WORKERS’ COMPENSATION

PAYROLL ADMINISTRATION

(951) 827-3307

IF NO LOST TIME PAST DATE OF INJURY

The payroll process doesn’t changeMonitor for possible future lost timeEncourage 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)

1

0.67

0.33

0.80.67

0.13

SL/VL SL/VL & WCR. ESL ESL & WCR

Supplemental Pay

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 departmentLeave 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 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

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 08:41:1609/06/05 19:40:14 Leave of Absence Data Use RVPAYRMTID: Name: Stat: A Pr Pay: MOLeave of Absence Action Code : 07Leave of Absence Begin Date : 100105 Return: 120105 Type: 09Last 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 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

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

STEP 2PPEAPP0-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 20 1 2 070196 999999 I D01100 0 Title Grade %Full F/V Ann/Hr Rate Time 4722 _____ASSISTANT III 1.00 F 41748.00 A MO R D  Dist Actions ACCT ACTV FUND FN CC PD PC FTE % 21 500110 01206 19900 72 Staff, Career 1.00 1.0000 Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP 100102 113005 6.0 3479.00 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……..continued09/06/05 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 20 1 2 070196 999999 I D01100 0 Title Grade %Full F/V Ann/Hr Rate h Time 4722 _____ASSISTANT III 1.00 F 41748.00 A MO R D  Dist Actions ACCT ACTV FUND FN CC PD PC FTE D 21 500110 01206 19900 72 Staff, Career 1.00 1.0000 Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP 100102 113005 6.0 3479.00 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 20 1 2 070196 999999 I D01100 0 Title Grade %Full F/V Ann/Hr Rate t Sc Time L 4722 _____ASSISTANT III 1.00 F 41748.00 A MO R D  Dist Actions ACCT ACTV FUND FN CC PD PC FTE % 21 500110 01206 19900 72 Staff, Career 1.00 1.0000 Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP 100102 113005 6.0 3479.00 REG  Dist Actions ACCT ACTV FUND FN CC PD PC FTE Dist 22 500110 01206 19900 72 Staff, Career 1.00 0.8000 Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP 120105 060106 6.0 3479.00 ESL   Next : ID: Name: SSN: U0001 Input accepted ===> F: 1-Help 2-Cancel 4-Print 5-Update F: 9-Jump

STEP 2……..continued09/06/05 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 20 1 2 070196 999999 I D01100 0 Title Grade %Full F/V Ann/Hr Rate R Time 4722 _____ASSISTANT III 1.00 F 41748.00 A MO R D  Dist Actions ACCT ACTV FUND FN CC PD PC FTE Ds % 21 500110 01206 19900 72 Staff, Career 1.00 1.0000 Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP 100102 113005 6.0 3479.00 REG  Dist Actions ACCT ACTV FUND FN CC PD PC FTE D % 22 500110 01206 19900 72 Staff, Career 1.00 0.8000 Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP 120105 060106 6.0 3479.00 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……..continuedPPEAPP0-E1595 RVT EDB Entry/Update 10/05/05 08:57:3009/06/05 19:40:14 Appointments/Distributions Use: RVPAYRMTID: 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 20 1 2 070196 999999 I D01100 0 Title Grade %Full F/V Ann/Hr Rate v 4722 _____ASSISTANT III 1.00 F 41748.00 A MO R D  Dist Actions ACCT ACTV FUND FN CC PD PC FTE Dist 23 500110 01206 19900 72 Staff, Career 1.00 1.0000 Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP 060206 999999 6.0 3479.00 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 3PLACING 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 UpdateRefer to Step 3.doc in examples

STEP 3PLACING 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 : 060206 Return: 083106 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 20 1 2 070196 999999 I D01100 0 Title Grade %Full F/V Ann/Hr Rate t S Time L 4722 _____ASSISTANT III 1.00 F 41748.00 A MO R D  Dist Actions ACCT ACTV FUND FN CC PD PC FTE Dist 23 500110 01206 19900 72 Staff, Career 1.00 1.0000 Pay Begin Pay End Step O/A Rate/Amount DOS PRQ DUC WSP 060206 999999 6.0 3479.00 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 1POINTS OF DISCUSSION

3-day waiting period

Sick/Vacation leave used

Sick/Vacation leave accruals

SCENARIO 2POINTS OF DISCUSSION

Sick and Vacation leave used

Sick and Vacation accruals

SCENARIO 3POINTS 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 4POINTS 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 5POINTS OF DISCUSSION

Terminal Vacation Pay

Benefits department role

Disability Management role