Steps to Add an EmployeeNote: The Work Comp screen is only available in the Employee File if the school district has the Human Resources module.
From within the Employee File, click the Work Comp tab.
To add an incident of an injury for the employee, complete the following:
Click the New Record button.
Enter the date when the injury happened in the Injury Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
Enter the time when the injury happened in the Injury Time field. Use the hh:mm am/pm format.
Note: The system will automatically add "AM" or "PM" to the time if it is not specified, but verify it is correct.
Enter the description of all the body parts that were injured in the Body Parts Injured field. The description can be up to 1,000 characters long.
Enter a detailed description of how the injury happened in the Injury Description field. The description can be up to 1,000 characters long.
Enter the ID of the site where the injury happened in the Site ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the ID of the building where the injury happened in the Building ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the ID of the room where the injury happened in the Room ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If the injury happened when the employee was working offsite, enter the description where the employee was located at the time of the injury in the Offsite Location field. The description can be up to 1,000 characters long.
If applicable, enter the name of the person who witnessed the incident in the Witness Name field. The name can be up to 100 characters long.
If applicable, enter the phone number for the witness in the Witness Phone Number field. The system will automatically add the dashes for the phone number using the following formats: 1) ### - #### if 7 digits are entered, 2) ### - #### x ## if 8 or 9 digits are entered, 3) ### - ### - #### if 10 digits are entered, and 4) ### - ### - #### x ## if 11 or more digits are entered.
If desired, enter any additional information to track for the injury in the Comments field. The comment can be up to 1,000 characters long.
Click the Save button.
If the employee missed work due to the specified injury, complete the Lost Work Information section by entering the following:
If desired, enter the date the employee first missed work due to the injury in the Lost Work Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
Note: The date entered in this field must be on or after the date entered in the Injury Date field.
If desired, enter the date for the last day the employee missed work due to the injury in the Lost Work End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
Note: The date entered in this field must be on or after the date entered in the Lost Work Start Date field.
If desired, enter the total number of days the employee missed work in the Number of Days Lost field. The number can be up to 14 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable.
If desired, enter any additional information to track for the lost work days in the Comments field. The comment can be up to 1,000 characters long.
Click the Save button.
If a claim was filed for the specified injury with the workers' compensation insurance provider, complete the Claim Information section by entering the following:
Enter the number assigned to the claim in the Claim Number field. The number can be alphanumeric and up to 25 characters long.
Enter the status of the claim (i.e. Open, Closed, Cancelled, etc.) in the Claim Status field, or click the down-arrow button to select the correct one. The status of Open will appear as the default, but can be changed if needed.
If desired, enter the date the claim was submitted to the workers' compensation insurance provider in the Claim Form Mailed Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
If desired, enter the date the claim was received from the workers' compensation insurance provider in the Claim Form Received Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
If desired, enter the date the status of the claim was officially considered closed (and the Claim Status was changed to Closed) in the Claim Closed Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
If desired, enter the total cost of charges for the claim in the Claim Cost field. The amount can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system.
If the employee had a previous injury to the same body parts as with this claim, select the Previously Injured field. A checkmark will appear in the box if the field is selected.
If the employee had a previous workers' compensation claim and it is tied to this claim, enter the number of the previous claim in the Previous Claim Number field, or click the down-arrow button to select the correct one.
Click the Save button.
If the employee completed treatments for the specified injury, complete the Treatments section by entering the following:
Enter the name of the physician that treated the employee's injury in the Physician Name field. The name can be up to 100 characters long.
If desired, enter the name of the clinic where the employee received the treatment in the Clinic Name field. The name can be up to 100 characters long.
If desired, enter the address of the clinic in the Clinic Address field. The address can be up to 100 characters long.
If desired, enter the phone number of the clinic in the Clinic Phone Number field. The system will automatically add the dashes for the phone number using the following formats: 1) ### - #### if 7 digits are entered, 2) ### - #### x ## if 8 or 9 digits are entered, 3) ### - ### - #### if 10 digits are entered, and 4) ### - ### - #### x ## if 11 or more digits are entered.
If the employee's injury was treated at the scene where the injury happened, select the Onsite Treatment field. A checkmark will appear in the box if the field is selected.
Click the Save button.
If desired, complete the Payments section to track any payments made on the claim. For each payment, enter the following:
If desired, in the Payment Type field, enter the type of the payment made: Claim or Wages; or click the down-arrow button to select the correct one. If the payment was on the claim, enter Claim. If the payment was made specifically for only wages to the employee, enter Wages.
Enter the date the payment was made in the Payment Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the amount of the payment in the Payment Amount field. The amount can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system.
If desired, enter any additional information to track for the payment in the Comments field. The comment can be up to 1,000 characters long.
Click the Save button.
If applicable, repeat Steps 2-6 until all the workers' compensation information has been added for the specified employee.
Continue adding the remaining information for the employee if needed.