UCH Top 5 – May 4, 2022
For open enrollment, is it necessary to go into the tool to elect NOT to take advantage of the benefits?
Yes. All team members must access the tool and elect coverages by May 18. The open enrollment period includes not only health coverage, but also other voluntary and supplemental benefits.
Do deductibles and out-of-pocket maximums reset on July 1?
Yes. As a reminder, to ease this transition, members of the UCH PPO were able to carry over any expenses credited toward the deductible and the out-of-maximum from calendar year 2021 to the January 1-June 30, 2022, short plan year.
Is life insurance still provided without needing to sign up?
Yes. Basic life insurance is provided through UMMS. Supplemental coverage is available through open enrollment.
How will team members know how to use the new time clocks Sunday morning?
Training resources and job aids are available online at oneumms.org/training-resources-timekeeping. Fliers posted at the time clocks will include a QR code that, when scanned with your smart phone, will quickly link to the most used job aids.
Who do I contact if I have questions about the changes taking place?
Here’s a quick reference of the most common topics and where to find help.
- Time Clocks – Command Center 855-4UMMSHR (855-486-6747), option 7
- New ID Badge – Badge Hotline at 443-643-4000
- Benefits – Kelly Benefits at 443-589-1888
UCH Top 5 – April 21, 2022
How do we access the People Planning: Timekeeping (Kronos)?
Team members can access People Planning: Timekeeping (Kronos) in a few ways:
- Web browser (https://umm.kronos.net/wfc/logon)
- UCH Intranet (UM UCH Insider>Staff Quick Links>Kronos Workforce Central)
- Mobile app (search “UKG WF Central” and follow the instructions here)
If team members begin their shift before 12:00 a.m. on May 7 and end their shift on May 8, which clock should they use?
Team members whose shift overlaps midnight on the May 8 go-live date (begins May 7 and ends May 8) should clock in using the API clock and clock out using the API clock.
How do I give access to other managers to cover timecard approval when I am out?
You can delegate functions in People Planning: Timekeeping using the Manager Delegation Request. Find the job aid for this function here.
Do exempt team members need to punch in/out?
No. Exempt team members will have a schedule entered in Advanced Scheduler but clocking in and out is not required.
If a team member doesn’t approve their timecards, will managers be able to approve the timecard?
Yes. Team member approval of timecards is requested, but managers will be able to approve their team members’ timecards even if the team members have not.
Dates of Note – Upper Chesapeake Transition to One UMMS
Call In Guarantees (Call Back)
WHAT IS NEW?
UMMS has a new set of pay guidelines that apply when you are scheduled On Call and asked to come to work. These are called Call In Guarantees (previously known as Call Back pay). The Call In Guarantee is now four hours of base pay.
HOW IS IT DIFFERENT?
Previously, Call In rules varied by hospital. These new guidelines standardize Call In Guarantees across the System.
HOW DOES IT AFFECT ME?
If you are asked to come to work when you are scheduled On Call, you are guaranteed four hours of base pay (and will receive shift differential pay, as appropriate, based on actual hours worked). Your hourly On Call rate stops as soon as you clock in for the On Call shift. The following scenarios explain what happens next.
| Scenario A: Back-to-Back Call In Shifts | Scenario B: Overlapping Call In Shifts |
|---|---|
| 1. If you are called in and work only 1 hour, you will still receive pay for a 4-hour shift. 1 hour will be paid at base rate plus shift differential, if it applies. 3 hours will be paid at your base pay rate. | 1. If you are called in and work only 1 hour, you will still receive pay for a 4-hour shift. 1 hour will be paid at base rate shift differential, if it applies. 3 hours will be paid at your base pay rate. |
| 2. If you are asked to return to work again after the initial 4-hour guarantee period has passed and you work less than 4 hours, you are again eligible for a 4-hour Call In Guarantee period. | 2. If you are asked to return again during that same 4-hour guarantee timeframe, you will be paid for your hours worked at base pay rate plus shift differential if it applies. However, you will not be entitled to an additional 4-hour guarantee. |
WHY IS IT CHANGING?
Creating standard guidelines for Call In Guarantees ensures that you know what to expect no matter where or when you work within UMMS. Standard rates ensure that Call In pay is consistent across the System and competitive within our markets.
FAQs
What is the new, standard On Call rate?
The standard rate for team members who are scheduled On Call is $3.50 per hour. Employees who are on call are paid this rate for each hour that they are on call, even when they are not called to report to work.
What is a Call In Guarantee?
A “Call In Guarantee” (previously known as “Call Back”) is the amount of hours you are guaranteed to be paid when you are scheduled On Call and report to work. If you are scheduled On Call and report to work, you are guaranteed four hours of pay even if you are sent home before you have worked the full four hours.
Do I get paid my regular rate on top of the On Call Rate?
No. You will be paid the On Call rate of $3.50 per hour when you are scheduled On Call and not at work. If you are scheduled On Call and report to work, you will receive your regular base rate for the hours worked on that shift (a minimum of four hours), plus any applicable shift differential.
If I’m scheduled On Call and called in after working a regular shift, am I guaranteed four hours of pay?
To be eligible for the Call In Guarantee, you must be scheduled On Call and called in to work outside your regularly scheduled shift.
Do I have to do anything different when I clock in to receive the Call In Guarantee?
No. The Call In Guarantee will be automatically calculated when you clock in as long as you are scheduled to be On Call during that time.
Sometimes my manager sends me home before my regularly scheduled shift has ended, but I’m not scheduled On Call. If I’m asked to come back in during that time, how will I be paid?
If you are sent home due to low census or another reason and placed On Call, you would then be eligible for the Call In Guarantee if called in to work. Only team members who are scheduled to be On Call are eligible for the Call In Guarantee.
Is there a maximum number of times I can receive the Call In Guarantee in a 24-hour period?
Yes. You can receive the Call In Guarantee a maximum of three times, for a total of 12 hours of work.
If I am working a day shift, and am on call for the evening shift, if someone calls out will I be guaranteed the four hours guarantee once the evening shift starts? Or do I have to be physically off site and called back in to work in order to be eligible for those four guaranteed hours?
To receive the Call Back Guarantee, you must first complete your regularly scheduled shift and not be on premises when called back in. In the example above – where you were already on site – you would receive your base rate of pay plus any applicable shift differential for the hours actually worked on evening shift, but you would not be eligible for the guaranteed four hours.
Pay Codes
Understanding Your Paystub
Exact Timekeeping
WHAT IS NEW?
Our new timekeeping clocks document the exact time when you start and finish your work shift.
HOW IS IT DIFFERENT?
Previously, clocks rounded your time up or down to the nearest 1/4 hour. For example, if you clocked in at 8:04 a.m., the clock rounded your start time down to 8:00 a.m. If you arrived at 8:11 a.m., the clock rounded up to 8:15 a.m.
Now, when you clock in at 8:04 a.m., your timecard will show 8:04 a.m., so you will know — and be paid for — exactly the time that you worked each day.
HOW DOES IT AFFECT ME?
You will continue to clock in and clock out the same way you do today. Your pay will be based on the exact time you clocked in and exact time you clocked out each day.
WHY IS IT CHANGING?
At UMMS, we recognize and respect the value of your time. You must be paid for the hours that you work.
FAQs
Has the clocking in and out process changed?
No. You will continue to clock in and clock out in the same way.
Have the clock locations changed?
No. The timekeeping clocks will remain where they are at all locations.
What if there is a line at the clock?
We are taking steps to ensure that all team members have prompt access to clock in and clock out when they enter and leave for their shifts. If you do experience an issue clocking in or out, you may request a correction on the time clock during your clock in or clock out procedure. This correction will then be reviewed and approved by the timekeeper or manager.
I forgot to clock in when I arrived, but only a few minutes passed before I realized it. Previously, this would have rounded. What should I do now?
If you forget to clock in or clock out, please request a correction within the same week. You may do so within the time clock, directly on your timecard.
Has anything changed about who is required to clock in and clock out?
Yes. Only non-exempt (hourly) team members are now required to clock in and out. Exempt team members fulfill the duties of their position regardless of the number of hours they work, and they no longer are required to clock in or clock out.
How will this affect my pay?
Your pay will be based on the exact time you clocked in and exact time you clocked out each day.
I don’t report to a location with a time clock every day. Will the remote and online timekeeping options also track exact time?
Yes. The exact timekeeping capability will be implemented across all methods of clocking in and out across the System.
Will the new exact timekeeping result in more overtime for team members?
The new practice of exact timekeeping should not result in any change in team members’ actual work time. However, it may require that managers more closely monitor team members’ timecards. If managers find that a team member is routinely clocking in early or clocking out late, they may need to meet with their team member to discuss the importance of adhering to their schedule. Employees should also report to their manager if their ability to clock in or clock out according to their schedule is due to an issue at the time clock; managers will monitor and escalate this concern if it becomes an ongoing issue.
Standard Shift Times
Standard Work Week
Attendance Policy
Paid Time Off (PTO)
WHAT IS NEW?
Your ability to take paid time off from work has been standardized into a System-wide Paid Time Off (PTO) program. This program is comprised of three leave banks: PTO, Reserved Sick Bank and Maryland Sick and Safe Leave (SSL). This fact sheet focuses on the PTO program.
- PTO – all paid time away from work that isn’t SSL. When SSL is exhausted, a team member will use PTO for reasons that qualify for SSL.
- Reserved Sick Time — unused sick hours from existing plans that can only be used for absences that would qualify for leave under the Family and Medical Leave Act (FMLA).
- SSL — paid leave away from work that is provided by Maryland law for designated health situations for you and your immediate family
HOW IS IT DIFFERENT?
Previously, time-off benefits differed by hospital and separated leave banks. For hospitals that did not have a PTO program, the new PTO bank eliminates the need to designate time off as vacation, personal or holiday time off by bringing all leave together under a single benefit. Reserved sick time and SSL have other, specific guidelines for use.
HOW DOES IT AFFECT ME?
Your available time off will be consolidated into a single bank.
If you are used to seeing your time separated based on the type of time off, you will now see that time consolidated into one single bank of paid time off hours*.
You can accumulate up to 1.5 times your annual accrual in your PTO bank.
For example, if your annual PTO accrual is 20 days, the most days that you can accumulate in your PTO bank at any one time is 30 (20 days x 1.5 = 30 days). As you take PTO and your balance falls below your maximum, you will begin to accrue time again.
You’ll keep your current time-off balances.
Employees with unused vacation or personal time when the new PTO program begins will have unused hours rolled over as PTO into your new PTO bank. Employees with unused sick time when the new PTO program begins will have those days available in a a new Reserved Sick Bank. Please see the FAQ on PTO for more information on the Reserved Sick Bank.
You will be paid for unused PTO if you leave UMMS.
If you’ve worked for UMMS for longer than 90 days, UMMS will pay you at your base pay rate for your accrued PTO balance as of the date of your separation.
PTO Accrual Schedule (1.0 FTE)
FAQs
If I am at my maximum PTO balance when the new PTO program begins, will I lose any of my time that is being rolled over?
No. If your unused paid leave that is being rolled into your new PTO bank on May 8, 2022 results in your balance being above the maximum, you will be allowed to keep all of those hours. If you are at or above the maximum when the new program begins, you will not accrue new hours until the balance is below the maximum.
Why is there a limit on how much PTO I can accumulate at one time?
Time away from work is important for your personal and professional wellbeing. UMMS encourages all team members to take time off throughout the year. This model is a best practice in the health care industry and competitive with other health care organizations in our area.
Once my vacation time is converted into PTO, I would like to be able to roll over some hours into 2021. I have never had any problem carrying over vacation time in the past, although I had to use up my personal leave days or lose them. How will this work under the new system?
With the new PTO program, team members with an 1.0 FTE can accumulate up to 1.5 times their annual accrual in the PTO bank. This maximum accrual does not have a start and end time. For example, if your annual PTO accrual is 22 days, the most days that you can accumulate in your PTO bank at any one time is 33 (22 days x 1.5 = 33 days). As you take PTO and your balance falls below your maximum, you will begin to accrue time again. PTO accrual is prorated for part-time team members.
If I am out on approved FMLA absence, will I continue to accrue PTO hours?
FMLA does not impact the accrual of PTO while on leave. The accrual of PTO during a leave depends on whether you are on a paid or unpaid leave. An team member will accrue PTO hours during paid leaves, with the exception of hours paid under eligible UMMS-sponsored short and long-term disability plans. An team member will not accrue PTO hours when they are on an unpaid leave of absence.
If a team member has been with an UMMS affiliate for 34 years but at their current facility for just under 20 years, will this team member’s PTO accrual schedule be under 20 years or over 20 years?
In most situations, this team member would be eligible to accrue at the 20+ years of service tier. UMMS considers consecutive service with any member organization within the System when assigning years of service. If you leave UMMS for another organization not affiliated with the System at the time of departure, your years of service will not carry with you, even if that organization is later acquired by UMMS.
I am an exempt team member who sometimes comes in to work on a holiday so that I can use the holiday hours another day. Can I still do this with the new PTO program?
If you want to work on an UMMS observed holiday when your department is closed, and you are not expected to work, you should first talk with your manager for approval in advance. If approved, you would not use PTO hours for that day, and those hours would be available to use at a future date. If an exempt team member works on a holiday, neither the team member nor their manager need to do anything in the system; the team member will be paid “Regular” hours.
If I transfer from one UMMS facility to another, will I be able to transfer all of my PTO?
Yes. Creating opportunities for team member growth is one of our top priorities. A key benefit of the new pay practices and policies is that team members won’t have to “start over” when they advance their career across professions or at different UMMS locations. Employees transferring from one UMMS member organization to another will retain their years of service and carry their PTO balance to the new UMMS facility up to the balance limit corresponding to the new position. Any remaining PTO balance will be paid out by the former UMMS facility. Your unused Sick and Safe Leave and Reserved Sick Leave hours will also carry with you to the new member organization.
Does the manager or supervisor get notified when a team member requests PTO at the timeclock?
Yes. The new UMMS People Planning: Timekeeping will allow team members to request PTO directly at the timeclock. It is important to remember that this is still a request. The team member’s manager or timekeeper assigned to that department must approve or deny the request before the desired PTO date. If approved, the PTO is recorded on the team member’s timecard. All the details about how to request and approve PTO will be covered in the People Planning: Timekeeping training.
How much Paid Time Off (PTO) will I accrue in the new program?
PTO accrues at an increasing rate, based on your years of service with UMMS. View the accrual schedule for exempt and non-exempt team members here.
What do I use for paid leave if I am sick?
When you are sick, you have a few options for paid leave:
- First, use your Maryland Sick and Safe Leave (SSL).
- Then, if you are on an approved leave of absence and your organization previously offered sick time, you must use any hours you have available in your Reserved Sick Leave. Reserved Sick Leave is any unused hours from sick time held in a reserve bank accessible for situations when FMLA would apply.
- Finally, you can use your PTO.
Has anything changed about Short Term Disability?
Yes. As part of our standardization effort, across the System we have shortened the required waiting period to access Short Term Disability from 14 days to 7 days. This means that team members are eligible to receive Short Term Disability one week sooner, and will not have to use as much of their paid leave before that benefit begins.
What does it mean that holidays are now included in PTO?
Your total PTO bucket includes time for UMMS observed holidays. If you are non-exempt and work on one of these days, you are eligible for premium holiday pay. Both exempt and non-exempt team members should submit a PTO request for holidays in the same way they submit a request for other PTO.
What holidays are included in my PTO?
Paid Time Off (PTO) accruals include the following holidays standard across the System. If you are non-exempt, your department is open on an UMMS observed holiday and you work on these days during the hours noted below, you will receive premium pay.
- New Year’s Day (29 hours beginning at 7:00 p.m. day prior)
- Martin Luther King Jr. Day (3rd Monday in January; 24 hours beginning at 12:00 a.m. day of)
- Memorial Day (Last Monday in May; 24 hours beginning at 12:00 a.m. day of)
- Independence Day (July 4; 24 hours beginning at 12:00 a.m. day of)
- Labor Day (1st Monday in September; 24 hours beginning at 12:00 a.m. day of)
- Thanksgiving Day (4th Thursday in November; 24 hours beginning at 12:00 a.m. day of)
- Christmas Day (December 25; 29 hours beginning at 7:00 p.m. day prior)
Is my Sick and Safe Leave included in the new PTO bank?
No. Maryland Sick and Safe Leave is separate from the UMMS PTO Program and administered according to Maryland state law. Refer to the Maryland Sick and Safe Leave policy for details on using SSL.
Do I receive Maryland Sick and Safe Leave (SSL) if I live out of state and commute to work?
Yes. UMMS offers Maryland Sick and Safe Leave to all team members, regardless of residence.
How do I request PTO?
You can request PTO on the time clocks located on site, or online through the People Planning Timekeeping application. There may also be department-based standards in your area that you should follow for requesting PTO.
How soon can I take PTO after I am hired?
While you will begin accruing paid time off hours starting with your first pay period, you may not take paid time off until the start of the first full pay period after your 90th day at work.
Can I be paid out for my unused PTO during the year?
No. UMMS encourages all team members to use their paid time off from work throughout the year. If you separate from UMMS and you’ve worked for the System for longer than 90 days, UMMS will pay you at your base pay rate for your accrued PTO balance as of the date of your separation.
Has anything changed about Short Term Disability?
Yes. As part of our standardization effort, across the System we have shortened the required waiting period to access Short Term Disability from 14 days to 7 days. This means that team members are eligible to receive Short Term Disability one week sooner, and will not have to use as much of their paid leave before that benefit begins.
What happens if a holiday occurs in a team member’s first 90 days, when they aren’t allowed to take PTO yet?
If a team member is still in their 90-day probationary period, they will be allowed to take PTO for an UMMS Observed Holiday. If they have not yet accrued enough time to cover the holiday, they will be temporarily allowed to let their balance fall below 0 hours for the pay period in which the holiday falls.
Does an exempt team member need to take PTO if they will be out for just a few hours for a doctor appointment or other partial-day absence?
No. Exempt team members will take PTO in full-day increments only. When an exempt team member works a partial day, they are still expected to complete the expectations or their job. This means at times it may be necessary that they work beyond their scheduled time. If partial-day absences prevent the team member from completing the expectations of their job, the manager will address this as a performance issue with the team member.
Are bereavement leave and jury duty leave still separate from PTO?
These two situations are covered with separate leave policies by each member organization and not a part of the PTO program. These policies can be found with all other team member policies for your organization.
Is there a compensation plan for team members who may not have as much paid leave with the new program as they had before?
No. While your existing accrued paid leave will not be lost, UMMS is not offering compensation for any paid leave differences. Unused vacation, personal or PTO that you have when the new program goes into effect will be rolled into your new PTO bank. For team members at member organizations who offered sick time, those unused hours will be moved to a Reserved Sick Leave bank, available for use when no other paid time off remains.
Can I accrue more time in my Reserved Sick Leave? Does this balance expire?
No. The balance you begin with in your Reserved Sick Leave will not grow. The balance does not expire and will not be paid out if you separate from UMMS.
How does Maryland Sick and Safe Leave (SSL) accrue and when can I use it?
Employees who regularly work 12 or more hours a week are eligible to accrue up to 40 hours of SSL per calendar year. Non-exempt team members earn one hour of SSL for each 30 hours worked; exempt team members accrue based on 40 hours per week (or their FTE, whichever is less). If you don’t use your SSL, you can carry over unused time to the next year, but your total SSL bank cannot exceed a total of 64 hours.
You can use SSL for your own health or for the health of a family member. This includes:
- mental or physical illness, injury, or condition
- preventive medical care
- maternity or paternity leave
- domestic violence, sexual assault, or stalking
If my office is closed for a holiday, can I choose not to use my PTO and take the day without pay?
No. If your office is closed on an UMMS observed holiday, you must use your accrued PTO hours for that holiday. Remember, under the new program, UMMS observed holiday hours will be added to our “PTO” hours and will now part of the total PTO bucket.
What is the PTO accrual for part-time team members?
Employees who are assigned an FTE (Full Time Equivalent) of 0.5 or above (scheduled for approximately 20 hours per week) are eligible to accrue PTO at the standard accrual schedule. Based on time worked, this accrual is prorated and will typically be approximately half of the time accrued by a team member assigned a 1.0 FTE. Employees who are assigned to work an FTE less than 0.5 are not eligible to accrue PTO. If you have questions about your eligibility, please speak with your manager.
Why is the PTO accrual for exempt team members the same at their 10th anniversary as their 5th anniversary?
We set the accrual schedules for exempt and non-exempt team members based on an examination of paid leave at our member organizations as well as comparisons to paid leave in our market areas. The new accrual schedule is designed to ensure that our team members have ample paid leave for their personal well-being.
Will there be another System-wide opportunity for buy back of vacation or paid leave before the new practices go into effect?
No. In June 2020, UMMS offered a one-time vacation/PTO buy-back option for team members who had accrued more time than they thought they could use before it expired and/or wanted the additional money. This was a limited program associated with the System’s COVID-19 response. Please check with your HR Business Partner for more information.
Observed Holiday
FAQs
Can you explain in more detail how holiday hours will work with the new PTO program?
Paid time off hours for UMMS observed holidays are now included in team members’ PTO accrual and part of your PTO “bank” of time. A new video helps explain the new PTO program, and here’s more information about how holidays will work:
| EXEMPT/ NON-EXEMPT |
IS YOUR DEPARTMENT CLOSED? | DO YOU HAVE PTO HOURS AVAILABLE? | HOW IT WORKS |
| Exempt | Yes | Yes | You will take this day off. You should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. The hours you are normally scheduled to work will automatically be deducted from your PTO accrual. |
| Exempt | Yes | No | You will still take this day off. You should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. Your PTO accrual will temporarily go into a negative balance to cover the hours you were scheduled to work. |
| Exempt | No | Yes | If you work on this day, you will be paid your normal base salary and may use these PTO hours another day. If you do not work on this day, you should either submit a time-off request using the PTO Planned pay code or your manager/ timekeeper will need to enter PTO Planned on your schedule. |
| Exempt | No | No | If you work on this day, you will be paid your normal base salary. If you do not work on this day, you may work weekends or have already met your weekly scheduled hours and not need to take PTO. If that is not the case, you should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. Your PTO accrual will temporarily go into a negative balance to cover your scheduled hours. |
| Non-Exempt | Yes | No | You will still take this day off. You should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. Your PTO accrual will temporarily go into a negative balance to cover the hours you were scheduled to work. |
| Non-Exempt | Yes | Yes | You will take this day off. You should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. The hours you were scheduled to work will automatically be deducted from your PTO accrual. |
| Non-Exempt | No | Yes | If you work on this day, you will be paid 1.5 times your normal hourly rate and may use these PTO hours another day. If you do not work on this day, you should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. |
| Non-Exempt | No | No | If you work on this day, you will be paid 1.5 times your normal hourly rate. If you do not work on this day, you may work weekends or have already met your weekly scheduled hours and not need to take PTO. If that is not the case, you should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. Your PTO accrual will temporarily go into a negative balance to cover your scheduled hours. |
Remember, if your PTO bank goes into the negative in any of the above scenarios, it will rise again as you accrue more time each pay period.
What holidays does UMMS observe?
UMMS observes the following seven (7) holidays:
- New Year’s Day (January 1)
- Martin Luther King Jr. Day (3rd Monday in January)
- Memorial Day (Last Monday in May)
- Independence Day (July 4)
- Labor Day (1st Monday in September)
- Thanksgiving Day (4th Thursday in November)
- Christmas Day (December 25)
- Good Friday is observed at UM St. Joseph Medical Center only.
If I get called into work on a holiday, am I paid holiday pay and shift differential?
Yes. If you are a non-exempt team member and are on call during an UMMS Observed Holiday, you will receive $3.50 for each hour you are on call. If you are called into work during the holiday hours, you will be paid 1.5 times your base hourly rate for all hours worked on the holiday, plus any applicable shift differential. You are also guaranteed four hours of pay thanks to the new Call In Guarantee.
What does it mean to “observe” a holiday?
UMMS will pay a premium rate to non-exempt (hourly) team members who work on observed holidays.
What does UMMS pay for working holidays?
Exempt (salaried) team members who work on a designated holiday will be paid their normal base salary.
Non-exempt (hourly) team members who are required to work on the actual day of a designated holiday are paid 1.5 times their normal hourly rate for all hours worked on the holiday.
When do holiday premium rates begin and end?
For purposes of being paid the holiday premium of 1.5 times a team members’ base hourly rate, the holiday start and end times are as follows:
I’m represented by a union. How does this policy affect me?
Collective bargaining agreements may contain provisions that supersede or are supplemental to the provisions of this policy. Employees under a labor contract should refer to those document rules.
How does the Observed Holiday policy affect team members who work in departments closed on holidays?
Employees who do not work holidays because their department or unit is closed are required to use this accrued PTO. Employees who work on observed holidays can use that PTO for permitted reasons at another time according to the organization’s PTO policy.
What happens if a holiday falls on a weekend day?
When an observed holiday falls on a Saturday, administrative offices will be closed on the preceding Friday. When an observed holiday falls on a Sunday, offices will be closed the following Monday. Premium holiday pay is paid to team members who work on the actual holiday.
What happens if I don’t have enough PTO to use for an observed holiday and I’m not scheduled to work that day or my department is closed?
If you work in a department that is closed for a designated holiday and do not have sufficient accrued PTO to cover the holiday, your PTO balance will be allowed to go into a negative balance in the pay period in which the holiday falls.
What do I use for paid leave when I’m sick?
When you are sick, you have a few options for paid leave:
- First, use your Maryland Sick and Safe Leave (SSL).
- Then, if you are on an approved leave of absence and your organization previously offered sick time, you may be able to use your Reserved Sick Leave. Reserved Sick Leave is any unused hours from sick time held in a reserve bank accessible for situations when FMLA would apply.
- Finally, you can use your PTO.
Reserved Sick Leave
Watch a Video on PTO
Finance/SCM/HR Alignment
The service alignment in Finance, Supply Chain and HR is to ensure that we have the right team members in the right positions to meet the needs of UM Upper Chesapeake in support of new technologies in these areas. The alignments in these departments are the next step in our move to One UMMS, as some departments moved to the shared services model over the past few years. These transitions are underway and will continue through winter 2022.
WHAT ARE THE BENEFITS?
- We will now be able to rely on a centralized process for many of our business operations and have the strength of the entire System behind us. This means less manual work for our managers.
- Team members will be able to access HRConnections for their one-stop needs related to HR information and questions.
PeopleFluent Talent Acquisition
As part of the broader transition into UMMS HR Shared Services, UM Upper Chesapeake is adopting the same Talent Acquisition systems that the rest of the system uses. This transition will provide access to tens of thousands of new candidates around our service areas as we look to fill current and future open positions.
PeopleFluent is the name of the new of the applicant tracking system that is replacing Position Manager. This system will allow HR Recruiters to advance candidates and for UM Upper Chesapeake hiring managers to review candidates and make final hiring decisions.
One UMMS Benefits
Health & Wellness
In July 2022, UM Upper Chesapeake team members will transition to One UMMS standards for medical, dental, vision, prescription and life insurance benefits.
Open Enrollment is May 1-18, 2022. This is an active open enrollment, which means all team members must make new benefit elections. If no action is taken during this time, your current coverage will end on June 30, 2022.
One UMMS Benefit Town Halls
Town Halls are being held April 25-28. Find dates and times and register here.
Team Member Updates
February 7, 2022
Health & Wellbeing Plan: Update on Open Enrollment
Health & Wellness FAQ
Why is this open enrollment only for six months?
UMMS benefits plans operate on a July 1-June 30 plan year, and the UM UCH plans operate on a calendar year, January 1 –December 31. To successfully transition to the UMMS schedule, we need to have a six-month plan period. This is called a “short” year.
I am currently in the PPO health plan. What does the short year mean for my deductibles and out-of-pocket maximums?
To have the least financial impact on our PPO participants, UM UCH will apply any amounts that were credited against the 2021 calendar-year deductible, as well as the 2021 out-of-pocket maximum, toward the deductible and out-of-pocket maximums for our short year January-June, 2022. This means that current PPO participants will not have to “start again” with a new deductible and out-of-pocket maximum on January 1, 2022.
I am currently in the Qualified High Deductible Health Plan (QHDHP). Can my expenses incurred in 2021 be applied against my 2022 deductible and out-of-pocket maximum?
No. The short year option is not available to current members of the QHDHP because doing so would jeopardize the “qualified” status of the plan, which could mean that our QHDHP participants would not be able to contribute to the Health Savings Account (HSA).
Are there any changes to plan design or rates for the “short” benefit year?
No.
Can I still contribute to the Flexible Spending Account (FSA) /or Limited Purpose Flexible Spending Account?
Yes.
- Due to the short plan year, the FSA contribution limit for January-June 2022 will be $1,375, which is half of the 2022 calendar year limit of $2,750.
- The limited purpose FSA limit for January-June 2022 will also be $1,375, which is half of the 2022 calendar year limit of $2,750.
- Participants will have 60 days to make claims for services incurred prior to June 30, 2022.
Can I still contribution to the Dependent Care FSA?
Yes. Due to the short plan year, the DC FSA contribution limit for January-June 2022 will be $2,500, which is half of the 2022 calendar year limit of $5,000. Participants will have 60 days to make claims for services incurred prior to June 30, 2022.
Can I still contribute to the Health Savings Account (HSA)?
Yes, members of the Qualified High Deductible Health Plan (QHDHP) may contribute during the short plan year.
- The HSA contribution limit for January-June 2022 for single coverage will be $1,825, which is half of the 2022 calendar year limit of $3,650.
- The HSA contribution limit for January-June 2022 for family coverage will be $3,650, which is half of the 2022 calendar year limit of $7,300.
- QHDHP members who are age 55 or over may still contribute up to $500 in catch-up contributions during the short plan year, which is half of the $1,000 annual catch-up contribution limit for 2022.
Can I make a change to my benefits for January 1-June 30, 2022, during this open enrollment?
Yes. Although this is a short plan year, our participants will have all the options available to them as they would have in any year. These include:
- Enroll/re-enroll in FSA (Health and/or Dependent Care) or HSA (Note: this is required if you wish to participate in 2022.)
- Enroll, for the first time, in the medical and/or dental plan(s)
- Cancel enrollment from plan(s) or make changes to current selections
- Add and/or delete dependent(s) from coverage (verification of dependent eligibility required for additions)
- Declare/change your selection of a PCP (Primary Care Provider)
Do I have to re-enroll during this open enrollment period for the January 1-June 30, 2022, short plan year?
No. Re-enrollment is not required during this open enrollment period, unless you want to complete one of the transactions listed above. If you choose not to make changes, your current coverage will continue beginning January 1, 2022, and will continue until June 30, 2022. Please note that FSA and HSA contributions must be renewed each year.
I’m currently enrolled in an FSA and want to continue it. Do I have to re-enroll for that?
Yes. If you wish to participate in an FSA in 2022, you will need to enroll OR re-enroll in that benefit during the October 2021 open enrollment.
When will we know more about the UMMS benefits that will be available to us beginning on July 1, 2022?
UMMS typically conducts open enrollment in May of each year for a July 1 effective date. Our leadership will share detailed information with all team members to be sure you understand our new benefits in plenty of time to make informed selections before the new plan year.
Will I have to meet a new deductible and out-of-pocket maximum when we transition to the UMMS plans on July 1, 2022?
Yes.
What about Wellness Works Challenge (WWC)?
We plan to move forward with the return to in-person WWC screenings beginning in October. Please see the information contained in your enrollment packet about this challenge. UM UCH team members can continue to earn incentives, which will be applied to their deductions during our “short year” from January 1-June 30, 2022.
What is the future of the Wellness Works Challenge?
A decision on the future state of the Wellness Works Challenge is anticipated in February 2022. UM UCH team members will continue to receive any incentives they have earned until at least June 30, 2022.
Disability
UM Upper Chesapeake will have access to One UMMS disability benefits starting in early 2022. These benefits are greatly enhanced from current disability benefits offered to our team members. Please review the comparison below for more information. No enrollment is necessary to qualify for these benefits.
Disability FAQ
When can I access my disability benefits?
As part of the transition to One UMMS benefits, we have shortened the required waiting period to access Short Term Disability to 7 calendar days, with the benefit being available on the eighth day. This means that team members will not have to use as much of their paid leave before the benefit begins.
Will the process for requesting FMLA leave change?
Yes. As part of our transition to One UMMS standards, Lincoln Financial Group will begin managing team members’ disability leave starting early in Q1 2022. Team members will continue to notify their department manager that they will need a leave, but they will not need to complete any paperwork with the department as they may be doing now. All requests and documentation will go through Lincoln. More details on this process will be shared closer to the transition.
Can I use time from my Reserved Sick Bank for Intermittent Leave?
If you have an approved intermittent FMLA claim, you may use Reserved Sick time. If you are not eligible for intermittent FMLA, then Reserved Sick may not be used. Reserved Sick Leave is reserved for the same type of absences that would qualify for leave under the Family and Medical Leave Act (FMLA). However, a team member can access this Reserved Sick Leave time regardless of whether they meet the service and the hours worked requirement under the FMLA. Reserved Sick may not be used for occasional absences that may be related to an illness or injury that would not be covered under the FMLA.
I enrolled in supplemental disability insurance. Can I drop this coverage when the new benefits start?
Yes. Enrollment in supplemental disability insurance may be discontinued at any time. Contact your benefits team for more information.
If I am on disability at the time of the transition, will my disability benefits change during my leave?
No. If your disability date is prior to the transition, your short term disability benefits will adhere to UM Upper Chesapeake’s current short term disability program. However, your leave management will transition to Lincoln, and you will receive a Lincoln leave ID number and Case Manager. You will receive a letter from Lincoln with this information closer to the transition date.
EAP
Coming soon!
Tuition Benefits
Coming soon!
Ask a Question
Have a question about our transition to OneUMMS? Submit your question on the UCH Intranet. Note, you must be on the UMMS network to access this page.
Samuel M. Galvagno, DO