§ 9200 COMPENSATION AND WORK POLICIES

§ 9201 Classifications of Employment - Effective January 1, 2014.

For purposes of salary administration and eligibility for overtime payments and employment benefits, UHCSSD classifies its employees as follows:

(a) Full-Time Regular Employees - Employees hired to work UHCSSD’s normal, full time thirty-six-hour workweek on a regular basis. Such employees may be “exempt” or ‘nonexempt” as defined in (d) and (e) below.  Employees that change status from (b) or   (c) below must wait 90 days to be eligible for benefits.

(b) Part-Time Regular Employees - Employees hired to work fewer than thirty hours per week on a regular basis.  Part time employees will be paid time and one half for any hours worked beyond a forty-hour work week and will be paid time and one half for working a holiday.  Such employees may be “exempt” or “nonexempt” as defined below and are not eligible for benefits (except those with a hire date prior to January 1, 2009 at the Council on Aging – Golden Age Center).

(c) PRN (variable hours) Employees - An employee hired on an as needed basis (PRN).  Employee is hired at a predetermined PRN wage and is eligible for shift differentials.  PRN employees will be paid time and one half for any hours worked beyond a forty-hour workweek and will be paid time and one half for working a holiday. PRN employees are not eligible for benefits.

(d) Nonexempt Employees - Employees who are required to be paid overtime at the rate of time and one half (i.e., one- and one-half times) their regular rate of pay for all hours worked beyond forty hours in a workweek, in accordance with applicable federal wage and hour laws.

(e)Exempt Employees - Employees who are not required to be paid overtime, in accordance with applicable federal wage and hour laws, for work performed beyond forty hours in a workweek.  Executives, professional employees, managers and certain employees in administrative positions are typically exempt.

Employee will be informed of employee’s initial employment classification and of employee’s status as an exempt or nonexempt employee during employee’s orientation session.  If employee changes positions during employment as a result of a promotion, transfer or otherwise, employee will be informed by the Executive Director of any change in employee’s exemption status.

Discretionary Period

All initial appointments shall be for a ninety-day discretionary period.  UHCSSD expects all recently hired employees to perform satisfactorily.  However, during this period, individuals recently hired who are clearly unsuited for the position they occupy may be discharged or laid off at the sole discretion of UHCSSD.  Upon completion of the ninety-day discretionary period, a performance review may be completed.  Successful completion of the discretionary period does not grant any additional employment status and the employee or UHCSSD may terminate this employment relationship at any time, for any reason, with or without cause or notice.

Please direct any questions regarding employment classification or exemption status to the Executive Director.

§ 9202 Salary Administration Programs.

To attract and retain above-average employees, UHCSSD endeavors to pay salaries competitive with those paid by other employers in our industry and in the applicable labor markets in which we maintain facilities.  In line with this objective, UHCSSD monitors its wage scales to ensure that they are kept in line with regional, state and local economic conditions.

Each position at UHCSSD has been studied and assigned a salary grade.  Each grade has been assigned a corresponding salary range.  Periodically, UHCSSD may revise its job descriptions, evaluate individual jobs to ensure that they are rated and paid appropriately, and review job specifications to ensure that they are directly job related.

Employee wage scales shall be approved by the Governing Board and the Board shall review wage scales periodically.

Pay advances are allowed on a limited basis after an employee works enough to cover the advance and the Executive Director approves it.

Employee’s total compensation at UHCSSD consists not only of the salary paid but also of the various benefits offered, such as group health and life insurance and retirement plan, as described in a later section of this handbook.

Questions regarding our salary administration program or individual salary should be directed to employee’s supervisor or the Executive Director.

§ 9203 Work Hours.

The regular workweek for all regular full time non-variable employees is thirty-six hours.

Working hours and schedule for full time and part time employees will be assigned by employee’s supervisor.  The time of meal period will be designated by employee’s supervisor.

Daily and weekly work schedules may be changed from time to time at the discretion of UHCSSD to meet the varying conditions of our business.  Changes in work schedules will be announced as far in advance as practicable.

Employees working at various UHCSSD locations may be scheduled in varying shifts as established by their supervisors to cover the workload.  In such case, any shift lasting longer than six hours will include a one-half hour unpaid meal period and a ten-minute paid break within each four hours worked.

§ 9204 Recording Work Hours.

It is the policy of UHCSSD to comply with applicable laws that require records to be maintained of the hours worked by our employees.  To ensure that accurate records are kept of the hours actually worked (including overtime hours where applicable) and of the accrued leave time taken, and to ensure that employees are paid in a timely manner, employees are required to record time worked on UHCSSD's official time clocks and absences recorded on Time Off request forms.  The payroll manager and supervisors will review time card reports and resolve any discrepancies.

If a work assignment requires an employee to work in multiple locations, the number of hours worked at each facility should be indicated on the time card.  This allows UHCSSD to calculate and charge the time to the appropriate facility or area.

Please ensure that actual hours worked and leave time taken are recorded accurately. Employees must record the time they leave work property for other than working purposes.  Falsification of a time record is a breach of UHCSSD policy and is grounds for disciplinary action, including the possibility of termination.

§ 9205 Overtime Pay Procedures.

If employee is classified as a nonexempt employee (see the classifications of employment policy section for the definition of "nonexempt employee"), employee will receive compensation for approved overtime work as follows:

The Executive Director and Directors shall be exempt from overtime pay.  A work week is defined as commencing at 12:00 a.m. Sunday morning and ending at 11:59 p.m. the next Saturday.  All non-exempt employees of UHCSSD shall be compensated for each hour of overtime worked by multiplying the overtime by one- and one-half hours.

Employee supervisor will attempt to provide employee with reasonable notice when the need for overtime work arises.  Please remember, however, that advance notice may not always be possible.

Overtime may be authorized only when it is not possible to adjust staffing and/or employee schedules to perform essential work assignments during work hours.  Overtime should be authorized by an employee's supervisor.  No employee may authorize overtime for themselves.

Periodically, non-exempt employees may come to work early, before their scheduled shift, and stay late, after their scheduled shift.  UHCSSD is happy to provide areas for employee to associate with other employees, or to help employee accommodate any other circumstances, or to provide employee with a place to relax before or after shift.  It is important though, that employee does not do any work during this time, unless it is approved by employee’s supervisor and recorded on employee’s time card as work time.  If there is work that employee feels employee needs to do, even things as simple as answering work related questions or answering the UHCSSD phone, please discuss it with employee’s supervisor before employee does any work.

§ 9206 Holiday Pay.

If a regular full-time benefitted employee's shift falls on a holiday, the employee will be paid at the usual hourly rate for actual hours worked and eight hours of holiday pay.  If the employee's shift does not fall on a holiday, the full-time benefitted employee will be paid eight hours for holiday pay.  Supervisors will determine whether employees are needed to work a holiday.  Part-time, PRN and non-benefitted employees will be paid time and one half for the hours worked on the actual holiday and will not receive the eight hours of holiday pay.

§ 9207 Performance Reviews.

To ensure that employees perform their job to the best of his or her abilities, it is important that employees be recognized for good performance and that employees receive appropriate suggestions for improvement when necessary.  Consistent with this goal, employee’s performance will be evaluated by employee’s supervisor on an ongoing basis.  Employee will also receive periodic written evaluations of performance.  If an employee is a nonexempt employee (as defined under classifications of employment earlier in this section of the handbook), such evaluations will normally occur after employee has been employed for ninety days, on employee’s first anniversary date and annually thereafter.  In addition, if an employee is promoted or transferred to a new position, the employee’s performance will normally be evaluated in writing after employee has been in his or her new job for ninety days. It is employee’s responsibility to inform employee’s supervisor when employee’s evaluation date arrives. UHCSSD endeavors to conduct written performance reviews of each exempt employee's performance annually.

All written performance reviews will be based on employee’s overall performance in relation to job responsibilities and will also take into account conduct, demeanor, required meeting attendance, record of attendance and tardiness.

In addition to the regular performance evaluations described above, special written performance evaluations may be conducted by employee’s supervisor at any time to advise employee of the existence of performance or disciplinary problems.

If employee is not satisfied with employee’s performance review, please follow the guidelines outlined in Provision §11704 Complaint Resolution Procedure.

§ 9208 Work Station Decorum and Use

It is essential that all staff members conduct themselves in full realization that there are important visitors within the UHCSSD offices at all times.  It is important that visitors see an efficient organized and pleasant working atmosphere.  In this light the following should be observed.

No staff member should smoke in buildings or other than in designated outdoor smoking areas.

There should be no consumption of food at public workstations.

Personal telephone calls should, under no circumstances, interfere with the normal routine of business.

Each person is responsible for his or her own equipment.  At times we share equipment.  When employee has finished using equipment, employee should put it away where it should be.

When the work day is finished, each staff member should clean up his/her work area. 

§ 9209 Dress Standard

Each employee should wear clothing that is both modest and appropriate for a professional work environment.  Department supervisors will establish dress standards applicable to their departments that are approved by the Executive Director.

§ 9209.01 Tobacco Free Campus with Exception

Staff members may smoke tobacco products on UHCSSD property only in the designated smoking area which is under the pavilion on the southwest property of Uintah Care Center and on the southwest corner of the vehicle garage of Golden Age Center.

 § 9210 Personal Use of Office Facilities

Employees must reimburse the office for the use of stamps, copies, (at the current cost rate), paper, etc.  Use of equipment for personal use is permissible if not excessive, but not during office hours.  Office equipment should not leave the office without prior arrangement from the Executive Director.  This is for the protection of the equipment and the employee.

§ 9211 Office Security

Keys are generally issued to full time employees.  This practice facilitates convenient use of spaces for UHCSSD business.  Employees should never loan their office keys to anyone for any purpose.

Any employee who loses a key should report the loss immediately.  Disregard of this policy as well as the other policies of UHCSSD may result in the loss of public confidence in UHCSSD.

§ 9212 Confidentiality

All personal health information about clients and employees is considered confidential. Do not speak to unauthorized persons about these matters.  When speaking of these matters do so privately with appropriate personnel.

§ 9213 UHCSSD Property

Medical records, personnel records or any documentation pertaining to the operations of the UHCSSD are the property of UHCSSD. Employees are not allowed to leave the buildings with such records or transmit from the buildings such records unless they have received the Executive Director’s prior authorization.  Violation of this policy may result in disciplinary action or termination of employment.

§ 9214 In-Services

In-service training meetings and seminars are held for the benefit of our employees and clients.  When employees attend and participate the employee’s professional skills can be enhanced. As employee’s skills broaden employees increase the ability to perform his or her job and give higher quality service to the clients.  In-services are necessary as there is often a need to communicate to staff at large and coordinate work between departments.

Attendance at in-services is required. Employee is required to attend 15 of 20 in-services annually.  General staff, department meetings and online training constitute in-services.   Attendance and topic of discussion for each in-service is documented.  Attendance at in-services adds to the merit portion of employee’s job evaluation, and will have bearing on any wage adjustments in employee’s future employment.

§ 9215 Wage Differential Pay

1. An evening wage differential of $.50 per hour for working between the hours of 6 p.m. and 6 a.m. when these hours are your primary hours of your shift. The departments employees included in this differential are nursing, housekeeping, laundry, dietary and recreation. All other departments and department heads are excluded.

2. A weekend wage differential of $.50 per hour for working between 6 p.m. Friday to 6 p.m. Sunday. The same inclusions apply as in the first differential.

3. A Care Center East Wing wage differential of $.50 per hour will be paid to those that primarily work on the East Wing on a regular basis.

The differential will be calculated by payroll and show as D1, D2 and D3 earnings on the employees pay stub. The differentials can overlap. The differential will be added to wages before overtime is calculated.

§ 9216 Pick-Up Shift Incentive

Full-time CNAs who have worked their scheduled shifts in a work week as well as PRN CNAs who have worked a minimum of 24 hours in a work week are eligible for pick up shift incentives as follows: $25.00 for 4 hours, $50.00 for 8 hours and $75.00 for 12 hours. Other pick-up shift incentives may be implemented in other departments as needed and approved by the Executive Director.