W.Cl.2 — Employer's Report of an Accident

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Source: Department of Employment and Labour

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How to Complete the W.Cl.2 Employer Accident Report in South Africa

The W.Cl.2 is the official Employer's Report of an Accident form used under the Compensation for Occupational Injuries and Diseases Act (COIDA), 1993. When an employee is injured at work, becomes ill due to workplace conditions, or dies on duty, the employer must complete and submit this form to the Compensation Commissioner within 7 days of the accident. This guide explains every section, what supporting documents to include, and the most common mistakes that delay claims.

Documents Required

  • Employer's registration number with the Compensation Commissioner (W.As.2 registration certificate)
  • Employee's South African ID document or passport number
  • Copy of the employee's latest payslip showing earnings breakdown (basic salary, allowances, bonuses)
  • First medical report from the treating doctor or hospital (W.Cl.4 form)
  • Police case number and station name (if the police investigated the accident)
  • Details of any witnesses to the accident

Step 1: Understand when to use the W.Cl.2

The W.Cl.2 must be submitted whenever an employee suffers an occupational injury, contracts an occupational disease, or dies as a result of a workplace accident. The employer must report the accident to the Compensation Commissioner within 7 days. Late reporting can result in penalties and delays in the employee's compensation claim.

Step 2: Complete the employer details (items 1-5)

Enter the employer's registered name with the Compensation Commissioner exactly as it appears on your W.As.2 registration certificate. Include the employer registration number, physical and postal address, telephone number, and the nature of your business or industry. Accuracy here ensures the claim is linked to the correct employer account.

Step 3: Fill in the injured employee's details (items 6-15)

Record the employee's full name, ID number, date of birth, occupation, and employment status (permanent, temporary, or contract). State the province where the employee works, the date the employee reported the accident, and whether the injured person is a working director, member, or partner of the business.

Step 4: Describe the accident circumstances (items 16-25)

Describe exactly what task the employee was performing at the time of the accident, their period of experience in that task, and a detailed account of how the accident happened. State whether the SA Police investigated the incident and provide the police station name and case number if applicable. Include motor vehicle registration numbers if a vehicle was involved.

Step 5: Record earnings and employment information (items 26-33)

State the date the employee ceased work due to the injury, whether they completed their shift on the day of the accident, and their earnings details. Include the number of days per week normally worked, basic salary, allowances, bonuses, and attach a copy of the last payslip. Indicate whether the employer will pay compensation beyond the first 3 months (Section 47 election).

Step 6: Provide medical and dependant information (items 34-42)

Record any physical defects or prior diseases the employee had before the accident, previous compensation claims for permanent disablement, first aid given, the name of the treating doctor or chiropractor, and the hospital name if the employee was hospitalised. If the employee was killed, list the names and details of all dependants.

Step 7: Sign the declaration and submit

The employer or authorised representative must sign the declaration confirming the information is true and correct. Submit the completed W.Cl.2 to the Compensation Commissioner (Department of Employment and Labour) within 7 days of the accident. Keep a copy for your records. Part B (the detachable copy of page 1) must be given to the injured employee to take to their doctor.

Common Mistakes to Avoid

  • Submitting the form after the 7-day deadline — late submissions can delay the employee's compensation claim and result in penalties for the employer
  • Using an incorrect employer registration number — the claim cannot be processed if the number does not match the Compensation Commissioner's records
  • Not attaching a copy of the employee's latest payslip — earnings information is essential for calculating the compensation amount
  • Giving a vague accident description — "fell" is not enough; describe exactly what happened, where, and what the employee was doing at the time
  • Forgetting to detach Part B and give it to the employee — the employee needs Part B to present to the treating doctor or hospital

Tips for Success

  • Report the accident to the Compensation Commissioner as soon as possible — do not wait for the full 7 days if you have the information ready
  • The employee should also complete a W.Cl.1 (Employee's Report of an Accident) separately — both forms are needed for a complete claim
  • Keep copies of all submitted forms and supporting documents in the employee's file for at least 4 years
  • If the employee receives treatment from a medical practitioner, the doctor must complete a W.Cl.4 (First Medical Report) — remind the employee to take Part B to their appointment
  • Register your business with the Compensation Fund (W.As.2 form) before any accident occurs — unregistered employers face prosecution under COIDA

Frequently Asked Questions

What is the W.Cl.2 form and when must it be submitted?

The W.Cl.2 is the official Employer's Report of an Accident form required under the Compensation for Occupational Injuries and Diseases Act (COIDA), 1993. Employers must complete and submit this form to the Compensation Commissioner within 7 days whenever an employee suffers a work-related injury, contracts an occupational disease, or dies on duty.

Who is responsible for completing the W.Cl.2?

The employer is legally responsible for completing the W.Cl.2 form. This is typically done by the HR department, safety officer, or the business owner. The injured employee completes a separate form (W.Cl.1 — Employee's Report of an Accident). Both forms are needed for a complete Compensation Fund claim.

What is the difference between the W.Cl.1 and W.Cl.2?

The W.Cl.1 is the Employee's Report of an Accident (completed by the injured worker) and the W.Cl.2 is the Employer's Report of an Accident (completed by the employer). Both forms report the same incident from different perspectives. The Compensation Commissioner requires both forms to process a claim.

What happens if the employer submits the W.Cl.2 after the 7-day deadline?

Late submission can delay the processing of the employee's compensation claim. The employer may also face penalties under COIDA. In practice, the Compensation Fund will still accept late submissions, but the employee's access to medical treatment and compensation payments may be delayed. Some medical providers may refuse treatment until the W.Cl.2 is on file.

What documents must be attached to the W.Cl.2?

You should attach a copy of the employee's latest payslip (showing basic salary, allowances, and bonuses), the employee's ID document copy, the first medical report from the treating doctor (W.Cl.4 form), and the police case number if the incident was investigated by the SAPS. Some employers also attach witness statements and photographs of the accident scene.

What is Part B of the W.Cl.2 and what do I do with it?

Part B is the detachable section (automatic copy of page 1) that the employer must give to the injured employee. The employee takes Part B to the doctor or hospital as proof that the accident has been reported and that the Compensation Fund will cover the medical costs. Without Part B, the employee may have to pay for treatment upfront.

Does the employer need to be registered with the Compensation Fund?

Yes. Every employer who employs one or more workers must register with the Compensation Fund using the W.As.2 form. The employer registration number is required on the W.Cl.2 form. Unregistered employers face prosecution under COIDA and may be held personally liable for the employee's medical costs and compensation.

What injuries and illnesses must be reported on the W.Cl.2?

All work-related injuries must be reported, including physical injuries from accidents, occupational diseases caused by workplace conditions (e.g. hearing loss from noise, respiratory illness from dust), repetitive strain injuries, and any death on duty. Even minor injuries that require medical treatment beyond basic first aid should be reported to protect both the employer and employee.

How does the employee claim compensation after the W.Cl.2 is submitted?

Once the W.Cl.2 is submitted, the Compensation Commissioner opens a claim file. The employee presents Part B to their treating doctor, who completes the W.Cl.4 (First Medical Report). Medical costs are paid directly by the Compensation Fund. If the employee cannot work for more than 3 days, they are entitled to compensation for temporary total disablement at 75% of their earnings, paid from the first day of disablement.

Can a domestic worker's employer submit a W.Cl.2?

Yes. Since April 2020, domestic workers are covered by COIDA. Their employers must register with the Compensation Fund and submit a W.Cl.2 if the domestic worker is injured during the course of their employment. The same 7-day reporting deadline applies.

Where do I submit the completed W.Cl.2 form?

Submit the completed W.Cl.2 to the Compensation Commissioner at the Department of Employment and Labour. You can submit by post (PO Box 955, Pretoria 0001), by hand at the Compensation Fund offices in Pretoria, or through the online CompEasy system (if registered). Some provincial labour centres also accept W.Cl.2 forms for forwarding to Pretoria.

Is my information safe when using FillMeIn to prepare the W.Cl.2?

Yes. FillMeIn processes all data entirely on your device. Employee identity numbers, medical information, earnings details, and all other form entries never leave your phone or computer — nothing is sent to our servers or stored in the cloud. This is especially important for the W.Cl.2 which contains sensitive employee health and financial information.

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