PTO
Sick (1 hour), Vacation (4 hours), Holiday (8 hours), PLAWA (2 hours), FLEX (WEEKEND WORK/TRAVEL & SPECIAL PROJECTS ONLY - 8 hours)
What are the increments of usage for each type of PTO?
1) Time is frontloaded at the beginning of the calendar year. 2) Staff will receive 48 hours of accrued time. 3) Documentation is needed if used for more than 3 consecutive days.
What is the sick leave policy?
You go to the Finance & Operations Notion page and under “Resources” click “Human Resources (HR)”. Here you will find the “Labor Compliance Posters” for your state and federal labor law posters.
Where can you find the federal and state Labor Law Posters?
You go to your Supervisor as your first contact when asking for information before contacting anyone else.
Who do you go to first when asking questions?
You go to the Finance & Operations Notion page and select the “Platform Request Form” page. Fill in the required boxes and submit the document to anyone in the Finance & Operations department that needs to be notified.
What is the process when filling out a Platform Request form?
1) Discuss with your Managers for approval and ensure time off does not interfere with department member’s PTO & that you have available time to use-----2) If approved, submit request via ADP and notify Manager via Teams or email-----3) Update your Teams/ Email OOO reply-----4) Add PTO to Staff PTO Calendar
What is the process for staff to request their PTO?
Staff member must discuss with Manager on why they are taking FLEX time and on what day(s) and time(s). If approved, staff member must add FLEX time to the Staff PTO calendar. NO LONGER IN THE ADP SYSTEM so do not add to ADP.
What is the process for staff requesting FLEX time?
Anyone who does not have a Corporate Credit Card and is not a consultant can utilize this form.
Which staff members are eligible to use per diem forms?
The Employee Confidentiality Policy was designed to explain how we expect employees to treat confidential information. We must protect our information for two reasons: 1) It may be legally binding, and 2) It may constitute the backbone of our business (business processes). Board members, investors, contractors, and volunteers are considered employees under this policy.
Who is affected by the Employee Confidentiality Policy and Why?
Notify your supervisor in writing and CC the Department Head, the VP of Finance & Operations, and the Finance & Operations Coordinator. Then proceed to cancel your flight(s), hotel, and car rental.
What is the process you take if you have to cancel your work trip?
1) Look up the original request submitted and approve or deny it-----2) Ensure direct reports submit new PTO request-----3) Approve new PTO request-----4) Ensure PTO requested time matches the PTO reported in timecards
What steps must a manager take when an employee requests a change to the originally approved PTO request before approving timecards?
If flight delays occur and it’s too late to travel home, book a hotel nearby the airport and travel home the following morning. Communicate with your supervisor and CC Guille and Michelle of such changes.
What is the process if you are out on a work trip and are experiencing travel issues?
HC One complies with the Pregnant Workers Fairness Act and all applicable state and local laws. This act applies only to accommodations and does not replace federal, state, or local laws that are more protective of workers affected by pregnancy, childbirth, or related medical conditions. HC One will provide reasonable accommodations for the known limitations related to pregnancy, childbirth, and related medical conditions of a qualified employee, unless doing so would create an undue hardship for HC One.
What is the Pregnant Workers Policy, and how is HC One complying with this policy?
The Operations Team (Michelle and Guille) keeps this information updated and secure and provide to staff if they forget it.
Which team is in charge of safeguarding agency account passwords?
You are a Manager who has a new hire starting in the upcoming weeks. Go to the Finance & Operations Notion page, and under the “Requests” select the appropriate request form (IT). Follow the directions.
What steps do you do to begin the onboarding process in tandem with the Finance & Operations department?
Log in to ADP - Under “Helpful Links” section go to “ADP Time & Attendance” - on the top menu click on “Myself” then “Personal Information” 1) Click on “My Time Off Requests” if you want to see the PTO you already took.
What is the process for staff to find their used PTO?
For events that begin around 9am, staff are expected to arrive at the hotel the day before BY 10pm local time. Ensure flights are scheduled to arrive in the afternoon the previous day.----For events that begin around 12pm, staff are expected to arrive to their destination early that morning.----For events that end before 5pm, staff must return home the same day.----For events that end after 5pm, staff can depart the following day around 9am (Exceptions may occur).
What are the travel expectations for Conferences & site visits (Non-local)?
1) Lock or secure confidential information at all times, 2) Shred confidential documents when they are no longer needed, 3) Make sure they only view confidential information on secure devices, 4) Only disclose information to other employees when it is necessary and authorized, 5) Keep confidential documents inside the company’s premises, 6) Use confidential information for personal benefit or profit, 7) Disclose confidential information to anyone outside of HC One, 8) Replicate confidential documents and files
What are some examples of things employees should do/shouldn’t do regarding confidential information?
The Direct Supervisor, Chief of Advocacy, and VP of Finance & Operations should be notified and receive the appropriate document(s) for approval if you take this certain time off.
Who do you inform and submit your request to for approval if you need to take a “Leave of Absence”?
You have an upcoming work trip planned: 1) Go to the Finance & Operations department Notion page. Under the “Requests” section, select the “Platform Request” and fill in according to the per diem questions. 2) Tag Michelle and Guille, CC manager.
What is the process to submit per diem forms and who do you submit the form to?
1) Log in to ADP - Under “Helpful Links” section go to “ADP Time & Attendance” - on the top menu click on “Myself” then “Personal Information” 2) Click on “Accrual Balances” to see your remaining PTO balance for the fiscal year.
What is the process for staff to view their PTO balances for the fiscal year?
1) Employees must have worked for the company at least 12 months AND have at least 1,250 hours of service during the 12 months 2) Must submit a written request for unpaid leave to direct supervisor 3) All available PTO must be exhausted before unpaid leave starts 4) Employees can use up to 8 weeks of unpaid leave per event per year
What are the requirements to use “Unpaid Leave”?
1) Travel prior to the required travel dates if using transportation methods that are not the most efficient or cost-effective (i.e. electing to drive vs flying when flying would be the most efficient and cost-effective option) 2) Departing from/returning from to/from an alternate city 3) Any other situation where the traveler’s itinerary is modified for personal reasons.
What are the circumstances you need to provide a cost comparison?
SALESFORCE LEADS HC One Admins: Brenda, Guille, Shonva, & Twylla--- F&O: Paula, Michelle (back-up)---S/I: Rebecca, Shonva (back-up)---- A&C: Stephanie---T&C: Mariana
Who do you go to if you have a question about your salesforce data?
1) Get supervisor approval to extend the trip as personal stay-----2) use TravelPerk to book your flight and obtain a cost comparison for the non-business extended stay----- 3) if renting a car, business travel contract must be obtained----- 4) if booking a hotel and using a rate that is designated for business use only, rooms associated with personal travel must be booked separately----- 5) booking companion travel - staff must notify the Finance & Operations Coordinator to add the companion as a TravelPerk guest to book his/her flight, and no discounts or waivers will be allowed for the companion
What is the process to transition and extend a business trip into a vacation while driving with a companion?