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Workers’ Compensation and Quota Accurals Outlined - 02/10/09

A memo from Assistant Comptroller Mary Alexander-Conte to University Business Office staff explains proper handling for certain leave quota accruals with regard to Workers’ Compensation. The memo follows.

To:          Purdue University Business Office Employees
From:      Mary Alexander-Conte, Assistant Comptroller, Payroll & Taxes
Subject:   Worker’s Compensation and Quota Accruals

Recently a problem has been uncovered regarding accurate vacation and sick leave quota accruals when an employee has been on a Workers’ Compensation leave.

To correct employees’ quotas since we have been live in SAP, Deborah Popa and Tracy Sondgerath have manually reviewed each Work Comp leave situation. They have determined the appropriate hourly adjustments and created a Quota Correction form for the adjustment. Both Teresa Wesner, benefits manager for Retirement/Disability/Life, and I have reviewed their documentation.

If your department has an employee correction, a copy of the Quota Correction form and documentation will be sent to your Business Office. Once you receive the documentation, you will need to notify the employee of their adjustment. Should you have any questions or concerns please don’t hesitate to contact Tracy Sondgerath at tracy@purdue.edu or via phone at 494-0050.

When an employee goes on Workers’ Compensation leave, a Leave Action form must be completed and sent to the Shared Service Center indicating the employee is on a Workers’ Compensation leave. The reason for this is because it creates a flag in the system to automatically calculate the employee’s quota accruals while on Work Comp leave. This is necessary in order for the employee to maintain their appropriate benefits and continue to receive their quota accruals.
 
When an employee’s Workers’ Compensation leave ends, a Leave Action form must be completed to stop the Work Comp leave and shut off the flag. If the employee does not actually return to work when their Work Comp leave ends, a Leave Action form to stop the Work Comp leave and shut off the flag still needs to be processed with a “return to work date,” and another Leave Action form will need to be completed to change the employee to another type of leave in the system. 

If the employee’s return-to-work date is NOT the first day of the pay period, a quota correction form will need to be completed for the pay period of their return to work date. An example: An employee returns to work on 06/16/2008. The beginning of that pay period actually started on 06/09/2008, and a Quota Correction form would need to be completed for any unpaid hours from 06/09/2008 through 06/22/2008.

IMPORTANT POINTS:
1. If an adjustment is necessary for an employee in your area as a result of the current audit, you will receive notification and documentation for the employee’s file, and
2.  You will need to notify the employee of the adjustment.

FOR ALL FUTURE WORK COMP LEAVES:
1. A Leave Action form is necessary when an employee begins a Work Comp leave.
2. A Leave Action form is necessary when a Work Comp leave ends.
3. Unless the return-to-work date falls on the first day of the pay period, a Quota Correction form will be needed.

If you have any questions, please contact Payroll at timeadmin@purdue.edu.


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