El Paso County Hospitalpolicy: A-15

EL PASO COUNTY HOSPITALPOLICY: A-15

DISTRICT POLICYEFFECTIVE DATE: 09/06

LAST REVISION DATE: 067/13165

EDUCATION BANK PROGRAM

POLICY

• Each University Medical Center of El Paso (UMC-El Paso) El Paso County Hospital District (EPCHD)University Medical Center of El Paso (UMC-El Paso) Department will budget monies annually to provide educational opportunities and resources to Associates as deemed appropriate by the management Associates.

 Eligible Associates are encouraged to engage in educational activities by using their education bank funds according to established procedures.

 The Nursing Support Services Education office and Human Resources will manage the Education Bank Program by assisting Associates in the use of funds and maintaining appropriate records.

RESPONSIBLE

Administrative Associates

Management Associates

UMC-El Paso Eligible University Medical Center Associates

Nursing Support Services Education Office Associates DepartmentAssociates

Human Resources DepartmentAssociates

Associates

Information Technology AssociatesDepartmentAssociates

POLICY REFERENCES

F-3Travel, Mileage and Expense Reimbursement

NC-A-7.4Mandatory In-service/Education Programs and Meetings

H-2-33Tuition Reimbursement

H-4-3 Cardiopulmonary Resuscitation (CPR) Certification

DEFINITION

Eligible Departments, Associates listed in Attachment A.

PROCEDURE

A.Management of Funds

1. A specific sum of monies determined by UMC-El Paso based on funding and/or the recommendation of the President and Chief Executive Officer (CEO), the Chief Nursing Officer (CNO), the Chief Financial Officer (CFO) and the Chief Operating Officer (COO) will be budgeted annually for eligible departments/Associates at UMC-El PasoEPCHDUMC-El Paso.

1. Departments receiving an allocated lump sum of money will distribute the monies at the Administrator’s discretion (See Attachment A).

1. Those departments which receive an allocated lump sum of money will distribute the monies at the Director’s discretion (See Attachment A).

1. Those departments that have individual Associate education banks will have allocated individual sums of monies based on the eligible Associate’s position title, the number of hours that the eligible Associate is contracted to work.

1. Part-time Associates’ education bank funds will be based upon the months remaining in the fiscal year. Refer to Attachments A and B for part-time Associates.

1. The Education Bank Program operates on the October 1st to September 30th fiscal year basis.

1. Eligible Associates will be credited a sum prorated according to their position title at the beginning of each fiscal year based on fundingupon the availability of funds.

1. The Nursing Support Services Education Office, with the assistance of Information Technology, will initiate education banks for eligible departments and/ or Associates and maintains all records and documentation for the Department of Nursing Education Bank Program. The Director of Nursing Support Services is responsible for signature approval on all Education Bank funds for the Department of Nursing.

1. The Human Resources dDepartment will initiate and administer the Education Bank fund for eligible Associates in the Ancillary Services and in Administration divisions. The Human Resources Department will maintain all records and documentation for these areas. Ancillary Services and Administration Education Bank Program. The manager Director of Nursing Support Services is responsible for signature approval on all Education Bank funds for the Department of Nursing..

1. All education bank requests must be received at the Nursing Support Services Education oOffice before September 10th of each fiscal year. All educational activities paid for in the current fiscal year, must be completed within the same fiscal year. Unused funds are forfeited at fiscal year’s end.

1. The Human Resources Department submits a report to the Nursing Support Services Education oOffice each pay period notifying them of all new hires, transfers and name changes. Nursing Support ServicesEducation will initiate an Education Bank fund for all eligible new Associates in the Department of Nursing into an electronic database.

6.Human Resources will initiate an Education Bank fund for all eligible new Associates in Ancillary Services.

7.8. Eligible Associates who transfer between units with different mandatory requirements will be required to pay out-of-pocket for educational offerings if their Education Bank funds have been exhausted.

1. Eligible Associates that convert during the fiscal year to a position that qualifies for Education Bank funding will be awarded according to the job status.

1. Education Bank funds are transferable at the administrator’s discretion.

B.Education Bank Funding Eligibility Guidelines

1. Departments/positions must be eligible for Education Bank funding.

1. Full-time or part-time status

1. Part-time Associates will be eligible for education bank monies after 3 months of employment. The total amount of monies will be prorated based on average hours worked per week and the number of months left in the fiscal year. (See attachment B).

C.Associate Use of Funds

1. Eligible Associates are responsible for initiating and completing all EPCHD District-required and activity-related forms.

1. The decision to enroll in courses that are not mandatory rests with Administration, Department Director or the eligible Associate, who may use Education Bank funds for those courses.

1. If an eligible Associate has insufficient funds in his/her Education Bank, he/she may:

1. Cancel the request, or

1. Pay the cashier the difference between the remaining funds and the cost of the activity, and return the receipt to the Nursing Support Services Education Office or Human Resources for Ancillary Services Associates. UMC-El PasoEPCHD will then pay the total amount requested.

1. The management Associate may use his/her discretion to grant or deny requests for paid time off (PTO) to attend Education Bank-funded courses, workshops and seminars with the exception of unit specific mandatory courses.

1. Management Associates are encouraged to require eligible Associates who attend a conference or workshop to share information with others through an informal in-service, which may be planned, developed and scheduled with the Nursing Support Services Education Office or with the respective department mManagement Associate’s Human Resources’ assistance.

1. Licensed Associates are expected to attend the BCLS-C renewal classes for healthcare providers offered at UMC-El PasoEPCHD. If an eligible Associate chooses to obtain a renewal of BCLS-C at an institution other than UMC-El PasoEPCHD, the cost of the course will be the responsibility of the eligible Associate.

D.Payment Guidelines

The Education Bank Program uses two methods of payment for approved educational/professional development activities: direct payment to vendors/companies, and reimbursement of Associates’ expenditures. All departments other than the Department of Nursing will require the signature of the Director/Manager or their designee.

1. Direct Payments to Vendors/Companies

Eligible Associates may request direct payments to vendor/companies for the following:

1. Registration fees for continuing education classes, workshops, seminars, conferences and symposia conducted or coordinated by UMC-El PasoEPCHD. Requests are to be submitted to the Nursing Support Services Education office or Human Resources.

Note: If an Associate is unable to attend the education class, workshop, seminar and/or symposia he/she pre-registered for, the Associate is required to reimburse UMC-El PasoEPCHD via Nursing Support Services Education Office or Human Resources though cash, check, or credit card as per the refund policy noted on the conference brochure.

1. The Associate is to submit the Voucher Check Request (VCR) form payable to the education program sponsor or vendor/company. Documentation is required upon submission of the VCR is as follows:

1) Required registration forms that include all expenses to be incurred, such as registration and exam application forms.

2) Promotional subscription cards

a) Associate must submit the Iinvoice of all expenses to be incurred (i.e. shipping, handling) to the Nursing Support Services Education Office or Human Resources.

b) The eligible Associate must request to be billed if all expenses are not listed on the card, and then must submit the invoice to the Nursing Support Services Education office or Human Resources.

c) Nursing Support ServicesEducation and Human Resources will not accept additional VCRs for reimbursement of shipping and handling fees that is separate for the cost of the educational product.

1. Certification and re-certification examination fees.

1. Professional publications related to professional development (one- year limit)

1. Professional organization membership dues (one- year limit)

1. Those Associates who choose to provide direct payment to a vendor/company and fail to attend the educational activity will forfeit their education bank monies. The Associate is required to reimburse UMC-El PasoEPCHD via Nursing Support Services Education office through check, credit card or cash.

Note: The Education Bank Program does not cover the cost of fingerprinting, work attire to include shoes, log-stamped apparatus or stethoscopes or liability insurance. All reimbursements must be educational in nature.

1. Reimbursement to Associates for Eligible Expenses

The eligible Associate must complete and submit the following to the Nursing Support Services Education Office or Human Resources, preferably within 30 days of completion of the activity:

1. Voucher Check Request (VCR) form payable to the Associate.

1. Required registration forms that include all expenses to be incurred, such as, copies of conference brochures, exam application forms and certificates of attendance, certifications. Original itemized receipts must accompany all VCR requests for reimbursement.

1. Promotional subscription cards

1) Associate must submit the invoice of all expenses to be incurred (i.e. shipping, handling) to the Nursing Support Services Education Office or Human Resources.

2) The eligible Associate must request to be billed if all expenses are not listed on the card, and then must submit the invoice to the Nursing Support Services Education office or Human Resources.

1. Expenditures Eligible for Associate Reimbursement:

1) Registration, license, license renewal, tuition and lab fees for credit courses. Original receipts and completed VCR must be submitted within 30 days of course completion.

2) Registration fee for seminars/conferences held outside of UMC-El PasoEPCHD.

3) Professional development books, tapes, DVDs, learning aides related to an educational activity. Original receipts with proof of delivery must be submitted.

4) Expenses incurred for out-of town activities. Refer to Hospital District Policy and Procedure F-3, Business Travel and Entertainment Expenses.

a) Registration fees for conference workshop

b) Transportation to and from approved activities and parking

c) Associate’s out-of town meals

d) Lodging

e) Tips

f) Cab or shuttle service

e. Receipts for reimbursement must be submitted by September 10th of each year.

f. Exception: Tuition and travel receipts.

g. The eligible Associate must contact the manager Director of Nursing Support Services to apply for professional activity reimbursement occurring between September 10th and October 1st before the activity commences.

1. Eligible Associates should consult with the Nursing Support Services Education Office or Human Resources for questions on coverage of educational activities before the activity commences.

1. Compensation for mandatory educational activities as indicated in the District and department-specific policies will be consistent with Human Resources policy and procedures.

4.Out-Of-Town Travel Reimbursement Guidelines

1. Reimbursement is based on current mileage rate or economy airfare rate, whichever is less.

1. Eligible Associates must submit the following to the Nursing Support Services Education Office or Human Resources to collect reimbursement for out-of-town travel:

1) Completed VCR form (made payable to the Associate) and Travel Reimbursement Request form.

2) Original receipts or paid invoice. Photocopies are not acceptable. (See policy F-3, Travel, Mileage, and Expense Reimbursement).

FORMS

Voucher Check Request (VCR)RET 156 (Rev. 08/11)

Travel Authorization Request100-097-00 (Rev. 04/13)

Travel ReimbursementRET 300 (Rev. 01/14v10/1/09)

Date

President and Chief Executive Officer

Date

Board of Managers Chairperson

Date

Review/Revision History:

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