When an employee's injury has resulted in time away from work for four or more days,
the Workers' Compensation Office will send the employee an Option Letter with an Option
Card enclosed. This letter describes the payment process and the benefits available while
the employee is out on Workers' Compensation. The Option Card must be completed and
returned to the Workers' Compensation unit within ten days of the date on the letter.
The department will receive a copy of the Option Letter and Instruction Sheets on how to process the employee's pay based on the employee's option choice. The department must enter pay transactions as promptly as possible in order to avoid overpayment to the employee.
OPTION 1: The employee has elected not to use sick leave or vacation to supplement Workers' Compensation benefits.
If the employee elects Option 1, the employee will receive a temporary disability check mailed directly to the employee's home from Octagon Risk Services (ORS). The department is responsible for ensuring that the employee does not receive any pay during the period he/she is out on Worker’s Compensation. The EDB must be updated to reflect the employee's leave of absence without pay. Full sick leave and vacation accrues during the disability, however the employee may not use any accruals until he/she returns to work. (Refer to Section F2.2 on Processing Leave Usage and Adjustments for information on using the EDLR screen for accrual adjustments.)
Enter RX transactions for exception time employees on the Late/Reduce Pay screen (EDLR) to cancel the employee's pay for the period covered in the Instruction Sheet. For example, if the Instruction Sheet sent to you on April 4, 2008 gives dates of 3/15/08 through 3/28/08, process the following transaction on the EDLR screen:
PPETLR0-E0967 Dept. Time Reporting 04/25/YY 11:17:43
04/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 321654988 Name: EMPLOYEE,INJURED Emp Status: A
Pay End: 04/30/08 Check Date: 05/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00102 Tr: RX Per End: 033108 Pay Cy: M Dst: 11 E: C T: 2 D: Ttl: 7243
LACFPS: 4 660525 19900 1 Rate: 03000.00 AH: A Prorate:
DOS: REG Time: 0.4762 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: REG Time: H%: DOS: Hr: DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 321654988 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 043008
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
Note: In the example above, the percent of time was calculated by dividing
the number of working hours in the period covered by the ORS check by the total number of working
hours in the pay period (80/168 = 0.4762).
At the PAN screen, note in the comments that the transaction is for a workers' compensation adjustment - Option 1. Refer to Workers' Compensation PAN Comments for more details on the appropriate PAN comments language and format. Payroll Services will match the transaction to their copy of the Instruction Sheet.
If the dates on the Instruction Sheet cover the pay period in the current month, and the last date to enter transactions on the Time Input Roster has not passed, you may use the Time Roster to enter the reduced percent time for exception time employees or the appropriate percent time or number of hours for employees on positive time. For example, if you receive an Instruction Sheet on 5/14/08 with dates of 7/1/08 through 7/10/08 after which the employee returned to work, you can reflect the percent or hours to be paid for July on the Time Input Roster:
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
ACCOUNTANT 770000770 22 7618 4 660525 19900 1 02952.00 A
Reg. Time (EXCEPTION) DOS: REG Total Time: 0.6522 H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
|
Note: The total percent time in the example above is calculated by dividing
the number of working hours in the period covered by the ORS check by the total number of working
hours in the pay period (64/184 = 0.3478) and subtracting that amount from 100%. (1.00 -
0.3478 = 0.6522).
OPTION 2: The employee has elected to use sick leave (but not vacation) to supplement the ORS check.
If the employee elects Option 2, he/she may receive 100% of his/her earnings minus the amount of the ORS check until the sick leave accruals are exhausted. After the accruals are exhausted, the employee is eligible for an 80% extended sick leave benefit. The employee continues to accrue sick leave and vacation leave while disabled.
The department is responsible for adjusting the employee’s pay and leave accruals:
For positive time employees:
For example, if the Workers’ Compensation Instruction Sheet dated 6/13/08 indicates that the employee received a $490 ORS payment for 5/20/08 through 5/31/08, process the transactions as follows:
PPETLR0-E0967 Dept. Time Reporting 06/13/YY 11:17:43
06/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 321654977 Name: PERSON,HURT Emp Status: A
Pay End: 05/31/08 Check Date: 06/11/08 Pay Cycle: B1 Page 1 of 1
C
Seq: 00102 Tr: LX Per End: 053108 Pay Cy: B Dst: 11 E: E T: 2 D: Ttl: 4672
LACFPS: 4 660525 19900 2 Rate: 009.2800 AH: H Prorate:
DOS: REG Time: 080.00 H%: H DOS: SKL Hr: 027.25 DOS: Hr: WSP:
Seq: 00103 Tr: RX Per End: 053108 Pay Cy: B Dst: 11 E: C T: 2 D: Ttl: 4672
LACFPS: 4 660525 19900 2 Rate: 00490.00 AH: A Prorate:
DOS: WCR Time: H%: DOS: Hr: DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 321654977 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 061108
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
Note: To calculate the SKL used in the example above, the amount of the ORS check of
$490 is divided by the employee’s hourly payrate of $9.28 to arrive at the number of
sick leave hours to be deducted from the employee’s balance (rounded to the nearest
quarter hour) = 27.25 hours.
For Sub 1 employees,
For example, if the Workers’ Compensation Instruction Sheet dated 5/19/08 indicates that the employee received a $169.53 ORS payment for 4/21/08 through 4/23/08, process the transactions as follows:
PPETLR0-E1064 Dept. Time Reporting 05/20/YY 16:39:17
05/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 888888888 Name: PERSON,ANOTHER HURT Emp Status: A
Pay End: 05/31/08 Check Date: 05/30/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00061 Tr: RX Per End: 042308 Pay Cy: M Dst: E: E T: 2 D: Ttl: 9196
LACFPS: 4 401930 60201 1 Rate: 00169.53 AH: A Prorate:
DOS: WCR Time: H%: DOS: Hr: DOS: Hr: WSP:
Seq: 00062 Tr: LX Per End: 053108 Pay Cy: M Dst: E: E T: 2 D: Ttl: 9196
LACFPS: 4 401930 60201 1 Rate: 02570.00 AH: A Prorate:
DOS: Time: H%: DOS: SKL Hr: 004.50 DOS: Hr: WSP:
Seq: Tr: Per End: Pay Cy: Dst: E: T: D: Ttl:
LACFPS: Rate: AH: Prorate:
DOS: Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 888888888 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 053108
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
Note: To calculate the SKL used in the example above, the amount of the ORS check of
$169.53 is divided by the employee’s hourly payrate of $14.77 ($2570 / 174
hrs = $14.77) which is the equivalent of 11.50 hours rounded to the nearest
quarter-hour paid by ORS ($169.53 / $14.77 = 11.48 hours) The difference between
the number of working hours in the period and the number of hours paid by ORS is the number of hours of sick leave used
(16 - 11.45 = 4.50 rounded to the nearest quarter-hour).
Note in the comments that the transaction is for a workers' compensation adjustment - Option 2. Refer to Workers' Compensation PAN Comments for more details on the appropriate PAN comments language and format. Payroll Services will match the transaction to their copy of the Instruction Sheet.
OPTION 3: The employee has elected to use sick leave and vacation to supplement the ORS check.
If the employee elects Option 3, he/she is entitled to 100% of his/her earnings minus the amount of the ORS check until the sick leave and vacation accruals are exhausted. After the accruals are exhausted, the employee is eligible for an 80% extended sick leave benefit. The employee continues to accrue sick leave and vacation benefits while disabled.
The department is responsible for adjusting both the employee’s pay and the sick leave and vacation accruals:
For positive time employees:
For exception time employees:
Note in the comments that the transaction is for a workers' compensation adjustment - Option 3. Refer to Workers' Compensation PAN Comments for more details on the appropriate PAN comments language and format. Payroll Services will match the transaction to their copy of the Instruction Sheet.
80% Extended Sick Leave Benefit is automatic if the employee has selected Options 2 or 3 and has exhausted sick leave and/or vacation depending on which option was selected.
When an employee has exhausted all sick leave under Option 2 or all sick and vacation leave under Option 3:
(Refer to the EDB Manual, Section B1 for detailed instructions on how to set up a distribution.) Once the EDB is updated, the 80% distribution will be displayed on the Time Input Roster for payment.
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
ACCOUNTANT 770000770 22 7618 4 660525 19900 1 02952.00 A
Reg. Time (EXCEPTION) DOS: ESL Total Time: 0.8000 H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
|
If the EDB has not been updated with the 80% ESL distribution in time to pay a
positive time employee from the Roster, use the Late/Reduce Pay screen (EDLR) to first
enter an "LX" transaction using the DOS code ESL to report 80% of the
actual number of hours the employee would have worked.
For example, if the Instruction Sheet dated 3/22/08 indicates that the bi-weekly paid employee received an ORS check for $550.00 for the period 3/7/08 through 3/21/08 and the employee is on 80% from 2/7/08 through 8/7/08, process the transactions as follows:
Note: This transaction crosses over two biweekly pay periods. The example shows the calculations for the period of the ORS check, 3/7/08 through 3/20/08. The employee would have worked one day for the pay period ending 3/8/08, so to calculate the number of working hours, multiply 8 hours by 80% = 6.40 hours. The employee would have worked 9 days for the pay period ending 3/22/08, so to calculate the number of working hours, multiply 72 hours by 80% = 57.60 hours.
PPETLR0-E1064 Dept. Time Reporting 03/25/YY 17:37:21
03/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 777777777 Name: INJURY,PRETTY BAD Emp Status: A
Pay End: 03/22/08 Check Date: 04/02/08 Pay Cycle: B2 Page 1 of 1
C
Seq: 00127 Tr: LX Per End: 030808 Pay Cy: B Dst: 13 E: E T: 2 D: Ttl: 5116
LACFPS: 4 660525 19900 2 Rate: 010.3300 AH: H Prorate:
DOS: ESL Time: 006.40 H%: H DOS: Hr: DOS: Hr: WSP:
Seq: 00128 Tr: LX Per End: 032208 Pay Cy: B Dst: E: E T: 2 D: Ttl: 5116
LACFPS: 4 660525 19900 2 Rate: 010.3300 AH: H Prorate:
DOS: ESL Time: 057.60 H%: H DOS: Hr: DOS: Hr: WSP:
Seq: 00129 Tr: RX Per End: 032008 Pay Cy: B Dst: E: T: 2 D: Ttl: 5116
LACFPS: 4 660525 19900 2 Rate: 550.0000 AH: A Prorate:
DOS: WCR Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 777777777 Name: SSN:
Seq No: Pay Cycle: B2 Pay End: 032208
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
The DOS code ESL is used exclusively for payments to employees who are receiving
extended sick leave at 80%. If the EDB has not been updated with the 80%
distribution in time to pay an exception time employee from the Roster and the employee
was paid 100% time:
For example, if the employee in the example above had been paid from exception time, process the transactions as follows:
PPETLR0-E1064 Dept. Time Reporting 03/30/YY 17:37:21
03/09/YY 23:25:44 Late/Reduce Pay (EDLR) Userid: ABCDE
ID: 777777777 Name: INJURY,PRETTY BAD Emp Status: A
Pay End: 04/30/08 Check Date: 05/01/08 Pay Cycle: MO Page 1 of 1
C
Seq: 00127 Tr: RX Per End: 033108 Pay Cy: M Dst: 13 E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 02125.00 AH: A Prorate:
DOS: REG Time: 0.4762 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00128 Tr: RX Per End: 033108 Pay Cy: M Dst: E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 00550.00 AH: A Prorate:
DOS: ESL Time: 0.3810 H%: % DOS: Hr: DOS: Hr: WSP:
Seq: 00129 Tr: RX Per End: 033108 Pay Cy: M Dst: E: E T: 2 D: Ttl: 4723
LACFPS: 4 660525 19900 1 Rate: 00550.00 AH: A Prorate:
DOS: WCR Time: H%: DOS: Hr: DOS: Hr: WSP:
Next Func: ID: 777777777 Name: SSN:
Seq No: Pay Cycle: MO Pay End: 043008
U0001 Input accepted
===>
F: 1-Help 2-Jump 5-CANCEL
F: 9-UPDATE
|
Note: In the example above, to calculate the percent time to
be reversed, divide the number of hours the employee was paid in the period
covered by the ORS check by the total number of working hours in the month (80
hrs/168=.4762). Next calculate the percent time to be paid by multiplying
the number of hours the employee would have worked in the period covered by the
ORS check by 80% (80 hrs x 80% = 16 hrs) and divide by
the number of working hours in the month (64 hrs/168 = .3810).
Note in the comments that the transaction is for a workers' compensation adjustment - 80% extended sick leave benefit. Refer to Workers' Compensation PAN Comments for more details on the appropriate PAN comments language and format. Payroll Services will match the transaction to their copy of the Instruction Sheet.
Vacation and Sick Leave Accruals
Employees should receive accruals at the regular rate for the time they were receiving less than full pay while they were out on workers' compensation, including the time they were entitled to 80% extended sick leave benefits. Adjustments should be made to vacation and sick leave accruals after the employee returns to work. (Refer to Section F2.2 on Processing Leave Usage and Adjustments for information on using the EDLR screen for accrual adjustments.)
E13.1 Workers' Compensation PAN Comments
In order to ensure appropriate processing, departmental PTR Preparers should use the following PAN comments when submitting workers' compensation transactions for an employee.
Example 1 - Workers' Compensation PAN Comments Template
Use this format and language for Workers' Compensation PAN Comments:
Line 1: Workers' Comp Option (1, 2, 3, 80% ESL, or Wage Loss)
Line 2: Department Code: (The department's 4 digit FS code)
Line 3: Workers' Comp period (dates on worksheet)
Line 4: Rush check request or Overpayment (if applicable)
Line 5: Indicate if employee works an alternate work schedule (if applicable). An alternate work schedule is any schedule other than 8 hours per day, Monday-Friday.
Line 6: Any other comments as needed for PTR preparers or for departmental review.
An example is shown below.
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UCEOMO-E0863 PostAuth Notification 02/28/YY 09:32:38 Comments Entry Userid: ABCDE Page 01 of 01 Employee: BO PEEP Preparer: MOTHER NATURE ID: 901000005 Phone: (310) 794-8723 Action: AP-Additional Pay Email: Mothernature@ucla.edu
--------------------------------- Comments --------------------------------- ABCDE WORKERS’ COMPENSATION OPTION 2 DEPARTMENT CODE: 1234 WORKERS’ COMPENSATION PERIOD 02/10/11 TO 02/19/11 OVERPAYMENT PLEASE BILL EMPLOYEE EMPLOYEE’S WORK SCHEDULE IS 8 HOURS A DAY TUESDAY THROUGH SATURDAY.
Next Func:
===> F: 1-Help 3-Return F: 9-UPDATE 10-NotfPrep 11-Detail |
Before updating, the preparer must add Payroll Notification in order for Payroll Services to receive a PAN.
This can be done by pressing the F10 key.
Add Payroll Services as a carbon copy recipient on the PAN preparation screen by entering PPPAY.
Once the enter key is pressed a "U" will appear in the Type field, the Payroll Email Address will appear in the email field and "Payroll Notification" will appear in the Name field.
After Payroll Services has been added as a recipient of this PAN, complete the transaction by pressing F9 to process the final update.
Once the update process is complete, the screen will be displayed with the transaction(s). "Update Process Complete" will be displayed on the screen.
Example 2 - Correction to Workers' Compensation PAN Comments Template
Sometimes the PTR Preparer may need to make a correction to a previously sent workers' compensation transaction, (i.e. change hours, change in DOS code, reverse the transaction, etc.).
Use the following format and language to make a correction to a previously submitted Workers' Compensation request PAN Comments:
Line 1: Correction to Workers' Compensation transaction submitted on MM/DD/YY.
Line 2: Workers' Comp period (dates on worksheet)
Line 3: Indicate if Rush check request or Overpayment request (if applicable).
Line 4: Indicate if employee works an alternate work schedule (if applicable). An alternate work schedule is any schedule other than 8 hours per day, Monday-Friday.
Line 5: Any other comments as needed for PTR preparers or for departmental review.
An example is shown below.
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UCEOMO-E0863 PostAuth Notification 02/28/YY 09:32:38 Comments Entry Userid: ABCDE Page 01 of 01 Employee: BO PEEP Preparer: MOTHER NATURE ID: 901000005 Phone: (310) 794-8723 Action: AP-Additional Pay Email: Mothernature@ucla.edu
--------------------------------- Comments --------------------------------- ABCDE CORRECTION TO WORKERS’ COMP TRANSACTION SUBMITTED ON 02/28/11; DEPARTMENT CODE: 1234 WORKERS’ COMP PERIOD 02/10/11 TO 02/19/11 RUSH CHECK REQUEST EMPLOYEE WORKS 10 HOUR SHIFTS ON TUES, WED, THURS, AND FRI.
Next Func:
===> F: 1-Help 3-Return F: 9-UPDATE 10-NotfPrep 11-Detail |
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