HR changes disability-reporting process

Over the past year, Human Resources has investigated ways to simplify the reporting of lost work time due to nonwork-related disabilities and work-related injuries or illnesses. As of March 1, Disability Management Alternatives--a disability management company working with employers on the day-to-day administration of sick leave and disability benefit plans--began administering the University's sick leave and disability benefit plans and implemented a new reporting process.

DMA does the majority of the legwork confirming the disability and return-to-work date with the employee, his/her care provider, the supervisor, Payroll, and HR. According to Peg Lee, HR manager, using DMA expedites the claim processing and brings healthy people back to work without unnecessary delays. In fact, supervisors may contact DMA in advance for anticipated disability such as surgery or maternity leave.

This process won't change the benefit eligibility under the Sick Leave Plan for Short-Term Disability or impact entitlements under the Family and Medical Leave Act. It merely simplifies administrative procedures.

Following, HR outlines the new procedures for employees reporting absences of greater than seven calendar days under the Sick Leave Plan for Short-Term Disability, as well as the reporting of all work-related injuries/illnesses (workers' compensation).

Sick Leave Plan for Short-Term Disability

• Notify your supervisor of your absence and your anticipated length of disability.

• If you anticipate an absence from work of greater than seven calendar days, your supervisor will call DMA regarding your absence.

• Within 24 hours, you will receive a call from a DMA representative who will take your claim information over the phone. This will enable DMA to initiate claim processing and work with your health care provider to ensure timely approval of your sick-leave benefits. (You'll no longer need to notify HR.)

• Based on the information you provide over the phone, DMA will begin completion of a disability claim form (DB-450) for you. The claim form will be sent to you for approval and for completion by your physician. The completed claim form should be returned to DMA.

• DMA will advise you, your supervisor, and the Payroll office of your approved period of disability benefits.

• Based on this approval, Payroll will include the appropriate sick-leave benefits in your paycheck.

• As in the past, you should keep your supervisor advised of your status and anticipated return-to-work date.

Workers' compensation

• When a work-related injury/illness occurs, you should immediately notify your supervisor, who will in turn notify DMA.

• DMA will then report the incident to the appropriate workers' compensation administrators.

Any questions regarding the implementation process can be directed to the Medical Center HR office, x5-4637, or the River Campus HR office, x5-3396.