Steps to Stay at Work reimbursement

• Comply with the medical provider’s restrictions.
• Create a light-duty job description and get it approved by the attending provider. (See tab 2)
• Apply for Stay at Work wage reimbursement. (See tab 3)
• Apply for Stay at Work expense reimbursement. (See tab 4)

Create a Light Duty Job Description

A light-duty job description approved by the attending provider is a required for reimbursement. Here are some recommended steps:

1. Review the worker’s medical restrictions
   The medical provider completes the Activity Prescription Form (APF) to communicate the worker’s ability to work and restrictions. If your employee is restricted from performing their usual work (for example, modified duty or limited hours), consider options for light-duty within their restrictions.
   
   
2. Create a light-duty job description
   The next step is to create a written description of the light-duty job. If you use L&I’s Employer's Job Description Form, check the box at the top for “Light Duty/Transitional.” Describe the physical requirements for the light-duty job, and clarify how it’s different from the worker’s regular duties. Ensure that the physical requirements for the light-duty job don’t exceed the worker’s restrictions on the APF.
   
   Need help? L&I’s Early Return to Work Consultation team can help you identify light-duty tasks and create a series of light-duty job descriptions, even before an injury occurs. Email ERTW@Lni.wa.gov to request a free consultation.
   
   
3. Get the attending provider’s approval
   The attending provider is the medical professional treating the injured worker. You may find the attending provider’s name and phone number on the APF. Here are some tips for requesting the attending provider’s approval:

• Consider hand-delivery. You can ask your employee to bring the light-duty job description to their next appointment.
• If you send it by fax, confirm the attending provider’s fax number. Include a cover letter to clarify your request.
• Also send a copy to the L&I claim file (fax 360-902-4567). If you don’t get a response after three documented attempts, email us at StayAtWork@Lni.wa.gov.

NOTE: You may need to repeat this process if there is a significant change in the light-duty job or the provider’s restrictions (for example, after surgery).

Apply for wage reimbursement

Stay at Work offers reimbursement for 50% of the worker’s base wages.

Base wages are the gross hourly wages or salary the worker earned while performing the approved light-duty job, and can include overtime (if not restricted). Base wages don’t include tips, bonuses, commissions, etc.

Stay at Work reimbursement requires specific documentation. Use the Checklist for Stay at Work Reimbursement to gather the required documents. Then refer to How to Apply for Stay at Work Reimbursement for step-by-step instructions to request a wage reimbursement.

Sign up for a webinar to learn more about the Stay at Work Program and how to apply for reimbursement:

• Stay at Work Program Webinar
• Apply Online: How to Request Stay at Work Reimbursement Webinar
• Stay at Work & How to Apply for Reimbursement Webinar

If you have questions, email us at StayAtWork@Lni.wa.gov.

Apply for expense reimbursement

Stay at Work offers reimbursement for tools and equipment, training, and clothing. For an expense to be eligible for reimbursement, it must be:

1. Necessary for the worker to perform the approved light-duty job. “Nice to have” items won’t be reimbursed. Also, we can’t reimburse for items you normally provide for other employees.
   
   
2. Purchased on or after the job offer. We can’t reimburse for items purchased before the light-duty job was offered to the worker. A job-offer letter is a best practice, but isn’t required for reimbursement. If you verbally offer the light-duty job to the worker, document the date.

Examples of tools and equipment:

• Specialty tools
• Sit-stand desk

Examples of training:

• Safety certification
• Purchased technical skills training

Examples of clothing:

• Office clothing
• Specialty shoes or boots

Stay at Work reimbursement requires specific documentation. Use the Checklist for Stay at Work Reimbursement to ensure your application is complete.

Sign up for a webinar to learn more about the Stay at Work Program and how to apply for reimbursement:

• Stay at Work Program Webinar
• Apply Online: How to Request Stay at Work Reimbursement Webinar
• Stay at Work & How to Apply for Reimbursement Webinar

If you have questions, email us at StayAtWork@Lni.wa.gov.