Time Tracking & Absence Management, Merit and PTO Frequently Asked Questions

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Randall Watson
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1 Time Tracking & Absence Management, Merit and PTO Frequently Asked Questions Table of Contents Time Tracking & Absence Management, Merit and PTO Project... 2 General Project Questions... 2 Time Tracking & Absence Questions... 3 Manager Questions... 3 General Questions... 3 PTO (Paid Time-Off) Questions... 5 Manager Questions... 5 General Questions... 5 Merit Increase Questions

2 Time Tracking & Absence Management, Merit and PTO Project General Project Questions 1. Will there be any impact in 2018 related to these initiatives? No changes to these programs will take place in 2018, but we re taking time now to prepare and get ready. 2. When will training be provided so we re prepared? Informational webinar sessions will occur in August and September with specific related training (for time tracking/absence management) to occur in Q4. 3. Why did Finance and Human Resources decide to launch these initiatives now? Many of these initiatives have been planned for quite some time and were previously delayed due to competing priorities and further enhancement to the recommended program designs. It was decided that 2019 was the year to take action. 2

3 Time Tracking & Absence Questions Manager Questions 4. Will approving all time and time-off requests take longer for managers than the current process? You will find that Workday is an intuitive tool that will enable the process of approving time and time-off requests easy and efficient. A tremendous amount of work is being done to help simplify the process. Also be assured you will be provided training and various job aids as needed for an easy transition. 5. How will I know when I need to approve time and time-off requests? You will receive automatic notifications that will require your subsequent approval in Workday. 6. Will I be able to see my entire team s time and time-off information? We will be building dashboards and reporting to help managers review their team s time reported and timeoff. 7. Will I be able to view or access the timecard of an employee who is not on my team? If someone has selected you to be their delegate to approve time or time-off requests in their absence, you will be able to view another employee s timecard. General Questions 8. Why do I now have to enter or track my time-off each pay period when I previously did not have to do this? Our primary goal is to have consistency amongst all businesses to help streamline processes. In some cases this now means all associates will be required to enter their time-off requests. This supports an over-arching goal to standardize processes enterprise-wide. 9. Will time-off information for all associates be available in Workday? Yes. No more spreadsheets! Everyone will have access to the same system and process. 10. Will I have visibility to my time and time-off data? All associates will have 24/7 access to their data in Workday. 11. What happens if I forget to enter my time or time-off request? Will I still get paid? Processes will be in place to ensure paychecks are issued in a timely manner. 12. When is this new time and attendance process effective? The new program is effective with the first pay period of 2019 which will be the pay period of Dec. 30, 2018 through Jan. 12, 2019 for the Jan. 18 pay date. 13. Will it be difficult to enter our time and time-off requests? You will find that Workday is an intuitive tool that will enable the process of entering time easy and efficient. A tremendous amount of work is being done to help simplify the process. Also be assured you will be provided training and various job aids as needed for an easy transition. 14. How far in advance will associates be able to request time-off in this new process? We re currently working through defining this process. Future communications will address this. 15. How will time-off requests be approved if the manager is on PTO? A process will allow a manager to assign a delegate to act on their behalf. 3

4 16. Where will the floating holiday be tracked and reported? The floating holiday will be reported and tracked through Workday. It must be used in a full-day increment. 17. How does the workflow work on sick days in terms of Workday entry and approval? The project team is discussing this and will have a process in place, which will be included in training and job aids. 18. Does Workday have an FMLA tracker? Yes it does. Continuous FMLA is tracked and the project team is evaluating if we can add tracking for intermittent FMLA. 4

5 PTO (Paid Time-Off) Questions Manager Questions 19. What happens when time-off requests occur when I m out of the office? One option is that you can delegate authority to others to approve on your behalf while out. Otherwise, the request will wait pending your approval upon your return. We will address this issue when we prepare job aids/training materials for managers. 20. If a request comes through while I m out of the office that s unexpected or unplanned, can there be a retroactive adjustment to approve? Yes, there will be a process established for handling prior period time and time-off adjustments. 21. Will there be a team view displaying our team s time-off schedule and requests? We are working on a solution via the dashboard view. General Questions 22. What happens to my accrued sick time? Sick time payouts to non-exempt associates will end after However, sick time balances for non-exempt and exempt associates will be retained for a period of 5 years which can be used for certain leaves or absences due to illness. If a balance remains after 5 years, it will be forfeited. 23. What happens to my bonus week of vacation after 25+ years of service? Effective 2019, the bonus week will no longer be applicable. However, with the revised PTO levels, you ll find this impact to be minimal due to the increased number of days earned. 24. Given the restructure of the PTO levels, will my existing level of time-off that I negotiated at the time of hire be honored? In the majority of cases, the change to the PTO levels has resulted in a positive impact for associates. There is a very small group of individuals who will be negatively impacted. Those individuals will be meeting with their managers privately to discuss the impact. 25. Will I lose or gain PTO hours under the new program? The majority of associates will discover the change to be positive by earning the same or additional PTO. However, there are a small select group of individuals where the change will have a negative impact. Those individuals will be meeting with their managers privately to discuss the impact. 26. What if I need to take a vacation or request time-off before I ve accrued enough time (i.e. at beginning of year)? Exempt associates will be allowed to go negative up to 40 hours and non-exempt associates will be allowed to go negative up to 16 hours. Situations should be brought to the manager and HR Business Partner for discussion. 27. How will I know how much time off I ll be granted under the new program? We encourage you to use the PTO Calculator that will be available soon on this site to estimate your revised PTO. 28. How do we enter our future time-off requests for the months ahead? 5

6 All associates will enter all time-off requests which will trigger manager approval. We are currently defining how far ahead associates can request time-off. 29. Today we track PTO in terms of hours, are we changing to days? In regards to the annual accrual, the PTO will be stated in days in the policy, however, the time will be accrued based on the hours an associate actually works (up to 80 hours in one pay period) and displayed in Workday as hours. Time-off will be tracked in hours and exempt associates will use PTO in full- and half-day increments. Non-exempt associates will use PTO in a minimum of quarter-hour increments. 30. Will Health + Fitness be limited to carrying over one week of unused PTO from 2018 to 2019? Health + Fitness associates will retain the 120-hour cap until 2019 when the cap will change to be one-times (1X) their annual accrual. Trustmark and Health Benefits associates will be allowed to carryover up to one week of vacation time that will convert to PTO in The cap of one-times (1X) their annual accrual will start in 2019 for them as well. 31. If someone is no longer earning PTO because they have reached their cap, will the accrued hours retroactively be added back or will accrued hours earned during the cap be lost? Once a cap is met, no additional PTO hours will be accrued; they will be lost. This is an incentive to encourage everyone to use the time off they ve earned throughout the year. 32. Is it a legal requirement that an exempt employee who works part of a day gets paid for the entire day? Currently, half-days are only used for when the employee is scheduled for a half-day. Exempt employee pay rules and vacation/pto management are different things. Exempt employees must be paid for a full day on a day when any work is performed. We follow that rule, regardless of PTO balances. PTO, on the other hand, is a separate voluntary (not legally required) benefit. Because it is voluntary, employers may decide how it is accrued and used, including the increments. Our general expectation is that exempt employees work full business days unless using PTO. We give our team members additional flexibility by allowing PTO usage in half-day increments instead of using a full day off for each personal event. An exempt employee working a half day will be paid a full day in accordance with the law, but will also have half a day of PTO deducted as part of our PTO program. Different increments may apply during an FMLA or medically approved leave of absence. 33. If you are on Short Term Disability, will you earn PTO time or will it stop until you return to work? If you receive pay (either grandfathered sick time or PTO) as a supplement to your STD, then you will earn PTO from those hours paid. Otherwise, you will earn PTO once you return to work. 34. Does a Friday still count as 4.5 hours and other days count as 8.25 hours if you work the standard Trustmark-Lake Forest schedule, or does every day count the same? Time-off will be tracked in hours, similar to how it is now. You ll enter the number of hours of PTO you used based on your regularly scheduled hours for the day. 35. Does the days earned per year under the new PTO program count what was sick, personal, vacation, etc.? Yes PTO will include time away from work for reasons due to sick, personal and vacation. 36. Is anniversary defined as the day you began with the company or the day you began with the department? Anniversary date is based on your Seniority Date in Workday. In most cases it is the same as your original hire date. This is what is used for PTO level determinations. 6

7 37. Will the employee's paid time-off for the year be prepopulated in Workday? This question applies to Trustmark associates whose paid time-off balances are currently maintained outside of Workday. The paid-time-off balances for Health Benefits associates are already maintained in Workday. In regards to carryover hours from 2018: We will be collecting everyone s balances at the end of the year, including sick/personal time, and those balances that are eligible to be carried forward will be segmented into the appropriate categories and tracked in Workday. Everyone will be able to see their usage and balances in Workday. 38. Can PTO still be requested in quarter-hour increments? Non-exempt associates minimum increment will be a quarter hour. Exempt associates may request PTO in in half-day or full-day increments. 39. How does the new PTO program impact the current occurrence policy? Does that policy still remain? The attendance policy remains in place. 40. What if someone calls in sick and they don t have a PTO balance to use? Will they be required to move into the negative PTO allowance? If someone does not have a PTO balance, they can take the time off work as unpaid. The associate may get paid for the day and go into a negative PTO accrual (where the associate has used more than they have earned). Going into a negative accrual will not be automatic and there will be guidelines for manager discretion for allowing negative PTO balances. 41. If time off is earned based on hours worked/paid, is extra time earned for working overtime? PTO hours are accrued based on working up to 80 paid hours per pay period, not to include overtime. 42. Will the grandfathered sick time balances be visible to associates in Workday? Yes they will be visible. 43. If you have planned time off in January how will that work? You will be allowed to carryover one week vacation into 2019 if available. Otherwise, exempt associates will be allowed to go negative up to 40 hours and non-exempt associates will be allowed to go negative up to 16 hours with manager approval. If the negative accrual is not sufficient to meet your planned time-off, you will need to contact your manager or HR Business Partner. 44. Will the grandfathered sick time roll into PTO next year or will the entire balance be in the grandfathered status for exempt folks? All of the sick time will be in the moved into grandfathered sick time after 2018 for all associates, both exempt and non-exempt. 45. Once someone reaches 10+ years of service, do they earn 29 days regardless of level? Yes, once an associate reaches 10 years of service, he or she will start accruing PTO based on 29 days per year, regardless of their job level. 46. Are non-exempt associates allowed to go negative 16 hours more than once? We will be putting some expectations in place surrounding the use and approval of negative balances when the new policy is rolled out. We recognize the need for flexibility while building up a PTO balance or for a lengthy vacation, but our intention is that associates maintain a positive PTO balance. 47. If your current work week is hours, will we be able to carryover hours? Yes you will be allowed to carryover one week vacation time that represents your specific work week (i.e. 37.5, 38.75, 40, etc.) 7

8 48. Are there any changes to maternity leave and how does that function under the new plan? There are no changes with the Short Term Disability policy. You may also be able to use grandfathered sick time during the 5 years it s available to help supplement your maternity leave as well. 49. What happens to current vacation time that exceeds 37.5 hours going in to 2019? Everyone will be allowed to carryover one week of vacation time based on your scheduled work week hours. Any additional vacation time you have will be forfeited. 8

9 Merit Increase Questions 50. Will I see a change in my pay? The base pay rate from any merit increase will occur in April instead of January, starting in There will be a one-time adjustment to the merit increase in 2019 to keep the annual base salary earnings the same in Keep in mind, however, that benefit cost changes will still take effect in January which may affect your net pay since your merit increase will not be effective until April. The associate s base salary will remain the same in January 2019 and the merit increase will apply in April 2019 with a one-time adjustment for the time between January and April. The next merit review will take place in April 2020 (i.e. there will be no review increase in January 2020). 51. What is the new effective date and why are we changing it? The new effective date for merit increases will be in April, starting in April The primary reason for changing this date is to avoid conducting merit reviews during the busy Q4 timeframe which will also allow for easier planning among all businesses. 52. Since the salary remains the same in January 2019, will the Trustmark/Health Benefits medical premiums remain the same throughout all of 2019, regardless of the change in salary next April? Premiums based on salary will be effective in January using the salary amount as of January. When the salary is adjusted in April due to merit increase, the premiums will remain the same until January of 2020 when the revised salary will be used. There are different rules if someone has a family status change, so speak to the Benefits Specialist about the possibility at the time of the change. 9

Process Owner: Dennis Cultice. Revision: 1 Effective Date: 01/01/2016 Title: Holiday, Vacation and PTO Policy Page 1 of 9

Process Owner: Dennis Cultice. Revision: 1 Effective Date: 01/01/2016 Title: Holiday, Vacation and PTO Policy Page 1 of 9 Title: Holiday, Vacation and PTO Policy Page 1 of 9 Scope: This policy applies to all Team Members in the U.S. other than Puerto Rico-based and Dover Union Team Members. Team Members regularly scheduled