Injury Compensation

Traumatic Injury Defined

A traumatic injury is defined as a wound or other condition of the body caused by external force, including stress or strain. The injury must be identifiable by time and place of occurrence and member of the body affected; it must be caused by a specific event or incident or series of events or incidents within a single day or work shift.

When an employee sustains a traumatic injury in the performance of duty, he or she should file a written report on Form CA-1 , Federal Employee’s Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation.  The form should be given to the supervisor as soon as possible, but not later than 30 days from the date of injury, to preserve entitlement to Continuation of Pay (COP). However, the employee has three years to file a claim from the date of injury.  If the employee is incapacitated, someone may take this action on his or her behalf, including a family member, union official, or representative.  (The supervisor may provide such notice as well). The form must contain the signature and date of the person giving notice. The employee is responsible for ensuring that medical documentation or other information is provided to support the claim. The form must contain the signature and date of the supervisor completing the form.

The supervisor should complete the Agency portion of the form and send the completed CA-1 to the DLA Human Resources Services, Injury Compensation office, with supporting medical documentation, as soon as possible but no later than 2 business days after receipt of the claim form from the employee.

Continuation of Pay (COP)

The Federal Employee’ Compensation Act (FECA) provides that an employee’s regular pay may continue for up to 45 calendar days of wage loss due to disability and/or medical treatment after a traumatic injury. The intent of this provision is to avoid interruption of the employee’s income while the case is being adjudicated. COP is not considered compensation and is therefore subject to the usual deductions from pay, such as income tax and retirement allotments. All instances of COP must be supported by medical documentation.  After entitlement to COP ends, the employee may apply for compensation, as noted in the Wage Loss section below, or use their personal sick or annual leave.

Time and Attendance

Injured employees may elect to use their own sick or annual leave, or COP for any work absences.  If the employee elects COP, code "LU" should be used to record the employee's absence on the date of injury.  The code “LU” should only be input on the day of injury, and the 4-digit injury number must accurately reflect the month and day of the injury, for example 1202 or 0115. Only the actual number of hours missed from work should be recorded under this code.  If no time is lost on date of injury, the time included under the “LU” code should be input as “0”.  At no time should the code "LU" ever be used beyond the date of injury. 
 
For time-loss on days subsequent to the date of injury, code "LT" should be used.  Once again, only the actual number of hours missed from work should be recorded under this code.  Please remember that COP is a limited entitlement, and that all absences charged to "LU" or "LT" must be supported by medical documentation.  The same 4-digit injury number reflecting the month and day of the injury must also be input for all instances of code “LT.”

Medical Treatment

If an employee requires medical treatment for the injury, the supervisor should complete the front of Form CA-16 , Authorization for Examination and/or Treatment, within four hours of the request whenever possible.  The Form CA-16 can be obtained by contacting the DLA Human Resources, Injury Compensation office.  If there is question whether the employee's condition is related to the employment, the supervisor should so indicate on the form. Where there is no time to complete a Form CA-16, the supervisor may authorize medical treatment by telephone and send the completed form to the medical facility within 48 hours. Retroactive issuance of Form CA-16 is usually not permitted under other circumstances.  The Form CA-16 should not be issued if more than a week has passed since the injury.

Choice of Treating Physician

The employee is entitled to select the physician of their choice to provide treatment. The provider must meet the definition of "physician" under the Federal Employees' Compensation Act and must not have been excluded from payment under the program. Physicians employed by or under contract to the agency may examine the employee at the agency's facility in accordance with Office of Personnel Management regulations. However, the employee's choice of physician must be honored, and treatment by the employee's physician must not be delayed for the purpose of obtaining an agency directed medical examination.  If the employee wishes to change the treating physician, after the initial selection has been made, written justification must be provided and prior approval obtained from the U.S. Department of Labor’s Office of Worker’s Compensation Programs (DOL-OWCP).

Employees are required, during their on-going recovery, to provide periodic medical reports from their attending physician.  The report may be submitted in narrative form on a physician’s letterhead stationery.  The report should contain the physician’s signature or signature stamp.  Alternatively, form CA-20 , Attending Physician’s Report may be used. 

Wage Loss

For time-loss from work beyond the COP entitlement period, the employee's absence should be recorded as sick or annual leave, or leave without pay (LWOP) in accordance with the employee's request.  Should the employee elect LWOP, code "KD" should be used and a Form CA-7 , Claim for Compensation and Form CA-7a , Time Analysis Form (if LWOP is intermittent) should be completed and submitted to the DLA Human Resources Services, Injury Compensation office for review/processing and submission to DOL-OWCP.  Forms CA-7 & CA-7a should be completed on a bi-weekly basis in alignment with established pay periods.  All absences must be supported by medical documentation.  Compensation payments are tax free and paid at a rate of 66 2/3% of the employee’s salary if there are no dependents and 75% with dependents. For routine medical appointments, time allowed includes actual travel time to and from the medical appointment, and time spent obtaining treatment, up to four hours of compensation is usually allowed.  When completing and submitting the initial CA-7/CA-7A forms, the employee should additionally complete and submit Standard Form 1199A , Direct Deposit Sign-Up Form, to allow for electronic deposit of compensation payments.

Reimbursement

The employee may be reimbursed for travel and incidental expenses. The DOL-OWCP generally considers 25 miles from the agency or the employee's home a reasonable distance to travel for medical care unless appropriate care is not available within that radius.  Form OWCP-957 , Medical Travel Refund Request, should be used to seek payment for travel related costs.

Should the employee incur out of pocket medical expenses pertaining to the treatment of an accepted work related injury, OWCP 915 , Claim for Medical Reimbursement, can be used to seek reimbursement for expenses in regard to medical treatment, prescription medication and medical supplies.

Leave Repurchase

If an injured employee elects to use sick or annual leave during a period of disability, and later wishes to have the leave restored, the employee may (with agency approval) claim compensation for the period of disability and "buy back" the leave used.

Schedule awards

Compensation is provided for the permanent loss or loss of use of certain members and functions of the body.  Partial loss or loss of use of these members and functions is compensated on a proportional basis.  Before DOL-OWCP can consider payment of a schedule award, the condition of the affected part of the body must reach maximum medical improvement.  This determination involves a medical judgement that the condition has permanently stabilized.  In most cases, the percentage of impairment is determined by the treating physician and in accordance with the American Medical Association’s Guide to Evaluation of Permanent Impairment. A form CA-7 , Claim for Compensation is used to initiate a Schedule Award claim.

Occupational Disease Defined

An occupational disease is defined as a condition produced in the work environment over a period longer than one workday or shift. It may result from systemic infection, repeated stress or strain, exposure to toxins, poisons, or fumes, or other continuing conditions of the work environment.

When an employee sustains an occupational disease in the performance of duty, he or she should file a written report on Form CA-2 , Notice of Occupational Disease and Claim for Compensation.  The employee has 3 years after the date he/she first became aware that the illness was work-related to file the claim.  In addition to filing the form CA-2, the employee will need to provide evidence in support of the claim for occupational disease.  The U.S. Department of Labor, Office of Workers’ Compensation Programs (DOL-OWCP) has developed eight checklists CA-35a-h  (for various conditions) to help employees and agency personnel gather and submit material required for adjudication of occupational disease claims.  If possible, the information identified on the checklist should be submitted with the CA-2. 

If the employee is incapacitated, someone may take this action on his or her behalf, including a family member, union official, or representative.  The CA-2 form must contain the original signature and date of the person giving notice.  Diseases and illnesses which occur during or after Federal employment are not automatically covered by the Federal Employees’ Compensation Act.  The claimant must provide factual and medical evidence to establish that conditions of employment caused or aggravated the disease or illness.

The supervisor should complete the Agency portion of the form, place original signature/date and send the completed CA-2 to the  DLA Human Resources Services, Injury Compensation office, with supporting documentation, as soon as possible but no later than 2 business days after receipt of the claim form from the employee.  The claim should not be held for receipt of supporting documentation.

Time and Attendance

Employees with occupational disease or illness claims are not entitled to Continuation of Pay and may elect to use their own sick leave, annual leave, or leave without pay (LWOP) for any work absences, pending adjudication of the work related injury claim by DOL-OWCP.

Wage Loss

For time-loss from work the employee's absence should be recorded as sick or annual leave, or LWOP in accordance with the employee's request.  Should the employee elect LWOP, code "KD" should be used and a Form CA-7 , Claim for Compensation and Form CA-7a , Time Analysis Form (if LWOP is intermittent) should be completed and submitted to the DLA Human Resources Services, Injury Compensation office for review/processing and submission to the  DOL-OWCP.  Forms CA-7 & CA-7a should be completed on a bi-weekly basis in alignment with established Agency pay periods.  All absences must be supported by medical documentation.  Compensation payments are tax free and paid at a rate of 66 2/3% of the employee’s salary if there are no dependents and 75% with dependents. Need site that includes definition of dependents and link added here  For time loss from work due to routine medical appointments, compensable time allowed includes actual travel time to and from the medical appointment, and time spent obtaining treatment, and up to four hours of compensation is usually allowed.  When completing and submitting the initial CA-7/CA-7a forms, the employee should additionally complete and submit Standard Form 1199A , Direct Deposit Sign-Up Form, to allow for electronic deposit of compensation payments.

Leave Repurchase

The employee may use sick or annual leave pending adjudication of the claim.  The employee may later initiate repurchase of the leave, subject to agency concurrence, using Form CA-7, (along with Forms CA-7a and CA-7b).  This is referred to as a “Leave Buy Back.”  Medical evidence must be submitted to support each period of time claimed.

Medical Treatment

Only rarely may employers authorize medical care in occupational disease claims.  Contact must be made with DOL-OWCP for approval prior to issuance of Form CA-16 , Authorization for Examination and/or Treatment.  The employee would use their own personal medical insurance to obtain any necessary medical services prior to adjudication of the occupational disease claim.

Choice of Treating Physician

The employee is entitled to select the physician of their choice to provide treatment. The provider must meet the definition of "physician" under the Federal Employees' Compensation Act and must not have been excluded from payment under the program. Physicians employed by or under contract to the agency may examine the employee at the agency's facility in accordance with Office of Personnel Management regulations. However, the employee's choice of physician must be honored, and treatment by the employee's physician must not be delayed for the purpose of obtaining an agency directed medical examination.  If the employee wishes to change the treating physician, after the initial selection has been made, written justification must be provided and prior approval obtained from DOL-OWCP.

Employees are required, during their on-going recovery, to provide periodic medical reports from their attending physician.  The report may be submitted in narrative form on a physician’s letterhead stationery.  The report should contain the physician’s signature or signature stamp.  Alternatively, form CA-20 , Attending Physician’s Report may be used. 

Reimbursement 

The employee may be reimbursed for travel and incidental expenses following adjudication and acceptance of the claim. The DOL-OWCP generally considers 25 miles from the agency or the employee's home a reasonable distance to travel for medical care unless appropriate care is not available within that radius.  Form OWCP-957 , Medical Travel Refund Request, should be used to seek payment for travel related costs.

Should the employee incur out of pocket medical expenses pertaining to the treatment of an accepted work related injury, OWCP-915 , Claim for Medical Reimbursement, can be used to seek reimbursement for expenses in regard to medical treatment, prescription medication and medical supplies.

Schedule Awards

Compensation is provided for the permanent loss or loss of use of certain members and functions of the body.  Partial loss or loss of use of these members and functions is compensated on a proportional basis.  Before DOL-OWCP can consider payment of a schedule award, the condition of the affected part of the body must reach maximum medical improvement.  This determination involves a medical judgement that the condition has permanently stabilized.  In most cases, the percentage of impairment is determined by the treating physician and in accordance with the American Medical Association’s Guide to Evaluation of Permanent Impairment. A form CA-7 , Claim for Compensation is used to initiate a Schedule Award claim.

Notice of Recurrence Defined

A recurrence is defined as a spontaneous return or increase of disability due to a previous injury or occupational disease without intervening cause, or a return or increase of disability due to a consequential condition. A recurrence differs from a new injury in that with a recurrence, no event other than the previous injury accounts for the disability. Follow-up medical care for an injury or disease which causes time loss is considered part of the original injury rather than a recurrence unless the employee was previously released from treatment.

If a recurrence of disability develops, the employee and supervisor should complete Form CA-2a , Notice of Recurrence and submit it to the DLA Human Resources Services, Injury Compensation office. Where fewer than 45 days of COP were used for the original traumatic injury, the remaining days may be authorized if less than 45 days have elapsed since the date of first return to duty. Otherwise, the employee may elect to use sick or annual leave pending adjudication of the claim for recurrence. The employee should arrange for submission of the medical evidence described in the instructions attached to the form, paying particular attention to the need for "bridging" information which describes his or her condition and job duties between the original injury and the recurrence.  Ordinarily, no medical treatment is authorized by the U.S. Department of Labor’s Office of Workers’ Compensation Program (DOL-OWCP) until the claim for recurrence is accepted.

The supervisor should complete the Agency portion of the form and send the completed CA-2a to the DLA Human Resources Services, Injury Compensation office, with supporting medical documentation, as soon as possible but no later than 2 business days after receipt of the claim form from the employee.

Time and Attendance

Injured employees may elect to use their own sick or annual leave, or COP (as noted above) for any work absences.  For time-loss charged to COP, code "LT" should be used.  Once again, only the actual number of hours missed from work should be recorded under this code.  Please remember that COP is a limited entitlement, and that all absences charged to "LT" must be supported by medical documentation.  A 4-digit injury number reflecting the month and day of the injury must also be input for all instances code “LT” use.

Choice of Treating Physician

The employee is entitled to select the physician of their choice to provide treatment. The provider must meet the definition of "physician" under the Federal Employees' Compensation Act and must not have been excluded from payment under the program. Physicians employed by or under contract to the agency may examine the employee at the agency's facility in accordance with Office of Personnel Management regulations. However, the employee's choice of physician must be honored, and treatment by the employee's physician must not be delayed for the purpose of obtaining an agency directed medical examination.  If the employee wishes to change the treating physician, after the initial selection has been made, written justification must be provided and prior approval obtained from DOL-OWCP.

Employees are required, during their on-going recovery, to provide periodic medical reports from their attending physician.  The report may be submitted in narrative form on a physician’s letterhead stationery.  The report should contain the physician’s signature or signature stamp.  Alternatively, form CA-20 , Attending Physician’s Report may be used.

Wage Loss

For time-loss from work beyond the COP entitlement period, the employee's absence should be recorded as sick or annual leave, or leave without pay (LWOP) in accordance with the employee's request.  Should the employee elect LWOP, code "KD" should be used and a Form CA-7 , Claim for Compensation and Form CA-7a , Time Analysis Form (if LWOP is intermittent) should be completed and submitted to the DLA Human Resources Services, Injury Compensation office for review/processing and submission to DOL-OWCP.  Forms CA-7 & CA-7a should be completed on a bi-weekly basis in alignment with established pay periods.  All absences must be supported by medical documentation.  Compensation payments are tax free and paid at a rate of 66 2/3% of the employee’s salary if there are no dependents and 75% with dependents. Need site that includes definition of dependents and link added here  For routine medical appointments, time allowed includes actual travel time to and from the medical appointment, and time spent obtaining treatment, up to four hours of compensation is usually allowed.  When completing and submitting the initial CA-7/CA-7A forms, the employee should additionally complete and submit Standard Form 1199A , Direct Deposit Sign-Up Form, to allow for electronic deposit of compensation payments.

Reimbursement

The employee may be reimbursed for travel and incidental expenses. The DOL-OWCP generally considers 50 miles from the agency or the employee's home a reasonable distance to travel for medical care unless appropriate care is not available within that radius.  Form OWCP-957 , Medical Travel Refund Request, should be used to seek payment for travel related costs.

Should the employee incur out of pocket medical expenses pertaining to the treatment of an accepted work related injury, OWCP-915 , Claim for Medical Reimbursement, can be used to seek reimbursement for expenses in regard to medical treatment, prescription medication and medical supplies.

Leave Repurchase

If an injured employee elects to use sick or annual leave during a period of disability (outside of their COP entitlement), and later wishes to have the leave restored, the employee may (with agency approval) claim compensation for the period of disability and "buy back" the leave used.

Schedule Awards

Compensation is provided for the permanent loss or loss of use of certain members and functions of the body.  Partial loss or loss of use of these members and functions is compensated on a proportional basis.  Before DOL-OWCP can consider payment of a schedule award, the condition of the affected part of the body must reach maximum medical improvement.  This determination involves a medical judgement that the condition has permanently stabilized.  In most cases, the percentage of impairment is determined by the treating physician and in accordance with the American Medical Association’s Guide to Evaluation of Permanent Impairment. A form CA-7 , Claim for Compensation is used to initiate a Schedule Award claim.

For Traumatic Injuries:

Traumatic injuries are reported on the form CA-1, Federal Employee's Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation.  Injured employees may elect to use their own sick or annual leave, or continuation of pay (COP) for any work absences.  If the employee elects COP, code "LU" should be used to record the employee's absence on the date of injury.  Only the actual number of hours missed from work should be recorded under this code.  If no time is lost on date of injury, the time included under the “LU” code should be input using a fraction of time (i.e., 0.25 hrs) to account for the administrative time spent completing injury-related paperwork.  At no time should the code "LU" ever be used beyond the date of injury. 
 
For time-loss on days subsequent to the date of injury, code "LT" should be used.  Once again, only the actual number of hours missed from work should be recorded under this code.  Please remember that COP is a limited entitlement, and that all absences charged to "LU" or "LT" must be supported by medical documentation.
 
For time-loss from work beyond the COP entitlement period, the employee's absence should be recorded as sick or annual leave, or leave without pay (LWOP) in accordance with the employee's request.  Should the employee elect LWOP, code "KD" should be used.  All absences must be supported by medical documentation.

For Occupational Illnesses and Diseases:

Occupational illnesses and diseases are reported on the form CA-2, Notice of Occupational Disease and Claim for Compensation.  Injured employees may elect to use their own sick or annual leave, or claim LWOP for any work absences.  If the employee elects LWOP, code "KD" should be used.  At no time should the COP codes of "LU" and "LT" ever be used for absences from work related to occupational illnesses or diseases.  All absences must be supported by medical documentation.