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Substance Use Recovery and Workplace Safety Program FAQs

Find answers to commonly asked questions.

Employer Eligibility

How does an employer know if it's eligible to participate in this program?

Employers who have workers' compensation coverage through BWC, are current on BWC obligations, have active or reinstated coverage are eligible to participate. Employers can check their account balance and coverage status online.

Are there any employers who are specifically ineligible to participate?

Yes, the following types of employers are not eligible to participate in the program:

  • Employers who do not have workers’ compensation coverage through BWC, are not current on their BWC obligations, or do not have active or reinstated coverage.
  • Self-insuring employers.
  • State agencies, including state institutions of higher education and state hospitals.
  • Client employers of Self-Insuring Professional Employer Organizations (SI PEOs) that report payroll for workers’ compensation purposes under the SI PEO’s policy number.
  • Client employers of Self-Insuring Alternate Employer Organizations (SI AEOs).

If an employer has multiple locations in multiple counties, should they submit their reimbursement request to BWC or the county alcohol, drug addiction and mental health (ADAMH) board?

The employer should submit their request based on the location of the physical address listed with their workers’ compensation policy.

Program Requirements

Am I required to hire or employ someone in recovery to receive any of these benefits?

No, but BWC encourages employers to consider that, according to the National Safety Council, 75% of adults with a substance use disorder are in the workforce and that 1 in 12 workers have an untreated substance use disorder. One of the best recovery tools for addiction is a job.

Am I required to receive special training to work with people in recovery?

No, but BWC encourages participation in training to equip managers to lead employees in recovery.

Is an employer required to take advantage of other benefits available through SURWSP to be eligible to receive reimbursement for drug testing?

No, each reimbursable expense category is independent of the others. An employer may choose to seek reimbursement for as many or as few of the different categories as they want. For example, while an employer without a second chance substance use policy cannot request reimbursement for drug testing expenses, they can still request reimbursement for training or policy development expenses.

What qualifies as a “second chance” substance use policy?

To qualify for reimbursement of substance use testing costs, an employer must satisfy at least one of the following conditions:

  • The employer is currently participating in the Drug-Free Safety Program at the Advanced Level;
  • The employer’s written substance use policy clearly states that when an employee tests positive for substance use for the first time, the employer may offer referral of an employee for assistance with their substance use issue in lieu of termination; or
  • The employer’s written policy addressing substance use clearly states the employer may offer a second chance agreement to an employee testing positive for the first time in lieu of termination.

Can I quit this program at any time?

Yes, participation is voluntary.

Am I required to keep employees who fail drug tests?

Employers are not required to retain an employee who fails a drug test, though they are encouraged to work with the employee to get them assistance. The Drug-Free Safety Program’s guidelines regarding termination upon a failed drug test, however, still apply to employers participating in that program. 

Is participation in the Drug-Free Safety Program required to take advantage of SURWSP?

No. The Drug Free Safety Program and SURWSP are independent programs. Participation in one program is not required to participate in the other program.

Does the Substance Use Recovery and Workplace Safety Program reimburse for Hair drug test?

No.

Submitting Reimbursement Requests

How do I request reimbursement?

The process for reimbursement depends on the physical address of your business office. Please refer to the Substance Use Recovery and Workplace Safety Program page for instructions on how to request reimbursement.

What type of information do I need to provide with my reimbursement request?

See the Summary of Reimbursable Expenses for the supporting documentation for each expense category.

Do I have to keep any records regarding my request for reimbursement after I’ve been paid?

Yes. The employer must keep and retain for a period of three (3) years after reimbursement sufficient records, papers, and documents to fully substantiate the delivery, value, and appropriateness of goods and services for each reimbursement received through this program.

What counts as proof of payment?

The following items can be offered as proof of payment:

  • Cancelled check (front and back)
  • Detailed receipt of payment from the vendor
  • Banking record (statement or email verification of payment)
  • Credit card statement
  • Employer system generated payment information (ledger or payment record/warrant report)

The critical component for any proof of payment is the ability to clearly match the payment date, amount, and service provided back to the billing invoice from the vendor.

Do I have to fill out a separate SUR-2 reimbursement request form for each expense?

No, the SUR-2 form functions like a cover sheet. Reimbursement for multiple expenses and multiple types of expenses can be requested using one form. For example, if Employer A paid to have their substance use policy updated; completed annual substance use training requirements for their employees and supervisors; and, also had several drug tests performed, reimbursement for all those expenses could be requested using a single SUR-2 form, even if the vendors providing those services and the dates they provided them were all different.

The SUR-2 form says services cannot be bundled and that expenses must be itemized. What does that mean?

An example of a bundled expense is if an employer is charged one fee that covers a pre-employment physical, background check, and pre-employment drug test. If that expense were itemized so that the cost of each item was to be shown, the SURWSP program would reimburse for the drug test, which is an eligible expense, but not for the physical and background check because those are not eligible expenses. An itemized invoice is required to ensure all charges are reimbursed in accordance with the SURWSP policy.

Are there restrictions on getting reimbursed for drug testing?

Yes. The employer must have a "second chance" substance use policy to qualify for drug testing reimbursement.

Are there types of expenses that are not eligible for reimbursement under the program?

Yes. The program does not reimburse for indirect costs including, but not limited to, the following:

  • Paying in-house consulting, development, legal, or training staff.
  • Consultant, broker, third-party administrator (TPA), or consortium participation/membership fees.
  • Salaries or wages for staff conducting services or training.
  • Incidental expenses such as duplicating costs, training materials, room rental, equipment rental or purchase, food, or mileage.
  • Administrative fees and surcharges.
  • Late or cancellation fees.

How will I be reimbursed for expenses and when?

The process for reimbursement depends on the physical address of your business office. Please refer to the Substance Use Recovery and Workplace Safety Program page for instructions on how to request reimbursement.

Are there reimbursement caps?

Yes. The maximum amount reimbursed is different for each service. Please refer to the summary of reimbursable expenses. Annual cost calculated based on the state’s fiscal year (July 1 – June 30).

Can an employer participating in the Drug-Free Safety Program use this program to get reimbursement for meeting the requirements of the Drug-Free Safety Program? 

Yes.

My mailing address and physical address are different. Which one should I use to fill out the reimbursement request form?

Please use the physical address. However, the address you enter on the form must match the address used to register the company for its Supplier ID on the Supplier Portal.

Supplier ID and Supplier Portal (Employers in BWC Reimbursement Counties Only)

The reimbursement request form asks for a Supplier ID. What is a Supplier ID?

The Supplier ID is typically a five- or six-digit number and is assigned to any organization or individual who has registered as a Supplier with the State of Ohio so that they can receive funds from the state (e.g., grants, payment for goods and services, or reimbursements).

How do I know whether I need to fill in the Supplier ID box on the reimbursement request form?

The process for reimbursement - including use of the Supplier ID - depends on the physical address of your business office. Please refer to the Substance Use Recovery and Workplace Safety Program page to determine your location and the corresponding reimbursement process.

If the physical address of your business office is in a BWC reimbursement county, your reimbursement will be directly through BWC and your Supplier ID must be provided. Your reimbursement request cannot be processed for payment without one.

If the physical address of your business office is in an ADAMH  county, your reimbursement will be through the Alcohol, Drug Addiction and Mental Health (ADAMH) Board that serves your county, and you do not have to provide a Supplier ID. Contact information for these ADAMH Boards can be found here.

Is the Supplier ID the same as an OH|ID?

No. The Supplier ID is assigned to the company or organization by registering through the Supplier Portal. An OH|ID is a unique eight-digit user ID and is used by individual users to securely access multiple state applications with a single user ID and password.

What is OH|ID?

OH|ID is the official identity management solution for the State of Ohio's online government services. OH|IDs are assigned to individual persons and function like a unique login name. Users with an OH|ID account will be able to securely access multiple state applications with a single user ID and password. 

How does my employer register for a Supplier ID?

Employers may register as a Supplier using the Supplier Portal. To obtain a Supplier ID number, please complete the following steps:

  1. Go to the Supplier Portal and register for an OH|ID by creating an account with a username and password that can be used for the Supplier Portal. Click on “Sign up” or “Create new account” to set up an account in OH|ID.

OH|ID is the official identity management solution for all State of Ohio systems. Your OH|ID can be used to access a variety of the State’s online applications. It delivers a secure and private experience for users during online interactions with the State.

  1. Using your OH|ID username and password, access the Supplier Portal to request a Supplier ID number. During the registration process, you will enter your business information (business name, tax ID number, address, contact information, and banking information) for direct deposit of your funds.
  1. After you complete your online registration, you will see a page that will provide your registration ID. Please keep it for your records, or when communicating with Ohio Shared Services.

*** Please note, your registration ID is NOT your Supplier ID.***

  1. Please allow up to 10 business days for the Ohio Office of Budget and Management to review your submission. Upon successful review and setup, you will receive an email with your permanent Supplier ID

Please click here for a video tutorial on the registration process.

My business is registered with other state websites/systems (Ohio Business Gateway or Ohio Buys). Is the Supplier ID  different?

Yes, a supplier is any organization or individual who has registered as a Supplier with the State of Ohio so that they can receive funds from the state (e.g., reimbursements, grants, or payment for goods and services). Registration as a Supplier occurs through the Supplier Portal, not through other state websites or systems.

The instructions for my county say I need to register as a supplier with the State of Ohio. What is a supplier and why do I need to register as one?

A supplier is any organization or individual who has registered with the State of Ohio so they can receive funds from the state (e.g., reimbursements, grants, or payment for goods and services). BWC cannot reimburse you unless you are registered as a Supplier.

What is the Supplier Portal?

The Supplier Portal is a self- service application that provides suppliers access to register with the State.

Who manages the Supplier Portal?

The Supplier Portal is not managed or operated by BWC. It is managed for all state agencies by the Ohio Office of Budget and Management as part of Ohio Shared Services. 

Who can I contact if I need assistance with the Supplier Portal?

The Supplier Portal has an online Help Center with answers to many common questions. 

The Supplier Portal also includes several job aids containing detailed instructions on using the Portal which can be accessed through the portal's Help Center

Additional questions about the Supplier Portal can be directed to the Ohio OBM Shared Services contact center at OBM.SharedServices@OBM.ohio.gov or 1 (877) 644-6771, Monday – Friday 8:00 AM – 5:00 PM.

Virtual office hours are available on Tuesdays and Thursdays to provide personal registration assistance and can be scheduled by visiting the Supplier Portal online Help Center’s FAQ section

Is my employer already registered as a supplier with the State of Ohio?

The Supplier Portal contains a tool called “Find My Business” that allows you to look up your organization by TIN/EIN or by company name. Use this tool to determine if your organization is already registered. Additionally, if you begin a registration and the TIN/EIN is already registered, the system will notify you.

My organization has completed registration. What are the next steps?

Upon completing the registration, you will receive an email confirming your submission and your temporary registration ID. This temporary registration ID is not your Supplier ID. The State will review your registration within 10 business days. Upon approval of your registration, you will receive a follow up email with your permanent Supplier ID. Please keep the Supplier ID for your records.