Effective: 11-01-22
Supersedes: 06-28-22
Purpose: The purpose of this policy is to clarify employment and benefit eligibility and give an overview of payroll.
Policy: Brewster and EasCare Ambulance Service will employ only the most qualified candidates for available positions.
Procedure:
To be considered for employment, applicants must be at least eighteen (18) years of age, accurately complete an employment application, be able to pass a pre-employment physical (including drug screening), pass the pre-hire testing and consent to and pass a complete background check
All applicants, if employed, will be considered a “probationary employee” for the first ninety (90) days of employment. All employees are considered to be at-will employees and can terminate or be terminated at any time, with or without cause.
The company may consider hiring minors (those under 18 years of age) for certain non-operational positions. To be considered for employment, the minor must provide the appropriate working papers, and complete the same process as for the applicants over the age of 18.
Employee Classification
Whether an employee is classified as an exempt or non-exempt employee depends on the functions of the employee’s position within the Company, as defined by the Fair Labor Standards Act and applicable state laws. Each employee will be advised of their employment classification upon hire.
Exempt: An employee who is exempt from the overtime pay provisions of the Fair Labor Standards Act. These employees are generally in positions as supervisors, managers, administrators, salespersons, or professionals and do not receive overtime pay for hours worked over 40 hours.
Non-Exempt: Employees are eligible for overtime pay at a rate of one and one-half times their regular rate of pay for any time actually worked in excess of 40 hours in any given workweek. These employees are required to submit a time record for each pay period, approved by the appropriate supervisor, for the purpose of tracking hours worked and calculating compensation.
Full Time, Part Time, Per Diem
FULL-TIME – an employee who works a regularly scheduled minimum of 36 hours per week.
PART-TIME Administrative – an administrative employee who is regularly scheduled to work a minimum of 16 hours per week.
PART-TIME (BLS) – a BLS employee who is regularly scheduled to work a minimum of 8 hours per week.
PART-TIME (ALS) - an ALS employee who is regularly scheduled to work a minimum of 24 hours per week.
PER DIEM – an employee who works on an occasional basis but maintains a minimum of at least 32 hours each thirty (30) day period.
Any change of status request should be submitted in writing to your immediate supervisor. You must make the request at least two weeks prior to the desired status change date. Such change in status is at the sole discretion of Brewster Ambulance Service.
Qualifications for Benefits
Brewster Ambulance provides all qualified employees with a comprehensive benefits package that meets or exceeds applicable Federal and State requirements, including sick time, vacation time, and health insurance.
If a benefit eligible employee fails to maintain the minimum required hours during any calendar month, they will no longer be eligible for 100% paid medical benefits as well as other company-paid they may be receiving. Health insurance for benefits-eligible employees will continue to be offered, but employees that do not meet their minimum number of hours will once again be responsible for their portion of the insurance premiums.
At the end of each month, the Payroll Department will run a report for each team member to ensure they are compliant / meeting their hourly commitment. If the team member has not met the requirements to maintain their hourly obligations by the end of the month, the 100% coverage of health insurance premiums provided by the company (for those who qualify) will revert back to the original 60% coverage provided by Brewster Ambulance Service / 40% by the employee.
Other company-paid benefits will also be reduced by a number that coincides with the percentage of required hours that are not maintained. Any employee who does not meet the minimum requirements in 3 out of the 12 calendar months will lose the benefit for the remainder of the health insurance policy year and possibly a drop in employment status.
Employee Termination / Resignation Process
Retaining our employees is critical to ongoing operations of our company. Time, effort, and a financial investment has been made during the hiring process of all employees to include full time, part time and per diem. In an effort to maintain consistency in how the termination and / or resignation process is followed across all regions, the following guideline will be followed by everyone.
Termination of Employment
Operations manager for field operations initiates a request for termination of employment
The request is submitted to the Regional Manager, Director of Human Resources, and the Chief Operating Officer
Recommendation on whether to proceed or not is determined by all sources noted above
Final confirmation and communication on whether to proceed is delivered by the Chief Operating Officer
If the final determination is to not proceed with termination, the request goes back to the Operations Manager to work on a solution with the employee
If the final determination is to proceed with the termination, HR will submit an End of Employment Form and prepare a termination letter, Payroll will issue a final check and notification will be sent to the required departments (IT, Payroll, Education) for final processing
Resignation of Employment
Employee submits their intent to resign
The Operations Manager is responsible for making phone contact or scheduling an in person meeting with the employee to determine if their employment can be salvaged
If the Operations Manager determines employment cannot be salvaged, the information is shared with the Regional Manager and the Chief Operating Officer for final review
Once the Regional Manager and COO sign off after making certain all options have been exhausted, the resignation is submitted to HR, the Operations Manager submits an End of Employment Form to be processed and notification is sent to the required departments ( IT, Payroll, Education) for processing
Pay Period
Employees are paid weekly on Friday. The pay period begins Sunday morning at 00:01 (12:01 am) and ends Saturday night at 23:59 (11:59 pm). Employees who do not receive payroll through direct deposit can elect to either pick up a manual check at corporate office or receive check via first class mail to address provided by the employee.
Brewster Ambulance offers direct deposit to your personal bank account. Employees are encouraged to sign up for this service during the New Hire Orientation or anytime thereafter.
If you believe your paycheck is in error, or if you have any issues with your pay, advise your supervisor who will contact the Payroll Department for clarification. Where possible, the error or issue will be corrected on the next regular pay check.
Direct Deposit (Set Up or Update)
In order to set up or update your direct deposit information you have three options:
1. Log on to the ADP website at https://my.adp.com , in the search field, type direct deposit and then update your Direct Deposit Information.
2. Email Payroll@brewsterambulance.com with a copy of a voided check or direct deposit authorization letter from your financial institution
3. Submit a ticket through our scheduling software to payroll.
Timekeeping
Important things to remember:
· Employees may only work scheduled hours. Any time worked outside your scheduled hours requires approval by a supervisor using a time exception form or an approved schedule change form.
· Employees are required to punch in and out using our time and attendance software. Employees are also expected to call in and out of service with Dispatch at the beginning and end of shift.
· Employees are never to use another employee’s time records or permit their time records to be used by another employee or attempt in any way to falsify the recording of time. Falsification of time records is considered theft and may result in disciplinary action, up to and including termination of employment.
· All overtime hours must be approved by your supervisor in advance.