Health & Well-being: Long Term Disability Process for HRIS


Disclaimer

This document has been created for reference only. For the actual terms of any applicable benefits, policies, or laws, please consult the applicable documents. The University of Toronto reserves the right to manage individual cases in ways other than set out in this document.


Process A: LTD Claim Pending – No Return to Work

Process A: Steps

  1. When an employee is unable to return to work at the end of the 15 week Sick Leave period, and the LTD claim is pending, no action is required since HRIS should already reflect Sickness Unpaid (Code 2305) beginning the day immediately following the end date of Sickness Paid for a period of two (2) years. (See Sick Leave Process B: Sick Leave Longer than Ten (10) Working Days)

Process A: Notes

  1. This process applies to monthly and bi-weekly staff-appointed employees;
  2. It is important for Business Officer/HR Office to ensure that HRIS has been updated to reflect Sickness Unpaid (Code 2305) for a period of two (2) years. Failure to do so will result in an overpayment of the employee’s salary. Should this occur it is the employee’s department’s responsibility to request reimbursement of the overpayment;
  3. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing LTD absences. If you have questions, please contact Health & Well-being (HWB) at 416-978-2149 or 416-946-0537; and,
  4. For Term Appointed employees, Business Officers/HR Offices should confirm the end date of the term with HWB so that the LTD absence is processed correctly. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process B: LTD – No Application – No Return to Work

Process B: Steps

When an employee has not returned to work at the end of the 15 week paid Sick Leave and has not applied for LTD:

  1. Business Officer/HR Office will update HRIS to reflect the appropriate HRIS code once the employment status has been determined by the employee’s department, in consultation with HR. It may be the case that HRIS should continue to reflect Sickness Unpaid (Code 2305) (See Sick Leave Process B: Sick Leave Longer than Ten (10) Working Days)

Process B: Notes

  1. This process applies to monthly and bi-weekly staff-appointed employees;
  2. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing LTD absences. If you have questions, please contact Health & Well-being (HWB) at 416-978-2149 or 416-946-0537; and,
  3. For Term Appointed employees, Business Officers/HR Offices should confirm the end date of the term with HWB so that the LTD absence is processed correctly. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process C: LTD Approved

Process C: Steps

  1. When an employee is approved for LTD, Health & Well-being (HWB) updates HRIS with Long Term Disability (Code 2315) to reflect the approval from start date of LTD to an infinity date of 31.12.9999, and advises the Business Officer/HR Office of the approval
  2. Life Insurance, Pension and LTD premium deductions are delimited in HRIS by HWB

Process C: Notes

  1. This process applies to monthly and bi-weekly staff-appointed employees;
  2. When LTD approval is post-termination of employment; the termination should already be reflected in HRIS by the Business Officer/HR office. HWB updates HRIS to reflect the approval of LTD and the terminated employee is not entitled to Green Shiled, Life Insurance and Pension.
  3. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing LTD absences. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537; and,
  4. For Term Appointed employees, Business Officers/HR Offices should confirm the end date of the term with HWB so that the LTD absence is processed correctly. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process D: LTD – Return to Work

Process D: Steps

When an employee returns to work on a full-time basis (i.e. resumes their normal (pre-absence FTE), or returns to work on gradual basis:

  1. Health & Well-being (HWB) confirms with the Business Officer/HR Office that the employee’s current annual salary on HRIS is reflective of any salary changes to which the employee was entitled while on LTD
  2. HWB ends the Long Term Disability (Code 2315) segment on HRIS effective the day prior to the gradual or full-time return to work

Full-time Return to Work:

  1. For employees returning on a full time basis (i.e. resuming their normal (pre-absence) FTE), HWB reinstates the employee’s Life Insurance, LTD and Pension premium deductions on the first day of the following month.
    OR

Gradual Return to Work

  1. For employees returning to work on a gradual basis, HWB reinstates the employee’s Green Shield premium deductions. Life Insurance, LTD and Pension premiums continue to be waived until the first of the month when an employee returns to their normal (pre-absence) FTE
  2. When an employee returns on a gradual basis, HWB updates HRIS to reflect the employee’s work schedule as a percentage of their normal (pre-absence) FTE and selects Action Type 04 (Appointment Change) and Reason for Action – 11 (Change in % – LTD Rehab)

Process D: Notes

  1. This process applies to monthly and bi-weekly staff-appointed employees;
  2. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing LTD absences. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537; and,
  3. For Term Appointed employees, Business Officers/HR Offices should confirm the end date of the term with HWB so that the LTD absence is processed correctly. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process E: LTD Terminated – No Return to Work

Process E: Steps

When LTD is terminated and the employee is not returning to work:

  1. Health & Well-being (HWB) will end the LTD segment and update HRIS to reflect Other Leave/ Absence Unpaid (Code 2245) and will notify the Business Officer/HR Office of this change
  2. Once the employee’s department, in consultation with HR, has determined the employee’s employment status, the Business Officer/HR Office updates HRIS to reflect the decision
  3. The HR Office is responsible for communicating the (employment status) decision to HWB

Process E: Notes

  1. This process applies to monthly and bi-weekly staff-appointed employees;
  2. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing LTD absences. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537; and,
  3. For Term Appointed employees, Business Officers/HR Offices should confirm the end date of the term with HWB so that the LTD absence is processed correctly. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process F: Employee Elects Early Retirement While on LTD

Process F: Steps

Scenario 1: Early Retirement, Employee Elects to Terminate LTD

  1. Health & Well-being (HWB) advises Business Officer/HR Office of the termination of LTD due to early retirement. HWB ends the segment Long Term Disability (Code 2315) effective the date of early retirement
  2. Business Officer/HR Office updates HRIS to terminate employment effective the early retirement date (ERD) Retirement Voluntary (Code 40)

Scenario 2: Early Retirement, LTD Continues

  1. Business Officer/HR Office advises HWB of the election for early retirement
  2. HWB updates HRIS to end the LTD (Code 2315) segment effective the date of early retirement although LTD benefits to the employee continue
  3. Business Officer/HR Office updates HRIS to terminate employment effective the early retirement date (ERD) Retirement Voluntary (Code 40)

Process F: Notes

  1. This process applies to monthly and bi-weekly staff-appointed employees;
  2. When an employee elects early retirement while on LTD, the employee’s department will pay the employee any monies owing, including outstanding vacation pay, in accordance with the relevant collective agreement or policies for non-unionized staff;
  3. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing LTD absences. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537; and,
  4. For Term Appointed employees, Business Officers/HR Offices should confirm the end date of the term with HWB so that the LTD absence is processed correctly. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process G: Employee Elects Normal Retirement While on LTD

Process G: Steps

  1. Health & Well-being (HWB) provides Business Officer/HR Office with a minimum of one month’s advance notice that the employee’s LTD benefits will be terminated as s/he is approaching the maximum LTD benefit period. HWB terminates Long Term Disability (Code 2315) effective June 30th coincident with or following the employee’s 65th birthday
  2. Business Officer/HR Office updates HRIS to reflect normal retirement effective June 30th coincident with or following the employee’s 65th birthday Retirement Voluntary (Code 40)

Process G: Notes

  1. This process applies to monthly and bi-weekly staff-appointed employees;
  2. The employee’s department will pay the employee any monies owing, including outstanding vacation pay, in accordance with the relevant collective agreement or policies for non-unionized staff;
  3. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing LTD absences. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537; and,
  4. For Term Appointed employees, Business Officers/HR Offices should confirm the end date of the term with HWB so that the LTD absence is processed correctly. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process H: LTD Ends at Maximum Benefit Period (i.e., age 65) – No Normal Retirement

Process H: Steps

  1. Health & Well-being (HWB) provides Business Officer/HR Office with a minimum of one month’s advance notice that the employee’s LTD benefits will be terminated as s/he is approaching the maximum LTD benefit period. HWB terminates Long Term Disability (Code 2315) effective June 30th coincident with or following the employee’s 65th birthday
  2. HWB will update HRIS to reflect Other Leave/Absence Unpaid (Code2245) and will notify the Business Officer/HR Offices of this change.
  3. Business Officer/HR Office will update HRIS to reflect the appropriate HRIS code once the employment status has been determined by the employee’s department in consultation with HR

Process H: Notes

  1. This process applies to monthly and bi-weekly staff-appointed employees;
  2. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing LTD absences. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537; and,
  3. For Term Appointed employees, Business Officers/HR Offices should confirm the end date of the term with HWB so that the LTD absence is processed correctly. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process I: Death While on LTD

Process I: Steps

  1. Upon notification of death, Health & Well-being (HWB) ends the Long Term Disability segment (Code 2315) in HRIS effective the day of death and notifies the Business Officer/HR Office, Benefits, Central Payroll and Pension departments
  2. Business Officer/HR Office updates HRIS to terminate the employee’s employment due to death Deceased (Code 33) effective the day following the date of death

Process I: Notes

  1. This process applies to monthly and bi-weekly staff-appointed employees;
  2. When an employee dies while on LTD, the employee’s department will pay out any monies owed to the employee, including vacation pay, to his/her estate in accordance with the relevant collective agreement or policies for non-unionized staff;
  3. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing LTD absences. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537; and,
  4. For Term Appointed employees, Business Officers/HR Offices should confirm the end date of the term with HWB so that the LTD absence is processed correctly. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.