HR - LOA - Workers Compensation

Workers Compensation

Procedure At-a-Glance

Category: HRS HR – Workers Compensation
Audience: HR Staff / Payroll Staff
Overarching Process: HRS HR – Leave of Absence
Navigation:
Workforce Administration > Job Information > Job Data (PAID/UNPAID LOA)
OR
Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info (PARTIAL LOA – Reduce FTE)
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

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:

  1. 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).
  2. 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).
  3. **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.

Process Inputs:

  • Leave of Absence form

Process Outputs:

  • Paid Leave of Absence
  • Unpaid Leave of Absence
  • Partial Leave of Absence

Process Considerations:

  • May use a combination of Personal Leave and FTE reduction to prolong leave while Worker's Claim processes.

Procedure Steps

Option 1. Procedure Steps, for placing an employee on PAID Leave of Absence (LOA) – Worker's Compensation:

  1. Employee uses Personal Leave while Worker's Compensation Claim is processed.
  2. Once Worker's Compensation Claim approved, Personal Leave will be restored: Document 17249 is unavailable at this time.
  3. Proceed to Option 3 to continue accruing some leave and have enough pay coming in to cover insurances without having to do prepays.

Placing employee on PAID Leave of Absence:

Navigation: Workforce Administration > Job Information > Job Data

  1. Enter Employee Information (Employee ID or First Name / Last Name)
  2. Click Search button.

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  3. Click the + button.
  4. Add Effective Date (date of accident).
  5. Enter an Action of Paid Leave of Absence.
  6. Enter an Action Reason of Worker's Compensation.
  7. Click Save button.

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Returning an employee from PAID Leave of Absence (LOA) – Worker's Compensation:

Navigation: Workforce Administration > Job Information > Job Data

  1. Enter Employee Information (Employee ID or First Name / Last Name)
  2. Click Search button.
  3. Click the + button.
  4. Add Effective Date (date returning from LOA).
  5. Enter an Action of Return from Leave.
  6. Enter an Action Reason of Return from Leave.
  7. Click Save button.

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End of Procedure.

Option 2. Procedure Steps, for placing an employee on FULL Leave of Absence (LOA) – Worker's Compensation:

  1. Employee takes Full Time Leave while Worker's Compensation Claim is processed: HR - LOA - Leave of Absence
    1. Action = Leave of Absence
    2. Action Reason = Medical
  2. Once Worker's Compensation Claim approved:

Place an employee on PAID Leave of Absence (LOA) – Worker's Compensation:

Navigation: Workforce Administration > Job Information > Job Data

  1. Enter Employee Information (Employee ID or First Name / Last Name)
  2. Click Search button.

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  3. Click the + button.
  4. 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.
  5. Enter an Action of Paid Leave of Absence.
  6. Enter an Action Reason of Worker's Compensation.
  7. Click Save button.

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Returning an employee from PAID Leave of Absence (LOA) – Worker's Compensation:

Navigation: Workforce Administration > Job Information > Job Data

  1. Enter Employee Information (Employee ID or First Name / Last Name)
  2. Click Search button.
  3. Click the + button.
  4. Add Effective Date (date returning from LOA).
  5. Enter an Action of Return from Leave.
  6. Enter an Action Reason of Return from Leave.
  7. Click Save button.

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End of Procedure.

Option 3. Procedure Steps, for placing an employee on PARTIAL LOA once Worker's Compensation Claim is approved.

  1. Once Worker's Compensation claim is approved, reduce FTE to 1/3 (33%), Worker's Compensation will cover 2/3 of an Employee wages:

Placing an employee on PARTIAL LOA once Worker's Compensation Claim is approved:

Navigation: Workforce Administration > Job Information > Job Data

  1. Enter Employee Information.
  2. Click Search.

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  3. Highlight and copy Position #.

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Navigation: Organizational Development > Position Data > Maintain Position Information > Add / Update Position Information

  1. Enter Position #.
  2. Click Search.

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  3. Click + button to add a row.
  4. Enter Effective Date.
  5. Enter a Reason Code (ex. 043 – Partial LOA – Medical)
  6. 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**

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  7. Click null button (through the soft warnings).

Navigation: Workforce Administration > Job Information > Job Data

  1. Enter Employee Information.
  2. Click Search.
  3. Verify the row added in Position Data appears correct in Job Data.

Returning an employee from PAID Leave of Absence (LOA) – Worker's Compensation:

Navigation: Organizational Development > Position Data > Maintain Position Information > Add / Update Position Information

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  1. Enter Effective Date.
  2. Enter a Reason Code (ex. 087 - Return from Partial LOA)
  3. Return Standard Hours to 40, this will return the FTE to 1.00.
  4. Click the Save button.

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  5. Click null button through soft warnings (EX: possible warning errors for more than 30 days in the future or Reports to missing).

Navigation: Workforce Administration > Job Information > Job Data 

  1. Enter Employee Information.
  2. Click Search.
  3. Verify the row added in Position Data appears correct in Job Data.

End of Procedure.

Related Policies

  • N/A

Related Jobaids:

HRS HR – LOA

HRS AM – LOA Related

Related Forms:




Keywords:Leave of Absence LOA Workers Compensation   Doc ID:17074
Owner:Tami E.Group:Human Resource System (HRS)
Created:2011-02-26 18:00 CSTUpdated:2016-11-29 16:18 CST
Sites:Human Resource System (HRS)
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