WHS Return to Work Tool & Temporary Work Placement Procedure US

WHS Return to Work Tool & Temporary Work Placement

Procedure US
Published: 1-Dec-21
Effective: 1-Dec-21
Version: 1.2
Doc ID: 115821

Contents
1. Purpose ............................................................................................................................................................................................. 2
2. Scope ................................................................................................................................................................................................. 2
3. Terms and definitions ....................................................................................................................................................................... 2
4. Roles & Responsibilities .................................................................................................................................................................... 4
4.1 Corporate Health Solutions Program Management Team ....................................................................................................... 4
4.2 Site Leader/General Manager and Operations Management .................................................................................................. 4
4.3 Workplace Health & Safety Site Safety Manager or Designee ................................................................................................. 4
4.4 Disability & Leave Services ....................................................................................................................................................... 5
4.5 Workers’ Compensation ........................................................................................................................................................... 6
4.6 Human Resources ..................................................................................................................................................................... 6
4.7 Amazon Community Together ................................................................................................................................................. 7
4.8 Associates ................................................................................................................................................................................. 7
5. Procedure .......................................................................................................................................................................................... 7
5.1 Associate Eligibility ................................................................................................................................................................... 8
5.2 Return to Work Process Flows ................................................................................................................................................. 9
5.3 TWP Options & Prioritization Order ....................................................................................................................................... 11
5.4 TWP Transitions, Time Limits, & Exceptions .......................................................................................................................... 12
6. Training ........................................................................................................................................................................................... 14
6.2 Training Compliance Tracking ................................................................................................................................................ 14
7. Audits, inspections, and evaluations ............................................................................................................................................... 15
8. Continual Improvement .................................................................................................................................................................. 15
9. Reporting ......................................................................................................................................................................................... 15
10. Documented Information ............................................................................................................................................................... 15
11. Privacy and Protection of Personal Information ............................................................................................................................. 16
12. References....................................................................................................................................................................................... 16
13. Change management and document history .................................................................................................................................. 18
Appendix A: Return to Work Tool and Temporary Work Placement Procedure US Implementation Steps ........................................... 19
Appendix B: Steps to Initiate a Workers’ Compensation Leave of Absence Request .............................................................................. 20
Appendix C: Return to Work Tool Email Guide ........................................................................................................................................ 21
Appendix D: WHS Standard Procedure for Obtaining a TWP Decision .................................................................................................... 22

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 WHS Return to Work Tool & Temporary Work Placement Procedure US

1. Purpose
The primary purpose of the return to work (RTW) tool and temporary work placement (TWP) program is to enable eligible associates
to remain actively working while recovering from work related injury or illness conditions, managing restrictions related to
disabilities, non-work related medical conditions, or pregnancy. Eligible associates can be placed in an Amazon process path (with or
without modifications), a temporary light duty (TLD), or an Amazon community together (ACT) TWP. Requirements of TWPs (process
path, TLD, and ACT) and the eligibility criteria for associates to be actively working in such TWPs are detailed within this procedure.
This procedure also defines the roles and responsibilities of all the stakeholders involved in the RTW tool and TWP process for
returning associates back to work safely.

2. Scope
This procedure applies to Amazon employees (associates) working in all United States (U.S.) Amazon operations. It does not apply to
contingent workers such as agency temporary workers (green badge), employees of outsourced service providers (yellow badge),
employees of Delivery Services Providers (DSPs), or independent contractors. It also does not apply to Amazon Corporate, Customer
Service, or AWS. This procedure is not intended to supersede or replace any applicable regulatory requirements. In case of conflict,
the most stringent requirements shall prevail. This procedure only applies limitations that impact an associate’s ability to perform
job duties.
This procedure does not affect or foreclose work-relatedness determinations under the Occupational Safety and Health
Administration’s Recordkeeping standard (29 C.F.R. Part 1904). Refer to the WHS Recordkeeping Procedure NA for details on
whether modifications, restrictions, or transfers under this program trigger recording.

3. Terms and definitions

• Accommodation – as defined by the ADA and similar laws, any change to the application or hiring process, to the job, to the
way the job is done, or the work environment that allows an employee with disability-related or medically-related restrictions to
perform the essential functions of a job or enjoy equal employment opportunities. By definition, “light duty” roles, as defined in
this document, are not accommodations, because in such roles the employee is not performing all of the essential functions or
their regular job.
• Amazon Community Together (ACT) – previously known as Amazon Alternative Assignment Program (A3P), ACT partners with
offsite charitable non-profit organizations to facilitate placing associates in meaningful work within the community when sites
are unable to place an associate in a process path or TLD TWP at Amazon.
• Associate – any Amazon blue-badge or white-badge employee (e.g., full-time, part-time, flex-time, or seasonal).
• Contingent worker – green or yellow badge employees who provide services to Amazon but who are not Amazon employees
and who may require unsupervised Amazon building access, Amazon systems access, and/or access to Amazon’s customers.
Examples include independent contractors, outsourced service providers, temps, etc.
• Disability and leave integration (DALI) – is the Disability & Leave Services (DLS) team’s case management system. The DLS team
tracks all accommodation and leave of absence (LOA) requests and outcomes in this system of record. Currently, the DALI
system is only used in the U.S.
• DLS portal (https://amazonessportal.force.com/ESSPortal/s/) –a self-serve portal for associates to initiate a LOA or other
accommodation request and view the status of their request or case. Associate’s direct managers and HR team members
assigned to associates in Contact Tool may also use the DLS portal to initiate cases or view case statuses.
• Essential job functions – as defined by the ADA and similar laws, essential job functions are the basic job duties that an
employee must be able to perform, with or without reasonable accommodation.
• Full duty – is when an associate is able to return to and perform their full essential job functions of their regular job without
restriction. When an associate is returning to full duty after a restricted period a written release from the associate’s health care
provider (HCP) must be provided for cases with work related conditions and may be required for some cases with non-work
related conditions.
• Home process path – an associate’s regular job role which they are trained in and regularly perform.
• Indefinite restrictions – restrictions lasting for a long term length of time.

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• Job match report (JMR) – previously known as a job safety analysis (JSA), the JMR is the output of the RTW tool. The JMR
matches an associate’s restrictions against the physical demand requirements of standard Amazon process paths or TLD TWPs
available onsite. The JMR may be downloaded and saved from the RTW tool as a PDF so it can be shared with stakeholders (e.g.,
operations management) as needed. The JMR informs the user (e.g., WHS, DLS, or operations management) of the meaningful
work placements available for an associate per their physical restrictions.
• Job accommodation report (JAR) – an acknowledgement statement generated by the DLS team via DALI once a TWP
opportunity is determined by operations management for cases with non-work related conditions. The JAR is used for both
approved and denied requests. It may also be used in some cases with work related conditions where the DLS team is managing
the request. This statement is shared with the associate for their awareness and will be uploaded into DALI by the DLS team.
• Leave of absence (LOA) – permission for an employee, granted by the employer, to be absent from work. A LOA occurs when an
employee takes time off of work based on an Amazon leave policy or federal, state, or local leave law. LOAs may or may not be
related to injuries or illnesses that occur at or due to work. Most LOAs are taken as “continuous” LOA (for a defined period), but
a LOA may also be taken on an intermittent reduced-schedule basis.
• Non-work related injury/illness – for purposes of this procedure only, an injury/illness that has occurred off of Amazon
property, is not related to any work function, and presents with an absence of a work related mechanism of injury (MOI). Non-
work related may be defined differently under various state workers’ compensation laws.
• Permanent restrictions – restrictions expected to last for the remainder of the employee’s career. These restrictions may be
from a non-work related condition or pre-existing condition, or as a result of a work related condition.
• Temporary work placement (TWP) – the temporary job role an associate performs while operating within their physical
restrictions, in either a process path or TLD role at a site or an ACT role offsite.
• TWP decision – the final decision by operations management (or relevant stakeholders) on where and if an associate may be
placed onsite or not. This decision is made based on the recommendation of the site’s WHS or DLS teams. TWP
recommendations are selected from the best job matches available per the JMR. There may be some instances where the JMR
may not be used to place an associate, DLS manages these cases (e.g., non-physical limitations).
• Process path TWP – a TWP of an associate with temporary restrictions into a standard Amazon process path (e.g., pick, pack,
stow, etc.) which does not limit their ability to safely work in a standard process path. See section 5.3.1.1 for further details.
Standard process paths for Amazon can be found within FCLM and the RTW tool. A process path TWP may occur in an
associate’s home path or another standard Amazon process path.
• Return to work (RTW) tool –an online tool for tracking and managing physical restriction requests for work related and non-
work related conditions. It provides access to the JMR to find safe and appropriate TWP options for associates experiencing
physical restrictions.
• Temporary light duty (TLD) TWP – a TWP where either the employee is working in their regular job role but not performing all
job functions, or is assigned to “light duty” work specifically identified for individuals in this program that is not aligned to a
regular job role for which Amazon hires. TLD TWPs are not regular job roles that Amazon directly hires for, but rather are
temporary meaningful work roles with lighter physical demands created specifically for associates who are not able to complete
the functions of a standard Amazon process path due to restrictions imposed by disability, injury, illness, or pregnancy. TLD
TWPs are developed at the site and approved at a network level to ensure value through meaningful work to Amazon. They
align with health and safety guidelines and should be appropriate for associates with a range of physical restrictions to perform.
TLD TWPs will be managed by site level operations management and each site will develop a plan to identify, train, and manage
these roles.
• Temporary work placement acknowledgement (TWPA) – an acknowledgement letter generated by the RTW tool once a TWP
decision is made by operations management for cases with work related conditions. This letter is shared with the associate for
their acceptance, must be signed by the associate, and must be uploaded in Amazon’s incident management system (e.g.,
Gensuite or AUSTIN) regardless of acceptance status.
Also refer to Global WHS Glossary as necessary.

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4. Roles & Responsibilities

4.1 Corporate Health Solutions Program Management Team
• Oversee the annual review of procedure with all internal Amazon stakeholder groups including but not limited to, Workplace
Health & Safety (WHS), DLS, Workers’ Compensation (WC), Human Resources (HR), ACT, the WHS Health Solutions program
management team, and Legal, in accordance with greater Amazon policy, state and local regulatory requirements.
• Understand and assume accountability and responsibility for updating this procedure and the RTW tool.
• Owns the RTW tool and development strategy as Amazon scales and innovates.
• Responsible for overseeing expansion of the RTW tool into new business units and geographical regions.
• Responsible for supporting business unit roll out of the RTW tool and establishing network approved TLD TWPs (as applicable).
• Responsible for overseeing all aggregated data collection, analysis, and metric reporting related to the RTW tool and TWP
program.
• Responsible for reporting all RTW tool metrics (as applicable) to Amazon Vice Presidents and Safety Steering Group.
• Responsible for soliciting feedback from customers and partners to drive continuous improvement efforts for the RTW tool and
TWP program.
• Responsible for overseeing all network communications related to the RTW tool.

4.2 Site Leader/General Manager and Operations Management

• Accountable to assign responsibility to implement and oversee effectiveness of this procedure within the site. The WHS team
should be assigned primary responsibility for managing work related conditions if available. If WHS is unavailable at the site
another responsible designee should be named to assume WHS’s responsibility. The DLS team will maintain primary
responsibility for managing all non-work related conditions.
• Responsible for making the final TWP decision for onsite process path, TLD, or no onsite TWP available, and for providing
rationales when determining that an associate cannot be placed onsite. This TWP decision is made based on the
recommendation from WHS or DLS team members per the JMR. Regardless of restrictions being for work related or non-work
related conditions, operations management is responsible for treating all TWP decisions equally and within the same service
level agreement requirements. TWP decisions should be made within one hour of receiving the TWP recommendation, if the
associate is currently onsite, or prior to the associate’s next scheduled shift, if associate is not currently onsite.
• Responsible for partnering with WHS to implement and develop TLD TWPs onsite that provide meaningful work and add value
to Amazon while ensuring the safety of associates.
• Responsible for managing all TLD TWP and volume of work.
• Responsible for ensuring associates have appropriate training in process path or TLD TWPs (as applicable).

4.3 Workplace Health & Safety Site Safety Manager or Designee

For more details on your organizations and business unit’s specific responsibility assignment (RACI) chart for who completes the
below responsibilities refer to the RTW program wiki page.
• Responsible for all steps of the RTW tool process when the associate’s condition is work related as it pertains to restriction
requests, finding TWPs, and recordkeeping management. These tasks will be performed in partnership with the WC team when
applicable. For further details refer to the WHS Recordkeeping Procedure NA.
• Responsible for partnering with operations management to initially set up and maintain site’s FC configuration feature within
the RTW tool for which job types apply to their site.
• Responsible for informing associates of their role and responsibilities throughout the RTW tool and TWP process for cases with
work related conditions.
• Responsible for receiving all restriction requests for cases with work related conditions.
• Responsible for verifying all restrictions or limitations are documented correctly for cases with work related conditions when
evaluating TWP opportunities and preparing JMRs. If the associate already has a placement active within the RTW tool for either
another work related or non-work related condition running concurrently, WHS or designee is responsible for following the
applicable steps as detailed within their organizations process on the RTW program wiki page.
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• Responsible for maintaining RTW tool database with all restriction requests and use the JMR to provide operations
management with a recommended best-fit TWP option for the associate with a work related condition. Maintenance also
includes managing all TWPs in the RTW tool, updating restriction end dates, and identifying the appropriate status throughout
the lifecycle of cases with work related conditions.
• Responsible for partnering with operations management to obtain TWP decisions for cases with work related conditions.
• Responsible for providing operations management with data and visibility to the volume of active TWP cases.
• Responsible for maintaining the RTW tool restriction end date and ensuring appropriate closure status for all TWPs. WHS will
partner with WC to verify restriction end dates and reach out to engage with an associate who is nearing the applicable TWP
time limit for process path, TLD, or ACT TWP, or those who are unable to work in a TLD or process path TWP. See section 5.4.2
for TWP time limit details. A WC claim may be denied for compensability reasons it but may still be considered work related and
recordable per OSHA, as compensability and recordability are independent.
• Although ACT managers will communicate directly with site WHS when associates are nearing end of an ACT TWP, site WHS will
be responsible for updating the TWP details in RTW tool for these cases.
• Responsible for generating a TWPA and obtaining associate’s signature on TWPA. If associate is not onsite to sign the TWPA,
WHS is responsible for partnering with HR to connect with the associate to return to the site and sign the TWPA.
• Responsible for notifying WC via the RTW tool email function if an associate rejects a process path or TLD TWP.
• Responsible for generating the referral via the RTW tool to the ACT program if no onsite TWP is available and ACT program is
available within the site’s region.
• Responsible for assisting associates in initiating a WC LOA if no process path, TLD, or ACT TWP is available or if an associate
declines a TWP. See section 5.4.2 for TWP time limit details and appendix B for further details on WC LOA.
• If an associate’s WC claim is denied, deemed non-compensable, or non-work related by the third party administrator (TPA) the
associate shall continue working in their current TWP until their restriction end date, TWP eligibility changes as detailed in
section 5.1, or TWP time limit is met as detailed in section 5.4.2. If a case is deemed non-work related by the TPA, WHS is
responsible for referring the case to the DLS team for ongoing case management. See the RTW program wiki page for the
process flow map and RTW tool user guide.
• Responsible for referring an associate to WC when questions related to WC process are asked or to TPA when questions related
to WC claims are asked.
• Responsible for notifying when an associate is within seven (7) days of restriction expiration and need to provide updated
restriction paperwork or return to full duty paperwork (as applicable) for cases with work related conditions. If the associate is
not onsite, WHS is to partner with site HR to call the associate and notify them that their restrictions are expiring and updated
paperwork is required to continue TWP. WHS should document call outcomes into Amazon incident management system (e.g.,
Gensuite or AUSTIN). DLS will own and manage all follow ups with associates for restriction expiration for cases with non-work
related conditions.
• Responsible for referring all cases with non-work related and pregnancy related requests for accommodation to the DLS team.
• Responsible for referring all cases with work related conditions that are deemed permanent, indefinite, or have been in a
process path with modification or TLD TWP greater than 180 days to the DLS team for continued case management. To refer
these cases to DLS, follow the applicable steps as detailed within your organizations process on the RTW program wiki page. The
WHS team will continue to manage all cases with work related conditions, regardless of if they are equal to or greater than 180
days, if an associate is placed in a process path without modifications and continues to provide updated restriction paperwork.
• Responsible for uploading all documents into Amazon incident management system (e.g., Gensuite or AUSTIN). WHS will
continue to document and update cases with work related conditions in Gensuite to ensure proper recordkeeping per the WHS
Recordkeeping Procedure NA.
• Responsible for maintaining applicable KNet training records of all onsite HR, operations management, and WHS team
members.

4.4 Disability & Leave Services

• Responsible for managing accommodation and LOA requests and outcomes, and DLS programs to ensure operational stability
and compliance with applicable regulations and company polices.

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• Responsible for advising, partnering, and collaborating with leaders, policy owners, stakeholders, peers, and customers (e.g.,
associates) to ensure that DLS programs are successful across the organization.
• Responsible for receiving, via the DLS portal or phone, information about restrictions and limitations for associates with non-
work related conditions. Also responsible for following up with the associate throughout the process.
• The Accommodations team, within DLS, is responsible for all steps of the RTW tool and TWP process (as applicable), in
partnership with HR, WHS, WC, and Operations, for associate’s seeking accommodations when the associate’s condition is non-
work related, WC claim was deemed non-work related, or restrictions become permanent or indefinite in nature.
• The LOA team, within DLS, is responsible for providing ongoing support, in partnership with WC, when a WC LOA is initiated as a
result of no process path, TLD, or ACT TWP being available, and for cases with work related conditions that have been in a
process path with modification or TLD TWP greater than 180 days.
• Responsible for partnering with operations management to get decisions on all TWPs for associates with non-work related
conditions. DLS will use the JMR (as applicable) to provide operations management with a recommended best-fit TWP option
for the associate.
• Responsible for generating referral to the ACT program if no onsite TWP is available and ACT program is available within the
associate’s region for cases with non-work related conditions.
• Responsible for generating a JAR, completing interactive discussion, and monitoring approved and implemented
accommodation requests.
• Responsible for partnering with operations management and WHS team to consult and to explore opportunities to
accommodate beyond the JMR (as applicable).
• Responsible for notifying WHS if an associate refers to or identifies their condition or injury as being caused by an event or
exposure at work.
• Responsible for uploading all documents into the DALI system.
• Responsible for maintaining applicable KNet records of training for all DLS team members.
• Responsible for being the subject matter expert on accommodation or LOA request process for associates with non-work
related conditions.

4.5 Workers’ Compensation

• Responsible for managing all WC related claims, in partnership with WHS or DLS.
• Responsible for engaging with associates who reject TWPs for cases with work related conditions and discussing what the WC
process is in regards to rejecting available TWPs. WC will be notified of TWP rejection via the RTW tool email generated by the
site WHS team.
• In certain business units (e.g., AMZL) WC may be responsible for contacting associates for updated restriction paperwork or
TWPA for associates with work related conditions.
• Responsible for partnering with the WHS and DLS teams when restrictions for work related conditions become permanent,
indefinite, or when cases with work related conditions have been in a process path with modification or TLD TWP greater than
180 days.
• Responsible for maintaining applicable KNet records of training for all WC team members.
• Responsible for being the subject matter expert on WC claims, WC process, and state specific statues (as applicable).

4.6 Human Resources

• Responsible for serving as the onsite point of contact (POC) for associates with non-work related conditions, assisting associates
with initiating non-work related or disability related restriction requests through case creation in the self-serve DLS portal or by
phone (as applicable).
• Responsible for coding time and attendance for associates (as applicable).
• Responsible for referring associates with work related conditions to the WHS team.
• Responsible for contacting associates, as requested by WHS, for updated restriction paperwork or for notifying the associate to
return to the site to sign the TWPA for cases with work related conditions.
• Responsible for contacting associates who have not returned to work after seeking restrictions when a TWPA is available.

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4.7 Amazon Community Together

• Responsible for receiving ACT referrals and processing these requests.
• Responsible for generating a TWPA and obtaining associate’s signature on TWPA with support from site WHS. If associate is not
onsite to sign the TWPA, ACT is responsible for connecting with the associate to secure their signature on the TWPA.
• Responsible for contacting associates when they are to return to their site after receiving updated restrictions returning them to
onsite work, or a release to full duty.
• Responsible for partnering with WHS, WC, or DLS to ensure that associates are either returned to full duty, other onsite TWP
(process path or TLD), or LOA (as applicable).
• Responsible for not exceeding the time limit for ACT TWP, see section 5.4.2 for details. ACT will communicate with WHS or DLS
when associates are within seven (7) days of the end of their ACT TWP or if additional process path or TLD TWP is required due
to ongoing restrictions.
• Responsible for contacting associates when ACT TWP is rejected or denied to determine appropriate next steps.
• Responsible for maintaining all ACT TWP in RTW tool database and Origami.

4.8 Associates
WHS or designee is responsible for informing associates of their role and responsibilities throughout the RTW tool and TWP process
for cases with work related conditions. DLS is responsible for cases with non-work related conditions.
• Responsible for returning all work related restriction paperwork by their next regularly scheduled shift after an appointment
with a HCP.
• Responsible for working within and not exceeding their restrictions.
• Responsible for accepting or rejecting the TWPA offer within seven (7) days of receipt for cases with work related conditions
and for accepting or rejecting the JAR within seven (7) days for cases with non-work related conditions.
• Responsible for maintaining their restriction requests, which includes providing additional restriction or return to full duty
paperwork prior to the end date of any previous restriction documentation. Failure to maintain updated restrictions paperwork
may remove eligibility for continued process path, TLD, or ACT TWP, see section 5.1.
• Responsible for expressing any concerns or issues with their restrictions or TWP to their site point of contact (e.g., WHS, WC,
DLS, etc.). If an associate feels their restrictions do not reflect their physical capabilities, they may return to their medical
provider to discuss or re-evaluate.
• Associates with work related conditions who are participating in the RTW tool and TWP program are required to:
o Notify WHS team or designee of any changes to their medical status or limitations that might make them able to resume
their regular job duties.
o Notify site WHS and WC of any changes to their medical status or limitations that might interfere with performance of job
duties of their process path, TLD, or ACT TWP.
o Notify WHS team or designee and their manager if they or their HCP believe any duties of their process path, TLD, or ACT
TWP exceed their restrictions.
• Associates participating in the RTW tool and TWP program due to pregnancy or other non-work related condition are required
to:
o Notify DLS of any changes to their medical status or limitations that might make them able to resume their regular job
duties.
o Notify DLS of any changes to their medical status or limitations that might interfere with performance of job duties in their
process path, TLD, or ACT TWP.
o Notify DLS and their manager if they or their health care provider believe any duties of their process path, TLD, or ACT TWP
exceed their restrictions.

5. Procedure
This procedure is initiated when an associate has restrictions due to a work related or non-work related condition that prevent them
from performing all essential job functions, with or without accommodation. This procedure describes the TWP process the WHS

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and DLS teams will follow for running restriction paperwork through the RTW tool. Regardless of if the associate is currently working
or on LOA, each time updated restriction paperwork is received, the RTW tool and TWP processes will be run (as applicable). To
initially set up and maintain the RTW tool for site use refer to the RTW tool user guide per organization, as found on the RTW
program wiki page. Different organizations and business units may have different POCs responsible for completing the below
process flows, these can also be found on the RTW program wiki page. Three TWP options (process path, TLD, and ACT) are available
for an associate to be placed within prior to a LOA being initiated. Process path and TLD TWPs are available onsite, while ACT TWPs
occur offsite or virtually. Further details including eligibility, TWP prioritization, TWP time limits, and other requirements impacting
TWPs are also detailed below.

5.1 Associate Eligibility

5.1.1 Return to Work & Temporary Work Placement Program Eligibility
All Amazon employees (associates) who are assigned to a U.S. operations sites are eligible for inclusion in process path, TLD, or ACT
TWP under the RTW tool and TWP program. Regardless of work relatedness, associates will become ineligible to participate in
process path, TLD, or ACT TWPs if TWP time limits are already met for the rolling calendar year, see section 5.4.2 for TWP time limit
details. If an associate is experiencing a work related condition and is ineligible to participate due to TWP time limits already being
met for the rolling 12-month time period they should be directed to initiate a WC LOA, see appendix B for details. If a work related
case becomes permanent, indefinite, or when cases with work related conditions have been in a process path with modification or
TLD TWP greater than 180 days, WHS or WC will connect the associate with the DLS team for ongoing TWP support. If an associate’s
condition is non-work related and becomes ineligible to participate due to TWP time limits, detailed in section 5.4.2, they should be
directed by DLS to initiate a LOA. Exceptions to these requirements apply for pregnant associates in certain circumstances – see
below for more detail.
5.1.2 Process Path & Temporary Light Duty TWP Eligibility
An associate will be eligible for a process path and TLD TWP if all of the following criteria are met, exceptions are also detailed
below:
• The associate is an Amazon employee assigned to a U.S. operations site. Contingent workers (e.g., yellow badge, green badge,
independent contractors) are not eligible to participate in the RTW tool and TWP program. (Note: In some cases, Amazon may
be required to partner with a vendor to address accommodation needs for contingent workers.)
• The associate has temporary work restrictions due to a work related condition or a disability, or a serious condition (as
determined by DLS) and has not exceeded time limits described in section 5.4.2. Pregnant associates are not subject to the time
limits described in section 5.4.2, per DLS procedure.
• The associate’s restrictions are medically certified.
• Amazon determines it is not currently possible for the associate to perform the essential functions of their regular job duties
with or without accommodation.
• Except for pregnant associates, the associate is expected to be capable of resuming the essential functions and their regular job
role within TWP time limits as detailed in section 5.4.2.
• Restrictions for cases with non-work related conditions must have an expected duration of 15 days or more (> 2 weeks) and the
duration of the restrictions/limitations must also be expected to continue for 15 days or more (> 2 weeks) to be eligible for the
TWP program. Cases with work related conditions and pregnancy-related work restrictions are not subject to this eligibility rule.
• Additional exceptions may apply for all pregnant associates. See section 5.4.3 for details. All pregnancy cases will be managed
by the DLS team.
5.1.3 Amazon Community Together TWP Eligibility
Before an ACT TWP is considered, the site must follow the TWP prioritization order as detailed in section 5.3.2. If no onsite TWP is
available per the TWP prioritization order an associate will be eligible for an ACT TWP if all of the following criteria are met, in
addition to the other eligibility criteria for TWP assignments:
• The associate’s work related or non-work related condition and resulting restrictions or limitations must have an expected
duration of fifteen (15) or more calendar days.

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• The ACT program is available within the site’s region.

• No other TWP options are available at the site. Note that each time the associate’s restrictions are updated the RTW tool should
be re-run and the TWP placement prioritization order, detailed in section 5.3.2, should be exhausted prior to ACT TWP.
• See section 5.4.2 for ACT time limit details.

5.2 Return to Work Process Flows

5.2.1 Process for Work Related Conditions
WHS will manage all aspects of the RTW tool and onsite TWP process for cases with work related conditions. WHS will run the RTW
tool and support operations management in identifying safe process path or TLD TWP onsite for the associate. If the associate
already has a placement active within the RTW tool for either another work related or non-work related condition running
concurrently, WHS or designee is responsible for following the applicable steps as detailed within their organizations process on the
RTW program wiki page. WHS will work directly with operations management to make timely decisions per the TWP prioritization
order (section 5.3.2) and partner with WC team (as applicable). If no onsite TWP is available for the associate WHS will refer the
associate to ACT if available in their site’s region. If not available, WHS will support the associate in initiating a WC LOA, see appendix
B. Regardless of if the associate is currently working or on a LOA, each time updated restriction paperwork is received, the RTW tool
and TWP processes will be run (as applicable). See the RTW program wiki page for the RACI and process flow map for work related
conditions.
1. Associate delivers paperwork to site WHS team or site designee as previously directed by WHS (e.g., Wellness Center/AMCARE
team, etc.) regarding work related condition.
a. When an associate is referred by WHS to an outside provider and provided the WC packet (as applicable) they should
be directed that any and all paperwork must be returned to the site by the start of their next scheduled shift.
b. When WHS receives restriction paperwork from the associate, WHS will discuss the restrictions with the associate to
ensure they understand the restrictions prior to running the RTW tool and generating the JMR.
c. If the associate is returned to full duty, WHS will update the placement in the RTW tool (as applicable), return the
associate to their regular job role immediately, and send return to full duty email to the applicable stakeholders per
appendix C from the RTW tool.
2. WHS will use the RTW tool to run the JMR.
a. WHS will save the .pdf of the JMR for review for a TWP decision and for documentation in Amazon’s incident
management system (e.g., Gensuite or AUSTIN).
3. WHS will create a placement within the RTW tool for the associate and select “pending ops decisions” as the status for the RTW
tool placement until a TWP decision is made by operations management.
4. WHS will use their sites RTW Chime chat to chime the JMR to operations management for a TWP decision. WHS will follow the
WHS standard procedure for obtaining a TWP decision to ensure quick decisions from operations management, see appendix D.
5. Operations management makes a TWP decision (process path, TLD, or no onsite TWP available) via Chime:
a. Reminder: TWP decisions should be made within one hour of receiving the TWP recommendation, if the associate is
currently onsite, or prior to the associate’s next scheduled shift, if associate is not currently onsite.
b. Once a TWP decision is provided by operations management, WHS will save a copy (e.g., snip) of the decision to the
associate’s case for documentation in Amazon’s incident management system (e.g., Gensuite or AUSTIN).
c. If operations management decides to place an associate in a process path or TLD TWP, then WHS will generate a TWPA
and have the associate sign the TWPA. The associate may immediately start work in TWP after signing the TWPA.
i. If the associate is on WC LOA or is not onsite to sign the TWPA when a TWP decision is made, site WHS will
partner with site HR to contact the associate to return to the site and sign the TWPA.
ii. After receiving a TWP decision and a signature, the WHS team will update the RTW tool placement status and
send a notification e-mail from the RTW tool, see appendix C.
d. If there is no onsite TWP available and if ACT is available in their region, WHS will send the ACT referral e-mail to the
ACT team from the RTW tool, see appendix C.
e. If there is no onsite TWP available and ACT program is not available, the WHS team will assist the associate in initiating
a WC LOA, see appendix B for details. A WC LOA should only be initiated when a process path, TLD, or ACT TWP is
unavailable or the HCP has placed the associate out of work.
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f. If the associate declines the offered TWP, WHS will send WC the associate rejection notification e-mail from the RTW
tool, see appendix C. In this case the WHS team should have the associate initiate a LOA with DLS, then clock out, and
send the associate home while they wait for the DLS and WC teams to follow up with them to discuss the remaining
options available.
6. WHS will document all aspects of the work related process (e.g., JMR, any new medical documentation, TWPA, recordkeeping,
etc.) in Amazon’s incident management system (e.g., Gensuite or AUSTIN).
a. Throughout the process, WHS will continue to use the RTW tool e-mail feature to notify the appropriate stakeholders
of case status when applicable, see appendix C.
7. WHS will continue to maintain all TWPs in the RTW tool for cases with work related conditions, updating end dates, and
identifying the appropriate status throughout the lifecycle of the case.
5.2.2 Process for Non-Work Related Conditions
DLS will manage all aspects of the initial RTW tool processing and TWP process for associates with non-work related conditions. DLS
will use the RTW tool (as applicable) to generate the JMR, create placement in the TWP, and update initial TWP status. DLS will run
the RTW tool (as applicable) and support operations management in identifying safe process path or TLD TWP onsite for the
associate. DLS will work directly with operations management to make timely decisions per the TWP prioritization order (section
5.3.2). If no TWP is available, DLS will support the associate through the LOA process. Regardless of if the associate is currently
working or on LOA, each time updated restriction paperwork is received, the RTW tool and TWP processes will be run (as
applicable). See the RTW program wiki page for the RACI and process flow map for non-work related conditions.
1. To initiate an accommodation or LOA request the associate may either do so on their own via the DLS Portal, by calling DLS, or
by partnering with their onsite HR representative to support them with the DLS Portal. HR personal outside DLS are only asked
to initiate cases on behalf of the associate in emergent situations. Refer to the Leave and Accommodation Inside Amazon page
for full details.
a. If the associate is on the Amazon network they may go directly to
https://inside.hr.amazon.dev/us/en/employment/time-off-compensation-benefits/disability-and-leave-services.html
to initiate their request.
b. If the associate is off the Amazon network they may navigate to the DLS portal through their AtoZ portal
(https://amazonessportal.force.com/ESSPortal/s/). To do this the associate will need to log into their AtoZ portal on a
personal computer or device, navigate to the resources page, and select the ‘leave of absence and accommodations’
button, then follow the remaining on screen prompts to complete the applicable process per their current concern.
c. The associate may also apply by phone at 1-888-892-7180, option 1, Monday through Friday between the hours of 8
am to 11 pm EST. In this case the DLS team will directly handle initiating the request on behalf of the associate (as
applicable).
2. Once the associate initiates the accommodation or LOA request, the DLS team will begin the interactive process, review the
request, and reach out to the associate by phone and via email within two (2) business days. DLS may, consistent with
applicable law, require additional documentation from the associate’s HCP to support their request. DLS will notify the associate
if such documentation is needed and the associate will be asked to submit the completed forms online via the DLS portal, via fax
at 1-855-579-1799, or by email to [email protected] for the DLS team to review. Associate identifying information (e.g.,
name and date of birth) is required on anything sent via fax or e-mail. Once the applicable accommodation or LOA
determination is made by operations management and DLS the TWP decision is communicated to the associate directly by the
DLS team.
a. After receiving the associate’s restriction paperwork, the DLS team will medically certify the restrictions to determine
the restrictions are a result of an associate’s own health (e.g., non-work related) condition. Exceptions to this process
exist for pregnant associates.
3. DLS will use the RTW tool to run the JMR to identify TWP opportunities (as applicable).
4. DLS will create the initial RTW tool placement within the RTW tool. This TWP must be created as a non-work related or disability
related request.
5. DLS will send the JMR to operations management for a decision of TWP via e-mail from the DALI system. When applicable the
DLS team will use the JMR to communicate a recommended TWP.

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6. Operations management makes a TWP decision (process path, TLD, or no onsite TWP available). If no TWP is available,
operations management is to provide DLS with rationale.
a. If operations management makes a process path or TLD TWP decision, DLS will generate a JAR.
i. After receiving the TWP decision from operations management, the DLS team will update the initial RTW tool
placement status (as applicable), and send notification of TWP to the associate.
ii. After communicating with DLS the associate may immediately start work pending applicable release date.
b. If there is no onsite TWP available and if ACT is available in the site’s region, DLS will partner with the ACT team to
identify TWP opportunity.
c. If there is no onsite TWP available, DLS will initiate a LOA on behalf of the associate. If the associate’s need is
permanent or indefinite in nature, DLS may also initiate the job search and reassignment process (as applicable).
7. DLS will document all aspects of the TWP process for non-work related conditions in DALI. This may include uploading items,
such as the .pdf of the JMR and documenting the TWP decision or associate refusal.

5.3 TWP Options & Prioritization Order

5.3.1 TWP Options
5.3.1.1 Process Path
A process path TWP is the first choice option for placing an associate with restrictions. See section 5.3.2 for TWP prioritization order.
Examples of Amazon standard process paths include, but are not limited to, receiving, stowing, picking, packing, shipping, customer
returns, etc. Standard process paths for Amazon can be found within FCLM and RTW tool. In instances where the standard process
path does not match fully with the associate’s restrictions it is reasonable for operations management to temporarily modify the
essential job functions of a process path or cross-train an associate into another process path if there is a TWP option available.
Process path with modification is the second choice option for onsite TWP. If a process path is modified to place an associate it must
be consistent with the associate’s restrictions. If modifications to the job functions of a process path are made the role is considered
“light duty” and are subject to the same eligibility and time limits as TLD TWPs. However, OSHA considers “light duty” roles that
impact an associates job functions to be restricted duty and cases with work related conditions will require recording. Refer to the
WHS Recordkeeping Procedure NA for specific details on how to record these cases. Associates working in process path TWPs are
eligible for overtime if it does not conflict with their restrictions. For associates with work related conditions, contact the WC POC if
unsure if overtime will conflict with an associate’s restrictions. See section 5.4.2 for TWP time limits.
5.3.1.2 Temporary Light Duty
Except in the case of pregnant associates, consideration for participation in a TLD TWP starts when an associate provides restriction
documentation from a HCP to site support personnel (e.g., Wellness Center/AMCARE staff, DLS) stating they have temporary
medical limitations, and the site has determined it is not possible to accommodate these limitations within the associate’s regular
job role or other standard Amazon process path TWP even with process path modification. A TLD TWP is the third choice option for
onsite TWP. See section 5.3.2 for TWP prioritization order. Each site operations management in partnership with WHS must identify
the TLD TWP available at their sites. Addition of new TLD TWP options should be submitted via RIVER to the RTW program
management team for review. Except in the case of pregnant associates, the number of available TLD TWP at a site will be limited
and will not exceed 5% of the total site headcount. The RTW tool will automatically notify the RTW tool user (e.g., WHS or DLS) if the
5% TLD TWP limit has already been met for the site. However, for pregnant workers in certain states (i.e. KY, WV, CT, DE, DC, HI, LA,
NE, NJ, NY, ND, UT, and WA), the 5% rule should not be applied, and pregnant associates in those states should be assigned TLD
TWPs even if doing so will exceed the 5% limit. Additionally, associates in TLD TWPs may not work overtime. The RTW tool houses all
network approved TLD TWPs for sites and maintains all TLD TWP records. See section 5.4.2 for TWP time limits. Restrictions for
cases with non-work related conditions must have an expected duration of 15 days or more (> 2 weeks) and the duration of the
restrictions/limitations must also be expected to continue for 15 days or more (> 2 weeks) to be eligible for the temporary light duty
program. Cases with work related conditions and pregnancy-related work restrictions are not subject to this eligibility rule.
5.3.1.3 Amazon Community Together
The ACT program is a network of offsite charitable non-profit organizations that partner with Amazon to facilitate placing associates
in meaningful work within the community when sites are unable to place an associate in a process path or TLD TWP at an Amazon
site. An ACT TWP is the “last resort” option for TLD TWP before initiating a LOA. See section 5.3.2 for TWP prioritization order.

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Associates participating in an ACT TWP should maintain a 40 hour work week at most and should not work overtime. See section
5.4.2 for TWP time limits.
5.3.2 TWP Prioritization Order
Operations management will make all TWP decisions on a first come first served basis. Associates will be treated equally regardless
of whether their conditions are work related or not. Operations management have a service level agreement to make all decisions
within one hour of receiving the request if the associate is onsite, or prior to the associate’s next scheduled shift if the associate is
not onsite. If the one hour service level agreement is not met by operations management the associate is to remain onsite in a
waiting area (e.g., Wellness Center/AMCARE or break room) until a decision is made or until end of their current shift whichever
occurs first. Associate’s should be clocked in during this waiting time period, should maintain their normal break schedule, and clock
out at the end of their regular shift. Priority levels for associate TWP, in case of restrictions, are as follows and TWP selection must
be made at the highest priority level when there is an open and available TWP. ACT TWP should be considered a “last resort” and
may occur only if no other onsite TWP is possible. Associates currently working in a TWP have priority to continue to work in their
TWP until their restriction end date or return to full duty date and should not be displaced in order to place another associate.
1. Associate is able continue in their home process path and shift, able to perform all essential job functions. (Note: this is not
considered “light duty” as the associate is able to perform all essential job functions.)
2. TWP in home process path and shift, unable to perform all essential job functions, process path modifications approved. *
3. TWP in home process path with shift adjustment, able to perform all essential job functions.
4. TWP in home process path with shift adjustment, unable to perform all essential job functions, process path modifications
approved. *
5. TWP in another process path and normal shift, able to perform all essential job functions. *†
6. TWP in another process path and normal shift, unable to perform all essential job functions, process path modifications
approved. *†
7. TWP in another process path with shift adjustment, able to perform all essential job functions. *†
8. TWP in another process path with shift adjustment, unable to perform all essential functions, process path modifications
approved. *†
9. TWP in TLD with or without shift adjustment, able or unable to perform all essential job functions. *
10. TWP in ACT, if applicable or available within region. *
a. Note it may take up to 72 hours (three (3) business days) for the ACT team to process the TWP. If the waiting period is
during the associate’s regularly scheduled work week and a TLD TWP is available for the three (3) day period sites may
temporarily place the associate within the TLD role and select “TLD position pending ACT placement” within the RTW
tool until ACT TWP determination is made. If an associate is unable to be placed after the 3 day period a LOA should be
initiated. For additional information on the ACT program, policies, and procedures sites may reach out to the ACT team
at [email protected].*
11. LOA (WC or other). *
* Based on the decision selected above there may be OSHA recordkeeping implications, refer to the WHS Recordkeeping Procedure
NA for further details. If additional clarification is needed partner with your site or regional WHS leadership or e-mail whs-
[email protected].
† If reasonable and consistent with the associate’s restrictions, operations management may determine to cross-train an associate
into another Amazon standard process path if there is a TWP option available. *

5.4 TWP Transitions, Time Limits, & Exceptions

Associates are responsible for continuing to update temporary restrictions in partnership with their HCP. Temporary restrictions for
both work related and non-work related conditions should have anticipated end dates. Additional paperwork may be provided to
extend these end dates, without additional paperwork the associate’s eligibility for TWP in a process path, TLD, or ACT TWP may end
resulting in the associate either having to return to full duty or initiate a LOA depending on state specific regulations. In cases where
the HCP does not provide restriction end dates, TWP may last up to 30 days or until the associate’s next scheduled appointment. For
cases with work related conditions if the associate does not bring updated restriction paperwork, the WHS team should reach out to

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their WC representative to determine if a state specific extension is required. If not, as a “last resort”, WHS may ask the associate to
leave work for their safety and guide them to contact their WC representative immediately to review their options. For cases with
non-work related conditions, DLS will provide the associate with an appropriate timeline for returning updated restriction
paperwork and mange ongoing actions, including initiating a LOA (as applicable).
5.4.1 Temporary Restrictions Transitioning to Permanent or Indefinite Restrictions
When cases with temporary restrictions transition to permanent, indefinite, or when cases with work related conditions have been
in a process path with modification or TLD TWP greater than 180 days, the WHS team will contact the DLS team to transfer all case
information to their responsibility. Additionally, if cases with work related conditions are reclassified by the TPA as cases with non-
work related conditions the WHS team will contact the DLS team to transfer all case information to their responsibility. The DLS
team will place associate on a LOA, assume responsibility for contacting the associate, and support the associate throughout LOA
process or with finding a long term accommodation as eligible, which may include initiating the job search and reassignment
process. DLS will evaluate all cases with permanent or indefinite restrictions to determine if they fall within the scope for an ongoing
reasonable accommodation. To refer these cases to DLS, follow the applicable steps as detailed within your organizations process on
the RTW program wiki page.
5.4.2 TWP Time Limits
5.4.2.1 Process Path without Modifications TWP Time Limits
Associates who are temporarily placed in a process path where no modifications are made may continue to be placed in this process
path as long as updated restriction paperwork is provided by the associate. TWP in process path without modification are not
considered “light duty” as the associate is able to perform all essential job functions of the regular job role. The WHS team will
continue to manage all cases with work related conditions, regardless of if they are equal to or greater than 180 days, if an associate
is placed in a process path without modifications and continues to provide updated restriction paperwork. DLS will continue to
manage all cases with non-work related conditions.
5.4.2.2 Process Path with Modifications & TLD TWP Time Limits
After an associate has been assigned to a process path with modifications or TLD TWP for 180 days within a rolling 12-month period
the process path with modifications or TLD TWP will end, except for pregnancy-related cases, see section 5.4.3 for details. These
cases will transfer to the DLS team to be considered for accommodation or LOA (as applicable). Regardless of number of incidents or
if restrictions are for work related or non-work related conditions, the 180-day count for process path with modifications or TLD
TWP is cumulative within the 12-month rolling period and does not reset for each incident.
For example:
• An associate who was placed in a process path with modification or TLD TWP on January 20, 2020 and returned to full duty on
July 18, 2020 will have completed 180 days in a process path with modification or TLD TWP and may not be placed in another
process path with modification or TLD TWP until January 20, 2021.
• An associate who was placed in a process path with modification or TLD TWP on January 20, 2020, and returned to full duty on
February 20, 2020 will have completed 31 days of process path with modification or TLD TWP. If they were to get injured again
and placed into a process path with modification or TLD TWP on March 20, 2020 and returned to full duty on April 20, 2020, will
have completed 62 days of TLD TWP.
Associates with restrictions for work related and non-pregnancy related conditions who are not able to resume regular job duties
within the 180 day limit will be referred to DLS to be considered for a LOA or other accommodation (as applicable). For associates
with non-work related conditions who reach the TWP time limit and are not able to resume their regular job duties will be
reassessed for accommodation or LOA by the DLS team. WHS or ACT teams will contact associates seven (7) days prior to the
restriction end date, to remind the associate that TWP will end unless there is medical certification from a HCP to extend their
restrictions. DLS team will contact associate five (5) days prior to restriction end date. For cases with work related conditions if the
associate does not bring updated restriction paperwork, the WHS team should reach out to their WC representative to determine if
a state specific extension is required. If not, as a “last resort”, WHS may ask the associate to leave work for their safety and guide
them to contact their WC representative immediately to review their options. For cases with non-work related conditions, DLS will

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provide the associate with an appropriate timeline for returning updated restriction paperwork and mange ongoing actions,
including initiating a LOA (as applicable).
5.4.2.3 ACT TWP Time Limits
The limit for ACT TWP is 90 days in a rolling 12-month period. Associates with over 75 days in the ACT program, or over 165 total
TWP days in a rolling 12-month period, are not eligible for a second ACT TWP. If an associate has a lapse in updated restrictions
being provided they will no longer be allowed to continue in their ACT TWP. If this occurs the associate should be directed to contact
their WHs, WC, or DLS representative to discuss their options. If an associate with temporary restrictions has completed 90 days in
an ACT TWP, they still have the opportunity to work in a process path or TLD TWP onsite until they reach the total TWP time limit of
180 days.
For example:
• An associate who was placed in an ACT TWP on January 20, 2020 and completed 90 days of work will have exhausted the ACT
TWP opportunity on April 19, 2020. At this point if the associate’s restrictions permit and an onsite process path or TLD TWP is
available the associate may continue work for an additional 90 days until the 180 day mark on July 18, 2020 is met.
5.4.3 Pregnancy Is Exempt from TWP Time Limits
Amazon complies with applicable state laws and local ordinances that grant specific accommodation rights to pregnant workers. The
DLS team is responsible for ensuring compliance with these regulations. All pregnancy related cases should be referred to the DLS
team for review.
5.4.4 Effect on Employment Status
A process path, TLD, or ACT TWP will not affect (as applicable) hourly pay rate. It will also not affect benefits, provided the associate
continues to meet eligibility requirements for such benefits. Except as otherwise provided in this procedure, associates participating
in this program remain subject to all company policies, procedures, and requirements that would apply if they were working in their
regular job role. If an associate ends up on a LOA there may be impacts to their employment status, including compensation, vesting
of stock-based awards, health benefits, or other benefits depending on the type of leave taken. The details are provided in
information sent to the associate once their leave is initiated, and in applicable policies and benefits plans.

6. Training
All users of the RTW tool and TWP program should complete their respective training as detailed below. Managers who directly
supervise authorized associates must receive the same level of training. Retraining is required if procedural requirements change or
if learning objectives are not met.

6.2 Training Compliance Tracking

WHS will maintain applicable KNet training records of all onsite HR, operations management, and WHS team members. These
records should include the date of training and title of the training. WC and DLS will be responsible for maintaining applicable KNet
records of training for all WC and DLS team members respectively. The OMR and IPS Training Dashboard is another tool that can aid
WHS in tracking training completion and compliance. Any questions or concerns related to the training dashboard should be
escalated via RIVER.
At a minimum, the following requirements will be included. See the WHS Safety Training Matrix for additional details.
Table 1: Return to Work Procedure training matrix
Job title Job description Type Training content Required
frequency
Onsite Medical WHS team member Awareness/ • Accommodations - Partners • Initial on
Representative responsible for onsite Authorized • Additional RTW Tool Training Resources assignment
associate care • Temporary Work Placement (TWP) KNet • Annual

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Table 1: Return to Work Procedure training matrix

Job title Job description Type Training content Required
frequency
WHS Specialist WHS team member Awareness/ • Accommodations - Partners • Initial on
responsible for WHS Authorized • Additional RTW Tool Training Resources assignment
recordkeeping onsite • Temporary Work Placement (TWP) KNet • Annual
WHS Site WHS Manager(s) Awareness/ • Accommodations - Partners • Initial on
Leadership responsible for WHS Authorized • Additional RTW Tool Training Resources assignment
(e.g., WHS onsite team • Temporary Work Placement (TWP) KNet • Annual
Manager, WHS
Sub-Regional
for AMZL)
Disability & DLS team members Awareness/ • Additional RTW Tool Training Resources • Initial on
Leave Services responsible for site Authorized • Temporary Work Placement (TWP) KNet assignment
accommodations • Annual
process
Workers’ WC team members Awareness/ • Temporary Work Placement (TWP) KNet • Initial on
Compensation responsible for site WC Authorized assignment
process • Annual
Human HR team members Awareness/ • Accommodations - Partners • Initial on
Resources responsible for onsite Authorized • Temporary Work Placement (TWP) KNet assignment
HR processes • Annual
Site Operations Awareness/ • Accommodations - Partners • Initial on
Leader/General management team Authorized • Temporary Work Placement (TWP) KNet assignment
Manager & members responsible • Annual
Operations for making TWP
Management decisions onsite

7. Audits, inspections, and evaluations

Each site shall execute one annual self-review of compliance against this policy as highlighted in the policy implementation steps,
see appendix A. The review will be evaluated against the policy components applicable to each business unit.

8. Continual Improvement
WHS and DLS teams will continue to review TWP metrics within the RTW tool and RTW performance dashboard. This evaluation
should determine if additional TLD TWPs need to be created on a site level to meet the 5% TLD threshold onsite and provide
additional meaningful opportunities for the associates. All RTW tool issues or additional feature requests, such as the addition of a
new TLD TWP option should be submitted via RIVER to the RTW program management team.

9. Reporting
The RTW performance dashboard will be used by all stakeholders to review org-wise and site level metrics.

10. Documented Information

Training records shall be maintained for the length of the trainee’s employment or five years (depending on state requirements),
whichever is longer. Annual RTW program self-review shall be maintained for one year. All process path, TLD, or ACT TWPs records
will be maintained in the RTW tool and shall be kept for a minimum of one year or per state requirements after injury return to full
duty status has been achieved. TWPs in the RTW tool can be transferred to another site if the associate transfers to another site.

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Table 2: Documented information retention schedule

Record type Retention period minimum
Annual RTW program self-review One year or per state specific requirements
Employee training record Five years
RTW tool TWPs One year after injury return to full duty status achieved

11. Privacy and Protection of Personal Information

Personal information collected through this procedure shall remain confidential at all times, and shall only be collected, used,
stored, shared, and accessed on a need-to-know basis. Where medical information is collected from a California resident, and it is
used for purposes other than “administering and maintaining employee benefit plans, including health care plans and plans
providing short term and long term disability income, workers’ compensation [or] for determining eligibility for paid and unpaid
leave from work for medical reasons,” consult with legal to consider whether an affirmative consent explaining what information
will be collected, how it will be used, and other requirements under California law are necessary. If information is collected from a
third party HCP, consider whether consent is required under HIPAA. In all cases, personal information collected in the TWP process,
RTW tool, or otherwise, should be:
• Limited. Only collect personal, health, and/or medical information if necessary for the process and to enable eligible associates
to remain actively working while recovering from work related or non-work related condition, or to manage restrictions related
to disabilities or pregnancy.
• Used only for this purpose. Information collected through this process should only be used as described herein.
• Stored securely with limited access. Access controls should be set to limit access to personal information to only those who
have a need to know. Personal information should be stored securely, and separately from general personnel files.
• Retained only as long as needed. Personal information should be retained only as long as needed, and consistent with Section
10 above.

12. References
ACT program wiki: https://w.amazon.com/bin/view/Main/Risk_Management/ACT/
A to Z portal: atoz.amazon.work
Badge color wiki: https://w.amazon.com/bin/view/Badge_Color
DLS Links (some with restricted access)
Accommodation Requests (Access Restricted): https://inside.hr.amazon.dev/us/en/toolkits/for-
hr/compliance/accommodation-requests.html
DLS inside Amazon page: https://inside.hr.amazon.dev/us/en/employment/time-off-compensation-benefits/disability-and-
leave-services.html
DLS portal: https://amazonessportal.force.com/ESSPortal/s/
FAQ for Leave and Accommodation: https://inside.hr.amazon.dev/us/en/employment/time-off-compensation-
benefits/disability-and-leave-services/faq.html
FC Accommodation Process: https://inside.hr.amazon.dev/us/en/employment/time-off-compensation-benefits/disability-
and-leave-services/fc-accommodations.html
Leave and Accommodation – US (Access Restricted): https://inside.hr.amazon.dev/us/en/toolkits/for-hr/disability-and-
leave-services.html
Leave Policies – US: https://inside.hr.amazon.dev/us/en/employment/time-off-compensation-benefits/disability-and-leave-
services/leave-types.html
DLS Reports for HR:

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 WHS Return to Work Tool & Temporary Work Placement Procedure US

• HR Reports for Associates on Continuous & Intermittent Leave for Past 90 Days (Access Restricted):
https://inside.hr.amazon.dev/us/en/toolkits/for-hr/disability-and-leave-services.html
• The following accommodation reports can be accessed by HR, via the Regional HR Reports Tool. Access to the Regional
HR Reports Tool can be requested by sending an email to [email protected]. These reports are run
daily and posted to the Regional HR Reports Tool by the Disability and Leave Services Business Intelligence team.
o Accommodation Requests in All Statuses (Accommodations with AI Details_AllCases) Purpose: Provides
information pertaining to accommodation requests of any duration with details specific to the
accommodation items requested by employees. Report Fields: Case Number, Accommodation Request
Number, Duration, Accommodation Request Status, Accommodation Item Type, Accommodation Owner, Shift
Pattern, Employee ID, Supervisor Name, FCLM Area Code, Employee Account Site, Accommodation Item
Status, Accommodation Item Start Date, Accommodation Item End Date, Accommodation Item Details
o At Work and Off Work Accommodation Requests – Case Level (BIA: Accomm Off-Work and At-Work (Case))
Purpose: Provides information pertaining to new accommodation cases with an At Work or Off Work selection
made during the intake process. Fields: Case Number, Case Owner, Account Name, Subject, Contact Name,
Employee ID, Opened Date, Case Comments, Status, Nature of Request, Location Code, Department Code,
Department Code Description, and Organizational Structure Code
o At Work and Off Work Accommodation Requests – Accommodation Request Level (BIA: Accomm Off-Work and
At-Work (AC)) Purpose: Provides information pertaining to new accommodation requests initiated with an At
Work or Off Work selection made during the intake process. Fields: Employee’s Full Name, Accommodation
Request Number, Employee ID, Accommodation Type, Department Code, Start Date, End Date,
Accommodation Request Status, and Organization Structure Code
OMR and IPS Training Dashboard: https://hs3c-tableau.aka.amazon.com/#/site/WHS/workbooks/6027/views
RTW performance dashboard: https://hs3c-tableau.aka.amazon.com/#/site/WHS/workbooks/5592/views
RTW program wiki: https://w.amazon.com/bin/view/HealthSolutions/ReturnToWork/ (RTW tool user guide by org/business unit can
be found on this page, as well as RTW tool training and all network standard TLD roles available)
RTW tool: https://prod.na.rtw.whs.amazon.dev/
WHS network communications archive (November 2020 and earlier):
https://share.amazon.com/sites/nacfehsnetworkcomms/_layouts/15/start.aspx#/SitePages/Archives.aspx?RootFolder=%2Fsites%2F
nacfehsnetworkcomms%2FShared%20Documents%2FWHS%20Program%20Updates&FolderCTID=0x01200041D217BAC3DB364FB0
DBD9A72FD1D9E4&View=%7BB58EB88A%2D77B8%2D49FB%2D8D39%2D8020C5673CBA%7D
WHS network communications digest (December 2020 and later):
https://inside.amazon.com/en/MyWorkplace/WHS/WHS%20Network%20Communications%20Archive/Forms/AllItems.aspx
WHS Recordkeeping Procedure NA: https://policy.amazon.com/procedure/36632
WC wiki: https://w.amazon.com/bin/view/Main/Risk_Management/Workers_Compensation

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 WHS Return to Work Tool & Temporary Work Placement Procedure US

13. Change management and document history

Version Description Published Effective Next review

1 Initial document 1-Dec-21 1-Dec-21 1-Dec-22

1.1 Updated ACT email alias in section 5.3.2 to act-tld- 30-Aug-22 1-Dec-21 1-Dec-22
[email protected]

1.2 Administrative updates to correct outdated 15-Sep-22 1-Dec-21 1-Dec-22

hyperlinks, added state specifics to section 5.3.1.2
per Legal request, updated change history log to
correct format, updated training section to remove
deprecated trainings and replace with updated links,
updated Appendix C image to reflect RTW tool 2.0
updates, added Slack webhook as option to
Appendix D

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 WHS Return to Work Tool & Temporary Work Placement Procedure US

Appendix A: Return to Work Tool and Temporary Work Placement Procedure US

Implementation Steps
Instructions for Use: This document is intended to be used as a worksheet to aid the site during the
implementation process.

1. WHS manager reads and understands the requirements of this

procedure and all supporting documents (e.g., RACI, process flow maps, etc.)
located on RTW program wiki.

2. Site leader/General Manager or designee (e.g., WHS Leadership) to

identify and assign a leader with responsibility for implementation of
this procedure.
The leader responsible to implement this policy is:

3. Identify the number of leaders at the site level requiring training.

4. Perform training as required in this procedure and provide required KNet

training documentation.

5. Establish a process for operations management and WHS to set up,

review, and maintain the RTW tool TWPs, TLD TWPs available onsite,
and RTW tool metrics on a weekly basis.

6. Schedule this site’s Annual Self-Review of compliance to take place during

the subsequent quarter.

The next Annual Self-Review is scheduled for:

7. Close out the action item in the WHS Compliance Activity that pertains to
implementation of this procedure.

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 WHS Return to Work Tool & Temporary Work Placement Procedure US

Appendix B: Steps to Initiate a Workers’ Compensation Leave of Absence Request

Below is an example of the WC pamphlet (front and back) that should be located in your site’s WC packet. The steps for reporting a
WC LOA are located within. For your site’s specific WC pamphlet version please reach out to your WC POC as they will provide it
upon site launch and as updates occur. Please note this is an example only, Sedgwick (TPA) do not support WA or TX.

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 WHS Return to Work Tool & Temporary Work Placement Procedure US

Appendix C: Return to Work Tool Email Guide

The below guide is to be used by WHS RTW tool users to send the correct stakeholder e-mails throughout the TWP process.
Approved Approval Associate No Onsite Associate
Return to Full
E-mail Type Onsite Email Placed Off DLS Referral Placement Rejected
Duty
Placement Request Work LOA Placement
- Process path Associate has
or TLD TWP is - Associate's permanent - Associate
- Sending the Healthcare
approved restrictions state restrictions, or has explicitly written
initial or Provider releases
- Extension of they are placed had their work- out of all work Associate
recurring TWP Associate to full
Use Cases existing TWP is off work. No related claim related duties declines offer of
approval request duty (with no
approved TWP denied, or has - No process approved TWP
to site restrictions or
- Change to accommodation reached the 180 path, TLD, or ACT
leadership. follow-ups)
existing TWP is possible. day TLD TWP time TWP available
approved limit.
1. Site WC 1. Site WC 1. Site WC 1. DLS alias 1. Site WC 1. Site WC 1. Site WC
Manager or WC Manager or WC Manager or WC (amazondls-wc- Manager or WC Manager or WC Manager or WC
Specialist alias Specialist alias Specialist alias [email protected]) Specialist alias Specialist alias Specialist alias
2. Site Wellness 2. Site Wellness 2. Site Wellness 2. Site WC Manager 2. Site Wellness 2. Site Wellness 2. Site Wellness
Center/AMCARE Center/AMCARE Center/AMCARE or WC Specialist Center/AMCARE Center/AMCARE Center/AMCARE
alias alias alias alias alias alias alias
E-mail 3. Site HR alias 3. Site HR alias 3. Site HR alias 3. Site Wellness 3. Site HR alias 3. Site HR alias 3. Site HR alias
Recipients 4. Sr. Ops or Site 4. Sr. Ops or Site 4. Sr. Ops or Site Center/AMCARE 4. Sr. Ops or Site 4. Sr. Ops or Site 4. Sr. Ops or Site
Leader alias Leader alias Leader alias alias Leader alias Leader alias Leader alias
5. Site WHS 5. Site WHS 4. Site HR alias 5. Site WHS 5. Site WHS 5. Site WHS
Manager alias Manager alias 5. Site WHS Manager alias Manager alias Manager alias
6. Associate's 6. Associate's Manager alias 6. Associate's 6. Associate's 6. Associate's
AM alias AM alias 6. Associate's AM AM alias AM alias AM alias
alias

Actions for HR Ensure trouble tickets are submitted, as applicable, to enact appropriate changes to associate's schedule and/or department.

Area Manager
Ensure associate is aware of where to go, to whom they should report to, and ensure any necessary retraining is coordinated with the site's
Actions
Learning department.
Needed

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 WHS Return to Work Tool & Temporary Work Placement Procedure US

Appendix D: WHS Standard Procedure for Obtaining a TWP Decision

The following steps should be followed by WHS to ensure a quick site TWP decision is obtained from operations management.

1. Build Chime or Slack chat room per your business units specific RTW tool User Guide directions and set up the RTW tool
webhooks as found on the RTW program wiki webhook page.
2. Send Chime or Slack to site RTW Chime or Slack chat room when a TWP decision is needed. WHS are to continue to Chime or
Slack operations management for TWP decision if decision is not made within the one hour service level agreement.

Example TWP Decision Request Chime

Associate Name: John Doe
Login: johndoe
Restricted days: 6/1/2019 –6/30/2019
Schedule: WE-SA-D
Home Path: pick
Recommendation: Pack Singles Small – 8 hour shift
Attach JMR: johndoe_RTW_Report.pdf

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