Return to Work FAQs

The Return to Work Program is designed to help an injured or ill employee return to work as soon as they are medically able, to do meaningful and worthwhile work while they rehabilitate, and to be able to return to their original pre-injury/illness assignment. The Return to Work program follows nationally recognized return to work guidelines, allowing up to 90 days of modified or transitional work assignment. At the end of 90 days, there is a possibility of a 30 day extension, if the employee is showing progress with rehabilitation. This is reviewed on a case by case basis and requires input of the treating provider. While working a modified or temporary transitional work assignment, the employee is paid their pre-injury rate for the hours that they work. In order to RTW with a reduced hours schedule, an employee must return to at least one-half (1/2) of their normally scheduled work hours to start the program. For example, a 40 hour per week employee would need to return to at least 20 hours per week and build up over the next 90 calendar days.

The RTW program will work closely with anyone requiring restrictions or accommodations to assist with a safe return to work. This does not have to be in conjunction with a Short-term Disability, Long-term Disability or a Workers” Compensation claim.

Please note additional steps for employees on Long Term Disability or for those employees whom have been notified that their regular job has been replaced: For employees on Long-Term Disability for greater than two (2) years or have received notification of job replacement, the treating provider will need to provide current work capabilities to the RTW team by fax at (585) 235-6703 or email to RTW@ur.rochester.edu. It will be necessary for those employees to look at the current job postings/openings online at www.rochester.edu/jobopp or to visit the Employment Center located at 910 Genesee Street, Rochester, NY 14627 to apply for positions within their current physical capabilities. Union employees will need to follow their current collective bargaining agreement.

The work accommodation form is a document to be completed by the treating provider which will provide specific information on current physical work capabilities, such as lifting, pushing, pulling, bending and hours limitations, as well as document whether your restrictions are temporary or permanent.

The treating physician should complete the work accommodation form whenever there is a change in physical capabilities, such as being able to return to work with restrictions, being released to full duty from work restrictions, etc. This updated information will be used by the RTW staff to determine if current work capabilities match available temporary transitional work assignments in the home department or outside, and to monitor the employee’s progress towards returning to his/her original assignment.

The treating provider should fax the WAF / return to work note to the Leave Administration Group at (585) 235-6703 or email to RTW@ur.rochester.edu. (If employee is on short-term disability, the WAF should also be faxed to The Hartford at the fax number located at the bottom of the WAF form received in their STD packet.) The RTW staff will provide written documentation to the employee’s supervisor regarding the current restrictions and will work with the department to determine if the restrictions can be accommodated.

Yes, only restrictions will be discussed with the supervisor/department.

The RTW staff will work with the department to determine the availability of a temporary modified transitional assignment. If no assignment is available within the home department, there may be opportunities available to place the employee outside the home department but within the employee’s current physical work capabilities. If no assignment is available, the employee will remain out of work.

The 90 day temporary modified transitional assignment may possibly be extended for a short period of time, based on a case by case basis. If no extension is granted, the employee will be required to go out of work on the appropriate leave (Short-Term Disability, Workers’ Compensation, or Long-Term Disability).

If the restrictions become permanent, the employee will be asked to complete the request for disability accommodation form and will meet with his/her HR Business Partner, supervisor/manager, the University Intercessor-Director of Disability Compliance and a member of the Return to Work team to begin the interactive process to discuss their request and reasonable accommodations. If the permanent restrictions are such that the employee is unable to complete the essential functions of his/her original assignment, it may be necessary for the employee to change positions to an assignment where the employee can complete all the essential functions of the job. Union employees will need to follow their collective bargaining agreement.

Employees need to submit a Return to Work note if they have been out of work for a medical reason. This includes a few days absence for a medical procedure/surgery, out more than 7 days or if they have initiated a short-term disability claim, a Workers’ Compensation claim or an LTD claim. The note must contain a return to work date, the statement that the employee is able to work full duty, or with restrictions. If physical restrictions are required, the note must accurately reflect the employees physical capabilities, e.g., may lift 10 # frequently. If reduced hours are required, it must contain the start date, estimated end date and the written progression plan -such as 4 hours per day day, 5 days per week for 4 weeks, then increase to 6 hours per day, days per week for 4 weeks, and then resume full duty. The note should be signed by the provider responsible for the employee’s care during their absence.