Personnel Manual section 5 final

Section Five Employee Status, Compensation & Benefits Anniversary date An employee’s anniversary date is defined as the ...

0 downloads 144 Views 493KB Size
Section Five Employee Status, Compensation & Benefits Anniversary date An employee’s anniversary date is defined as the first day he or she reports to work. The anniversary date is used to compute various conditions and benefits described in this manual.

Full-Time Employees An employee who is regularly scheduled to work a minimum of thirty-two (32) hours per workweek is considered a full-time employee.

Part-Time Employees An employee who is scheduled to work fewer than thirty-two (32) hours per workweek is considered a part-time employee.

Per Diem Employees (revised 1/21/2016) An employee who is scheduled or invited into work on an as-needed basis is considered a per diem employee. Per Diem employees are expected to work a minimum of 24 hours and a maximum of 80 hours per month to maintain employment with Keystone.

Exempt and Non-Exempt Employees All employees are classified as either exempt or non-exempt. This is necessary, because, by law, employees in certain types of jobs are entitled to overtime pay for hours worked over forty (40) per workweek. These employees are referred to as non-exempt in this manual. This means they are not exempt from overtime pay. Designations are listed on each job description.

Time Sheets & Records (revised 3/3/2016) Keystone presently uses a web-based payroll system. Employees are provided a user identification code and are expected to log in at the beginning of their shift and log out at the end of their shift. Employees who fail to log in or out must immediately notify their supervisor. A pattern of failing to log in or out may result in corrective action, up to and including termination of employment. Under no circumstances may you log in or out for an employee other than yourself. Such 1

action will result in disciplinary action for both employees, up to and including termination. In the event of a power outage or no internet access in the particular program, the employee is to call the On-Call number and note the time in and out in the critical log.

Pay Period (effective 3/14/2016) The standard workweek runs from Saturday 7:00am to Saturday 6:59am.

Pay Cycle (effective 3/14/2016) The pay period is bi-weekly. Payday is normally every other Friday for services performed for the two (2) week period ending the previous Saturday at 6:59am. Changes will be made and announced in advance whenever Keystone holidays or closings interfere with the normal payday.

Overtime Pay Our regular operating hours are 24 hours per day, every day of the year. An employee’s particular hours of work will be determined and assigned by his or her supervisor. The supervisor must authorize all overtime hours in advance. If a supervisor knows an employee will be working longer hours on a certain day, the supervisor should anticipate this and have the employee take time off sometime during that week. The employee’s supervisor must approve all overtime in advance. When it is necessary to work overtime, the employee is expected to cooperate as a condition of his or her employment. Overtime will be paid at a rate of time and one-half the regular hourly rate for hours worked over 40 in one week. Only actual hours worked count toward computing weekly overtime. Time off, including vacation, personal, holiday and sick, does not count toward computing overtime.

Unauthorized Overtime It is the responsibility of supervisors to ensure overtime is not being worked unless authorized in advance. However, if a non-exempt employee does work overtime, resulting in more than 40 hours in a workweek, the employee must be paid at the applicable overtime rate. Unauthorized overtime worked in violation of this policy may be a basis for dismissal. The supervisor is responsible for monitoring compliance with this policy and for meeting with an employee who does not comply with this policy.

2

Workweek for Exempt Employees Exempt employees are expected to work a minimum of 40 hours a week dependent on program needs. The President or Designee must approve any adjustments regarding time worked. Keystone does not authorize compensation time for its exempt employees.

Breaks (revised 3/3/2016) In order to ensure safety and proper supervision of the individuals that we serve and support, the normal workday for Direct Service, Assistant Managers and Managers consists of 8 hours of work interrupted by two fifteen minute paid break periods. Your supervisor will schedule these break periods according to programming needs. Break periods are considered as hours worked. Employees are not required to log off for breaks. Break periods may not be used as “leave” or to offset “time off” during scheduled work time. All other employees must refer to his or her supervisor to schedule breaks.

Payroll Deductions Keystone will deduct the following from an employee’s paycheck:  All applicable taxes.  Relevant benefit deductions.  Court ordered payments.  Relevant charitable contributions. Deductions are shown on the employee’s pay stub for information and reference. Every employee will receive an annual Wage and Tax statement, IRS Form W-2, for the preceding year on or before January 31. Any employee who believes that his or her deductions are incorrect for any pay period, or on form W-2 should check with the Director of Human Resources immediately.

Social Security Although Social Security is a federally established program, it is both the employee’s contributions and ours that pay for the benefit. For the duration of employment, both the employee and Keystone will contribute funds to the Federal government to support the Social Security program. This program is intended to assist the employee in providing for his or her financial security.

Charitable Payroll Contributions Keystone provides its employees with an opportunity to give to the United Way through a payroll deduction. The decision as to whether or not to contribute, as well

3

as the amount to contribute is strictly the employee’s decision. All staff is given this information during annual campaign drives.

Credit Union Keystone belongs to the Central Jersey Federal Credit Union. CJFCU provides banking services to employees and their immediate family members. These services include savings accounts, no fee checking accounts, loans, travelers’ checks, money orders, direct deposit and much more. Interested employees should visit www.cjfcu.org.

Employee Benefits Disclaimer (revised 2/24/2016) This section of this manual is meant to highlight some features of our benefit program. Our group health and life insurance and retirement-related programs are described more fully in their individual plan booklets, which are made available to an employee when he or she is eligible to participate in these programs. Complete descriptions of our group health insurance programs are also contained in Keystone’s master insurance contracts with insurance carriers, which are maintained in the office. Complete descriptions of our retirement related programs are contained in appropriate master plan documents. In the event of a contradiction between information appearing in this handbook and the individual plan booklets, and information that appears in these master contracts or master plan documents, master contracts and documents shall govern in all cases.

the the the the

Keystone reserves the right to amend or terminate any of these programs or to require or increase employee premium contributions toward any benefits at its discretion. This reserved right may be exercised in the absence of financial necessity.

Eligibility for Benefits (revised 2/2016) Full-Time employees are eligible for the benefits described in this manual as soon as they meet the eligibility requirements for each particular benefit. After one year of continuous employment, part-time employees may be eligible for participation in the 401k-retirement plan and receive holiday, sick and vacation days. (See separate sections concerning these benefits.) Full time employees are eligible to apply for the following benefits after the indicated waiting period:  Medical insurance – 60 days.  Dental reimbursement – 60 days.  Life insurance – The first of the month following 60 days.

4

      

Long-term disability – 1 year. 401K retirements – 1 year, at least 21 years old, and at least 1000 hours worked. Flexible Spending Account – time of open enrollment (July 1). Holidays – 60 days. Sick days – 60 days. Vacation days – 1 year. Personal days – 1 year.

Medical Insurance (effective 7/1/2016) All full time employees and employees who work at least 1560 hours from one plan year to the next are eligible for group medical insurance. For full time employees, coverage begins the first day after 60 days of full time employment. For eligible part time employees coverage begins at the time of open enrollment, which is July 1. Keystone shares the cost of this coverage with the employee. Dependents may be added at an additional expense to the employee. Employees who wish to make a change regarding their health insurance coverage need to do so at the time of open enrollment or upon a qualifying event (ex: marriage, divorce, birth, death, or loss of other coverage). Employees who participate in group health insurance are responsible for paying their portion of the cost of coverage even when they do not receive a paycheck. Failure to do so may result in the employee being terminated from the group’s medical insurance. Keystone will not fund the employer portion of medical insurance benefits for any employees who are out of work longer than 6 months. Employees, who find themselves in this position, will receive information regarding how they might continue medical insurance at their own expense (see COBRA). In addition, employees who participate in Keystone’s group medical insurance may be entitled to receive reimbursement for up to 50% of any payments made toward the required deductible amount. This reimbursement is currently handled through a third party called Human Resources Administrators (HRA). Employees are invited to directly contact HRA with any questions they may have. Claim forms and proper documentation, which are needed to secure reimbursements, are available online. Reimbursements for amounts paid toward a deductible in a calendar year must be submitted no later than March 31 of the following year. Termination of health care benefits is concurrent with the employee’s last day of work. An employee may continue his or her health care benefits, at his or her own expense, for a limited period of time through COBRA.

5

COBRA: (Consolidated Omnibus Budget Reconciliation Act of 1985) In accordance with federal law, Keystone offers its employees and their families the opportunity for temporary extension of medical coverage when coverage through Keystone ends. A third party, Human Resources Administrators (HRA), presently handles COBRA benefits for Keystone. Eligible employees will be contacted directly by HRA. All questions regarding COBRA should be directed to the Director of Human Resources.

Dental Plan (revised 2/2016) All eligible full-time employees are entitled to use our dental expense reimbursement program after 60 days of continuous employment. This is a “selfinsurance” plan, which means that no outside insurance company is involved. Specific information regarding this plan will be given to eligible employees. Termination of dental insurance is concurrent with an employee’s last date worked.

Life Insurance All full time employees are eligible for group term life insurance the first of the month following 60 days of continuous employment. The employee is provided this insurance at no cost. The amount of the policy is dependent upon the employee’s years of service as well as his or her position. Termination of life insurance is concurrent with an employee’s last date worked.

Long-Term Disability (revised 7/1/2016) Keystone provides long-term disability insurance, at no cost, to full time employees after one year of continuous employment. In the event an employee becomes totally disabled for a period of more than 6 months, long-term disability insurance pays a percentage of the employee’s income. Medical insurance is solely the employee’s responsibility after being out of work for 6 months.

401(K) Keystone employees who are age 21 years or older, and have worked at least one year and 1000 hours, are eligible to participate in our 401(k) plan. Upon the first of the month following the employee’s eligibility date, employees will be automatically enrolled with a 2% contribution unless they opt otherwise. Contributions may be made to this voluntary pension program via payroll deduction using pre-tax dollars. Keystone matches a percentage of the employee contribution. Please see the Director of Human Resources for further instructions.

6

Flexible Spending Account Plan Keystone provides full time employees with an opportunity for them and their dependents to participate in a Flexible Spending Account (FSA) Plan. An FSA is a pre-tax benefit allowable under Internal Revenue Code Section 125. The medical expense plan allows eligible employees to set aside a specific pre-tax dollar amount for unreimbursed medical, dental, and vision care expenses. Anyone who has predictable out-of-pocket medical, dental or vision care expenses should consider opening a FSA. These funds are deducted from an employee’s paycheck pre-tax and are then placed into a Flexible Spending Account. When the employee or eligible dependents incur eligible out-of-pocket medical expenses that are not covered by insurance, he or she may submit a claim to the FSA program for the same amount. Claim forms are available online. Keystone presently uses HRA to administer this benefit. The dependent care plan works in a similar way to the medical plan and can be used for eligible expenses related to care of a child or adult dependent.

Holidays (revised 1/21/2016) Full time employees are eligible for nine (9) paid holidays per year:  Employee’s birthday  New Year’s Day  Rev. Dr. Martin Luther King, Jr. Day  Easter Sunday  Memorial Day  Independence Day  Labor Day  Thanksgiving  Christmas Day If an employee is scheduled to work on one of these days, he or she may request another day off during the same pay period. If this is not possible, and the employee is non-exempt, he or she will be paid for the holiday in addition to his or her regular shift: in effect, double pay for the holiday. This is a time off benefit for exempt employees and cannot be paid as salary or wages. To the extent possible, holiday substitutions should be taken in the same pay period. Holidays may not be carried over from one year to the next. After one year of continuous employment, part time employees who have worked at least 1000 hours are eligible for four (4) hours of holiday pay for each one of the nine (9) regularly paid holidays. Staff who do not report to work the day prior to the holiday, the holiday itself, or the day after must provide a valid medical excuse to receive holiday pay.

7

Sick Days (effective 1/1/2016) To qualify for sick leave, a full-time employee must have completed the first 60 days of employment. Sick time taken off before completing 60 days of employment will be unpaid leave. Sick time is calculated on a calendar year. Full time employees are given eight (8) paid sick days, which are pro-rated over a 12-month period. Sick days are awarded as follows: two (2) days on January 1st, two (2) more days on April 1st, two (2) more days on July 1st, and the final two (2) days on October 1st. Sick days may be accumulated up to 50. Upon resignation in good standing of employment, sick days will be valued at one (1) paid sick day equals five (5) sick days accumulated. Employees are required to notify their supervisor as soon as possible that they will be absent from work due to illness. Employees who miss more than three consecutive scheduled workdays are required to submit a valid medical excuse. Employees who fail to do so will be subject to corrective action up to and including termination of employment. If an employee is on an approved leave of absence for less than thirty (30) days, sick leave eligibility will not be affected. Should the leave extend beyond thirty (30) calendar days; sick leave time will not continue to accrue. In the event of an illness or injury covered by workers’ compensation, this sick leave policy will not apply. After one (1) year of continuous employment, part time employees who have worked at least 1000 hours are eligible for four (4) sick days. These days, which are pro-rated throughout the year, are awarded as follows: one (1) sick day on January 1st, one (1) more sick day on April 1st, one (1) more sick day on July 1st, and the final sick day on October 1st.

Vacation Days (revised 3/3/2016) Vacation is intended as a time for relaxation and the pursuit of special interests. We believe employees who use intended vacation time help create a better work environment for those we serve and support. Full time employees are eligible for:  5 days paid vacation after one year of continuous full time employment.  10 days paid vacation after two years of continuous full time employment.  15 days paid vacation time after three years of continuous full time employment.  20 days paid vacation after ten years of continuous full time employment. After one year of continuous employment, part time employees who have worked at least 1000 hours are eligible for:

8

   

2 days paid vacation after one year of continuous part time employment. 4 days paid vacation after two years of continuous part time employment. 6 days paid vacation time after three years of continuous part time employment. 10 days paid vacation after ten years of continuous part time employment.

Vacation days are available to the employee on the first day of the employee’s anniversary month. Request to take vacation time should be made three weeks in advance and will be approved by the employee’s immediate supervisor based upon an employee’s eligibility and as long as there is no disruption to staffing or the program. Vacation days may not be carried over from one year to the next.

Personal Days (revised 3/3/2016) Only full time employees are eligible to receive personal days. These days are earned in the following manner:  1 day after one year of continuous full time employment.  2 days after two years of continuous full time employment.  3 days after three years of continuous full time employment.  4 days after four years of continuous full time employment and every year thereafter. Personal days are available to the employee on the first date of the employee’s anniversary month. Personal days may not be carried over from one year to the next. Upon resignation in good standing, employees are entitled to receive unused personal days in pay.

Bereavement All full time employees are entitled to take up to three (3) work days with pay to attend the funeral and take care of personal matters related to the death of a member of your immediate family. This includes a parent, spouse, spouse’s parent, child, and spouse’s child by a former marriage, brother or sister. One (1) day of paid funeral leave will be granted in the case of a death of a grandparent, spouse’s grandparent or sibling, or any member of your extended family living in your home. With the supervisor’s approval, any employee may take up to one (1) full day without pay to attend the funeral of other relatives and friends. Personal, sick, or vacation days may also be used for this purpose.

9

Calculating Benefits for Part Time & Full Time Employees (revised 3/3/2016) When an employee begins per diem or part time, but then later becomes full time, the date of hire will be used to calculate eligibility for benefits. The date of the status change becomes the first date of the 60-day waiting period. The employee will not be paid for any holidays that occur during this 60-day period unless the employee is already an established part time employee for which he/she will continue to receive part time benefits during the waiting period. Sick days will be awarded as follows: Employees who have a status change in January, April, July or October will be awarded the two (2) days per quarter after satisfying the 60-day waiting period. After satisfying the waiting period, employees who have a status change during any other month will be awarded one (1) sick day for that quarter, then two (2) days for every quarter thereafter. Personal and vacation days will become available to the employee upon his or her next anniversary date. At that time, the employee will receive one (1) personal day. The number of vacation days awarded is determined by the formula below: If the employee has worked at least 1560 hours since his or her last anniversary date, he or she will receive five (5) vacation days. In the event that the employee would have earned six (6) vacation days during the time of this determination, he or she will receive six (6) vacation days. This calculation will impact this first year only. If the employee worked between 1000 and 1560 hours, he or she will receive three (3) vacation days. If the employee worked fewer than 1000 hours, he or she will not receive any vacation days. In all cases, this will be considered the first year when calculating benefits for subsequent years.

Family and Medical Leave (FML) A regular part-time or full-time employee, regardless of gender, may be granted up to 12 weeks unpaid leave in a 12 month period for the birth or adoption of a child, to care for an immediate family member (parent, grandparent or sibling) with a serious health condition, or when the employee is unable to work because of his or her own serious health condition. To be eligible, the employee must have worked at least twelve months or at least 1,000 hours during the twelve months preceding the start of the leave. 10

An employee on unpaid FML may continue his or her health insurance under the same terms for up to twelve weeks as if he or she were still at work. (Financial compensation in lieu of health insurance coverage will not continue during FML). An eligible employee generally has the right to be returned to the position he or she held when the leave began or a comparable position with equivalent pay, benefits and working conditions. Request for FML must be submitted in writing to the Director of Human Resources.

Compensation for FML Presently, those who work in the state of New Jersey contribute a small portion of their paycheck, which helps enable employees who qualify for FML, to receive some type of financial compensation for six (6) weeks. Employees wishing to apply for this compensation need to contact the Director of Human Resources and complete the required paperwork. Those who qualify will receive checks directly from the State of New Jersey.

Disability Leave of Absence (revised 7/1/2016) Keystone may grant an unpaid Leave of Absence for illness, disability or pregnancy. To request a Disability Leave of Absence, an employee should submit, or have someone submit for him/her, a statement of ill health or disability from the employee’s doctor. For the purpose of this policy, pregnancy is treated the same as an illness or disability. An approved disability leave may be granted for up to ninety (90) days. If necessary, an employee may request extensions in thirty (30) day increments for a maximum of one (1) year. In the case of pregnancy, an employee should inform the Director of Human Resources of the anticipated date that leave would begin. An employee’s status will be protected to the extent that Keystone will make every effort to allow the employee to return to his or her former work, or similar work if available, for which he or she may be qualified. During an approved Disability Leave of Absence, the employer-portion of cost for health benefits will continue to be paid by Keystone for a period up to six (6) months. The employee will be expected to reimburse Keystone for the employeeportion of the health benefits during that period. After that, employees may continue their benefits at their own expense for a period allowed by law. Personal, sick and vacation times do not accrue during a leave of more than 30 calendar days. Holidays missed during a Disability Leave of Absence are not paid.

11

Unpaid Leave of Absence (revised 3/2016) Occasionally, for personal or other reasons, an employee may need to be temporarily released from the duties of his or her job with Keystone, but may not wish to submit his or her resignation. Under certain circumstances, an employee may be eligible for an Unpaid Leave of Absence. An Unpaid Leave of Absence may be granted for up to thirty (30) days. If the Leave is extended more than thirty (30) days, vacation and other benefits will no longer accrue. An employee must apply in writing for an Unpaid Leave of Absence, setting forth the reason for the leave, the date on which the leave will begin, and the date on which the employee will return to active employment with Keystone. A leave will be granted only when operating conditions at Keystone permit. The needs of Keystone will determine the number of employees allowed on Unpaid Leave at any one time.

Workers’ Compensation (revised 2/2016) Employees are covered under the Workers Compensation Law, which provides payment for time lost and medical attention if a work-related injury or illness has occurred. Employees must immediately report to the “On-Call Person” any accident resulting in personal injury. In cases of life-threatening emergency, 911 should be called and the destination should be the nearest emergency facility. The necessary paperwork can be completed later. All injuries, regardless of how minor, must be reported prior to the end of the shift. A First Report of Injury form, found on the employee web portal, must be completed the same day of the injury. If this form cannot be completed by the injured employee, another employee can assist in completing this form. Failure to report a work-related injury prior to the end of the shift, that later requires medical attention, may jeopardize the claim. Failure to report may also result in internal disciplinary action for possible fraud, consistent with state law. In cases of non-emergency injury, first aid supplies are available in each program. Any further medical treatment must be approved and directed by the On-Call Person. If outside treatment is recommended, the employee will be given a consent form to authorize this treatment. Employees, who seek treatment without a signed consent form, will be considered in violation of this policy. Keystone will pay the employee for the remainder of the regular workday on which the accident or injury occurred if the employee is determined unable to work. An employee may choose to use sick, vacation or personal time if the treating physician places the employee out of work. Employees are encouraged to return to work as soon as possible, either regular or modified duty status.

12

(See Procedures Manual for detailed procedures to follow in the event of an employee injury.)

Return to Work Policy Keystone strives to bring employees who are injured in the line of duty back to work as soon as it is determined to be a medically sound decision. Keystone believes that it is important to aid an injured employee’s rehabilitation by giving opportunities for returning to work at the earliest time possible. Keystone will make arrangements to accommodate, where possible the return to work of an injured employee by one of more of the following means:  The employee to return to work on a part time basis or under modified hours.  Assigning defined modified duties to the employee based upon the need of those duties and the medical capability of the employee.  Assigning an employee to a different department or location than the employee’s original assigned location. If appropriate modified duties are not available at the employee’s original location, it shall be understood that this reassignment shall be within a reasonable geographic distance to the employee. The above outline action shall be temporary measures not to last more than a sixmonth period. If at the end of six months an employee is not medically ready to assume his or her original position, an evaluation involving input from the employee, the treating physician, management of Keystone and the Workers Compensation carrier will take place. Based upon this evaluation, a plan of action will be developed to determine how to proceed to continue to facilitate the total rehabilitation of the employee. If it is determined that the employee would not be able to assume his or her original position due to severity of injuries, than an appropriate course of action will be taken based upon the Workers Compensation carrier’s standard procedures for handling long term disability.

Unemployment Compensation Employees may be entitled to unemployment compensation when they separate from employment. Employees are advised to contact the local; state employment office for detailed information.

Jury Duty Employees, who receive a jury duty summons, should notify their supervisor and the Director of Human Resources. Any hours missed due to jury service, not to exceed 40, will be compensated upon presentation of court-ordered documentation.

13

Military Leave Employees who are required to serve in any branch of the Armed Forces of the United States or who are engaged in state military service will be given the necessary time off, without pay. Upon returning from active duty, the employee may be reinstated in his or her job or a comparable position. Keystone’s contributions toward the cost of benefit programs will be discontinued during the leave, beginning with the first of the month following the 30th day of leave. The employee may continue these benefits at his or her own cost.

14