CONTACT CONTACT. Christmas/New Year Close Notification

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1 SPECIAL ISSUE Issue Issue Date: Date: 13 DD November Month Year 2013 Hello Christmas/New Year Close Notification Each year MercyAscot has a close down over the Christmas/New Year period. The close down reflects the level of business activity at this time of year and also allows for maintenance and cleaning that is difficult to undertake with patients in the hospital. As required by the Holidays Act 2003, this notice serves to formally advise employees that we require them to take annual leave during the close down period for up to 2 to 3 weeks (4 to 9 days) in addition to the 4 Christmas/New Year Public Holidays. Please contact your Charge Nurse or Manager to clarify the arrangements and timing for your area of work. Over the close down period, there are also 4 Public Holidays. If you do not have sufficient annual leave, shift leave or alternative (lieu) days, then you will need to take leave without pay during the close down period. Employees who do not have sufficient leave due to exceptional circumstances and/or will experience hardship by taking leave without pay, and employees who have recently started with MercyAscot and have not yet accrued sufficient annual leave, may apply in writing to Vicki Lodge, Human Resources Manager, to have annual leave in advance of entitlement/accrual approved. Applications will be considered on a case by case basis. Your current leave entitlements are noted in Timefiler. Should you have any queries regarding your entitlement, please don t hesitate to contact the HR/Payroll team. Vicki Lodge Human Resources Manager Christmas and New Year Holidays and Pays 2013/2014 Fortnightly Pay 9/12/13 22/12/13 Normal pay day falls on Tuesday 24 December Payment for this fortnight will be made on Monday 23 December at midnight so money is available for staff on Tuesday 24 December (Boxing Day). All timesheets will need to be submitted and approved by Managers by 10am Monday 23 December Payslips will be available for viewing in PayWiz on Monday 23 December after 4pm. Any URGENT tidy up pays after this pay run, must be received by payroll and the query authorised by your manager, no later than 10am Tuesday 24 December. If received after this time, adjustments will be processed when HR returns following the Christmas break on 6 January Fortnightly Pay 23/12/13 05/01/14 Normal pay day falls on Tuesday 7 January Payment for this fortnight will be made as normal, so money will be available for staff on the morning of Wednesday 8 January continued over 1

2 All employees should complete and submit an online leave application for the Christmas period to their Manager by Monday 9 December If you do not work on Monday 23 December or Tuesday 24 December you do not need to submit a Timesheet. Please ensure that you have submitted an online leave application and it has been approved by your Manager. A timesheet will be automatically created over the close-down period in PayWiz. Payroll will process all leave on your behalf (the exception to this is employees who are pre-approved to work over the close-down period). If you work on either Monday 23 December or Tuesday 24 December, you will need to submit a timesheet for these two days. All timesheets will need to be submitted and approved by Managers by 10am Monday 6 January Payslips will be available for viewing in PayWiz on Tuesday 7 January (after 4pm). Public Holiday Dates The following days are the public holidays over Christmas / New Year: Wednesday 25 December 2013 Thursday 26 December 2013 Wednesday 1 January 2014 Thursday 2 January 2014 Please note, that you cannot be entitled to more than four public holidays over the Christmas and New Year period, regardless of your work pattern. If you Work Alternating or Variable Shifts You and your Manager will need to agree which of the public holidays would be an otherwise working day for you. If you are a part time employee, then you would only be entitled to the public holiday if you had worked on the day at least 3 out of the previous 6 weeks. However, you will still only be entitled to a maximum of 4 public holidays over the Christmas & New Year period. Note: The online PayWiz system will not automatically calculate the 3/6 rule for you. If you are unsure about what Public Holidays you are entitled to, please discuss this with your Manager. Completing an Online Leave Form All employees who would like to apply for annual leave (and/or alternative leave (lieu) & shift leave) over the Christmas and New Year period (including the annual closedown) will need to complete an Online Leave Request. Completing a Leave form online is easy and can be done in a few steps: On the TimeFiler screen you will see My Leave is one of the tabs on the top of the page. By clicking on this you will be able to access details of your leave balances and submit a leave request. continued over 2

3 In the bottom right hand corner there is the Expand button if you click on this you will be able to create a leave request. To create a leave request click on Create and enter the details of your intended leave in the fields provided. Once you have entered these details press Submit. This will take you to another screen which gives you the option of specifying which days/hours you are applying for over Christmas. For any days that you are not rostered or you do not wish to take as leave, please use the button to remove. You should select the 'public holidays not worked' code for the days that you are entitled to Public Holidays (if you are unsure about what public holidays you are entitled to, please discuss with your Manager). Note: The total on the leave form will include ALL hours that you will be paid, but only the days marked as Annual leave will be deducted (note: regardless of your roster, you should not be picking 'public holiday not worked' for more than 4 shifts over the Christmas period). For example: For a full time, Monday - Friday employee, your leave form should look something like this: 3

4 Once completed and there are no red boxes on your form, the request can then be submitted for your manager to approve. Back in the main roster screen you will be able to see the days you have applied for leave as orange (meaning that your manager needs to approve it). Once your leave request has been approved it will turn green. Salaried/Autopaid Employees If you are a salaried or autopaid employee and do not work variable rosters (ie. your hours do not come through Trendcare), then your leave request will be automatically populated with your standard shifts/days over Christmas. The public holidays may appear as annual leave however as long as these days are highlighted in yellow as public holidays, then the system will not deduct annual leave for these days and will instead pay these days as Public Holidays. Already Submitted an Online Leave Request? If you have already submitted a leave form then please login to PayWiz and My Timesheets and under the 'My Leave' tab, check that it accurately reflects the leave/public holidays that you wish to apply for. If not, then you should unsubmit the leave form, correct and then re-submit it. Note: If any of your leave forms on your leave planner are showing red boxes like this: Then please double check that you have entered hours for every day or deleted the shifts that do not apply to you (you can do this by clicking on one of the boxes with your mouse and it will bring up the details of the leave form in the bottom of your screen). Note: Leave forms that are not corrected by Monday 9 December will be deleted from the system and a new leave form will need to be created. Please ensure that you check both the 2013 and 2014 year by clicking on the button. The deadline to submit your online leave request for 2012/2013 Christmas leave is Monday 9 December If you have any queries regarding Christmas/New Year public holidays, please do not hesitate to contact me on extn Carol Conway, Payroll Consultant 4

5 Christmas Calendar 09-Dec 10-Dec 11-Dec 12-Dec 13-Dec 14-Dec 15-Dec Deadline for submitting leave forms through TimeFiler Payment for p/e 8/12/2013 processed and paid as per usual. 16-Dec 17-Dec 18-Dec 19-Dec 20-Dec 21-Dec 22-Dec 23-Dec 24-Dec 25-Dec 26-Dec 27-Dec 28-Dec 29-Dec Timesheets to be approved by 10am. Pay for p/e 22/12/2013 processed and paid TODAY (one day early) Urgent Changes to payroll by 10am. HR Closes at midday. Christmas Day Boxing Day 30-Dec 31-Dec 01-Jan 02-Jan 03-Jan 04-Jan 05-Jan New Years Day New Years Holiday 06-Jan 07-Jan 08-Jan 09-Jan 10-Jan 11-Jan 12-Jan HR Office Opens Timesheets for p/e 5/1/2014 to be approved by 10am. Payment for p/e 5/1//2014 processed and paid as per usual. 5

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