Employees

The employee must have a record in the ATS System before a
claim or an employer’s report of injury can be entered for the individual.  The
Employee  program
is available  after  selecting
the  Explore  menu
and  clicking  the
Employee  tab  on
the  Worker’s Compensation menu.

Note that if your company has
another software package that tracks employee information, a custom interface may be
provided to import relevant data into the ATS System in order to save time and
ensure that the data is accurate.

Entering a New Record

Users
with appropriate access rights may enter employee records. You can use the New Employee item on a menu or the Open button on
the Employee
List to open the Employee data input page.

The standard screen used to
track employee information is shown below with a sample
record. Since the ATS System allows screens to be tailored to meet your organization’s
requirements, your screen may look slightly different.

Note the fields related to the
direct deposit feature will be hidden unless the user has the
authority to use this feature.

Figure 2‑1: Employee Data
Input Page

The individual fields on the
form are described as follows. Note that as soon as you enter the SSN, the program will search for
an existing record with that SSN and display “Processing” at the top of the
screen. If one is found, that record will be displayed.

Field Name

Description

SSN

This is a required field. New employees will automatically be assigned a number such
as UNK00000028. When you type over this number, the program will insert
dashes if necessary, check to see if a record with that SSN already exists and, if so, display it on the
screen.

If you are not sure of the SSN, we recommend that
you use the “UNK” number and edit the record when you have the
information.  Any existing claims will
be updated when the record is saved.

Note
that during a data conversion, a “UNK” number is assigned when the SSN is missing or invalid. This feature makes it
easy to find the records that need to be updated.

Last Name

The
employee’s first and last
names are required. This should be the name the person is known as. There are
other fields for their legal name.

First Name

If
a person changes his or her name, use the AKA feature to keep track of the previous
name(s) so the claim and employee records can be looked up by either one. For
details, refer to the AKA section. Note that is feature is in development so
it may not be available in your current version.

Middle

A middle initial if any.

Address

Enter
the address and the zip code. The program will automatically fill in the
correct city, county, and state if the zip code is in the United States.

Phone

Phone
numbers entered as 10 digits such as 4101234567 will be displayed as 1+ (410)
123-4567 where the “1+” is the international dialing code for the United
States.

Birth Date

The
employee’s date of birth. Enter the date in
an MMDDYYYY format. The program will insert the slashes.

Sex

The
employee’s gender.

Marital Status

The
employee’s marital status
may be selected from the drop-down list or entered using the appropriate code
where M=married, S=single, D=divorced, and W=widowed.

Hire Date

The
date of employment.

Term Date

The
employee’s termination date
if any.

Last Transaction

The
ATS system will track changes made to fields in the employee record if a system administer has set them
up as transactional. The program will display the last date one of the
transactional fields was changed for informational purposes.

Wage

The
employee’s wage during the
specified pay period.

Pay Period

The employee’s pay cycle may be
selected from the drop-down list or entered using the appropriate code where
H=hourly, D=daily, W=weekly, B=bi- weekly, M=monthly, and A=annual.

Note:
When a claim or First Report of Injury is entered for the employee, the program will
calculate the average weekly wage and write it into the record so it can be
used to determine the employee’s benefit rate.

Exemptions

The
number of exemptions is an optional field used to calculate any taxes withheld  when
making benefit payments in the A&S Disability product. (The same employee screen is used for both.)

Dependents

The ATS  System will update this field
and  display the total number of
dependents for the employee as records are added and/or removed. The
number may not be edited. (See the Dependents section.)

Note: The Dependents module may be used when

1.  The employee's wages have been
garnished and a lien needs to be set up (e.g. child
support).

2.  The number of dependents affects the
Workers' Comp benefit rate.

3.  There is an additional claimant for a
Medicare beneficiary who is deceased.

# Claims

The
program will increment this value as claims are entered for the employee. This field may
not be edited.

CMS Beneficiary

A check in this box indicates that the
employee is a Medicare beneficiary.

Normally,
the check is entered by the program that processes the CMS Query Response file.

HICN

The
Medicare health insurance claim number will be filled in with the data in the CMS Query Response file.

Last Name (SSA)

First Name (SSA)

Middle Initial

The
employee’s name as known by
the Social Security Administration if
it’s different than the one used in the rest of the Worker’s
Compensation system. If the employee is a Medicare beneficiary, this name will be sent when
submitting a report to the CMS (Centers for Medicare and Medicaid
Services).

Division

Dept

Sub

The levels that indicate where the employee works within the company’s hierarchy are
called Division, Dept, and Sub by default. These labels have probably been
changed on your screen.

Levels may be entered in the following ways
depending on how your system has been set up:

1.
Pressing the Ellipsis button in any level field will display a list of
all the available entries. This is the default.

2.
If the Level 1 and 2 fields are blank, you may be able to enter a Level 3 to
have the program automatically fill in the associated levels.

Occupation

The
employee’s occupation.
Press the Ellipsis button for a list of choices.

Employment Type

The
employee’s status such as
full-time and part-time. Press the Ellipsis button for a list of choices.

Employee #

The number assigned to the employee by the company. It may be entered in the
Employee Selection dialog to look up a record.

This
ID number may be used to ‘identify’ the employee in certain cases where the SSN may not be displayed for privacy reasons.

Supervisor

The
name of the employee’s supervisor.

Notes

A
short note pertaining to the employee. For example,
“Employee hired for project number J3466”.

Direct Deposit

Direct deposit is an optional,
add-on module. A check in this box indicates that the employee wants his/her benefit payments deposited
directly in the bank. Depending on the user’s security settings, these fields
may not be visible.

Routing Number

The bank’s routing number.

Bank Account

The employee’s bank account
number.

Saving a New Record

The program will display a message
indicating that the record has been saved successfully. At that time, the
employee’s name and SSN or ID will be displayed in the window’s title
bar. If you have skipped over any of the required fields, the “Required fields
missing” message will appear. Enter the data. When you are done, save the
record again.

Editing an Existing Record

The Employee menu provides a number of options to find the
record you want to view and/or modify. The first option, the Selected Employees
search, lists a variety of criteria you can use to quickly find the record. The
standard list is shown below. The criteria on your system may be different.

Figure 2‑2: Employee Search Criteria

There are other ways to look up
records. The options are as follows:

Menu

Function

Claimants

Lists
all claimants with claims where the Adjuster is the current user. Current Employees Lists
all employees that are currently working for the organization.

Current
Employees

Lists
all employees that currently work for the organization.

Inactive
Employees

Lists
all employees that have left the organization (i.e. a Termination Date
exists).

All
Employees

Lists  all
employees  whether  or
not  they  are
currently  working  for
the organization.

Figure 2‑3: Employee Search Result
List

Note that if the Region by Level feature has been implemented and Region View has been set, you will only be able to see a
list of the employees in your specific region.

However you find the employee, make the desired changes.
When you are done, save the record and exit the program.

If a system administrator has
set the Query Employee Changes flag using the Module Parameters screen, the
program will check the employee’s name, address, phone,
supervisor, birth, and/or termination date. If any information has changed, you
will be asked if the individual’s claims and reports of injury should be
updated.

When
an employee’s social security number is changed, all the appropriate tables
will be updated automatically.

Adding an Employer’s Report of
Injury or a Claim

Some
employees sustain a number of injuries while they work for a company.  If you need to enter a report for a person
that already has an existing employee record, we recommend that you edit the record
to make sure that the information is current. When you are finished, you may
use the New Employer’s Report button to continue.

The
same suggestion applies when you need to enter a claim. When you are finished
verifying that the employee’s data is up to date, you may
use the special New Claim button to continue.

Adding an AKA Name

People are often known by more
than one name. The name in the employee’s record and their open
claim(s) should be the same as it is the one that will appear on all payments
issued to the employee.

Any other name the employee uses should be entered as an alias using the
AKA feature.  For example, a woman often takes her husband’s
name when she gets married.  In that
case, you should enter her new name in the Last Name field and her maiden name
as the alias.  After that you will be
able to find the employee and the associated claim records using either name.

The
Employee data entry
page contains an AKA button.
Clicking the button opens the Also Known As list. The list
shows all of the AKA entries for the employee.

Figure 2‑4: Employee Also
Known As List

Click the new
button to open the AKA data input
dialog.  Enter the alias and save
the record.  Now you can search by both
current and alias names.

Figure 2‑5: Employee Also
Known As Dialog

Entering a New Dependent

There are a number of reasons
for creating dependent records. Some of them are:

1.
The employee was a Medicare beneficiary and is now deceased.  Dependent records must be entered for any
“Additional Claimants”
that need to be submitted to the CMS (Centers for Medicare and Medicaid Services).

2.
The individual wants to attach a lien to the
employee’s payments or be considered when calculating the
benefit amount for a claim.

3.
The individual is the employee’s beneficiary and entering
the person as a dependent will simplify the payment process for a fatality claim.

To
enter a new record or modify an existing one, click the Dependents button to display the Dependents
List.

Figure 2‑6: Employee Dependent List

Click on the new
button.  The following screen will
appear.  Enter all pertinent data and then
click Save.  The
dependent record is now available to use.

Figure 2‑7: Employee Dependent
Data Input

The fields on this screen are
described as follows:

Field Name

Description

SSN

A
valid SSN should be entered for the individual.

Last Name

First Name

M.I

The complete name if the dependent is an individual.  If the dependent is an estate, enter “The
Estate of <employee>”, “the Family
of <employee>” or “The Trust of <employee” depending on the entry in
the Relationship field. In any case, leave the other name
fields empty.

Address

The
individual’s address, city, state, and zip code

Phone

The
individual’s phone number.

Birth
Date

The
individual’s birth date is important if the state of jurisdiction for the employee’s claim has an age
limit for tacking deductions for dependents (when calculating the benefit
rate).

Gender

The
individual’s gender if relevant.

Relationship

The dependent’s relationship to
the employee.  The valid options are:

F
= Family Member, Individual Name Provided

O
= Other, Individual Name Provided

X
= Estate, Entity Name Provided (e.g. "The Estate of John Doe")

Y
= Family, Entity Name Provided (e.g. "The Family of John Doe")

Z
= Other, Entity Name Provided (e.g. "The Trust of John Doe")

Student

A
check indicates that this individual is a student.

100% Dependent

A
check indicates that the dependent is to continue being on a claim’s eligible
list regardless of age.

Additional CMS Claimant

This
number from C1 to C4 must exist in the record in order for the dependent’s data to be submitted
to the CMS.

Type
of Rep

The type of representative for the
dependent.  Valid choices are:

·
Guardian/ Conservator

·
Attorney

·
Power of Attorney

·
Other

Name

Address...

The
rest of the fields for the representative are self-explanatory.

Saving a new record (or deleting an existing one) will
update the # of Dependents for the associated employee.