3.9.14 Medical Paid Time Away Benefits

Medical leave is granted on the first date of eligibility and at the beginning of each fiscal year thereafter. Medical leave may be used immediately upon eligibility. Medical leave is intended to provide the security of continued income when an employee is absent due to illness or injury. Medical leave may only be used when the employee is unable to perform the employee's duties because of illness or injury, or for medical or dental appointments that cannot be scheduled outside of working hours. Medical Leave is available to benefits-eligible employees only. Up to 56 hours per year of Medical Leave time may be designated as New York State Paid Sick Leave and used in accordance with Section 196-b of the New York Labor Law.

If any employee is absent due to illness or injury for seven or more consecutive calendar days (not necessarily work days), the medical leave benefit must be coordinated with New York State disability or Workers' Compensation. The employee and supervisor must contact the Office of Human Resources to begin this process as soon as it becomes apparent that the employee will be absent for seven or more consecutive calendar days. 

3.9.14.1 Annual Medical Leave Allowance and Maximum Balance (Based on Full-Time Schedule)

The amount of medical leave an employee is granted is based on the average number of scheduled work hours per day and the number of months worked in the fiscal year. For most employees the average workday will be 7.5 or 8.0 hours. The chart in this section shows the amount of medical leave granted on a yearly basis, for employees who work 7.5-hour days (37.5-hour weeks) and employees who work 8.0-hour days (40-hour weeks).

An employee may designate up to 56 hours per year of their medical leave as New York State Paid Sick Leave (Section 196-b of the Labor Law). New York Paid Sick Leave may be used for any of the following:

• Mental or physical illness, injury, or health condition, regardless of whether it has been diagnosed or requires medical care at the time of the request for leave;
• For the diagnosis, care, or treatment of a mental or physical illness, injury or health condition, or need for medical diagnosis or preventative care.
• For an absence from work when the employee or employee’s family member has been the victim of domestic violence as defined by the New York State Human Rights Law, a family offense, sexual offense, stalking, or human trafficking due to any of the following as it relates to the domestic violence, family offense, sexual offense, stalking, or human trafficking:
  • To obtain services from a domestic violence shelter, rape crisis center, or other services program;
  • To participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the employee or employee’s family members;
  • To meet with an attorney or other social services provider to obtain information and advice on, and prepare for or participate in any criminal or civil proceeding;
  • To file a complaint or domestic incident report with law enforcement;
  • To meet with a district attorney’s office;
  • To enroll children in a new school; or
  • To take any actions necessary to ensure the health or safety of the employee or the employee’s family member or to protect those who associate or work with the employee.

For purposes of New York State Paid Sick leave, “family member” means an employee’s child, spouse, domestic partner, parent, sibling, grandchild or grandparent; and the child or parent of an employee’s spouse or domestic partner. “Parent” means a biological, foster, step-or adoptive parent, or a legal guardian of an employee, or a person who stood in loco parentis when the employee was a minor child. “Child” means a biological, adopted or foster child, a legal ward, or a child of an employee standing in loco parentis.

Up to 5 days of an employees’ medical leave may be used for the care of a relative or other individual not defined as a “family member” above who is a permanent member of the employee’s household.

Employees in Benefits Group I have an unspecified number of hours of medical leave beyond the 56 hours they are provided under New York State Paid Sick Leave law. However, under normal circumstances, an employee in group I will not exceed the allowance granted to employees in group II. Due to the level of responsibility and the accompanying demands on employees in group I, these individuals are often working even though they are away on sick or personal leave. Therefore, the president and executive officers may authorize time beyond the standard entitlement granted. If the circumstances warrant special consideration, the College (not the employee) determines how to specify the "unspecified" amount.

Beginning July 1, 2021, full time benefits-eligible employees shall accrue annual medical leave on a per pay period basis.

3.9.14.1.1 HOW TO CALCULATE AND RECORD USAGE OF MEDICAL LEAVE

When an employee uses medical leave, the appropriate amount should be reported in the week in which it is taken.

No medical leave accumulation will be paid at termination. 

3.9.14.1.2 USE OF MEDICAL LEAVE

Employees will not be paid for more medical leave than they have accumulated. Generally, if an employee is ill and has no medical leave available, with the agreement of the employee, any personal and/or vacation balances will be used to cover the absence prior to being placed on an unpaid leave.

If an employee who is not on New York State disability or Workers’ Compensation and has no medical leave balance wants to use vacation leave to cover an illness of short duration, such use of vacation leave is granted at the discretion of the supervisor.

If an employee works a varied number of hours each day, a debit is charged against medical leave for the number of hours scheduled for the day or days of sickness.

Abuse of medical leave privileges is cause for disciplinary action up to and including suspension or dismissal. It is the responsibility of supervisors to explain the use of medical leave and to make sure it is used for valid reasons only. The College reserves the right to require proof for all absences for illness but shall not require the disclosure of confidential information relating to a mental or physical illness, injury, or health condition of the employee or the employee’s family member, or relating to absence from work due to domestic violence, a sexual offense, stalking, or human trafficking, as a condition of providing leave. While the supervisor generally need not require proof of illness, if there is a regular pattern of short-term absences or abuse of the benefit is suspected, proof should be required. It is the responsibility of supervisors to be consistent in monitoring absences and supervisors should consult with the Office of Human Resources prior to taking written disciplinary action.

Employees are required to notify their supervisor within the first hour of the work period if they will be absent due to illness or injury or as soon after as possible. If an employee does not give proper notification or does not provide proof, if requested, the supervisor may deny use of medical leave.

The College reserves the right to require a physician's statement indicating an employee returning from medical leave is fit to resume the employee's responsibilities. The physician’s statement must be provided to the Office of Human Resources before the employee is allowed to return to work.  

3.9.14.1.3 MEDICAL LEAVE PAYMENT AT TERMINATION

No medical leave balance will be paid at termination.

3.9.14.1.4 COORDINATION OF MEDICAL LEAVE WITH NEW YORK STATE DISABILITY AND WORKERS COMPENSATION (STAFF/ADMINISTRATORS ONLYL)

An employee must use medical leave for absences due to personal illness which are not covered by NYS Disability, Short-term Disability or Workers’ Compensation or to supplement payment from one of these sources, up to the amount the employee would normally earn.

In the event that an employee is absent from work due to illness or injury for seven or more consecutive calendar days (not necessarily all work days), the employee and the supervisor must contact the Office of Human Resources. Special procedures must be followed in these cases to apply for any applicable disability benefits.

Hours paid under any short-term disability benefits are not charged against medical leave balances. The amount charged against the employee’s paid time away balances is equal to the amount paid to the employee through the IC payroll. Staff in the Office of Human Resources will complete the timecard in the human resources information system for the employee when they are out on medical leave. When the employee returns to work, they should review the calculations done by the Office of Human Resources and confirm the accuracy of the payments and paid time away debits.

3.9.14.2 New York State Disability (Non-Work-Related Illness or Injury) (Non-Faculty)

New York State disability is a statutory benefit provided by the College in compliance with New York State law. The College currently pays the entire premium for this benefit. Employees of the Ithaca College L.A. Program currently pay the premium for California short-term disability insurance. 

Absence from work due to an on-the-job injury or illness will go through Worker’s Compensation and must be reported to the employee’s supervisor immediately. More information regarding the Worker’s Compensation benefit can be found in Section 3.9.14.7.1 of the policy manual.

3.9.14.2.1 ELIGIBILITY FOR NEW YORK STATE DISABILITY

This benefit covers all employees (except faculty and coaches) including part-time, temporary, and student employees, except teaching assistants who work in New York State. Eligibility for this benefit begins four weeks from the date of hire and continues until four weeks immediately following termination of employment.

This benefit provides for employees in the event of a non-job related disability. The benefit provides fifty percent (50%) of a claimant's average weekly wage, but no more than the maximum benefit allowed (currently $170 per week). In addition to the mandated benefit, for those employees who are in benefit eligible positions the College offers a supplemental benefit that pays additional benefits up to a maximum of $400 per week (including NYS benefit).

3.9.14.2.2 ELIBIGILITY FOR SUPPLEMENTAL SHORT-TERM DISABILITY BENEFITS

In addition to the mandated NYS Disability benefit, staff and administrators in benefit eligible positions may be eligible for a supplemental benefit that pays benefits above what NYS Disability covers up to a specific maximum. 

3.9.14.2.3 BENEFITS UNDER NEW YORK STATE DISABILIY INSURANCE

Disability payments begin after seven consecutive calendar days of absence (not necessarily work days). Benefit-eligible staff and administrators must use any available medical leave for the first five workdays of absence.

Disability checks are issued by the insurance carrier directly to the employee. An employee may receive disability checks for up to 26 weeks during any 52-week period.

If the employee has a medical leave balance, the College will continue to issue a paycheck based on the difference between the amount paid by any disability benefit and the amount of the employee's usual weekly wage. If the employee has no medical leave remaining, the employee may request that vacation and/or personal leave be used to supplement the disability benefit. An employee with no paid time away balances will receive only the check(s) from the disability insurance carrier.

Employees who receive disability payments are responsible for declaring this as income on their income tax returns. A W-2 form will be provided by the insurance carrier.

The employee must notify their supervisor and the Office of Human Resources when their physician has released them to return to work. The employee must provide the Office of Human Resources with a return to work note from their physician indicating the employee is able to return to work before starting to work.

3.9.14.3 CLAIMING DISABILITY BENEFITS

An eligible employee must contact their supervisor and the Office of Human Resources as soon as they know the absence will extend beyond five workdays. The supervisor must then complete the Notice of Disability form and submit it to the Office of Human Resources.

When the employee contacts the Office of Human Resources, they will be instructed to call the insurance carrier directly to begin the disability application process. Written instructions will then be sent to the employee as well as a copy of the laws that govern the NYS disability plan.

The Office of Human Resources will work with the insurance carrier, the employee, and the supervisor to ensure that all procedures are properly followed.

3.9.14.4 Medical Leave (Faculty)

3.9.14.4.1 ITHACA COLLEGE FACULTY MEDICAL LEAVE PLAN AND REDUCTION IN LOADS DUE TO MEDICAL REASONS

Faculty on benefit-eligible tenure, tenure-eligible, or non-tenure-eligible, notice appointments are entitled to paid medical leaves or reductions in load from the College due to medical reasons.

Beyond the entitlement under NYS Paid Sick Leave available to all employees (see 3.9.14.4.2), full salary for paid leaves or reductions in load will be continued for faculty up to one semester or, in the case of reduction in load, up to half of the credits in the faculty member's annual workload over multiple semesters, provided that appropriate medical documentation is provided to the Office of Human Resources. If the medical condition necessitating the leave persists beyond the allotted time period or number of credits, the faculty member may request an additional semester of unpaid leave or reduction in load with commensurate reduction in salary (immediately following the semester of approved paid leave or final paid semester of reduction in load) due to medical reasons provided that appropriate medical documentation is provided to the Office of Human Resources. Faculty who request a second semester of paid medical leave or more than half of the credits in the faculty member's annual workload as paid reduction in load for medical reasons within any six-year period will only be approved on an exception basis, such as in the event of a catastrophic injury or terminal illness. Where a faculty member is assigned an annual teaching load of an odd number of courses or credits and receives one semester of paid leave, the faculty member shall be assigned the greater number of credits during the semester immediately following the semester of paid leave. For example, if a faculty member is assigned 21 credits of teaching during an academic year and takes a leave in the fall semester, that faculty member will be assigned no fewer than 10.5 credits of teaching during the spring semester.  

If the faculty member is unable to return to work or to a full load due to illness after two consecutive semesters, or the number of credits in the faculty member's annual workload in the case of a reduction in load, the College’s long-term disability plan provides benefits to eligible employees who meet the definition of disabled as governed by the plan document. If an absence due to illness is likely to exceed two consecutive semesters, the application process for long-term disability benefits should be started after the first semester of leave. The period of leave or reduction in load may not exceed a total of two semesters. If at the end of the second semester of medical leave or reduction in load due to medical reasons, or two semesters of a combination of medical leave and reduction in load due to medical reasons, the employee is not able to return to work or to full load, no further medical leave shall be approved.

Paid medical leaves or reductions in load for medical reasons shall be granted for a full semester. Paid medical leaves or reductions in load for medical reasons shall run concurrently with FMLA leave and New York State paid sick leave, or New York State paid family leave as applicable (See 3.9.15). If the employee returns to work following a medical leave of absence or reduction in load due to illness, the College will consider its obligation under the Family and Medical Leave Act fulfilled (or partially fulfilled if the leave is less than 12 weeks).

The College shall require a physician’s statement indicating that the employee returning from medical leave is fit to resume the employee’s responsibilities, including a full load. Employees must inform their Department Chair as promptly as possible of their intent to return to work and must submit the physician’s medical statement to the Office of Human Resources. It is the responsibility of the Department Chair to contact the Office of Human Resources prior to the employee’s resuming work to ensure the appropriate medical clearance has been provided.

3.9.14.4.2 NEW YORK STATE PAID SICK LEAVE

Up to 56 hours per year of paid medical leave per year may be used for purposes of New York State Paid Sick Leave (Section 196-b of the Labor Law). New York State Paid Sick Leave may be used for any of the following:

• Mental or physical illness, injury, or health condition, regardless of whether it has been diagnosed or requires medical care at the time of the request for leave;
• For the diagnosis, care, or treatment of a mental or physical illness, injury, or health condition, or the need for medical diagnosis or preventative care;
• For an absence from work when the employee or employee’s family member has been the victim of domestic violence as defined by the New York State Human Rights Law, a family offense, sexual offense, stalking, or human trafficking due to any of the following as it relates to the domestic violence, family offense, sexual offense, stalking, or human trafficking:
  • To obtain services from a domestic violence shelter, rape crisis center, or other services program;
  • To participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the employee or employee’s family members;
  • To meet with an attorney or other social services provider to obtain information and advice on, and prepare for or participate in any criminal or civil proceeding;
  • To file a complaint or domestic incident report with law enforcement;
  • To meet with a district attorney’s office;
  • To enroll children in a new school; or
  • To take any actions necessary to ensure the health or safety of the employee or the employee’s family member or to protect those who associate or work with the employee.

“Family member” shall mean an employee’s child, spouse, domestic partner, parent, sibling, grandchild or grandparent, and the child or parent of an employee’s spouse or domestic partner. “Parent” shall mean a biological, foster, step- or adoptive parent, or a legal guardian of an employee, or a person who stood in loco parentis when the employee was a minor child. “Child” shall mean a biological, adopted, or foster child, a legal ward, or a child of an employee standing in loco parentis.

Unused New York State Paid sick leave shall be carried over to the following fiscal year, but annual use may not exceed 56 hours.

During the medical leave, if the employee is eligible for and entitled to Family and Medical Leave, the time away from work up to 12 work weeks will be credited to the employee's Family and Medical Leave entitlement.

3.9.14.4.3 ITHACA COLLEGE PAID FAMILY LEAVE POLICY (ICPFL) - FULL TIME ONGOING FACULTY

Effective January 1, 2023, Ithaca College will provide paid time off to eligible faculty to care for family members.  The Faculty Paid Family Leave Policy was updated in December 2022. The revisions to the policy based on these updates are retroactive back to August 16, 2022.

Eligibility

9-month appointments: 

Paid family leave can only be taken during the academic year (i.e. fall or spring).  To be eligible, tenured, tenure-eligible, and non-tenure-eligible notice faculty on 9-month academic year appointments must have completed one full academic year of service immediately prior to the semester for which leave is requested. One full academic year is defined as fall and spring semesters within the same academic year, or spring semester in one academic year combined with fall semester in the successive academic year.  Summer and winter employment do not count as semesters for purposes of Paid Family Leave eligibility for faculty on 9-month academic year appointments.

12-month appointments: 

Paid family leave may be taken during fall or spring semesters, or for a winter or summer term during which a faculty member on a 12-month appointment is scheduled to teach.  To be eligible, tenured, tenure-eligible, and non-tenure-eligible notice faculty on 12-month appointments must have completed at least one full 12-month appointment immediately prior to the semester or term for which leave is requested.

Permissible Purposes for Leave

Faculty may apply for paid leaves of absence or reductions in load to attend to family-related responsibilities, consistent with the eligibility requirements of the New York State Paid Family Leave law. Eligible employees will be entitled to paid leave (i) to care for a family member (spouse, domestic partner, child, stepchild, parent, parent-in-law, stepparent, grandparent, grandchild, or sibling) with a serious health condition, (ii) to bond with a child after birth or placement for adoption or foster care within the first 12 months after the birth or placement, (iii) to care for a minor, dependent child who is under an order of quarantine or isolation due to COVID-19, or (iv) because of any qualifying exigency arising from the fact that an employee's spouse, domestic partner, child or parent is on active duty (or has been notified of an impending call or order to active duty) in the armed forces of the United States.

Leave and Duration

Semester-long leave: Tenured, tenure-eligible, and non-tenure-eligible notice faculty will be eligible to take one semester (or, for twelve-month faculty, summer term) of paid family leave conditional upon appropriate certification, and will receive 67% of salary for the semester in which the leave is taken.    

Reduction in Load: Eligible faculty may, upon appropriate certification, request a reduction in load for one semester (or, for twelve-month faculty, summer term) for the family-related responsibilities enumerated above, for which their salary shall be reduced proportionally based upon the number of credits by which that faculty member’s load is reduced.

Neither paid family leave, nor a reduction in load for the same reasons, may be carried over across semesters.

Notice of Need for ICPFL

An employee must provide at least 30 days advance notice before leave is to begin if the qualifying reason for leave is foreseeable. When not foreseeable, the employee must provide notice as soon as practicable. Failure to provide timely notice may result in leave being delayed or denied.

Certification

Eligible faculty who wish to take paid leave must provide appropriate documentation of the need for the leave to a representative in the Office of Human Resources. Neither the tenure timetable nor the faculty member’s eligibility for sabbatical leaves will be delayed unless the faculty member requests and the dean, provost & VPAA, and president approve.

Job and Benefits Protection

Tenured, tenure-eligible, and non-tenure eligible notice faculty leave taken under this policy is job protected. Thus, Ithaca College must restore an employee who returns from leave to the same or comparable position.  While on leave, employees will continue to receive any existing benefits coverage, provided they continue to pay their share of the premiums.  

Limitations and Rules Related to Use of Paid Family Leave

ICPFL may only be taken in increments of one semester (or an increment of a summer or winter term only in the case of twelve-month faculty). You will not be entitled to ICPFL if your ICPFL combined with a paid medical leave previously received exceeds 26 weeks during the same 52 consecutive calendar weeks.

If a faculty member is scheduled to teach an annual load of an odd number of credits and the semester during which leave or reduction in load is taken is one in which the faculty member would otherwise have taught more than half of the faculty member’s annual teaching load, the faculty member may be required to teach the higher number of credits in the semester during which the faculty member returns from leave.

Nothing in this Policy is intended to interfere with or supersede a faculty member’s right to unpaid leave in accordance with the College’s policy under the Family and Medical Leave Act, the right to New York State Paid Sick Leave, or the right to paid disability leave under the College’s disability benefits plans, although paid family leave under this Policy may be required to run concurrently with such other leaves.

3.9.14.5 New york state paid sick leave (non-benefits eligible employees)

All non-benefits-eligible employees, with the exception of unionized employees whose leave is governed by the applicable collective bargaining agreement, shall accrue New York State Paid Sick Leave per pay period at the rate of 1 hour of leave per every 30 hours worked, up to a maximum of 56 hours per fiscal year.

Any unused leave shall roll over to the next fiscal year, but usage shall be capped at 56 hours per fiscal year for full time employees and shall be prorated for employees working less than full time.

New York State Paid Sick Leave may be used for the following purposes:

• Mental or physical illness, injury, or health condition, regardless of whether it has been diagnosed or requires medical care at the time of the request for leave;
• For the diagnosis, care, or treatment of a mental or physical illness, injury or health condition, or need for medical diagnosis or preventative care.
• For an absence from work when the employee or employee’s family member has been the victim of domestic violence as defined by the New York State Human Rights Law, a family offense, sexual offense, stalking, or human trafficking due to any of the following as it relates to the domestic violence, family offense, sexual offense, stalking, or human trafficking:
  • To obtain services from a domestic violence shelter, rape crisis center, or other services program;
  • To participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the employee or employee’s family members;
  • To meet with an attorney or other social services provider to obtain information and advice on, and prepare for or participate in any criminal or civil proceeding;
  • To file a complaint or domestic incident report with law enforcement;
  • To meet with a district attorney’s office;
  • To enroll children in a new school; or
  • To take any actions necessary to ensure the health or safety of the employee or the employee’s family member or to protect those who associate or work with the employee.

3.9.14.6(a) prenatal Leave

Effective January 1, 2025, the New York State Paid Prenatal Leave Law (NYS Labor Law Section 196-b) mandates the College to provide its employees with 20 hours of Paid Prenatal Leave each year. All employees are entitled to Paid Prenatal Leave, without regard to full-time/part-time or overtime exempt/non-exempt status.

Prenatal Leave Qualifying Uses : Paid prenatal leave may be used for health care services received by an employee during their pregnancy or related to such pregnancy, including physical examinations, medical procedures, monitoring and testing, fertility treatments or care appointments (including in vitro fertilization), end-of-pregnancy care appointments, and discussions with a health care provider related to the pregnancy.

Prenatal Leave Prohibited Uses: Paid Prenatal Leave may not be used by an employee other than the employee directly receiving prenatal health care services (e.g., spouses, partners, or other family members of the pregnant person), or for post-natal, or postpartum appointments.

Leave Use and Duration: Employees can take up to 20 hours of paid prenatal leave during any 52-week period. Leave can be used in hourly increments. There is no limit on the number of times an eligible employee can use paid prenatal leave during their employment with the College.

Leave Eligibility : Employees are entitled to the full amount of paid prenatal leave upon their hire. Employees may begin using Paid Prenatal Leave at any time and do not need to have worked for the College for a minimum amount of time before accessing the benefit. Paid Prenatal Leave does not accrue and is available to employees immediately upon a covered need for same.

Leave Pay: Prenatal leave must be paid at 100% of the employee’s regular rate of pay. The College is not required to pay out any unused paid prenatal leave upon separation from employment.

3.9.14.6(b) Maternity Leave

The 1978 Pregnancy Discrimination Act (an amendment to title VII of the Civil Rights Act of 1964) mandates that pregnancy, childbirth, and other related medical conditions must be treated the same as other disabilities. The period of medical disability is determined by the employee's physician. For pregnancies without complications, most physicians recommend a six-week leave.

The staff employee is entitled to New York State disability benefits even if she does not intend to return to work. For information on administering this leave, supervisors should contact the Office of Human Resources.

The Pregnancy Discrimination Act also provides that a leave for childcare purposes must be granted on the same basis as a leave granted to employees for other non-medical reasons. Frequently, an employee will request additional time to care for the newborn child. Such requests should be handled according to the procedures outlined in section 3.9.15.2, Leaves of Absence Without Pay; see also section section 3.9.15.2.1, Leaves of Absence Without Pay Due to Illness or for the Care of Family Members – Family and Medical Leave Act of 1993 (FMLA). 

3.9.14.7 Workers' Compensation (Work-Related Illness or Injury)

All employees of the College including faculty, staff, administrators, student employees, part-time employees, and temporary workers (excludes agency temporary workers and independent contractors) are insured and are provided benefits under Workers' Compensation in the event of a job-related injury or illness. Benefits include medical expenses, compensation for lost time, permanent disability benefits, and death benefits as applicable.

Absence from work due to an on-the job injury or illness is considered to be a serious health condition for the purposes of applying Family and Medical Leave. If the employee is eligible for and entitled to Family and Medical Leave, the time away from work up to 12 work weeks will be credited to the employee's Family and Medical Leave entitlement.

3.9.14.7.1 BENEFITS UNDER WORKERS' COMPENSATION INSURANCE

Workers’ Compensation will pay two-thirds of the employee’s average weekly salary up to a specified maximum. The employee must use any medical leave balance to cover the first five days of absence due to a work-related illness or injury. After seven consecutive days of absence (not necessarily work days), Workers’ Compensation benefits will begin if it is determined to be a work-related illness or injury.

If the employee has a medical leave balance, the College will continue to issue a paycheck based on the difference between the amount paid by the Workers’ Compensation benefit and the amount of the employee’s average weekly wage. If the employee has no medical leave remaining, the employee may request that vacation and/or personal leave be used to supplement the Workers’ Compensation benefit. An employee with no paid time away balances will receive only the check(s) from the Workers’ Compensation insurance carrier.

Once the employee returns to work, he/she may use available medical leave for time spent attending doctor’s appointments or Workers’ Compensation hearings resulting from the their on-the-job injury or illness at the College.

3.9.14.7.2 CLAIMING WORKERS COMPENSATION BENEFITS

Any work-related injury or illness must be reported to the employee’s supervisor (staff/administrators) or dean's office (faculty) immediately. The supervisor should make certain that the injured employee promptly receives whatever medical attention is necessary. Any time lost for the day of the accident must be paid as “regular hours” and should not be charged to medical leave.

Attending physicians and hospitals should be informed that treatment is being submitted through the Workers’ Compensation system.

An Accident Report form must be submitted within 24 hours of any work-related illness or injury, even those that do not involve loss of work time. The employee must first complete the Accident Report form and then forward it to their supervisor or department chair, as applicable. Supervisors and department chairs have a responsibility to prevent accidents in their departments and should investigate every accident in order to learn the cause and adopt proper methods to prevent a similar occurrence. The Office of Environmental Health and Safety is available to assist with this responsibility. After investigation, the “corrective action” part of the Accident Report form must be completed and the form signed. The supervisor or chair should submit the Accident Report to the Office of Human Resources within 24 hours of the employee becoming sick or injured on the job.

Supervisors and department chairs should remain in contact with an employee who is out of work as a result of a work-related injury. As soon as the employee is aware that they may be absent beyond seven calendar days, the supervisor or department chair as well as the Office of Human Resources must be notified.

Staff in the Office of Human Resources will complete the timecard in the human resources information system for the employee when they are out on medical leave. When the employee returns to work, they should review the calculations done by the Office of Human Resources and confirm the accuracy of the payments and paid time away debits.

3.9.14.8 Long-Term Illness

An employee who has a long-term illness will receive pay from the College to supplement Workers' Compensation or New York State disability payments for up to 26 weeks or until paid time away balances (medical, vacation, and personal) are exhausted, whichever occurs first. If an illness continues beyond six months, eligible employees may be entitled to a monthly income benefit as provided for under the long-term disability plan. (See section 3.9.16.7.)

Last Updated: December 14, 2022