Expenses
TRUE or FALSE:
If a credit card transaction is less than $50 an itemized receipt &/or invoice is not required.
FALSE
Every transaction must have an invoice or detailed receipt uploaded to Ramp.
The maximum amount of PTO hours that a full-time employee, working 40 hours/week, can carry over at the end of each calendar year is...
240 hours.
Any PTO above 240 hours will be forfeited and not carried over to the next calendar year.
If you have a question for HR, that is NOT Payroll related, who do I ask?
Email hr@wncchs.org
Employee has great ideas to improve morale, recognize fellow employees or is showing a lot of interest about celebrations & events. What would you recommend?
Join the WNCCHS Engagement and Recognition Committee!
Jessica Spafford is POC.
When should managers have timecards approved by?
10am Monday.
When someone needs help with Ramp who should they contact?
Email, Teams, or Call anyone from the Finance Dept; Christina, Nataliya, Donnie, or Hannah.
There is a change to an employees schedule, pay rate, employment status, or change in credentials. What is the manager responsible for?
Manager is responsible for completing a Payroll Change Form (PCF). The signed PCF is to be emailed to hr@wncchs.org.
An employee may need to go on FMLA and has reached to their manager, what is the NEXT step?
Manager should let the employee know to reach out to HR, hr@wncchs.org.
HR will contact the employee to complete an intake and help to determine next steps from there.
TRUE or FALSE:
Paycor 1-on-1s should only be held once a year in conjunction with annual performance evaluations.
FALSE.
1-on-1s should be held monthly and documented within Paycor.
If you have a question relating to Payroll, who do you ask?
Email: payroll@wncchs.org
Select members of the HR & Finance Team that are involved in the processing of Payroll have access to this email account, one of us will get back to you.
Is it ok to use a personal Amazon account to make a WNCCHS related purchase?
No, please utilize the WNCCHS Amazon Business account.
Submit a KACE Purchasing & Supplies ticket to Taylor. Taylor will order the item, make the payment, and arrange for items to be delivered to your site.
When should a Training and Travel Request form be submitted?
Before any purchase of certification and licensures, continuing education costs, or any trainings that have an associated costs.
Who can tell me the difference between onboarding, new hire orientation, and on the job training?
Onboarding occurs the first 12 months of a new employee's lifecycle.
New Hire Orientation hosted by HR occurs first 2 days of employment.
On the job training hosted by the new employee's department (leadership or department trainer), occurs following new hire orientation.
Why does finance send reminder emails requesting that Ramp credit card transactions are reviewed & submitted before the end of each month?
While it may come across as nagging, there are some practical reasons:
1. Accurate financial reporting - expenses should always be recorded in the month they're incurred. This ensures each month's profit/loss reflects the true cost of operating that month.
2. Budget vs. Actual comparisons.
3. Trend analysis and decision-making; we look for patterns such as rising costs.
An employee is on FMLA, who is responsible for documenting this on their time card?
The employee's manager.
FMLA code should be use for any FMLA hours used. Additionally, if the EE has PTO available, PTO hours must* also be entered on the timecard.
*unless EE is on short term disability.
When do expenses that need reimbursement to the employee need to be submitted by?
Expense reimbursement request must be submitted within 90 calendar days of the expense being incurred.
An employee wants to make an update in Paycor, such as an address change, new bank account, or update taxes. What do they need to do?
The employee can make this change in Paycor themselves!
An employee who is currently working in a non-clinical role has or just earned a clinical credential. What should you do?
Notify HR as soon as you are made aware.
HR will begin the credentialling process.
Any employee holding a clinical credential (CCMA, RPhT, CHW, etc.) will need to be credentialed and privileged to maintain FTCA compliance.
An employee is experiencing an illness or emergency and must miss work, but does not have enough PTO hours to use. What should they do?
Reach out to their direct supervisor to request a PTO advance (negative PTO). Approval of PTO advances are at the discretion of the manager.
Managers are responsible for tracking PTO advances.
TRUE or FALSE:
If a WNCCHS site is closed due to inclement weather and an employee does not have the capabilities to work remotely, it is the managers responsibility to ensure the employee's timecard is accurate.
TRUE.
For employees who are unable to work from home WNCCHS will make their time whole. Managers are responsible for doing this by adding the unworked hours to the individuals timecard, using code MakeUpReg.
An employee typically commutes 20 miles round-trip from their home to their assigned worksite, Location A. Their supervisor requests they work at Location B for the day. Location B only requires a commute of 6 miles round-trip from their home to the worksite. How much mileage can be reimbursed?
None. Since the mileage does not exceed their normal work commute.
What is the difference between the Billing dept. and the Finance dept.
Billing Department = Patient Revenue work.
Billing dept. handles creating & submitting patient claims to ins. companies. Generating bills for pts. Coding services correctly. Billing is about getting paid for the services provided.
Finance Department = big-picture money management.
Budgeting, reporting, managing cash & expenses, oversees payroll and grants. Finance is about managing, tracking, and planning the organization's overall financial health.
One of my employees are experiencing an internal conflict and need support. What should I do?
Managers should strive to handle all conflicts or internal challenges at the department level. If still unresolved, the next step would be for the Manager to consult with their senior leader on resolution.
HR is available to consult as needed.
What is the annual deadline for all Relias trainings?
While the best practice is to keep up with Relias trainings monthly, all Relias trainings must be completed by the end of each calendar year.
This is to maintain our FTCA compliance.
Can Floating Holidays be used in hourly increments?
No. Floating Holidays must be used as full days off.