WORKERS’ COMPENSATION PAYROLL ADMINISTRATION (951)

IF NO LOST TIME PAST DATE OF INJURY The payroll process doesn’t change Monitor for possible future lost time Encourage department to follow Mandatory Return to Work guidelines: >To prevent Lost Workdays >To reduce cost to employee, Department & Workers’ Compensation program >To keep payroll process simple & continuous

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 )

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

AFTER THE CLAIM IS APPROVED……. continued TD checks go directly to employee Amount is determined by law, based on the employee’s average weekly earnings Approximately two-thirds of the employee’s 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

AFTER THE CLAIM IS APPROVED... continued WHILE 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.

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

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%

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.

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.

EXTENDED SICK LEAVE Policy 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

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% > (See Buy Back – Appendix Page…) Holidays – Paid at 80%

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.

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.

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)

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

CREDITING ANY LOST VACATION OR SICK ACCRUALS Credit lost accruals at the rate of 100% See LeaveAccrual.doc for details

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 physician’s note) Enter 09 for Workers’ Compensation leave F5 to Update >Refer to Step1.doc in examples

Step 1 PPELVE0-E1482 RVT EDB Entry/Update 10/05/05 08:41:16 09/06/05 19:40:14 Leave of Absence Data Use RVPAYRMT ID: Name: Stat: A Pr Pay: MO Leave of Absence Action Code : 07 Leave of Absence Begin Date : Return: 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: ===> F: 1-Help 4-Print 5-Update F: 9-Jump 12-Exit

STEP 2 Placing 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

STEP 2 Placing 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

STEP 2 PPEAPP0-E1595 RVT EDB Entry/Update 10/05/05 08:43:56 09/06/05 19:40:14 Appointments/Distributions RVPAYRMT ID: Name: Stat: A i Pay: MO PAF Gen No: 38 Page 1 of 1 Appt Actions Bas Pd Appt Begin Appt End Dept FLSA I D Title Grade %Full F/V Ann/Hr Rate Time 4722 _____ASSISTANT III 1.00 F A MO R D Dist Actions ACCT ACTV FUND FN CC PD PC FTE % Staff, Career Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP REG Dist Actions ACCT ACTV FUND FN CC PD PC FTE % Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP Next ID: Name: SSN: ===> F: 1-Help 3- 4-Print 5-Update F: 9-Jump 12-Exit

STEP 2…….. continued 09/06/05 19:40:14 Appointments/Distributions RVPAYRMT ID: Name: Stat: A P Pay: MO PAF Gen No: 38 Page 1 of Appt Actions Bas Pd Appt Begin Appt End Dept FLSA I D Title Grade %Full F/V Ann/Hr Rate h Time 4722 _____ASSISTANT III 1.00 F A MO R D Dist Actions ACCT ACTV FUND FN CC PD PC FTE D Staff, Career Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP REG Dist Actions ACCT ACTV FUND FN CC PD PC FTE D Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP Next F: ID: Name: SSN: ===> copy 21 to 22 F: 1-Help 3-P 4-Print 5-Update F: 9-Jump 12-Exit

STEP 2……..continued PPEAPP0-E1595 RVT EDB Entry/Update 10/05/05 08:49:10 09/06/05 19:40:14 Appointments/Distributions Use rid: RVPAYRMT ID: Name: E Stat: A Pr Pay: MO PAF Gen No: 38 Page 1 of 1 Appt Actions P T Bas Pd O Appt Begin Appt End Dr Dept FLSA I D Title Grade %Full F/V Ann/Hr Rate t Sc Time L 4722 _____ASSISTANT III 1.00 F A MO R D Dist Actions ACCT ACTV FUND FN CC PD PC FTE % Staff, Career Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP REG Dist Actions ACCT ACTV FUND FN CC PD PC FTE Dist Staff, Career Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP ESL Next : ID: Name: SSN: U0001 Input accepted ===> F: 1-Help 2-Cancel 4-Print 5-Update F: 9-Jump

STEP 2……..continued 09/06/05 19:40:14 Appointments/Distributions Use: RVPAYRMT ID: Name: E Stat: A PP: MO PAF Gen No: 38 Page 1 of 1 Appt Actions P T Bas Pd O Appt Begin Appt End D Dept FLSA I D Title Grade %Full F/V Ann/Hr Rate R Time 4722 _____ASSISTANT III 1.00 F A MO R D Dist Actions ACCT ACTV FUND FN CC PD PC FTE Ds % Staff, Career Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP REG Dist Actions ACCT ACTV FUND FN CC PD PC FTE D % Staff, Career Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP ESL Next c: ID: Name: SSN: U0001 Input accepted ===> copy 21 to 23 F: 1-Help 2-Cancel 4-Print 5-Update F: 9-Jump

STEP 2……..continued PPEAPP0-E1595 RVT EDB Entry/Update 10/05/05 08:57:30 09/06/05 19:40:14 Appointments/Distributions Use: RVPAYRMT ID: Name: Stat: A Pi Pay: MO PAF Gen No: 38 Page 2 of 2 Appt Actions Pg T Bas Pd O Appt Begin Appt End Dept FLSA I D Title Grade %Full F/V Ann/Hr Rate v 4722 _____ASSISTANT III 1.00 F A MO R D Dist Actions ACCT ACTV FUND FN CC PD PC FTE Dist Staff, Career Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP REG Dist Actions ACCT ACTV FUND FN CC PD PC FTE Dist % Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP Next Function: ID: Name: SSN: U0001 Input accepted ===> F: 1-Help 2-Cancel 4-Print 5-Update F: 7-Backward 9-Jump

STEP 3 PLACING THE EMPLOYEE ON LWOP EEDB ELVE with Employee ID, enter Enter 08 for Leave without Pay Enter begin date Enter return date (per physician’s note) Enter 09 for Workers’ Compensation leave F5 to Update Refer to Step 3.doc in examples

STEP 3 PLACING THE EMPLOYEE ON LWOP…CONTINUED PPELVE0-E1482 RVT EDB Entry/Update 10/05/05 09:15:20 09/06/05 19:40:14 Leave of Absence Data Use: RVPAYRMT ID: Name: E Stat: A Pi Pay: MO Leave of Absence Action Code : 08 Leave of Absence Begin Date : Return: 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 Function: ID: Name: SSN: ===> F: 1-Help 3-Pre 4-Print 5-Update F: 9-Jump 12-Exit

STEP 3…………….continued PPEAPP0-E1595 RVT EDB Entry/Update 10/05/05 08:57:30 09/06/05 19:40:14 Appointments/Distributions User: RVPAYRMT ID: Name: Employee Status: N Pi Pay: MO PAF Gen No: 38 Page 2 of 2 Appt Actions P T Bas Pd O Appt Begin Appt End D Dept FLSA I D Title Grade %Full F/V Ann/Hr Rate t S Time L 4722 _____ASSISTANT III 1.00 F A MO R D Dist Actions ACCT ACTV FUND FN CC PD PC FTE Dist Staff, Career Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP REG Dist Actions ACCT ACTV FUND FN CC PD PC FTE D % Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP Next Function: ID: Name: SSN: U0001 Input accepted ===> F: 1-Help 2-Cancel 4-Print 5-Update F: 7-Backward 9-Jump

SCENARIO 1 POINTS OF DISCUSSION 3-day waiting period Sick/Vacation leave used Sick/Vacation leave accruals

SCENARIO 2 POINTS OF DISCUSSION Sick and Vacation leave used Sick and Vacation accruals

SCENARIO 3 POINTS OF DISCUSSION Returning to work on part-time basis Sick and Vacation leave used Sick and Vacation leave accruals Role of Disability Management of Transitional Return to Work

SCENARIO 4 POINTS OF DISCUSSION Maxing out ESL benefits and going on LWOP Applying for Liberty Mutual Retirement Service Credits Sick and Vacation Leave accruals Continuation of health coverage with the Health Contingency Fund

SCENARIO 5 POINTS OF DISCUSSION Terminal Vacation Pay Benefits department role Disability Management role