Adding a Workers' Compensation occupational injury record

Shortcut/mask: HRWCEM

Use the Occupational Injury window to record information about workers' compensation cases for employees injured on the job. You can enter information for your organization and for the employee.

The workers' compensation information is entered on two tabs and three subtabs:

Employer
Employee

Complete the following steps to add a workers' compensation occupational injury record:

Open the window by typing HRWCEM in the Search field and pressing Enter.
Select Add (+).
Complete the following fields:

Employer’s Entity: Enter the code that identifies your organization.
Generate Case # Method: Select one of the following options. Indicate whether you want Human Resources (HR) to generate the case number or whether you want to manually enter the case number.:
A: Automatically generate case number (this option is recommended)
M: Manually enter case number

Case # - Enter a unique number. The unique number associates all records related to this event together. If you selected A in the Generate Case # Method field, press Tab to insert a case number.
Description: Enter the text you want to use to describe this case. The information you type in this field displays in selection lists and reports.

Complete the following fields on the Employer tab:

Action: Enter the reason for entering or modifying the record.
OSHA # - Enter the number assigned by the Occupational Safety and Health Administration (OSHA) for your organization.
Privacy Case: Indicate whether this case contains information protected by privacy regulations, such as medical details.

In the "Mailing Address" section, view your organization's information. HR completes this information for you based on the code you select in the Employer's Entity field.
In the "Establishment Information" section, enter the OSHA establishment code in the Establishment Code field. This is a user-defined code set up by your organization. Establishment codes represent organizations tracked by OSHA, such as "Airport."
View the address and phone number associated with the establishment code you entered. HR completes these fields for you.

Complete the following fields on the Employee tab:

Entity: Entity that identifies the organization the employee works for.
Employee ID: Employee identification number of the employee associated with the case.

View the information in the following fields. HR copies this information from the employee master record.

SSN
Employee Name
Type
HR
PY

In the Action field, select the reason for entering or modifying the record.
On the Employee Specific subtab, view the following information. HR copies this information from the employee master record.
Date of Birth
Hire Date
As Of Date: Defaults to the current date but you can make changes.
Gender
Home Address
City
State
Zip
Phone

In the "Position Information" section, complete the following fields:
Override Position Defaults: Select this option if you want to change the pay assignment information. If you need to change the information, HR copies from the employee's record.
Record Type - ,Select the type of PM record. By default, this field displays PM if the employee has a PM record on the HR employee pay assignment windows.
Position: Select the job title held by the employee.
Employment Status: Select the status of the employee within your organization.
Employee Usually Works: Enter the hours per day, days per week, and hours per week the employee works.

In the "Gross Salary Information" section, complete the following fields:
Under what class code of your policy were wages assigned: Select the code that represents the position where the wages are assigned. Use this field if the employee reports to more than one position.
Gross Wages Salary: Enter the gross wages associated with the position. If a PM record assignment exists, the hourly rate associated with that current assignment defaults into this field.
per: Select a value of how the gross wages value is represented. The available options are: Days and Hours.
$ - Amount of other payments not reported as wages salary, such as meals, lodging, tips, overtime, and bonuses.
per: Select a value of how the other wages are expressed, if any. The available options are: Days and Hours.

On the Occurrence Specific subtab, complete the following fields:
Injury/Illness: Select IL for "Illness." Select IN for "Injury." Indicates whether the event is an injury or an illness.
OSHA Illness Code: Enter an illness code used by OSHA if this event is an illness.
Injury/Illness Date: Select the date when the injury or illness occurred.
Times: Occurred: Select the time when the injury or illness occurred.
AM/PM: Select whether the event occurred in the morning or evening.
Began Work: Select the time the employee started work.
AM/PM: Select whether the employee started work in the morning or evening.
If Employee Died, Date of Death: Select the date the employee died if associated with the event.
Date Last Worked: Select the last date the employee was on the job.
Date of Employer’s Knowledge: Select the date the employer became aware of the event.
Date Employee was Provided Form: Select the date the employee received the claim form.
Date Returned to Work: Select the date the employee returned to work.
Location: Select the place where the injury occurred.
County: Select the county where the event occurred.
Department: Select the department in your organization where the event occurred if it occurred on your premises.

On the Additional Details subtab, complete the following information:
Equipment/Materials/Chemicals employee was using when event/exposure occurred: Enter the equipment, materials, chemicals, etc. that were being used by the employee at the time of the event or exposure.
Specific activity employee was performing when event/exposure occurred: Enter the specific activity the employee was performing when the event or exposure occurred.
How Injury/Illness Occurred. Describe sequence of events, etc. - Enter a description of how the injury or illness occurred and the sequence of events.
Physician Name and Address: Enter the attending physician's name and address.
Phone: Enter the physician's telephone number.
If hospitalized as an inpatient, name and address of hospital: Enter the name and address of the hospital if the employee was hospitalized as an inpatient.
Phone: Enter the hospital phone number if the employee was hospitalized as an inpatient.
Completed By Title: Enter the title of the person at your organization who completes this window. You can keep the default or change it.

15. Select Save Changes or press Enter.

Result: You have added a record for a workers' compensation case and you can add OSHA tracking information on HRWCOD. You can also run the Worker's Compensation report (PYRESPWC).

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