C8 learner - Business Acumen for Compensation Professional Updated: 2023

What is workers’ compensation?

Workers’ compensation is an insurance program that provides benefits to employees who become injured or ill while doing their job. The insurance covers the employee’s medical costs, a portion of their lost wages while they were out of work, and their rehabilitation costs so they can return to work or find a new job.

Workers’ compensation insurance also protects the employer by limiting its liability for legal claims when an employee sues the business for an illness or injury caused by work-related incidents.

What does workers’ compensation cover?

Workers’ compensation covers the following expenses:

• Wages lost when an employee needs time off from work to recover from their illness or injury
• Medical expenses incurred by the employee to treat their illness or injury
• Vocational rehabilitation and ongoing care costs for the employee if they require care to help them return to work
• Death benefits (e.g., funeral expenses) if the employee passes away due to a work-related incident or illness

Some insurance policies do not provide workers’ compensation coverage across multiple states or when employees travel to different states. Under these circumstances, you need workers’ compensation insurance in each state where your employees work. 

Workers’ compensation is a no-fault system. When an employee receives compensation for their injury or illness, they deliver up the right to sue their employer. However, workers’ compensation will not cover your business if you purposefully harm an employee (e.g., assault, battery, fraud, defamation, emotional distress) or protect your business if your employee sues you for the following acts:

• Gross negligence
• Wrongful termination
• Malicious intent
• Discrimination
• Failure to promote or provide bonuses

Is there a cap on workers’ compensation?

As with any commercial liability insurance policy, workers’ compensation has a limit (or cap) on the amount a policy will pay out for a claim. However, workers’ compensation limits are structured differently than other types of insurance policies.

State governments determine which types of employers must carry workers’ compensation insurance, as well as the fines for not being covered, guidelines for reporting work-related injuries and medical care requirements. Workers’ compensation insurance policies provide limits on employer liability and employee benefits.

• Employer liability: If an employee claims employer negligence, the employee can sue for damages and workers’ compensation benefits. Workers’ compensation would cover the employer’s legal fees and pay any amount awarded by the court to the employee. The policy limits how much the insurance company will pay depending on the amount the employer chooses when purchasing the insurance.
• Employee benefits: Workers’ compensation would cover the employee’s lost wages, medical expenses and rehabilitation expenses, or death benefits to their dependents. There is no limit on the employee’s medical bills, but the state can impose limits on how much is paid in lost wages.

What injuries qualify for workers’ compensation?

Workers’ compensation covers medical costs or death benefits that result from employee injuries that occur while the employee is doing their job or acting on your behalf. Examples include injuries or illnesses related to the following:

• Lifting or moving of boxes
• Operation of heavy equipment
• Repetitive motion
• Deliveries
• Falls or slips on a wet or icy floor
• Exposure to hazardous chemicals
• Burns from chemicals or hot materials
• Violent or terrorist acts
• Fires, floods and natural disasters

Different states exclude certain situations that can be covered by workers’ compensation. Here are some examples of employee actions that would not qualify for workers’ compensation:

• Intentionally injures themselves
• Gets injured in a fight with another employee
• Becomes injured due to drug or alcohol intoxication
• Gets injured or dies on the commute to work (but not in the course of doing their job)
• Experiences emotional injury without an accompanying physical injury

How much does workers’ compensation insurance cost?

In all applicable states, employers pay for workers’ compensation insurance. The business pays a percentage of its total payroll costs. There are no employee payroll deductions for workers’ compensation insurance.

State laws determine the details involving workers’ compensation, including how much it costs. On average, it works out to $1 per $100 of payroll. Here are some factors that affect the cost of workers’ compensation insurance:

• Amount of benefits provided by insurance
• Types of injuries or illnesses covered by insurance
• Types of benefits and employee care provided
• Claims history
• Risk level of different employees and industries
• Workers’ compensation class codes

Reducing workers’ compensation insurance costs

Here are some ways employers can reduce their workers’ compensation insurance costs:

• Evaluating and improving the safety of their work environment by checking equipment safety, repairing or replacing defective equipment, providing employees with safety gear, and supplying offices with ergonomic equipment
• Training employees on workplace safety, providing tips on best practices and offering incentives for accident-free work
• Helping injured employees return to their roles more quickly
• Creating an employee wellness program to promote healthy living and fitness

Do employers have to carry workers’ compensation?

Most businesses with one or more employees require some form of insurance (except Texas, where workers’ compensation is optional). Whether your business and employees require this insurance will depend on the type of business and status of your employees. Each state has its own rules on what is covered, how it evaluates different issues, how injured employees receive medical care and which benefits an employee can receive.

The following types of employees are likely to be exempt from the workers’ compensation insurance requirement:

• Family members who are employees
• Part-time employees
• Volunteers
• Government employees
• Commissioned employees
• Independent contractors
• Domestic workers in private homes
• Some types of real estate agents and insurance professionals
• Farm workers
• Maritime workers
• Railroad employees

How to get workers’ compensation

Businesses can purchase workers’ compensation insurance from state-funded programs or private insurance companies. Each state determines its workers’ compensation policy requirements. When you purchase a policy, provide the following information so the insurance provider can determine your coverage and costs:

• Total number of employees
• Number of employees requiring coverage
• Type of work each employee performs
• Total payroll

How to file a workers’ compensation claim

When an employee becomes injured or ill on the job, the first task is to make sure the employee receives proper medical treatment. This may include calling an ambulance to take the injured or ill employee to the hospital.

The employer and employee have a limited amount of time (usually between 10 and 90 days) to submit the paperwork that’s required for the employee to receive workers’ compensation benefits. The process for filing varies from state to state. However, if the claim is not filed within the required time, the claim can be denied.

When an employee is injured, the employer must do the following:

• Provide the employee with the required paperwork for reporting the workers’ compensation cla
• Provide directions on how to file for workers’ compensation
• File the insurance claim with the insurance company
• Report the employee’s injuries as required by state law

The employer must also provide the employee with information on their rights and workers’ compensation benefits, as well as the procedure for returning to work.

After the illness or injury occurs, the employee must take the following steps:

• Inform the employer in writing of the details relating to the injury or illness (e.g., date, time, type of injury or illness, how it occurred)

• File the formal workers’ compensation paperwork for a claim. In some cases, the employer is responsible for filing the paperwork for the workers’ compensation insurance carrier. However, the employee’s healthcare practitioner will also submit a medical report.

Information to include in a claim

A workers’ compensation claim should include the following information:

• Company information (e.g., company name, account number and location, policy number)

• Injured employee’s personal information (e.g., name, date of birth, age, address, phone number, Social Security number)

• Details of the work-related incident (e.g., date, type of injury or illness, cause of injury or illness, estimated number of work days lost, expected return date, witnesses’ information)

How long do workers’ compensation claims take?

The time required to complete a workers’ compensation claim depends on state requirements, the time needed to investigate the claim and other factors. Once the employer files the claim, the insurance provider must determine whether to approve or reject the claim.

If the insurance provider approves the claim, the company will provide the affected employee with payment details. The insurance provider can deny the claim if the claim does not qualify for workers’ compensation benefits. The rest of the workers’ compensation process involves the employee, legal representation, medical professionals and insurance provider.

• If the insurance provider denies the claim, the employee can opt to appeal the decision or ask the insurance provider to review their decision.

What is total compensation?

Total compensation is the collective compensation you provide to your employees in return for their services. It includes the employee’s base salary (how much you pay the employee as either the hourly rate or their annual salary), the total dollar amount of the fringe benefits you offer (health insurance, paid time off, retirement plan, profit sharing, gym membership, etc.), bonuses and/or commissions.

Employers can show employees (or potential employees) the total value of the compensation and benefits they receive by supplying them with a total compensation document.

What are the differences between salary and total compensation?

Salary is the fixed sum employees are paid each pay period.

Total compensation encompasses the base salary the employee receives plus other money, such as paid time off and health insurance. In other words, salary is one element of an employee’s total compensation.

One reason a company may review one’s total compensation, as opposed to salary alone, is that any useful budget needs to reflect the cumulative costs of each employee.

What is total compensation vs. total rewards?

Total rewards address the policies, programs, and practices that provide employees with a valued and desired reward infrastructure. In addition to compensation, your workplace culture, quality of life, and work-life flexibility are all part of a total rewards program that’s essential to attracting and retaining top talent.

When it comes down to it, companies choose whether they want to reference “total compensation” or “total rewards” within their vocabulary. Although they do not have the same meaning, the overlap and similarities between the two commonly result in companies using one term or the other, but rarely both. 

What is included in total compensation?

The most common benefits employers include within their total compensation package, and statement, include, but are not limited to:

• Annual salary or hourly rate of pay
• Medical and dental benefits coverage (including employer-paid portions)
• Healthcare flexible spending accounts or health savings accounts
• Paid leave (vacation/sick/PTO, holiday, personal, bereavement, military pay, jury duty, etc.)
• Short-term and/or long-term disability insurance
• Life insurance
• An employee assistance program
• Top retirement plans
• Educational assistance programs
• Relocation expenses
• Learning and development offerings
• Career advancement opportunities

Why is total compensation important?

Total compensation, and having an effective compensation management program, is important to winning and retaining talent within your industry. Employees are looking for, and expect to find, compensation packages that are comprehensive and meaningful to them.

If your company doesn’t offer a good benefits package, candidates may spurn your job offer for one from a company that is extending the benefits they want. And for your existing employees, they may leave for another job offering better benefits than what you offer.

Total compensation is discussed earlier in the recruiting process than it used to be. Applicants prefer to hear about compensation and benefits during the interview process now. One of the many reasons for this is the uniqueness of applicants’ needs. For example, student loan assistance, work flexibility, and career advancement are sought-after benefits, and if you’re willing to offer these perks to new hires, discussing these perks, along with the job duties, can ensure that you capture – and retain – candidates’ interest and enthusiasm throughout the recruiting and onboarding process.

How do you determine total compensation?

There are many formulas for determining total compensation. The truth is, many strategies can work, as long as the basic aspects are included. One way that organizations achieve this objective is with total compensation calculators.

In addition to the use of calculators, assess the value of each benefit you provide to your workers. Most of the common benefits have monetized values listed next to them. What portion do you pay for medical and/or dental insurance? How many paid time-off (PTO) days do employees get? How much is the company match for your retirement account?

How can payroll and HR software help you manage total compensation?

Since total compensation comprises many aspects, it can be tough to manage manually. Instead, robust payroll solutions and top-rated HR software can help manage and administer total compensation. The right systems streamline processes, ensure accuracy and provide valuable insights on compensation-related data.

Payroll processing automation

Manually calculating payroll can take hours or even days. Payroll and HR software can automate this process for you, saving you a significant amount of time and effort. Automating the calculation of salaries, taxes and deductions can also help reduce the risk of errors and ensure accurate payouts. If you are looking for software with comprehensive payroll features, check out our review of Gusto.

Bonus/commission calculation and distribution

If you have a bonus or commission program, you already know that calculating and distributing funds can be a complex and time-consuming process. Many HR software providers, like BambooHR (read our BambooHR review), offer performance management features to help track employee performance. That data can then be tied to performance-based bonuses. Payroll software can automate these bonuses and commissions for you, ensuring your employees are compensated fairly and accurately.

Employee benefits administration

HR software helps administer and track all employees’ benefits, including health insurance, retirement savings plans and paid time off. This ensures your employees are receiving the benefits they are entitled to. Most systems also have a guided enrollment feature to help employees select benefits. If benefits administration is a top priority for you, read our review of ADP. The HR solution has comprehensive offerings.

Compensation benchmarking and reporting

Payroll and HR software can be used to generate a variety of compensation reports, such as salary reports, bonus reports and benefits reports. These reports can help you to track your compensation trends, benchmark compensation against industry standards, identify potential areas of overpaying or underpaying, and make informed decisions about your compensation strategy. In our review of Paycor, you can learn more about how the HR software can help with reporting and analytics.

How do candidates assess total compensation?

Candidates are savvy when assessing job offers. Some add the cumulative value of all the benefits presented within a total compensation plan and divide that by the number of hours typically worked within a year to get the total compensation hourly rate. That is how some candidates compare apples to apples (if there are multiple job offers).

Here is an example:

Some fringe benefits are difficult to place a numeric value on, such as the ability to work from home or a highly flexible schedule. Putting a value on those benefits is difficult. For some, it is worth more than health insurance, while others may prefer to work a predictable schedule that never fluctuates.

Adding a summary or narrative section to your total compensation (or total rewards) statement can help paint this picture for candidates and employees alike. Customizing total compensation documents when soliciting top talent or hard-to-find subject matter experts (SMEs) is also recommended. If you can tailor your narrative to attract a specific candidate, it may prove to be more persuasive.

How do you market total compensation to employees?

Total compensation plans are an opportunity to promote your company to candidates and current employees through tangible data that shows the value they get when working for your organization.

For your existing employees, creating and implementing a total compensation (even better, your total rewards) program helps keep team members engaged, lowers turnover and increases a company’s return on investment.

Total compensation statements are the best tool for achieving this objective. A total compensation statement should be one or two pages long, and it should show what benefits are being offered to candidates or are enjoyed by employees.

Although the appearance can vary, the content is essentially the same. The goal is to list the totality of your compensation program. If you can itemize the cost of a benefit or perk, include it in your statement.

Skye Schooley contributed to this article.