Covenant Health has now added Fair Share and Unplanned PTO codes in Kronos for caregivers to use when entering PTO on their timecards. If a caregiver incorrectly codes their timecard with the incorrect code (example: They code an unplanned PTO day as planned), timekeepers will have the ability to correct it and must inform caregiver of correction to code.
Please note that caregivers (except Nursing departments who utilize Staffing Office) will now be able to enter UNPLANNED PTO—this is a change from our prior practice where a Leader had to enter UNPLANNED PTO. Nursing departments that utilize the Staffing Office will continue the current practice. Staffing Office will be notified of all absences and the coordinators will enter the unplanned absence into scheduler, which will interface to the timekeeping portal. Nursing Service timekeepers will confirm the absence to ensure PTO is paid appropriately.
PTO Tip: If a caregiver does not have enough hours to cover the entire shift in the primary leave plan that is indicated by the pay code selected, the system will apply all the available hours in that leave plan, then will move to the secondary leave plan indicated, and will apply any available hours in that plan to attempt to cover the shift. If the secondary leave plan does not have enough hours or if there is no secondary plan indicated, the remaining hours will be posted to one of the unpaid pay codes. If someone only had 6 hours of PTO, and 4 hours of Fair Share hours available, and they selected 12 hours time off under the pay code PTO – Cov Planned w FS, Kronos would automatically split the 12 hours up like this: 6 Hours of PTO; 4 Hours of Fair Share; 2 hours of Unpaid.
Talk with your Timekeeper or leader if you have questions.
| Pay Code Name |
Usage
|
Hours will post in time card as: | If using hours from secondary plan, hours will post in time card as: | Unpaid Hours Post to |
| PTO – Cov FS Flex | When caregiver is flexed off by hospital and would like to use Fair Share hours to cover | Time Off – FS-HoP Holiday | Non Prod – Leave Accrual HRTO | |
| PTO – Cov FS Flex w PTO | When caregiver is flexed off by hospital and would like to use any available Fair Share hours plus PTO hours if needed to cover. | Time Off – FS-HoP Holiday | Time Off – PTO Planned | Non Prod – Leave Accrual HRTO |
| PTO – Cov FS Unplanned | Caregiver wants to use available Fair Share hours for unplanned time off | Time Off – FS-HoP Holiday | Time Off – Unpaid | |
| PTO – Cov FS w PTO | Caregiver is taking time off and would like to use available Fair Share hours first, then PTO if necessary | Time Off – PTO Planned | Time Off – Unpaid | |
| PTO – Cov FS wo PTO | Caregiver is taking time off and would like to use available Fair Share hours. If not enough FS hours to cover, remaining hours will be unpaid. | Time Off – FS-HoP Holiday | Time Off – Unpaid | |
| Pay Code Name |
Usage
|
Hours will post in time card as: | If using hours from secondary plan, hours will post in time card as: | Unpaid Hours Post to |
| PTO – Cov Planned | Caregiver is taking time off and would like to use available PTO hours. If not enough PTO hours to cover, remaining hours will be unpaid. | Time Off – PTO Planned | Time Off – Unpaid | |
| PTO – Cov Planned w FS | Caregiver is taking time off and would like to use available PTO hours first, and if not enough PTO hours to cover, use any available Fair Share hours. If not enough Fair Share hours to cover, remaining hours will be unpaid. | Time Off – PTO Planned | Time Off – FS-HoP Holiday | Time Off – Unpaid |
| PTO – Cov PTO Flex | Caregiver is flexed off by hospital and would like to use available PTO hours to cover shift. If not enough PTO hours, remainder will be unpaid but will accrue towards PTO. | Time Off – PTO Planned | Non Prod – Leave Accrual HRTO | |
| PTO – Cov PTO Flex w FS | Caregiver is flexed off by hospital and would like to use PTO hours to cover. If not enough PTO hours, would like to use any available Fair Share hours to cover. If not enough Fair Share hours, remaining hours will post as unpaid but will accrue towards PTO. | Time Off – PTO Planned | Time Off – FS-HoP Holiday | Non Prod – Leave Accrual HRTO |
| PTO – Cov Unplanned | Caregiver would like to use available PTO hours for unplanned time off. If not enough PTO hours to cover, remaining hours will be unpaid. | Time Off – PTO Unplanned | Time Off – Unpaid | |
| PTO – Cov Unplanned w FS | Caregiver would like to use any available PTO hours for unplanned time off. If not enough PTO hours, will use any available Fair Share hours to cover shift. If not enough Fair Share hours, remaining hours will be unpaid. | Time Off – PTO Unplanned | Time Off – FS-HoP Holiday | Time Off – Unpaid |
Also, as a reminder, 2019 Fair Share PTO hours must be used during this calendar year and will not carry over to the following calendar year.
We also want you to mark your calendars to attend a Payroll Q&A forum with the PSJH Payroll leadership on Tuesday, March 5, 2 to 5 pm, Knipling Education Center. It will be a come and go time for you to ask questions and help us support you.
****Also, as a reminder, 2019 Fair Share PTO hours must be used during this calendar year and will not carry over to the following calendar year. *****
For payroll communications or questions: Texas.payroll@providence.org