WELCOME TO UCSD HEALTH SCIENCES

NEW EMPLOYEE ORIENTATION

AT YOUR SERVICE – Change/add benefits, view pay statements, changes to tax information http://atyourservice.ucop.edu

BLINK – Helps you navigate through the UCSD System and search for information/people http://blink.ucsd.edu

AYS FOR NEW EMPLOYEES – Information for new employees

http://atyourservice.ucop.edu/employees/new_employee/index.html

If you are represented by a union you are required to pay union agency fees with cover costs for negotiations, contract administration, and related activities: COLLECTIVE BARGAINING AGREEMENTS - Bargaining units

http://atyourservice.ucop.edu/employees/policies_employee_labor_relations/agency_fee/clctbgnfs.pdf

UNION CONTACTS http://atyourservice.ucop.edu/employees/policies_employee_labor_relations/collective_bargaining_agreements.html

AGENCY FEES http://atyourservice.ucop.edu/employees/policies_employee_labor_relations/agency_fee/fschart.html

MANDATORY ONLINE COURSES:

◦ UCSD LEARNING CENTER

◦NEW EMPLOYEE ON-LINE COURSE

◦ORGANIZATIONAL ORIENTATION

ATTEND THE BENEFITS ORIENTATION

YOU HAVE 31 DAYS FROM YOUR DATE OF HIRE TO ENROLL IN BENEFITS VIA AT YOUR SERVICE http://atyourservice.ucop.edu/employees/new_employee/health_welfare_plans.html

All career employees must serve a probationary period, usually six months of continuous service at 50% time or more during which time the employee’s work performance and general suitability for University employment will be evaluated.

An employee’s probationary period may be extended for up to three months at the University’s discretion. Projected probationary end date is months from your first day of employment

◦ CAREER– You will receive one performance evaluation during you 6-month probationary period. After completion of probationary period, you will receive an annual performance evaluation.

◦ PER DIEM - You will receive one performance evaluation annually. The evaluation of each employee shall be based on the individual employee's performance. Per diem employees are considered “At Will”.

Refer to the payroll calendar for: ◦ Pay period end dates

◦ Pay dates

◦ Holidays

Holiday Pay by Bargaining Unit Calendar: ◦ Benefit Holiday

◦ Number of working hrs/Number of working days

TPS System: https://tpsweb.ucsd.edu/

Leave accruals: Balances icon in TPS System

Non represented vacation: http://hrop.ucop.edu/documents/ppsm41.pdf

Non represented sick: http://hrop.ucop.edu/documents/ppsm42.pdf

Represented (based on bargaining agreement): http://blink.ucsd.edu/HR/labor/bargaining/agreements

Direct Deposit Setup: ◦ You can sign up for Direct Deposit on the At Your

Service Online website. Once you have logged in go to the Income & Taxes box and click Direct Deposit. Follow the prompts, authorized, confirm and then log off. Directions can be found at: http://blink.ucsd.edu/go/directdeposit

Credit Union Membership: ◦ You may join either San Diego County Credit Union

(800-456-8808) or University & State Employee’s Credit Union (800-233-0250) by showing proof of 6 months continuous UC employment while opening an account.

All vacation time must be scheduled in advance with the approval of your supervisor. Vacation time may not be used before it is accrued or during the same month that it is accrued.

Some union contracts require completion of probationary period before vacation usage. Please refer to your union contract before requesting vacation within your 6 month probationary period:

http://blink.ucsd.edu/HR/labor/bargaining/agreements/

Accruals: Career employees who fall in the Profession and Support Staff Category accrue the following vacation hours:

Career employees who fall under the Manager and Senior Professionals

(MSP) category will accumulate the following vacation hours:

Employees cease to accrue vacation once they reach the maximum balance allowable, which is two year’s worth of vacation for a full-time employee e.g., if you accrue 10hrs per month of vacation, you will reach your maximum at 240hrs (10hrs x 24months = 240hrs).

Years of Service Accrual at 100% effort

Less than 10yrs 10hrs per month

10yrs 12hrs per month

15yrs 14hrs per month

20yrs or more 16hrs per month

Years of Service Accrual at 100% effort

Less than 5yrs 12hrs per month

5yrs 14hrs per month

10yrs or more 16hrs per month

Your sick leave accrual rate is 8 hours per month. (This accrual rate is prorated based on the number of hours on pay status). There is no maximum amount of sick leave you may accrue. Sick leave may be used when you are ill, for medical appointments, for the death of a family member (5 days/occurrence), for the illness of a family member (30 days/calendar year), or if you have a personal obligation to attend the funeral of a person other than a family member (5 days/calendar year).

If you anticipate being off work for medical reasons for longer than one workweek, please notify your Supervisor immediately. Sick leave is available for use the month immediately after it is earned. Sick leave may not be used before it is accrued or during the same month that it is accrued.

The University observes thirteen (13) administrative holidays during the calendar year. Holidays are listed in the Personnel Policies for Staff Members manual or bargaining contract for represented employees.

Career full time and part-time employees, who work at least 50% time, will receive holiday pay proportionately based on the number of hours on pay status for that particular month.

Per diem employees will receive regular pay IF scheduled to work on a Holiday. Per diem employees who are NOT scheduled to work on a holiday are NOT entitled to receive pay. Refer to Holiday Pay by Bargaining Calendar for specific dates and pay information.

Refer to payroll calendar for specific dates: · New Year’s Day · Martin Luther King, Jr. Day (observed on the 3rd Monday in January) · President’s Day (observed on the 3rd Monday in February) · Cesar Chavez Day (observed on the last Friday of March) · Memorial Day (observed on the last Monday in May) · Independence Day · Labor Day · Veterans Day · Thanksgiving Day · Friday after Thanksgiving · December 24th (or equivalent) · Christmas Day · December 31th (or equivalent)

Service credit refers to an employee's length of service with the University of California, the University's Office of the President (UCOP), California State Universities, Department of Energy Laboratories and other State of California Agencies.

Staff employees are eligible for service awards when they have received 10 or more years of service. Please notify us if you have any prior service with the any of the above agencies

The Defined Contribution Plan (DCP) includes two kinds of accounts: the pretax account for mandatory contributions, and the after-tax/ rollover account for voluntary contributions, including the taxable portion of rollovers from other employer plans. Fidelity Retirement Services is the recordkeeper for the DCP.

Learn more about the DCP by reading below, or see the At Your Service description or the Summary Plan Description (PDF).

Participation Pretax: Safe Harbor participants automatically contribute to the

DCP on a pre-tax basis (except UCRP Tier Two members). Employees are automatically enrolled and contribution begins the first day of an eligible appointment.

After-tax: All UC employees (except students who normally work fewer than 20 hours per week) are eligible to make voluntary contributions to the after-tax account. When you are ready to enroll, log into Fidelity NetBenefits.

Contributions Pretax: Safe Harbor participants contribute 7.5% After-tax: The Internal Revenue Code limits employee

contributions. Generally, the maximum is the lesser of $42,000 or 100% of the participant's compensation

REVIEW AND SIGN

Obtain a Staff ID Card Establish your “At Your Service Online”

Employee Account: Enroll in Health Benefits within 31 days of

hire date Complete on-line Trainings Acknowledge Job Description in Lawson Review Work, Time and Attendance Policy Review online payroll manual Submit NEO timesheet to supervisor Purchase parking permit (if needed)

Obtain a Staff ID Card:

Establish your “At Your Service Online” Employee Account

Complete on-line Trainings

Acknowledge Job Description online through Lawson

Review online payroll manual

Submit NEO timesheet to supervisor

Review the online Workers Comp Employee guide: http://health.ucsd.edu/CAREERS/EMPLOYEES/WORKERSCOMP/Pages/default.aspx

Review your Job Description at https://lpmh.lawson.com/ucsd/login

UC San Diego Health System UC San Diego Health System Policy and Procedure MCP 670.1, Work Time Attendance Effective/January 12, 2011

ABSTRACT: The purpose of this policy is to set out guidelines and procedures governing the use of sick time and accommodation of unscheduled employee absences in the work force.

RELATED POLICIES: UCSDHS MCP 786.1, “Timekeeping Policies and Procedures”, UC Personnel Policies for Staff Members (UCPPSM)

I. DEFINITIONS ◦ A. Occurrence: The recording of a violation of

attendance/availability standards as defined in this policy. ◦ B. Incident: Any unplanned time off while on active pay status. ◦ C. Episode: Any incident lasting consecutive scheduled workdays

or a continuous period exceeding one shift.

II. POLICY

◦ A. The primary goal of UCSD Health System is to provide quality patient care. To support this goal, all employees are expected to report to work as scheduled and to work their scheduled hours, shifts, and/or assigned overtime. It is the responsibility of each employee to maintain a satisfactory attendance record. Increasing work time availability creates a more positive work environment with consistent distribution of the workload. This creates less confusion and inefficiencies brought on by unplanned absences. By initiating the utilization of sick time with a no-fault approach, the policy offers significant incentive to maximize work time availability without the need to place blame.

◦ B. It is a UCSD Health System policy that sick time is granted as an employee benefit to be used for legitimate personal illness, family illness, bereavement, and/or medical appointments. Additional employee paid time off benefits are provided for other reasons associated with time away from work. It is also the Health System’s position that the nature of its business as a health care provider may require setting sick time/ attendance standards that do not correspond directly to the sick time benefit provisions of the University of California.

◦ C. This policy will be monitored to ensure effectiveness and acceptability by all affected by its provisions. This policy can be changed, amended, or withdrawn at the discretion of UCSD Health System at any time with a 30-day notice period. Departments wishing to implement departmental/unit specific variations to this policy may do so only after consultation with and approval by Human Resources Labor Relations.

◦ D. This policy applies to all employees of the UCSD Health System and UCSD Healthcare with the exception of employees represented by the Coalition of University Employees (CUE) union.

III. PROCEDURES AND RESPONSIBILITIES ◦ A. Policy Benefits

1. The no fault approach reduces the potential for disagreement and inequitable application.

2. By using a no fault approach, discretionary interpretations and justifications will be minimized.

3. Individuals may take advantage of incentive options to be rewarded for maximizing work time availability.

4. A single policy makes communication and understanding of work time availability expectations easier for all UCSD Health System employees.

5. Focusing on work time availability rewards positive behavior. 6. Each occurrence is equally weighted which provides clarity

and results in less conflict. 7. With specific standards attached to the progressive

disciplinary process, expectations are clear for everyone involved.

8. Enhanced quality of patient care results as unplanned absences are reduced.

◦ B. Incentives to Accrue Sick Time 1. Sick time that is earned and not used accrues to a sick time

bank which can be used by employees in the following manner: a. For full salary continuance based on appointment in the event of

an extended illness or disability. b. For retirement service credit when calculating UCRP monthly

benefits when a vested employee retires from UCSD Health System.

◦ C. Attendance/Availability Standard: 1. The occurrence standards are based on the requirement to

provide quality patient care and be competitive within the health care community. The established standard of attendance/availability is based on an occurrence threshold over any rolling 12-month performance period. The established standard is five (5) or fewer occurrences within any 12-month period of time. Individual employee work time availability records are maintained in home departments or units. The department supervisor or leader is assigned responsibility for maintaining work time availability records. When an employee’s use of sick time/attendance exceeds the established standard, a progressive discipline process will be initiated and completed as follows:

2. The process to purge the attendance/availability record is

12 months. Months 13 through 24 are considered historical references in transfers, promotions, and other changes in employment status. Only in extreme situations can months 13 through 24 be used as performance criteria in consultation with Human Resources, Employee & Labor Relations and bargaining unit representatives.

Occurrence Standard

Within policy guidelines 1-4

Verbal balanced feedback(as necessary) 5-7

Verbal counseling 8

Verbal warning 10

1st written warning 12

2nd written warning 14

Termination 16

◦ D. Occurrences

1. One unplanned time-off incident can result in multiple occurrences but no incident can generate more than two occurrences. Occurrences will no longer be part of the performance record after 12 months and will be removed entirely after a 24-month period has elapsed. Any time off pay status for example, leave without pay, will not count towards the 12 month or 24 month period. Advanced notification of a scheduled medical procedure such as surgery will not be an occurrence. One occurrence can be given for each of the following reasons. Occurrences include but are not limited to: a. Non-Exempt Employees: (1) Any absence for a scheduled shift due to illness or injury

(Consecutive days equal one episode. Extended illnesses may be covered under other policies, see item 5 under Other Provisions).

(2) Failure to work all scheduled hours after reporting to work (Exceptions require specific supervisory approval).

(3) Failure to report to work at scheduled start time (There is a 7-minute grace period but clocking in during the grace period, three times or more in a 30-day period will be one occurrence).

(4) Failure to work assigned overtime. (5) Failure to respond during a scheduled “on call” time. (6) Leaving early for or returning late from breaks or meal periods. (7) Leaving work area when scheduled to work without prior approval. (8) Any time off for appointments or emergencies with less than 24 hours

advance notice (Such as medical appointments, car repairs, and family emergencies. An occurrence may be avoided by making arrangements to make up lost scheduled time with your supervisor or team leader within the same pay period. See items d, e, f, and g under Other Provisions).

(9) Absence when scheduled to work or be “on call” other than regular shift.

(10) Scheduling appointments for non-emergency reasons during core shift hours (All departments do not have Core hours. Core hours cannot equal more than 50% of the shift hours).

(11) Absence without sufficient sick time earned and/or accrued. Excludes approved leaves of absence (Consecutive days equal one episode. Could result in two occurrences for one incident).

(12) Any pattern of unscheduled absences (see Other Provisions) (could result in two occurrences for one incident).

(13) Failure to “call in” to report on each day of any successive sick days (could result in two occurrences for one incident).

(14) Failure to “call in” to notify supervisor of late arrival or sick day according to the schedule stipulated by the department (could result in two occurrences for one incident).

b. Exempt Employees:

(1) Submit to provisions (1), (7), (8), (10), (11), and (12) only, as stated above, to comply with FLSA regulations.

◦ 2. Patterns - Unscheduled Absences

a. A pattern of unscheduled absences exists when any three episodes of a single item listed below occur within a 90-day period. Patterns of unscheduled absences are defined to include but are not limited to the following:

(1) on scheduled weekend shifts; (2) preceding or following a weekend off; (3) preceding or following regularly scheduled days off; (4) on a day previously requested off and denied; (5) immediately before and/or after a vacation; (6) immediately before and/or after a UC holiday; (7) immediately before and/or after payday; (8) when rotated to another assigned shift or assignment; (9) on a shift which was switched with another staff member; (10) on a particular day of the week.

3. Other Provisions a. A medical verification or reasonable proof may be required for any

illness or inability to work of three consecutive days or more absence, due to family illness, or bereavement. The verification must be presented to your supervisor upon return to work. Failure to present medical verification may result in leave without pay status for the period of absence

b. Work time availability will be included as a measure in employee performance appraisals. The policy does not address vacation or compensation time utilization.

c. Jury Duty is considered to be an honor of citizenship and the UCSD Health System supports employees when called to serve. For non-exempt employees, salary is paid only for the period of active service including travel time. Failure to report to work during hours or days released from active jury service can result in an occurrence. Please discuss your jury service schedule with your team leader or supervisor before the date on your jury summons.

d. Refer to policy manual or contact your Human Resources Representative for description of paid and unpaid leaves of absence granted by UC or by state and federal legislation. Refer to Absence From Work Policy.

e. Failure to work as scheduled due to an act of nature (flood, earthquake, etc.) or national emergency (act of terrorism, threat of war, etc.) will be addressed outside of the attendance standards. The safety of employees and their families will be the primary concern. During an external emergency condition prompting a Code Triage, your presence may be required to treat injuries.

f. If assistance is needed to find day care, sick childcare, or elder care, the Benefits Office can provide referrals. Mail Code 8912. The Employee Assistance Program can also be used 1-866-808-6205.

g. Assistance with family or personal issues that impact acceptable attendance can be accessed free of charge through the Health System’s Employee Assistance Program. Call 1-866-808-6205.

h. It is the responsibility of the supervisor or leader to maintain accurate attendance records and document work time availability/attendance in a like manner for each staff member. Application of the policy will be fair, equitable, consistent, and progressive. Employees who wish to appeal a decision affecting them under this policy should notify their Human Resources Representative. Human Resources reserve the right to reverse occurrences.

i. It is the responsibility of a Department Manager or Area Leader to address requested variations to this policy with Human Resources Employee & Labor Relations prior to any implementation of supplemental guidelines.

1(in) or 9(out) ◦ For clocking in and out each day, you use the clock code 1 when you arrive for your

scheduled shift and you use clock code 9 when you leave.

Basic Procedure To Access HBS: ◦ Dial 286

◦ Hear the time message: ◦ “Welcome to the TACS system. The time is ##:##. “ ◦ Note: Users should now press the dial additional digits key or “9” so the phone will

recognize your ID number.

Hear the request: ◦ “Please enter your employee ID. ◦ Enter your employee ID. Your employee ID is 2 zeroes followed by the 6-digit number

you were given.

Hear the request: ◦ “Please enter your clock code” ◦ Enter 1 if you are starting your shift and 9 if you are ending your shift.

◦ Hear the message: “Verifying”. ◦ If the number entered was correct, proceed to the next step. ◦ If not, you will hear the message, “that number was invalid”, try again. If you get the

message a 2nd time, please let your timekeeper or manager know. ◦ Hear the message: ◦ “Your clock in was recorded” or “your clock out was recorded” and “thank you for

using the TACS system. Goodbye”. Please wait for this message before you hang up.