Managers FAQ

Frequently Asked Questions by Managers & Supervisors About Human Resources

Benefits (Family Medical Leave, Insurance/Coverage)

Compensation (Salary Review, Job Descriptions)

Career Services (Hire, Transfer, Promotion, Bidding, Termination)

Labor Relations (Discipline, Attendance, EEO/AA, Harassment/Violence)

Organization Development and Training (Training, Performance Assessment)

Pension (Retirement Benefits, 403(b) Plan)

Community and Education Projects (Job Training, Skills Enhancement, Summer Interns)

Benefits/HR Service Center

Q1: When will my employee's coverage go into effect?
A1: Coverage will go into effect on the first of the month following the date of hire or status change date.

Q2: When will my employee receive his/her Medical Insurance ID card from EHP?
A2: Please allow 15-20 business days to receive the EHP Medical Insurance card from the date the enrollment form has been processed.

Q3: My employee needs to update/correct information on their EHP Insurance card.
A3: Have your employee call 410-955-6208 or E-mail knasir2@jhmi.edu to order updated insurance cards.

Q4:My employee needs to select a new Primary Care Physician (PCP) for their EHP coverage. How can they do that?
A4: The employee needs to search for a new doctor from the EHP Provider Directory or at www.ehp.org. Once the employee has made a new PCP selection, they need to call EHP to have the doctor updated on their policy. EHP will then send a new insurance card to the employee.

Q5: My employee worked on a designated Hopkins Holiday. How do I pay the employee?
A5: The seven observed holidays are:

• New Year's Day
• Martin Luther King, Jr. Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Day

If the employee works on the observed holiday, they would get paid for that holiday and then receive a "Floating Holiday" to be used within 60 days after the observance. Part-time employees will be paid for the holiday on a pro-rated basis according to the number of hours scheduled.

Q7: My employee's child is graduating from college. What do they need to do about his/her child's medical coverage?
Q7: The employee needs to complete an enrollment form, taking him/her off of the coverage.

Q8: I have an employee that has been out for three (3) days. What should I do?
A8: If it is for a serious illness or you are not sure, please send them a Family Medical Leave Form (FML) application and Short Term Disability application. These forms are located at the HR Service Center or available online at http://www.hopkinsmedicine.org/jhhr/forms/.

Q9: How do I record FML or Short-Term Disability on the time sheets?
A9: The Department time keeper will need to enter the appropriate FML/STD pay codes into the Kronos or Nighingale systems. To view the handbook of required pay codes, please visit http//www.hopkinsmedicine.org/jhhr/BenefitsWellnet/Payrolldoc.pdf
For detailed assistance or clarification on which codes to use, please contact Rikki Christensen at 410-614-3723 or rchris12@jhmi.edu.

Q10: My Employee needs a name and/or address change where do the employee go?
A10: The manager/supervisor has to initiate an ISR to change his/her employees name and/or address change.

Q11: Where do I go to fill out a tax form?
A11: Employees can download a W-4 Federal form and/or 502 State Tax form athttp://www.hopkinsmedicine.org/jhhr/Forms/. Employees can fax form(s) to 410-355-0737 or visit the HR Service Center in Phipps 455.

Q12:Where do employees go to get an ID request form?
A12: Employee can get a request for an ID card from the HR Service Center, Phipps 455 front desk.

For additional information on all offered benefits for employees, please visit our Employee Handbooks.

Compensation

Q1: How often are salaries reviewed?
A1: Salaries are reviewed on an annual basis. The Compensation Office conducts an extensive market analysis using published salary surveys. Market data is compiled from various local, regional, and national surveys. Recommendations for pay adjustments are based on the results of the market analysis.

Q2: Who is responsible for writing the job description?
A2: It is the responsibility of the manager to complete the job description. The Compensation Office will review the final draft to determine the FLSA status, assign a pay grade and salary range, along with reviewing the job competencies. The Compensation Office keeps the original copy on file.

Q3: What are the guidelines for promotional increases?
A3: Promotional increases are granted when an employee is promoted to a job in a higher pay grade. The promotional increase should bring the employee's base rate to the minimum of the pay grade. However, the promotional increase should not exceed 5% of the employee's current base rate if it is greater than the minimum of the pay grade.

Q4: How is overtime calculated?
A4: The overtime rate is to be equal to one and one-half times the employee's average, regular hourly rate for the workweek. The regular hourly rate includes the "base rate," plus additional payments earned in the form of shift differentials, charge differentials, on-call pay, etc. This, an employee's regular hourly rate for any given week may be higher than his/her base hourly rate. In addition, holiday pay is included in the calculation of overtime. *However, PTO and leaves of absence are not included in the calculation of overtime.

There should be no duplication, or pyramiding, in the computation of over-time and other premium wages. If more than one premium rate is applicable to any hours worked, the employee shall be paid at the highest rate applicable, not both.

*See policy HR300 to determine appropriate calculation for hours worked on holidays.

Q5: I feel that an employee is not being paid fairly – how would I go about seeking an adjustment to the employee's pay?
A5: Contact the Compensation Department and provide the experience base for the employee in question, as well as others in that position (or comparable positions). Compensation will review market rates for the position, as well as the information you provide related to knowledge, skills and abilities. Compensation will recommend an individual equity adjustment that is based on market rates and maintains internal equity.

Q6: What is "compression?"
A6: Compression occurs when current incumbent pay rates become similar to incumbents with less tenure and experience as well as new hires. This can occur when salary ranges are increased and new employees are hired in at pay rates close to employees with more experience. Salaries of less experienced employees begin to creep upon more tenured employees. To correct this, Compensation works with the department to gather data regarding incumbents' experience base. Compensation will analyze the employees' experience in conjunction with market pay rates to determine the appropriate individual adjustment.

Q7: What is the comp time policy?
A7: JHHSC/JHH does not allow compensatory time off for either non-exempt or exempt employees in lieu of pay and wages.

Career Services

Q1: How long does it take for someone to go through the hiring process?
A1: Certain factors, such as background checks and health screens, can delay the process, but it should take no longer than 2 weeks once a candidate is identified.

Q2: When should I contact my Career Specialist when I have a vacancy?
A2: For the best service, you should contact your Specialist as soon as you know a vacancy will exist and complete a requisition online.

Q3: Does my Career Specialist need to know about or see everyone that I interview?
A3: Yes. There are no exceptions to this, as there are legal ramifications to the interview process.

Q4: Who determines the salary and make the job offer?
A4: Your Specialist will work in conjunction with you to determine the appropriate salary based on guidelines issued by the Office of Compensation.

Q5: What tests are available for screening applicants?
A5: A wide array of administrative skills evaluations and general knowledge screenings are available. Your Specialist can work with you to determine the appropriate tools for your vacancy.

Q6: How do I get a job posted?
Q6: Our Hiring Manager website is located at www.healthcaresource.com/johnshopkins/hm.

Other commonly-requested information can be found in the HR Policy & Procedures Manual.

 Employee Labor Relations 

Q1: Who do I call for a job performance or attendance issue?
A1: Call the Office of Employee Labor Relations, x5-6783.

Q2: Where do I go for employee behavior issues?
A1: Call the Office of Employee Labor Relations, x5-6783. Refer to HR Policy 610 for Attendance issues, and HR Policy 603 for Discipline issues.

Q3: Who do I call if I believe an individual is under the influence of drugs and/or alcohol?
A3: Call the Office of Employee Labor Relations, x5-6783 .

Q4: Who do I call if an employee informs me that they were threatened by another employee?
A4: Call the Office of Employee Labor Relations, x5-6783. We will help you make the right referral for action to take.

Q5: What do I do to demonstrate EEO, AA, and Diversity principles and what help can I get from the EEO Officer?

A5: Role/Responsibilities    

- Uphold the Hospital's EEO Policy

• Tools:
  • EEO Policy
  • Manager's Role in EEO

- Develop and maintain a department atmosphere that demonstrates and fosters support of EEO, sexual harassment and mutual respect

• Tools: 
  • Employee Handbook
  • Compliance Posters
  • Sexual Harassment Brochure

- Recognize differences and develop sensitivity about others' needs and concerns

• Tools:
  • Mutual Respect
  • Coaching Training
  • Communication Training
  • Diversity Training

- Encourage internal resolution of complaints and ensure compliance to state and federal postings

• Tools:
  • FASAP
  • Diversity Policy
  • EEO Policy
  • Sexual Harassment Policy
  • Dispute Resolution Procedures

- Be Consistent

• Tools: All of the above

Organization Development & Training

Q1: What type of training/development does your office offer?
A1: Our office provides training to all Hospital employees. The content of our courses cover a variety of topics that aids in the professional and personal development of employees. We also offer assessment of staff, group or process performance problems, conflict resolution with staff, and management coaching. We are here to help you manage and improve the performance of your staff. Our office also offers an opportunity to get an Associates of Arts degree in General Studies in partnership with BCCC.

Q2: Is there a cost for training?
A2: There is not a cost for the majority of our courses. There is a charge of $100 for the time management (Franklin Planner) class, and a "no show" fee of $25 if a confirmed registration does not attend or calls to cancel one day prior to the start of the course. Effective Management and Effective Supervision courses also have a fee.

Q3: How often does your catalog come out? How can I get on the mailing list?
A3: Our catalog comes out twice a year (November and May). You can get on the mailing list by submitting your name, department and inter-departmental address and/or e-mail address to kgreeneb@jhmi.edu.

Q4: Does your office provide customized training or other kinds of help (team building, conflict resolution, questions about employee performance, problems with my staff not getting along)?
A4: We offer help with finding out the causes and developing solutions when employees are having conflict, when they aren’t performing well, or if you need some coaching or guidance on how to handle an employee(s) problems before they go into discipline. If there is a training topic that you need and is not listed in our catalog, you can contact our office to speak with an Organizational Development & Training Specialist about custom training.

Q5:  Who can I contact if I need extra assistance?
A5: Our office hours are Monday-Friday, 8 am – 5 pm. You can contact Kelly Greene at 5-6748 or send an e-mail to kgreeneb@jhmi.edu. Your call/inquiry will be returned within 24 hours.

Pension

Q1: Do I have retirement benefits? If so, do I have to enroll to be eligible for benefits?
A1: Yes. JHHS/JHH actually has two retirement programs. The first program is known as the "Pension Plan," and it is completely paid for by JHH/JHHS. The Pension Plan provides for a majority of your retirement needs. You do not have to enroll in the Pension Plan. Employees are automatically enrolled when they’ve completed one year of service with 1,000 hours.

The second program is known as the "403(b) Plan." The 403(b) Plan allows employees to save for their retirement. Enrollment is this program is not automatic. Employees must complete the necessary steps to begin their participation in this program.

Q2: What are my retirement benefits and where do I go to find out about the value of my benefits?
A2: Information about retirement benefits is sent annually to employees via the Total Compensation Statement. Employees may also contact the Pension Office for more information.

Q3: What does "vested" mean? When will I be vested?
A3: The term "vested" means that you are assured that you will receive the employer-provided portion of the JHH/JHHS retirement programs. In order to become vested, you must have five years of service during which you have worked at least 1,000 hours.

Q4: What is a 403(b) Plan and what do I have to do to sign up? Does Hopkins have a match?
A4: A "403(b) Plan" allows employees to save for their retirement. The Federal Government does not tax any money saved through this program. To sign up for the 403(b) Plan, you should contact our Lincoln Representative. They have offices in Phipps 491 or call them at 5-5828.

Currently, JHH/JHHS has a matching program for only the Non-union employees that participate in the 403(b) Plan. JHH/JHHS will match 50% of up to 2% of your gross salary. In other words, as long as you contribute at least 2% of your salary, the Hospital will contribute a maximum of 1%. Please remember that the match is intended to be an incentive to get employees to take advantage of the 403(b) Plan. The Pension Plan is the "main" retirement plan.

Q5: I'm thinking of retiring. What do I have to do to start the process.
A5: Contact the Pension Office in Phipps 460.

Office of Community and Education Projects

Q1: How do I find out about hospital-sponsored job training opportunities for employees, and what occupational training programs are offered?

A1: Periodically, there are job-training programs for the following occupations:
- Registered nurse
- Clinical associate
- Pharmacy tech
- Surgical tech
- Medical coder
Please call 5-1488 for information on current programs

Q2: How do I request a summer intern, how many hours do they work and what do I pay them?
A2: The summer jobs program is a six-week, work-based learning experience for high school students. The students work 30 hours per week at $6.15 per hour (approximately $1,100 per student).

The Undergraduate Summer Internship Program is an 8-week, work-based learning opportunity for college students to gain work experience in their chosen field of study. The students work 40 hours per week at $9.50 per hour.

You may request an intern by calling Deborah Knight-Kerr at 5-1488 and adding your name to the waiting list.

Q3: Are Skills Enhancement classes credit or non-credit? What classes are typically offered? How long are classes and how frequently do you offer courses? Who is eligible? Where are they held? How do my employees access these classes?

A3: Skills Enhancement classes are non-credit, certificate classes. Typical courses include: GED Preparation, Introduction to Medical Terminology, Introduction to American Sign Language, and Microsoft Word. Any JHHS/JHH employee may take classes free of charge. JHU employees may enroll in GED and medical terminology classes. Most classes meet twice per week, two hours per class for 12 weeks. Computer classes are six weeks long. There are spring and fall semesters with occasional offerings during the summer or winter. Classes meet in various areas of the main hospital, with most classes held in the Phipps Building.

Please call Barbara Edwards at 4-0273 for intake information or to schedule an appointment.

Q4: How do I become a youth mentor? What do I need to do as a mentor, and how much time is involved?

A4: There is an application process that includes a criminal background check and attendance at a two-hour mentor-training workshop. Mentors are matched one-on-one with students based on career and/or special interests. In addition to being a friend and confidant to the student, mentors are encouraged to act as career guides, providing information on careers in the health professions as well as other industries. We encourage mentors to participate in job shadowing events and other activities as scheduled by the coordinator.
Time Commitment: Twice per month face-to-face contact and twice per month phone contact.

Q5: Are there other volunteer opportunities for community outreach activities that target youth?

 A5: Adopt-a-Class Program at the elementary school level; Non-paid internships for high school students during the school year; Volunteer to speak to students about your career choice.