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:

  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.

PROCESS CONSIDERATIONS:
  • 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: Document 17249 is unavailable at this time. .
  • Proceed to Option 3 to continue accruing some leave and have enough pay coming in to cover insurances without having to do prepays
  1. Navigate to: Workforce Administration > Job Information > Job Data

  2. Enter Employee Information (Employee ID or First Name / Last Name)

  3. Click Search button.

  4. Job Search 9.2

  5. Click the + button.

  6. Add Effective Date (date of accident).

  7. Enter an Action of Paid Leave of Absence.

  8. Enter an Action Reason of Worker's Compensation.

  9. Click Save button.
9.2 Add PLA


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

  1. Navigate to: Workforce Administration > Job Information > Job Data

  2. Enter Employee Information (Employee ID or First Name / Last Name)

  3. Click Search button.

  4. Click the + button.

  5. Add Effective Date (date returning from PLA).

  6. Enter an Action of Return from Leave.

  7. Enter an Action Reason of Return from Leave.

  8. Click Save button.
9.2 Add RFL


Option 2. Placing an employee on FULL Leave of Absence (LOA) – Worker's Compensation:

    • Action = Leave of Absence
    • Action Reason = Medical
9.2_Add_LOA

  • Once Worker's Compensation Claim approved:

  • Place an employee on PAID Leave of Absence (LOA) – Worker's Compensation:
    1. Navigate to: Workforce Administration > Job Information > Job Data

    2. Enter Employee Information (Employee ID or First Name / Last Name)

    3. Click Search button.

    4. Job Search

    5. Click the + button.

    6. 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.

    7. Enter an Action of Paid Leave of Absence.

    8. Enter an Action Reason of Worker's Compensation

    9. Click Save button
    9.2 Paid LOA


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

    1. Navigate to: Workforce Administration > Job Information > Job Data

    2. Enter Employee Information (Employee ID or First Name / Last Name)

    3. Click Search button.

    4. Click the + button.

    5. Add Effective Date (date returning from LOA).

    6. Enter an Action of Return from Leave.

    7. Enter an Action Reason of Return from Leave.

    8. Click Save button
    9.2_Add_RFL


    Option 3. Placing employee on PARTIAL LOA once Worker's Compensation is approved (and reducing FTE to 1/3 [33%]):

    1. Navigate to: Workforce Administration > Job Information > Job Data

    2. Enter Employee Information.

    3. Click Search

    4. Job Search 9.2

    5. Highlight and copy Position #.

    6. 9.2 copy POS

    7. Navigate to: Organizational Development > Position Data > Maintain Position Information > Add / Update Position Information

    8. Enter Position #

    9. Click Search

    10. Posn Srch 9.2

    11. Click + button to add a row.

    12. Enter Effective Date.

    13. Enter a Reason Code (ex. 043 – Partial LOA – Medical)

    14. 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**
    15. Position Partial

    16. Click  OK Button   button (through the soft warnings).

    17. Navigate to: Workforce Administration > Job Information > Job Data

    18. Enter Employee Information

    19. Click Search

    20. Verify the row added in Position Data appears correct in Job Data.

    Returning an employee from PAID Leave of Absence (LOA) – Worker's Compensation:
    1. Navigate to: Organizational Development > Position Data > Maintain Position Information > Add / Update Position Information
    2. Posn Search

    3. Enter Effective Date.

    4. Enter a Reason Code (ex. 087 - Return from Partial LOA)

    5. Return Standard Hours to 40, this will return the FTE to 1.00

    6. Click the Save button
    7. Pos Ret Partial

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

    9. Navigate to: Workforce Administration > Job Information > Job Data 

    10. Enter Employee Information

    11. Click Search

    12. Verify the row added in Position Data appears correct in Job Data

    ADDITIONAL RESOURCES

    Related KBs: Related links:
    • N/A



    Keywords:Leave of Absence LOA Workers Compensation   Doc ID:17074
    Owner:Andrew B.Group:Human Resource System (HRS)
    Created:2011-02-26 19:00 CDTUpdated:2018-09-05 09:44 CDT
    Sites:Human Resource System (HRS)
    Feedback:  0   0