The Old, the New & the True What You Need to Know About Your Pay & Benefits After June 18

Transcription

1 The Old, the New & the True What You Need to Know About Your Pay & Benefits After June 18 Sisters of Charity of Leavenworth Health System, Inc. All rights reserved.

2 Standardized Practices an overview 2017 Policy Changes Timecard Maintenance and Approval Pay Day Employment Classification Jury Duty, Legal Proceedings and Voting PTO Cash Out Bereavement Leave Meal Period Payroll Deduction Retirement Weekend Shift Differential Shift Differential Low Census PRN Standby On Call, Call Back, Remote Call Back Position titles may be changed in the system due to linking the two payrolls. Please note: this is a system change only. Benefits PTO 2018 Short Term Disability / EIB Tuition Reimbursement 3

3 KRONOS Timecard Maintenance and Approval Associate approval not required Department Leadership approval Future State Policy Associate Approval: Associates must approve their own timecards each pay period end Department Leadership Approval: Must ensure timecards are accurate, and approve direct reports timecards by payroll deadline, 10:00 A.M. Mountain Time every Monday following each pay period end (9:00 A.M. Mountain Time Tuesday when payroll close Monday falls on an SCL Health-recognized holiday) Bi-weekly audit for compliance Provides you an opportunity to review your hours to ensure accurate pay. This reduces the chance of any paycheck errors due to missed punches or PTO. 4

4 Pay Day Thursday Future State Policy Friday First pay day is Friday, July 7 Payroll deposits are sent to the associate's bank with an effective date of the Friday pay date. Banking institutions can post that deposit at various times, some may see the deposit pending prior to the Friday pay date others may not see the deposit until Friday. SCL Health guarantees all deposits are transmitted to meet the Friday deadline. 5

5 Employment Classification Employment Classifications: Regular Full-Time: 70 + hours/pay period Regular Part-Time: Less than 70, greater than 40 Temporary PRN: As needed regularly scheduled less than 20 Student worker Future State Policy Employment Classifications: Regular Full-Time: 72 + hours/pay period Regular Part-Time: Less than 72, greater than 40 Temporary PRN Two additional hours a pay period are required to be eligible for Full-time status and benefits. All PVMC associates will transition to the 72-hour schedule prior to the Lawson transition. 6

6 Jury Duty, Legal Proceedings and Voting Duration of Jury Duty Pay: Full-time or Part-time associate for a maximum of four (4) weeks Other status for a maximum of three (3) days Voting Pay: 2 hours paid during their scheduled shift, ONLY if Associates find it impossible to vote by any means before or after their scheduled shifts Associates must notify their manager/supervisor of their need to vote during their scheduled shift no less than 24 hours prior to the scheduled shift start time Future State Policy Duration of Jury Duty Pay: For duration of required service Voting Pay: 2 hours paid during their scheduled shift, ONLY if Associates find it impossible to vote by any means before or after their scheduled shifts Associates must notify their manager/supervisor of their need to vote during their scheduled shift no less than 24 hours prior to the scheduled shift start time The amount of time you can receive pay for Jury Duty has increased to the duration of required service. 7

7 PTO Cash Conversion May convert only PTO earned during one (1) or more previous pay periods in the current calendar year. May convert a minimum of eight (8) hour per pay period May convert a maximum of eighty (80) hours per calendar year Your conversion cannot reduce your PTO account below twenty-four (24) hours PTO Accrual Remain on PVMC PTO through 2017 Future State Policy No PTO Cash Conversion beginning 1/1/18 Associates can donate PTO to foundations or to an associate on approved medical leave of absence Max cap is currently 240 Due to the PTO freeze in May and June, and the new lower PTO limit added in January, we are able to cashout PTO until the end of Accrual rates are similar with SCL Health Associates may cash out PTO through December, Beginning 1/1/18, we will no longer able to cash out accrued balances. HR Service Center will process all requests. 8

8 Bereavement Leave Time (Hours) Provided Immediate Family only* Full-time and Part-time associates Three scheduled working days (maximum of 24 hours) PTO use for additional time requires management approval *Immediate Family Includes: Spouse Child Spouses of Children Grandchildren Parents, Brothers, Sisters Foster parents, Legal guardians Grandparents Step family Future State Policy Terms of Use (Timeframe): No time limit, however management approval is required Time (Hours) Provided Immediate Family only* FTE = 24 hours FTE = 12 hours FTE or less = no benefit PTO use for additional time requires management approval *Immediate Family Includes: Spouse or equivalent, as defined by state law Child, Step Child Guardian Parent, Step Parent, Parent-In-Law Spouses of Children Siblings and Step Siblings Grandparent Grandchild Specific hours are defined instead of shifts. 9

9 Meal Period 1 st Meal at 5.25 hours 2 nd Meal at 14.5 hours Future State Policy 1 st Meal at 5 hours 2 nd meal at 16.5 hours Meal periods are automatically deducted from hours worked. Should an associate not be provided an uninterrupted meal break, they have the option to cancel the meal allowance in KRONOS and be paid for the time worked. 10

10 Payroll Deduction for Cafeteria Purchases Associate pre-pays card for cafeteria deductions Receive 10% credit for $50 pre-load 25% associate and 15% senior discounts Coupons accepted Future State Policy Not required to pre-pay card, charges are deducted directly from your pay check Maximum Deductions: Expenditure must be paid in full each pay period and cannot exceed an Associate s compensation for that pay period PRN/Per Diem/Contract: Not eligible for payroll deduction System unable to process 10% pre-load credit 25% associate and 15% senior discounts Coupons accepted $200 payroll deduction limit per pay period ($14/day) Associate meal discounts at other care sites Pre-load deadline is June 1. If you have money on your badge, plan to spend it to $0 by 6/17. Any money left on your badge on 6/18, will be added to your first paycheck in July. You no longer have to pre pay on the card for use in cafeteria. Associates will be able to use their badge to pay for meals and the amount is directly deducted from their pay checks. Written authorization is required. Generous meal discounts still apply. 11

11 Retirement Current State PVMC Plan Design Recordkeeper: Lincoln Financial Future State PVMC Plan Design (no change through 2017) Change in Recordkeeper: Moving to Fidelity beginning of July The Plan Design (employer match and discretionary contribution) will remain the same for all of On or around July 1 st, retirement accounts (and balances) with Lincoln Financial Group will move to Fidelity. A comprehensive guide will be given later this month On-site advisors will be available There will be no action needed for associates There will be no transaction fees for fund transfers There will be a blackout period for distribution requests or deferral changes. We are working with Fidelity to confirm timeline. After everything is transferred to Fidelity and we have completed the blackout period, associates will be able to change investments available in the plan as they wish. 12

12 Weekend Shift Differential Weekend Shift Differential Hours: 2300 (11pm) Friday night and 2300 (11pm) Sunday night Future State Policy Weekend Shift Differential Hours: 1900 (7pm) Friday to 0700 (7am) Monday Weekend Shift Differential Qualifications: Associate must work at least 2 uninterrupted hours during the weekend shift differential zone to qualify for weekend shift differential Associates working the weekend will receive an additional amount of weekend differential (totaling an additional four (4) hours on Friday and eight (8) hours on Sunday night). 13

13 Shift Differential: Evening and Nights Currently paid for hours worked in the designated shift. Future State Policy Shift Qualification: Majority Rule will apply to new hires beginning in June 18 Definition: At least 50% of hours must be worked in the shift differential zone to qualify for shift differential (Ex: 7:00 p.m. 7:00 a.m. entire shift, all 12 hours, qualifies for night shift differential; 8 of the 12 hours falls into the night shift zone) A plan is being developed for current day shift associates to ensure limited impact. The majority rule will apply to new hires. This means the majority of total hours worked in a designated shift will be recognized for the total shift. 14

14 Low Census Call Pay (Half Pay) and Call Back Call for full-time and part-time stafffor M/S/T, Women s Services, Stepdown/ICU, and Cath Lab - for regularly scheduled shifts - Half of regular base pay. (Cath Lab shifts after hours received regular Standby on call pay) Callbacks for Half pay shifts are paid at regular base pay unless the employee is into overtime on the 12/40 overtime rule. Half pay stops when called back Call standby and low census pay accrues PTO and EIB time Future State Policy No change No change Call standby and low census pay does not accrue PTO and EIB time The Half Pay policy remains the same, but PTO EIB do not accrue for Half Pay Call. 15

15 PRN PRN: 15% added to base rate, or a flat rate defined for selected positions Hours Requirements: As defined by the applicable department or care site Benefits: Not eligible Future State Policy PRN Pay Rate: Base rate, based on years of experience for that position, or a % differential for selected positions Hours Requirements: As defined by the applicable department or care site Benefits: Not eligible A plan is being developed for current PRN associates to ensure limited impact. HR will work with managers to collect years of experience information. Managers will communicate any changes directly with those impacted prior to June

16 Standby On Call / Call Back / Remote Call Back Hospital Call Back - time and a half with a 1 to 2 hour guarantee On Call pay continues after returning to work Remote Call Back: actual time worked at straight pay Future State Policy Hospital Call Back - time and a half with a 2 hour guarantee On Call pay is discontinued after returning to work Remote call back: 30-minute minimum guarantee at straight pay Call Back pay standardized to 2 hour guarantee, no duplication of call pay and work, a guarantee of 30 minutes at straight pay when responding to a call remotely. 17

17 Additional Benefit Changes for Platte Valley Other Employee Benefits Raise and Bonus look for both this month! Recreation Center (Brighton/Ft. Lupton) discounts EAP through end of year Verizon Cell Phone discounts Hospital Bill Discounts for services through end of year Massage discounts Tuition Reimbursement remains the same through end of 2017 Future State Policy Raise and Bonus Recreation Center discounts Perks at Work discounts on many plans and products Massage discounts Tuition reimbursement will be offered by SCL Health in 2018 Many of the extra perks you ve come to love at Platte Valley will continue. 18

18 Effective: 2018 Benefits Remain on PVMC benefits through 2017 HealthWise in 2017 keep getting your wellness points Future State Policy More information to be provided during open enrollment in October SCL Health medical plan wellness points factor into premium discounts for 2018 HealthWise program will continue 19

19 Effective: 2018 Short Term Disability (STD) Remain on PVMC associate paid plan: Adjusting to private pay for second half of year. Future State Moving to employer paid plan. More information to be provided during open enrollment in October Extended Illness Bank (EIB) Remain on PVMC program through 2017 Future State In 2018, Employer paid Short Term Disability (STD) program will replace EIB EIB balances as of 6/23/2017 will be transferred to Lawson and will continue to accrue according to PVMC policy through the remainder of 2017 Beginning in 2018, STD benefit will apply, EIB balances will be frozen, but can be used according to SCL Health FMLA and Leave of Absence policies 20

20 Payroll & Benefit Questions? 21

21 DEPARTMENT INTEGRATIONS 22

22 Highly-Impacted Department Changes for Platte Valley You ll see changes within: 1. Human Resources 2. Accounting 3. Patient Financial Services / Revenue Services Center / Patient Access 4. Materials Management 5. Information Services / System Technology Service Center (STSC) 6. Medical Records/HIM/Coding/Transcription 7. Nutrition Services / Sodexo 23

23 Department Changes for Platte Valley Human Resources What Stays Here Associate relations & engagement Policy & program implementation What Moves to System Services (Broomfield) Compensation and benefits Recruitment & talent acquisition resources Education and training SCL Health s HR Associate Service Center will be your resource for HR-related questions about benefits, payroll, timekeeping, policies, etc. With Lawson, associates will be able to enter and update the majority of their information electronically. 24

24 Department Changes for Platte Valley Accounting What Stays Here Our budget and capital planning Payroll Accounts Payable What Moves to System Services (Broomfield) We will use a newer version of KRONOS for timekeeping and payroll and will benefit from the new Lawson system. Training for KRONOS and Lawson is now available through HealthStream. 25

25 Department Changes for Platte Valley Patient Financial Services / Revenue Services Center / Patient Access What Stays Here Financial counseling and Medicaid enrollment Some positions will remain here and some will move to Broomfield Transition timing is tied to billing & collection in current system Patient Registration/Admissions Prompt Pay Discount What Moves to System Services (Broomfield) Charity Care enrollment Beginning June 1, follow up billing and collections will transition System Revenue Service Center (RSC) Pre-authorization and pre-registration will move in April, 2018 Patient billing and collection will transition to System Services beginning June 1. Platte Valley associates will continue to receive hospital discounts on their bills through

26 Department Changes for Platte Valley Materials Management What Remains the Same Current staff on site for product delivery and replenishment Office Depot process for ordering and receiving What Changes Medical supplies, implants, capital, and all other PO orders will be placed remotely OR and Cath Lab workflows will be adjusted to accommodate the Lawson/Epic functionality Centralizing orders and sharing vendors results in better contract rates.

27 Department Changes for Platte Valley Information Services / System Technology Service Center (STSC) What Remains Information Services technical team remains on site to support Platte Valley s technology needs What Changes Centralized Technical Assistance Center (TAC) aka Help Desk is available 24/7 and ensures the coordination and restoration of hardware and software issues throughout the system Our Information Services / System Technology Service Center team is available 24/7 to meet your technology needs. With on-site analysts and resources throughout the system, Platte Valley associates can feel confident their needs will be met in a timely manner. 28

28 Department Changes for Platte Valley Medical Records/HIM/Coding/Transcription What Remains What Changes Associate positions stay the same There will be changes to reporting relationships for coding and transcription With Epic transition, coding and transcription reports will be provided at the system level. 29

29 Department Changes for Platte Valley Nutrition Services / Sodexo What Remains Associates will continue to report to Platte Valley Food quality and great service What Changes New items on the Bistro & Room Service menus Digital signs in the Bistro Managers will be Sodexo employees Payroll deduction payment option instead of preloaded badge Please remember: if you have money on your badge, plan to spend it to $0 by 6/17. Any money left on your badge on 6/18, will be added to your first paycheck in July. Associates will be able to use their badge to pay for meals and the amount is directly deducted from their pay checks. Generous meal discounts still apply. 30

30 What Additional Questions Do You Have Please take time to review your FAQ? 31