03-21  Benefits
  

Issued : 03/2002
Revised : 12/2006
Classification Code: OP 03-21

Workers' Compensation:

1.         Workers’ Compensation for the University is administered by the Central Accident Reporting Office (C.A.R.O.) of the State of Missouri.  As such, the University is obligated to follow procedures established by C.A.R.O. and Missouri State statutes.

2.         Workers' Compensation provides for the payment of medical expenses and compensation to any state employee who is injured or who incurs an occupational illness in the course of his/her employment.  If C.A.R.O. determines that the claim is not compensable (payable) by Workers' Compensation, the employee should process the claim with his/her health insurance, enclosing the letter of denial from the C.A.R.O. Office.  If you wish to file an appeal, you may contact the Missouri Division of Workers’ Compensation.

3.         Workers' Compensation also provides for death benefits should the accident or illness result in death.

4.         State statutes determine the length of time the claim is eligible for payment.  If the claim is approved, C.A.R.O. will pay the non-exempt employee two-thirds of his/her average weekly rate (based on the 13 weeks of pay, prior to week of injury) for lost time away from work due to work-related illness or injury.  Exempt employees will receive compensation based on two-thirds of their annual salary.  The University does not pay for hours charged to Workers’ Compensation.

            The law mandates a three-day waiting period before benefits are paid for work-related injuries or illnesses.  Workers’ Compensation will provide compensation for the waiting period only if the period of disability lasts longer than 14 most often consecutive days.

5.         Full time, part time, and temporary employees, students (while in an employment status), and recognized volunteers are covered by the Workers’ Compensation.

6.         When the Injury Occurs – In the event of an on-the-job injury/illness, the employee and/or supervisor must contact C.A.R.O. at (800) 624-2354 to obtain the name of an authorized medical provider, prior to seeking medical treatment.

            In the case of a medical emergency, if the injured employee can be safely transported in a private vehicle, the employee should be taken to the nearest medical facility.  If the employee cannot be transported, call 911 immediately.  After emergency transportation is arranged, contact the Department of Public Safety at 651-2215.

            Employees and supervisors should be aware that actions and steps they take in an emergency situation must be dictated by the circumstances present at the time and that the welfare of the injured employee is always the primary concern.

7.         Reporting the Claim – Work-related injuries or illnesses must be reported immediately to the supervisor.  The supervisor is responsible for assuring that the Workers’ Compensation Reporting Packet is completed and sent to the Benefits Office in a timely manner.  The claim cannot be processed until the Reporting Packet is complete.

            The Reporting Packet forms are required in order to process a claim.  This packet includes the following forms:

·         Workers’ Compensation Investigation Report – Supervisor Statement (completed by the supervisor)

·         Employee Initial Injury (completed by the employee)

·         Authorization to Release Medical Records (completed by the employee)

·         Witness Statement (completed by witness to incident, if applicable)

Current reporting packet information can be accessed from the following site:                          (http://www.oa.mo.gov/gs/risk/work/work.htm)

8.         Non-exempt (hourly) employees should report lost time hours under Workers’ Compensation on the Bi-Weekly Timesheet, sending a copy of the timesheet to the Benefit’s Office.  Additionally, the supervisor is responsible for entering the hours under Workers’ Compensation on DTOS.  Exempt (salaried) employees should report lost time on the Monthly Leave Report.

            The supervisor must send a second copy of the employee’s individual Bi-Weekly Timesheet or Monthly Leave Report to the Benefits Office (fax to 651-2108 or mail to MS 3150) so that the employee’s time away from work is allocated correctly.  Upon receiving the employee’s timesheet, the Benefits Office will report lost time to C.A.R.O.  To assure that the employee will receive a full paycheck, the Benefits Office will adjust the employee’s pay for the additional one-third wage not covered under Workers’ Compensation.  The one-third balance will be taken from the employee’s verified sick leave balance and will be processed in the following payroll.  Sick leave may be used to augment Workers’ Compensation pay for the first three consecutive days an individual is off work.  These days will be charged against the individual’s verified sick leave.  The verified sick leave code on Bi-Weekly Timesheets and Monthly Leave Reports is “XSL.”  Temporary employees and students are not eligible for paid sick leave.
  

Early Return to Work (Workers' Compensation):

1.         The early return to work program will be coordinated with the Central Accident Reporting Office (C.A.R.O.) of the Statewide Risk Management Office who is the University’s Workers Compensation insurer. 

2.         Employees who have had an on-the-job injury/illness may qualify for modified work if released with temporary restrictions to return to work by their treating physician.  During the recovery process, it is not unusual for employees to have temporary work restrictions.  These restrictions may prevent employees from performing some or all of the duties of their regular jobs.

3.         If an employee is released by the treating physician for modified or restricted duty, the department head/supervisor must provide the employee with a temporary modified duty assignment.  The purpose of the assignment is to assist the employee with the transition back to his or her regular job.

4.         Modified duty is a temporary modification of the employee’s regular work based upon the treating physician’s written restrictions.  The temporary restrictions are identified on the Early Return To Work – Physical Assessment form from C.A.R.O.

5.         The employee’s department/supervisor must identify tasks that may be accomplished in a modified duty job that are consistent with the medical restrictions placed upon the employee.  It is very important that the employee and the supervisor understand the restrictions placed upon the employee and that all work performed is consistent with those restrictions.

6.         In identifying tasks that comprise the modified duty assignment, consideration should be given to the following:

a.         Focus on what the employee can do rather than the tasks that  cannot be done.

b.         The value of the modified work to the total work of the unit.

c.         Tasks not being done by others at the present time.

d.         Jobs that are only being done on occasion.

e.         Tasks now being performed by co-workers which, if assigned to an employee on modified duty, would allow co-workers time to accomplish additional work.

7.         Modified or restricted duty may include reductions in the scope of the employee’s regular job or other tasks that are not normally part of the injured employee’s regular job.  Examples of tasks that might be modified duty include, but are not limited to:

 8.        The employee will receive his or her normal rate of pay during the modified duty period.

9.         As required by the treating physician, the employee is required to provide to C.A.R.O. periodic updates of his or her condition.  The treating physician must provide a new Early Return To Work – Physical Assessment form not less than every thirty (30) days.

10.       It is essential that the employee and the supervisor review the modified duty assignment not less often than weekly.  As the employee’s treatment progresses, the restrictions will likely change.  By completing these reviews, a determination can be made if the employee is able to perform more of his or her regular job duties.

11.       The modified duty assignment is intended to be temporary.  It is limited to sixty (60) days with a maximum of one thirty (30) day extension.  Because each situation is likely to be unique, if an extension is needed, a decision to do so will involve coordination between the employee’s department, C.A.R.O., the treating physician, and Human Resources.

12.       If a temporary modified duty position cannot be structured or found within the employee’s department, the Executive of the division where the employee normally works will assign the employee to a modified duty position within his or her division.  If this occurs, the employee’s department’s budget will still be charged for the employee’s salary and benefits and the employee’s regular department will be responsible for resolving any personnel issues that may arise.

13.       If the modified duty restrictions call for a reduced work schedule, the employee must schedule continuing physician’s or physical therapy visits during the time when he or she is not at work.  Additionally, scheduling of non-emergency family medical or other business is to occur during non-work hours.

14.       Employees who are released by their treating physician for modified duty will be provided with a modified duty letter of offer.  Employees who decline offers of modified duty may cease to be eligible for continued lost time payments from C.A.R.O., although they may be eligible for Family and Medical Leave that may be with or without pay.

15.       If an employee refuses an offer of modified duty, the employee may request to use other types of paid or unpaid leave in accordance with University Operating Procedures.  If other paid or unpaid leave is not available or approved, then the employee who refused the offer of modified duty will be considered to have voluntarily resigned his or her employment.

16.       The early return to work program will be operated in conjunction with the Family and Medical Leave Act and the Americans with Disabilities Act requirements.  The interplay of these laws and their regulations with Workers Compensation and early return to work can be very complex.  Questions about these matters may be referred to Human Resources.
   

Group Insurance Program:

1.         Full-time regular and term employees of the University are eligible for participation in the University’s group hospitalization, life and disability insurance program.  Booklets describing these coverages in detail are available in the Benefits Office.  All coverages are determined by the applicable plan documents.  Coverage provided for the employee, paid by the University, is as follows:

a.         Life Insurance – 2 ½ times base salary with a maximum of $50,000 of coverage

b.         Accidental Death & Dismemberment – 2 ½ times base salary with a maximum of $50,000

c.         Long Term Disability – 60% of current salary to age 65

i.          Employment with the University will be terminated concurrent with the first day of the Long Term Disability period unless there is a reasonable expectation that the employee will be able to return to work within one year.

ii.         If the disabled employee has a reasonable expectation that he/she will be able to return to work within one year, an extended Long Term Disability Leave Without Pay (LWOP) may be granted.  To be granted a Long Term Disability LWOP, the employee must:

(a)       make a written request to his/her division executive, and

(b)       attach to the request a letter from his/her physician, which states that the condition of disability is likely to cease within one year (or shorter period, if appropriate), and that it is reasonably expected that the employee will be able to return to work.

NOTE:  The University reserves the right to seek a second opinion to confirm the probability of the employee returning to work within the time frame requested.

iii.        When a Long Term Disability LWOP is granted, the University will continue to provide individual health coverage for the disabled employee during the leave period.

iv.        An employee who is granted the Long Term Disability LWOP and who later cannot return to work as anticipated, will be terminated effective at that time.

d.         Health Care Plan – as determined by Plan Document

2.         In addition to the coverage provided by the University, staff members are eligible to purchase supplemental insurance coverage.  Booklets describing the various insurance coverage in detail can be obtained from the Benefits Office.  Employees are urged to acquaint themselves with the details of the insurance program.  The insurance program is part of a statewide plan and the rates and terms are subject to change.  Questions concerning University benefits should be directed to the Benefits Office.

Retirement Benefits:

A Missouri State Employees Retirement System (MOSERS) member is considered to 

have retired if he/she meets the age and years of service eligibility criteria in MOSERS

at the time of termination of employment from Southeast Missouri State University and 

is eligible for and receiving a retirement benefit from MOSERS.  University-provided

retirement benefits, including retiree medical and life insurance options, will be 

extended to a MOSERS member who meets the definition of MOSERS retirement at

the time of termination of employment.  

Tax-Deferred Annuity:

Regular full-time and part-time employees of the University may participate in a tax-deferred annuity program.  A list of companies presently registered with the University to write such annuity programs can be obtained from the Benefits Office.
  

Credit Union:

Membership in the Missouri State Employee Credit Union is available to all employees.  Deposits may be made through payroll deductions.  Information concerning Credit Union membership is available through the Payroll Office.
  

U.S. Savings Bonds:

U.S. Savings Bonds may be purchased on a regular basis through the Payroll Office.  Additional information can be obtained from and arrangements are available through the Benefits Office.
  

Enrollment in University Credit Courses:

1.        Full and part-time regular employees may enroll in University coursework at a reduced rate.  Reduced rates apply only to the primary/incidental fee for all credit bearing courses and for non-credit courses if required for degree completion. General fees are waived for employees.  Miscellaneous fees associated with specific courses do not qualify for reduced rates.

2.         The privilege of enrolling in classes at reduced rates is available to temporary staff who are employed the first day of the academic semester and are expected to continue employment at least half-time during the academic semester for which they enroll in class, and to faculty who teach six or more hours (or are assigned equivalent duties) for the academic semester for which they enroll.  Early and regular retirees are also eligible to enroll at reduced rates.

3.         Employees will be charged 10% of in-state fees for undergraduate hours and 30% of in-state fees for graduate hours rounded off to the nearest whole dollar.

4.         To receive this benefit, the employee must be employed and submit an application form to Human Resources, signed by the employee and their supervisor, on or before the first day of classes for the academic semester in which they are applying for a fee waiver.  Applications for fee waivers submitted after the deadline will not be accepted.  The application form can be downloaded and printed from the Human Resources forms website at http://www4.semo.edu/humanresources/forms/FEEWAIVER.DOC.  Employees who drop and/or add a course during an academic semester must inform their supervisor of the change.  

5.         Courses should not be scheduled during the employee’s scheduled work hours. Exceptions require the approval of the employee supervisor’s for up to six (6) credit hours during the employee’s scheduled work hours.  Exceptions requested for more than six (6) credit hours during the employee’s scheduled work hours require the approval of both the employee’s supervisor and the next level of supervision.  The employee should indicate on the fee waiver application form how the work hours missed will be made up such as; rescheduling the work to another time; using vacation leave time; or taking leave without pay.  After appropriate approval the employee and supervisor must maintain written documentation of the rescheduled work time. 

6.         In the event that an employee’s supervisor denies an employee’s request to take up to six (6) credit hours during scheduled work hours, the employee may appeal that decision to the next level of supervision.  In the event that both an employee’s supervisor and the next level of supervision denies an employee’s request to take more than six (6) credit hours during the scheduled work hours, the employee may appeal the decision to the third level of supervision.  The decision by the second and/or third level of supervision of an appeal by an employee shall be final and may not be a subject of the University grievance procedure.

7.         When a supervisor requests that an employee enroll in a Southeast course which is directly related to assigned requirements, the time away from work shall be considered as part of the work schedule.  Before requesting an employee to enroll in a course, the supervisor initiating the action should discuss with the appropriate Dean or Director the reason and justification for the request, as well as any budgetary implication.

8.         An employee who resigns or whose employment is terminated during the course of the semester and who is using the tuition fee waiver will be charged the pro-rata remainder of the fees for the semester. The pro-rata fee will be calculated by full week (including finals week and breaks) remaining in the semester.   

Enrollment in Cooperative Graduate (Doctoral and Masters) Credit Courses:

1.         Full time and part-time regular employees (80% or more FTE) may enroll in cooperative graduate (doctoral and masters) coursework for reimbursement pursuant to the terms of a written agreement with Southeast Missouri State University. 

  The programs that are eligible will be approved by the Provost.  An employee must obtain his/her supervisor’s approval, in writing, of the intent to enroll in coursework.  The application form can be downloaded and printed from the Human Resources forms website at http://www4.semo.edu/humanresources/forms/Coop%20Graduate%20Reimburse%20Form.doc.  Any rescheduled work time requires the consent of the supervisor and the appropriate Dean or Director.  The employee should indicate on the Cooperative Graduate application form how the work hours missed will be made up such as; rescheduling the work to another time; using vacation leave time; or taking leave without pay.  After appropriate approval, the employee and supervisor must maintain written documentation of the rescheduled work time. Employees should send the completed Cooperative Graduate Program Reimbursement Request Form to Human Resources.

2.         Employees will be charged in accordance with the policies of the cooperative institution and will be reimbursed up to 70% of incidental fees for courses in which the student earns a B or better.  In order to obtain the benefit, employees must provide Human Resources with evidence of the individual’s eligibility by the end of the first full month following the completion of the course.  Evidence of eligibility includes the completed reimbursement request form, an itemized bill, a paid receipt, and a grade report.

3.         All general and miscellaneous fees are the responsibility of the student.  No such fees will be waived or reimbursed.

4.         If enrolled in a doctoral program, per written agreement, the employee is required to remain employed with the University for two full years beyond the completion of the last course reimbursed.  If the employee does not complete the service obligation to the University, the employee will be required to refund 100% of the total reimbursed portion paid by the University for the last two years from the date of the termination.  No refund will be necessary should the employee be terminated by the University prior to the completion of the required service.

5.        The privilege of being reimbursed for cooperative graduate credit courses is not available to spouses, dependents, or temporary employees.

6.         These Operating Procedures are effective for courses taken May 1, 2003, or later.

Policy for 03-21

Cooperative Doctoral Program Enrollment Agreement

Cooperative Graduate Program Reimbursement Request Form

Return to Business Policy and Procedure Manual (Section 3)

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