Human Resources Policies & Procedures Samuel U. Rodgers Health Center

Transcription

1 Human Resources Policies & Procedures Samuel U. Rodgers Health Center Policy: Vacation Leave & Attendance Policy No: Original Date: Revision Date: 03/01/07, 11/01/10; 06/02/2014 Depts. Affected: All VACATION LEAVE & ATTENDANCE POLICY - PURPOSE To afford qualifying team members the opportunity to take time away from work for rest, relaxation, sickness, recuperation or to address personal affairs, and establish expectations of team members regarding attendance and reliability in the workplace. VACATION LEAVE 1. Planned vacation leave is to be scheduled with the supervisor in accordance with available accrued time, and consistent with the needs of the department. Notice for provider and executive staff (chief executive officer, chief financial officer, chief health officer, chief operating officer, and chief quality and nursing officer) must be 30 days in advance, and others must be two weeks in advance, (except for unexpected illness or emergency). Vacation leave requests should be completed electronically for supervisor approval. 2. Vacation leave begins accruing on the date of hire. Eligibility for vacation leave will begin three (3) months after employment. Vacation leave will be paid at the base rate, not including overtime or extra pay. 3. Vacation leave is based on the accrual rates shown below. When accrual balance is at the maximum accrual/cap amount, additional accrual will not occur until vacation leave is taken, and therefore the balance drops below maximum accrual amount. The maximum accrual amount is 320 hours. Vacation leave does not accrue during Unpaid Leaves of Absence. Years of Eligible Completed Service Hours Accrued Biweekly Yearly Accrual Maximum Accrual/Cap 0 months 36 months days 160 hours 1

2 Years of Eligible Completed Service 37 months 96 months Hours Accrued Biweekly Yearly Accrual Maximum Accrual/Cap days 240 hours 97 months days 320 hours 4. Team members are allowed to donate vacation time to other team members who are experiencing a medical or personal emergency. The recipient must have exhausted their own paid leave balances before receiving donations. Team members are to discuss the donation of leave to another team member with Human Resources before making such commitments. Selling or cashing out of vacation leave is not allowed. 5. Team members who leave the organization voluntarily and properly fulfill the minimum notice requirement will be paid for their accrued, unused vacation leave hours. Vacation leave hours will not be paid out to those employee who are involuntarily terminated due to cause or have not fulfilled the provided minimum requirement of 2 weeks of notice. Executive Team members and management team members are required to provide 30 days of notice. Providers are to provide 60 days of notice. ATTENDANCE 1. Regular and consistent attendance and punctuality is expected from all team members. Arriving late, departing early and frequent absences are disruptive and disrespectful to others who have to cover for absences and absorb their work responsibilities. 2. Team members are expected to be at their assigned workplaces and ready to work at their scheduled time in the proper mental and physical condition to perform their jobs. A 5 minute grace period is allowed for situations when an employee cannot arrive at the scheduled time. Team members also are expected to remain at work for their entire work schedule. 3. Failure to notify the supervisor of absences for three consecutive days will result in a voluntary termination. 4. Absences or tardiness directly and negatively affects the productivity of the department or others in the department and will be managed as a business problem. It is expected that these problems will be resolved by the employee s supervisor. Such resolution may include reassignment within, or dismissal from the organization. Lateness shall be addressed in the following manner and the timing is to be based on 2

3 the employee s performance year: RESPONSIBILITY 1 st and 2 nd occurrence Verbal Coaching 3 rd occurrence Written Coaching 4 th occurrence Performance Improvement Plan 5 th occurrence Termination 1. Human Resources are responsible for establishing the guidelines and procedures associated with the Vacation Leave and Attendance Policy. 2. Human Resources will provide support and direction to supervisors in addressing job performance issues. 3. Supervisors are responsible for ensuring team members are not misusing or overusing their vacation leave benefits. 4. Supervisors are expected to manage, maintain attendance and punctuality records, and respond to misuse or overuse of vacation leave and attendance issues as job performance issues. 5. All team members are responsible for communicating and submitting their requests electronically for vacation leave to their supervisors in advance of use. 6. Team members are responsible for understanding and complying with this policy. PROCEDURES 1. All requests for the use of vacation leave must be completed by the employee and submitted to the supervisor for approval as follows: provider and executive staff must request 30 days in advance, and all other team members must provide notice two weeks in advance, except for unexpected illness or emergency. 2. Exempt and non-exempt team members are expected to complete a time off request electronically for vacation leave. 3. Team members who find it necessary to be absent from work for any reason are expected to personally inform their supervisor by phone within one hour of their scheduled reporting time. If an employee cannot immediately reach their supervisor, a call with a message is to be placed to Human Resources at A hospitalization or serious illness must be reported to the supervisor as well as Human Resources as soon as possible. 3

4 5. A person absent for one of the following reasons must bring a release signed by a physician, physician assistant or nurse practitioner to assure a safe return to regular job duties: a. serious injury b. surgery c. hospitalization d. communicable or infectious disease e. complications during pregnancy f. illness of 3 days or more. 6. Failure to bring the proper statement or return to work notice may result in the employee being sent home without pay until the notice is presented. If notice is not presented within 3 days of request, the employee will be considered a voluntary termination. 7. Extended absences of one week or more should always be brought to the attention of Human Resources. Such an absence may qualify or need to be considered through one of the company s leave of absence policies. ********* 4

5 Human Resources Policies & Procedures Samuel U. Rodgers Health Center Policy: Sick Leave (SL) Policy No: Original Date: 09/09/04 Revision Date: 03/01/07; 4/30/07, 11/01/10; 06/02/2014 Depts. Affected: All PURPOSE To provide qualifying team members compensation time away from work for personal illness or injury. POLICY 6. Sick Leave (SL) provides compensation in the event of an illness or injury of a team member that exceeds 3 or more days. SL may not be used for illness/injury of anyone but a team member. 7. SL can only be used after three (3) consecutive days of a team member s absence from work due to illness or injury. Compensation for the first three consecutive days of absence will be from vacation leave, if available. Exception: If the team member is admitted to the hospital, has surgery or a medical or dental procedure, SL may be used on the first day of the team member s illness or absence from work. 8. Eligibility to use SL will begin three (3) months after employment. SL pay will be at the base rate, not including overtime or extra pay. 9. Team members unable to report for work due to unexpected illness must personally notify their supervisor by telephone within one hour of their scheduled reporting time. If the supervisor can't be reached, the team member must contact the Human Resources Department at In order to receive compensation from SL, a statement from a provider must be presented to the supervisor verifying the following: the ability to work, any restrictions or limitations to include both beginning and ending dates. 11. The above documentation is also necessary for verification of a team member s ability to safely return to work. 5

6 12. In the event of an extended illness, the supervisor should be notified regularly, but at least once a week. 13. Team members start to accrue SL upon employment. SL is accrued at the rate of 10 days per year (3.08 hours per pay period). SL is calculated on the basis of a benefit year, the 12-month period that begins when a team member starts to accrue SL. SL will stop accruing once a team member s accrual reaches 520 hours. 14. Unused SL will not be paid out to team members while employed or upon termination of employment. RESPONSIBILITY 1. The Human Resources function is responsible for establishing the guidelines and procedures associated with the SL Policy. 2. All team members are responsible for notifying management of absences and providing required documentation. 3. Management is responsible for notifying Human Resources of team members absences so they may be correctly compensated. PROCEDURES 1. Team members unable to report for work due to unexpected illness must personally notify their supervisor head within one hour of their scheduled reporting time. If the supervisor can't be reached, the team member should contact the Human Resources Department at Management is to notify Human Resources of a team member s absence and provides appropriate documentation to Payroll. 3. In the event of an extended illness, the supervisor should be notified regularly, but at least once a week. 4. Upon return to work a team member provides documentation regarding ability to safely return to work. ********** 6