Topics Map > Human Resource System (HRS) > HRS Human Resources Administration
Entering a Leave of Absence Due to Workers Compensation in HRS
Overview
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:- 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).
- 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).
- 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.
You may click on the links below to navigate directly to a section:
Instructions
Option 1: Place 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
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information (Employee ID or First Name / Last Name) and click Search.
- Click the + button to add a new job row.
- Enter the Effective Date (date of accident).
- Enter an Action of Paid Leave of Absence.
- Enter an Action Reason of Worker's Compensation.
- Click Save.
Return employee from PAID Leave of Absence (PLA) – Worker's Compensation
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information (Employee ID or First Name / Last Name) and click Search.
- Click the + button to add a new job row.
- Enter the Effective Date (date returning from Paid LOA).
- Enter an Action of Return from Leave.
- Enter an Action Reason of Return from Leave.
- Click Save.
Option 2. Place employee on FULL Leave of Absence (LOA) – Worker's Compensation
- Employee takes Full Time Leave while Worker's Compensation Claim is processed: Entering a Leave of Absence (Unpaid, Paid, Partial, Intermittent) in HRS .
- Action = Leave of Absence
- Action Reason = Medical
- Once Worker's Compensation Claim approved:
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information (Employee ID or First Name / Last Name) and click Search.
- Click the + button to add a new job row.
- Enter the Effective Date (retro to date of accident), with sequence # one higher than previous row of FULL LOA, since workers compensation was approved back to date of accident.
- Enter an Action of Paid Leave of Absence.
- Enter an Action Reason of Worker's Compensation
- Click Save.
Return employee from PAID Leave of Absence (LOA) – Worker's Compensation
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information (Employee ID or First Name / Last Name) and click Search.
- Click the + button to add a new job row.
- Enter the Effective Date (date returning from LOA).
- Enter an Action of Return from Leave.
- Enter an Action Reason of Return from Leave.
- Click Save.
Option 3. Place employee on PARTIAL LOA once Worker's Compensation is approved (and reduce FTE to 1/3 [33%])
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information and click Search.
- Highlight and copy Position Number.
- Navigate to: Organizational Development > Position Data > Maintain Position Information > Add / Update Position Information
- Enter Position Number and click Search.
- Click + button to add a row.
- Enter the Effective Date.
- Enter a Reason Code (ex. 043 – Partial LOA – Medical)
- 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.**
- Click OK button to dismiss the soft warnings.
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information and click Search.
- Verify the row added in Position Data appears correct in Job Data.
Return employee from PAID Leave of Absence (LOA) – Worker's Compensation
- Navigate to: Organizational Development > Position Data > Maintain Position Information > Add / Update Position Information
- Enter the Position Number and click Search.
- Enter the Effective Date.
- Enter a Reason Code (ex. 087 - Return from Partial LOA)
- Return Standard Hours to 40; this will return the FTE to 1.00.
- Click Save.
- Click OK button through the soft warnings (EX: possible warning errors for more than 30 days in the future or Reports to missing).
- Navigate to: Workforce Administration > Job Information > Job Data
- Enter Employee Information and click Search.
- Verify the row added in Position Data appears correct in Job Data.
Additional Resources
Related KBs:
- Entering a Leave of Absence (Unpaid, Paid, Partial, Intermittent) in HRS
- Entering Absences via UWS Absences page for Faculty/Academic Staff/Limited Appointment (FA/AS/LI) Employees in HRS