Attendance Coding Training

Transcription

1 Attendance Coding Training Work/Life Balance (WLB) Orange County January 2012

2 Agenda Importance of Accurate Attendance Coding How Attendance Coding Affects PSP Common Codes Resources and Tools

3 Why Accurate Coding is a Priority Importance of correct coding Utilization of appropriate accruals (banked vs. annual sick leave) Reduce adjustments (cost & delays) Accurate attendance reporting Appropriate PSP/VPP payout

4 2012 PSP Attendance Goals* WLB Program Last Minute Sick Goals (SCL, BKL) - Maximum Payout*: 3 days/fte - Minimum Payout: 4 days/fte Non-Protected Absence Goals (SCL, BKL, SCK, BKS, UNX, LOA) - Maximum Payout: 8 days/fte - Minimum Payout: 11 days/fte *If the Medical Center reaches the goal, payout will only be given to employees who met the goal. Any timecard adjustments made after close of payroll will NOT be included towards the Medical Center s PSP data, but adjustments will be counted for the individual employee.

5 Types of Common Codes Last Minute/Advanced Sick Statutory Leaves CESLA (Calif. Employee Sick Leave Act) FMLA (Family Medical Leave Act) PDL (Pregnancy Disability Leave) CFRA (Calif. Family Rights Act Baby Bonding) Workers Compensation (WC - Industrial) Education/Training Vacation/Life Balance Tardy Other Codes

6 Use in the order listed Last Minute Sick Codes (Non-Protected) Employee calls out sick LESS than 24 hours notice SCL (Annual Sick) Use when annual sick is available BKL (Banked Sick) Use after annual sick is exhausted

7 Use in the order listed Advanced Sick Codes (Non-Protected) Employee calls out sick GREATER than 24 hours notice SCK (Annual Sick) Use when annual sick is available BKS (Banked Sick) Use after annual sick is exhausted or if employee was hospitalized*. *Includes inpatient/outpatient surgeries.

8 Use in the order listed Medical Appointment Codes (Excluding FMLA, WC, or CESLA) SMD (Annual Sick) Use when annual sick is available BKS (Banked Sick) Use after annual sick is exhausted

9 CESLA Summary California Employment Sick Leave Act Eligibility: Employees receiving paid time off benefits AND has eligible time. If an employee does NOT have hours, they CANNOT use CESLA. When can it be used? When caring for a sick family member who has a minor illness or injury, serious health condition, or routine medical appointments. Routine dental appointments are not to be used as CESLA. Qualifying Family Member: Parent, Spouse/Domestic Partner, or Child regardless of age (does not include in-laws or siblings). How many hours can be used? May use up to ½ of annual accrued/allotted paid time off hours per calendar year (See CBA).

10 CESLA Codes Use in the order listed BKC (Banked Sick) Use when banked sick is available CES (Annual Sick) Use after banked sick is exhausted CLB (Life Balance) Has the option to use Life Balance instead of sick time If employee has FMLA for family member, CESLA hours runs concurrent with FMLA

11 Family Leave Summary Family Medical Leave Act (FMLA) & California Family Rights Act (CFRA/aka Baby Bonding ) Eligibility: Employees with 12 months of service AND 1,250 compensable hours immediately preceding the start of leave. When can it be used? Own serious health condition, care for family member, bonding w/ newborn w/in 1 year of birth, placement of adoptive/foster child w/in 1 st year, military exigency, care of injured covered service member. Qualifying Member: Self, Parent, Spouse/Domestic Partner, Child under age 18, child over age 18 if incapable of self-care under ADA, or a person of whom employee is the next of kin. How many hours can be used? Up to 12 weeks per year based on a rolling calendar year.

12 Use in the order listed FMLA (SELF) Codes Intermittent leaves less than 7 days Excluding CFRA, PDL, & WC BKF (Banked Sick) Use when banked sick is available SFL (Annual Sick) Use after banked sick is exhausted UFL (Unpaid) Use only after all sick hours are exhausted. Does NOT have option to be unpaid. LBF May have the option to use LBD

13 Use in the order listed FMLA (FAMILY MEMBER) Codes Intermittent leaves less than 7 days Excluding CESLA & CFRA VFL (VAC hours) Use when employee chooses to use vacation. LBF (LBD hours) Use when employee chooses to use LBD UFL (Unpaid) Use when all hours have been exhausted OR if employee chooses to be unpaid. CANNOT use sick benefits for FMLA-Family Member.

14 Use in the order listed FMLA/PDL (PREGNANCY) Codes Intermittent leaves less than 7 days Excluding CESLA & CFRA Family Leave will run concurrent with PDL for the first 12 weeks BKF (Banked Sick) Use when banked sick is available SFL (Annual Sick) Use after banked sick is exhausted UFL (Unpaid) - Has the option to be unpaid LBF (Life Balance) - Has option to use LBD

15 Non-FMLA (PREGNANCY) Codes Intermittent leaves less than 7 days (Protected under PDL) Excluding FMLA & CFRA SCL (Last Minute Annual Sick) Use when annual sick is available. BKL (Last Minute Banked Sick) Use after annual sick is exhausted. SCK (Advanced Annual Sick) Use when annual sick is available. BKS (Advanced Banked Sick) Use after annual sick is exhausted or if employee is hospitalized. LOA (Unpaid) Use after annual & banked sick is exhausted or if employee chooses to be unpaid.

16 Use in the order listed CFRA (BABY BONDING) Codes Intermittent leaves less than 7 days Excluding CESLA Employee can receive up to 12 weeks of baby bonding within the 1 st year of birth VFL (VAC hours) Use when employee chooses to use vacation LBF (Life Balance) Use when employee chooses to use LBD UFL Use when all hours have been exhausted OR if employee chooses to be unpaid. Must be taken in increments of two weeks or more at a time, with the exception that leaves of less than two weeks can be taken twice during the year. CANNOT use sick benefits for Baby Bonding.

17 FMLA Industrial (Worker s Comp) Codes Intermittent leaves less than 7 days Use in the order listed BKF (Banked Sick) Use when banked sick is available SFL (Annual Sick) Use after banked sick is exhausted UFL (Unpaid) Use when all sick hours are exhausted OR employee chooses to be unpaid.

18 Non-FMLA Industrial (Worker s Comp) Codes Intermittent leaves less than 7 days Use in the order listed BKD (Banked Sick) Use when banked sick is available. WCD (Annual Sick) Used when banked hours are exhausted. WMD (Annual Sick) Worker s Comp Dr. appointment. LOA (Unpaid) Use when banked & annual sick hours are exhausted OR employee chooses to be unpaid.

19 Integrated Employees with leaves greater than 7 days (FMLA, CFRA, PDL, WC) The WAM Team (Work Absence Management) will remove the timecard from the approver s approval group and add them to their to approval group to add PAID and UNPAID hours on the timecard. WAM will then return the timecard to the approval group for the approver to approve. If the employee is still on a leave and is no longer being Pay Integrated, the Approver continues to code the UNPAID codes. WLB Program UFL (Unpaid) Use when banked hours have been exhausted, but has remaining FLMA hours. For Pregnancy, WC, or FMLA Fam Member only, employee can choose to be unpaid. LOA (Unpaid) Use when all banked and FMLA hours have been exhausted. ALL EMPLOYEES* WILL BE PAY INTEGRATED IF THEY HAVE HOURS IN THEIR BANK STARTING THE 8 th DAY REGARDLESS IF THEY APPLY FOR STATE BENEFITS. *Except employees who are pregnant, bonding, on worker s comp, or on FMLA for Family Member AND choose NOT to use their hours (per 1480).

20 Example of Pay Integrated Timecard Coded by WAM (WLB Employee Receiving SDI Benefits & on FMLA) UFL codes (KP UNPAID) is equivalent to what the State is paying the employee. BKF codes (KP PAID) is the remaining hours KP is paying the employee to ensure they are receiving 100% of the pay during their leave.

21 Modified Duty/Light Duty Codes MOD (Modified Duty - Employee on Worker s Comp) Use when an employee has returned to work with restrictions due to an Industrial injury. WLD (Light Duty - Employee NOT on Worker s Comp) Use when an employee has returned to work with restrictions when it is NOT due to an Industrial injury..

22 Tardy Code TDT (Tardy for start of shift) Use when employee is tardy from the start of their shift. Examples: TDT This will automatically be paid because it is 6 minutes or less TDT This will be unpaid because it is greater than 6 minutes. *TWK should no longer be used per the TIME System Coordinator

23 Union Business Codes UNP (Paid) Use when union employee is performing union business and eligible for pay from the employer. UNI (Unpaid) Use when union employee is performing union business and not eligible for pay.

24 Other Earned Time Off Codes VAC Pre-approved vacation VLM Last Minute vacation LBD Pre-approved Life Balance LBL Last Minute Life Balance

25 Education & Training Codes EDT (Company Paid) Educational leave used to maintain education credits for a certification or license. EDT does not count as worked time. See CBA for other provisions. TRN (Company Paid) Used for on-the-job training.

26 Family Project Codes For an employee who is a parent, guardian or grandparent having custody of a child in kindergarten or grades 1-12, or attending a licensed child care facility, can take up to 40 hours leave time annually and up to 8 hours per month in order to participate in his/her children s school activities - See HR Policy Allotted hours are for ALL children, NOT for each child. FSP (Paid from VAC) Use when VAC hours are available. FSU (Unpaid) Use only after VAC has been exhausted. Employee cannot choose to be unpaid when VAC hours are available.

27 Other Common Paid Codes JRY (Company Paid) Jury Duty: Used when an eligible employee is required to perform Jury Duty during schedule work hours. Refer to CBA for number of days and allowable hours per day. BRL (Company Paid) Bereavement: Used for death of immediate family member for funeral services, grieving, and/or to take care of family business. See CBA for definition of family member & other provisions.

28 Other Common Unpaid Codes UNX (Unpaid) Use when time off is NOT approved and NOT related to the employee s own illness or injury. Also use when employee calls out for anyone other than the employee and they are not protected under FMLA or CESLA. NCS (Unpaid) No Call/No Show: Use when employee fails to notify employer before the end of their shift, the manager made at least one attempt to contact the employee before the end of their shift, and the employee has no mitigating circumstances that preclude the employee from calling in. LOA (Unpaid) Use once all benefits have been exhausted and is on inactive status.

29 Scenario # 1 An employee called in today due to a sick child. This year, she only used 8 hours for CESLA from her sick account, but she currently does not have any sick or life balance hours remaining in her bank. How should this be coded?

30 Scenario # 1 Answer Code: UNX She is no longer eligible for CESLA since she does not have sick or life balance hours remaining in her bank.

31 Scenario # 2 An employee called in sick today (less than 24 hours notice), but has already exhausted all sick leave (annual and banked) and life balance. However, he does have a Dr s note for him to be off for the day. How should this be coded?

32 Scenario # 2 Answer Code: SCL Even if the employee has Dr. s note and they called out with less than 24 hours notice, they are still to be coded as last minute sick. Also, since there are no hours left in their sick bank, it will be unpaid.

33 Scenario # 3 A full-time Monday-Friday employee called out sick on Monday, called out sick again on Tuesday and on this day, she also mentioned she has a Dr s note to be out for the rest of the week. She has annual sick hours in her bank. How should this week be coded?

34 Scenario # 3 Answer SCL: Monday & Tuesday SCK: Wed, Thurs, & Fri She called out on Monday (last minute) and again on Tuesday (last minute), and on Tuesday, provided at least 24 hours notice for the rest of the week (advanced sick).

35 Scenario # 4 A full-time employee is injured at work and was not approved for FMLA. He presents a DMI that says he can only work 4 hours a day. He wants to get paid and only has annual sick remaining in his bank. How should the 4 hours at work be coded? How should the remaining 4 hours be coded?

36 Scenario # 4 Answer MOD: 4 Hours Worked Although the employee can perform his/her job without restrictions during the 4 hours at work, since he is only able to work 4 hours a day, is considered a restriction. WCD: 4 Hours Not Worked Because the employee only has annual sick in his bank. (If he had banked sick left, it would be BKD).

37 Scenario # 5 An employee requested to take time off a week ago for a parent-teacher conference during the last 2 hours of her shift. She has not used any hours for her children s school activities this year, but she does not want to be paid even though she has vacation hours in her bank. How should the 2 hours be coded?

38 Scenario # 5 Answer Code: FSP For children s school activities, if the employee has vacation hours in their bank, they have to use them.

39 Resources KPSC Attendance Website Attendance Calendars Additional Tools

40 Things to Remember ALL scheduled hours should be accounted for even if the employee is not getting paid. Track all hours used, especially for FMLAs and CESLA. Once an employee knows they will be out for more than 7 days, the 1480 (Leave of Absence) form needs to be submitted. Refer to the FMLA Designation Letter as to how many days/hours are allotted for FMLA and when the FMLA expires. In order for employees to receive State benefits, they MUST apply for it. REMEMBER TO USE YOUR RESOURCES!

41 Q & A Session OC Attendance Manager: [email protected] Phone: Tieline: Please feel free to ask any questions!