UKG Workers Claims Guide And OSHA Reporting – Inova Payroll

This article provides instructions for creating Worker's Claims and OSHA reports, a core feature within the HR module. To explore further functionality and related features that come with the HR module, please see the 'Additional Resources' section at the end of the article.

This guide explains how to add, manage, and report workers' compensation claims in the system. It also covers OSHA reporting forms (300, 300A, 301) and how they can be populated and downloaded from the system using workers' claims data.

Adding a New Claim

Managing Claims

OSHA Reporting

Additional Resources

Note: Workers Comp policy must be built in the system and WC Codes must be assigned to employees in order to use this module. If these items are not already set up in the system, please reach out to your Customer Service Representative for assistance.

Adding a New Claim

Go to Team > HR > HR Maintenance > Workers Claims.
Click Add New.

Note: Employee must have a Workers Comp code assigned to them in order to create a Workers Claim. Additionally, if you would like the employee’s job title to populate on the OSHA 300 form, the Default Job must be assigned within the employee’s profile before the Workers Claim is added. If added after the claim is started, then it will not auto-populate on the OSHA 300 form and you will have to type it in on the form.

Select the employee and enter the date of the injury.

Workers Claims are broken down into several tabs:

Main - Gives an overview of the claim, including basic employee information and carrier info.
- Enter all available information. The following fields are required:
  - Internal Claim Number
  - Injury Date
  - Date Reported EE
  - Client
  - Filing State
  - Pre-Injury Activity
  - Accident Info
  - Direct Cause of Harm
  - Carrier & Carrier Policy
- All other information is auto filled from the employee profile, or optional. Enter optional information as needed.
Injury - Gives details on the injury, and any prior injuries that have been recorded for the employee.
- Enter all available information. The following fields are required.
  - Cause
  - Body Part
  - Nature
- The rest of the information, such as Providers, Facilities, and Injury History, is optional - enter as needed.
Incident - Gives details on the incident, Safety/OSHA information, Attorneys and Witnesses associated with the claim.
- Enter all available information as needed for the employee's claim.
- For OSHA reporting, the following fields must be completed:
  - Specific Location (Where the incident took place)
  - OSHA Recordable must be checked
  - OSHA Type
  - Detailed Description
Work Info - Gives details on the company, occupation, earnings and light duty return to work information.
- Enter all available information.
- For OSHA reporting, the following fields must be completed:
  - Started Losing Time (if applicable)
  - Return to work (if applicable)
Claim Handling - Gives details on dates, lost time, subrogated parties and disputes associated with the claim.
- Nothing is required in this tab, but any information that is pertinent to the case can be entered and/ or uploaded.
Financial - Gives details on financial info regarding incurred costs, paid costs, expenses, and reserves associated with the claim. History and Invoices can be uploaded in this tab.
- Nothing is required in this tab, but any information that is pertinent to the case can be entered and/ or uploaded.

Managing Claims

Go to Team > HR > HR Maintenance > Workers Claims.
Select the pencil icon for the claim you wish to work on.
Information can be updated and saved as new developments arise.
Once the claim is ready to be closed, select the Close button in the upper right-hand corner.
Enter the Closing Date:

OSHA Reporting

Go to Team > HR > Forms > Government Forms and select the form you want to populate.

OSHA 300 Log of Work-Related Injuries and Illnesses:

Select "Add New" to create a new form.
Enter the year on which to report.
Select Populate Form.
Select the cost centers and OSHA types to pull, as well as the “OSHA reportable” checkbox.

The form will populate with the information from your workers claims for the selected year.
Review the information and edit if needed. Select Download PDF for a printable copy of the form.

OSHA form 300A Summary of Work-Related Injuries and Illnesses:

The steps to populate this form are the same as the OSHA 300 form. Click Add New, enter the desired year, and click Populate Form. Select the cost centers and injury types to populate the form.

OSHA 301 Injury and Illness Incident Report:

Select Add New to create a new form. Select the Worker's claim that should be used to populate the form with the magnifying glass icon, and then press Create OSHA 301.