Payroll

Hospitals & Clinics Pay Practices - Effective May 1, 1999

PAYROLL

• Payroll will be processed semi-monthly (24 pay periods annually)
• Pay periods end on the 15^th and last day of the month
• Pay checks are distributed on the 7^th and the 22^nd of the month
• Example: The first pay period in May will begin on Saturday May 1^st and end on Saturday May 15^th. The pay check would normally be issued on the 22^nd. Since the 22^nd is on a Saturday, the checks will be issued on Friday, May 21^st.
• Effective 5/1/99

OVERTIME CACULATION

• For Fair Labor Standards Act purposes (overtime calculations): Pay week begins at 0001 hours on Saturday through 2400 hours on Friday.
• Paid on hours worked over 40 in a week.
• Effective 5/1/99

Manager Note: Managers must develop schedules which minimize the use of premium pay. No overtime should be built into the schedule.

PUNCH ROUNDING

• Employee hours, exclusive of meal breaks, will be rounded to the nearest quarter hour.
  
  
  • Seven (7) minutes or less will round back to the quarter hour.
  • Eight (8) minutes or more will round forward. Meal breaks are rounded to the nearest minute.


• Example: Employee punches in at 0657 and punches out at 1539. The punches would be rounded to 0700 and 1545 repectively.

• Effective 5/1/99

Manager Note: All non-exempt staff are expected to work a standard shift and must swipe in and out accordingly. Managers are not permitted to reduce an employee’s hours by changing their punches. If an employee is not starting their assignment immediately after punching in or not punching out immediately after their assignment ends, then managers should establish specific performance expectations to correct this type of problem.

MEAL BREAKS

• Employees will be set up to receive a 30 minute meal break once per shift. The meal break deduction is applied to shifts of 6 hours or longer (including callback) and will be taken at the 4 hour mark in the shift. Employees taking breaks of a duration longer than 30 minutes or not taking meal breaks should report the exception to their Payroll Reporter. Punching in and out at a clock overrides the automatic meal break deduction.
• Example: Employee punches in at 0700 and punches out at 1400. Having worked the required 6 hours the automatic deduction would occur at 1100 hours. The actual break time does not have to coincide with the automatic deduction time.
• Effective 5/1/99

SHIFT DIFFERENTIAL ZONES

• Weekday Evenings 1500 hours to 2259 hours
• Weekday Nights 2300 hours to 0730 hours
• Weekends 2300 hours Friday to 2259 hours Sunday

• Effective 5/1/99

DIFFERENTIAL QUALIFICATION

• Employee must be punched in for a minimum of 6 hours consecutively and work at least four hours within the differential zone, to qualify for Evening and Night Differential. Employee is only paid for hours worked in each applicable differential zone.
• Example: Employee punches in at 1400 and punches out at 0100 hours. The employee would qualify for shift differentials and be paid 8.5 hours of evening differential (taking into account the 0.5 hour meal break) and 2 hours of night differential.
• Effective 5/1/99

DIFFERENTIAL RATES

ON-CALL RATES

• On-call paid at $2.50 per hour
• On-call standby eliminated
• Effective 5/1/99

CALLBACK

• Employee must be prescheduled on-call to receive callback. A Callback Guarantee of 3 hours will be given at a premium rate of 1.5x their base salary for the first callback. Employee will receive the 1.5x premium for each hour worked during their callback shift. Employees who are required to return multiple times during the same On Call shift will receive an additional 1 hour of pay at the 1.5x premium for each occurrence. A scheduled on-call shift may not exceed 24 consecutive hours.

• Example: Employee is scheduled on-call and is called back at 1900 for 45 minutes. Employee would receive 3 hours of callback at 1.5x of their base pay. Another callback at 2330 for one hour would be paid for actual hours worked at 1.5x of their base pay plus one hour at 1.5x of their base pay. For working 1 hour and 45 minutes this employee would receive 5 hours of callback pay, paid at 1.5x of their base pay.
• Effective 5/1/99

Manager Note: Callback is only available to employees scheduled on call. Callback cannot be applied retrospectively. Scheduled time for shifts, inventory, staff meetings are not eligible for callback pay.

• Leadworker will require that the employee be classified in a lead in the Kronos Time and Attendance system on a regular basis or have the Employee punch in as a lead or charge status or have the Payroll Reporter submit the actual hours. Employees will no longer be designated as leadworker by job code.
• Effective 5/1/99

• Flight Pay, Unscheduled Shift Premiums, Tissue Procurement Fees, etc will be data entered into the Kronos system by the Payroll Reporters.

*Unscheduled Shift Premiums require prospective approval by a Director.

• Effective 5/1/99

HOLIDAYS

• The Hospital has two types of holidays – premium and non-premium holidays. Worked non-premium holidays are compensated the same as weekends with shift differentials. Worked premium holidays are compensated at time and one half of the employee’s base salary.
• Effective 7/1/03

PAID LEAVE

• Time taken off by the employee for paid leave does not count toward the weekly overtime hours. Employees are also not permitted to take Paid Leave above their scheduled FTE. This includes vacation, sick leave, personal preference days, holidays, jury duty, funeral leave, and military duty.

This practice is guided by Hospital PPM 5-17 and University of Utah PPM 2-40.

• Effective 5/1/99