Skip to page content
Office of Workers' Compensation Programs

Division of Federal Employees' Compensation (DFEC)

National Case Management File Data Dictionary

NAME

START

END

FIELD TYPE

FIELD NAME

DESCRIPTION

VALUES

Case Number

1

9

$9

CASE-NUMBER

Unique identifier for each case assigned by the responsible District Office

 

Case Type

10

10

$1

CASE-TYPE

Indicates the relationship between this case and any other cases in the file.

I = Independent
M = Master
S = Subsidiary
D = Duplicate

Case Pointer

11

19

$9

CASE-PTR

Uses the Case Type field to map cases to the master case

If Case Type = M;
Case Pointer = total number of subsidiary cases associated with this master case.
If Case Type = S;
Case pointer = Master Case Number

Employee Name

20

62

$43

EMP-NAME

Employee’s $Claimant Name

Last Name 20-39
First Name 40-49
Middle Name 50-59
Title 60-62

Priority Correspondence

63

63

$1

PRTY-INQUIRY-TYPE

Indicates type of priority correspondence

blank

Sex

64

64

$1

EMP-SEX

Employee’s Gender

M,F

Social Security Number

65

73

$9

EMP-SSN

Employee’s SSN

 

Date of Birth

74

81

$8

EMP-DOB

Employee’s Date of Birth

YYYYMMDD

Date of Death

82

89

$8

EMP-DOD

Employee’s Date of Death

YYYYMMDD

Address

90

124

$35

ADDR

Claimant’s Street Address

 

City

125

144

$20

CITY

Claimant’s City Address

 

State

145

146

$2

STATE

Claimant’s State

 

Zip Code

147

155

$9

ZIP

Claimant’s Zip Code

Zip
Zip Reserve

Telephone Number

156

165

$10

TELENO

Claimant’s Telephone Number

Area Code
Phone #

Date of Injury

166

173

$8

EMP-DOI

Claimant’s Date of Injury

YYYYMMDD

Date Received

174

181

$8

DATE-RECEIVED

Date initial claim form was received $date stamped

YYYYMMDD

Date Created

182

189

$8

DATE-CASE-CREATED

Date the case was created in the District Office $case number assigned

YYYYMMDD

Case Review Date

190

197

$8

DATE-REVIEWED

Date that the case was most recently reviewed

YYYYMMDD

Last Change Date

198

205

$8

DATE-LAST-CHANGE

Date the case status was most recently changed

YYYYMMDD

Third Party Indicator

206

206

$1

3RD -PARTY-IND

Indicator of third party status

0 = no 3RD party insurance
1 = not referred to SOL
2 = referred to SOL
4 = closed; minor, not economical to pursue
5 = closed; other
6 = settled; no refund due
7 = settled; refund not received
8 = settled; refund received, no credit due
9 = settled; refund received, credit due against future compensation

Third Party Date

207

214

$8

3RD -PARTY-DATE

Date the 3rd Party Indicator was Entered

YYYYMMDD

Date Closed

215

222

$8

DATE CLOSED

Date the case was closed

YYYYMMDD

Date Reopened

223

230

$8

DATE-REOPEN

Date the case was reopened

YYYYMMDD

Adjudication Status

231

232

$2

ADJUD-STATUS

Current Adjudication Status

AC = Accepted as compensable; COP only, medical benefits authorized
AD = Accepted as compensable; daily roll & medical benefits authorized
AF = Death accepted as compensable; dependent on periodic roll, no medical benefits
AL = Accepted as compensable; leave elected medical benefits authorized
AM = Accepted as compensable; only medical benefits authorized
AO = Case previously accepted; no benefits payable
AP = Accepted as compensable; periodic roll and medical benefits authorized
AT = Accepted as work-related; wage loss compensation denied, medical benefits authorized

DO = Denied; case on appeal/reconsideration
D1 = Denied; untimely
D2 = Denied; not civil service employee
D3 = Denied; no fact of injury
D4 = Denied: not in performance of duty
D5 = Denied; no casual relationship
D6 = Denied; burden of proof
D7 = Denied: case on appeals remand
D8 = Denied; case on hearing remand
D9 = Denied; case in reconsideration
SU = Suspended

Adjudication Date

233

240

$8

AJUD-DATE

Date of most recent adjudication

YYYYMMDD

Case Status

241

242

$2

CURR-CASE-STATUS

Current case pay status

PI/PR = Case on Intermediate Roll
PV/PR = Periodic Roll; in Vocational Rehab
C1= Closed, no time lost
C2 = Closed, leave elected
C3 = Closed, benefits denied
C4 = Closed, COP covered all time lost
C5 = Closed, other - all benefits paid
RT = Case retired or awaiting retirement

Current Status

243

250

$8

CURR-STATUS-DATE

Current status date

YYYYMMDD

Previous Case Status

251

252

$2

PREV-CASE-STATUS

Previous case status

See Case Status Values

Previous Case Date

253

260

$8

PREV-STATUS-DATE

Date of previous status

YYYYMMDD

Current Case Location

261

263

$3

CURR-CASE-LOCN

Current location of case file

 

Current Case Location Date

264

271

$8

CURR-CASE-LOCN-DATE

Date of current case file location

YYYYMMDD

Previous Case Location

272

274

$3

PREV-CASE-LOCN

Previous location of case file

 

Previous Location Date

275

282

$8

PREV-CASE-LOCN-DATE

Date file to previous location

YYYYMMDD

Accepted Condition

283

327

$45

REP-ACCPT-COND

Accepted condition or diagnosis

Narrative or ICD-9, up to 6 times

Accepted Condition Flag

328

328

$1

REP-ACC-CONF-FLAG

Indicates whether reported diagnosis was accepted as compensable

N = not accepted as compensable
Y = accepted as compensable

Rehab Indicator

329

329

$1

REHAB-IND

Indicates vocational rehabilitation status

1 = Closed on referral
2 = Closed Rehabilitated
3 = Closed Rehabilitated, New Employer
4 = Closed Rehabilitated, Previously Reemployed
5 = Closed, not rehabilitated,
6 = Closed with post employment services
7 = Returned to work, nurse intervention
8 = Returned to work, without VR assistance
A = Initial Interview held
B = Nurse Intervention
C = Returned to CE
D = Plan Development
E = Employed
G = Placement Assisted Reemployment
I = Plan Approved
L= Part time Light Duty
M = Medical Rehabilitation
N = Placement previous. employer
P = Placement, new employer
Q = Screened
R = Referred to RS $default add status
S = Self-employed
T = Training
U = Closed by nurse, not RTW
V = Employed, assisted reemployment
W = Placement previous. employer with other services.
Y = Closed on referral
Z = Post employment services

Rehab Date

330

337

$8

REHAB-DATE

Date entered current rehabilitation status

YYYYMMDD

COP Type

338

338

$1

COP-TYPE

Indicates whether claimant used continuation of pay $COP benefits

N = COP benefit not used
Y = COP benefit used
Blank

Agency Code

339

344

$6

DEPT-AGENCY-CODE

Employing agency Chargeback code

 

Injury Zip

345

349

$5

INJ-ZIP

Zip Code of location where injury occurred

 

Extent of Injury

350

350

$1

EXTENT-OF-INJ

Indicates seriousness of injury

1 = no time lost
2 = first aid
8 = inoculation
X = non-fatal, lost time
0 = fatal

Status of Injury

351

351

$1

STATUS-OF-INJ

Indicates fatal or not

0 = non-fatal
1 = fatal

Location of injury

352

353

$2

ANAT-LOCN-CODE

Indicates the anatomical location of the injury/accepted condition

C1 = Single Ear Internal
C2 = Both Ears Internal
C3 = Single Eye Internal
C4 = Both Eyes Internal
CB = Brain
CC = Cranial Bones
CD =Teeth
CJ = Jaw
Cl = Throat; Larynx
CM = Mouth
CN = Nose
CR = Throat; Other
CT = Tongue
CZ = Not Otherwise Classified
H1 = Single Eye External
H2 = Both Eyes External
H3 = Single Ear External
H4 = Both Ears External
HC = Chin
HF = Face
HK = Neck/Throat
HM = Mouth/Lips
HN = Nose
HS = Scalp
BL = Lower Back
BU = Upper Back
B1 = Single Breast
B2 = Both Breasts
B3 = Single Testicle
B4 = Both Testicles
BA = Abdomen
BC = Chest
BP = Penis
BS = Side
BW = Waist
BX = Undefined
BZ = Not Otherwise Classified
R1 = Single Clavical Collar Bone
R2 = Both Clavicles Collar Bones
R3 = Single Scapula Shoulder Blade
R4 = Both Scapula Shoulder Blades
RB = Rib
RS = Sternum Breast Bone
RV = Vertebrae Spine; Disc
RZ =Trunk, Bones Unclassified
VH = Heart
V1 = Lung, Single
V2 = Lung, Both
V3 = Kidney, Single
V4 = Kidney, Both
VL = Liver
VS = Stomach
VI = Inguinal Hernia
VV = Intestines
VR = Reproductive Organs
VZ = Trunk, Internal Unclassified
AB = Arm And Wrist
AS = Arm Or Wrist
EB = Both Elbows
ES = Single Elbow
F1 = Single First Finger
F2 = Both First Fingers
F3 = Single Second Finger
F4 = Both Second Fingers
F5 = Single Third Finger
F6 = Both Third Fingers
F7 = Single Fourth Finger
F8 = Both Fourth Fingers
MB = Both Hands
MS = Single Hand
SB = Both Shoulders
SS = Single Shoulder
TB = Both Thumbs
TS = Single Thumb
G1 = Single Great Toe
G2 = Both Great Toes
G3 = Single Other Toes
G4 = Multiple Other Toes
KB = Both Knees
KS = Single Knee
LB = Both Legs/Hips/Ankles/Buttocks
LS = Single Leg/Hip/Ankle/Buttock
Pb = Both Feet
PS = Single Foot
99 = Old Converted
00 = Mis-Coded
98 = Mis-Coded 98/All Other

Nature of Injury

354

355

$2

NATURE-CODE

Nature of Injury Code

C = Cardiovascular/circulatory
D = Non-traumatic
R = Respiratory disease
S = Skin disease or condition
T = Traumatic
V = Virological, Infective

Cause of Injury

356

357

$2

CAUSE-CODE

Indicates cause of injury
Pre-OSHA coding system

 

Forms Received

358

359

$2

FORMS-RECVD

Indicates the type of claim form used at case create

1 = CA-1 6 = CA-6
2 = CA-2 7 = CA-7
5 = CA-5

Responsible Examiner ID

360

362

$2

RESP-EXMNR-ID

Identifies the CE responsible for the claim

 

Comp Claim Ind.

363

363

$1

CMP-CLM-IND

Indicates whether a CA-7 is on file

7 = CA-7 form is on file

Comp Claim Date

364

371

$8

 

CA-7 claim date

YYYYMMDD

Pay Disposition

372

372

$1

PAY-DISP

Indicates whether agency has reported to OWCP that pay has been terminated.

N = pay not terminated
Y = pay terminated

Controversion Ind,

373

373

$1

CNTRVTD-IND

Indicates if claim was controverted

N = not controverted
Y = controverted

Wage Loss Date

374

381

$8

WAGE-LOSS

Indicates the date wage loss began

YYYYMMDD

QCM Flag

382

382

$1

QCM-FLAG

Indicates if a QCM case.

 

Recurrence Number

383

384

$2

REOCURRENCE-NO

Counter the increments 1 with each claim for recurrence

Any integer from 1 - 99

RTW Code

385

386

$2

RETURN-TO-WORK-CODE

Indicates return to work information

blank = no RTW
F4 = Full duty, 4 hr/day
F6 = Full duty/ 6 hr/day
FF = Full duty, full time
FP = Full duty., part time
L4 = Light duty, 4 hr/day
L6 = Light duty, 6 hr/day
LF = Light duty, full time, w/out wage loss
LP = Light duty, Part time
L$ = Light duty, Full time, wage loss
NL = No lost tine
PS = RTW, private sector
XX = Final decision w/no RTW

RTW date

387

394

$8

RETURN-TO-WORK-DATE

Date RTW code entered

YYYYMMDD

PRMS Flag

395

395

$1

PRMS-FLAG

Indicates if case is included in Periodic Roll Management $PRM

N
Y
BLANK

Lost Time/No Lost Time OPN Code

396

396

$1

LT-NLT-OPN-CODE

Lost Time/No Lost Time open code

1 - reopened short form closure: medical bills exceed $1500
2 - reopened short form closure: compensation claim received
3 - reopened short form closure: case controverted
4 - reopened short form closure: other reason
5 - no lost time, no medical expense indicated in item 38 of ca-1 $generated at case create
6 - reopened no lost time, no medical expense: medical bills exceed $1500
7 - reopened no lost time, no medical expense: compensation claim received
8 - reopened no lost time, no medical expense: case controverted
9 - reopened no lost time, no medical expense: other reason
0 - reopened no lost time, no medical expense: "referred" cop/rtw case with no rtw
C - reopened short form closure: "referred" cop/rtw case with no rtw

Lost Time/No Lost Time OPN Date

397

404

$8

LT-NLT-OPN-DATE

Date LT-NLT code entered

YYYYMMDD

Accession Number

405

416

$12

ACCESSION-NO

Indicates accession to which case would be retired

 

Fatal Indicator

417

417

$1

FATAL-IND

Indicates relationship between claimant’s death and claimed injury

For Death Cases only:
0 = Immediate Death with Injury
1 = Not Related to Injury
2 = Relate to Injury

Occupational Code

418

422

$5

OCC-CODE

Indicates claimants occupation code at Date of Injury

 

Type of Injury

423

425

$3

TYPE-INJURY

Indicates type of injury

100 = Struck
110 = Struck by
111 - struck by falling object
120 = Struck against
200 = Fall, Slip, Trip
210 = Fell, same level
220 = Fell, different level
230 = Slip, trip, no fall
300 = Caught
310 = Caught on
320 = Caught in
330 = Caught between
400 = Punctured, Lacerated
410 = Punctured by
420 = Cut by
430 = Stung by
440 = Bitten by
500 = Contact
510 = Contact with
511 = Rubbed, abraded
520 = contact by
600 = Exertion
610 = Lifted, strained by
620 = Stressed by
700 = Exposure
710 = inhalation
720 = Ingestion
730 = Absorption
800 = Traveling in
999 = Unclassified

Source of Injury

426

429

$3

SOURCE-INJURY

Indicates source of Injury; OSHA

 

Site of Injury

430

438

$9

OSHA-SITE-CODE

Indicates injury site; OSHA

 

Date case was retired

439

446

$8

CASE-RETIRE-DATE

Date file was retired

YYYYMMDD

Assigned Number

447

456

$10

CASE-RETIRE-NO

FRC location number

 

CA1 signature

457

464

$8

CA1-2-SIG-DATE

Date CA1 was signed

YYYYMMDD

Previous Adjudication Date

465

472

$8

PREV-ADJUD-DATE

Previous date file was adjudicated

YYYYMMDD

Previous Adjudication Status

473

474

$2

PREV-ADJUD-STATUS

Previous Adjudication Status

see Adjudication Status

Current Adjudication

475

477

$3

CURR-ADJ-RCE

Responsible Examiner at the time of initial adjudication

 

Adjudication Status

478

479

$2

ADJ-ST-POST-UD

The status of adjudication after case has been reopened

see Adjudication Status

Post Ud Adjud. Status

480

487

$8

ADJ-DT-POST-UD

The date of the first adjudication after the case has been reopened

YYYYMMDD

Initial Adjudication Date

488

495

$8

INIT-ADJUD-DATE

Initial adjudication date

YYYYMMDD

Initial Adjudication Status

496

497

$2

INIT-ADJUD-STATUS

Status at initial adjudication

see Adjudication Status

Initial Adjudicating ID

498

500

$2

INIT-ADJUD-EXMNR-ID

Examiner at initial adjudication

 

Service date

501

508

$8

SVC-COMP-DATE

The date employee entered federal service

YYYYMMDD

Filler

509

525

$17

 

 

Blank

Adjud status number

526

527

$2

ADJUD_STATUS_NUM

 

01 = A0
02 = AC
03 = AD
04 = AL
05 = AM
06 = AP
07 = AF
08 = AT
09 = D0
10 = D1
11 = D2
12 = D3
13 = D4
14 = D5
16 = D7
17 = D8
18 = D9
20 =SU
99 =all other values
 

Case Status Number

528

529

$2

CASE_STATUS_NUM

 

01 = UN
02 = UD
03 = MC
04 = DR
05 = PR
06 = PN
07 = PW
08 = PS
09 = DE
11 = OP
12 = CL
13 = C1
14 = C2
15 = C3
16 = C4
17 = C5
18 = RT
19 = XX
20 = ON
99 = all other values

Case Location Number

530

532

$3

CASE_LOCN_NUM

 

001 = ADD
004 = DDD
005 = DDO
006 = DES
007 = FRC
008 = RDO
030 = XIN
032 = DCO
003 = location codes start with C
002 = location codes start with BP
007 = location codes start with DM
008 = location codes start with DP
009 = location codes starts with FA
010 = location codes start with FI
013 = location codes start with IG
014 = location codes start with IQ
015 = location codes start with MR
016 = location codes start with NA
017 = location codes start with NB
018 = location codes start with NP
020 = location codes start with NS
021 = location codes start with OL
022 = location codes start with PY
025 = location codes start with RH
026 = location codes start with SO
027 = location codes start with TA
028 = location codes start with TC
029 = location codes start with WP
031 = location codes start with SN
023 = P48 to P57
999 = all other values

District Office sequence number

533

534

$2

District Office sequence number

District Office number

01 = 01
02 = 02
03 = 03
04 = 06
06 = 09
07 = 10
08 = 11
09 = 12
10 = 13
11 = 14
13 = 16
15 = 25
16 = 50 or 51 or 52

Central Delete Date

535

542

$8

CENT_DELETE_DT

 

00000000

District Office Alpha code

543

543

$1

CENT-DIST-OWNERS

 

A = 01
B = 02
C = 03
D = 06
F = 09
G = 10
H = 11
I = 12
J = 13
K = 14
M = 25
N = 50 or 51 or 52
P = 16

Filler

543

549

$6

 

 

000000

Central Retire Date

550

557

$8

CENT-RET-DATE

 

00000000

Central Retire FRC Location

558

560

$3

CENT-RET-FRC-LOCN

 

000

Central FRC Box

561

567

$7

CENT-FRC-BOX

 

0000000

Central Error Date

568

575

$8

CENT_ERROR_DATE

 

00000000