Welcome to Knowledge Services!

Transcription

1 New Employee Orientation Welcome to Knowledge Services!

2 Delivery Team Introductions Point of Contact Knowledge Services Overview Knowledge Services and Manager s Roles Knowledge Services as your Employer of Record INTRODUCTIONS

3 Introductions Delivery Team Employee Relations Employee Relations Employee Relations Employee Relations Employee Relations On-boarding Coordinator Project Coordinator Client Relations Delivery Operations Manager Angie Young Scott Osmon Catherine Bates Samantha McManus Connie Stenger Scott Moran Abbie Stillabower Stephanie Gardner Kari Gerth

4 Point of Contact Your single point of contact at Knowledge Services can be contacted for the following reasons, but not limited to: Paychecks Benefits Policies Workplace concerns Expenses Any employer related questions

5 Knowledge Services Overview Certified Woman-owned Business (WBE) Founded in 1994 Headquartered in Indianapolis, IN Service Offerings Managed Service Provider (MSP) & Vendor Management System (VMS), dotstaff, Programs Staffing & Recruiting Government Solutions Compliance Programs (1099/Independent Contractor) Employer of Record/Payrolling IT Education/Training

6 Knowledge Services & Client Manager Roles Knowledge Services Role Employer of Record Employee On-boarding and Off-boarding Employee Relations Dedicated Point of Contact Address and answer any payroll, benefits, tax, etc. questions Performance Management Employee Performance Recognition Client Manager s Role Manage the day-to-day work product Approve / Deny time weekly Escalate any and all performance issues to Knowledge Services

7 Knowledge Services as your Employer You are a Knowledge Services employee for the duration of your assignment Any and all issues, questions, concerns regarding your employment shall be directed to Knowledge Services and not to our client or your manager who is approving your time i.e. pay, policies, performance, benefits, etc. All recognition, performance, and/or employee issues will be addressed by Knowledge Services and not by our client Please notify Knowledge Services immediately if any of this is being addressed by our client

8 Time and Pay dotstaff Time Entry Process Payment Options Global Cash Card Expenses TIME WORKED AND COMPENSATION

9 Time and Pay Time is due in dotstaff by 10:00am EST on Mondays Any time entered late must be brought to Knowledge Services attention to ensure payment. Paychecks are issued every Friday For example, you submit time for the week of the 1 st by Monday at 10:00am EST on the 9 th, you receive your direct deposit on the 13 th or your check is mailed on the 12 th. Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 st 2 nd 3 rd 4 th 5 th 6 th 7 th 8 th 9 th 10 th 11 th 12 th 13 th 14 th To ensure we meet these deadlines, these timelines must be met If by Wednesday your time has not been approved, please ask your manager to do so

10 dotstaff Time Entry Process Go to Click the Log In button

11 Log In Leave Blank Enter Address on Account line Leave the Password line Blank Click Register

12 Add A Timesheet Go to Time\Project Mgt Click Add Timesheet

13 Blank Timesheet Be sure to select: Contract Project Category Easily enter your shift times Time In Break Out Break In Time Out

14 Time Entered As you successfully enter your time, a bar graph will appear with daily hours entered

15 Draft vs. Submit For Approval

16 Check Accuracy in My Timesheet

17 Time Submittal - dotstaff Notify Knowledge Services if time was entered in dotstaff past the deadline If you enter time that is not for the current payroll week, notify Knowledge Services because this time is not automatically pulled for payroll. Log into dotstaff Submit Time for Approval by Monday 10 AM EST Approval/Denial of Time Entries by Client Manager If denied, employee corrects entry Payroll is processed based on dotstaff time Checks are mailed out Thursday or direct deposited Friday

18 To help protect your privacy, PowerPoint has blocked automatic download of this picture. Payment Options Direct Deposit & Global Pay Card Fridays Recommended Paycheck Statements Employee Access Online Your Company ID is 0451 K381. Your user name is the first initial of your first name and your entire last name (i.e. jdoe). Your initial password is the first initial of your first name combined with the first initial of your last name, both capitalized, and the last four digits of your Social Security number (i.e. using SSN XXX-XX-1234 and John Doe, the password would be JD1234). After logging in for the first time, be sure to change your password. Live Checks & Paycheck Statements Checks mailed out Thursdays Mailed from our headquarters in Indianapolis, IN

19 Global Cash Card A great alternative to a checking or savings account Pay is deposited onto the account on pay day 24x7 access to funds Ability to make Internet purchases and pay bills online Customer Service Number: See Global Pay Card Information Sheet for more details

20 Expenses Not every position will have expenses. If your manager approves you to submit expenses notify the ER Team and they will give you the guidelines and instructions for expense submittal Expenses must be approved by your manager Expenses must follow our client-specific expense policies (Knowledge Services will provide you with an Expense Guide) Expense reimbursement checks are mailed from Indianapolis, IN and are separate from payroll checks

21 OptiMed BENEFIT OPTIONS

22 OptiMed Medical, Dental and Vision Affordable Care Act - Summary of the Individual Mandate in 2014 Effective January 1, 2014, most individuals will be required to obtain health insurance that qualifies under the Affordable Care Act (ACA), or they may elect to pay a penalty in the event that they choose not to obtain health insurance that qualifies under the ACA. If you don t have coverage in 2014, you ll have to pay a fee of $95 per adult, $47.50 per child, or 1% of your income (whichever is greater), and the fee will increase each year. Some people may qualify for an exemption to this fee, and if you enroll by March 31, 2014, you won t have to pay the fee for any month before your coverage began. Please note that the penalty is assessed on an individual basis, meaning spouses and eligible dependents, if required, will also have to pay a penalty if they do not obtain health insurance that qualifies as minimum essential coverage under the ACA.

23 OptiMed Medical, Dental and Vision OptiMed- continued Optimed is a mini-medical plan, or limited benefit plan, meaning it pays a limited benefit for a covered service at an affordable premium. These plans provide a basic level benefit for employees that do not have access to traditional coverage. Mini-medical plans are not to be confused with major medical insurance and they are not meant to replace major medical plans. Please be advised that the coverage currently offered under Optimed does not meet the minimum essential coverage requirement under ACA, and therefore, individuals who choose to obtain coverage under Optimed instead of through the marketplace will be subject to the penalty.

24 OptiMed Medical, Dental and Vision OptiMed- continued Knowledge Services has chosen to continue to offer Optimed because it may in some cases be less expensive for employees to pay the penalty and the Optimed premium costs, as opposed to getting coverage from the marketplace. Each employee will need to research their options, and plan accordingly. As mentioned, please be aware that you will be subject to the penalty if you choose to enroll in Optimed, in lieu of obtaining health insurance that meets the minimum essential coverage requirements for purposes of ACA. Healthcare.gov Please contact healthcare.gov for additional information on how to get premium and plan information in your area, and obtain insurance through the marketplace. Disclaimer: Knowledge Services and its affiliates are not responsible for providing advice to its employees regarding the Affordable Care Act. Please consult with the appropriate government authorities to obtain information regarding the law.

25 OptiMed Medical, Dental and Vision Benefit Plan Limited benefits coverage for medical services Provides basic level benefits for individuals without access to major medical insurance Must work at least 15 hours a week Enrollment must be within 30 days of hire Open enrollment to all is every December for January 1 st effective date If interested in receiving additional information regarding these benefits, ask the ER Team

26 Equal Employment Opportunity Harassment Alcohol and Drug Free Workplace Internet and Telephone Code of Conduct Dress Code and Professional Attire Attendance Accidents or Injuries E-Verify Family and Medical Leave Act POLICIES

27 Equal Employment Opportunity Knowledge Services does not discriminate on the basis of: Race Color Religion Sex Sexual Orientation Pregnancy Marital Status National Origin Veteran Status Age Physical or Mental Disability Any other status that is unlawful by applicable Federal, State, and Local Laws

28 Sexual Harassment Unwanted sexual advances Offering benefits in exchange for sexual favors Making or threatening reprisals after a negative response to sexual advances Visual conduct: leering, making sexual gestures, displaying of sexually suggestive objects or pictures, cartoons or posters Verbal conduct: making or using derogatory sexual comments, epithets, slurs, and jokes Verbal sexual advances or propositions Verbal abuse of sexual nature, graphic verbal commentaries about an individual s body, sexually degrading words used to describe an individual, suggestive or obscene letters, notes or invitations Physical conduct: touching, groping, assaulting, impeding or blocking movements

29 Harassment Continued Other Forms of Harassment Racial or Ethnic Harassment Slurs, jokes, or other verbal or physical conduct relating to an individual s race, national origin or ancestry Religious Creed Physical Disability Medical Condition Marital Status Age Reporting Harassment Report harassment to Knowledge Services Investigation is conducted No harassment is tolerated

30 Alcohol & Drug Free Workplace Actionable offenses Employees, agents, contractors, vendors and visitors are prohibited from the unlawful manufacture, distribution, dispensation, possession or use of alcohol and/or controlled substances on Knowledge Services or clients or leased property No one shall report to work under the influence of alcohol and/or illegal drugs Unlawful substances are not to be stored in a vehicle on Knowledge Services or our clients or leased premises

31 Internet and Telephone Code of Conduct Computer equipment as well as all other client or Knowledge Services equipment is to be used strictly for company related business Because the systems are intended solely for business use, personal or improper use of these systems may result in disciplinary action. Also, accessing another employee s voice mail or without authorization will result in disciplinary action Abuse of your telephone privilege may result in disciplinary action Cell phone calls during work hours are to be limited to break time only and are not to be used otherwise

32 Dress Code and Professional Attire Your attire and grooming are to be neat, clean and appropriate for your work situation as determined by your manager. Employees who have questions or concerns about the dress code are encouraged to contact their managers.

33 Attendance All employees are responsible for maintaining excellent attendance, which means reporting to work on time as scheduled, returning from breaks and lunch on time, working until the end of the scheduled work day, and requesting time off in advance You may take day(s) off with your Manager s pre-approval and approval sent to the ER Team In the event you are sick or need to leave early, please notify your direct reporting manager as well as Knowledge Services immediately Send any doctors notes to Knowledge Services Reoccurring absences and tardiness will result in warnings up to and including termination Three days of no call, no show will be considered Job Abandonment and a voluntary resignation For types of leaves of absences please contact Knowledge Services

34 Accidents or Injuries In emergency situations, report to the nearest medical facility and seek treatment Injury or accident in the job? Call Knowledge Services as soon as possible

35 E-Verify USCIS Employment Eligibility Verification In accordance with federal regulation, the following information is available for all employees to review. E-Verify Poster Notice to Employee (left) Right to Work Poster Department of Justice (right)

36 E-Verify USCIS Employment Eligibility Verification In accordance with federal regulation, the following information is available for all employees to review. E-Verify Poster Notice to Employee (left) Right to Work Poster Department of Justice (right)

37 Family and Medical Leave Act

38 Information Updates Wage and Tax Statements Employment Earnings and Verifications ADDITIONAL INFORMATION

39 Information Updates Advise the ER Team of any of the following changes: Name Address Phone Number: Work and Personal Address Manager Marital Status Number of Dependents Individual(s) to Notify in Case of Emergency Beneficiary Designations Changes must be made in writing ( or fax) Notification of these changes must be made within 30 days of occurrence

40 Wage and Tax Statements As a W-2 employer, Knowledge Services (KHI Solutions, Inc.) automatically withholds and pays the applicable employee income taxes that are required by taxing authorities KHI Solutions will made available on the Employee Access Online site by January 31 st Please updated contact information to ERTeam@knowledgeservices.com

41 Employment Earnings and Verifications Contact the ER Team for any Employment Verification Forms to be completed by employer If you need employment verification on letterhead, the ER Team with the specific information you need (i.e. start date, pay rate, etc.) to whom the letter should be addressed (with contact information) Please note, there is a five business day turn around policy for the completion of these requests

42 Delivery Team Contact Information CONTACT INFORMATION

43 Contact Information Knowledge Services Employee Relations Team Ask for a member of the ER Team Kari Gerth ERTeam@knowledgeservices.com Employee Relations Manager KariG@KnowledgeServices.com

44 Thank you! We are pleased that you have chosen to work with our company! We look forward to working with you. Please know we are here to answer any questions.