Health & Well-being: WSIB 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: WSIB – Notice of Absence

Process A: Steps

  1. Business Officer/HR Office receives notification of absence due to workplace injury
  2. Business Officer/HR Office updates HRIS to reflect Sickness Paid (Code 2300) from the first day of absence following the day of injury for a period of 15 weeks and Sickness Unpaid (Code 2305) beginning the day immediately following the end date of sickness paid for a period of two (2) years.
  3. If WSIB claim allowed, see WSIB Process B: Claim Allowed – Initial 15 Weeks
  4. If WSIB claim denied, see WSIB Process E: Claim Denied, Abandoned, Withdrawn – No Return to Work During Initial 15 Weeks

Process A: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for WSIB benefits and paid sick leave;
  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 WSIB absences. If you have questions, please contact the WSIB Administrator in Health & Well-being (HWB) at 416.978.8804; and,
  3. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing WSIB absences as entitlement to WSIB absence to 15 weeks ends. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804.

Process B: WSIB Claim Allowed – Initial 15 Weeks

Process B: Steps

  1. WSIB Administrator notifies Supervisor/ Business Officer/ HR Office when claim has been allowed
  2. If WSIB claim is allowed during the initial 15-week period, Business Officer/HR Office updates HRIS to change Sickness Paid (Code 2300) to WSIB absence to 15 weeks (Code 2322) for a period of 15 weeks AND retains Sickness Unpaid (Code 2305) beginning the day immediately following the end date of WSIB Absence to 15 weeks for a period of two (2) years

Process B: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for WSIB benefits and paid sick leave;
  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 WSIB absences. If you have questions, please contact the WSIB Administrator in Health & Well-being (HWB) at 416.978.8804; and,
  3. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing WSIB absences as entitlement to WSIB absence to 15 weeks ends. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804.

Process C: WSIB Claim Allowed – Post 15 Weeks

Process C: Steps

  1. If WSIB claim is allowed beyond 15 weeks, Health & Well-being (HWB) advises Business Officer/HR Office to change record on HRIS from Sickness Unpaid (Code 2305) to WSIB-post 15 weeks (Code 2325) effective the day immediately following the end of the WSIB absence to 15 weeks (Code 2322) period to an infinity date of 31.12.9999. [Note that entering WSIB-post 15 weeks (Code 2325) over-writes Sickness Unpaid (Code 2305)]
  2. HWB delimits the Green Shield, Life Insurance, LTD and Pension premium deductions in HRIS, and sends a letter to the employee re: continuation of these benefits.

Process C: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for WSIB benefits and paid sick leave;
  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 WSIB absences. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804; and,
  3. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing WSIB absences as entitlement to WSIB absence to 15 weeks ends. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804.

Process D: WSIB Claim Allowed – Return to Work

Process D: Steps

Scenario 1: Gradual Hours (Initial 15 weeks)

  1. When an employee returns to work on a gradual basis and has not resumed his/her normal (pre-absence) FTE prior to the end of the 15-week period, Business Officer/HR Office does not need to update HRIS to reflect this
  2. When an employee reaches normal (pre-absence) FTE hours, see Scenario 2 directly below

Scenario 2: Normal (pre-absence) FTE (Initial 15 weeks)

  1. When an employee returns to work at normal FTE hours or reaches normal FTE hours prior to the end of the 15-week period, Business Officer/HR Office updates HRIS to change the end date of the WSIB absence to 15 weeks (Code 2322) to the day prior to the employee’s return to his/her normal FTE hours and deletes Sickness Unpaid (Code 2305)

Scenario 3: Gradual Hours (Post-15 weeks)

  • WSIB Administrator provides the Return to Work Schedule/Plan to the Supervisor/HR Office
  • The Business Officer/HR Office updates HRIS to reflect the employee’s work schedule as a percentage of time worked of their normal (pre-absence) FTE and selects Action Type-04 (Appointment Change) followed by Reason for Action – 12 (Change in % – WSIB Rehab)
  • Health & Well-being (HWB) reinstates the employee’s Green Shield, Life Insurance, Pension and LTD premium deductions
    Scenario 4: Normal (pre-absence) FTE (Post-15 weeks)
  • Business Officer/HR Office updates HRIS to change the end date of the WSIB-post 15 weeks (Code 2325) to the day prior to the employee’s return to his/her normal FTE
  • HWB reinstates the employee’s Green Shield, Life Insurance and Pension premium deductions

Process D: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for WSIB benefits and paid sick leave;
  2. WSIB Administrator advises Supervisor/HR Office if Return to Work schedule changes. Business Officer/HR Office updates HRIS as required;
  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 WSIB absences. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804; and,
  4. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing WSIB absences as entitlement to WSIB absence to15 weeks ends. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804.

Process E: WSIB Claim Denied, Abandoned, Withdrawn – No Return to Work During Initial 15 Weeks

Process E: Steps

  1. WSIB Administrator notifies Supervisor/HR Office when claim has been denied, abandoned or withdrawn
  2. Record on HRIS should already reflect Sickness Paid (Code 2300) for 15 weeks and is handled as a sick leave case (Sick Leave Process A: Sick Leave Ten (10) Working Days or Less)
  3. For absences longer than 10 working days record on HRIS should already reflect Sickness Paid (Code 2300) for 15 weeks and is handled as a sick leave case (Sick Leave Process B: Sick Leave Longer than Ten (10) Working Days)
  4. Medical documentation is required to support Sick Leave of up to 15 weeks

Process E: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for WSIB benefits and paid sick leave;
  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 WSIB absences. If you have questions, please contact the WSIB Administrator in Health & Well-being (HWB) at 416.978.8804; and,
  3. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing WSIB absences as entitlement to WSIB absence to 15 weeks ends. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804.

Process F: WSIB Ends Payment – Post 15 Weeks – No Return to Work

Process F: Steps

When WSIB ends payment and the employee is not returning to work:

  1. Business Officer/HR Office will update HRIS to end the WSIB absence segment effective the date advised by the WSIB Administrator and update HRIS to reflect Other Leave/Absence Unpaid (Code 2245) and notifies Central Payroll to initiate Record of Employment (ROE)
  2. Health & Well-being (HWB) contacts the employee, if required, regarding continuation of his/her Green Shield, Life Insurance, LTD and Pension benefits
  3. Once the employee’s department and HR, in consultation with Health & Well-being, have determined the employee’s employment status, the Business Officer/HR Office updates HRIS to reflect the decision

Process F: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for WSIB benefits and paid sick leave;
  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 WSIB absences. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804; and,
  3. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing WSIB absences as entitlement to WSIB absence to15 weeks ends. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804.

Process G: Employee Elects Early Retirement While on WSIB

Process G: Steps

  1. Business Officer/HR Office notifies WSIB Administrator of employee’s decision to take early retirement and sends a copy of the employee’s notice of retirement letter to the WSIB Administrator
  2. Business Officer/HR Office ends the WSIB absence segment to reflect the day prior to the employee’s early retirement date
  3. Business Officer/HR Office terminates employment effective early retirement date (ERD) Retirement Voluntary (Code 40)

Process G: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for WSIB benefits and paid sick leave;
  2. When an employee elects early retirement while on WSIB, 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 WSIB absences. If you have questions, please contact the WSIB Administrator in Health & Well-being (HWB) at 416.978.8804 and,
  4. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing WSIB absences as entitlement to WSIB absence 15 weeks ends. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804.

Process H: Employee Elects Normal Retirement While on WSIB

Process H: Steps

Scenario 1: Injured before age 63

  1. Business Officer/HR Office updates HRIS to end WSIB-Post 15 Weeks (Code 2325) on the employee’s 65th birthday
  2. Business Officer/HR Office updates HRIS to reflect Other Leave/Absence Unpaid (Code 2245) from the day immediately following the employee’s 65th birthday to June 30th following the employee’s 65th birthday
  3. 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)

Scenario 2: Injured after age 63

  1. Business Officer/HR Office updates HRIS to end either the WSIB absence to 15 weeks (Code 2322) or WSIB-post 15 weeks (Code 2325). (See WSIB Process B: Claim Allowed-Initial 15 Weeks or WSIB Process C: Claim Allowed-Post 15 Weeks, as applicable)
  2. Business Officer/HR Office ends WSIB (Code 2322) or WSIB (Code 2325) effective June 30th coincident with or following the employee’s 65th birthday
  3. Business Officer/HR Office updates HRIS to reflect Retirement Voluntary (Code 40) effective June 30th coincident with or following the employee’s 65 birthday

Process H: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for WSIB benefits and paid sick leave;
  2. WSIB absence to15 weeks would end on normal retirement date; and, WSIB-post 15 weeks could continue for a period of up to two (2) years from the date of initial injury;
  3. When an employee elects early retirement while on WSIB, 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;
  4. 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 WSIB absences. If you have questions, please contact the WSIB Administrator in Health & Well-being (HWB) at 416.978.8804; and,
  5. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing WSIB absences as entitlement to WSIB absence to15 weeks ends. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804.

Process I: Death While on WSIB

Process I: Steps

Scenario 1: Death while on Initial 15 weeks

Upon notification of death, Business Officer/HR Office:

  1. Updates HRIS to change the end date of WSIB Absence to 15 weeks (Code 2322) to the day prior to the date of the employee’s death
  2. Updates HRIS to reflect Death in Service (Code 2395) from the date of death to the end of the month in which the employee’s death occurred
  3. Updates HRIS to terminate employment due to death Deceased (Code 33) effective the first day of the month following the date of death
  4. Notifies WSIB Administrator, Benefits, Central Payroll and Pensions departments

Scenario 2: Death while on Post 15 weeks

Upon notification of death:

  1. Business Officer/HR Office updates HRIS to change the end date of WSIB-Post 15 weeks (Code 2325) to the day following the date of death
  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
  3. Business Officer/HR Office notifies Health & Well-being (HWB), Benefits, Central Payroll and Pensions departments

Process I: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for WSIB benefits and paid sick leave;
  2. When an employee dies while on WSIB, the employee’s department will pay any monies owed to the employee, including outstanding 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 WSIB absences. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804; and,
  4. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing WSIB absences as entitlement to WSIB absence to 15 weeks ends. If you have questions, please contact the WSIB Administrator in HWB at 416.978.8804.