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WORKERS COMPENSATION

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If separation occurs vacation hours earned will be paid to the employee. ... If separation occurs, these hours will not be paid out. RE-CREDITING SICK/VACATION USAGE ... – PowerPoint PPT presentation

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Title: WORKERS COMPENSATION

1
WORKERS COMPENSATION

PAYROLL ADMINISTRATION
(951) 827-3307

2
IF NO LOST TIME PAST DATE OF INJURY

The payroll process doesnt change
Monitor for possible future lost time
Encourage department to follow Mandatory Return
to Work guidelines
gtTo prevent Lost Workdays
gtTo reduce cost to employee, Department
Workers Compensation program
gtTo keep payroll process simple continuous

3
IF LOST TIME PAST DATE OF INJURY SALARY
OPTIONS PRIOR TO APPROVAL OF THE CLAIM

Employee will need to request the use of sick,
vacation or compensatory leave while he is
temporarily disabled.
If sick leave or vacation leave is used a portion
of those hours will be re-credited (claim must be
accepted by Sedgwick CMS for re-crediting of
hours to occur)
If compensatory leave is used, those hours will
not be re-credited
If employee has exhausted his sick leave and the
claim has been approved, he is eligible to
receive Extended Sick Leave (ESL)

4
(No Transcript)
5
AFTER THE CLAIM IS APPROVED

Temporary Disability (TD) checks are paid when
Sedgwick CMS accepts the claim and the treating
physician certifies the illness or injury is
causing the employee to lose time from work
TD is not paid for first 3 days after the date of
injury (waiting period) unless
an employee is hospitalized as an inpatient, or
an employee is off work for more than 14 days

6
AFTER THE CLAIM IS APPROVED. continued

TD checks go directly to employee
Amount is determined by law, based on the
employees average weekly earnings
Approximately two-thirds of the employees actual
wage loss, up to a maximum weekly rate
injury or illness prior to 1/1/2003
490/weekly limit
injury or illness on or after 1/1/2003
602/weekly limit
injury or illness on or after 1/1/2004
728/weekly limit
injury or illness on or after 1/1/2005
840/weekly limit

7
AFTER THE CLAIM IS APPROVED...continuedWHILE
RECEIVING BOTH TD AND UCR CHECKS

Initially, the employee will be receiving
temporary disability checks from Sedgwick CMS and
UCR (by using sick, vacation, compensatory leave
or ESL benefits).
In order to prevent an overpayment, the Payroll
Office will deduct Sedgwick CMS payments from UCR
wages. While using sick, vacation compensatory
leave, the employee will receive a net of 100 of
their usual earnings between the 2 checks. When
only receiving ESL benefits , this process will
net the employee approximately 80 of their usual
earnings.

8
AFTER THE CLAIM IS APPROVED..continued

Department is required to obtain a signed
authorization form from employee
(See Appendix Page - Sick/Leave Authorization
Letter)
The employee has 3 options to choose from for
the continuation of their salary
Option 1 Use sick and vacation leave to
supplement TD checks
Option 2 Use sick leave only to supplement TD
checks
Option 3 Use no leave accruals take Leave
Without Pay

9
OPTION 1 USE BOTH SICK AND VACATION LEAVE

Salary issues Department will use sick leave
first and then vacation leave to supplement TD
checks. TD payments will be deducted from UCR
paychecks.
Benefit issues Medical, Dental and Vision
premiums will continue to be paid by department
Leave Accruals Will earn both sick and vacation
at normal rate (100) Can be used as it is
earned. This will continue until accruals are
exhausted.
Retirement Credits Will earn 100
Holidays Will be paid at 100

10
OPTION 2 USE SICK LEAVE ONLY

Everything will work the same as Option 1 except
vacation leave will not be used, only sick leave.
Only Option 1 and 2 will permit the employee to
receive Extended Sick Leave benefits.

11
OPTION 3 USE NO LEAVE ACCRUALS TAKE LEAVE
WITHOUT PAY (LWOP)

Salary issues Employee will receive TD checks
from Sedgwick CMS and no salary from UCR
Benefit issues Employee will be required to pay
the full cost of dental and vision coverage.
Medical insurance premiums may be covered by the
Health Contingency fund. If eligible for Family
Medical Leave (FML), all insurance premiums can
be paid by UCR up to 12 weeks.
Leave Accruals Employee will earn sick and
vacation leave at the normal rate, but it will
not be credited until they return to work. If
separation happens before they return to work,
vacation hours earned while on LWOP are not owed.
Retirement Credits Will not earn.
Holidays Will not be paid.

12
EXTENDED SICK LEAVEPolicy 44 C Personnel
Policies for Staff Members

Eligible employees receive 80 of their basic
salary called Extended Sick Leave (ESL) for up to
26 weeks per injury while they are out.
Eligibility for ESL is based on the following
Employee must be receiving TD payments
Employee must exhaust all of his accrued
sick leave

13
EXTENDED SICK LEAVE.continued

Benefit issues UCR will continue to pay
medical, dental and vision premiums.
Leave issues Employee continues to accrue sick
and vacation leave at normal rate, but these
hours will not be credited until he returns to
work. Employee cannot use accrued sick/ vacation
until he returns. If separation occurs vacation
hours earned will be paid to the employee.
Retirement Service Credit Will earn at 80
gt(See Buy Back Appendix Page)
Holidays Paid at 80

14
After EXTENDED SICK LEAVE

If employee remains disabled after ESL is
exhausted, they will be placed on LWOP. UCR
checks will cease, TD checks will continue.
Employee will be required to pay full cost of
dental and vision insurances. Medical insurance
premiums may be covered by the Health Contingency
fund. If eligible for FML, premiums can be paid
by UCR up to 12 weeks.

15
Summary LEAVE ACCRUALS WHILE OFF WORK

Employees on full-time status Will earn at
normal rate and can use it as they earn it.
Employees on ESL Will earn at normal rate.
Hours can not be used until employee returns to
work. If separation occurs, these hours will be
paid out.
Employees on Leave without Pay Will earn at
normal rate. Hours will be credited when
employee returns to work. If separation occurs,
these hours will not be paid out.

16
RE-CREDITING SICK/VACATION USAGE

Re-credit usage at the rate of 66.67
For example 8 hours used 5.0 hours given
back. Round up at .50 and round down at .49
Enter re-credits by the month not in lump
sum
(See LeaveUsage.doc for details)

17
RE-CREDITING SICK/VACATION USAGE..continued

If employee is released by physician to return to
work part-time, re-crediting of sick/vacation
leave used, is processed monthly.
There are 2 ways to process
Only charge 33.33 of usage, therefore no need to
re-credit at the end of the month (uses 40 hours,
is charged 13 hours)
Charge full amount of sick leave (uses 40 hours,
is charged 40 hours) and then re-credit 26 hours
in separate transaction

18
CREDITING ANY LOST VACATION OR SICK ACCRUALS

Credit lost accruals at the rate of 100
See LeaveAccrual.doc for details

19
STEP 1 PLACING AN EMPLOYEE ON LEAVE WITH PAY

EEDB
ELVE with Employee ID, enter
Enter 07 for Leave with pay
Enter begin date of leave
Enter return date (per physicians note)
Enter 09 for Workers Compensation leave
F5 to Update
gtRefer to Step1.doc in examples

20
Step 1

PPELVE0-E1482 RVT EDB Entry/Update
10/05/05 084116
09/06/05 194014 Leave of Absence Data
Use RVPAYRMT
ID Name Stat A Pr Pay MO
Leave of Absence Action Code 07
Leave of Absence Begin Date 100105
Return 120105 Type 09
Last Sabbatical Credit Balance
Sabbatical Credit Date
Sabbatical Credit Accrued
Sabbatical Credit Accrued Thru Date
Sabbatical Credit Used
Total Sabbatical Credit Balance
START Reduction Percentage
START Begin Date
START End Date
Next ID Name
SSN
gt
F 1-Help 4-Print
5-Update
F 9-Jump
12-Exit

21
STEP 2Placing the Employee on ESL

EAPP
On current distribution, enter payment end date,
which is equivalent to the date the employee
exhausted their accrued leave.
On command line, type copy 21 to 22 to create a
new distribution, enter
change percentage to 80
change begin date to the day after the
the employee exhausted their sick leave
change return date to estimated date of return
change the DOS code to ESL

22
STEP 2Placing the Employee on ESL..continued

On command line, type copy 21 to 23 to create a
new distribution for when the employee returns to
full duty
Enter begin date (day the employee returns)
Enter 999999 for end date
DOS should be REG
Percentage should be 100
See Step2b.doc, Step2c.doc, Step2d.doc,
Step3a.doc in examples

23
STEP 2