Workers’ Compensation

Procedures for Submitting a Claim

April 2011

Introduction

Workers’ Compensation laws are enacted to protect employees against loss of earning power through injury sustained in their employment. Workers’ compensation is insurance that provides cash benefits and/or medical care for workers who are injured or become ill as a direct result of their job.

The NYC Dept of Education’s Workers’ Compensation Unit is committed to providing the dedicated service necessary to ensure that claims are submitted expeditiously and accurately.

Table of ContentsImportant Facts About Workers’ Compensation……..……………………………… 4Rights & Responsibilities of the Employee……………………………………………… 5Responsibility of the Employer………………………………………………………………. 6Documents to Print………………………………………………………………………………… 7Timekeeping…………………………………………….………………………………………….... 8Submitting the C2 form………………………………………………………………………….. 9Title Code List………………………………………………………………………………………… 19Draft List………………………………………………………………………………………………… 22Completing & Printing…..………………………………………………………………………. 24End of Application…………………………………………………………………………………. 25Awaiting Correction List…..……………..…………………………………………………….. 26Confirmation……..………………………………………………………………………………….. 29

Important Facts about Workers’ Compensation

• All non-pedagogical titles are covered by WC. Some of the titles that are covered by WC but are not limited to are;

Paraprofessional (Subs also), School Aide, Therapist, Nurses, SAPIS and Administrative titles. All pedagogical titles file for LODI and are handled by HR Connect. When in doubt, contact the WC unit for assistance.

• All injuries/accidents must be reported to the employer and documented immediately.

Many employees are reluctant to notify their employer they had an injury because the extent of their injury is minor, there was no lost time and because they do not want to be bothered with the paperwork. By Law, all work related injuries must be reported/filed within 10 days from the date of the injury however, the State WC Board will accept a claim for up to 2 years from the date of the accident.

• Employer cannot approve/disapprove a WC claim. If the employer feels that the WC claim is fraudulent and should be contraverted, it is suggested that a letter is mailed to the insurance carrier for review explaining the reason why.

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Rights & Responsibilities of the Employee

• C3 formThe C3 form is the “Employee’s Report of Injury” form and it is the responsibility of theemployee to submit and mail the C3 form to the State Workers’ Compensation Board. By Law, the C3 form must be submitted to the State Workers’ Compensation Board within 2 years from the date of accident.

• Insurance carrierThe City of New York Law Department is the insurance carrier for workers’ compensationrecipients. The carrier case number will be mailed to the employee once they have reviewed the C2 form. All bills, authorizations, surgeries, therapies and prescriptions are to be mailed to theLaw Dept for approval and payment. The employee may not use their personal insurance however, should they incur out of pocket expenses, it should be mailed to the Law Department for reimbursement.

• Reimbursement of wages and sick time The rate for reimbursement of wages and sick time will be determined by the State WC Board

based on the degree of disability and the employee's rate of pay. All restorations are processed by the WC Unit and then notification is made to the payroll secretary via mail.

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Responsibility of the Employer

• Notice of Compliance*By Law, these notices must be posted somewhere in the work place where the employee can view them, preferably by the time clock or posted in a bulletin board. This notices advise the employeewho their insurance carrier is should they have a work related injury on the job.

• Claimant Information Packet*The NY State WC Board has compiled a packet that consist of reading materials and forms thatthe employee is responsible for submitting to the WC Board. It is to be provided to the employee every time they have an accident on the job. In this packet the employee will receive the C3 form.

• C2 formIt is the responsibility of the employer to submit the C2 form on line and is accessible only thru the Payroll Portal. If the employee submits their own C2 form, the Law Dept will reject the claim.

• Timekeeping It is critical that all timekeeping entries relating to WC are accurate as to avoid overpayments.

*Click here to print the Notices of Compliance, Claimant Information Packet and other forms.

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Documents to Print•Notice of Compliance: Post in the workplace.•Claimant Information Packet: Provide to the injured employee every time they have an accident on the job.

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Timekeeping • Date of the accident

In the event that the employee has to leave work to seek medical attention, the date of the accident is a regular paid day.

• Non Chargeable DaysThe employee may apply for up to the next five (5) consecutive working days as non chargeable days pending supervisory approval of the OP198/ PD 19 form. Anything beyond 5 days non-chargeable constitutes an overpayment. For all absences beyond the five days, the employee has as option on how they want their absences coded.

• Option 1Employee notifies payroll secretary that they are opting to use their accruals for the duration of their absences relating to WC. The employee has to contact their examiner at the Law Department to initiate the process of restoring their time. An employee can also go on Option 2 when they have exhausted their accruals.

• Option 2The employee opts not to use their accruals, or may not have any time therefore they will be payroll deducted. Depending on the length of the absence, the employee may have to apply for a leave of absence without pay. The leave of absence application must be accompanied with a copy of the C2 form and submitted to HR Connect for processing. The maximum time allowed for a leave of absence is one year. If the employee opts to go without pay, make certain their direct deposits is stopped. No one should be receiving a pay check if they are not using their time. For that reason, be cautious of those employees that are on “positive pay”.

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Submitting the C2 form

•Proceed to the Payroll Portal•Enter your Outlook/Network ID and password and Sign-in

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Click and proceed to:

•DOE Applications•C2 Form

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E-Mail Validation & Retrieving data•Enter your DOE E-Mail address in full. (JDOE@SCHOOLS.NYC.GOV)

•Continue

•Create Form: You may create a new C2 form by entering the employee’s ID or social security number. The system will retrieve the employee’s personal information and self populate the data onto the C2 form. •Continue: To proceed.

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Retrieving Employee Data (cont’d)

Make sure the employee’s name is correct then click on Details.

Additional data is provided. If accurate, click on Next.

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Entering Data

•Date of accident: You may use the Pop-Up calendar or enter the date manually. •Employer: Enter the name of the school /site/office and not “Dept of Ed”.•Nature of Business: Enter “Education”.•Section B: Fields are already completed with the insurance information.

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Entering Data (cont’d)

•Section C: Self populated with the employee’s personal information.•Save & Continue: Allows you to save the data and proceed to the next section. Because the C2 form consist of three pages, the form has been divided into five sections.

Asterisks: Mandatory fields must be completed. If left blank you will get a message warning you that these fields are missing data. You may continue to the next section however, you will not be able to submit the C2 form unless these fields are completed.

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Section 2•Field D: There are certain fields that require a description and each field will have displayed the maximum of characters allowed. You will receive an alert if you have exceed the maximum allowed. •Back: Allows you to go back to previous section.

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Time Field•There are only two (2) fields that require time data. You may not enter the time manually. You must use the drop down menu and select the desired time. The time is provided in increments of five (5) minutes, therefore if you do not see the exact time desired, round off the time to the nearest one provided.

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Claimant Information Packet

•There is a field on the C2 form that refers to the Claimant Information Packet. This packet can be found on the DOE WC website and is to be provided to the employee every time they have an accident on the job. In this field you must indicate if and when the Claimant Information Packet was given to the employee.

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Entering data(cont’d)

•Section D:The following field inquires as to the body parts that were injured only. When a limb has been injured, you must indicate whether it is the “left” or “right”.

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Employee’s Title(Only if Title Field did not self-populate)

In this field you may not type in the employee’s title manually. You must use the Search Title Code box and refer to the Title Code List as a reference.

•Title Code: Enter employee’s title code using the “Title Code List” as a reference.•Search: Search after title code is entered. •Select: Select correct title.•Continue: Allows the title to populate onto C2 form.

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Entering data (cont’d)

•Field H: You must indicate if the employee is a full time employee or other.•Additional Information: Here you have the opportunity to include any other information that is relevant to the claim.

•Signature: The employee can not submit and sign the C2 form. It must be submitted by someone of a supervisory capacity and by doing so it does not imply that the employer agrees or witnessed the accident. Remember to sign your printed copy.

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Once completed and you are ready to submit the C2 form, click on Save & Continue. If there are any mandatory fields that are incomplete, the

program will alert you as to which fields they are and you will have to decide whether to finish the C2 or have it placed on the Draft List for a later time.

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Draft List•If there are mandatory fields missing data, the C2 form will be placed on the Draft List until the data is complete. You will get a message that the C2 form has been successfully placed on the Draft List until you are able to complete all fields.•Open Form Preview & Print: Allows you to print & print preview the incomplete C2 form.

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Draft List (cont’d)•Draft List: Can be found under C2 Form Lists. C2 forms that have missing data will be kept here until completed.• SSN: You can search your list by employee’s social security number or Date of Accident.•Email Address: Displays the email address of the person who entered the C2 form and only that person can access the C2 form to complete or delete it.•Edit Form: You will be able to view the C2 form from the first page and continue to add information.•Delete Form: You can delete a C2 form on your waiting list.

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Completing and Printing the C2 FormThe DOE WC Unit will receive the C2 form only when you have the displayed the message below: “Form has been successfully submitted”. To print C2 form click on Open Form Preview & Print.

Click on the “print” icon on the upper left corner to initiate printing. You also have the option to save the C2 form onto your hard drive by using the “disk” icon.Remember to sign and mail a copy of the C2 form to the Law Department.

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End of ApplicationOnce you have completed and submitted the C2 form you have the option to either create

another C2 form or Sign Out. The sign out tab is under Other.

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Awaiting Correction List

The Awaiting Correction List is a new enhancement to the WC Program and can be found under C2 Form List. If there is any data missing or incorrect on the C2 form, the DOE WC unit will return the C2 form to you for your appropriate action.•SSN: May search by employee’s social security number.•Email Address: The person who submitted C2 form.•Report Date: Date C2 form was first created.•Status Date: Reflects date action was taken.•Date of Accident: Date of injury.•Employee’s ss#•Employee’s name

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Awaiting Correction List (cont’d)

•View Comment: Provides the reason why the C2 form was returned.•Edit Form: Allows you to open C2 form to correct/add missing data.•Delete Form: Allows you to delete C2 form.

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Awaiting Correction List (cont’d)You will receive an e-mail alerting you that you have a C2 Form on your Awaiting Correction List. It is advisable that you check this list frequently to check to see if any C2 forms need to be corrected or are missing information.

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Confirmation•Once the C2 form has been successfully submitted and reviewed by the DOE WC Unit, you will get an email message confirming receipt.•From: Employee at the WC Unit assigned to the C2 form.•To: Employer that submitted C2 form.The message will confirm receipt of C2 form displaying the following information:•Employee’s name•Date of Accident•Social Security number (last 4 digits only)•Message below instructs that you must call the DOE WC Unit to notify them when this employee returns to work or goes back out again due to this injury. It is the person who sent you this email who you must notify about this claim.

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