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Vice President for Human Resources

Worker's Compensation

The Worker's Compensation and Occupational Disease Act of Indiana provides protection for University employees (including student employees) who incur an injury arising out of and in the course of employment. This is true both on the premises of the University and while traveling on University business. It stipulates that, when indicated, the employer (or its insurance carrier) compensate the injured employee for lost work time and cover medical expenses incurred.

Reporting procedure

Employees are required to inform their supervisor immediately if they are injured or become ill on the job because of a work-related situation, even if they do not wish to obtain immediate medical attention.

Supervisors should complete the First Report of Injury (FROI) form as soon as possible, as well as within 24 hours of being notified of any workplace illness or injury.

Instructions for the FROI are attached to the First Report of Injury website. JWF is the company that manages Purdue's worker's compensation program, effective July 1, 2010. When submitted electronically, the FROI form is sent automatically to JWF and REM. The injury report may not be submitted to JWF by the injured employee. It should be submitted by a supervisor or their designee.

In addition to submitting the FROI as indicated above, if the employee requires medical treatment or needs to be off work due to the illness or injury, the supervisor or department designee should call or e-mail the JWF Claim Specialist to alert them. If the employee does not require medical treatment and does not miss work, it is not necessary to call, but the electronic report still needs to be submitted via e-mail. Keep a copy for department files.

For serious injuries, ask witnesses to the accident to complete a Witness Report Form. Fax the finished form to Human Resources Service Center, Worker's Compensation Administrator at 765-494-0306.

JWF will submit a Worker's Compensation Report of Injury/Illness to the Board on behalf of the University.

Fatalities or serious injuries are to be reported by phone immediately to the Purdue Police Department by calling 911 from a campus phone. If calling from a cell phone, inform the 911 operator that you are reporting an accident at Purdue. Immediate reporting to JWF is also required in these situations.

Transportation 

If an employee requires medical attention, transportation to an approved medical provider should be arranged.

  • If an employee can safely drive, they may use their own vehicle to go to an approved medical provider.
  • The supervisor or another designated person may drive the injured/ill employee to an approved medical provider using his or her own vehicle or one owned by the University.
  • If an individual drives his/her own vehicle, the driver assumes liability for any damage to the vehicle or to any other involved vehicles if an accident occurs.
  • If the situation is a medical emergency, call 911 for the Purdue ambulance.

For assistance in determining what type of transportation should be used, review this chart. 

Medical treatment

Regional campuses have designated facilities to use for work-related injuries - contact your Human Resources department or JWF for more information. Employees at the West Lafayette campus can choose between two major providers for initial medical treatment due to work-related injury/illness: Clarian Arnett or Unity.

  • Indiana University Health Arnett: Clarian Arnett Occupational Health Center, 3746 Rome Drive, Lafayette.
    765-448-8708. Hours: 8 a.m.-5 p.m., Monday-Friday. Extended hours are available through the Urgent Care clinics on Salisbury Street in West Lafayette or Greenbush Street in Lafayette. Both are open 8 a.m.-8 p.m. daily.
  • Unity: Regional Occupational Health Center, 1321 Unity Place, Creasy Lane, Lafayette.
    765-446-2450. Hours: 8 a.m.-6 p.m., Monday-Friday. Extended hours are available through Unity Immediate Care, 8 a.m.-8 p.m. daily except Christmas.

Hospital emergency rooms should be utilized only for serious injuries, or for treatment when the occupational health and urgent care centers are closed. When the situation calls for using the emergency room, the following hospitals are acceptable providers for work-related injuries and illnesses in the West Lafayette campus area: Indiana University Health Arnett Hospital, Franciscan St. Elizabeth Health Lafayette East Hospital and Lafayette Central Hospital.

NOTE: Medical treatment beyond the initial visit requires approval by the worker's compensation insurance carrier. Failure to do so may result in denial of medical expenses incurred.

Employees should not use their personal physician for a work-related injury. Treatment through any provider not approved by JWF may not be covered. In those situations, the employee will be responsible for any unpaid bills.

Worker's compensation is totally separate from the employee's personal medical care and insurance. Purdue University uses JWF as their worker's compensation insurance carrier, and JWF must authorize the medical care the employee receives.

After each visit to the treating medical facility, the employee must provide his/her supervisor with written documentation regarding work status. The treating medical provider will give written documentation of any restrictions that the employee may be assigned. The supervisor or department head will then determine if the department can provide work for the employee within those restrictions. If appropriate work is not available, the employee will remain off work until the restrictions or the availability of work changes. Restriction slips are usually kept in files maintained by the department's business office or human resources department.

NOTE: Time off work due to work-related injury/illness will count toward available leave under the Family and Medical Leave Act (FMLA), as well as worker's compensation leave provided by the University.

Payment of wages and medical expenses

Lost time - If an injury/illness results in lost time of more than seven calendar days duration, and is excused time per the medical provider authorized to treat, JWF will compensate the employee for lost wages as stipulated under the Worker's Compensation Act. The first seven calendar days of excused absence from work following a work-related injury is considered the “waiting period” for Worker’s Compensation. Day one of the waiting period does not usually include the day of injury. In the event that lost time exceeds 21 calendar days, retroactive payment will be made for the first seven calendar days. The employee should consult with the business office regarding how to complete their time card or record their time.

Paid time for medical visits - During the employee's initial visit to the medical facility to be treated for a job-related injury (usually on the day of injury), the employee should use the "WC" attendance code on their timecard for the time that they are being treated at the medical facility during their regularly scheduled work time. The employee is not paid for medical treatment time outside of scheduled work hours or on days off. If they are sent home by the approved medical facility after treatment, the employee may use sick leave or vacation time for those remaining hours. If the employee is able to return to work, but further physician's visits or treatments related to the injury are required during regular scheduled work time, the employee's time for hours missed will be recorded as "WC." This guideline is applicable to regular, student, and temporary employees.

NOTE: The maximum "WC" allowance is as follows:

  • 2 hours for local area visits/treatment
  • 4 hours for visits/treatment requiring travel of 50 miles or more

Should the supervisor need to verify that treatment is prescribed due to a job-related injury, he/she may contact Staff Benefits for such verification.

Bills received by the department or employee for treatment of a work-related injury/ilness should be forwarded to Staff Benefits or to the JWF claim rep that is handling the employee's claim.

Claim status/work status

Questions regarding the status of a claim should be directed to JWF. It is the responsibility of the employing department to notify JWF when the employee goes off work, returns to work, or if there are other changes to the employee's attendance due to the work-related injury/illness.

Use of sick leave and vacation

 If requested by the employee, any sick leave and/or vacation credits which he/she has accrued may be used to supplement worker's compensation benefits. Payments of sick leave and/or vacation in connection with compensation are subject to withholding tax, contribution to retirement funds, deductions for insurance programs, etc. (Worker's compensation payments are not taxable.) It is intended that any employee who has sick leave and/or vacation credits available for use shall have the opportunity to receive his/her regular income for as long as possible in the event of wages lost because of the job-related injury/illness. The supervisor or department head should immediately determine the sick leave and/or vacation credits available and should consult with the employee about the use of these credits for payment of lost wages.

Procedures

  1. Worker's compensation for lost wages is not effective until the eighth calendar day. If available, sick leave will be paid for all normally-scheduled work periods during the first seven calendar days. If the employee does not have sick leave available, he/she has the option of using available vacation time or going unpaid.
  2. If lost time exceeds seven calendar days, JWF will pay worker's compensation to the employee based on the amount provided by the Act at that time. Accrued sick leave or vacation time may be used to pay the difference between the amount of compensation payment and the employee's normal earnings.
  3. If compensation for lost time is paid in excess of 21 calendar days, retroactive compensation will be paid for the first seven calendar days. If sick leave/vacation accruals have been used for payment of the seven-day period, no adjustment of leave payment is necessary.
  4. If not eligible for FMLA and if the employee does not wish to use available leave to supplement his/her income, or if none is available, he/she will need to apply for a leave of absence without pay. This application is accomplished by completion of Human Resources Form 33 or President's Office Form 33.
  5. If eligible for FMLA, the employee must obtain an application for FMLA leave and have it completed by their treating physician.
  6. Employees who are off work for more than one pay period should contact Staff Benefits at 494-1685 or 494-1686 to discuss how their group insurance coverage will be maintained. If the employee is not receiving a check from the University, there are no deductions being taken for medical insurance, etc.
  7. An employee receiving compensation under the Act will continue to earn vacation and sick leave credits for a maximum of one year at his/her normal rate of earnings.
  8. Questions concerning the coordination of sick leave and vacation credits with worker's compensation benefits should be directed to Staff Benefits.

Resources

JWF: For questions regarding a claim, call 800-359-6659 or 317-706-9591.

Human Resources Service Center:

  • Disability Benefits Administrator: For questions regarding short term disability, and long term disability, call 765-494-1691.
  • Worker's Compensation/Return-to-Work Administrator: For questions regarding worker's compensation and the return-to-work program, call 765-494-0306.