Payroll Procedures
Payroll will be processed according to internal procedures and in accordance with applicable state and federal labor laws. Please be mindful of the following things regarding payroll:
1. Payroll is processed bi-weekly. The pay period starts at 12:00am Sunday morning and ends two weeks later at 11:59pm Saturday night. Payday is the following Friday.
2. Time worked is tracked using ADP EZLabor, an electronic time-keeping system. Upon hire, you will be given your employee ID (first letter of first name & full last name) and a temporary password (zumbro1234). Please refer to the detailed instructions on how to log in to your account for the first time. If you attempted to login five times with the incorrect user name/password, you will be automatically denied access into EZLabor, at which time you must contact the Payroll Specialist (651-264-1008) or the Director of Human Resources (651-264-1004) to reset your login access.
3. To punch in at the beginning of your shift, log in to the ADP EZLabor program on the site computer. Click the “Transfer In” button (DO NOT use the “Clock In” button). Proceed by choosing the site where you are currently working, then click submit. Employees who do not transfer in to a specific department upon clocking in will be subject to disciplinary action.
4. To clock out at the end of your shift, log in to the ADP EZLabor program on the site computer and click the “Clock Out” button.
5. Time is calculated and paid to the nearest quarter hour. Clock in and clock out times are rounded to the nearest quarter hour. Therefore, total time worked is rounded to the nearest quarter hour using decimal points (example: 6.0 hours, 6.25 hours, 6.5 hours, 6.75 hours).
6. Schedules are assigned to each employee in the ADP EZLabor program (with the exception of on-call employees). Therefore, employees who clock in early, clock in late, clock out early, clock in late, are absent to a shift, work shifts not scheduled, or do not transfer in to a specific department upon punching in will be flagged for errors in EZLabor. A yellow triangle or red circle will appear next to shifts on your timecard that do not match your schedule.
7. If you must come in early or stay late for your shift, you must have verbal approval from the Lead Counselor to do so. Employees who repeatedly clock in/out early or clock in/out late without prior approval from the Lead Counselor will be subject to disciplinary action. Additionally, you MUST document on the Timecard Notation Form, any instance in which your punches vary from the recurring schedule, the reason for the variance, and the supervisor who approved the variance. Timecard Notation Forms should be completed for every shift worked by an on-call employee due to a recurring schedule not being in EZLabor.
Explanation examples for a timecard notation form: “5/20/13 - came in 1.5 hours early to take client to dentist – approved by Lead Counselor” or “5/20/13 - stayed .75 hours late to help de-escalate client situation – approved by Lead Counselor”.
The Timecard Notation Forms can be found on the Zumbro House website under Employees Only. This form, once completed and submitted, gets sent directly to the Lead Counselor’s email account. If the internet is down, a paper form can be completed and should remain in the Payroll Binder at the site worked. This form provides information for the Lead Counselor to use when completing timecard audits/notes. Please remember a yellow triangle or red circle will appear next to shifts on your timecard that do not match your recurring schedule. The Timecard Notation Form can be accessed from outside the agency.
8. If the punches on your timecard are missing or are inaccurate due to forgetting to punch in/out, internet is down, etc., the employee must complete a Time Edit Request Form (“TERF”). This form can be found on the Zumbro House website under the Employees Only tab and then under the Payroll subcategory. Once the form is completed and signed, click Submit and it will send directly to the email account of the Payroll Specialist. If the internet is not working, a paper form must be completed and faxed to the office immediately. In EZLabor, a red octagon will appear next to shifts on your timecard that are missing a punch. Employees who repeatedly forget to clock in or clock out will be subject to disciplinary action.
Please make sure the following areas are filled out on the TERF: 1) name, 2) the date of the missing/inaccurate punch, 3) the hours scheduled to work (such as 2pm-9pm), 4) the actual hours that you worked (such as 2:15PM to 9:00PM), 5) the department (house/maintenance worked, 6) the reason for the missing punch (e.g. forgot or internet down), and 7) a signature authorizing a change to your time card. If working maintenance, write which house you attempted to punch in/out. The TERF can be accessed from outside the agency.
Once you sign the TERF, you are certifying that the hours noted on it are correct. Any misrepresentation of hours worked or “padding” may result in disciplinary action up to and including termination of employment.
Your supervisor will audit your timecard on EZLabor each week, and the Payroll Specialist will audit the timecards before processing the payroll. Every employee should review his/her timecard in EZLabor on every shift to look of incorrect punches and to know how many hours they have worked/are scheduled in order to avoid overtime.
9. You MUST log all time worked, whether or not you received pre-approval from your supervisor to work hours differing from the schedule. Zumbro House WILL pay you for all time worked. It is your responsibility to log all of your time worked using the EZLabor time-keeping system. If you feel like your supervisor has put direct or implied pressure on you or has intimidated you not to report ALL of your worked hours, please contact ZH President, Christopher Onken or the Human Resources Representative. You WILL be paid for all time worked – pre-approved or not. It is not the policy of Zumbro House, Inc. to intimidate employees or otherwise pressure them to not report all hours worked.
10. If you come in late for a shift, you may not stay late to make-up the time.
11. Overtime is paid for any regular time worked over forty hours in a work week (Sunday at 12:00am to the following Saturday at 11:59pm). It is the employee’s responsibility to notify the supervisor as soon as they are aware that they will be approaching overtime. In addition, the employee must indicate how much overtime they will accrue. All overtime worked must be pre-approved by the Program Coordinator. Please be aware that Lead Counselors have been asked to minimize overtime hours by scheduling on-call or part time staff to fill shifts later in the week if the regularly scheduled staff would be in overtime. Further, staff may be asked to leave a shift early if overtime is imminent.
12. Please notify your supervisor as soon as possible if you’d like to take time off. As stated in the Reliability Policy, the earlier you notify your supervisor, the better chance your time off will be authorized.
13. The expense report can be found on the website under Employees Only and then under the Payroll subcategory. Expense reports not accompanied by a corresponding receipt will not be reimbursed. The report should be completed, including the employee signature and the authorizing staff signature, and then should be faxed in to the office no later than 5pm on Monday of payroll week.
14. Checks may be received by direct deposit into a checking, savings, or bank card account, or by mail. Checks are dated for the Friday following the end of the pay period and may not be cashed or deposited until that day. Checks are mailed to the employee’s address of record, and it is the responsibility of the employee to ensure that Zumbro House has his/her most recent address on file. Zumbro House cannot be responsible for the timeliness of the mail delivery, so participation in direct deposit is strongly encouraged. Paychecks that are lost in the mail will be cancelled and reissued the following pay period. Re-issued checks will be available to be picked up at the administrative office in Woodbury if the employee prefers.
Timecard Notations Form
v Employee must complete this form when hours worked vary from the schedule
v Place this form in the payroll binder for the Lead Counselor
Scheduled Hours: / ______3PM to 11PM_____ Date / ______4/7/14____Actual Hours: / ______3PM to 11:15 PM______
Explanation: / ____next staff person was late________
______
______
______
Supervisor Notified/Approved? Yes o No o
Scheduled Hours: / ______3 PM to 9 PM__ Date / __4/8/14______
Actual Hours: / ______3:30PM to 9PM
Explanation: / ___Late due to icy roads______
______
______
______
Supervisor Notified/Approved? Yes o No o
Scheduled Hours: / ______Date / ______
Actual Hours: / ______
Explanation: / ______
______
______
______
Supervisor Notified/Approved? Yes o No o
Scheduled Hours: / ______Date / ______
Actual Hours: / ______
Explanation: / ______
______
______
______
Supervisor Notified/Approved? Yes o No o
What is passive-aggressive behavior? What are some of the signs?
Answers fromDaniel K. Hall-Flavin, M.D.
Passive-aggressive behavior is a pattern of indirectly expressing negative feelings instead of openly addressing them. There's a disconnect between what a passive-aggressive person says and what he or she does.
For example, a passive-aggressive person might appear to agree — perhaps even enthusiastically — with another person's request. Rather than complying with the request, however, he or she might express anger or resentment by failing to follow through or missing deadlines.
Specific signs of passive-aggressive behavior include:
· Resentment and opposition to the demands of others
· Procrastination and intentional mistakes in response to others' demands
· Cynical, sullen or hostile attitude
· Frequent complaints about feeling underappreciated or cheated
Although passive-aggressive behavior can be a feature of various mental health conditions, it isn't considered a distinct mental illness. However, passive-aggressive behavior can interfere with relationships and cause difficulties on the job. If you're struggling with passive-aggressive behavior — or you think a loved one is — consider consulting a therapist.
Anger management: Your questions answered
Anger isn't always bad, but it must be handled appropriately. Consider the purpose anger serves and the best approach to anger management.
By Mayo Clinic Staff
Anger itself isn't a problem — it's how you handle it. Consider the nature of anger, as well as how to manage anger and what to do when you're confronted by someone whose anger is out of control.
What is anger?
Anger is a natural response to perceived threats. It causes your body to release adrenaline, your muscles to tighten, and your heart rate and blood pressure to increase. Your senses might feel more acute and your face and hands flushed.
However, anger becomes a problem only when you don't manage it in a healthy way.
So it's not 'bad' to feel angry?
Being angry isn't always a bad thing. Being angry can help you share your concerns. It can prevent others from walking all over you. It can motivate you to do something positive. The key is managing your anger in a healthy way.
What causes people to get angry?
There are many common triggers for anger, such as losing your patience, feeling as if your opinion or efforts aren't appreciated, and injustice. Other causes of anger include memories of traumatic or enraging events and worrying about personal problems.
You also have unique anger triggers, based on what you were taught to expect from yourself, others and the world around you. Your personal history feeds your reactions to anger, too. For example, if you weren't taught how to express anger appropriately, your frustrations might simmer and make you miserable, or build up until you explode in an angry outburst.
In other cases, changes in brain chemistry or underlying medical conditions can contribute to angry outbursts.
Anger management: 10 tips to tame your temper
Keeping your temper in check can be challenging. Use simple anger management tips — from taking a timeout to using "I" statements — to stay in control.
By Mayo Clinic Staff
Do you fume when someone cuts you off in traffic? Does your blood pressure rocket when your child refuses to cooperate? Anger is a normal and even healthy emotion — but it's important to deal with it in a positive way. Uncontrolled anger can take a toll on both your health and your relationships.
1. Think before you speak
In the heat of the moment, it's easy to say something you'll later regret. Take a few moments to collect your thoughts before saying anything — and allow others involved in the situation to do the same.
2. Once you're calm, express your anger
As soon as you're thinking clearly, express your frustration in an assertive but non-confrontational way. State your concerns and needs clearly and directly, without hurting others or trying to control them.
3. Get some exercise
Physical activity can help reduce stress that can cause you to become angry. If you feel your anger escalating, go for a brisk walk or run, or spend some time doing other enjoyable physical activities.
4. Take a timeout
Timeouts aren't just for kids. Give yourself short breaks during times of the day that tend to be stressful. A few moments of quiet time might help you feel better prepared to handle what's ahead without getting irritated or angry.
5. Identify possible solutions
Instead of focusing on what made you mad, work on resolving the issue at hand. Does your child's messy room drive you crazy? Close the door. Is your partner late for dinner every night? Schedule meals later in the evening — or agree to eat on your own a few times a week. Remind yourself that anger won't fix anything and might only make it worse.
6. Stick with 'I' statements
To avoid criticizing or placing blame — which might only increase tension — use "I" statements to describe the problem. Be respectful and specific. For example, say, "I'm upset that you left the table without offering to help with the dishes," instead of, "You never do any housework."