How can I learn more about using the VeriSource system?
Veriforce offers a VeriSource Administrator Training course on a quarterly basis. In this course, which is specifically designed for contractors, attendees learn how to efficiently administer the VeriSource system in order to support their company’s participation in clients’ programs to manage contractor compliance with OQ, drug & alcohol, safety, and/or insurance requirements. View our calendar of upcoming training courses to find a course and get registered.
My client told me to submit my safety program information to Veriforce. What do I need to provide?
The following types of safety information are required as part of our safety prequalification program:
- Safety statistics (OSHA 300/300A, vehicle, EMR)
- Supporting documentation for stats (OSHA 300/300A form, EMR)
- Safety policies and procedures
- Safety questionnaire
Where do I send my required safety program information?
You will enter or upload your safety stats, documentation, policies and procedures, and questionnaire by logging into VeriSource , our web-based compliance management software.
What happens if I choose not to submit my safety program information/participate in the Veriforce safety prequalification program?
In most cases, your company will not be eligible to do work for companies that partner with Veriforce to manage their contractor safety prequalification program.
What if I have fewer than 10 employees and therefore don’t do OSHA 300/300A reporting?
Within VeriSource, for each year you will enter your actual average number of employees for each quarter and then enter zeros for all of the OSHA 300/300A data fields in the template. Next, document on company letterhead that your company has fewer than 10 employees and is, therefore, not required to submit the OSHA 300/300A form. Have an authorized company representative sign this document and then upload it to VeriSource in place of the OSHA 300/300A forms.
How many years’ worth of OSHA 300/300A data do I need to provide?
You are required to provide your OSHA 300/300A data for the most recent three years.
What if I wasn’t in business for the past three years and therefore don’t have the required OSHA 300/300A data?
Within VeriSource, for each quarter in which your company was not in business over the past 3 years, you will enter zeros for all data fields. Next, document on company letterhead the date your company started and that you have not been in business for the past three years. Have an authorized company representative sign this document and then upload it to VeriSource in place of the missing OSHA 300/300A forms.
What if my company does not qualify for an EMR (or did not qualify during each of the past 3 years)?
You will need to request an official letter from your insurance provider that states that your company does not qualify for an EMR (or did not qualify during certain years). Within VeriSource, for each year your company did not have an EMR, you will enter a “1” in the EMR stats box. Next, under the Documents tab, you will upload the official letter from your insurance provider for each year in which your company did not qualify for an EMR.
What if my company does not track vehicle miles driven (or did not track this during each of the past 3 years)?
Within VeriSource, for each quarter your company did not track vehicle miles driven, you will enter all zeros for all rows in the Vehicle Statistics section of the template.
Why were my company’s safety statistics rejected?
Safety stats are most often rejected by Veriforce auditors because either:
- The data you input into VeriSource does not match the data found in the OSHA 300/300A form and/or the EMR documents that you uploaded OR
- The documents you uploaded were not the requested document type or they were for the wrong year
What happens if there is a problem with my submitted safety stats or policies?
If all required data and information is not accurately provided, or if your submitted policies do not satisfy your hiring client’s requirements, you will receive an email notification from Veriforce. You can then log-in to VeriSource to view specific comments from our auditors that will assist you in resolving any issues. You can also contact our team of safety professionals for additional help or guidance.
Why was one of my safety policies rejected?
Safety policies are most often rejected by a Veriforce safety professional because either:
- Your policy does not meet OSHA-required criteria; note that OSHA’s criteria for each policy are provided for your reference by clicking the “View Requirements” icon next to each required policy listed on the Policies page within the VeriSource safety application
- You failed to upload a policy, or the incorrect policy was uploaded
Why are my safety policies still showing as “incomplete” even though I’ve uploaded all of them to your VeriSource system?
Safety policies will most often show as “incomplete” because:
- One or more policies were not correctly saved when uploaded to VeriSource
- Policies are missing or were rejected upon review by a Veriforce safety professional
How does my company benefit from your review of my safety policies?
A Veriforce safety professional will review your company’s safety policies and procedures to ensure they meet the current minimum OSHA standards. During this review process, if he/she finds any issues, they will contact you through our VeriSource system or via phone and provide you with recommendations to resolve the issue and demonstrate compliance. Our professionals are committed to helping you improve your safety program to help ensure a safe working environment for your team.
How does the Veriforce program use NAICS codes?
Each year, OSHA publishes average safety stats for various industries using NAICS (North American Industry Classification System) codes. Veriforce uses these OSHA industry averages as a point of comparison as we calculate contractor safety scores. For example, a contractor’s TRCR may be 1.5 while the industry average TRCR for their NAICS code is .99. Since the contractor’s rate is over the industry average, they will not receive credit for that rate when calculating their safety score.
Why does my company have a low safety score? It looks like all of my required safety stats, documentation, and policies have been provided and approved.
Safety scores may be negatively impacted when:
- The OSHA statistical data entered by your company is out of line with average OSHA industry rates
- Your company has a high EMR (Experience Modification Rate)
- Your company designated an incorrect NAICS code in its profile within VeriSource, and therefore is being compared against the incorrect category of industry averages when calculating your safety score
After I submit my initial safety information to get set-up in the Veriforce program, what do I need to do to stay compliant going forward?
After your initial submission, the safety information noted below must be maintained in order to remain compliant. Veriforce will send you courtesy email notifications to alert you to any upcoming submission deadlines or new/revised policy requirements (due to updated OSHA standards):
- On a quarterly basis: You will input the most recent quarter’s safety stats (OSHA 300/300A and vehicle) for your company
- On an annual basis: You will upload the most recent year’s OSHA 300/300A form for your company
- Upon annual expiration: You will input/upload the current EMR for your company
- As required due to updated OSHA standards: You will upload new/revised safety policies and procedures
In addition to submitting our safety stats and policies, why is my company being required to undergo a desktop audit or field audit?
The Veriforce contractor safety prequalification program enables hiring clients to take a risk-based approach to managing their contractor requirements. Your hiring client is requiring you to undergo a desktop or field audit due to risk factors such as your company’s size or the type(s) of work you perform.
Can my company be exempted from a desktop or field audit requirement?
If you’d like your hiring client to reconsider their audit requirement for your company, please document on company letterhead the type(s) of work you perform and a brief explanation of why you believe the required audit services do not fit your company’s risk profile. Have an authorized company representative sign this document and email it to firstname.lastname@example.org. Veriforce will pass your documentation on to the hiring client that is requiring the audit service to see if they would like to reconsider their requirement for your company.
Does Veriforce offer any training courses to support compliant safety programs?
Veriforce offers our Safety Computer-Based Training (CBT) Library, which includes more than 80 pipeline-specific safety courses available in both English and Spanish. This library provides an excellent training resource to help companies improve their employees’ safety awareness, as well as satisfy the training requirements found in federal OSHA general industry and construction standards. See more information regarding the VeriSource Safety CBT Library here.