|Agencies must complete the following steps to report paid workers compensation leaves in the payroll system:
Reporting Information on the Incident and Injury Details Pages:
Using the Monitor Workplace path (Monitor Workplace/Monitor Health/Safety (GBL)/Use/Incident Details), the agency must report the date of accident in the Incident Date field on the Incident Details page. Then, on the Injury Details page, the agency must enter the employee’s EmplID and, in the Date Reported field, the effective date of the workers’ compensation leave.
Reporting Paid Workers’ Compensation Leave Transactions in Job Data:
Agencies must submit a transaction placing the employee on a paid workers’ compensation leave using action/reason codes PLA/WCF (Workers Comp Full) whenever an employee is absent from work on an approved workers’ compensation leave and in pay status. This includes employees charging accruals as part of their benefit.
When the employee returns to work or is no longer eligible to receive pay related to workers’ compensation, agencies must submit a return from leave transaction using action/reason codes RFL/RWC (Return from Workers Comp Full).
Note: It is vital that agencies report the return from paid workers’ compensation leave timely to prevent the under-withholding of taxes.
The agency may then place the employee on the appropriate leave in PayServ, if necessary.
Security employees in Bargaining Units 01, 21, 31, 61, and 91 who have exhausted their paid workers’ compensation leave benefit (six months full pay, charge to accruals, and sick leave at half pay) and remain out of work due to the workers’ compensation injury must be placed on an unpaid Leave of Absence for up to the remaining balance of their one year workers’ compensation benefit using action/reason codes LOA/WDL. Once the one year benefit limit is reached, the employee’s status must be changed to a non-workers’ compensation leave.
Note: Employees on paid workers’ compensation leaves prior to Institution Pay Period 19L/20C and Administration Pay Period 20L/21C must be placed on paid workers’ compensation leave using the appropriate effective date listed below:
December 4, 2014, Institution Extra Lag
December 11, 2014, Institution Lag, Administration Extra Lag
December 18, 2014, Administration Lag
December 25, 2014, Institution Current
January 1, 2015, Administration Current
- A NYSCOPBA (Bargaining Unit 01) represented employee goes on an approved workers’ compensation leave effective February 5, 2015 and returns from leave on February 16, 2015. The employee must now be placed on PLA/WCF for the period of leave as follows:
Effective 2/5/15, PLA/WCF
Effective 2/16/15, RLV/RCF
- A CSEA (Bargaining Unit 02) represented employee goes on an approved workers’ compensation leave on January 15, 2015 and charges accruals for five days. The employee must now be placed on PLA/WCF for the period in which leave accruals are being charged prior to being placed on LOA/WPS as follows:
Effective 1/15/15, PLA/WCF
Effective 1/22/15. RLV/RCF
Effective 1/22/15, LOA/WPS
Note: The Incident/Injury Details page must be entered for the dates of 1/15/15 and then again for 1/22/15.
- A NYS Trooper (Bargaining Unit 07) went on a paid workers’ compensation leave on October 21, 2014 and is still out as of the beginning of Pay Period 20L. The agency must place the employee on PLA/WCF effective December 18, 2014 as follows:
Effective 12/18/14, PLA/WCF
NOTE: Please share this bulletin with the appropriate Human Resource personnel.
Upon return from a paid workers’ compensation leave, agencies must inform the employee to contact the NYSDCP should they wish to re-enroll in the program.