Designated public service employers

When the worker becomes job ready, confirm if the employer will be able to provide a long-term or permanent position that accommodates the worker's work restrictions. Discuss the length of time the employer will need to find a suitable accommodation. See the 3-1 Modified work procedure for assistance with the negotiation process.

When long-term or permanent accommodation is available within the next two weeks, continue to pay temporary total disabilityPayment code TD01 benefits until the position starts. 

When the employer requires longer than two weeks to investigate long-term or permanent accommodation:

• Confirm if they will keep the worker on full pay. 
• Ask the employer if the worker can participate in re-employment services while the employer looks for accommodation. Discuss available re-employment services (i.e., resume, SJS, skilling-up services or other services or assessmentsAdditional RE services may include computer skills assessment, ESL (English as a Second Language) assessments, ergonomic assessment, workplace modifications, or training. that may be helpful to the accommodation process) and obtain the employer's agreement prior to making the referral.  
• Ask the employer if the worker can accept work with another employer while awaiting accommodation without severing their employment. Confirm the contact information for someone in the Human Resources department the worker can reach out to if they have questions about their options.
• Explain that an industry specialist will contact them to discuss accommodation.

Note: Select designated public service employers including Covenant Health, City of Edmonton, City of Edmonton Police Service and City of Calgary have flexibility within their collective bargaining agreement that allow a worker to look for work during the accommodation process, without severing their employment. For these employers, consider making a referral for re-employment services immediately.

Discuss the accommodation process with the worker and the expected time frame the employer needs to find suitable long-term or permanent accommodation.  

Explain the options available to the worker until their employer can provide a long term or permanent position that accommodates their work restrictions. Options include:

• Looking for alternate work while awaiting accommodation, when this would not sever their employment with their date of accident employer.
• Awaiting accommodation with their employer.
• Severing employment with their employer.
• Participating in re-employment services, if the employer is in agreement to start the services.

Note: Both the worker and the employer have a duty to cooperate in the return-to-work process. See the Duty to cooperate procedure. Once the duty to accommodate process begins, the worker and employer are responsible for remaining in contact once a month.

Agree on a reasonable length of time for the worker to consider the option and contact the worker at that time to discuss their decision. When the employer agreed to re-employment services, discuss the type of service and referrals. Send the appropriate letter confirming the plan.

The worker wants to wait for accommodation

When the worker decides to wait for their employer to provide accommodation, they are to remain in contact w Once the duty to accommodate process begins, worker and employer are responsible to maintain contact on a monthly basis.ith their employer once a month and provide an update to WCB on the status of the accommodation process every 90 days. 

Advise the worker whether the employer will keep them on full pay or whether the worker will receive wage loss benefits from WCB. Explain that the wage loss benefits are payable up to two years or until the employer provides long-term or permanent accommodation, whichever comes first.

The worker wants to look for work

When the worker decides to carry out a job search without severing their employment, refer them for a triage assessment. See the Triage assessment referral procedure.

Re-employment services available to workers employed by designated public service employers include a resume to help identify skills and experience to support negotiating modified work or to help secure permanent accommodation. Supported job search service may also be considered for up to 12 weeks.

Explain to the worker that while they look for work, they or their employer (if the employer is being paid on assignmentThe WCB is paying the employer for the worker's wage loss because the employer is keeping the worker on full pay.) will receive full benefits for up to two years or until the employer provides long-term/permanent accommodation, or the worker finds another job while awaiting accommodation, whichever is first.  

If the worker found a job or accepted employment with another employer, determine if the worker is eligible for a wage loss supplement, proceed to the next step to determine benefits payable.

The worker wants to sever employment

Confirm the worker has contacted their human resources department and understands the impact of severing their employment (e.g., benefits, pension, etc.).

Discuss the worker's eligibility for full re-employment services and refer the worker for a triage assessment if in agreement to participate. Do not proceed with this procedure. See the Triage assessment referral procedure.

If the worker found a job or accepted employment with another employer, determine if the worker is eligible for a wage loss supplement, proceed to the next step to determine benefits payable.

Determine and issue the appropriate wage loss benefit depending on the claim circumstance.

When long-term or permanent accommodation is available within the next two weeks, continue to pay temporary total disabilityPayment code TD01 benefits until the position starts. 

If the employer confirms:

• They will keep the worker on full pay during the accommodation process, pay TD02 (temporary partial disability) benefits less no earnings to the employer.
• They will not keep the worker on full pay during the accommodation process, pay a TPD (temporary partial disability) benefits less no earnings to the worker. 

If the worker finds another job while awaiting accommodation with their date of accident employer, adjust the wage loss benefits based on the actual earnings for the position. When the employer is paid on assignmentThe WCB is paying the employer for the worker's wage loss because the employer is keeping the worker on full pay., deduct the actual earnings from the TD02 payment. The wage loss based on the actual earnings is payable for up to two years or until a long-term/permanent accommodation is found, whichever is first. 

Obtain approval from the supervisor for the benefit payable. 

Call the employer to confirm the plan and the option the worker decided on:

• Looking for work without severing employment while awaiting accommodation. Explain what re-employment services will be provided to support the worker during their job search.
• Awaiting the accommodation process. 
• Severing employment. When the worker chooses to sever employment, discuss the next steps in the worker's plan, either full re-employment services or determining the worker's eligibility for a wage loss supplement.

Confirm the deadline for providing long-term or permanent accommodation. Explain that when accommodation is not provided within the two-year timeframe, the worker will be referred for full re-employment services.

When no active case management is required, transfer the file to the case assistant to monitor the accommodation process.  

Note: Depending on the claim circumstance, the decision maker may continue to monitor the accommodation process (i.e., the worker is participating in re-employment services).

Maintain contact with the worker and employer every three months to confirm the progress made in identifying suitable long-term or permanent accommodation for the worker. Continue to review any additional re-employment servicesAdditional RE services may include computer skills assessment, ESL (English as a Second Language) assessments, ergonomic assessment, workplace modifications, or training. that may be helpful to support an accommodation with them.

Set a new reminder task to review the claim at the twenty-three-month mark from the duty to accommodate start dateThe date the worker becomes job ready.. 

Transfer the file to the decision maker if:

• The worker or employer confirms long term or permanent accommodation has been offered at any time within the two-year time frame.
• No accommodation has been confirmed at the twenty-three-month mark.
• The worker or employer stop participating in the accommodation process.  See the 3-3 Duty to cooperate procedure.  

Extension request

When an employer requests more time to identify permanent accommodation, determine if exceptional circumstancesExceptional circumstances may include the employer waiting for special equipment to be delivered, training to start on a certain date before the worker can start, or the department where the worker is being placed is closed (e.g., due to COVID) but is expected to re-open. justify the request. If the request is appropriate, forward a request to the supervisor or manager for approval. 

Action the supervisor's recommendations, when an extension is not approved. When the request is not appropriate or the employer indicates they will not be able to find long term or permanent accommodation, refer the worker for re-employment services. 

When the employer identifies a long-term or permanent job accommodation for the worker, review the job offer and job description to determine if the position is suitable. This involves confirming the job matches the worker's work restrictions, transferable skills and the hours are within the range of hours worked in the date-of-accident position. Refer to Policy 04-05, Part II, Application 4 to determine suitability of the position.

When the position is suitable, contact the worker and the employer to discuss the position and work to resolve any concerns, if identified. Request that a copy of the signed job offer be submitted.  

Review the salary information and determine if the worker will be eligible for a wage loss supplement. When a wage loss supplement is required, discuss the next steps for obtaining approval. When a wage loss supplement is not required, send the appropriate letter. See the 8-1 Wage loss supplement final approval procedure. 

When a worker refuses suitable accommodation offered by their employer, discuss the reasons for refusing the position. If the position remains suitable, discuss the worker's responsibility to cooperate in their return-to-work plan and the impact to the worker's benefits if they refuse the offer. See the 3-3 Duty to cooperate procedure and Policy 04-05, Part II, Application 4, Question #6. 

When the position is not suitable, work together to identify solutions to the duties of the position to meet suitability criteria. When this is not possible and no other suitable job option can be offered, discuss and arrange appropriate referrals for re-employment services. See the 7-1 Triage assessment referral procedure.