Payroll Coordinator’s Responsibilities

The role of the payroll coordinator is to correctly record an employee’s absence due to a work-related injury or illness.   

Workers’ Compensation Leave

Workers’ Compensation Leave is used for employees who are absent from work and receiving temporary workers’ compensation payments.  An employee who receives workers’ compensation pay is considered to be on workers’ compensation leave for the period of time he/she receives such payments.

Temporary Workers’ Compensation Payments

  • It is University policy to pay an injured employee for the balance of their work shift on the date of injury, no matter what time the injury occurs or whether the employee returns to work on the same day.
  • If an employee is absent one to three days (District of Columbia waiting period), no temporary disability payments are made.  The employee must use paid leave, sick leave or leave without pay, and leave is considered scheduled. 
  • If an employee is absent four to 14 days, temporary workers’ compensation disability payments begin on day four, (replacing regular University paychecks).  Workers’ compensation payment checks are issued by the University’s third-party administrator, Travelers Indemnity Company, not by Georgetown University.   
  • If the employee is out 14 consecutive days or more, workers’ compensation payments will begin with day one of the absence.  If leave was used during the three-day wait period the employee may elect to have it restored.  Contact Payroll for instructions in how to restore leave.
  • The temporary disability payments are based on the wages the employee earned in the 26 weeks prior to the date of injury.  The rate of pay for workers’ compensation is 66 2/3% of the average weekly wage up to a maximum amount that is calculated each year.  The payments are tax-free and subject to limits set by the District of Columbia.

*Leave for Union-represented employees is governed by the terms of the applicable collective bargain agreement.  Contact your human resources generalist for help in handling leave during the three-day waiting period.

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How to Record Workers’ Compensation Leave

  • You must have a copy of the medical provider’s authorization explaining the reason for an absence, the period the absence is to cover and, if possible, a projected date for return to work.
  • Use a monthly calendar, not a weekly calendar, to calculate leave.
  • If an employee is absent less than 14 days use the standard payroll forms and procedures.
    • For hourly employees, use the Hourly Time and Attendance Sheet.  Mark the first three days out as scheduled leave or sick leave.  Mark each day as “WC” to note the reason for the absence.
    • For salaried employees, use the Salaried Employees Leave Status Report.  Mark the first three days as scheduled leave, and the remaining days of the employees absence as Unpaid. Mark the employee’s time as “WC” to note the reason for the absence.
  • If an employee’s absence exceeds 14 days or more, the Workers’ Compensation Leave Form must be completed by the supervisor and processed by the department personnel who keys Genesys transactions to deactivate the employee and stop paychecks.   NOTE: contact Risk Management before completing this form to confirm the start date and return to work date. 
  • Fax a copy of the signed and completed leave form to Risk Management at (202) 687-5680.

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Workers’ Compensation Leave Form

  • The purpose of the Workers’ Compensation Leave Form is to put an employee on workers’ compensation leave, or to return an employee to active status with the University, when the employee has a medically authorized absence exceeding one full pay period or more.  This is to:
    • Prevent a “double pay” situation.
    • Continue an employee’s leave accrual.

Wage Disability Restrictions

  • An employee may not use leave in lieu of workers’ compensation pay.  The only exception is the permitted use of the accrued leave during the three-day waiting period. 
  • An employee may not receive workers’ compensation pay and regular University pay (including holiday pay) for the same time period. 
  • An employee who receives both will be required to reimburse the University the amount of the regular pay.

When an Employee Returns to Work

  • An employee must provide the supervisor with a healthcare provider’s written clearance before resuming work.  The University may not allow employees to return to work without medical clearance.

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Family and Medical Leave

When an employee is absent from work and receiving workers’ compensation wage replacement benefits, he/she may be eligible for Family and Medical Leave.  To apply an employee must complete the Georgetown University Leave Request Form and submit it to Human Resources for processing.  For information and assistance contact Human Resources at (202) 687-2500.

Short-Term and Long-Term Disability

An employee may not receive workers’ compensation wage replacement benefits and Short-Term or Long-Term disability at the same time.  For information or assistance regarding these benefits contact the Faculty and Staff Benefits Office at (202) 687-2500.

If A Claim Is Denied

If an employee’s workers’ compensation claim is denied he/she may be eligible for Short-Term or Long-Term disability benefits.  The employee must contact the Faculty Staff and Benefits Office to process an application.  

An employee may also contact the Office of Risk Management or their human resources generalist to discuss the claim status and options.


Contact the Office of Risk Management at (202) 687-6622