AM - Worker's Comp Restoration - University Staff Only
Temporary disability compensation can be added with accumulated leave credits, allowing employees to add their worker's compensation payment (approximately two-thirds of salary) with approximately one-third leave credits so they receive about their normal paycheck. The Worker's Comp Restoration process is used to add employee's temporary disability compensation to HRS so they can receive a paycheck close in earnings to their normal payroll check while on a medical leave of absence.
- An employee cannot receive more that his/her regular base pay. If they do, an over payment results and the payroll is reduced by this amount. The over payment is divided by the hourly rate to determine the amount of leave credits to be reduced from an employee's account.
- Hours of leave credits restored are leave-without-pay. If an employee elects to be on leave-without-pay during the period of absence and receives only temporary disability compensation, or the employee does not have enough leave credits to cover the absence, the employee will not be paid any accrued leave credits.
- An employee can match worker's comp restoration with sick leave, personal holiday, vacation, and leave without pay balances
- Upon return to employment, the employer may restore the amount of retirement contributions paid on their behalf during the disability period.
- If during the absence an employee is no longer on the payroll, contact the Benefits Office to receive appropriate leave of absence forms and premium payment of benefits and/or insurance.
- This KB is for University Staff employees only. For Faculty, Academic Staff, or Limited Term (FA/AS/LI) employees, contact the UW Service Center.
- Limited Term Employees are sometimes WRS eligible and as such need WRS. Since they are not active in absence, they need payline adjustments done by Benefits services.
Check the amount of hours and the hourly rate to be restored for the employee. When you are restoring leave for a current versus prior period you can adjust this by putting the take in, processing it (by clicking OK) then going back and using the below method. This way you will have history of the Worker's Compensation activity.
1. Go to the Absence Event screen and enter details for the employee as described in the process inputs.
- Employee ID & Record Number: If you wish to generate a report for a particular employee, then you should use this option. If you do not know the employee ID, then you can search for it by clicking on the “” icon.
- Name: If the Employee ID is unknown, you can also search with the First, Last, and Second name
2. The Claim letter has dates for the lost time and record of takes used within those dates.
3. Void the absence takes to achieve the correct amount of hours to restore.
4. When you void the take, if it is a partial day take, be sure to zero out the regular hours on the timesheet if a schedule exists otherwise once time admin runs again, it will re-populate with the schedule. Do this by adding a row and put REG00 in the Time Reporting Code (TRC) and 0.00 in quantity. Note - If the entire day is entered as a take, you don't have to add a row. Click SUBMIT. This will prevent Time & Labor from supplementing regular hours for the difference.
5. If you are entering something other than quarter hour increments be sure to enter in Decimal 2 so it will process correctly.
6. Enter the Worker's Comp (WKC) code equal to the amount of the restore value. Enter hours in Decimal 2 if hours are something other than a quarter hour.
7. After the nightly payroll calc, validate in Review Paycheck that a negative hours and salary is being processed to the check and that the WRS hours and WRS amount are appropriately affected.
8. If the claimant is LWOP and no SL restore or money needs to be recouped, they only need to be made whole for WRS purposes.
- The WC letter should state how many hours were LWOP and you would add the WKC code to process those hours stated in the letter.
- You must process them when the employee is active and has dollars to support the WRS contribution. The dates of the WKC take will still correspond with the dates on the letter. This maintains the effective while controlling the processing date. You may also need to adjust the timesheet if exceptions occur.
ADDITIONAL RESOURCESRelated KBs:
- Worker's Compensation at UW System campuses
- Employee's Work Injury and Illness Report
- Employer's First Report of Injury or Disease
- Supervisor's Accident Analysis and Prevention Report