Industrial Disability Leave/Temporary Disability

General Information | Processing Instructions | References

Overview

CSU employees who are members of the CalPERS or the STRS and who have suffered an industrial disability may be eligible to receive Industrial Disability Leave (IDL) benefits. CalPERS/STRS membership is not required for Workers Compensation Temporary Disability (TD) benefits eligibility.

The CSU Industrial Disability Leave Program Administrative Guide is issued by the Office of the Chancellor - Human Resources Administration. For detailed IDL and TD policy provisions, please contact your campus Return to Work Coordinator or the Chancellors Office.

General Information

1. The PIMS database must be updated to reflect an employees job-incurred injury or illness status when:

1. • The employee is initially placed on TD/IDL status. Process a 565 Transaction with Injury/Illness Code of 1, 2 or 5;

   • If it is later determined that the "waiting period" should be paid, and the new TD/IDL date must be reported. Process a corrected 565 Transaction (565C);

   • It is determined that the employees return to duty is the "final" return. Process a 565 Transaction with Injury/Illness Code of 3, 4 or 6.

2. One of two methods may be used to document the work activity while an employee is on a job-incurred injury or illness status:

1. • The first is to process one 565 Transaction for the duration of time the employee is on disability status. Process 674s to request pay for those periods the employee works during the disability period until the employee is released to return to work.

   • The second is to process 565 Transactions to document the actual "on" and "off" work status activity in the EHDB.  Note: Do not process another 565 Transaction to return the employee to duty if it is known that the employee will be off again at some future date as a result of the same injury or illness. The employee should be left on TD/IDL until the final return to duty.

3. If the employee uses all available leave credits (sick leave, vacation, CTO, PH, etc.), but TD has not made a final determination as to whether the disability is work-related, submit a 565 Transaction - Code 7. Do not submit a F603 to SCO Payroll Services. The Code 7 will remove the employee from active payroll status.  The effective date is the first part of the day the employee is off pay status.

4. If the effective date of the approved disability period is the same date as the 565 - Code 7 Transaction, process a 565C Transaction.

5.  If the effective date of the approved disability period is prior to the effective date of the 565 - Code 7 Transaction, process a 565V Transaction and a new 565 Transaction with the appropriate date.

6. The only transactions that may be processed (other than those specified in 1 above) while an employee is on TD/IDL are the GEN, MSA, 330, or SCR as appropriate, and the CRO as authorized.  If the employees service related increase is to be denied, process a 330 Transaction.  Refer to Processing Instruction #10 regarding position number changes.

7. If the employee is on probation and has a non-qualifying pay period, the probation period must be extended via a 715 Transaction.  Process the Transaction 715 effective same day as the 565 return to duty, Item 430 probation code enter 'E' and proper date in probation date, in Item 715=N mm/yy.

8. Refer to the S49 Transaction for changing an employee from Code 1, 2 or 5 to NDI status.

9. Refer to the A57 Transaction for changing an employee on NDI to TD/IDL.

10. Employees not returning to active work status should not be kept on a 565 Code 2 or 5 status indefinitely. If granted, process a 565 Code 4 or 6, and then process a Leave Without Pay (S42) transaction with the same effective date, BOB, as appropriate. If the employees return to work status is pending a legal determination, process a S46 Transaction as appropriate.

11. If an employee is pending another disability action (e.g., IDL/TD/NDI), return the employee via 565 Code 3,4 or 6 before processing 565 Code 7. Note that the effective date on the return 565 (code 3, 4, or 6) must be effective COB prior to the effective date of the 565 Code 7.

Processing Instructions

The following provides transaction completion guidelines based upon a given IDL/TD status:

1.   To IDL Status

When the employee goes on IDL, process a 565 Transaction using the required/conditional matrix and complete the items as follows:

2.   From IDL Status

When the employee comes off IDL and returns to work, process a 565 Transaction using the required/conditional matrix and complete the items as follows:

3.   To TD Status

When the employee goes on TD, process a 565 Transaction using the required/conditional matrix and complete the items as follows:

4.   From TD Status

When the employee goes off TD and returns to work, process a 565 Transaction using the required/conditional matrix and complete the items as follows:

5.   Payment Of Waiting Period

When it is determined in retrospect that the waiting period should be paid, a corrected 565 Transaction (565C) must be processed, and a F674 submitted to the SCO, ATTN DISABILITY UNIT. Complete the PPT as follows:

6.   Code 1 to Code 2 Changes

When changing from Code 1 (TD, on payroll) to Code 2 (TD, off payroll), process a 565 Transaction using the required/conditional matrix and complete the items as follows:

7.   Code 5 to Code 1 or Code 2

When changing from Code 5 (on IDL) to Code 1 (on TD, on payroll) or Code 2 (on TD, off payroll), process a 565 Transaction using the required/conditional matrix and complete the items as follows:

8.   Code 1 or Code 2 to Code 5

When changing from Code 1 (on TD, on payroll) or Code 2 (on TD, off payroll) to Code 5 (on IDL), process a 565 Transaction using the required/conditional matrix and complete the items as follows:

9.   Code 7 to Code 2 or Code 5

When changing from Code 7 (off payroll pending decision) to Code 2 (TD, off payroll) or Code 5 (on IDL), process a 565 Transaction using the required/conditional matrix and complete the items as follows:

* Refer to the references pertaining to 565C and 565V under General Information.

** If processing 565C, Item 606 is not required.

10. Position Change

An employees position number is normally not changed while the employee is on TD/IDL status, however, Agency, Reporting Unit and Serial Number may be changed based upon campus need. The class code may not be changed unless (1) prompted by reorganization changes when the class code is no longer appropriate (as in the case of a classification series update), or (2) the employee was officially notified of actions (e.g. promotion, demotion) in progress prior to the date of injury/illness. If the position is to be changed, process the following documentation in addition to all other required fields:

* If class code change, process proper transaction (e.g., A63 instead of 120).

References

CSU Industrial Disability Leave Program Administrative Guide

SCO Payroll Procedures Manual, Section E

Last Updated: November 17, 2008