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Risk Management & Insurance
University of Pennsylvania
Suite 421 Franklin Building
3451 Walnut Street
Philadelphia, PA 19104

[ Workers' Compensation ]

FAQ 08:

I've received a completed release form that indicates that the injured employee cannot return to work at this time. How should this be handled?

Be sure to contact the Office of Risk Management and Insurance before proceeding with the following:

Once it is determined that an injured employee cannot return to work and has been approved for Workers' Compensation Leave of Absence, the following procedures must be followed to insure correct payment.

Note: The first seven (7) calendar days an employee was schedule to work following a Workers' Compensation qualifying incident must be charged to the employee's sick time.

The following changes to the employee's record should be made by the Home Org Departmental Payroll Administrator in the online Personnel/Payroll system seven (7) calendar days after the date of the Workers' Compensation qualifying incident:

1. Use Update Action 003 (LOA w/o Pay)
2. Change employment status field to "L", to indicate Leave of Absence Without Pay
3. Change the Status Date to date of first absence related to the disability
4. Change the Return from Leave Date (LOA Return Date) to six months from the first absence related to the disability
5. Change Leave of Absence Reason (LOA Resn) to "01" (disability Workers' Compensation only)
6. Change the salary key to "W" to indicate Workers' Compensation as the salary source.
7. Use Update Action 019 (Distribution Update)
• Stop salary distribution effective seven (7) calendar days from the first absence related to the disability

Note that these procedures also apply for workers who cannot be accommodated with "restricted" duty

For detailed information, please be sure to read the contents of: Risk Management and Insurance Policy 2608 Occupational Injury or Illness

Note: In cases involving Unionized University staff, please refer to the terms and conditions of the appropriate collective bargaining agreement.