Workers' Compensation
INJURIES CAN HAPPEN; WE'RE HERE TO HELP!
What You Need to Know
Injured on the Job
Employees who are injured on the job and are seeking medical treatment may see the physician or provider of their choice who processes work comp claims. If the employee needs immediate medical attention, they may go to any emergency facility.
For More information see the University's Notice of Coverage from the Commonwealth of Kentucky Workers' Compensation Act.
Who to Notify
Employees injured on the job should notify their supervisor and Enterprise Risk by contacting us at rskmgt@louisville.edu or (502) 852-6926.
Once notified, the supervisor will process all necessary forms and submit them to Enterprise Risk to begin the workers’ comp claim. Be sure that all injuries are reported in a timely manner. Late or delayed reporting could jeopardize the payments of the claim or result in a denial of coverage.
If the accident or injury involved an overt exposure to recombinant DNA molecules, the Department of Environmental Health & Safety (DEHS) must be notified immediately by phone at (502) 852-6670. After work hours contact University of Louisville Police Department (502) 852-6111. University of Louisville is required to notify NIH/OBA of the incident immediately as directed by the NIH Guidelines.
Apply for Family & Medical Leave
TopIf an employee will be off work for seven (7) or more days, the employee is required to apply for Family & Medical Leave (FMLA).
To apply for FMLA contact University Human Resources.
Enterprise Risk will notify HR of every employee that is off work for seven (7) or more consecutive days, so FMLA can be activated. Enterprise Risk can only do this if the department keeps Enterprise Risk informed of the injured employee's work status.
Responsibilities
TopIt is the employee's responsibility to immediately report their injury or illness to their supervisor.
It is the employee's responsibility to make any appointments for treatment, making sure the provider knows the visit is for a workers' comp claim. If the employee needs their workers' comp claim number, they need to contact Enterprise Risk at rskmgt@louisville.edu or (502) 852-6926.
It is the employee's responsibility to notify their supervisor/department each time their treating physician takes them off work (due to their work-related injury or illness). The employee must keep their supervisor/department informed of their work status by providing updated off work statements from their treating physician(s), this would include time off for doctor appointments, rehab, physical therapy, etc.
Once an employee has returned to work, time off for doctor appointments, physical therapy, medical testing, etc. is not paid by Workers’ Comp. Sick, vacation or personal time should be used for such appointments. However, Workers’ Comp will pay for any approved charges associated with the appointments.
The University's workers' comp carrier will mail the employee the Designated Physician Form (Form 113) and Medical Waiver and Consent Form (Form 106). It is the responsibility of the employee to complete and return the forms to the workers' comp carrier within 10 days of receipt.
It is the supervisor's responsibility, upon notification of injury by an employee, to immediately complete and submit the worker's comp claim form to Enterprise Risk. The employees should not be completing the form, however they should be available to provide additional information. Click the button below to begin a claim
Workers' Comp Claim
It is the supervisor's responsibility to verify and report an employee’s lost time. Supervisors should request the Doctor's order for time off or restrictions and provide copies to Enterprise Risk. Contact Enterprise Risk (as soon as possible) for additional information on how to report employee's (off work) lost time. If there is a time keeper, it is the supervisor’s responsibility to ensure the time keeper knows an employee is out on Workers’ Comp and understands how the employee’s time should be submitted to payroll. If time is entered incorrectly the employee could be over paid. Contact Enterprise Risk if there are any questions.
It is the supervisor's responsibility to notify Enterprise Risk of the work status of their injured employee. Supervisors should notify Enterprise Risk when the employee has been allowed to return for either light, restricted or full duty.
Once an employee has returned to work, time off for doctor appointments, physical therapy, medical testing, etc. is not paid by Workers’ Comp. Sick, vacation or personal time should be used for such appointments. However, Workers’ Comp will pay for any approved charges associated with the appointments.
If Shared Leave is going to be used during the same time as the employee's workers' comp claim, please contact Enterprise Risk immediately.
It is the responsibility of the Time Keeper, upon notification from the employee’s supervisor, to enter an employee’s time correctly to payroll in accordance with the Workers’ Comp Lost Time Benefits.
Time should be entered as non-time for 2/3 Workers’ Comp. Please be aware that the employee will receive thier 2/3 pay from the insurance provider and not the Univeristy. If the Time Keeper is unsure of how to enter time in correctly, contact Enterprise Risk at rskmgt@louisville.edu or (502) 852-6926. If time is entered incorrectly the employee could be over paid.
Lost Time Benefits
TopWorkers' Comp Lost Time Benefit
Workers' Comp only pays lost time benefits for full days off work, at the direction (in writing) of the treating physician. The amount of pay from Workers' Comp is two-thirds (2/3) of the employee's weekly pay.
An employee may use approximately (1/3) their sick and/or vacation leave to bring the total compensation from all sources (The University and Workers' Compensation) up to the employee's full regular pay.
Workers' Comp Lost Time Benefits begin paying after the employee has been off work due to a work-related injury or illness for at least seven (7) consecutive calendar days. However, If the employee is off work for more than fourteen (14) consecutive calendar days, the employee will then be paid for the first seven (7) calendar days, designated as working days, after the injury.
Additional University Lost Time Benefit
The University offers additional Lost Time Benefits to its employees. If an employee is off work due to a work-related injury for less than fourteen (14) consecutive calendar days, the employee’s first 37.5 and/or 40 hours (depending on employment status) of an employee's lost time is recorded as Supervisory Leave (SLV). The employee must have a doctor's statement putting the employee off work to receive this benefit.
If an employee returns to work during the first 37.5 and/or 40 hours the benefit stops at the date of return to work. The benefit will not be restarted, even if there is remaining time left of the first 37.5 and/or 40 hours.
Over Payment
There is potential for over payment to an employee If the employee is off work for 14 days or more. As stated above, workers' comp will go back and pay the injured employee for the first 37.5 and/or 40 hours they were off due to a work-related injury. Since the University paid the first 37.5 and/or 40 hours and now workers' comp also paid 2/3rds for the same time, an overpayment is created. Enterprise Risk will work with the supervisor, employee and the Payroll Department to get the overpaid funds returned from the employee.
If an employee is missing time, please contact Enterprise Risk to make sure that you are clear on how the employee's time should be reported.
If the employee anticipates missing six (6) months or more of work, they may want to file a claim for Long-Term Disability benefits, please contact University Human Resources for more information.
Denied Claims
TopIf the claim is denied by Workers' Comp, the employee or their health insurance is responsible for any payments, including doctor bills, emergency room charges, prescriptions, etc.
Please make sure that all injuries are reported in a timely manner. Late or delayed reporting could jeopardize the payments of the claim or result in a denial.
Needle Sticks and TB Exposures
TopFor Needle Sticks and Tuberculosis Exposures that are work-related, an employee may be seen at one of the following locations:
UofL Health Care Outpatient Center
401 East Chestnut St., Suite 110
Louisville, KY 40202
(502) 852-6446 (Answered 24-Hours)
Monday-Friday 8:30am-4:30pm
Campus Health Services Office
215 Central Avenue, Suite 110
Louisville, KY 40208
(502) 852-6479
Monday-Friday 8:30am-4:30pm
Questions?
TopIf you have any questions on how to file a claim, process timesheet, or anything related to a Workers' Comp claim please contact Enterprise Risk at rskmgt@louisville.edu or (502) 852-6926.
If you would like more information regarding workers' comp, please visit the Kentucky Workers Compensation website.