HR - LOA - Workers Compensation
GENERAL DESCRIPTION:
Worker's Compensation – Leave of Absence (LOA) occurs when an employee is injured on the job and is unable to perform some or all of their work. During the time when a Worker's Compensation Claim is processing, an Employee has three options:
- Use Personal Leave (if available): Once a claim is approved, any Personal Leave used will be restored. At that point, rows can be added dating retro to the start of the Worker's Compensation (date of the accident).
- Take Unpaid Leave (if Personal Leave isn't available): Once a claim is approved, At that point, rows can be added dating retro to the start of the Worker's Compensation (date of the accident).
- Once Worker's Compensation Claim is approved
Take a Partial Leave (reduction in FTE to 1/3 reduction = 33%): This will allow Employee to continue to accrue Personal Leave during absence and create enough pay to cover benefit premiums, and not have to pay back/into Worker's Compensation. Worker's Compensation pays 2/3 of a full salary.
- This type of leave will most likely will be accompanied with FMLA/WFMLA paperwork.
- May use a combination of Personal Leave and FTE reduction to prolong leave while Worker's Claim processes.
PROCEDURE STEPS:
Option 1: Placing an employee on PAID Leave of Absence (PLA) – Worker's Compensation
- Employee uses Personal Leave while Worker's Compensation Claim is processed.
Once Worker's Compensation Claim approved, Personal Leave will be restored.- Proceed to Option 3 to continue accruing some leave and have enough pay coming in to cover insurances without having to do prepays
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information (Employee ID or First Name / Last Name)
- Click Search button.
- Click the + button.
- Add Effective Date (date of accident).
- Enter an Action of Paid Leave of Absence.
- Enter an Action Reason of Worker's Compensation.
- Click Save button.

Returning an employee from PAID Leave of Absence (PLA) – Worker's Compensation:
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information (Employee ID or First Name / Last Name)
- Click Search button.
- Click the + button.
- Add Effective Date (date returning from PLA).
- Enter an Action of Return from Leave.
- Enter an Action Reason of Return from Leave.
- Click Save button.
Option 2. Placing an employee on FULL Leave of Absence (LOA) – Worker's Compensation:
- Employee takes Full Time Leave while Worker's Compensation Claim is processed: HR - LOA - Leave of Absence (Unpaid, Paid, Partial, Intermittent) .
- Action = Leave of Absence
- Action Reason = Medical
- Once Worker's Compensation Claim approved:
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information (Employee ID or First Name / Last Name)
- Click Search button.
- Click the + button.
- Add Effective Date (retro to date of accident), with sequence # one higher than previous row of FULL LOA since WC was approved back to date of accident.
- Enter an Action of Paid Leave of Absence.
- Enter an Action Reason of Worker's Compensation
- Click Save button

Returning an employee from PAID Leave of Absence (LOA) – Worker's Compensation:
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information (Employee ID or First Name / Last Name)
- Click Search button.
- Click the + button.
- Add Effective Date (date returning from LOA).
- Enter an Action of Return from Leave.
- Enter an Action Reason of Return from Leave.
- Click Save button
Option 3. Placing employee on PARTIAL LOA once Worker's Compensation is approved (and reducing FTE to 1/3 [33%]):
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information.
- Click Search
- Highlight and copy Position #.
- Navigate to: Organizational Development > Position Data > Maintain Position Information > Add / Update Position Information
- Enter Position #
- Click Search
- Click + button to add a row.
- Enter Effective Date.
- Enter a Reason Code (ex. 043 – Partial LOA – Medical)
- Change the Standard Hours to 13.2, this will reduce the FTE to 0.33. **Worker's Compensation pays 2/3 of a person's position**
- Click
button (through the soft warnings).
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information
- Click Search
- Verify the row added in Position Data appears correct in Job Data.



Returning an employee from PAID Leave of Absence (LOA) – Worker's Compensation:
- Navigate to: Organizational Development > Position Data > Maintain Position Information > Add / Update Position Information
- Enter Effective Date.
- Enter a Reason Code (ex. 087 - Return from Partial LOA)
- Return Standard Hours to 40, this will return the FTE to 1.00
- Click the Save button
- Click
button through soft warnings (EX: possible warning errors for more than 30 days in the future or Reports to missing).
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information
- Click Search
- Verify the row added in Position Data appears correct in Job Data
ADDITIONAL RESOURCES
Related KBs:- HR - LOA - Leave of Absence (Unpaid, Paid, Partial, Intermittent)
- AM - Entering Absences via UWS Absences page for Faculty/Academic Staff/Limited Appointment (FA/AS/LI) Employees
- N/A