A. EMPLOYEE BENEFITS
Eligible employees at USA are provided a wide range of benefits. A number of programs, such as social security, worker's compensation, state disability, and unemployment insurance, cover all employees in the manner prescribed by law.
Benefits eligibility is dependent upon a variety of factors, including employee classification. Your supervisor can identify the programs for which you are eligible. Details of many of these programs can be found elsewhere in the employee handbook.
The following benefit programs are available to eligible employees:
• 401K Plan
• Auto mileage - company business / travel time
• Benefit conversion at termination - COBRA
• Bereavement leave
• Credit Union
• Dental insurance
• Direct Deposit - Employment requirement
• Education assistance
• Extended sick leave (PTO)
• Holiday Pay
• Jury duty leave
• Life Insurance
• Long-term disability
• Malpractice Insurance
• Medical insurance
• Paid Time Off (PTO)
• Parking
• Supplemental insurance
• Uniform
• Voting time off
Some benefit programs require contributions from employees, but others are fully paid by USA. The benefit package for regular full-time employees represents an additional cost to USA of approximately 25 percent of wages per employee. Please see the Human Resources Director for a current list of benefits as these may change from year to year.
B. WORKERS' COMPENSATION INSURANCE
USA provides a comprehensive workers' compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers' compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.
Employees who sustain work-related injuries or illnesses should inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify for coverage as quickly as possible.
Neither USA nor the insurance carrier will be liable for the payment of workers' compensation benefits for injuries that occur during an employee's voluntary participation in any off-duty recreational, social, or athletic activity sponsored by USA.
USA encourages employees to fulfill their civic responsibilities by participating in elections. Generally, employees are able to find time to vote either before or after their regular work schedule. If employees are unable to vote in an election during their non-working hours, USA will grant up to one hour of paid time off to vote.
Employees should request time off to vote from their supervisor at least two working days prior to the Election Day. Advance notice is required so that the necessary time off can be scheduled at the beginning or end of the work shift, whichever provides the least disruption to the normal work schedule.
D. HOLIDAY PAY
USA provides seven (7) paid Holidays to all regular full-time employees. Employees will be paid 8 hours at their regular pay for the following holidays:
• New Year’s Day
• Memorial Day
• Labor Day
• Independence Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Day
On occasion one or more of the days above may need to be covered by a Nurse and/or Receptionist, in those cases employees that work these days will be paid time and a half, plus Holiday pay.
E. BEREAVEMENT LEAVE
Employees who wish to take time off due to the death of an immediate family member should notify their supervisor immediately.
Up to three days of paid bereavement leave will be provided to eligible employees in the following classification(s):
Regular full-time employees
Bereavement leave will normally be granted unless there are unusual business needs or staffing requirements. Employees may, with their supervisors' approval, use any available paid leave for additional time off as necessary.
USA defines "immediate family" as the employee's spouse, parent, child, sibling; the employee's spouse's parent, child, or sibling; the employee's child's spouse; grandparents or grandchildren. Special consideration will also be given to any other person whose association with the employee was similar to any of the above relationships. Duration of time off will be considered on an individual basis at the time of the need for "special" relationships.
F. JURY DUTY
USA encourages employees to fulfill their civic responsibilities by serving jury duty when required. Employees in an eligible classification (Regular full-time employees) may request up to two weeks of paid jury duty leave over any one-year period. Jury pay must be surrendered to USA.
Employees must show the jury duty summons to their supervisor as soon as possible so that the supervisor may make arrangements to accommodate their absence. Of course, employees are expected to report for work whenever the court schedule permits. In the event numerous jury duty summons are received, you may be asked to attempt to be excused.
G. BENEFITS CONTINUATION (COBRA)
The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified dependents the opportunity to continue health insurance coverage under USA's health plan when a "qualifying event" would normally result in the loss of eligibility. Some common qualifying events are resignation, termination of employment, or death of an employee; a reduction in an employee's hours or a leave of absence; an employee's divorce or legal separation; and a dependent child no longer meeting eligibility requirements.
Under COBRA, the employee or beneficiary pays the full cost of coverage at USA's group rates. USA provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under USA's health insurance plan. The notice contains important information about the employee's right and obligations.
H. EDUCATION ASSISTANCE
USA recognizes that the skills and knowledge of its employees are critical to the success of the organization. The educational assistance program encourages personal development through formal education so that employees can maintain and improve job-related skills or enhance their ability to compete for reasonably attainable jobs within USA.
USA may provide education assistance to all eligible employees who have completed one (1) year of service in an eligible classification. To maintain eligibility employees must remain on the active payroll and be performing their job satisfactorily through completion of each course. Only regular full time employees are eligible for education assistance. The USA Board of Directors will meet prior to each quarter's class registration to review the Applications for Tuition Reimbursement (applications can be found in the USA Shared folder and should be turned into the Administrator no later than 30 days prior to class registration). The decision will be based on the criteria set below:
All assistance provided by USA will be based upon (1) job skill, (2) course leading to professional license or certification, (3) length of employment and (4) workload. USA must limit the number of employees allowed to attend daytime classes to two (2). Night and weekend courses will be taken into consideration for approving additional employees.
Once the course is completed, submit a certified transcript of grades, with receipts for both course tuition and books to the Accounting Department. USA will reimburse you as described below for the portion of registration and tuition that was pre-approved. If you are eligible to receive educational benefits from other sources the amount paid by USA will be adjusted accordingly.
USA's investment in its employee's education will be based upon grades regardless of provisions listed above.
Individual courses or courses that are part of a degree, licensing, or certification program must be related to the employee's current job duties or a foreseeable-future position in the organization in order to be eligible for educational assistance. USA has the sole discretion to determine whether a course relates to an employee's current job duties or a foreseeable-future position. Employees should contact the administrator or Human Resources Director for more information or questions about educational assistance.
If you are taking a pre-approved seminar that offers continuing education credit, or being tested for certification relating to your USA position, please be sure to give the human resource office a copy of the Certificate of Continuing Education Credit (or other document) to be included in your personnel file, with receipts for reimbursement of cost. Prior to registration and monies being paid, the practice administrator must approve all seminar courses that the practice pays and are being taken for continuing education credits.
While education assistance is expected to enhance an employee's performance and professional abilities, USA cannot guarantee that participation in formal education will entitle the employee to automatic advancement, a different job assignment, or pay increase.
USA invests in educational assistance to employees with the expectation that the investment be returned through enhanced job performance. However, if an employee does not maintain a "C" average in selected course(s) USA has sole discretion to determine the continuance of the course at the expense of USA. If an employee separates from USA's employment within one year of the last educational assistance payment, the amount of the total investment will be considered only a loan. Accordingly, the employee may be required to repay the original cost of the educational assistance. USA may consider payment arrangements on a case by case basis. Any payment options would be subject to an interest rate greater than or equal to the current prime rate.
I. PAID TIME OFF (PTO)
Purpose
It's in the best interest of USA and its employees to have a system that will provide the employee the opportunity to have adequate time off for rest, relaxation and illness. The system at USA that accomplishes these objectives is referred to as Paid Time Off (PTO). The PTO system provides for the accumulation of paid days off to include vacation, sick, and personal time. In addition to the PTO system, limited bereavement days over and above the PTO system accrual will be granted as needed.
1) Eligibility - All regular full time employees begin accruing PTO after successful completion of their introductory employment period. Temporary and part time employees are not eligible for PTO. Eligibility is based on continuous service. Employees who terminate and are re-hired will also have to successfully complete the introductory employment period before accruing PTO.
2) Rate of Accumulation - PTO is accrued each pay period at a rate dependent upon an employee's length of service and based upon the total number of regular and PTO hours paid during that pay period. PTO is not accrued on Holiday, Grievance or overtime hours. Employees who terminate employment and are re-hired will begin a new accumulation when eligible. PTO accrual follows the schedule below:
3) Length of ServiceAccrual Rate
Years 1 – 4 (after .08 hours for every hour paid (21 days per year for full time). Maximum
completion of accrual per pay period is 6.46 hours.
introductory period)period is 6.46 hrs.
Years 5 -9 .100 hours for every hour paid (26 days per year for full time).
of employment. Maximum accrual per pay period is 8.00 hrs
Years 10 – 141 additional day per year of service will be accrued.
(31 days per year after 14 years of service)
.
4) Use of Paid Time Off - Provision of services rendered by the department must be the foremost consideration in granting an employees time off. The employee's immediate supervisor must approve the use of PTO. Any request for more than two weeks off must be sent to administration for approval. PTO may not be used before it is earned. An employee may be granted time off without pay for an extended absence only after their earned PTO balance has been reduced to forty (40) hours or less. To ensure that regular full-time employees maintain the scheduled amount of hours USA will use accrued PTO.
5) Maximum Carryover - A maximum of thirty (30) PTO days (240 hours) may be carried over from one calendar year to the next. Forty (40) hours of the remaining balance in excess of thirty (30) days can be year-end cash out. Any additional time would have to be taken prior to the end of the calendar year or forfeited.
6) Cash-Out Option - An annual cash-out option of PTO is available within thirty (30) days after an employee's anniversary date. The maximum number of hours to be included in the cash-out option is 40 per year. Request forms for cash out are maintained in Human Resources or can be accessed electronically through the USA Folder. To be eligible for cash out, an employee must leave a minimum of 80 hours in their PTO account to provide for emergencies and must have used a minimum of 80 hours of PTO within the previous 12 month period.
7) Payment at Termination - Employees who give adequate notice of termination (two weeks for employees and four weeks for supervisors, managers and departmental directors) or who are discharged will receive all of their accrued PTO balance. (Employees giving notice may be required to work out their full notice in lieu of taking any PTO, to be eligible to receive all of their accrued PTO balance).
8) Procedure Request for PTO - The employee must complete a PTO form (accessed electronically through the USA Folder) and have approved by his/her supervisor or the Administrator. Approved PTO form should be forwarded to the Payroll department. Unplanned absences such as car trouble, emergencies, etc. should be phoned to employee's supervisor as soon as possible - SAME DAY! PTO will be paid at the employee's current base rate of pay, provided they have enough accrued.
J. UNIFORM ADVANCE
USA has worked out arrangements with uniform vendors where USA employees may purchase uniforms, turn the receipt into the accounting department office and have payroll deduction. Employees may use this benefit only after completion of their introductory period.
If an employee wishes to purchase from these approved vendors, they will first need to request an approval form from the USA accounting department. These forms will have the amount that you are allowed to charge. This will help to decrease the chance of any employee going over the approved spending limit. Any purchase made from a vendor without first being approved by the accounting department will be the total responsibility of the employee and will not be paid by USA.
USA employees are allowed to have no more than $150.00 balance at any one time owed to USA for these purchases. The payroll deduction must be a minimum of $15.00 per pay period (more if the employee chooses). All receipts must be turned into the Accounting Department as soon as possible after these purchases.
If at any time an employee goes over the $150.00 limit, the payroll deduction following the overage will be the total amount to bring the employee back down to the $150.00 limit. An email notification will be sent to the employee prior to this increased deduction so that they will be aware of this. Any employee who abuses this benefit will not be allowed to use payroll deduction for the purchase of uniforms for one (1) year. If an employee separates from USA’s employment, any remaining uniform advance balance will be deducted from the employee’s last payroll check.
K. FAMILY OR MEDICAL LEAVE
USA recognizes the occasional need for time away from work to participate in early child rearing and the care of family members who have serious health conditions. This policy is intended to assist employees of USA in better balancing such family needs with workplace demands. The policy allows eligible employees to take reasonable leaves of absence for:
1. The birth, adoption, or placement of a foster child
2. The care of a spouse, son, daughter, or parent who has a serious health condition
3. The employee being unable to perform the functions of his or her position due to a serious health condition.
The provisions of this policy shall not supersede any state or local law that provides greater employee leave benefits and rights than those offered in this policy.
An employee is eligible for a family medical leave of absence if they have been employed by the Company for at least twelve (12) months, have worked at least 1250 hours during the last twelve (12) months, and work at a facility that has at least fifty (50) employees within seventy-five (75) miles of its location.
Employees applying for and granted a family medical leave of absence are required to meet notification and documentation requirements, as outlined further in the policy. Failure to meet those requirements may result in the denial or revocation of a family medical leave.
Please contact the Human Resources Director for a complete Family and Medical Leave Act policy and the procedural detail on applying for such leave.
