Answers to frequently asked questions about JET File
Q: What is JET File?
A: JET File is an electronic filing method that transmits DWC forms and attachments using secure State of California servers. JET File is designed more for large-volume filers.
Q: What are the differences between JET File and eForms?
A: Some key differences: JET File allows system-to-system filing of multiple documents in one submission. EForms are submitted one at a time. Also, eForm filers have access to the electronic case file in EAMS if they are a party to a case. JET Filers do not have access to the electronic case filers, but can use the public information case search function to research case information.
Q: How much does it cost to use JET File?
A: It depends on which filing method you choose. There are three options: You can purchase software from an approved vendor, or use a third-party filer to transmit on your behalf, or build your own transmission process. You will have to weigh the costs and benefits of each method to determine which one suits your business.
The cost of purchasing software or using a third-party filer will vary depending on the vendor and the services they offer. A list of approved vendors—those who have tested their services with DWC—is posted on the DWC website. If building your own pipeline, costs will include staffing and maintaining your system.
Q: Why are only a limited number of forms available for JET File?
A: Because those forms are the most commonly filed. JET File is designed to reduce the paper flow at the district offices and speed the resolution of cases, and this will happen by redirecting the majority of filings from paper OCR forms to an electronic method.
If you need to file a form that is not available by JET File, you will have to use the OCR form or the eForm, if an eForms filer.
Q: Do I need special training to use JET File?A: Study the JET File materials on the DWC website in order to learn how the process works, and follow the rules in the trading partner agreement. If using a third-party filer, read the business rules and trading partner agreement. Builders of a proprietary transmission process will need to follow XML transmission code using specifications published by DWC and conduct code testing to receive
Q: When using JET File, how will I know if my documents made it into EAMS?
A: You will be sent an automatic electronic notice to show that your submission was successfully received. All responses will need to be picked up from the user’s account on the OTECH server.
Q: How will I be notified of an error?
A: JET Filers receive automatic electronic notice of all errors or acceptance. All errors are delivered in one transmission. Error notices will be placed on the OTECH server for pickup by the filer.
Q: Will JET File tell me the status of my case?
A: No. JET File is strictly a filing method. To find out case status, use the public information search tool.
Q: If I submit my forms through JET File, how do I retrieve them to serve copies on other parties?
A: You must convert your data file into a printable format prior to submission in order to serve the parties in a case. Also, you should keep a copy of everything you submit for your own records.
Q: If I print out a form I submitted to JET File, is this considered a legal document?
A: The XML transmission to JET File is considered the original document, and a printed PDF document is acceptable for legal purposes as long as the information is the same. See the court administrator regulations for more information.
Q: Can I submit walk-through documents using JET File?
A: Yes, you can JET File Compromise and Release and Stipulations with Request for Award.
Q: Who can I contact for assistance?
A: Consumers should contact their software or third-party vendor with any questions or requests for assistance that they might have about a JET filing. If the vendor is unable to resolve their issue, then the customer should request their transaction or batch code information. Once the consumer receives the transaction or batch code, a separate request for assistance can be sent to JET@dir.ca.gov. Sample requests might include clarification on an error message or an update on a missing form. DWC will not be able to help with any issues related to the vendor’s software and consumers will be redirected back to their vendor for assistance. Requests for assistance to JET@dir.ca.gov should include the JET filing date and the transaction or batch code. The injured worker’s name and case number may also be provided if available. Please do not provide the injured worker’s date of birth, date of injury, or social security number (SSN) as part of the email subject line or in the body of the email. If additional information is needed to complete the request, the JET Administrator will contact the requestor and provide instructions on how to securely submit only the requested information to further investigate the problem.
Please Note: DWC does not endorse or guarantee the performance of any vendor, product or service for the purposes of JET filing. Rather, DWC does not permit electronic filing into EAMS by JET unless DWC has confirmed that the transmission utilized by the service or product is compatible with EAMS, and has received the vendor's signed EAMS JET File Trading Partner Agreement in which the vendor agrees that it utilizes transmission protocol meeting DWC's current data security requirements. An Authorized Vendor is one whose transmission methods have been confirmed by DWC to be compatible with EAMS as of the testing date, and who has represented in writing that its transmission methods meet specific data security requirements. A consumer of any e-filing product (software) or service and the vendor are responsible for ensuring that the vendor’s business operations, products and/or services comply with all applicable laws.
Q: I’m considering using a third-party filer for a massive pile of DORs. How does the process work?
A: Select an authorized third party filer from the list of approved TPFs. The TPF will provide you with an authorization form wherein you allow the TPF to file on your behalf; sign to show that you have reviewed the trading partner agreement.
Q: I want to build my own transmission method. How do I get started?
A: The first step is to develop an XML transmission code using specifications published by DWC. When your code is finished, you will need to conduct testing to make sure that transmissions will be received by DWC. Appointments for testing can be scheduled by emailing JET@dir.ca.gov. When your software has been validated through testing with DWC you then fill out and submit the Excel spreadsheet portion of the trading partner agreement. There is a developer check list on the JET File information for developers webpage that goes into more detail.
Q: I’m a software developer. How do I become an approved vendor?
A: Developers who want to create and market products for use with JET File are required to read and follow all applicable business rules, including the JET File trading partner agreement, and pass testing in order to be listed as approved vendors by DWC. Check the JET File information for developers webpage for information related to the testing schedule.