Ground Employees

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Ground Employees Salary Continuation Injury On
Duty Effective May 1, 2003
Ground Injury on Duty SC Training Revised 4/29/03
HR Delivery
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• Overview of Change
• Salary Continuation has changed from Employees
  receiving 80 days of salary continuation from
  American Airlines to 10 days.

• Objective Exchange of Knowledge
• Understand the policy as Ratified
• Roles and Responsibilities of Team
• AutoTa Codes as they are applied

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• American Airlines is implementing a change in
  Salary
• Continuation in order to save thousands of
  dollars each
• year in real dollars spent on Workers
  Compensation, while allowing employees to draw on
  their earned Sick Pay to supplement state
  mandated wages while out on a Work-Related
  Injury/Illness.
• This is one way that will allow American
  Airlines to lower our
• cost structure to be able to compete in the
  highly competitive
• marketplace. American Airlines will become
  closer in benefit
• costs with our low cost competitors and other
  industries.
• Beginning May 1, 2003 all injury/illness related
  absences for
• Ground Employees will receive 10 days (80 hours
  for full time
• part-time employees will be paid based on
  scheduled shift) of
• Salary Continuation (ID/IDF) per injury/illness.

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• How do we Transition the Employee that is
  currently receiving
• ID Pay?
• HDQ FedEx (2-day delivery) a letter explaining
  the change. A signature of delivery is required.
  Attached is a copy of the letter being sent to
  all current employees receiving ID pay. (Appendix
  A)
• Before we review this letter lets briefly review
  the process
• When were they sent?
• They were FedExd on 4/26/03
• How do we receive the TTD rate from SRS?
• SRS supplied this information to HDQ
• in bulk and it was distributed to each station
• When will I be able to advise the employee of
  how much SKI they are eligible for?
• New wages have be downloaded into ShAArp

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Review Appendix A What kind of questions do we
have so far?
Ok, everyone look to your left, look to your
right now stand up and reach high. Now we begin
review our new process!
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May 1, 2003 Salary Continuation-Ground Employees
SRS will be requesting the wage statements (used
to determine an EEs rate of TTD benefit) the
date the claim is received in their office.The
average turn around time for SRS to receive
this information from American Airlines is six
days. Once they receive the information they
will be either providing the TTD rate in the Work
Status Field of First Report, right side of
status in the free fill area or Coder will
request from SRS by way of GroupWise. The
employee is responsible to contact their Absence
Manager/ Lost Time CSM/Administrator that they
would like to use their Sick Bank to supplement
their TTD pay from SRS.
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• CODER
• When the employee request their rate of SKI/SIF
  per week, the
• Coder can retrieve the TTD rate from SRS have
  the SKI/SIF calculation page, found on the WC Web
  Site available to complete with Employees rate
  of pay. In no case shall an amount of sick time
  be utilized that is more or less than the amount
  determined using the required calculation page.
• If employee elects to use their SK bank you can
  recap how many
• hours they have in their SK bank, however they
  are eligible to use
• any/all sick time until exhausted, regarding how
  many hours they
• held at time of injury/illness.
• You can document the SKI/SIF calculation page
  with the EEs
• approval/disapproval by
• Sign per EE over phone on XX-XX-XX and your
  initials
• GroupWise form to EE with reply requested
• Mail to employee, securing returned signature
  (watch that time!)

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CODER Contd. If Employee elects not to
use SKI/SIF to supplement Employee has not
contacted you/you havent reached Employee to
advise if SKI/SIF is requested has exhausted SK
pay and has been paid 10 days (based on 40 hour
week) you will immediately process a PTR to
place Employee on an Injury On Duty Leave of
Absence. If you do not have the ability to
perform PTR, then correspond and work closely
with your PTR Originator to assure timely
removal. TWO KINDS OF Injury on Duty Leave of
Absence. Whatcha say? Yes, currently HDQ
is working with Payroll to establish a PTR code
that will track FMLA usage in conjunction
with Illness/Injury Leave for up to the 480
hours maximum allowed.
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CODER Contd
At the time a PTR is cut to remove the employee
from payroll it is very important that an IDLOA
packet be sent for signature to the employee.
The most economical way is to have the employee
come to your operation to sign the letter. This
will allow you to retrieve any keys, badges and
opportunity to set the expectation if the leave
requirements, securing signature and agreement
from employee. This completed form with the
employees signature should be placed in their
Personnel file. If employee does not return
signed IDLOA paperwork after your attempt(s)
contact MAS for direction on directives
etc. When Employee is released to RTW from work
related Injury/Illness a PTR for that date should
be processed. COMMUNICATION IS VITAL
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Absence Manager/Injury Manager/TouchPoint
CSM The AM/IM/TPCSM will receive the
Full Duty release from either SRS or the
Employee. COMMUNICATION IS VITAL AT THIS
POINT! AA or SRS will be paying income to this
precious person so who- ever receives the release
to work information first needs to update the C23
with the return to work information. Establish
the tool that will allow everyone to
communication this change in status. Well,
what if the employee is released to return to
work from their work related injury/illness you
are to cut a PTR with that date and they dont
return? No, that wont happen! Just in case it
does the time miss will be coded appropriately
e.g. VC, MCP, MCU, CSO, FVC, NC, SK or SKU.
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Transitional Duty in conjunction with
Salary Continuation Employee may be released
with a reduced work schedule. If an 8 hour
employee Four hours a day will be coded TD and 4
hours will be coded ID/IDF until Employee have
exhausted their allocated 80 hours (based on 40
hr week). Employee remains on a reduced schedule
but has exhausted allocated Salary Continuation
Employee will be paid TD for 4 hours and SRS will
pay any additional TTD benefit due the
employee. CODER Will be required to advise SRS
of Employees rate of pay for hours worked,
allowing SRS to pay appropriate TTD rate.
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TD w/SC contd
Employee is no longer eligible to work TD
Employee will elect to use their SK pay to
supplement their TTD until exhausted or
immediately placed on an ID/FM IDLOA. AM/IM IM/
AM will be required to communicate work status
with the Adjuster at SRS to ensure correct TTD
rate is paid the Employee. This will be
accomplished by working closely with the
Coder/Operating Partners, reviewing AutoTa and
timeliness of working activity manager.
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• Medical Maximum Improvement/Permanent and
  Stationary/Closure of Workers Compensation
  Claim/Permanent Medical Restrictions
• EE is no longer eligible to receive Salary
  Continuation or SKI/SIF supplement once declared
  any of the above.
• EE on ID/FM IDLOA will remain on leave
• EE who has remaining hours in Salary Continuation
  bank
• is no longer eligible to receive ID/IF. The
  absence will be charged to something other than
  ID/IDF
• EE can work Restricted Duty (RD) if station able
  to
• accommodate while being reviewed by the Medical
  Review Board (MRB) but not to exceed 20 working
  days. If at the time of MRBs decision the
  station cannot accommodate
• Permanent Medical Restrictions (PMRS) the
  Employee
• will be placed on an ID/FM LOA

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Payroll Questions/Concerns To avoid
overpayments, if close to payroll closing dates,
the Coder will send a GroupWise message to
Payroll to tell them to freeze the payment if
subject to putting the EE in an
overpayment situation. Signed EE IOD
Information letter will allow permission for
payroll to withdraw any overpayment from
Employees first check after Return to work.
OK, look to your left, look to your right,
stand up and stretch! What thoughts/questions/iss
ues to we have so far?
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FMLA Questions/Concerns GroupWise can be used
to determine if someone has meet the required
hours worked for eligibility of FMLA by
sending to FMLA -AA Medical Anita
Turner Employee elected to use SK bank in
conjunction with TTD 480 hours has elapsed
change the SIF code to SKI on the next day as EE
is no longer eligible for FMLA. This code would
continue until Employees Sick Bank is
depleted. Strongly encourage use of Excel
Spreadsheet to track 480 hours of FMLA code,
allowing the coder to change the AutoTa code
to SKI or cut a new PTR to show IDLOA
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• RECAP
• Effective May 1, 2003 salary continuation for
  all ground employees will be reduced from 80
  days to 10 days.
• Ground employees can use their Sick Balance to
• supplement their TTD rate until Sick balance is
  exhausted, TTD rate stops, placed at MMI/PS
  or given PMRS.

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SALARY CONTINUANCE/PAY CODING GROUND/MANAGEMENT/NO
N-MANAGEMENT The Company continues to pay the
Employees regular salary if the Employee is
unable to return to work following an injury on
duty, in accordance with AA Corporate Policy
and/or applicable labor agreements, provided the
injury is deemed compensable. This practice is
referred to as salary continuance. A single
injury on duty claim and the provisions thereof,
covers all periods of absence related to the same
original compensable injury/illness. Salary
continuance, coded ID/IDF, is provided for up to
10 total working days based on a five (5) day
workweek or until the employee returns to work
transitional duty or full duty (not to exceed 10
total workdays). See the following Pay Coding
section for ID/IDF/IU/IUF AutoTA coding
procedures. If employee is part-time or works a
four day work week see Four Day Work
Week/Part-Time below on calculating the number
of ID hours due. The employee after the end of
the 10 workdays salary continuance can choose to
use SKI to supplement Temporary Total Disability
(TTD). (See Sick Time Used in Conjunction)

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Overturned Claims and Overpayments Specialty
Risk Services (SRS) has sole responsibility for
determining compensability of injury on duty
claims, based upon individual state
statutes. There are times when a claim is
initially accepted, but is later determined to
be totally or partially denied. When SRS makes
this decision, the assigned SRS adjuster
notifies the Injury Manager/Absence Manager. The
Injury Manager/Absence Manager advises the
supervisor via C23 of the denial so that coding
corrections and (at times) reclamation of pay can
be coordinated. Most latent denials result in ID
codes being changed to SK or SKU. The reverse
coding would apply in circumstances where an
originally denied claim is later accepted as
compensable. Miscoding and Missed
Notifications When a supervisor does not monitor
the ID, SKI and IDF codes closely, an employee
can be overpaid and a finable penalty may be
assessed to SRS due to the delay in
administration of state compensation (Temporary
Total Disability). Additionally, delays in
changing an employees status can result in
incorrect leave dates and overdrawn benefit pay
banks.
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Collecting Overpayments Salary overpayments due
to Workers Compensation claims are normally
recovered in full when an employee returns to
work or from any supplemental payments made to
the employee. In case of extreme financial
hardship, the employee and/or supervisor should
contact Payroll Customer Service to discuss
alternate payment options.
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PAY CODING Pay Code Description ID (Injury on
Duty) Employee is eligible for up to 10 working
days of base salary. Scheduled hours are
coded ID. The Injury Mgr. will update C23 once
notified by claims administrator that
employee has sought medical treatment. (See
below for part-time/4 day work week) IU (Injury
on Duty Unpaid) Injury unpaid. Can use when
employee is off work due to injury and
waiting for employee to confirm use of sick time.
Then re-code IU from 11th day to SKI when
sick use is chosen by employee IUF(Injury On
Duty Unpaid Family Leave) Off work, unpaid time
due to an Injury on Duty, will be coded
IUF, if employee meets the administrative
qualifications for a Family Leave of
Absence. IDF (Injury on Duty Family Leave) Off
work time due to an ID, will be coded IDF, if
employee meets the administrative
qualifications for a Family Leave of Absence.
Employee is eligible for up to 10 working
days of IDF. SKI If the employee chooses to use
his SK time in conjunction with TTD benefits.
(See Sick Calculation Ground to determine
the amount of SKI used each scheduled work
day. SIF (Sick Injury On Duty Family Leave If
the employee chooses to use sick in conjunction
with TTD and has met the administrative
qualifications for a Family Leave of absence.
(See Use of Sick Time to determine the amount
of SKI used each scheduled workday.) SIF
will begin right after the IDF code if the
employee chooses to use sick time. Once the
employee has reached the max of 60 working days
of Family Leave SIF needs to be changed to
SKI if the employee still has sick time. If the
employee is out of sick time, the employee
is placed on IDLOA. HO (Holiday off) If a
holiday falls within the first 30 days of
ID/IDF/IU/IUF, the absence is coded as
HO.NOTE If an EE has been off work due to
IDLOA/SKLOA more than 30 days, the EE is
not entitled to holiday pay (HO).
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VC (Vacation) While the EE is on
ID/IDF/IU/IUF, vacation can be deferred, based on
contract or local procedure, until the EE
returns to work on TD or full duty. The claims
administrator must be notified if VC is
used during the ID period, so that Temporary
Total Disability can be paid for the
vacation period. Vacation is considered a
benefit by the state and not part of
disability benefits. TD (Transitional Duty) EEs
are eligible for up to 80 working days of
Transitional Duty. The EEs regular shift
will be coded TD. See Transitional Duty for
additional information. MMI (Maximum Medical
Improvement)This is not an AA pay code. This
code indicates an employee has reached
maximum medical improvement according to the EEs
treating doctor or designated state doctor.
All injury on duty lost time benefits cease for
the employee at MMI. A continuing absence
is coded as personal off work, i.e. SK, VC.
IDLOA (Injury on Duty Leave of Absence) Once
the employee has exhausted 10 continuous days
of ID/IDF time and chooses not to use sick or
has does not have a sick bank they are
placed on an IDLOA. If he/she qualified for
Family Leave then the employee is placed on
an IDLOA/Family Leave up to the 12 week maximum.
Once the IDLOA/Family Leave is used another
PTR is cut to switch the employee to a regular
IDLOA. Employee is then responsible for
keeping AA Medical updated with medical
documentation to substantiate Leave of
Absence. MCP (Medical Clearance Pay) An EE
required to clear through Call-A-Nurse (AA CAN)
is eligible for MCP, provided EE complies
with CAN requirements. CAN will notify the
supervisor or absence manager by email that
the employee is authorized to be paid MCP until
cleared to return to work. This does not
affect an employees sick bank or create an
occurrence.
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INSTRUCTIONS FOR PAYCODING The employee will be
coded as ID for up to ten (10) workdays, as
applicable, for an absence due to a work-related
injury. Once the claims administrator has
notified the Injury Manager/Absence Manager that
employee has sought treatment, is off work and/or
the claim is compensable, the C23 will update by
the Injury Manager. Injury Mangers for will
update C23 and Administration will update
Autota. Absence Managers will update C23 and
Administration will update Autota. If the claim
is found not compensable then ID time will be
reverted to personal time.
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FOUR DAY WORK WEEK/PART TIME To calculate the
number of ID hours an employee is entitled to
the following formula must be used Total hours
scheduled per week divided by 5 (standard
workweek) times 10 days equal Total number of
hrs of ID pay. Scheduled hrs / 5 x 10 Hours of
ID pay (Example EE scheduled 10 hour days 40/5
8 x 10 80 hrs Part-Time scheduled
22.5 hrs (week) 22.5/5 4.5 x 10 45 hrs) Pay
coding is still done in the same manner for
part-time as for full-time employees. Once an
employee has used 10 consecutive days of ID, if
he/she wishes to use sick time in conjunction
with TTD benefits they should be coded SKI. If
the employee does not choose to use sick or does
not have a sick bank to use he/she is then
placed on an IDLOA. If the employee
administratively qualified for Family Leave see
below for coding instructions.
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CODING OF FAMILY LEAVE If the
employee administratively qualifies for a Family
Leave of absence and is absent more than 3 days
consecutively due to the injury on duty
he/she must be coded IDF. If the employee is
returned to work on transitional duty for a
partial day i.e. four hours TD, four hours IDF,
only four hours will be taken out of the Family
Leave 12 week allotment (60 work days). Once
the employee has used 10 days of IDF and wishes
to use their sick time in conjunction with TTD
benefits his/her time will be coded as SIF
instead of SKI. As long as the employee remains
off work for his/her scheduled shift under SIF
it will draw one day for each day out of the
Family Leave 12 week allotment (60 workdays).
The following are examples of coding for Injury
on Duty/Family Leave.
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Employee has an IOD and is off work for 100
workdays and chooses to supplement his/her TTD
with sick pay in order to receive 100 of his/her
regular full salary.
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Employee has an IOD and is off work for 100
workdays and chooses to NOT supplement his/her
TTD with sick pay OR they do not have sick time
available to use.
27
Employee has an IOD and is off work for 100
workdays and chooses to supplement his/her TTD
with sick pay in order to receive 100 of his/her
regular full salary. He/she has enough sick time
to supplement their TTD for 12 days. In
addition, the employee used 15 workdays of FMLA
during the previous 12 months.
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QUESTIONS AND ANSWERS
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Ground Employee Injury On Duty Policy Effective
May 1, 2003 Questions and Answers
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Ground Employee Injury On Duty Policy Effective
May 1, 2003 Questions and Answers
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Ground Employee Injury On Duty Policy Effective
May 1, 2003 Questions and Answers