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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:
  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.
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
  1. Navigate to: Workforce Administration > Job Information > Job Data
  2. Enter Employee Information (Employee ID or First Name / Last Name) and click Search.
  3. Click the + button to add a new job row.
  4. Enter the Effective Date (date of accident).
  5. Enter an Action of Paid Leave of Absence.
  6. Enter an Action Reason of Worker's Compensation.
  7. Click Save.
Work Location Lab with LOA Action
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Return 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) and click Search.
  3. Click the + button to add a new job row.
  4. Enter the Effective Date (date returning from Paid LOA).
  5. Enter an Action of Return from Leave.
  6. Enter an Action Reason of Return from Leave.
  7. Click Save.
Work Location tab return from leave
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Option 2. Place employee on FULL Leave of Absence (LOA) – Worker's Compensation

    • Action = Leave of Absence
    • Action Reason = Medical
LOA for medical reasons
  • Once Worker's Compensation Claim approved:
Place 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) and click Search.
      Job Search
    3. Click the + button to add a new job row.
    4. 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.
    5. Enter an Action of Paid Leave of Absence.
    6. Enter an Action Reason of Worker's Compensation
    7. Click Save.
      leave of absence for workers comp
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Return 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) and click Search.
  3. Click the + button to add a new job row.
  4. Enter the Effective Date (date returning from LOA).
  5. Enter an Action of Return from Leave.
  6. Enter an Action Reason of Return from Leave.
  7. Click Save.
return from leave
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Option 3. Place employee on PARTIAL LOA once Worker's Compensation is approved (and reduce FTE to 1/3 [33%])

    1. Navigate to: Workforce Administration > Job Information > Job Data
    2. Enter Employee Information and click Search.
    3. Highlight and copy Position Number.
      final
    4. Navigate to: Organizational Development > Position Data > Maintain Position Information > Add / Update Position Information
    5. Enter Position Number and click Search.
      search
    6. Click + button to add a row.
    7. Enter the Effective Date.
    8. Enter a Reason Code (ex. 043 – Partial LOA – Medical)
    9. 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.**
      Position Partial
    10. Click OK button to dismiss the soft warnings.
    11. Navigate to: Workforce Administration > Job Information > Job Data
    12. Enter Employee Information and click Search.
    13. Verify the row added in Position Data appears correct in Job Data.

Return 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 the Position Number and click Search.
    3. Enter the 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 Save.
      Pos Ret Partial
    7. Click OK button through the soft warnings (EX: possible warning errors for more than 30 days in the future or Reports to missing).
    8. Navigate to: Workforce Administration > Job Information > Job Data
    9. Enter Employee Information and click Search.
    10. Verify the row added in Position Data appears correct in Job Data.
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Additional Resources

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Keywords:
Leave of Absence LOA Workers Compensation HR, Human Resources HR, Human Resources 
Doc ID:
17074
Owned by:
Jessica R. in UW–Shared Services
Created:
2011-02-26
Updated:
2024-05-14
Sites:
UW–Shared Services