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. 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. 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.

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

  3.  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.

  4. 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.

  5. 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.

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

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

  8. 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.

  9. 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:

Item

Description

Enter

205

Transaction Code

565

210

Effective Date/Hours

The date the employee is placed on IDL status

565

Injury/Illness Code

5 (on IDL)

565

Injury/Illness Date

Date of injury or illness

565

Injury/Illness Benefits Date

Date the employee is placed on IDL (must be the same date as entered in Item 210)

606

Time To Be Paid (New Position)

Time to be paid up to 565-Code 5 date

 

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:

Item

Description

Enter

205

Transaction Code

565

210

Effective Date/Hours

Date the employee returns to work

565

Injury/Illness Code

6 (off IDL)

565

Injury/Illness Date

* (to delete)

565

Injury/Illness Benefits Date

* (to delete)

606

Time To Be Paid (New Position)

The total regular time to be paid for the pay period of action, from the effective date to the end of the pay period. For intermittent employees, enter "NON" and then correct to the actual number of hours at the end of the month, OR, wait until the end of the month to key the actual number of hours worked.

 

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:

Item

Description

Enter

205

Transaction Code

565

210

Effective Date/Hours

The first date the employee is taken off payroll (Code 2); OR

The first date the employee received TD compensation if the employee was not taken off payroll (Code 1). This date should reflect the TD waiting period, if known.

565

Injury/Illness Code

1 - on TD, do not take off payroll; employee has sufficient credits for full supplementation; OR

2 - on TD, take off payroll; employee does not have sufficient credits for or does not want full supplementation.

565

Injury/Illness Date

Date of injury or illness

565

Injury/Illness Benefits Date

The date the employee is first eligible to receive TD compensation. If TD pays the waiting period, enter first day of waiting period.

606

Time To Be Paid (New Position)

If 565 = Code 2, enter the time to be paid for the pay period up to the effective date of the 565 Transaction; OR

If 565 = Code 1, enter the total regular time to be paid for the pay period of action.

 

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:

Item

Description

Enter

205

Transaction Code

565

210

Effective Date/Hours

The date the employee returned to work

565

Injury/Illness Code

3 - off TD; was on payroll at time of return to work; OR

4 - off TD; was off payroll at time of return to work.

565

Injury/Illness Date

* (to delete)

565

Injury/Illness Benefits Date

* (to delete)

606

Time To Be Paid (New Position)

If 565 = Code 3, enter the total regular time to be paid for the pay period of action; OR

If 565 = Code 4, enter the time from the effective date to the end of the pay period

 

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:

Item

 

Enter

205

Transaction Code

565C

210

Effective Date/Hours

The effective date of the original 565.

215

Employment History Remarks

Waiting/PER/PD

565

Injury/Illness Code

Leave blank

565

Injury/Illness Date and Benefits Date

The new TD/IDL date. (The difference between the original effective date and the new TD/IDL date represents the waiting period.)

606

Time To Be Paid (New Position)

Leave blank

960

Corrected Transaction Identifier (Line G Item)

960 and the position number of the original 565 Transaction

 

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:

Item

Description

Enter

205

Transaction Code

565

210

Effective Date/Hours

The date the employee will be taken off payroll.

565

Injury/Illness Code

2 (off payroll)

565

Injury/Illness Date

Leave blank

565

Injury/Illness Benefits date

Leave blank

606

Time To Be Paid (New)

The regular time to be paid up to the effective date of the 565 Transaction.

 

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:

Item

Description

Enter

205

Transaction Code

565

210

Effective Date/Hours

Effective date is the 90th calendar day of absence.

565

Injury/Illness Code

1 or 2 as appropriate

565

Injury/Illness Date

Leave blank

565

Injury/Illness Benefits date

Leave blank

606

Time To Be Paid (New)

If 565 = Code 1, enter time from effective date to end of the pay period; OR

If 565 = Code 2, enter NON.

 

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:

Item

Description

Enter

205

Transaction Code

565

210

Effective Date/Hours

Effective date is 90th calendar day of absence.

565

Injury/Illness Code

5

565

Injury/Illness Date

Leave blank

565

Benefits date

Leave blank

606

Time To Be Paid (New)

From Code 1 to Code 5, enter the regular time to be paid up to the effective date of the 565; OR

From Code 2 to Code 5, enter NON.

 

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:

Item

Description

Enter

205

Transaction Code

565 *

210

Effective Date/Hours

The date the employee is certified as eligible for compensation or IDL.

565

Injury/Illness Code

2 or 5

565

Injury/Illness Date

Date of injury or illness

565

Benefits date

Must be the same as Item 210 if Code 5

606

Time To Be Paid (New)

The time to be paid for the pay period up to the effective date of the 565 Transaction.**

* 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:

Item

Description

Enter

205

Transaction Code

565

210

Effective Date/Hours

COB, of the day prior to effective date of action

565

Injury/Illness Code

3, 4 or 6 (leave date as is)

606

Time To Be Paid (New)

NON (If Code 3, enter time up to effective date.)

957  

Eligibility Substantiation

40, if Code 40 applies; OR

If R08 and on Enhanced IDL (EIDL), enter 957 13 (Code 13)

 

Item

Description

Enter

205

Transaction Code

120*

210

Effective Date/Hours

Proper effective date

215

Employment History Remarks

Reorg

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

 

Item

Description

Enter

205

Transaction Code

565

210

Effective Date/Hours

Effective date same as 120

565

Injury/Illness Code

1, 2 or 5 (Date = same as original 565)

606

Time To Be Paid

NON (If Code 1, enter from effective date to end of month)

957

Eligibility Substantiation

40, if Code 40 applies; OR

If R08 and on Enhanced IDL (EIDL), enter 957 13 (Code 13)

References

CSU Industrial Disability Leave Program Administrative Guide (HR/IDL 1997-01)

SCO Payroll Procedures Manual, Section E