A DWC-3 is an Employer's Wage Statement. This may be required for employers to fill out for an employee after an injury. Your client's adjuster will let them know if they need to complete a wage statement.

Your client can complete this form online by logging into Texas Mutual Online or they can download the DWC-3 from our forms page

Log in

You can help your client navigate the steps of a claim by directing them to our online resources, encouraging them to create a return-to-work plan and getting them in touch with our safety services team to help assess their safety program.

Policyholders can report injuries online and find network providers. Additionally, they can use their account to access free safety resources, loss run reports and claim details.

View safety resources

An injured employee should seek emergency care, if necessary. We also recommend using our medical network to find a doctor who is specialized in treating workers' comp injuries and illnesses.

Find a network doctor

We partner with Optum to help ensure that your client's employee gets the prescriptions they need.

Our First Fill Program allows injured employees to get the prescriptions they need even before a claim has been filed with Texas Mutual. Learn more about our pharmacy benefit manager or call the Optum help desk at (800) 964-2531.

Find a network pharmacy

If your client has an Other States policy, they can report injuries that occur outside of Texas directly to Argonaut Insurance by:

  • Phone: Call the number provided with Argonaut's policy (state-specific)
  • Online: Report to Argonaut
  • Fax: to (888) 329-3764

Visit Argonaut to view Other States claims kits, which give specific information about reporting requirements for each state.

We encourage policyholders to report these injuries directly to Argonaut, but they can also report them to Texas Mutual at (800) TX-CLAIM (892-5246).

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At the end of the policy period, a final audit will ensure that your client was charged the correct amount of premium for the coverage provided. If an adjustment is warranted, your client may receive return premium, be subject to pay additional premium or have no change at all.

Final audits occur either in person, over the phone or can be completed online. Our premium audit team is full of experienced and supportive specialists who walk your client through the process to make it as simple and easy as possible.

No, not all policyholders require a final audit. In fact, most policyholders with premiums less than $5,000 will have their audit waived.

Since workers' compensation premium is based on multiple factors including estimated payroll for the policy period, premiums will adjust over the life of the policy. A premium audit lets us determine if your client underpaid or overpaid for their premium.

You can help your client be prepared for a final audit by educating them that a final audit is part of the workers' compensation process. Additionally, your accuracy in the quoting process with class codes and volume of payroll within each class code can help minimize differences at the time of an audit.

Learn more about the types of records we request at final audit. We appreciate your support to make the final audit a smooth experience for all of us.

A premium auditor may request different types of financial records to complete their review of your client's estimated premium. Our appointment coordinators will let your clients know what they need for their audit, which may include the following:

  • Payroll records - Gross pay, overtime pay, tips, severance, etc. (By employee and class code)
  • Quarterly reports - State unemployment (TWC forms) or Fed 941
  • Amounts paid to subcontractors - Cash payments, written contracts, work orders, invoices, general ledger, check register, vendor reports, P&L, disbursement journal, etc.
  • Certificates of insurance - Proof of workers' compensation coverage for contractors (if applicable)
  • Owner/contractor controlled insurance programs (OCIP, CCIP, ROCIP) - Certified payroll for jobs covered by OCIP/CCIP, certificates of insurance covering OCIP/CCIP, etc. (if applicable)
  • For staff leasing, PEO and temporary employment agencies - Payroll information should be detailed by client
  • An auditor may also request additional records if they are needed to complete the audit. Part 5-G of your client's workers' compensation policy states: "These records include ledgers, journals, registers, vouchers, contracts, tax reports, payroll and disbursement records and programs for storing and retrieving data."

Our premium audit team will confirm the total amount of wages paid before any deductions. Payroll or remuneration is defined as money or substitutes for money per NCCI. Payroll includes gross wages (wages or salaries), commissions, bonuses, holiday pay, vacations, sick leave, value of any other remuneration or substitutes for pay (housing, lodging, meals, etc.) and more.

Payments made to uninsured subcontractors who are deemed not independent (based on Texas Labor Code tests) are also included.

Wages paid to terminated employees during the policy period are included as well.

It's important to us to make sure that our audits are accurate. An audit can be disputed by submitting a dispute letter if you or your policyholder does not agree with the final audit findings. The dispute should include the specific reason(s) for the dispute, along with verifiable supporting documentation.

Disputes should be sent to:

  • finalauditdispute@texasmutual.com
  • Texas Mutual Insurance Company, Attention: Premium Audit Dispute Unit, 2200 Aldrich St., Austin, Texas 78723-3474
  • Fax: (512) 224-6785

In accordance to the Texas Labor Code, officers, members, sole proprietors and partners are automatically included under their company's workers' compensation policy unless they elect to exclude themselves from coverage.

Texas uses a state-specific classification code for executive officers: Code 8809 – Executive Officers NOC – Performing Clerical or Outside Salespersons Duties Only. This classification is only applicable for officers of corporations and/or members of LLCs; therefore, sole proprietors and partners are not eligible for inclusion to this classification.

An executive officer of a corporation or a member of a limited liability company may elect to exclude him/herself if they have 25% or more ownership in the business. They are classified based on their actual job duties and their premium is based on payroll, subject to a minimum/max scale ($7,800 minimum and $62,400 maximum).

A sole proprietor or general partner can elect to exclude him/herself from coverage. Sole proprietors and partners (general or limited) are classified based on their actual job duties. Their premium is based on payroll, subject to a fixed amount of $61,000 (policies written on or after October 1, 2018). Spouses of sole proprietors or partners are also automatically included under their company's workers' compensation policy.

View our employer FAQ on premium audit to find the most common questions from policyholders.

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Individual dividends are paid in late June. Policyholders and their agents can log in to Texas Mutual Online and see whether or not they'll be receiving a dividend by mid-June. Policyholders should create an online account and request dividend access to view dividend information.

Early qualifier dividends are paid in November. We process safety group dividends throughout the year. Talk to the group's administrator to learn about dividends for a specific safety group.

Most policyholders will receive their check from Texas Mutual through the mail.

Texas Mutual can reissue dividend checks. Call us at (800) 859-5995 for more information.

In most cases, dividends are tax exempt, but employers should consult their tax professional.

Dividends are based on performance and therefore are not guaranteed. Texas Mutual has, however, distributed dividends each year since 1999.

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Payroll reporting

To submit a payroll report online, your client can select Report Your Payroll from the quick links on the homepage. View payroll reporting to learn more about what your client can expect. You can also read our employer FAQ on payroll reporting to find the most common questions from policyholders. 

Fraud

Workers' compensation fraud occurs when someone willfully makes a false statement or conceals information in order to receive benefits (claimant fraud), save money (employer fraud), or make more money (health care provider fraud). Read more about these types of fraud and what to watch for.

To report suspected fraud, you or your client can email fraudstoppers@texasmutual.com or call (800) 488-4488. Please include the following:

  • Name of individual, employer, health care provider, attorney or medical facility
  • The city in which they are located
  • Reasons you suspect fraud

Learn about reporting fraud to our fraud fighting team.

Read fraud FAQs

Miscellaneous

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.

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Ready to get started?

To start writing with Texas Mutual, all you need to do is register with us as a qualified agent to request a quote online.

Need professional support?

We're here to help you make your clients successful with workers' compensation from Texas Mutual.