Versiti Policy Manual

Transcription

1 Versiti Policy Manual As Versiti policies become finalized we will add them to this document. As of November 22, 2017 there are three: Employment Classification & Status Policy Holiday Policy.. 4 Meals & Breaks Policy Shift Hours and Shift Pay Policy.. 8 Severance Benefits Policy...10 Consent to Prepare and Release Materials Form 13 Page 1 of 14

2 PURPOSE The purpose of this Employment Classifications Policy is: SUMMARY To clearly define employment classifications and status To explain the benefit eligibility for each employment status To ensure compliance with Fair Labor Standards Act (FLSA), Affordable Care Act (ACA) and all applicable laws and regulations To establish a consistent process for the administration of employment classifications Employees are classified as either exempt or non-exempt based on FLSA categories related to the responsibilities of the job. In addition, employee status is classified as Full-time, Part-time or Casual, based on the number of hours worked per defined work week. OUTLINE Definitions..1 Eligibility..2 Compensation.2 POLICY 1. DEFINITIONS Exempt: employees who are paid on a salaried basis and are exempt from the overtime provision of the Fair Labor Standards Act (FLSA). Employees are also exempt from premiums associated with shift work, weekend work, on-call work, etc. Non-exempt: employees who are paid on an hourly basis and are eligible for overtime pay at one and one-half times their base rate of pay for hours worked in excess of forty hours per work week. Work Week: Sunday through Saturday Full-time: employees who regularly work and are paid 30 hours or more per work week. Employees in this status are eligible for full time benefit offerings. Part-time: employees who regularly work and are paid between 20 and hours per work week. Employees in this status are eligible for part-time benefit offerings. Casual: employees who work and are paid to work less than 20 hours per work week. This employment status also includes employees who work either full-time or part-time for a defined period of time, as well as employees who are on-call and have no regular work schedule. Employees in this status are not eligible for benefits. Page 2 of 14

3 2. ELIGIBILITY: 2.1 Since employee work schedules may vary from week to week, employee status is based on the number of hours that are generally paid in a work week. 2.2 An annual look-back of paid hours is conducted to ensure all employees are assigned to the correct status. 3. COMPENSATION: 3.1 Non-exempt employees who work over 40 hours in a work week will be paid time and one half of regular pay for all hours worked over 40. Versiti reserves the right to interpret, change, modify, amend or rescind this policy in whole, or in part, at any time without prior notice or the consent of employees. Page 3 of 14

4 Holiday Policy PURPOSE The purpose of this Holiday Policy is: SUMMARY To clearly identify the designated and observed holidays To explain compensation for employees who work or do not work on a holiday To ensure compliance with all applicable laws and regulations To establish a consistent process for the administration of holiday pay Full time and part time employees receive Holiday Pay for six designated holidays. In addition, time worked on the holiday will be paid at time and a half; and hours worked will count toward the weekly over-time calculation. Holiday hours are defined by the 24 hour time period of the designated holiday, 12:00AM 11:59 PM. OUTLINE Definitions... 1 Eligibility....2 Compensation...2 POLICY 4. DEFINITIONS: 4.1 Designated holidays: New Year s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, and Christmas Day. 4.2 Observed holidays for employees who work Monday through Friday: Holidays that fall on a Saturday will be observed the Friday before the holiday Holidays that fall on a Sunday will be observed the Monday after the holiday. 4.3 Scheduled Workday: day employee is expected to be at work and does not have approved time away from work. Page 4 of 14

5 5. ELIGIBILITY: 5.1 Full time (30+ hours per week) and part time ( hours per week) employees are eligible for holiday pay upon date of hire. 5.2 Employees must work their last scheduled workday preceding the holiday and their first scheduled workday following the holiday. 5.3 Exceptions will be considered when circumstances support the inability to work on either of these days. 5.4 Holiday pay for employees on approved leave of absence: Employees on approved leave of absence, and in full pay status (receiving only PTO or Frozen Sick Bank) since leave began, are eligible for holiday pay Employees paid through Short Term Disability, Long Term Disability or Worker s Compensation are not eligible for holiday pay. 6. COMPENSATION: 6.1 Holiday Pay for Full time and Part time Employees: Full time employees receive eight (8.0) hours of pay, at current base pay rate Part time employees receive four (4.0) hours of pay, at current base pay rate. 6.2 Compensation for Employees Who Work on the Holiday In addition to the holiday compensation stated in 3.1.1, employees who work on the designated holiday receive one and a half times their current base rate of pay for all hours worked Weekend and shift differential is paid when applicable. Versiti reserves the rights to interpret, change, modify, amend or rescind this policy in whole, or in part, at any time without prior notice or the consent of employees. Page 5 of 14

6 Meals and Breaks Policy PURPOSE The purpose of this Meals and Breaks Policy is: SUMMARY To clearly define meal periods and breaks To explain the compensation provided to employees during meals and breaks To ensure compliance with all applicable laws and regulations To establish a consistent process for the administration of meal and break periods Time for meals and periodic breaks is provided to ensure that employees can tend to personal needs throughout the work day. Employees who are scheduled for six (6) or more consecutive hours of work in a day receive thirty (30) or sixty (60) minutes of unpaid meal time. This unpaid meal time will be automatically deducted via the timekeeping system and employees will be prompted to confirm that it was taken at time of clock out. In addition, fifteen (15) minutes of paid break time is encouraged for employees per four (4) hour shift. Employees are required to clock out and back in anytime they leave/return to company premises. OUTLINE 1. Definitions Eligibility Compensation 2 POLICY 7. DEFINITIONS Meal period: unpaid, uninterrupted time set aside for eating and/or attending to personal business. A meal period can be thirty (30) or sixty (60) minutes in length. Break: paid time away from assigned work responsibilities. Breaks are generally 15 minutes in length and are encouraged but not guaranteed due to operational demands. Premises: Any area where work is performed, the physical areas in or surrounding a worksite or facility including but not limited to driveways, lawns, parking lots, or sidewalks in front of or next to a worksite or facility, and company vehicles. Page 6 of 14

7 8. ELIGIBILITY: 8.1 Employees working a six (6) or more hour shift are provided an unpaid meal period. 8.2 Meal periods can range from thirty (30) minutes to sixty (60) minutes, depending on individual and department needs. 8.3 Department leaders monitor daily operational needs to determine if and when a meal period may be taken. 8.4 As with all scheduling changes, employees should obtain authorization from their leader to work through a meal period, as it may result in overtime. 8.5 Generally, employees will be provided a fifteen (15) minute break for every four (4) hours they work. 8.6 Breaks may be delayed or not provided based on operational need. 9. COMPENSATION: 9.1 Employee meal period is unpaid. 9.2 Employees are encouraged to leave their work area for their meal period. If an employee is not completely relieved from duty and is not free to leave the work area for at least thirty (30) consecutive minutes, the employee must be paid. 9.3 Employee break time is paid at current base rate of pay. Versiti reserves the right to interpret, change, modify, amend or rescind this policy in whole, or in part, at any time without prior notice or the consent of employees. Page 7 of 14

8 Shift Hours and Shift Pay Policy PURPOSE The purpose of this Shift Hours and Shift Pay Policy is: SUMMARY To define First, Evening and Night shift hours To ensure we have a fair and consistent practice for compensating shift premium employees who work Evening and/or Night shift hours To establish a consistent practice for the tracking and administration of shift pay Eligible employees who work any time within the designated Evening or Night shift hours will receive the appropriate shift premium for those hours worked. OUTLINE 1. Definitions Eligibility Compensation 2 POLICY 1. DEFINITIONS First (1 st ) shift: 6:00 A.M. to 6:00 P.M EVENING SHIFT 6:00 P.M. TO 12:00 MIDNIGHT NIGHT SHIFT 12:00 MIDNIGHT TO 6:00 A.M WEEKEND: SATURDAY 12:01 A.M. TO SUNDAY 12:00 MIDNIGHT 2. ELIGIBILITY: 2.1 Any non-exempt employee, in an eligible function, who works within the designated Weekend, Evening and/or Night shift hours, will be compensated for those hours with shift premium pay in addition to their hourly base rate of pay. Non-worked hours such as meals, breaks and Paid Time Off (PTO) are not eligible for shift premium, on-call worked hours are not eligible for shift premium. Page 8 of 14

9 3. COMPENSATION: 3.1 Evening shift premium is $1.50 per hour. 3.2 Night shift premium is $2.00 per hour 3.3 Weekend premium is $2.00 per hour. Versiti reserves the right to interpret, change, modify, amend or rescind this policy in whole, or in part, at any time without prior notice or the consent of employees. Page 9 of 14

10 Severance Benefits Policy PURPOSE: Necessary business decisions may, on occasion, result in a change that impacts the employment of an employee(s). Versiti is committed to support employees who are separated from their positions as a result of position elimination or other employment situations determined by the organization. POLICY SUMMARY: Employees who are impacted by a position elimination or other employment situation determined by the organization, will be provided with extended compensation, benefits, and if applicable, outplacement services. POLICY: I. Eligibility A. Full or part-time employment status at time of separation B. Separation of employment occurred due to one of the following reasons: 1. Elimination of a position 2. Reduction of the workforce 3. Restructuring of the business unit or department 4. Other situations, as determined by the Chief HR Officer, based on business requirements. C. Employees will normally not be eligible for severance under the following circumstances: 1. Employee s voluntary resignation 2. Separation of employment due to cause 3. Employee is offered other continuous employment within Versiti where pay, scope, hours, benefits, and travel are comparable to their previous position. Page 10 of 14

11 II. Compensation and Benefits 1. Employees in an Individual Contributor role will be eligible for one (1) week of severance pay for each year of continuous service, with a minimum of two (2) weeks and a maximum severance of twenty six (26) weeks. 2. Employees in a leadership role (Supervisor, Manager, Director, VP) will be eligible for one (1) week of severance pay for each year of continuous service with a minimum of 4 weeks and a maximum of twenty six (26) weeks. The Chief HR Officer will determine appropriate severance based on level of leadership and individual circumstances. A. Severance payments will be made in accordance with the regular payroll cycle following the date of separation and receipt of the signed Severance Agreement by Human Resources. B. Benefits 1. Employees, if they elect to enroll in COBRA coverage, will receive continuation of medical, dental and vision benefit coverage, at the employee s current premium rate, during the severance period for which they qualify. 2. If the employee chooses not to elect COBRA, medical and dental coverage will terminate the last day of the month in which separation occurs. 3. Life and supplemental life coverage will terminate on the effective date of separation. A conversion option is available through an application process with the insurance carrier at the employee s expense. 4. Accrued Paid Time Off (PTO) will be paid in the pay period following the effective date of separation. 5. Severance payments are excluded from annual earnings as it relates to retirement account plan purposes. III. Outplacement services A. Outplacement services will be provided by an independent vendor selected by Human Resources. 1. Employees in a leadership role are eligible to participate in a designated Outplacement Program at no cost. 2. In certain circumstances employees in an Individual Contributor role may be eligible for outplacement support at no cost. Page 11 of 14

12 IV. Communication A. Employees will meet with their direct leader and a representative from Human Resources to review their specific severance benefits. B. Employees will receive a written Severance Agreement that will include the following: 1. Effective date of separation 2. Compensation amount and method of payment 3. COBRA benefits and process 4. PTO payout 5. Outplacement services, if applicable V. Severance Agreement and Payment A. In order to receive severance benefits, a qualified employee must review and sign the Severance Agreement and return it to Human Resources within the designated timeframe. This Agreement will release Versiti from any and all actions, suits, claims and demands related to the separation, as permitted by applicable federal, state, and local law. B. Payment of severance benefits will begin the payroll date following the date of separation and receipt of the Severance Agreement by Human Resources. C. The Chief HR Officer has the right to deny or amend severance benefits at their discretion and will make final determination for severance benefits. Versiti reserves the right to interpret changes, modify, amend or rescind this policy in whole, or in part, at any time without prior notice or the consent of employees. Page 12 of 14

13 Consent to Prepare and Release Materials Form CONSENT TO PREPARE AND RELEASE MATERIALS I,, am a current or former patient of, parent or guardian of a current or former patient, recipient of blood, blood products, marrow, organ and/or tissue from, or donor to, Michigan Blood, Versiti and its affiliates including Heartland Blood Centers, Indiana Blood Center and BloodCenter of Wisconsin, Inc. and have been asked to consent to preparation and release for publication of: my testimonial; photos, videotapes, digital or other images of me; other (please describe):. The information or items to be prepared and released are referred to hereafter as the Materials. I understand that the Materials may contain my image, words, voice, likeness, name or other identifying characteristics. By signing this consent, I certify that I personally and in good faith believe in the truthfulness of any of the statements I made in the Materials. If at any time I no longer endorse one or more of the statements or opinions expressed in the Materials, I will promptly and in writing direct my written notice to: Michigan Blood, Attn: Public Relations Director, 1036 Fuller NE, Grand Rapids, MI I understand that the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations governing privacy (collectively HIPAA ) require that I also sign an authorization to use and disclose my individually identifiable health information ( HIPAA Authorization ). I understand that the HIPAA Authorization sets forth certain of my rights under HIPAA and that nothing herein shall be viewed as affecting such rights. I hereby authorize Michigan Blood or other Versiti affiliates to display or release the Materials, including, but not limited to, my name, likeness and voice, without limitation, to the general public in any and all media, including, but not limited to, publications, broadcast, cable, satellite and the Internet for the purposes stated on the HIPAA Authorization. Subject to the foregoing, I further grant to Michigan Blood any and all rights of whatever nature I may have with respect to the control and use of my statements, work, appearance, voice and movement in connection with the Materials. Michigan Blood may use, release, publish, broadcast and re-broadcast the Materials as applicable, in any manner it chooses, including, but not limited to, in publications, via videotape or movies, over radio waves, by cable or satellite transmission, or on the Page 13 of 14

14 Internet as the Michigan Blood or any of its licensees or assignees determines appropriate. Michigan Blood may edit and re-edit the Materials as determined by Michigan Blood in its sole discretion. I hereby waive all rights that I may have to any claims for payment, compensation or royalties in connection with the use of the Materials or any exhibition, televised event, or publication of the Materials, including, but not limited to, testimonials or photographs, motion pictures, or video tapes, prepared pursuant to this Consent. By signing this Consent, I hereby fully release, indemnify and hold harmless Michigan Blood and its affiliates, members, officers, directors, employees and agents of any nature whatsoever, on behalf of myself, my successors or assigns, from and against any and all liabilities, claims, damages or injuries whatsoever, arising out of, having any connection with or as a result of my participation related to the Materials, including but not limited to, the taking or preparation of the Materials, and their use, copying, distribution, publication, release, disclosure or display, including any liabilities arising from any negligent acts of Michigan Blood, its affiliates, members, officers, directors, employees or agents. Dated this day of, 20. WITNESS: Signature of Patient/Recipient/Donor (or Legal Representative) Page 14 of 14