1. Review any information that indicates the worker has not been paid for the date-of-accident
When a worker calls in to report they have not been paid by their employer for the date of accident (DOA), review any information provided to support the claim. This may be pay stubs provided by the worker or any details in the injury report that may indicate if the employer planned to pay the worker (i.e., keep the worker on full pay or not, etc.). Explain the following information to the worker: - Their employer is responsible for paying their regular wages for the DOA and that WCB wage loss benefits start the next day.
- Their employer will be contacted to discuss their responsibility and confirm their plans to pay the worker for that day.
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Administrative tasks
Document the discussion in a file note (Contact/Claimant Contact).
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2. Call the employer to confirm payment and educate them of obligations
Contact the employer to confirm whether the worker has been or will be paid their regular wage for the entire day of the DOA. When the employer reports the worker has been paid, confirm when the payment was issued. Call the worker to confirm the payment was issued and when, if known and follow-up the discussion in writing. End this procedure. When the employer reports the worker has not been paid, educate the employer on their responsibility to pay the worker's full wages for the DOA. Refer to Section 25 (1) of the WC Act. Clearly explain that if they do not pay the worker for that day, payment will be issued to the worker under the claim, and the employer will be required to reimburse WCB for those costs.
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Administrative tasks
Document the discussion in a file note (Contact/Employer Contact) When the worker was paid: - Document the discussion in a file note (Contact/Claimant Contact).
- Send the Claimant Custom (CL000A) letter to the worker confirming the conversation, with a copy to the employer.
When the worker has not been paid: Send the Employer Obligation to Pay DOA Compensation (IN021A) letter confirming the conversation, with a copy to the worker. Set a four-week reminder task to review and confirm payment has been issued.
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3. Monitor and confirm payment was issued for date-of-accident wages
Review the file in four weeks to give the employer time to pay the worker Contact the employer and/or worker to confirm if the employer has paid the worker for the DOA. When the worker has been paid, no further action is required. End this procedure. When the worker has not been paid and the employer continues to refuse to pay the worker, remind the employer that the worker will be paid for the DOA by WCB and that the employer will be required to repay WCB as outlined in Section 25 (5) of the WC Act.
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Administrative tasks
Document the discussion in a file note (Contact/Employer Contact or Contact/Claimant Contact).
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4. Review the compensation rate and issue the payment to the worker
Review the claim to ensure the compensation rate has been established. If not, confirm the earnings information has been gathered to set the rate. If the employer has refused to provide earnings information, set the worker's compensation rate based on the information the worker has provided (e.g., pay stubs). If the rate was already set up to pay the employer directly, modify the payee to be the worker for the DOA and request the payment. The payment will process and be issued overnight. Create and confirm the overpayment amount to the employerOn the following day, create an overpayment to the worker and send a request to the Payment Unit to add the overpayment amount to the employer. Then send a request to the Cost Distribution team to remove the worker's overpayment. Send a letter to the employer confirming that the overpayment is considered a debt, specifying the amount owed to WCB and requesting repayment of the total balance.
Set a six-week reminder task to allow the employer time to pay back the overpayment. To monitor recovery of the overpayment, refer to step 6 of 12-3 Overpayments, cost corrections and payments on hold procedure.
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Administrative tasks
To set the compensation rate, follow the 2-1 Rate setting procedure. To modify the payee, refer to the Electronic Workplace, Departments, Payment Unit and search for Payee. Request payment to the worker using TOP/NOPType of payment/nature of payment code: TD05. Document the decision to pay the worker (TD05) for the DOA wages in a file note (Entitlement decision). Create and confirm the overpayment amount to the employerDelete the TD05 payment after it has been issued (the next business day). Send a file note (Finance) to the Payment/Overpayment, Team Desk to manually add the overpayment amount to the employer. Send a file note (Finance) to the Cost Distribution, Working Desk to manually remove/forgive the worker's overpayment. Include the following: - The basis for the request and details of the overpayment.
- The amount to be removed/forgiven.
- Include the appropriate level of authority for amounts over $100. Refer to the Levels of Authority (LOA) manual.
Send the Overpayment (IN104A) letter to the employer confirming the overpayment amount to be repaid. Send a copy to the worker.
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