Frequently Asked Questions

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Charlotte Griffin
6 years ago
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1 Frequently Asked Questions W2 Part-Time Employee Status: Event Leads, Biometric Screeners, Venipuncture Screeners and Registration Coordinators What is happening? WCS is on a mission to spread wellness in the workplace. As an industry leader, we want to continue to deliver award-winning products and services that exceed expectations. Our goal is to attract and retain a workforce that is, itself, committed to excellence for our clients. We recently reviewed our operations and have decided to provide more coaching, training, supervision and support to all of our Wellness Representatives relating to the on-site biometric screening events we host for our clients. As a result, we will transition our Event Leads, Biometric and Venipuncture Screeners and Registration Coordinators that staff our wellness events, to W2 part-time employees in conjunction with your first assignment on or after January 1, Will my role change? No! We want you to continue to provide innovative and rewarding experiences to our clients as you have done to date. Keep in mind that this transition will only affect our Event Leads, Biometric and Venipuncture Screeners and Registration Coordinators that staff our wellness events. Health Educators will remain independent contractors, even if they cross over into other positions. What are the advantages of the change? As a part-time WCS employee, you will enjoy the convenience of having direct deposit and being able to view your paystubs on-line. You will be paid semi-monthly the 15 th and end of month. Becoming a W2 part-time employee, will enable us to offer more coaching, training, supervision and support to all of our Wellness Representatives. You will gain access to nationally recognize professional development training/webinars such as desktop computer skills, management and leadership training, health and safety and a vast array of other topics through ADP, a portal you will gain access to as an employee. You will also receive newsletters and healthy living programs such as Global Fit ( where you will get exclusive savings on gym memberships, a variety of home health and fitness products including Zumba, Total Gym, Schwinn, StairMaster and more!! You can also expect additional training and support via WCS webinars and monthly training courses as we increase the uniformity of skills and expectations, which will in turn result in an enhanced experience for our clients and for you. Page 1 of 5 12/9/15

2 When will my reclassification take effect? You will be reclassified to a Part-time WCS employee in conjunction with your first assignment on or after January 1, For example, if your first assignment is in March 2016, you will be transitioned at that time. A Part-time employee is any employee that is regularly scheduled to work less than 30 hours per week. You will not be eligible for any of the employee benefits that full time WCS employees are entitled to, including, but not limited to, health insurance, vacation leave, paid holidays, or participation in the WCS retirement plan. In addition, you will be subject to company policies and procedures that all WCS employees follow. Will my hours change? Not as a result of this change. Just as with past engagements with WCS, business needs and state requirements for breaks and meals in your geographic area will dictate your hours. Will my schedule change? Not as a result of this change. You will continue to utilize Shiftboard to sign up for events as well as to record hours worked on the Shiftboard timecard. Will my pay change? Yes. Your hourly rate will be reduced by 8% to cover employee paid taxes. Converting you to a W2 employee has many factors to consider. WCS will begin to withhold your portion of Social Security and Medicare taxes from your wages as well as withhold federal and state taxes. You will no longer have to set aside money to pay estimated taxes at the end of each year. In addition, WCS will also pay Social Security, Medicare, and unemployment taxes on your wages from an employer perspective. You will receive an IRS (Internal Revenue Service) Form W2 from WCS in January each year reflecting the amounts paid and withheld during the previous year. Page 2 of 5 12/9/15

3 Below is a sample of payment differences between independent sub-contractor and employee: Assumptions: 1. The individual's rate is $20 per hour as a contactor which is converted to $18 as an employee 2. The individual has a 15% Federal Tax Rate and lives in a state with a 5% rate 3. The individual works 50 hours during the pay period Contractor Employee Gross Pay (50 hrs * hourly rate per assumptions above) $1, $ Less: Employee FICA and Medicare (at 7.65%) - ($68.85) Federal Tax Withholding at 15% - ($135.00) State Withholding at 5% - ($45.00) Check Amount from WCS $1, $ Year Tax Reporting (paid upon filing of quarterly estimated filing or with annual tax returns): Combined-Self Employed Social Security and Medicare Taxes (15.4%) ($154.00) - Federal Tax at 15% ($150.00) - State Tax at 5% ($50.00) - Amount of Net Compensation After Paying Taxes $ $ How will I be paid? With your new employee status, you will receive your wages for time worked on a semi-monthly basis (the 15th and end of month) via direct deposit or if you choose not to have direct deposit, your check will be mailed to your home address via USPS. We are on a one pay period delayed schedule. So events worked from the 1st through the 15th of the month will be paid on the last work day of the month. Events worked from the 16th through the last day of the month will be paid on the 15th of the following month. If a payday falls on a weekend or holiday, payday is the workday prior. How will mileage be paid? WCS does not provide reimbursement for mileage, tolls or parking unless pre-approved with a Recruiter from the Talent Acquisition team. In addition, standard travel policy for WCS does NOT include flight, rental car, or hotel accommodations. We also do not reimburse travel for events unless pre-approved. If your travel reimbursement has been pre-approved, all travel expenses (i.e. tolls, parking) must be submitted in the Expense Notes section of your timecard with reference to the Recruiter with which the arrangement was made. Please specify parking or tolls by the actual dollar amount or you will NOT be reimbursed. You do not need to submit your receipts, but please keep all receipts until your paycheck has been received. Enter your TOTAL pre-approved travel reimbursement amount in the Travel Reimbursement section of your timecard. Page 3 of 5 12/9/15

4 WCS is on a net 30 pay scale for reimbursement of any pre-approved expense and travel reimbursements. The Accounts Payable department makes every effort to send compensation by mail 30 days from the receipt and approval of timecards, which must include any and all travel expenses. This payment will be processed as a separate check. You will not see the mileage reimbursement on your semi-monthly paycheck. Are there forms that I need to fill out to become a W2 employee? Yes. In conjunction with your first assignment on or after January 1, 2016, our HR department will be sending you new hire paperwork via from HR@wellnesscorporatesolutions.com that you will need to fill out in order to be paid as a W2 employee. It is important that these forms are filled out as soon as you receive them to ensure that there will not be a delay in your pay. There will be specific instructions on how to fill out each form and how to return the new hire paperwork back to the HR department for processing. Will I be paid for required training? Effective January 1, 2016, any training (classroom, webinar, and Well U) which is required of Event Leads, Biometric and Venipuncture Screeners and Registration Coordinators, will be paid at $12.00 per hour. Will I be able to request a verification of employment if ever needed? Yes, WCS will only verify dates of employment. We do not provide any other type of references for part time employees. Please send your requests to HR@wellnesscorporatesolutions.com Can I accept outside employment? You can still continue to work for other employers as you like, either as W2 or 1099 status. I prefer to remain an independent contractor; can I continue to provide services as an independent contractor for WCS? Unfortunately, no. Because of the additional training, supervision, and focus on increasing uniformity of skills, expectations and procedures, we are requiring all of our Event Leads, Biometric and Venipuncture Screeners and Registration Coordinators to convert to a W2 employee status going forward. Who do I contact if I have additional questions? To quickly serve you, please address all inquiries to HR@wellnesscorporatesolutions.com Page 4 of 5 12/9/15

5 Copy of original sent on December 9, 2015 Dear WCS Wellness Reps, As we continue our mission to spread wellness in the workplace and as part of our focus to continually exceed our client expectations, WCS recently reviewed its operations and have decided to provide more coaching, training and support to all of our Wellness Representatives relating to the on-site biometric screening events we host for our clients. We re proud of our service and want to make additional investments in our workforce to make it even better! With that goal in mind, and after careful consideration, we ve decided to transition our Event Leads, Biometric and Venipuncture Screeners and Registration Coordinators that staff our wellness events, to W2 part-time employees on or after January 1, 2016 in conjunction with your first assignment. Although we have always considered you to be essential contributors to our organization, we are excited at this internal change and the opportunities it will bring to WCS and to you. We re sure you have questions about what this means for you and you can expect to receive further information from our Human Resources department. We ve also put together the attached FAQ (which can also be found on the Shiftboard web page) to explain some of the basics of the change. One thing that will not change, though, is our commitment to you as integral contributors to our wellness mission. We encourage you to ask any questions you may have. To quickly serve you, please address all inquiries to In Good Health, Fiona Gathright President Wellness Corporate Solutions, LLC 7617 Arlington Road, Bethesda, MD Confidentiality Notice: This message, including any attachments, is for the sole use of the intended recipients and may contain confidential and/or privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply , delete this message and destroy all copies thereof. Page 5 of 5 12/9/15

Everything YOU Need to Know About Your Paystub

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