Members’ MCIT Primary Contacts Play Key Role

Formed as a joint powers organization, each participating member of MCIT has an obligation to fulfill certain responsibilities to ensure the smooth, efficient and effective operation of the organization. This obligation requires that each member designate an individual to function as its primary contact for MCIT.

Central Contact for Important Information

The primary contact plays a key role as a gatekeeper and liaison between the member and MCIT. The duties of the primary contact are typically assigned to one person for the collection and distribution of important MCIT information regarding program administration, communications, loss control and risk management efforts.

Each member has the discretion to designate whomever in the organization it identifies as the best able to fulfill this important role. Although the duties could be delegated to others within the organization, it remains the responsibility of the primary contact to ensure that the work is being completed.

Functions of Primary Contact

The key functions expected from the primary contact include but are not limited to the following:

• Serve as the point of contact for MCIT communications (e.g., Important Announcement emails, webinar notices, training notices) including sharing the information with staff and the governing board
• Serve as the point of contact/gatekeeper for loss control and risk management issues (e.g., questions regarding coverage, requests for training)
• Complete (or coordinate) the annual workers’ compensation payroll audit (January)
• Ensure the timely payment of the organization’s annual contribution to MCIT (January)
• Participate in MCIT’s annual coverage update webinar (January)
• Complete (or coordinate) the annual risk assessment (March)
• Complete (or coordinate) the annual workers’ compensation payroll estimate (April)
• Serve as the point of contact for MCIT election and voting delegate information (November)
• Receive and retain the annual MCIT Coverage Document (December)
• Maintain (or coordinate but ensure) property and automobile schedules and the electronic data processing inventory remain current, which includes submitting changes in a timely fashion to MCIT (ongoing)
• Coordinate the submission of all property and lliability claims to MCIT (ongoing)
• Ensure the timely payment of deductibles for covered claims (as needed)
• Inform MCIT of changes in key staff and elected officials (as needed)

Guide for Member’s Obligations

MCIT’s Data Reporting Cycle: Know Your Responsibilities offers a month-by-month quick reference to a member’s obligations for reporting data to MCIT, as well as when MCIT provides key information to members throughout the year.

MCIT Standard Practices

As a matter of practice, MCIT sends all invoices and dividend notices to the county auditor and/or finance manager unless directed otherwise by the member. In some instances for smaller members (e.g., agricultural societies or historical societies), this information is sent to the primary contact.

For purposes of workers’ compensation, the supervisor and employee call the Workplace Injury Hotline at 1.833.523.0277 at time of injury (not for emergencies) from which MCIT generates the workers’ compensation incident notice (i.e., First Report of Injury).  When the employee has already sought medical attention, submit the workers’ compensation incident notice through the member portal.

The primary contact may designate a different person to be the gatekeeper for workers’ compensation claims. Given the nature of these claims, MCIT’s workers’ compensation team works with the employee, the employee’s supervisor and whoever is responsible for human resources and/or payroll. Only when the primary contact is one of these contacts will he or she be involved on a routine basis.