A missed reporting deadline derails a workers' comp claim – see what HR leaders need to know
A Tennessee car hauler’s workers’ comp claim was denied after he missed the reporting deadline, putting HR compliance and injury protocols under the microscope.
Wayne Freeman, a longtime employee of United Road Services, Inc., alleged that his right-shoulder injury developed from overusing his arm after a previous left-shoulder injury. According to his complaint, Freeman’s right arm “hurt like crazy” after unloading cars in Kingsport, Tennessee, on April 6, 2024 – the last day he worked before undergoing surgery on his left shoulder. But Freeman did not report his right-arm injury to his employer or their insurance carrier until May 1 and May 2, 2024 – 25 days after the incident.
Freeman said he believed the pain would go away after his surgery and that medication left him incapacitated for weeks, delaying his awareness of the injury. He also claimed he didn’t realize how serious the injury was until a friend noticed he couldn’t raise his right arm. The employer and its insurer denied the claim, pointing to Tennessee’s requirement that workplace injuries be reported in writing within 15 days, unless there’s a reasonable excuse.
At an expedited hearing, Judge Thomas Wyatt reviewed the timeline and Freeman’s explanations. On October 17, 2025, the court found that Freeman did not provide timely written notice of his right-arm injury as required by state law. The judge determined the injury happened during a specific incident, not as a gradual or cumulative trauma that might have allowed for a longer reporting window. Freeman’s explanations – that he expected the pain to resolve and was affected by medication – were not accepted as reasonable excuses under the law.
The court also found Freeman’s statement about telling the insurance adjuster that United Road Services would have to pay for his right-arm surgery was not credible, especially since he had previously stated he didn’t notify anyone when the pain first arose. No insurance policy clauses were discussed in the court’s order. The next status hearing is set for February 13, 2026. The order is not final and may be appealed to the Workers’ Compensation Appeals Board.
For HR professionals, this case is a clear reminder of the importance of robust injury reporting protocols and employee education. Even when an employee believes an injury is minor or will resolve on its own, state law may require prompt reporting. Delays, even if unintentional or due to medical recovery, can jeopardize a claim. HR teams should ensure that employees understand the urgency of reporting workplace injuries and that supervisors are trained to document and escalate injury reports immediately.
The outcome of Freeman’s case underscores why HR departments must keep clear, accessible policies and communicate them regularly. In a world where compliance can hinge on a matter of days, a missed deadline can mean the difference between a valid claim and a denied one. For HR leaders, the lesson is simple: make reporting easy, make expectations clear, and never assume employees know the rules without regular reminders.
