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.

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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

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 of accident).


6. Enter an Action of Paid Leave of Absence.


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


8. Click Save button.

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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.

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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:

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. Click the + button.


5. 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.


6. Enter an Action of Paid Leave of Absence.


7. Enter an Action Reason of Worker's Compensation
   


8. Click Save button

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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

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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. Highlight and copy Position #.




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


6. Enter Position #


7. Click Search




8. Click + button to add a row.


9. Enter Effective Date.


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


11. 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**




12. Click     button (through the soft warnings).


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


14. Enter Employee Information


15. Click Search


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

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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. Enter Effective Date.


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


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


5. Click the Save button




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


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


8. Enter Employee Information


9. Click Search


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

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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

Related links:

• N/A