COMPENSATION PAYROLL
After registration through the Office of Graduate Medical Education ("Office of GME"), all Residents are on University Hospitals' payroll and commence with being paid an annual stipend. The stipend amount appropriate to a Resident's contracted Post-Graduate Year (PGY) level will be stated in his/her contract. These established stipend amounts are reviewed annually and amended from time to time. For information on the compensation schedule, please consult the Office of GME.
Payrolls are prepared for a bi-weekly period ending on Saturday. Pays are dispersed through direct deposit on the following Thursday, with the exception of a holiday week.
At the time of registration, each Resident must complete a Withholding Allowance Certificate (W-4) for the purpose of withholding Federal Income Tax and State of Ohio Withholding Exemption Certificate (IT-4) for the purpose of withholding State Income Tax. City income tax is also withheld. A new W-4 and IT-4 must be filed when there is a change in family status. A Social Security number and/or immigrant visa number is required. Residents must also complete an I-9 form, if applicable, and submit supporting documentation.
DIRECT DEPOSIT
University Hospitals requires direct deposit of payroll, with a bank of your choice. The necessary enrollment forms can be obtained at the Benefits Office in Human Resources. See Policy 8, Payroll, in Volume I of the Administrative Policy and Procedure Manual. Direct deposit is held if the Resident is on the Chronic Suspension List for non-completion of medical records.
TAX/SOCIAL SECURITY DEDUCTIONS
University Hospitals is required by law to withhold federal, state, and city income taxes from your pay. The Hospital pays its social security tax assessed by the federal government on your wages. You pay a matching amount through payroll deduction. The amount of your contribution to social security as well as amounts withheld for federal, state and city income taxes appear on your paycheck stub
AUXILIARY BENEFITS PARKING
Parking is available in a variety of structures and open lots. All are within easy walking distance to UHC. The cost can be deducted from your paycheck on a pre-tax or post-tax basis. All parking lots and garages at University Hospitals are operated and controlled by the Parking Office of University Circle, Inc. UCI also manages parking for Case Western Reserve University and other University Circle institutions. If you wish to park in a lot or garage assigned to the hospital you should apply for a permit through the office of Parking and Transportation Management. If you are paid by the hospital, the fee may be paid by a monthly payroll deduction.
When you hold a parking permit, you assume responsibility for observing all parking regulations including the prompt payment of any fines. Failure to do so may result in having the fine deducted from your paycheck, or having your vehicle impounded. The parking permit and key-card must be returned to the parking office in order to cancel your parking assignment and payroll deduction. Any questions concerning parking or appeals of parking violations should be brought to the prompt attention of the Parking and Transportation Management Office at ext. 47255 ("4PARK"). See Policy 19, Parking in Volume I of the Administrative Policy and Procedure Manual.
VACATION
Vacations are granted and scheduled at the discretion of the department to which the Resident is assigned. Vacation allowance is three to four weeks with departmental approval.
HOLIDAYS
Holidays are granted and scheduled at the discretion of the department to which the Resident is assigned. The Hospital recognizes the following holidays:
New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Day
I.D. BADGES
Photo identification badges are issued to all UHC Residents by Programs and Services. You are expected to wear your I.D. badge at all times while on duty. The proper way to wear your badge is above your waist with the photo/name side showing. A $5.00 non-refundable replacement fee will be charged for stolen, lost or damaged I.D. badges. Programs and Services is located on the first floor of Harvey House, and may be reached at extension 41737. The hours of operation are: 9:00 a.m. -12:00 p.m., Tuesday, Wednesday & Thursday
FLEXIBLE SPENDING ACCOUNTS
Flexible spending accounts are available for pre-tax payment of employee health and dental premiums, and certain unreimbursed medical and/or dependent care expenses. Enrollment in the flexible spending benefit must be within the first 30 days of employment or during the annual election period. You are able to designate the amount of money that you wish to have placed in a flexible spending account. Any money that remains in an account at the end of the year after all of your eligible expenses have been reimbursed will not be returned.
403(B) MATCHED RETIREMENT SAVINGS PLAN
All Residents are eligible to contribute to the 403(b) Matched Retirement Savings Plan. Residents who have reached age 21, have completed one year of service and have worked at least 1,000 hours in the 12 months beginning with the date of hire, are eligible to receive a match. UHC will match 50% ($0.50 for every $1 you contribute to the plan) up to 4% of your salary. You are 100% vested to your matching contributions after completing three full years (36 months) of vesting service. Refer to the Summary Plan Description for further details.
FITNESS CENTER
UHC's on-site "ONE TO ONE Fitness Center" encompasses all aspects of health enhancement. Discounted memberships are available to employees. Membership fees can be paid through payroll deduction.
DISCOUNTS
UHC employees receive a 10% discount on cafeteria purchases by presenting their hospital photo I.D. Discounts are also available on selected merchandise in the Atrium Gift Shop.
SAVINGS BONDS
You may purchase United States Savings Bonds through payroll deduction. The series EE bonds offer the benefits of tax deferral, competitive rates and complete safety with your savings. Bonds can be purchased in the following denominations: $100, $200, and $500. See Policy 38, Benefit Summary, in Volume I of the Administrative Policy and Procedure Manual.
BENEFITS University Hospitals of Cleveland offers Residents a flexible benefits program called CHOICES. CHOICES offers a wide selection of benefits and allows you the flexibility to select the benefits that best meet your individual needs. From time to time, the specifics of the benefit programs change. For this reason, you should obtain copies of each Summary Plan Description (SPD) directly from the Benefits Office in Robb House 152.
HEALTH INSURANCE
Health Insurance coverage is available through QualChoice, a health insurance company developed by University Hospitals of Cleveland. Two medical plans are offered. The Triple Option Point of Service (POS) Plan and the UHHS EPO Plan provide different levels of coverage. Both are designed with a managed care philosophy. Contributions for the coverage are payroll deducted on a pre-tax basis. Coverage is effective the first day of the month coinciding with or following your employment date.
CONTINUATION OF MEDICAL COVERAGE: COBRA
On termination of your contract with UH, you may arrange for continued coverage under the Consolidated Omnibus Budgeted Reconciliation Act, which guarantees an employee the right to uninterrupted coverage by his/her employer's medical insurance for up to 18 months after termination. Regular coverage ends on the last day of the month in which you leave the employ of UHC. If you elect to continue coverage, you must pay the entire cost. Information on COBRA is available through the Benefits Office.
DENTAL INSURANCE
Dental coverage is available through CIGNA Dental for you and your family. Covered services can be obtained in or out of the network. The plan provides coverage for preventive, basic, and major restorative services. Your monthly contribution is payroll deducted on a pre-tax basis. Coverage is effective the first day of the month coinciding with or following your employment date.
PROFESSIONAL LIABILITY INSURANCE
The Hospital furnishes professional liability insurance to Residents without cost to them. This insurance covers Residents during the time they are within and acting on behalf of University Hospitals, following schedules that have been issued by their Program Directors. Residents are also covered for legal actions relating to their residency training, which are initiated after they leave the program.
LIFE INSURANCE
The Hospital provides group term life insurance and accidental death and dismemberment insurance equal to one times your annual salary. You become eligible for coverage the first of the month following 90 days of continuous employment. Additional insurance may be purchased, up to three times your annual base salary. You can also purchase Dependent Life Insurance, Supplemental AD&D Insurance and Long-Term Care Insurance.
SHORT-TERM DISABILITY
You are eligible for this benefit on the first of the month following 6 months of continuous active employment in the UH residency program. If you experience a non-occupational illness or injury that prevents you from performing the material and substantial duties of your regular occupation, you may be eligible for a short-term disability benefit. The STD plan continues
payment of a portion of your salary after the satisfaction of a 14-day elimination period. If the insurance carrier approves your claim, UNUM, you will receive 60% of your salary up to a maximum of $2,500 per week, to a maximum of 24 weeks. STD begins on the 15th calendar day of your disability and ends when you return to work, when you are no longer disabled, or when long term disability commences.
LONG-TERM DISABILITY
The first day of the month following 90 days of continuous active employment, UH provides you with base LTD coverage equal to 50% of your monthly earnings to a maximum benefit of $1,500. You may purchase a higher level of coverage equal to 60% of monthly earnings to a maximum benefit of $10,000. This benefit can be purchased with pre-tax or after-tax dollars. Benefits are payable after you have been disabled for 180 consecutive days.
For a summary document describing the benefits available to University Hospitals Residents please
click here. (PDF document, 1.7 MB/7 pages)
LEAVES AND OTHER ABSENCES BEREAVEMENT LEAVE
You are eligible to receive up to three consecutive scheduled workdays off with pay in the event of the death of an immediate family member. The three days should be scheduled between the date of the death through the day following the funeral. You must immediately notify your Program Director of your need for bereavement/funeral leave. Paid bereavement leave is provided for immediate family members who are defined as: spouse, children, step-children, parents, step-parents, brothers, step-brothers, sisters, step-sisters, grandparents, grandchildren, parents-in-law, brothers-in-law, and sisters-in-law. UHC includes same sex domestic partners as eligible family members. You may request an unpaid leave of absence or use vacation time if more than three days of bereavement leave are required or to attend the funeral of other family members or friends. Additional time off, whether paid or unpaid, must be arranged through your Program Director and is based on the ability of your department to staff adequately during your absence. See Policy 58, Bereavement, in Volume I of the Administrative Policy and Procedure Manual.
JURY DUTY
If you receive a notice that you are to report for jury duty, notify your Program Director immediately so coverage can be arranged for you. UH will pay you your regular salary for the length of time connected with either the selection process or jury duty. Upon returning to work, written proof of your jury duty must be submitted to your Program Director in order to be reimbursed.
SICK TIME
Paid sick time, not to exceed thirty total days in any consecutive 12-month period, may be granted at the discretion of the Program Director. However, the Program Director may not grant more than fourteen consecutive days of paid sick time. If you are disabled beyond 14 days, you may be eligible for short-term disability benefits. If you are eligible and the insurance carrier, UNUM, approves your claim you will be paid as indicated in the STD policy, provided you have given appropriate notice and have submitted the required documentation.
FAMILY MEDICAL LEAVE
In accordance with the "Family and Medical Leave Act," UHC's unpaid leave-of-absence policy supports up to twelve work weeks of leave during a 12-month period for the following:
Pregnancy/birth of a child
Placement with an employee of a child for adoption or foster care
Caring for a spouse, same-sex domestic partner, child, or parent with a "serious health condition"
Your own "serious health condition"
The 12-month period is measured forward from the date your first FMLA leave begins.
To be eligible for FMLA, you must first have been employed at UH for at least twelve months and have worked 1,250 recorded hours in the 12 months preceding the leave. You must apply for this leave and it must be approved by the Care Advocate in Employee Health Service. The forms are available in the Office of GME.
If eligible for FMLA, FMLA must be applied for concurrently with any leave due to maternity or paternity, short or long-term disability, and leave pursuant to "Extended Leave of Absence" in the Residents and Fellows Manual.
Leave under this provision only protects your job, i.e., job security. It does not provide any income guarantee or entitlement. Time taken off for leave may extend the training period as necessary to comply with the appropriate accreditation guidelines.
While on FMLA, Residents are entitled to up to twelve weeks of UH-subsidized benefits only (see "Benefits While on Leave"). See Policy 11, FMLA, in Volume I of the Administrative Policy and Procedure Manual.
MATERNITY/PATERNITY LEAVE
Up to six weeks of paid maternity and paternity leave is available to Residents of University Hospitals. This begins on the date of birth or adoption of a child. It is the Resident's responsibility to notify the Program Director at least 60 days in advance of
anticipated utilization of a maternity/paternity leave. Time taken off for a maternity/paternity leave may extend the training period, as necessary, to comply with appropriate accreditation guidelines. The department to which the Resident is assigned must approve any leave of absence. If eligible for FMLA, FMLA must be applied for at the same time a maternity/paternity leave is requested.
EXTENDED LEAVE OF ABSENCE
(DEPENDS ON HOW MANY MONTHS COMPLETED)
1. Resident physicians with extraordinary and long-term personal or family tragedies may be granted extended leave without pay and without loss of previously accepted residency position or status for periods of up to one year in the following circumstances:
a. Terminal illness.
b. Permanent disability.
c. Complications of pregnancy that threaten maternal or fetal life.
d. Other "devastating conditions" or personal tragedies from which eventual recovery regular employment may be reasonably expected.
2. If extended leave is requested, the residency Program Director will provide the Resident written information regarding its potential impact on:
a. Requirements for successful program completion.
b. Requirements for board eligibility.
3. The Program Director will also provide written information regarding availability of alternative accommodations, such as reduced hours, night-call accommodations, modified rotation schedules and part-time scheduling.
4. Eligibility for extended leave will be determined on a case-by-case basis by the Residency Program Directors and/or Committee for that department. In case of a dispute, a panel consisting of three Program Directors and two Chief Residents of other departments shall be convened by the Director of GME (DIO) to hear arguments on both sides and make a final determination.
5. If extended leave or other accommodations are granted, the Residency Program Director will prepare written documentation of the circumstances and conditions of these accommodations, as well as the necessary requirements for the Resident to return to full active status.
PROFESSIONAL LEAVE OF ABSENCE
Unpaid professional leave of absence is granted at the discretion of the Program Director of each department. Time taken off for leave may extend the training period as necessary to comply with appropriate accreditation guidelines.
ADDITIONAL BENEFIT & LEAVE CONSIDERATIONS
Time taken off for any leave may extend the training period, as necessary, to comply with appropriate accreditation guidelines. Residents should check with their Program Director to make sure they are not in jeopardy of needing to extend their training and, therefore, changing plans for a job or fellowship opportunity.
Residents are not automatically guaranteed re-entry into the training program and therefore should discuss future arrangements with their Program Director prior to commencing a leave of absence.
An employee remains eligible for health benefits during the time he/she is on unpaid leave. During the time the employee is not receiving pay, the usual payroll deduction obviously cannot be made. The employee, therefore, is responsible for direct payment of benefits costs. A check for the appropriate amount must be received by the benefits office before the 15th of each month to assure uninterrupted coverage.
An employee on FMLA is entitled to up to twelve weeks of UH-subsidized benefits. An employee requiring further leave after FMLA has expired, or an employee exercising any of the other forms of unpaid leave, assumes full cost of any insurance coverage.
Any leave of any kind must be coordinated through the Care Advocate in Employee Health and the Benefits Office.