Long-term disability is usually filed through your employer's benefits plan, not through Social Security

Long-term disability (LTD) and Social Security Disability Insurance (SSDI) are separate programs with different rules, timelines, and decision-makers. If your employer offers an LTD plan, you file a claim directly with the insurance company that administers it—not with the Social Security Administration. Your employer's human resources or benefits department holds the plan documents and claim forms you need.

The process typically takes 30 to 90 days from the time you submit a complete claim. The insurance company will ask for medical records, work history, and sometimes a statement from your doctor about what you can and cannot do. If you are denied, you can appeal within the plan's timeframe, which is usually 180 days.

Many people file for both LTD and SSDI at the same time because LTD often runs out after two years, while SSDI can continue indefinitely. However, the two programs coordinate: if you receive SSDI, your LTD payment may be reduced by the SSDI amount.

Key Takeaways

  • Long-term disability claims go to your employer's insurance company, not to Social Security, and the process usually takes 30 to 90 days.
  • You will need medical records from your doctor, a description of your job duties, and proof that you cannot work in your current role.
  • Most employer LTD plans pay benefits for two years; after that, you typically need SSDI to continue receiving income support.
  • If you are denied LTD, you have a limited window (usually 180 days) to appeal the decision through the plan's formal appeal process.

Check whether your employer offers long-term disability coverage

Not all employers offer LTD. Small businesses and some nonprofits do not include it in their benefits package. Your first step is to confirm whether your company has a plan.

Contact your human resources, benefits, or payroll department and ask: "Does our company offer long-term disability insurance?" They will tell you yes or no. If yes, ask them for the plan document (also called the Summary Plan Description or SPD) and the claim form. If your employer is large enough to have an employee handbook, the LTD plan is usually described there with contact information for the insurance company.

If your employer does not offer LTD, you cannot file through them. You would then explore other options: individual disability insurance you may have purchased on your own, state disability programs (available in a few states), or SSDI through Social Security.

Gather medical records and work history before you submit a claim

The insurance company will not approve a claim without medical evidence. Before you contact them, collect documentation from your doctor that describes your condition, when it started, what treatment you are receiving, and what physical or mental limitations it causes. This should include recent test results, imaging, or specialist reports if they exist.

You will also need to describe your job in detail: what you do every day, how much you sit or stand, whether you lift or carry things, and how much mental focus the work requires. The insurance company uses this to determine whether your condition prevents you from doing that specific job. Bring your job description from your employer if one exists, or write out your own account of your duties.

Gather any other medical records from the past two years—hospital discharge summaries, therapy notes, medication lists, or records from specialists. The more complete your medical file, the faster the insurance company can make a decision.

Complete the claim form and submit it to the insurance company

Your benefits department will give you a claim form. It asks for your name, employee ID, date of birth, the date your condition began, and a description of why you cannot work. Some forms are short; others are detailed and ask about your work history and previous disabilities.

Fill out every section. If a question does not explore to you, write "N/A" rather than leaving it blank—blank fields can delay processing. Sign and date the form. Then attach copies (not originals) of your medical records and your job description.

Submit the completed form to the address or email listed on the form itself, or give it to your benefits department if they are collecting claims on behalf of the company. Keep a copy for your records and note the date you submitted it. Ask for a confirmation number or receipt.

What happens after you submit your claim

The insurance company will send you a letter acknowledging receipt of your claim. This letter will include a claim number and the name of the person handling your case. It will also tell you the important date by which they must make a decision—usually 30 to 45 days for an initial review.

During this time, the insurance company may request additional information from you or your doctor. Respond to these requests as quickly as possible; delays on your end can extend the timeline. They may also contact your employer to verify your job duties and your employment status.

Once they have all the information they need, they will send you a written decision. If approved, the letter will state the monthly benefit amount, the start date of payments, and how long benefits will last. If denied, the letter will explain the reason and tell you how to appeal.

Understand the appeal process if your claim is denied

If the insurance company denies your claim, you have the right to appeal. The plan document will specify the appeal important date—typically 180 days from the denial letter. Do not wait; file your appeal within this window or you may lose the right to challenge the decision.

To appeal, write a letter to the insurance company stating that you disagree with the denial and why. Include any new medical evidence that supports your case—for example, a recent specialist report, additional test results, or a detailed letter from your doctor explaining why you cannot work. Send this to the appeals address listed in your denial letter.

The insurance company will review your appeal and send you a written response, usually within 60 days. If they deny the appeal, you can then file a complaint with your state's insurance commissioner or pursue a lawsuit, though this is expensive and requires a lawyer.

Coordinate long-term disability with Social Security Disability Insurance

If you receive LTD, you should also file for SSDI. Most LTD plans last only two years; SSDI can continue for life. Additionally, SSDI has a different medical standard than LTD—some people are denied LTD but approved for SSDI, or vice versa.

When you file for SSDI, tell Social Security that you are receiving LTD. The two programs coordinate benefits: if you are approved for SSDI, your LTD payment will usually be reduced by the SSDI amount so that your total income does not exceed what the LTD plan would have paid. This is called an "offset."

Some LTD plans require you to file for SSDI as a condition of receiving benefits. Check your plan document to see whether this applies to you. If it does and you do not file, the insurance company can reduce or stop your LTD payments.

Frequently Asked Questions

Can I file for long-term disability while I am still working?

No. LTD requires that you be unable to work due to illness or injury. If you are currently working, you do not meet the basic requirement. However, you can file once you stop working because of your condition. Some plans allow you to file within 30 days of your last day of work.

How much does long-term disability pay?

This varies by plan. Most employer LTD plans replace 50 to 70 percent of your gross salary, up to a monthly maximum. The plan document will state the exact percentage and any caps. Some plans pay more if you have been with the company longer.

What if my employer says I have to resign to file for disability?

This is illegal. You have the right to file for LTD while employed. However, some plans require that you be on leave (paid or unpaid) rather than actively working. Ask your benefits department what the plan requires before you resign.

Can I work part-time while receiving long-term disability?

Most LTD plans have a "return to work" clause that allows limited part-time work without losing benefits, but the rules vary. Some plans reduce your benefit if you earn over a certain amount; others allow you to work without penalty. Check your plan document or ask your benefits department.

What if the insurance company asks for my medical records and I do not want to share them?

You can refuse, but the insurance company will likely deny your claim. They need medical evidence to approve LTD. If you are concerned about privacy, you can ask your doctor to redact information unrelated to your disability before sending records to the insurance company.