HRIS Meeting Workers’ Compensation Overview and Payroll implications 1 August 12, 2014

UO Insurance – Workers’ Compensation  We are insured by SAIF, Corp.  Workers’ compensation insurance is a percentage of an employee’s annual salary and included in Other Payroll Expenses.  Coverage includes no deductible at the department level. 2

Insurance and Loss Expenses FY14 UO allocation to OUS (premiums, losses, and operational costs) – WC: $981,462 – Liability: $1,163,207 – Auto Liability: $84,425 – Property: $1,554,419 3

UO’s Average Number of Claims UO’s Average Number of Claims Per Year that result in a claim. (5 year history) – WC: 152 – Liability: 17 – Auto Liability: 10 – Property: 9 4

Workers’ Compensation University of Oregon 5

Workplace injuries: What do I do first? Address the emergency, get care if necessary Complete forms: SIAR and Workers’ Comp 801 forms and send to Risk Management within 24 hours 6

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8 WC Claims management SAIF Claims adjuster will determine compensability of claim (accept or deny) Workers’ comp benefits for accepted claims Medical Temporary Disability (time loss) Permanent Disability Vocational Assistance 3 types of claims: medical only, modified work, off work or “time loss”

9 Time Loss Payments Eligibility: Employee is not working or working reduced hours PLUS “3 day wait” has passed Day 1 - Leaves early & does not return or first day not worked Day 2 & 3 - Next two calendar days (whether worked or not) Time loss rate = 2/3’s of average weekly wage Average weekly wage is calculated by SAIF, looks back 12 months Employees may take 1/3 of their hours as sick leave or other accrued leave Not paid for medical appointments* (*except all-day IME visits, special form for this) Supervisor needs to maintain regular contact with Employee (per your department’s policies – but at least every 30 days) NEXT: Early return to work is essential...

10 Return to Work! Return to work program: Our goal is to return an employee back to work as soon as possible following an on-the-job injury or illness. Benefits: Faster recovery Control costs and loss of productivity Reduce time loss and permanent disability Injured workers off work over 6 months have only a 50% chance of returning to work. If off work over one year, then 90% chance they will never return to work. EAIP Benefits (equipment, worksite modification, training, wage reimbursement)

WC Claim implications Your department: What would you like supervisors and workers to tell you when a claim is filed? What do you need to know? What situations have you encountered? How have employees used sick time/vacation to cover time off?

Example Employee injured on the job, files claim: – Day 1: Injured, off the rest of the day Forms submitted, no employee signature – Day 2: Goes to doctor, gets doctor’s note allowing time off for rest of week Employee signs forms, confirms that he wants to file WC claim, forms submitted – Day 3: Off work – Days 4, 5: Off work – Day 6-10: Returns to modified work with doctor’s note Pay: – Day 1: no time loss; use 8 hrs accrued leave – Day 2:no time loss; use 8 hrs accrued leave – Day 3: no time loss; use 8 hrs accrued leave – Days 4, 5: 2/3 time paid by SAIF; 1/3 time can be accrued leave (usually 2.67 hrs) – Day 6-10: same rate of pay as regular work, no accrued leave necessary

Other resources: For employees Working outside of Oregon: Notify Payroll (Kenny Ly at and Risk Management (Hannah Vasey- Vehrs at – see: Overpayments: managed by Keri Bartow, Payroll Benefits: Continued Benefits for employees on long-term time loss (1 year max) – Hannah manages this with Cindi Peterson, HR UO AAEO Office: manages the ADA process for disabled workers Ergonomic Assessments: Adam Jones (EH&S), Industrial Hygienist/Loss Prevention Specialist, or online form 13

Contacts – Office of Risk Management Deb Donning, Risk Manager Hannah Vasey-Vehrs, Claims Manager Trish Lijana, Claims Coordinator Lisa Taylor, Insurance and Claims Coordinator 14