EMPLOYEE HANDBOOK - UNC Medical Center
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
E M P L OY E E H A N DBOOK
L E A D I N G T E A C H I N G C A R I N G
1
IMPORTANT NUMBERS
EMERGENCY NUMBERS PHONE FAX LOCATION
General Emergency.................................................. 911
Medical Emergency Within UNC HCS.................... 919-966-4111
Medical Emergency/
Ambulance at Satellite Areas.................................. 911
Fire................................................................................ 911
Police............................................................................ 911
Hospital Police (Routine Calls)................................ 984-974-3686
Environmental Health and Safety.......................... 984-974-0749 984-974-0580 Ground Floor, Medical School, Wing E
Hospital Epidemiology............................................ 984-974-7500 984-974-7719 Room 1001, West Wing
Hospital Information................................................ 919-966-4131
Workers’ Compensation........................................... 984-974-0933 984-974-0860 Ground Floor, Medical School, Wing E
IMPORTANT NUMBERS PHONE FAX LOCATION
Annie Voice Phone Book........................................................ 919-962-6643
Compliance Hotline ............................................................... 1-800-362-2921
Compliance Office .................................................................. 984-974-1049 Hedrick Building
Critical Incident Stress Management (CISM) Program .... 919-216-3636
Employee Benefits................................................................... 984-974-1100 984-974-1303 Hedrick Building
Employee Relations................................................................. 984-974-1640 984-974-1660 7th Floor, East Wing
Employment/Recruitment..................................................... 984-974-1090 Morrisville
Learning and Organizational Development....................... 984-974-1070 984-974-1317 Morrisville
HR Data Management - Records .......................................... 984-974-1100 984-974-1303 Morrisville
HR Services................................................................................ 984-974-1100 984-974-1305 Morrisville
Information Security (ISD Help Desk).................................. 984-974-4357 919-595-3426 Eastowne
Nursing Education................................................................... 984-974-7740 919-843-0274 4th Floor, West Wing
Nurse Employment.................................................................. 984-974-1160 984-974-1325 6th Floor, East Wing/Hedrick
Occupational Health................................................................ 984-974-4480 984-974-7414 1st Floor, West Wing
Payroll......................................................................................... 984-974-1100 984-974-1304 Morrisville
Performance Improvement/Patient Safety......................... 984-974-2015 984-974-0239 1st Floor, Main Hospital
Photo ID Badges/Parking....................................................... 984-974-1031 984-974-0111 Parking Pavilion
Privacy (HIPAA)........................................................................ 984-974-1069 Hedrick Building
Risk Management.................................................................... 984-974-3041 984-974-6285 4th Floor, Medical School, Wing E
Volunteer Services................................................................... 984-974-4793 984-974-0750 Ground Floor, Main Hospital
Important Numbers 2E M PLOY E E H A N DBOOK
State Employees’ Credit Union
ABOUT UNC HEALTH CARE 5 State Retirement Program
Social Security
A COMMITMENT TO CARING . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Supplemental Retirement Plans
OUR VISION AND OUR VALUES. . . . . . . . . . . . . . . . . . . . . . . 7 Tuition Waiver Program
Our Vision Unemployment Compensation
Our Values
EMPLOYEE RECORDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
We Care About
How We Work EMPLOYEE RELATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
UNC HEALTH CARE CORE BEHAVIORS . . . . . . . . . . . 8 EMPLOYMENT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Customer Service Transfer/Promotion
Communication Exit Interviews
Patient and Employee Safety
DATA MANAGEMENT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Ethics and Professionalism
Initiative and Adaptability LEARNING AND ORGANIZATIONAL
Stewardship DEVELOPMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Teamwork Tools/Methodology and Models
Educational Learning Opportunities
NEW EMPLOYEES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Other Resources
Appearance
New Employee Orientation
Attendance and Adverse Weather
Period of Probationary Employment PAYROLL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Work Schedule Payroll Policies and Procedures
Instructions for Entering Time
HUMAN RESOURCE Pay
DIVISION 11 Deductions
Emergency Callback Pay
BENEFITS DEPARTMENT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Longevity Payments
Academic Assistance Program Overtime Pay
Auto/Homeowners Insurance Shift Premium Pay
Death Benefit Final Pay Deductions
Disability Benefit
Health Insurance EMPLOYEE LEAVE 21
Life Insurance Paid Time Off (PTO) Leave
Long-Term Care General Information
MetLaw
NCFlex
3 Index IndexTable of PTO Balance Distributions at Termination PlusPeople Awards
Observance of Holidays and Floating Holidays Tobacco-Free UNC Health Care System
Family and Medical Leave Volunteer Opportunities
Family Illness Leave
Civil Leave PERFORMANCE REVIEW &
Military Leave
Leave of Absence Without Pay
EVALUATION 31
Voluntary Shared Leave
LEARNING MANAGEMENT
SYSTEM AND THE
LEARNING INSTITUTE 24
LEARNING MANAGEMENT SYSTEM (LMS) ........... 24
Learning Never Stops
My Student Center
Reference Information
First-Time Users
THE LEARNING INSTITUTE ....................................... 25
Our Vision
Structure
Benefits
Questions
PROGRAMS AND
SERVICES 26
PROGRAMS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
The Beacon Program
Corporate Compliance Program
Critical Incident Stress Management (CISM)
Program
Employee Assistance Program
Employee Ambassador Program
Freedom Pay Program
Health Care Employee Loan Program (H.E.L.P.)
Risk Management Program
SERVICES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Blood Donation Center
Employee Forum
Glad You Asked
Pastoral Care
Index Index 4A B O U T U N C H E A LT H C A R E
Welcome to the University of North Carolina Health Some of its key features include:
Care System. We hope you will find work here both • Approximately 1,500 UNC-Chapel Hill faculty
exciting and rewarding. This handbook provides an physicians and physicians-in-training who provide
overview of Environmental Health and Safety, Infection care for patients in North Carolina.
Control, Corporate Compliance, Human Resource Policy,
Employee Benefits, and Learning and Organizational • A world-class academic medical center, including
Development information. a top-ranked public medical school and modern
hospitals for children, women, neurologic and
This information does not supersede or replace official psychiatric patients, and general adult patient care.
policies, procedures, and other guidelines in the Human
Resources Management Policies and Procedures Online • A constellation of nationally recognized centers of
Manual, UNC Health Care Code of Conduct, Infection clinical excellence, including such areas of special
Control Manual, Safety Policy Manual, or Disaster expertise as burn care, cancer treatment, diabetes,
Manual, copies of which are available both online and in gastrointestinal diseases, obstetrics, organ transplant,
all departments. and pediatrics.
If you have questions that are not answered here, please • A network of nearly 1,000 affiliated doctors in private
talk with your supervisor or contact Human Resource practices across central North Carolina, sharing risk
Services, Epidemiology, Environmental Health and in managed care contracts through an independent
Safety, or the Compliance Office. practice association.
We are committed to the concepts and practices of • A group of about 500 community doctors, hospitals,
equal employment and affirmative action to ensure that and other health care providers, many of whom
applicants and employees are treated fairly, without participate in UNC managed care contracts and refer
regard to race, religion, color, national origin, gender, patients to Chapel Hill.
sexual orientation, disability, or age. Such practices shall • A home health agency licensed to provide services
include, but not be limited to, employment, promotion, in four North Carolina counties and an associated
transfer, demotion, recruitment or recruitment multi-county hospice program.
advertising, layoff or termination, rates of pay or other
• A growing network of UNC-owned community
forms of compensation, selection for training, and
medical practices across the Triangle area.
social activities. UNC Health Care also complies with
state regulations regarding employment preference for • Emergency and urgent care facilities in Chapel Hill
veterans. that provide around-the-clock services for accident
and trauma victims, and for people with minor but
Visit UNC Health Care’s Human Resource Division on
urgent medical needs.
the Web (http://www.uncmedicalcenter.org/uncmc/
about/human-resources) for detailed information on • An air and ground patient transportation system
benefits, training, policies, and other Human Resource that provides helicopter service statewide from
issues. Chapel Hill, and community-based ambulance
transportation from a growing number of sites
UNC Health Care has established a national reputation outside the Triangle.
for outstanding care by staying in the forefront of medical
therapies, research, and technology.
5 About UNC Health CareComprising more than 6,000 health care workers, UNC Health Care has become one of the nation’s premier training
facilities for physicians, nurses, and allied health professionals. Each year, UNC Health Care accommodates more than
27,000 inpatients and half a million outpatients in over 150 clinics, as well as in our Ambulatory Care Center.
A pioneer in many medical developments, UNC Hospitals opened the nation’s first intensive care unit in 1953. Since
then, UNC Hospitals has developed the state’s most comprehensive transplant program, becoming a national leader
in the specialized care of a variety of health problems, including arthritis, digestive diseases, cystic fibrosis, growth
disorders, hemophilia, and infertility. We also excel in trauma care, neurosurgery, heart disease, autism, nephrology,
and alcohol research studies.
Despite all the growth and change experienced over the past four decades, UNC Health Care’s mission remains
the same: to provide high-quality health care, to educate health care professionals, to advance health research, and
to provide community service. We proudly work toward fulfilling that mandate every day – we refer to it as our
Commitment to Caring – for all the people of North Carolina.
A COMMITMENT TO CARING
In 2007, UNC Health Care renewed its efforts to better the health of all North Carolinians – we call this our
“Commitment to Caring.” Our Commitment to Caring is centered around the five pillars of care at UNC Health
Care: People, Service & Quality, Growth, Value and Innovation.
Each of these pillars serves as a foundation on which the care for our patients and the people of North Carolina
is built. Our Commitment to Caring is exemplified each day at UNC Health Care in the interactions we share with
patients, visitors, and each other.
A Commitment to Caring 6OUR VISION AND OUR VALUES
OUR VISION We must deliver excellent service and operate
leading programs.
To be the Nation’s leading public academic health care
system. • Patients will experience a seamless and sophisticated
system of care that is efficient, of high quality, safe,
– Leading. Teaching. Caring. – and easy to navigate.
OUR VALUES • Outstanding research programs will enable high-
These are the principles that guide our day-to- quality patient care with the most recent medical
day behaviors: our decisions, our actions, and our advances.
relationships with each other and with the people we • Students and trainees will enjoy a fully rounded and
serve. rich experience that integrates outstanding clinical
care and leading academic research.
WE CARE ABOUT We must be deeply and broadly engaged with the
Our Patients and Their Families — Delivering quality people of North Carolina and the nation to meet their
health care and outstanding service is fundamental to health challenges.
everything we do.
• We will be innovators in the research, development,
Our Team — Attracting and retaining the best team and implementation of new means for improving
members is of paramount importance to our Health the health of North Carolinians and sharing that
Care System. We will do this by becoming the health care knowledge with a national audience.
employer of choice and by providing an environment
• We will have collaborative partnerships with Rex
that:
Healthcare, AHEC, the health sciences schools, the
• Pursues the highest level of safety and quality; State of North Carolina, employers, insurers, other
• Focuses on treating patients and colleagues with health care providers, and other key constituencies.
courtesy, honesty, respect and dignity; • We will have clarity in our role as the state’s safety
• Recognizes people for their acheivements and net institution and our role as a leader among such
capabilities; institutions across the region and the United States.
• Is professionally satisfying; We must maintain financial viability for the Health
Care System, with margins sufficient to support
• Encourages the open exchange of views and
our Missions.
• Does not tolerate offensive and disruptive behavior.
• Financial viability will be a System-wide objective,
Our Community — Dedicating ourselves to finding with specific expectations and accountabilities
ways to improve the health of all North Carolinians is established for each component of the Health Care
central to our leading, teaching, and caring. System.
HOW WE WORK • This financial viability and margin will come from
continual improvements in our operations and
Our primary focus must be improving the health from an explicit, unapologetic focus on productivity
of our patients and meeting their needs with our enhancement.
service excellence.
• We will have a culture dedicated to service and to
measurable accountability.
• We will be state of the art in meeting patient needs.
7 Our Vision and Our ValuesUNC HEALTH CARE CORE BEHAVIORS
CUSTOMER SERVICE • Resolves disagreements with others directly as
appropriate; supports resolution in word and action.
Supporting values:
• Uses appropriate verbal (proper tone, volume and
• Courtesy cadence) and nonverbal skills (body language).
• Respect • Frames communication in line with accepted scripts.
• Empathy and Understanding
• Responsibility for Timely Problem Resolution PATIENT AND EMPLOYEE SAFETY
What is considered Does Job Well level: Supporting values:
• Acknowledges and greets patients/customers • Safety Awareness
promptly and courteously. • Adherence to Policy and Procedure
• Asks questions to determine patient/ • Initiative and Active Participation in Developing
customer needs and listens carefully; Safety Protocol
provides appropriate information and What is considered Does Job Well level:
summarizes to check understanding.
• Identifies safety issues and problems in work area;
detects hazardous working conditions and safety
• Ensures that customer solutions, practices, and
problems.
procedures are carried out and achieve their
objectives. • Follows regulations and safety procedures including
organizational safety policies; identifies problems
• Responds quickly to meet customer needs and
with policies and procedures.
resolve problems.
• Takes immediate corrective action to improve unsafe
COMMUNICATION conditions; reports and corrects unsafe working
conditions until resolved; enforces safety regulations
Supporting values: and procedures; ensures continued compliance after
• Shared Knowledge corrective action is taken.
• Clarity and Understanding • Seeks opportunities to enhance patient and employee
safety by encouraging others to follow regulations
• Agreement and Harmony
and safety procedures; provides assistance to others.
• Collaboration
What is considered Does Job Well level: ETHICS AND PROFESSIONALISM
• Clarifies purpose and importance; stresses major Supporting values:
points; communication follows a logical sequence; • Integrity, Honesty, Dependability
checks understanding to avoid confusion; and
presents message in different ways to enhance • Respectful and Fairness to Others
understanding. • Accepting responsibility for Negative Outcomes
• Communicates effectively, using respectful, • Professional Image and Demeanor
courteous, and helpful language with appropriate
parties (peers, managers, and customers) in a
timely manner and in a collaborative working style;
responds positively to constructive feedback.
What is considered Does Job Well level:
UNC Health Care Core Behaviors 8• Operates with integrity; demonstrates honesty; keeps and responsible manner; identifies and seeks ways to
commitments; behaves in a consistent manner. eliminate waste.
• Treats others with respect, dignity, and fairness. • Recognizes importance of team, department, and
organizational goals and act accordingly.
• Presents oneself appropriately according to the
professional attire policy.
TEAMWORK
• Accepts responsibility for outcomes of one’s work;
reports mistakes and/or negative outcomes to Supporting values:
management. • Recognition and Encouragement of Diversity
• Open Expression of Ideas
INITIATIVE AND ADAPTATION
• Shares Information
Supporting values:
• Collaboration and Assistance
• A Champion of Change and Innovation
What is considered Achieves level:
• Positive Outlook
• Listens to and fully involves others in the
• Flexible
team decisions and actions; establishes positive
• Ability to Act Effectively in Evolving Situations interpersonal relationships by making people feel
included and appreciated.
What is considered Does Job Well level:
• Readily collaborates with others and is easy to work
• Actively seeks to understand changes in work tasks,
with; recognizes the contributions of others.
situations, and environment as well as the logic or
basis for change. • Is aware of peers’ workload; offers assistance.
• Adheres to the team’s expectations and guidelines;
• Readily incorporates changes
fulfills team responsibilities; demonstrates
into personal role to contribute to
personal commitment to the team; actively builds
improvements in quality, productivity,
collaborative relationships.
and efficiency.
• Shares important or relevant information with the
• Focuses on beneficial aspects of change. team.
• Participates in identifying learning needs and actively
participates in learning activities.
• Suggests opportunities for improvements.
STEWARDSHIP
Supporting values:
• Trust and Honesty
• Respect for Resources
• Efficiency and Productivity
• Oriented to Long-Term Objectives of our
Organization
What is considered Job Job Well level:
• Speaks positively about the organization to customers
and co-workers; professionally represents the
organization in all actions and interactions.
• Carefully and responsibly manage all resources
needed to perform job; respects the organization’s
and the patient’s property; wisely uses time, supplies,
and funds in performing job.
• Cares for equipment and property in a respectful
99 UNC Health Care Core BehaviorsNEW EMPLOYEES
APPEARANCE work. All employees are expected to make arrangements
in advance for transportation during bad weather, and
To promote workplace safety and create both a each department prepares adverse weather staffing
professional appearance and a positive working schedules to ensure that optimum and continual patient
environment at UNC Health Care, the following care and services are provided during these periods.
consideration for others should govern the appearance
of all employees, contract employees, residents, If an employee must be absent due to adverse weather,
volunteers, students, and medical staff of UNC Hospitals he/she is required to notify his/her supervisor as soon as
and School of Medicine, and research personnel possible.
utilizing the UNC Health Care facilities. Employees will use Paid Time Off (PTO) leave or Leave
Without Pay for any work time missed due to adverse
Neatness and cleanliness are evidence of weather. However, employees are encouraged to make
concern for our patients, their families, up lost time when operating needs permit. Response to
the public, and each other. requests to make up missed work time will be based on
management’s determination of operating needs.
UNC Health Care believes that personal neatness
and appropriate attire provide an atmosphere of PERIOD OF PROBATIONARY EMPLOYMENT
professionalism and inspire confidence in our ability The first nine months of employment are designated to
to deliver services. Therefore, the provisions of provide management with an opportunity to observe
our Professional Business Attire Policy apply to all the quality and quantity of an employee’s work. During
personnel. Shorts (or similar attire), denim, tank this time, an employee’s supervisor will orient and
tops, and/or midriff-revealing apparel are considered coach him/her, and evaluate his/her work against a set
inappropriate for the workplace and are not permitted. of standards established for the job. All new employees
For safety reasons, open-toed shoes may only be worn are required to serve a probationary period. Upon
in nonpatient care areas. Departmental policies may successful completion of the probationary work period
specify additional requirements as appropriate for the employee’s status will change to “regular.”
employee and patient safety.
Chewing gum or chewing tobacco on the job, WORK SCHEDULE
particularly in clinical areas, is also disallowed due to Many hospital departments operate 24 hours a day,
the risk of occupational exposure. The use of any and seven days a week, and design work schedules to
all tobacco products on UNC Health Care property is accommodate patient and organizational needs.
prohibited. Department heads and supervisors establish work
schedules and meal/break policies for each department.
ATTENDANCE AND ADVERSE WEATHER Once an employee’s schedule is established, managers
The Adverse Weather Policy reflects our operational reserve the right to change it to address changing patient
patient care needs as well as our concern for employee and organizational needs.
welfare. Under the policy, employees who hold critical
jobs must take steps to ensure they are able to get to
New Employees 10H U M A N R E S OU RC E DI V I SION
EMPLOYEE BENEFITS
ACADEMIC ASSISTANCE PROGRAM immediately vested in employer contributions to their
retirement account.
Any benefit eligible full-time or part-time employee
who has satisfied probation prior to submitting a form is
DISABILITY BENEFIT
eligible for tuition assistance through the Academic After one year of state service, a disability plan for
Assistance Program. This program requires that contributing members of the State Retirement System
payment in full be made by the employee. After or the Optional Retirement Program is provided to
successful completion of classes, the employee is employees at no cost. Employees may qualify for long-
reimbursed by having the money term disability benefits after five years of contributory
added to their pay check. state service. Employees may also purchase supplemental
disability insurance through payroll deduction.
Courses from any accredited business school, community Supplemental disability coverage is provided by Liberty
college, technical institute, college, university, Mutual (for TSERS participants) or The Standard (for
correspondence school, or other educational source ORP participants).
may be approved for academic assistance. For more
information go to www.unchealthcare.org/benefits or HEALTH INSURANCE
call 984-974-1062.
Any benefit eligible employee working 30 or more hours
per week is eligible for state-funded health insurance
AUTO/HOMEOWNERS INSURANCE coverage. The options available to eligible employees:
Discount savings are available for auto, home, and rental
• Blue Cross Blue Shield Traditional 70/30 PPO
insurance. Call (800) GET-MET8 today or visit www.
metlife.com/mybenefits. • Blue Cross Blue Shield Enhanced 80/20 PPO
• Consumer-Directed Health Plan (with Health
DEATH BENEFIT Reimbursement Account)
After one year of state employment, and for 180 days Any benefit eligible part-time employee working 20 –
after leaving state employment, participants of the 29 hours per week is eligible for employee-funded
Teachers’ and State Employees’ Retirement System are coverage at group rates. An employee may also be eligible
automatically eligible for a death benefit. The death for coverage for his/her dependents. Log on to www.
benefit is equal to one year’s salary, with a minimum shpnc.org for specific details about coverage.
of $25,000 and a maximum of $50,000, payable to an
employee’s designated beneficiary. This benefit is not LIFE INSURANCE
available to employees who elect the Optional Retirement A voluntary group term life insurance program thru
Program (ORP). In lieu of this benefit ORP members are MetLife is available to any UNC Health Care employee
11 Employee Benefitswho is benefit eligible and works 20 hours or more per formula (factors include your age, your average final
week. Employee and dependent coverage premiums are compensation and your years/months of creditable
payroll deducted. Other supplemental life insurance service). Employees contribute 6% of their gross per
coverage is available for purchase. month, and the hospital contribution to the retirement
pool is defined by the General Assembly.
METLAW The Optional Retirement Program (ORP) is considered a
MetLaw is a legal service benefit offered by Hyatt Defined Contribution Plan. Under this plan, you control
Legal Plans, a MetLife® company. The plan covers your investments. The benefit you receive at retirement
representation for many personal legal services for is based on investment performance and payment option
benefit eligible employees and employee eligible chosen. It is an alternative to TSERS participation.
dependents (eligible dependents are employee spouse/ Employees contribute 6% of their gross per month and
domestic partners, and unmarried dependent children). the hospital contribution is 6.84% of their gross per
Employees may receive office consultations and/or month. You can choose from two investment providers,
telephone advice for virtually any personal legal matter. Fidelity Investments or TIAA-CREF.
Additional information regarding employee retirement
NCFLEX benefits can be obtained by visiting this website
NCFlex represents a grouping of benefits www.unchealthcare.org/benefits.
for which premiums are deducted from an
employee’s paycheck on a pretax basis. Thus, SOCIAL SECURITY
an employee can save money by having fewer Federal Social Security Program benefits are available
taxes deducted from his/her paycheck. to employees. Employee contributions to the program
are matched by the employer. Information about Social
Benefits available under this designation include: Security benefits is available from any Social Security Office
• Health Care Flexible Spending Account or online at www.socialsecurity.gov.
• Dependent Care Flexible Spending Account
SUPPLEMENTAL RETIREMENT PLANS
• Vision Care Plan
This benefit is available to all UNC Health Care workers.
• Dental Plan A portion of the employee’s salary may defer into a
• Accidental Death and Dismemberment Insurance variety of tax-sheltered or Roth investment products
through payroll deduction. Through these plans
• Group Term Life Insurance (Prudential, Fidelity and TIAA-CREF), a portion of
• Cancer Insurance the current income may be deferred and will continue
• Critical Illness Insurance to accrue earnings on a pre or post-tax basis until it is
withdrawn. Further information may be obtained at the
• TRICARE Supplement Web site www.unchcsbenefits.com/retirement_supp.
Employees may also log on to the Web site for more
information at www.ncflex.org. TUITION WAIVER PROGRAM
STATE EMPLOYEES’ CREDIT UNION Under the Tuition Waiver Program, an
employee working 30 or more hours per
Membership in the State Employees’ Credit Union is week is eligible to receive waived tuition
open to all state employees, as well as individuals retired within the state universities for up to two
from state service. The Credit Union provides savings
courses per academic year.
accounts, loans, checking accounts, financial counseling,
and other banking services.
For more information, visit the Benefits Web site at
STATE RETIREMENT PROGRAM www.unchcsbenefits.com, or call Human Resources at
843-0704.
A benefit eligible state employee who works 30 or more
hours per week is required to participate in the either
Teachers’ and State Employees’ Retirement System of
UNEMPLOYMENT COMPENSATION
North Carolina (TSERS), or the Optional Retirement All state employees are eligible to apply for
Program (ORP). The benefits provided by the State unemployment compensation benefits if they are
Retirement System are considered a Defined Benefit separated from state service. The local office of the
Plan. Under this plan, the State controls the investment. Employment Security Commission will determine the
The benefit you receive at retirement is based on a employee’s eligibility to receive these benefits.
Employee Benefits 12EMPLOYEE RECORDS
Employee personnel records are available for an employee to view their file or request copies. To schedule an
appointment, please contact the Employee Records (PARM) Office at 984-974-1050. The employee will be asked
to present his/her ID badge or other photo ID when he/she comes to the office.
EMPLOYEE RELATIONS
Employee Relations at UNC Health Care is concerned with developing and maintaining positive
and supportive employer-employee relationships that are characterized by goodwill, high patient
and staff satisfaction, productivity, motivation, and morale.
Employee Relations contributes to the goals and objectives of UNC Health Care by:
1. Working to create and sustain a positive work environment;
2. Helping to resolve work-related problems through a fair and reasonable dispute resolution
process; and
3. Providing special services and programs that recognize and reward employees’ contributions to
UNC Health Care.
13 Employee Records & Employee RelationsConsultation is provided to supervisors and managers on how to effectively monitor and improve employee
performance, and reduce incidents of misconduct. This process incorporates the use of progressive corrective
action as expressed through the “Just Culture” model of performance/safety management. As a Learning
Organization, we strive to use each incident of success or failure as an opportunity to improve our work results.
Information sharing is encouraged by Employee Relations staff to promote better understanding of
organizational opportunities, goals, and objectives. Organizational communication vehicles such as the
Employee Forum, Focus Groups, Round Tables, and Community Town Hall meetings are used to assure open
and clear communications between staff and leadership. Employees at all levels are advised about applicable
work regulations, legislation, and policies.
Active and meaningful support services for employees such as the Employee Assistance Program (E.A.P.),
Healthcare Emergency Loan Program (H.E.L.P.), Critical Incidents Stress Management (C.I.S.M.) interventions,
Domestic Violence prevention and protection services (BEACON), and Occupational Health Services can be
accessed through Employee Relations referral.
Go to Employee Relations website for more details: https://unchcs.intranet.unchealthcare.org/dept/hr/erbp/
Pages/default.aspx.
Employee Relations 14EMPLOYMENT
Employment office personnel are available to assist employees in viewing current job postings and to answer
any employment-related questions. UNC Health Care uses Targeted Selection, a behavioral-based interviewing
process, to determine the most suitable candidate for each position. We require all managers to be certified in
our Hiring for Excellence process before they are allowed to recruit for a position.
TRANSFER/PROMOTION
Transfer/Promotion opportunities are designed to promote career development and encourage qualified
employees to move to new positions within UNC Health Care as job opportunities become available.
To be eligible for a Transfer/Promotion, the employee must have successfully completed an additional six months
beyond the probationary period in their current position, have a current performance evaluation of ”Does Job
Well” or above, and have no active disciplinary action.
CONTACTS
Employment Office: 984-974-1090
Nurse Employment Office: 984-974-1160
Hiring for Excellence: 984-974-1094
15 EmploymentDATA MANAGEMENT
Human Resources Data Management (HRDM) is Other Programs supported by HRDM
the team responsible for maintaining the systematic • Academic Assistance Reimbursement
structure of HRx which is the Human Resources data
source for UNC Health Care. HRDM collaborates • Corrective Actions online tool ~coming soon~
with all Human Resources areas to meet data needs. In • Employee Experience Profile Survey
addition to extracting data from HRx to create annual, • Employee Self Service (ESS)
quarterly, monthly, bi-weekly and ad-hoc reports
for Human Resources staff and UNC Health Care • Manager Self Service (MSS) ~coming soon~
managers, we also provide information and reports to • MetLaw interface
various Federal/State/Local/Private agencies. • Optional Retirement Program interface
Major applications supported by HRDM Data/Program requests fulfilled by HRDM
• HRx Lawson • Business Objects reports
• Human Resources@work website • Corrective Action statistics
• PREP • EEO Statistics
• Performance Plans and Annual Reviews • Headcount
• Probationary employee tracking • HRx process flows
• Supervisory Structure • Market adjustment eligible employees
• UNC Health Care Careers website • PTO Buyback program
• Turnover (Dept of Labor, Magnet, recruitment)
For Human Resources data needs call 984-974-1020.
Data Management 16LEARNING AND ORGANIZATIONAL DEVELOPMENT
The Learning and Organizational Development TOOLS/METHODOLOGY AND MODELS
Department (LOD) provides strategies that promote a
The Learning and Organizational Development staff
system-wide culture of excellence and high performance. achieves these outcomes through the use of a variety of
In partnership with its clients, the department tools, methods, and models, including:
uses assessment data, development tools, change
Tools
interventions, and learning opportunities to maximize
leader and team effectiveness in achieving UNC Health • 360-Degree Feedback
Care’s mission, vision, and goals. • Personality Assessments (i.e. MBTI and DiSC)
Specifically, the Learning and Organizational • Idea Generation and Consensus (Technology of
Development Department can work with leaders and Participation)
their teams to: • Team development assessments.
• Build high-performing teams Methodologies
• Improve communication and employee satisfaction • *Performance Consultation
• Select and retain key talent • *Leadership and Team Coaching
• Improve customer and patient satisfaction • Planning and Team Building Retreats
• Plan and implement large-scale change • Group Facilitation
• Strategically plan for the future • Leveraging Strengths.
• Align resources to achieve identified goals Models
• Develop current and future leaders • Engagement Theory and Community Building
• Enhance individual (nonclinical) skill and knowledge • Peter Senge’s Five Disciplines
through learning/training opportunities • Situational Leadership
• Design e-learning programs for critical organization- • Appreciative Inquiry
wide needs
• Five Dysfunctions of a Team.
• Provide instructional design consultation for
*All coaches can be consultants, but not all consultants
e-learning and instructor led e-learning.
are coaches. Consulting usually implies an expertise in
a specific area. Consultants are more focused on giving
advice, while coaches are focused on asking impactful
questions that allow the person being coached to discover
17 Learning and Organizational Developmentand determine what he/she wants to achieve while OTHER RESOURCES
holding that individual responsible and accountable for
Learning and Organizational Development has library
his/her solutions, strategies, and actions. materials and audio/video-based courses that can be
checked out for personal or team use. Classrooms can be
EDUCATIONAL LEARNING OPPORTUNITIES reserved by UNC Health Care colleagues when available.
Learning and Organizational Development is a key Please call Learning and Organizational Development
sponsor and project manager for the UNC Health Care for more information about its departmental services at
Learning Institute which is your gateway to educational 984-974-1070.
opportunities at UNC Health Care.
NEW EMPLOYEE ORIENTATION
Through the Learning Institute, Learning and
Organizational Development sponsors courses to build The Learning and Organizational Development
leadership and professional skills for the job today and department also welcomes new employees to the first day
the challenges of tomorrow. of employment through the New Employee Orientation.
The program is co-facilitated by key leaders from many
These educational opportunities are available for all areas of UNC Health Care.
levels of staff and include both instructor-led and online
programs. Courses can be customized and delivered to
intact teams and departments on all shifts. Registration
for online and instructor-led classes is through the UNC
Health Care Learning Management System (LMS), which
can be accessed through the Employee Intranet or at
http://uncmedne.ws/lmscitrix.
Current offerings are advertised through the weekly
Employee News Online and can be viewed by clicking
on the Education/Development link at the Learning and
Organizational Development Web site, https://unchcs.
intranet.unchealthcare.org/dept/hr/lod/Pages/default.
aspx.
Learning and Organizational Development 18PAYROLL
PAYROLL POLICIES AND PROCEDURES The back of the schedule lists:
Employees are paid for hours worked and for paid time • Annual leave accruals for full-time permanent
off, such as holidays. Employees are responsible for employees
entering their time worked in the automated time and • Longevity pay schedule and percentage
attendance system (via the telephone system, badge,
• Current year holidays
or timestamp) and for following their department’s
procedures for recording leave. • Benefit percentages for Retirement, Social Security,
and Medicare.
Department managers/supervisors are to explain the
following: Direct Deposit is required for all employees. Direct
Deposit statements are sent to the departments on
• Departmental procedures for reporting hours
Friday before Wednesday’s payday for distribution. An
• Identify the designated areas assigned for employee should contact his/her manager/supervisor if
clocking in and out of the time and attendance no statement was received by the payday.
system
All UNC Health Care employees have the option of
• Clock codes to be used for various duties. receiving their pay statements electronically, eliminating
the need for paper statements.
INSTRUCTIONS FOR ENTERING TIME
Electronic distribution to the e-mail address of your
Click here to view myTime Training Resources to access choice is a secure, timely and efficient option. We
various on line guides and the training resource for encourage you to participate and benefit from the
entering time into the time and attendance system. Or convenience of viewing your pay statements on-line.
from intranet at work you can click on the clock icon on
the right blue navigation bar near the bottom.
DEDUCTIONS
PAY Federal, state, Social Security, and Medicare income
taxes (FICA) are deducted from all subjected wages.
Employees will be paid every two weeks (except house State retirement contributions to individual accounts are
staff, who are paid monthly). The orientation packet has a deducted if a permanent employee is scheduled to work
Schedule of Paydays for the biweekly payroll. Review the 30 or more hours per week. The current rate is 6 percent.
schedule carefully and keep it handy.
Voluntary deductions for various types of insurance,
The front of the schedule lists: annuities, salary deferral, State Employee Combined
• Pay periods Campaign charitable contribution, parking permits,
purchases from volunteers, gift shop sales, UNC
• Date departments sign off on time and Physicians, and hospital charges may be made after the
attendance necessary authorization forms, agreements, or contracts
• Paydays. are completed.
Personal debts to the state may be deducted from the
paycheck if no reasonable effort to pay was made.
19 PayrollExamples of these debts would be federal, state, and city SHIFT PREMIUM PAY
tax liens, UNC parking fines, collection of insufficient
fund checks payable to UNC plus service charges, child If at least four of the hours worked are between 3 p.m.
and 7 a.m., an eligible employee will receive additional
support, bankruptcy, etc.
pay for hours worked within this window. The rate is
usually 10 percent of the regular hourly rate. Other shift
EMERGENCY CALLBACK PAY premium provisions may apply in specific situations.
Occasionally, an employee may be called back to work Check with the supervisor for details about any
after their regular shift ends because of an emergency. applicable shift premiums.
An eligible employee may receive additional pay for
the extra hours worked. Emergency callback pay is not FINAL PAY DEDUCTIONS
granted for extra work time that is merely an extension of
The final pay will be a paycheck instead of direct deposit.
regular hours of work.
This pay will be for hours worked and eligible leave
payout. The HR Policies and Procedures Online Manual
LONGEVITY PAYMENTS details leave policies, including those governing payout.
Permanent state employees who work 20 or more hours
Separating employees must return state property* and
per week, hired before 2017 and have a minimum of 10
make payment arrangements for any money due** to
years of total state service receive a percentage of their
UNC Health Care on or prior to the last day worked. As
salary as a longevity payment. The payment is issued by
required by state policy, funds will be withheld from the
direct deposit in the pay period that includes the first day
final pay. The legal department will determine further
of the month of their state service date. The percentage
action when a separating employee does not have
of pay increases as years of service increase. Longevity
adequate salary to cover the deduction.
information is fully detailed in the HR Policies and
Procedures Online Manual. Employees will be reimbursed if the state property is
returned to the employee’s home department in the same
condition as issued and within six months after the last
OVERTIME PAY day of employment.
Employees who are subject to overtime
pay receive their hourly rate of pay for the * State property: badge, parking permits, computers,
hours worked in a work week. keys, equipment, uniforms, and tools. The value for state
If the work is over 40 hours in a week, property items will be evaluated on an annual basis.
the employee will receive overtime pay at ** Money due: defaulted contracts or agreements.
the rate of one and one-half times their
average hourly rate for all hours worked
over 40 during that work week. Overtime
pay does not apply to employees whose
jobs are deemed exempt from overtime
compensation.
Payroll 20
20E M P L OY E E L E AV E
PAID TIME OFF (PTO) LEAVE The following chart summarizes PTO leave accruals for
employees hired after 2016:
Paid Time Off (PTO) is a flexible leave program that
combines traditional leave categories (vacation, sick, Years of Biweekly Total Annual
holiday, community service) into one account. Employees Service Accrual Accrual
may use PTO for holidays, vacations, personal or family < 4 9.846 hours 256 hours
illnesses/emergencies, volunteer work, child involvement
> 4 but less than 9 10.769 hours 280 hours
activities, or other personal time. PTO provides an
opportunity for employees to plan “time off ” efficiently > 9 but less than 15 12.308 hours 320 hours
and enables UNC Health Care to plan work coverage > 15 but less than 20 12.615 hours 328 hours
efficiently.
20+ 13.538 hours 352 hours
PTO does not include provisions for civil leave and
The rates are based on a full-time, 40-hour-per-week
military leave. The current policies on civil and
appointment, and are prorated for part-time employees
military leave remain in effect for all employees; more
appointed to 20 – 39 hours per week.
information is available later in this section.
An employee must work or otherwise charge PTO leave
GENERAL INFORMATION for all scheduled hours in a pay period in order to accrue
his/her full PTO leave in that pay period. Otherwise,
The PTO Program has two types of leave: PTO and Long- the PTO leave accrual will be prorated according to the
Term Sick Leave Bank. When leave is taken for illness, percentage of appointed hours accounted for in a pay
vacation, holidays, or any other personal reason, the period (example: a full-time employee who works 72
PTO leave account is debited. The maximum amount of hours in a pay period and does not use any PTO leave
leave that can be carried over from one calendar year to will accrue 90 percent of his/her PTO leave for that
the next in the PTO leave account is 280 hours. Hours in pay period).
excess of this maximum will be deposited into the Long-
Term Sick Leave Bank account. PTO leave may be accumulated without any applicable
maximum until December 31 of each calendar year.
ACCRUAL RATES For this purpose, the calendar year ends on the last day
of the pay period that includes December 31. At that
PTO shall be accrued by all full-time (40 hours per time (depending upon whether or not the employee has
week) or part-time (20 – 39 hours per week) permanent, submitted a signed Sell-Back Election form), some or
trainee, or probationary employees. The accrual rate is all PTO hours in excess of 280 will convert to the Long-
based upon appointed hours, actual hours worked in a Term
pay period and years of service with UNC Health Care Sick Leave Bank.
or other recognized state agency (contact the Employee
Records Department to find out specific state agencies). REQUESTING LEAVE
Factors affecting the accrual rate of PTO per pay An employee must request and be approved for PTO
period are: leave in advance by management whenever possible.
• Length of service. In the event of unplanned, unscheduled absences, the
• Percentage of full-time employment (full-time or current Attendance and Tardiness policy applies, but
part-time). PTO may be used for such absences, subject to
• Accountable hours. management approval.
21 Employee LeaveTABLE OF PTO BALANCE DISTRIBUTIONS AT
Long-Term Sick Leave Bank can only be used for an TERMINATION ACCORDING TO SERVICE OR
employee’s personal illness, injury, or childbirth, or
credited toward retirement. An employee’s PTO balance REASON
must be 96 hours or less before the use of Long-Term < 9 months 0% of PTO balance
Sick Leave Bank can be requested and approved.
9 months – 2 years 50% of PTO balance
under 281 hours
PTO AND LONG-TERM SICK LEAVE BANK
2 – 5 years 75% of PTO balance
AT RETIREMENT under 281 hours
Under PTO, Long-Term Sick Leave Bank hours may be > 5 years 100% of PTO balance
used toward computing years of service for retirement. under 281 hours
Approximately one month of retirement credit is awarded
for every 20 days (160 hours) of Long-Term Sick Leave Discharge 0% of PTO balance
Bank. Death while employed 100% of PTO balance
Retirement 100% of PTO balance
SALE OF PTO LEAVE Employees on the PTO program who transfer to another
UNC Health Care offers quarterly “accelerated” Paid- state agency (or other government agency on the State
Time-Off (PTO) sell-back periods. The cycle for the Retirement/Leave Plan) will be paid out the balance of
election in each quarter is the month prior to the last the accrued PTO account to a maximum of 280 hours
month of the quarter. The payment occurs in the last based on the termination payout guidelines. Long-Term
payroll of the last month of the quarter. The winter, Sick Leave Bank hours will be transferred as sick leave.
spring, summer, and fall cycles is as follows: February
Employees who voluntarily terminate from UNC Health
election with March payout, May election with June
Care for non-state positions and return to UNC Health
payout, August election with September payout,
Care employment within a five-year period will have
November election with December payout. These new
unused Long-Term Sick Leave Bank hours restored.
sell-back options will offer a quicker reimbursement and
more frequent sell-back periods.
OBSERVANCE OF HOLIDAYS AND
To be eligible for the sell-back options, employees must
have at least 88 hours of PTO available. Employees are FLOATING HOLIDAYS
eligible to automatically receive a sell-back based on their Many of our services must be provided on holidays and
election of 25%, 50%, 75% or 100% of all hours over 80 several of the holidays listed on the Holiday Calendar
with a minimum of eight hours required for distribution. are considered premium while others are considered
If an employee chooses to take part in the quarterly PTO non-premium holidays. If an employee is required to
Sell Back option, he/she must first enroll online through work on one of these non-premium holidays, he/she
the PTO Sell Back system during the sell back period. will receive pay at the regular rate. If the employee is
FLSA non-exempt and required to work on one of the
If the employee does not meet the eligibility criteria for regular premium holidays, he/she will receive pay at his/
participating in the sell back program, the excess hours her regular rate, and Holiday Premium Pay (one-half of
will remain in the employee’s PTO balance. his/her regular hourly rate). A temporary employee who
TERMINATION works premium holidays is paid Holiday Premium Pay
plus his/her regular pay.
If an employee terminates from UNC Health Care,
PTO leave is paid in accordance with the Termination The premium holidays are New Year’s Day, Martin Luther
Distribution Schedule below, provided: King Jr. Birthday, Memorial Day, Independence Day,
Labor Day, Thanksgiving Day and Christmas Day. The
1. The appropriate notice period is worked (two non-premium holidays are Good Friday, Veteran’s Day,
working weeks’ notice for hourly or four working Day after Thanksgiving and two pre or post Christmas
weeks’ notice for professional, administrative, or days.
management positions).
Employees will automatically be charged PTO leave
2. The employee voluntarily terminates employment. through the Kronos system if they do not clock in on a
premium holidays occurring during the Monday through
Friday work week. To cancel the PTO leave the employee
must request this leave to be adjusted by the Kronos
timekeeper before PTO pay for the holiday is submitted
after the conclusion of the pay period.
Employee Leave 22FAMILY AND MEDICAL LEAVE MILITARY LEAVE
Disabilities resulting from pregnancy or a protracted Reserves in the armed forces and members of the
illness or injury are treated the same as any other National Guard are entitled to leave with pay when they
temporary disability suffered by an employee. PTO are ordered to duty for annual training or other purposes.
leave (sick, vacation, and accrued holiday leave) and This leave normally does not exceed 120 hours (15 days)
Leave Without Pay, if taken due to a qualifying event, in a federal fiscal year. For the National Guard, limited
will all be utilized under the umbrella of Family and leave with pay is also provided for emergency active state
Medical Leave coverage. duty. Military leave must be arranged with the supervisor
Accumulated PTO leave may be used for the period in advance.
of actual disability as a result of childbirth or recovery
from childbirth. Since there is no certainty as to when LEAVE OF ABSENCE WITHOUT PAY
disability actually begins and ends, a doctor’s certification Employees may receive up to six months of Leave
may be required to verify an employee’s period of Without Pay for justifiable reasons with their supervisor’s
temporary disability. Recertification may be requested approval. Employees are obligated to return to work at
every thirty days. the end of the leave period.
Contact CareWorks USA to ask questions or apply for
FMLA coverage at 1-888-436-9530. VOLUNTARY SHARED LEAVE
The Voluntary Shared Leave Program allows employees
FAMILY ILLNESS LEAVE to donate PTO leave to other employees who have used
Family Illness Leave is provided for an employee to care all their leave time and must go on leave without pay due
for the employee’s child, parent, or spouse where that to a serious or prolonged medical condition. Personal
child, parent, or spouse has a serious health condition. It Long-Term Sick Leave Bank hours may not be used in
is not provided for the employee’s own illness. Employees leave sharing.
may not use Family Illness Leave concurrent with Family Information and forms are available on the HR Web site
and Medical Leave (FMLA). FMLA eligibility must be at
exhausted before Family Illness Leave is used. Family http://www.unchealthcare.org/site/humanresources.
Illness Leave shall be accounted for separately from
FMLA or any other type of leave without pay.
An eligible employee (full-time or part-time) is entitled to
up to 52 weeks of Leave Without Pay during a five-year
period to care for the employee’s seriously ill child, parent,
or spouse, provided the eligibility requirements specified
above are met.
CIVIL LEAVE
An employee who is summoned to jury duty is entitled
to leave with pay and regular compensation, plus fees
received for jury duty. The employee must report back to
work the day following completion of the duty. When an
employee attends court in connection with official duties,
no leave is required. Fees received as a witness while
serving in an official capacity shall be turned in to UNC
Health Care.
23 Employee LeaveL E A R N I NG M A NAGE M E N T S YST E M
AND THE LEA RNING INSTITUTE
LEARNING MANAGEMENT SYSTEM (LMS)
LEARNING NEVER STOPS collections. An employee can link there directly from the
left-hand navigation bar.
All employees’ personal training information is
organized into six categories to help manage their career
development. These categories are part of “My Student
FIRST-TIME USERS
Center” located at the top of the main menu. Go to http://uncmedne.ws/lmscitrix to log on to
the UNC Health Care Learning Management System.
MY STUDENT CENTER To log on, employees must type in their Employee
• My Learning Plan: Courses employees need to take Identification Number for the UserID, followed by the
because of job requirements or because they have last six digits of their Employee ID for the password.
added a class to their plan. After logging on the first time, the employee should
change the password.
• My Assigned Curricula: Names of curricula, each
having a group of related courses assigned to the Employees can get directions to classrooms and use
employee because of job requirements. Tutorial, FAQs, and Glossary hyperlinks in LMS under
“Student Resources.”
• My Calendar: A month-to-month view of classes in
which the employee is enrolled. As a new employee, there are required courses and/or
classes that must be completed for job responsibilities
• My Profile: Information that defines an employee as a at UNC Health Care. Log on to the LMS and click on
user of the UNC Health Care Learning Management “My Assigned Curriculum” to view curricula to be
System Student Center. completed within a specific time frame. Click on a
• My Online Courses: A list of online courses an program title to view the course(s) in each program.
employee has started but not yet finished. Click on each course to enroll in a class or online course.
• My Transcript: Courses and classes for which an Employees should talk with their direct supervisors about
employee has enrolled or finished while employed at department-specific training that may be part of their
UNC Health Care. career development.
LMS tracks the date and status of employees’ courses
REFERENCE INFORMATION and classes in “My Transcript” using the following status
codes:
Other features of the Student Center allow employees
to search from a list of courses that they need for their E – Enrolled M – Miscellaneous
job or may help them move ahead in their careers, or
are classes in which they are interested. Employees can F – Finished C – Student Cancelled
search for classes and enroll in the classes that best meet O – Online Mastered X – Class Cancelled
their schedule. They will find useful information about U – Unmastered N – No Show
class locations, directions, training program contacts, and
other news.
Another feature of LMS is the Online Bookstore,
providing books 24/7, as well as Business and IT book
Learning Management System (LMS) 24You can also read
