KentuckyOne Health Employee Recognition Program Questions and Answers for Leaders

Transcription

1 Updated January 8, 2015 KentuckyOne Health Employee Recognition Program Questions and Answers for Leaders Questions added January 2015: Leader discretionary points 1. When a leader is on FMLA can we transfer his/her discretionary points to a different leader? We will not transfer a leader s points unless his/her leave extends beyond 12 weeks. Points can be awarded before or after the leave during the six-month award period. 2. When a leader leaves the organization can we transfer their points to a different leader? We can transfer a departing leader s points one time to that leader s leader. The HRBP should request the transfer from Julie McGregor, including both leaders names and employee numbers. 3. When individuals are promoted to a manager or above position, how and when do they receive leader discretionary points? Your budget of leader discretionary points is replenished every January and July. If you change jobs during the year, you will not receive points until the next distribution. Please note: leader discretionary points do not travel with you to another job, so you should use them to recognize employees before you transition out of the current role. Other notes about leader discretionary points: You can award discretionary points any time during the year. Unused discretionary points expire June 30 and December 31; always be watching for opportunities to recognize good work! A list of suggested point values for various activities is available on the recognition program website. (Examples include living our core values, stopping an unsafe action, lending a hand, meeting goals, etc.) The amount of discretionary points you receive is based on head count. Leader Q&A: Employee Recognition Program 1

2 Questions added December 2014: Taxation 4. Why are recognition points taxed when received, rather than when the points are used for purchases? Taxation is an IRS requirement. 5. Can the taxes on points be divided into payments instead of a lump sum? No, taxes will be paid in a lump sum annually. Please note, taxes on the points are relatively small amounts. For example, tax is less than $2 on 25 points and less than $10 on 150 points. 6. When are points taxed if they are awarded after the December 26 payroll run but before December 31? Points awarded December will be taxed in When employees leave the organization, are they taxed on points even if there aren t enough points for a purchase? Yes. Points received, regardless of the number, will be taxed. Note that points will stay in an employee s account until they are used for a purchase. 8. When employees leave the organization, can they still spend their points on the recognition website? Yes. Points will stay in an employee s account until they are used for a purchase. 9. Can an employee opt out of receiving points? No, this option is not available. Previously Answered Questions 10. Why do I get a no results message in the recognition box when I search for a coworker using her last name? I know she is an active KentuckyOne employee. If you are searching for an employee with a common last name, the system will find too many results and will give you an error message. Please search by first and last name to ensure you are sending recognition to the right person. 11. What is the last day I can disperse my current block of leader points? Your current balance of leader discretionary points will expire December 31, How often will leader discretionary points reload? We plan to load leader discretionary points twice each fiscal year, in July and January. 13. We have a lot of employees doing great things. Can I get more points if I exhaust my discretionary point total? Leader Q&A: Employee Recognition Program 2

3 Thank you for acknowledging the great work of our teams! However, at this time we do not have the budget to grant additional leader discretionary points. 14. Can I get more points before the next reload if justification is given? At this time we do not have the budget to grant additional leader discretionary points. 15. We have an awesome float pool and nurses borrowed from other departments. If I want to recognize one of those employees, which manager s budget do the points come from? Leader discretionary points are deducted from the leader who s giving the points. However, you could ask the leader of the float pool to award the points. 16. Are there precedents or recommendations for how many points to award for certain actions? A list of suggested point values for various activities is available on the recognition program website. 17. How many points are awarded for peer-to-peer recognition? No points are awarded for peer-to-peer recognition. 18. Can I award points to CHI national employees who work at my facility? No. Only KentuckyOne Health employees are eligible to participate in our employee recognition program. 19. What are the basics of the recognition program? We want to recognize everyone s efforts to make KentuckyOne successful. You can give and receive recognition for living our core values, stopping an unsafe action, lending a hand and more. Points are awarded for some activities. Service awards, retirement and other recognition also will be coordinated through the new program. 20. Why do we need a new recognition program? We want to connect our recognition program with our efforts to build a culture of appreciation and recognition. We re also responding to employee feedback in the Performance Culture Assessment about recognition and where we should focus our resources. 21. Can I recognize employees from other departments? Yes. You can recognize anyone employed by KentuckyOne. You also may choose whether to send a copy of the recognition to the employee s leader. 22. What are the meanings of the terms organization and department on the recognition website? Leader Q&A: Employee Recognition Program 3

4 The recognition program website uses those terms to identify workgroups and hierarchy. The terms are helpful if you use the search feature to find an employee on the recognition website. Organization: The leader and employees within a department or team. The organization is identified by the leader s name. The leader is listed as the owner (i.e., Owner Jane Smith). Team members are identified as members of that organization (i.e., Member Jane Smith). Department: This field is pre-populated with an employee s department as reflected in the KentuckyOne HR records. Employees cannot change this field. 23. Why is the Copy Manager feature turned off for leader recognition? Leaders who send recognition may choose to send a copy to the employee s manager. If you re recognizing one of your own employees, you won t need a copy of the message you sent. You may choose to copy the manager of an employee you re recognizing if he/she is not one of your direct reports. 24. How often are leader recognition budgets replenished? Your points budget is replenished twice each year. As a leader you can help drive performance, recognize achievement and change behavior by awarding recognition points to employees for: Coaching/Mentoring Goal/Achievement Growth/Financial improvement Leadership commitments (leaders only) Performance Culture Assessment Results Patient/visitor customer satisfaction SafetyFirst/Quality 25. Can I run reports related to the recognition program? Yes. Leaders can run reports on a number of different topics. You can customize your manager dashboard for the reports you want to see most often. You also may select a favorite report to appear on your home page when you first log in to the recognition site. And a visual tracking tool makes it easy for you to monitor your points budget. 26. What is a PURL? A personalized URL (PURL) is a website created specifically for one individual. The system generates a PURL to recognize an employee s fifth service anniversary and every five years thereafter. The employee s co-workers, family and friends can post comments, photos and videos to the PURL to recognize and celebrate the employee s achievement. 27. What s my involvement with a PURL? Leader Q&A: Employee Recognition Program 4

5 Your role as a leader is to invite people to contribute messages to PURLs for your direct reports. You will receive a notice about a month before an employee s anniversary that he/she is eligible for a PURL. Instructions are provided so you can invite co-workers and others to send messages and photos to the employee s PURL. Contributions are due the day before the service anniversary. Then on the anniversary date, the system sends the completed PURL to the employee. It s a nice surprise of support and cheer on the employee s anniversary! 28. Will I get reminded about PURLs? Yes. Here s an example of the timing: If your employee James is due to receive a PURL on his anniversary May 15, you will receive your first notice April 15. That s your cue to send the PURL invitation to co-workers and others. About May 8 you will receive a reminder to send the PURL invitations. Contributions will be due May 14. James will receive a link to his PURL on May How often can employees receive PURLS? PURLs start at an employee s fifth service anniversary and are awarded every five years thereafter. 30. How are we factoring PURLs for the first part of this year? PURLs will be retroactive to January How are we handling service anniversaries that have already occurred this year? In the Louisville market (except University of Louisville), employees with service anniversaries March 1 to June 30, 2014 will receive applicable recognition points by June 30. For ULH and the central and eastern market, employees with service anniversaries January 1 to June 30, 2014 will receive applicable recognition points by June 30. Leader Q&A: Employee Recognition Program 5