Understanding RFA‑1 Workers' Compensation in New York

What is the RFA‑1 form?

The RFA‑1, also known as the "Employer's First Report of Injury," is the initial paperwork an employer in New York must submit to the Workers' Compensation Board (WCB) when an employee reports a work‑related injury or illness. It triggers the state's benefits process, establishes the employer's liability, and creates a record for any future disputes.

When must it be filed?

New York law requires the RFA‑1 to be filed within 30 days of the employer learning about the injury, unless the employee is unable to return to work because of the injury, in which case the deadline shortens to 10 days after the employee's last day of work. Missing these deadlines can lead to penalties, including fines and loss of the employer's exemption from certain insurance requirements.

Key information required

The form asks for details that fall into three categories:

• Employee data – name, address, Social Security number, and job title.
• Injury specifics – date, time, location, description of the incident, and body parts affected.
• Employer information – name, address, NYS ID number, and the name of the person filing the report.

Accurate, complete entries reduce the chance of a claim being denied or delayed.

Filing process

Employers can submit the RFA‑1 electronically through the WCB's online portal or by mail using the paper form. The electronic route offers immediate confirmation and a tracking number, which is useful if the claim is later audited. When filing by mail, send the completed form to the Workers' Compensation Board, Office of the Executive Director, 80 Centre Street, New York, NY 10007.

Eligibility and coverage

All private‑sector employers in New York, as well as public‑sector entities that are not covered by a collective bargaining agreement, must use the RFA‑1 for any work‑related injury or occupational disease. Independent contractors who are deemed employees for workers' compensation purposes also fall under this requirement.

Common pitfalls

Several frequent errors cause delays:

• Late filing: Even a single day past the deadline can trigger penalties.
• Incomplete injury description: Vague language ("hurt arm") may be rejected; specify the exact nature of the injury and how it occurred.
• Missing employee consent: The employee must sign the form, confirming the accuracy of the information.
• Incorrect NYS ID: Using an outdated or wrong employer identification number can stall processing.

Addressing these issues at the time of filing helps keep the claim moving.

Impact on benefits

Once the RFA‑1 is accepted, the WCB assigns a claim number and notifies the employee's health‑care provider and insurance carrier. The employee becomes eligible for medical treatment, wage replacement, and, if needed, vocational rehabilitation. The employer's insurance carrier uses the claim number to coordinate payments and monitor the case.

Best practices for employers

To streamline RFA‑1 handling, consider these steps:

• Designate a single point of contact—often an HR manager or safety officer—to receive injury reports.
• Maintain a standardized injury‑report template that captures all required data before transferring it to the RFA‑1.
• Train supervisors on the 30‑day deadline and the importance of obtaining the employee's signature promptly.
• Conduct a quarterly audit of filed RFA‑1s to verify accuracy and compliance.

Resources and further reading

The New York State Workers' Compensation Board provides a detailed RFA‑1 instruction booklet, sample forms, and an FAQ section on its website. Employers can also consult a workers' compensation attorney for complex cases, such as claims involving multiple injuries or disputed causation.