Getting started with Texas Mutual
Any licensed agent can write with Texas Mutual. To register with us, you’ll need to submit an agency application so we can create your Texas Mutual Online (TMO) account. Your application will not be saved until you submit, so complete all five steps and hit submit before closing your browser. You will not be able to save or reopen an in progress or incomplete application.
Before you get started on your application, we recommend you review what documents and information you’ll need to have on hand.
What you’ll need:
- Texas Property & Casualty (P&C) Agency License Number
- FEIN / Tax ID #
- Agency associations (if any)
- IVANS information (if applicable)
- Total Property & Casualty written premium from your previous year
- Written premium volume and loss ratio for your top three appointed companies
- A copy of your W-9 taxpayer identification form
- A copy of your Texas P&C license
You’ll need to provide contact details for someone who will manage your agency’s users in TMO (an account admin), as well as for each of these agency roles:
- Accounting contact
- Agency administration
- Principal/Owner
One or more people can fulfill these roles. For sole proprietor entities, you’ll need a Social Security number.
It takes about three business days to process a new agency application. Once we have you set up, we’ll email you an agency code and details on how to access your TMO account. The TMO account admin you appointed can add more users to your account.
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 value our agent partners and are your best resource for learning workers' comp.
Learn about workers' comp basics
Find upcoming education and training opportunities in your area
We offer marketing materials to help you share Texas Mutual's benefits and programs with your clients.
We offer many cost-saving programs and resources that help boost your retention.
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.
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 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.
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.
Quoting
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
- Fax: (800) 359-0650
- Email: apps@texasmutual.com. Please include "AOR" in the subject line.
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.
To obtain loss runs for a policyholder, log in to your Texas Mutual Online account, search for your client, and then select Claims and Loss Runs from the account details page. 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:
- Email: underwriting@texasmutual.com
- Mail: Texas Mutual Insurance Company, P.O. Box 12058, Austin, TX 78711-2058
- Fax: (800) 359-0650
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.
Billing and payments
- 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.
- Log in and select the Billing/Payments tab to view billing information, including current amounts due and billed invoices.
- New to Texas Mutual? Create a Texas Mutual Online account
- 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 that 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.
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.
Policy changes
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 through your Texas Mutual Online account. In most cases, you’ll be able to immediately receive the policy change to download and share with your client. To submit a policy change:
- Log in to your Texas Mutual Online account.
- Search for your client to access their account details page.
- Select Policy changes in the left menu and then select request policy change.
- Select the type of change and follow the steps to complete.
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.
If your client has a change in ownership, they will need to report that to Texas Mutual within 90 days. Watch our microlearning to see how to complete the form and notify Texas Mutual of the change.
In case of an injury
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.
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.
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.
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.
We partner with Optum to help ensure that your client's employee gets the prescriptions they need.
Our First Fill Program (English PDF, Spanish PDF) 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 (833) 4U-OPTUM, (833) 486-7886.
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).
Final audit
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 by phone, online, in-person or virtually. 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)
We need these documents for each covered client such as staff leasing, PEO and temporary employment agencies, if applicable.
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.
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 a fixed amount of $76,300 (policies written on or after October 1, 2023) or $72,300 (policies written on or after October 1, 2022). Please note that this fixed amount changes annually. Spouses of sole proprietors or partners are also automatically included under their company's workers' compensation policy, unless (like the sole proprietor or partner), specifically excluded by endorsement.
Yes, if your client’s audit is conducted by phone, online, in-person or virtually, they can upload their payroll documents online.
For phone, in-person or virtual audits, your clients can save time by uploading their payroll documents before their scheduled audit by logging in to Texas Mutual Online (TMO). This gives the auditor advanced time to review the documents and will speed up their time spent with the auditor. Your clients will receive an email ahead of their scheduled audit with instructions on how to start uploading their documents. If they are new to TMO, they can sign up and return to the email they received with instructions to continue uploading their documents.
For more information on document upload, see our employer FAQs.
View our employer FAQs on premium audit to find the most common questions from policyholders.
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
Dividends
Historically, we have paid dividends in June. In 2024, Texas Mutual distributed $350 million in dividends starting June 21.
We process safety group dividends throughout the year. Talk to the group's administrator to learn about dividends for a specific safety group.
Agents can view dividend information and amounts in their Texas Mutual Online accounts. We encourage you to share the good news with your clients.
Call us at (800) 859-5995 if you have any questions.
There are a lot of factors that we evaluate to determine who qualifies for a dividend. We look at your client’s safety record and their time with Texas Mutual to determine the safety and retention components of a dividend.
If your client qualifies for a dividend, they will receive a check from Texas Mutual through the mail. We do not currently offer direct deposit.
Historically, we have mailed dividend checks in June.
We want to make sure your client receives their dividend. Contact us at (800) 859-5995 if you need us to reissue a check.
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.
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.
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.