Payroll FAQ's

• For partial day closures or days that the hospital is open:
  • Non-exempt classified team members must inform their supervisor if they do not want to use PTO for hospital closures or emergency situations. Otherwise, PTO will be added for scheduled hours not worked up to the current available balance.
  • Exempt classified team members who work part of the day will be paid for the full day without the use of PTO.
• For full day hospital closures:
  • WellHaven provides 6 company-paid holidays per year. If a hospital closes for a full day outside of those designated paid holidays (for example, closing on the eve of a holiday or another discretionary closure), the closure time is not automatically paid.
  • Team members must use available PTO to be paid for the closure day. If PTO is not available, the time will be recorded as Unpaid Time-Off.
  • Supervisors are responsible for ensuring time is coded correctly and should not assume additional paid closure days are provided outside of WellHaven’s designated holiday schedule.

• CE hours should only be approved when a team member takes time off from their normal work schedule to attend a CE event.
• CE hours should not be approved when the team member is working their normal work week. This may require adjustments to the hospital schedule to allow for this benefit to be use

• Required for exempt-classified team members: Whenever PTO or the Floating Holiday is not available for a planned half or full-day absence, unpaid time-off must be entered for the scheduled hours that will not be worked. This includes all Time-Off scheduled within the first 90 days of employment.

• Non-Exempt Team Members
  • Eligible (FT) hourly team members are paid 8 hours on the calendar day of each holiday with the following exceptions:
    • LOA – Employees are not eligible for holiday pay while on a leave of absence.
    • Call out – Team members who call out for the closest scheduled shift before or after the holiday forfeit their holiday pay. NOTE: This does not apply to time-off approved in advance.
• Exempt Classified Team Members
  • Exempt classified team members are paid the same hours each period unless Unpaid Time-Off is applied. In a holiday period, 8 hours of their wages are reported as holiday pay. This will not increase their total wages for the period.

• Accrual Discrepancies
  • Payroll is happy to audit, and correct accruals as needed. Please reach out to us by phone or by email (payroll@wellhaven.com) with the name of the team member and the details of the perceived error (i.e. timeline, amount, accrual type).

• Use Paycom’s Time-Off Calculator tool. Instructions

• You should submit an expense for reimbursement when you incur a business expense that cannot be paid on the hospital debit card. This includes:
  • Mileage to perform hospital duties
  • Personal license renewal fees
  • DEA
  • DVM, LVT, CVT, RVT
  • Medical Licensing
• All continuing education expenses, including association dues:
  • Registration, meals, and travel for a CE event
  • VIN
  • AVMA and state associations

• Mileage is paid according to the rate posted by the IRS each year. There are two separate categories for mileage expenses:
  • CE - Mileage (Driving personal vehicle) – This should be used when driving a personal vehicle for CE activities.
  • Mileage – This should be used for any other hospital-related use of a personal vehicle.
• PLIT (Personal Liability Insurance) is not a reimbursable expense. WellHaven provides liability insurance for all doctors whom we employ. Additional PLIT insurance may be purchased at their own expense.

• All expenses that are being reimbursed should be submitted in Paycom by the team member who made the purchase.

• Wellhaven operates under an Accountable Plan, as defined by the IRS.
• When expenses do not meet the criteria listed below, they must be reported as taxable income that will appear on your W-2. The amounts are listed on your pay stubs as Paid Other Fringe Benefits, along with the annual scrubs allotment.
• Requirements:
  1. Your expenses must have a business purpose — that is, you must have paid or incurred deductible expenses while performing services as an employee of your employer.
     1. Reimbursement requests should include a brief description that ties the expense to business purposes.
  2. You must adequately account to your employer for these expenses within a reasonable period of time.
     1. WellHaven defines a reasonable period of time as: Within 60 days of the expense payment.
     2. Adequate accounting includes the following –
        1. A receipt including the vendor's name, expense amount and date (if possible); OR
        2. A Missing/Lost Receipt Affidavit; OR
        3. Mileage submitted with a map of the travel route (preferably, using Paycom’s mileage calculator).
  3. You must return any excess reimbursement or allowance within a reasonable period of time.

The benefits guide shows how I can combine my CE allowance for two years. How does that work?

• If you expect to use more than the current year’s allowance for CE expenses, please indicate this in the description or add a comment to the request. No other action is required.
• Unless borrowing occurred in the prior year, payroll will automatically apply the future year allowance when an approved expense exceeds the current year available balance.

Internal Relief Days – How to ensure they are paid in a timely manner

• Relief days should be submitted through the PAF as soon as they are scheduled. The deadline for submissions is the 3rd and 18th of the month, along with normal payroll approvals.
  • Whenever possible, the relief day should be submitted by the hospital where the shift was filled. If you do not have access to the profile for the doctor working at your location, please contact payroll@wellhaven.com, or call 360-450-4624 for assistance.
  • Requests submitted after the submission deadline may be delayed until a future check date.

• The payroll team is not qualified to opine or advise on tax withholdings. However, we can help you understand the mechanics of how taxes are calculated and how you can review or update those settings.
• Tax Settings: Your tax withholding is controlled by the settings elected for your W-4 through the Tax Setup section under Payroll in Employee Self-Service.

• Common errors in setting up taxes:
  • Marking the Exempt box by mistake – This will tell Paycom not to withhold any taxes for federal or state income taxes.
  • Adding additional tax amounts without consulting a tax advisor or reviewing the results.
    • Once your tax settings are complete, you can confirm the effects in ESS through Test Sample Paycheck.

• If you expected to receive a physical W-2 or Form 1095, but did not:
  • Employees terminated before the end of the year will have physical copies of their tax documents mailed to the address on file in Paycom. It is the employee’s responsibility to update WellHaven with any address changes to ensure delivery to the correct address.
  • Check your settings in Employee Self-Service®: Year-End Tax Forms.

• A physical copy has not been printed if you see this notification. You will need to download your tax form(s) directly from Paycom.
  • You can change this setting by clicking on the hyperlink at the end of the notification.

• Click on the green check mark to revoke this election. You will receive physical documents in future years.

• If you see this notification and did not receive your W-2 or Form 1095, please confirm that the address listed in your Paycom profile is complete and correct.
  • If your tax documents are returned by USPS, the mail delivery service will shred the original. You can download electronic copies of your forms or print them from Employee Self-Service®.

• Paycom has provided a guide for Monitoring Self-Onboarding and resolving common errors.

• Example: 

• Manually update the EEID/badge number.

• Wages for the 1st through the 15th of the month are paid on the 25th of that month. This is the first check that will be affected by a wage change that is effective on the 1st.