Workplace Injury/Illness

On occasion, on-the-job injuries or illnesses occur. In the event that happens,  Washington State University (WSU) is committed to providing a safe and healthful workplace for all employees and volunteers, in compliance with applicable safety and health laws and regulations. All faculty and staff are responsible for following University safety requirements as outlined in the University Safety Policies and Procedures Manual. 

If an employee or volunteer has suffered a work‑related injury or believes they have an illness that was the result of their employment (RCW 51.08.013), they may be eligible for workers’ compensation benefits. WSU’s workers’ compensation program is insured through the Washington State Department of Labor & Industries (L&I). 

Human Resource Services (HRS) – Medical Leave and Accommodation provides support by: 

  • Assisting employees and supervisors with incident reporting and workers’ compensation claims 
  • Coordinating and processing claim‑related documentation 
  • Supporting return‑to‑work coordination with employees, departments, L&I, and medical providers 
  • Managing claims and associated costs in collaboration with departments and L&I 
  • Answering questions and providing workers’ compensation resources 

Table of Contents

Report a workplace injury or illness

Report all workplace injuries to your Supervisor immediately and seek medical treatment if needed. Timing is everything: WSU policy requires that all (major and minor) injuries be reported within twenty-four hours. Prompt reporting eliminates delays in benefits to employees. For injuries that occur over the weekend or after regular business hours (Monday through Friday, 8 am to 5 pm), reports should be completed and sent to our office the next regular working day after the accident.  

Major incidents resulting in serious injury (e.g. fracture or amputation), in-patient hospitalization or death are to be reported immediately. Review SPPM 2.24, Reporting Accidental Injuries and Work-Related Illnesses.

Reportable incidents consist of

Injury

An instantaneous one-time event causing bodily harm 

 Examples include; cuts, bruises, contusions, chipped teeth, amputations, insect bites, electrocutions, burns sprains, and sprain injuries to muscles, joints, and connective tissues resulting from a slip, trip, or fall. 

Illness

A condition or illness resulting from caused by chronic or repetitive exposure to the work and/or academic environment.

Examples include: musculoskeletal disorders (e.g. tendinitis, carpal tunnel syndrome), skin disorders, respiratory conditions, and noise-induced hearing loss. 

Supervisor’s Responsibilities

  • Immediately report major accidents: 
    •  Major accidents include work related fatalities, inpatient hospitalizations (i.e., admitted into the hospital), amputations (including fingertip or toe), and loss of eye.
  • Complete the WSU Online Incident Report for all cases.  
    • Also completed the Supervisor’s Accident Investigation Report AND IF:  
      • Employee seeks medical treatment, and/or 
      • The employee misses one or more work shifts as a result of the injury or illness.
      • The event involved a near miss or minor accident where the injury or illness could have been serious.

Employee/Witness Responsibilities

I’ve had a workplace injury, now what?

Once an Incident Report is completed, covered individuals may apply for Workers’ Compensation benefits administered by the State of Washington Department of Labor and Industries (L&I). 

Sought or Need to Seek Medical Treatment and want to file a Workers’ Compensation Claim?

  • Have your health care provider (HCP) complete an L&I Report of Accident (ROA) at time of treatment.
    • When you seek future medical treatment provide the HCP (Find an L&I Doctor) with the L&I claim number for billing purposes in order for the treatment to be covered by L&I insurance. 
  • If not completed at treatment, submit an ROA: 

Failure to notify the HCP that you are seeking services due to an on-the-job event and not filing a ROA could result in the medical expense being billed to your regular insurance plan. 

Once that plan finds out the situation was work related, the would likely deny the claim, recoup payments they made, and inform you the expenses should be filed with L&I.

Do you have work limitations or are you released to return to work with no limitations? 

  • Email the Medical Leave and Accommodation team (MLA) with the medical documentation/ updates as soon as known. This could be in the form of the Activity Prescription Form that your HCP will also provide to L&I. 
  • Stay in contact with your L&I case manager during treatment. 
  • L&I will notify HRS Medical Leave and Accommodations  of a submitted claim and request any needed employer information.  This information should be provided by HRS MLA, and not your department.  

If you miss work or have restrictions due to a workplace injury:

  • Notify your supervisor via your department’s normal call-in procedures 
  • Request a Leave of Absence (LOA) through Workday if you miss three or more days 
    • This step is for Civil Service, Administrative Profession or Faculty only:
    • If eligible, the request will either be provisionally approved pending supporting medical documentation, if applicable, or will receive final approval if supporting documentation has already been received by the Medical Leave and Accommodation unit.
    • If/when provisional or final approval is completed, LOA designations will appear in Workday Manage Absence Calendar. 
  • Submit supporting medical documentation to HRS Medical Leave and Accommodations  
    • If HCP documentation, previously submitted to HRS, did not identify a specific date for full time return to work without limitation, have your HCP complete and return the Work Assessment form or an L&I Activity Prescription Form (APF) to HRS prior to your return to work 

Workers’ Compensation Benefits

Medical Costs associated with the injury or illness

  • covered at 100%
  • Some services require L&I pre-authorisation

Wage Replacement

  • 3‑day waiting period before wage replacement begins 
  • Wage replacement benefits may begin immediately if the employee is off work for more than 14 days 
  • Wage replacement equals 60–75% of gross wages and is tax‑free 
  • Employees may choose to use paid leave or LWOP through WSU during the waiting period 
  • Employees on approved workers’ compensation claims are not eligible for Shared Leave 

Additional Possible Benefits through L&I

  • Return‑to‑work assistance 
  • Permanent partial disability awards 
  • Disability pensions (when applicable) 
  • Survivor benefits for fatal workplace injuries 

Volunteers

  • Volunteers are covered for medical expenses only 
  • Wage replacement is not provided 
  • Departments must submit Volunteer Monthly Reports to HRS 
  • Additional forms are required for minor volunteers 

Return to Work Program

Overview

Washington State University’s Return to Work Program provides employees on Worker Compensation claims and  are unable to return to full regular duties immediately, with a safe, timely transition back to work with modified duties based on medical restrictions when possible until medically released to full duties. 

The program involves monitoring an injured employee’s progress and identifying temporary modified duties that are suited to physical capacity guidelines established by the designated health care  provider. 

WSU’s Return to Work Program has been developed to: 

  • Minimize the injury’s impact on the employee 
  • Promote the employee’s rapid recovery from injuries/illness 
  • Provide a safe and timely transition back to work 
  • Maintain productivity in the workplace 
  • Help minimize WSU’s Workers’ Compensation costs, reflected in the premiums the university pays 

Eligibility

  • The employee’s medical condition temporarily prevents him/her from performing full regular duties 
  • The worker’s compensation claim has been approved 
  • The treating health care provider has:  
  • Certified that the employee has a temporary condition 
  • Determined the employee’s current physical capabilities 
  • Released the employee to participate in the Return to Work Program (see the  Activity Prescription Form located on the Medical Leave and Accommodation forms page) 
  • Estimated the recovery period 

Program Benefits:

Participation in an actively managed Return to Work plan, Employees and Employers can experience the following benefits

Employees

  • Normally will recover more quickly 
  • Will participate in some type of work activity as soon as rgwt are medically able 
  • Will experience a smoother transition back to regular duty 
  • Will maintain self-esteem in spite of the medical condition 
  • Will receive a regular paycheck, based on how much they are able to work 
  • Will maintain relationships with co-workers and management 

Departments

  • Will keep a trained and experienced worker on the job 
  • Will reduce the costs associated with the loss of production and the replacement of an employee 
  • Will improve the overall work climate 
  • Will promote employee morale 
  • Will foster better communication with employees 
  • Will reduce the potential for fraud and abuse 

Frequently Asked Questions

If you have been injured on the job and are in need of immediate medical treatment call 911 or seek medical treatment. Notify your supervisor as soon as possible after the injury occurs. 

Timing is everything: WSU policy, SPPM 2.24.1, Reporting Accidental Injuries and Work-Related Illnesses, requires that all (major and minor) illnesses/injuries be reported within twenty-four (24) hours of the incident.

Per WSU policy, Reportable incidents consist of:

Injury

 An instantaneous one-time event causing bodily harm ) 

 Examples include: cuts, bruises, contusions, chipped teeth, amputations, insect bites, electrocutions, burns, sprains, and sprain injuries to muscles, joints, and connective tissues resulting from a slip, trip, or fall. 

Illness

A condition or illness caused by chronic or repetitive exposure to the work and/or academic environment.  

The Supervisors Investigation Report should be submitted if the employee receives medical treatment, if the employee is unable to work the next full or subsequent shift(s) as a result of an injury or illness, and/or if the events and conditions involving a near miss or minor accident indicate the most likely injury or illness would have been serious.

You have up to one year from the date of injury or two years if an exposure. You can file a claim with Labor & Industries three different ways:

  • At your health care provider’s office you can complete a Report of Industrial Insurance or Occupational Disease.
  • File a claim online at Labor & Industries (L&I).
  • By calling L&I at 1-877-561-FILE

WSU is state insured with L&I. Once all required information is submitted L&I will make a determination as to if a claim will be approved and the benefit amount.

If you have sustained a work place injury or illness and need to miss time from work or have work restrictions due to your injury or illness, it is necessary that you contact HRS MLA immediately. You may be asked to provide medical certification from your health care provider to support your period of leave and/or limitations.

In the event that you need to seek medical treatment and or medical certification from your health care provider supports a period of leave, you can use your accrued leave, such as sick leave or annual leave, or you can use leave without pay. The Medical Leave and Accommodation team will add the applicable leave designation in Workday, and you will need to reflect the applicable time off designation on your Workday leave calendar. 

If your claim has been approved by L&I, you are not eligible for Shared Leave or Paid Family Medical Leave. If your L&I claim is denied and you meet the Shared Leave or Paid Family Medical Leave eligibility criteria, you can apply for Shared Leave directly with HRS, or Paid Family Medical Leave with the state of Washington Employment Security Department. 

Yes. WSU cannot allow you to return to work without the release of your health care provider. Therefore, prior to your return you must submit a release to HRS.

Generally speaking, Washington accepts incoming workers’ compensation coverage from the eight states that Washington has agreements with (OR, ID, MT, NV, ND, SD, UT, WY). Those agreements vary by state and can be found in WAC 296-17-31009. For additional information on out of state workers’ please see the Office of Financial Management (OFM) Out of State Remote Work Guidance and Resources and L&I Out of State Employees information.

Resources

Washington State Labor & Industries (L&I)

Center of Occupational Health & Education (COHE)

Center of Occupational Health & Education (COHE) is a public-private partnership between the Washington State Department of Labor & Industries and St. Luke’s Rehabilitation Institute in Spokane, WA. COHE Health Services Coordinators work directly with the injured worker, employer, health care provider, L&I, and others to coordinate the care and return-to-work activities for injured workers. WSU has been a COHE Employer since July 1, 2006.

COHE Program Goals

  • Reduce disability and help injured workers return to work when medically appropriate;
  • Early identification of high-risk claims and improved coordination of care;
  • Foster adoption of occupational health best practices among providers, particularly with conditions contributing to higher rates of time loss compensation;
  • Increase employer, worker and provider satisfaction with the workers’ compensation system; and
  • Sustain and enhance quality outcomes for injured workers.

COHE Resources

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