Welcome to the Payroll Guide for Recruiters                                                            


                                


Payroll Website
Epic Travel Payroll Website
 
Direct your Epic Traveler to our website to ensure that they are following the correct facility process. Please note that the Payroll website is for Epic placements only. 
 
New Employee FAQ

Payroll Training Presentation

Payroll Policies
 
NEW Stipend, On Call, Cell Allocation, COVID changes
 
Epic Elite Bonus Revamp
 
 
ADP 
ADP Website
 
ADP is a self-service portal and the nurses will be given registration instructions from Payroll prior to their start date. 
 
What can my nurse do in ADP?
 
Update Direct Deposit
Update Tax witholding elections
Review Pay Statements
Print W-2
Request Sick Hours
 
*Sick Hours
 
- If RN is eligible to use sick after 90 days of employement 
-Sick hours must be requested in ADP by Monday at Noon 
-Sick hours requests can be made up to max weekly contracted hours 
- Stipend withholding will take place for any sick hours requested
*Sick policies are determined by each state/county and may or may not be avialable in the state/county of your assignment
 
 
Available Tutorials:
ADP Registration
Forgot User ID and Password
Sick Requests
 
 
 
 
Timesheet Deadlines 
 
Deadlines to Remember
 
Friday
Noon -Reimbursements due to payroll
 
Sunday 
10:00am - Portal time entry is due (wand, peoplenet..etc)
 
Monday
10:00am - Timecards or back up of timecards due 
Noon - Sick Requests, Contract changes and advance request
4:00pm Riverside University Health system and Kern
 
Tuesday 
 
12:00pm Final missing TS list will be sent out 
 
2:00pm Payroll Closes (all timecards received after will be paid out the following week or if a wire is requested, it will be a $30.00 wire fee)
 
When to Reach Out to Payroll
 
When should the recruiter reach out to Payroll?
 
Changes in Contract                        Terminations 
Nurse starts Contract early     Health Insurance Changes
Unexpected Extensions            Nurse Did not Work
W-2/Stipend Changes  
 
 
W-2 breakdown
 
California
 
Regular Hours                        Overtime Hours                    Double Time Hours
Up to 8 hours per day              After 8 hours per day         After 12 hours per day 
 Up to 40 hours per week        After 40 hours per week     After 40 OT hours per week
     On 6th 12 hour day
 
 
Alaska
 
               Regular Hours                              Overtime Hours                    
      Up to 8 hours per day                  After 8 hours per day       
Up to 40 hours per week                 After 40 hours per week
 
 
Colorado
 
Regular Hours                          Overtime Hours     
Up to 40 hours per week                  After 40 hours per week    
   Up to 12 hours per day                    After 12 hours worked per day 
 
 
 
All other states
 
Regular Hours                        Overtime Hours       
Up to 40 hours per week         After 40 hours per week    
 
 
On- Call
 
Paid at State Minimum Wage (for new contracts starting 8/21)
 
Call Back
 
Paid at 1.5x their wage 
 
 
 
Pay Policies Updated
 
Recording Time Worked: Per Federal and state laws our timecards must provide our COA’s with the ability to document their lunch time. This helps to protect our COA to assure they are being provided the appropriate breaks. While this does not apply to all states, we are looking to make a company wide change to assure we are ahead of future changes. This also helps to protect Emerald from any future claims brought against us. Emerald has a higher risk due to being a 3rd party employer
 
California Missed Meal Penalty: If a COA is working in California they are entitled to max 2 meal penalties per day for either a missed meal or missed break {2}. A missed meal occurs when you do not receive your break or was interrupted and you have to go back to work. Also if you did not receive your meal break before the 5th hour of your work day. Reporting the time you clocked out for lunch is the first step to assuring the payroll team can review and pay out any missed break penalties.The payroll team reviews the timecards for notated missed breaks and adds the penalty. If we see consistent patterns of missed meals or missed breaks they will bring it up to leadership as these laws are to protect our COA. The goal would be to get the AM involved and talk with the facility about assuring our COA get the proper rest needed to perform.
 
Second Meal for 12 hours COAs: Per California state law you are entitled to an additional lunch if you work a 12 hour shift unless you agree with your employer that a 2nd meal will be waived. Missed meals are not paid, so taking a second break will extend a COA’s work day by 30 minutes. During onboarding ALL COA sign a 2nd meal waiver. 
 
New Timecard: When a COA submits their timecard via our emerald website by submitting a picture of their Kronos (or any clocked in/out picture) they will now see the added option to add the time when they took their lunch and how many minutes/hours they took for their lunch. They will also have the option to notate if they did not take a lunch.
When filling out an Emerald backup timecard there will also be an aread to add in their lunch times, along with the length it took for them to complete their lunch break.
Stipend
 
Paid weekly with W-2 wages
 
Effective 10/1, Epic will be guaranteeing stipend on all NEW contracts signed after 10/1. This will not be retroactive to current contracts. ​
 
Stipend will be guaranteed in the following situations:
 
Paid Sick Time  
Early Out per Shift
Holidays - site is closed
Paid Bereavement Leave 
Pushed start - clinic error
Pushed start - client error
Interim Leader Travel Days
On-Call (up to contracted hours)
   Facility Shift Cancellations (both billable & unbillable)
  

Stipend will not be associated with the following: 

Preapproved Time-Off
Unpaid Sick Time or Personal Time 
Pushed start-clinician error 
Suspensions/Disciplinary Actions/Investigations
Jury Duty​
Unpaid Bereavement Leave​
Training/Credentialing/Expirations​
Canceled Contracts
On-Call (above contracted hours)​
​                             
                                  
Stipend Withholding
Stipend is deducted when contracted shifts are not met
 
How is stipend WH calculated?
 
Shift difference * WH rate = Stipend WH
 
Example: 
 
2/3 12-hour contracted shifts worked. Stipend WH Rate $25.00
Total WH: $300.00
12 hours (1 shift)* $25 Stipend WH rate (300.00) goes into Stipend WH bucket
 
 
Stipend FAQ
  • Will we guarantee stipend for orientation weeks? YES
  • Will we cap the GSA amount? NO (however, a reminder as bill rates drop—sometimes the bill rate is not high enough to support both the minimum W2 & the max stipends—in that case, please adjust stipends accordingly. Use a margin approval as a last resort, not a first request.) ​
  • Will this affect commission? NO​
  • Will we still offer a Stipend Refund policy? NO. Because we are going to be paying out stipend in most cases, we will be retiring our stipend refund policy. This will not only make explaining stipend pay easier, but will be a big reduction in work for our finance team—stipend buckets & refunds are very complicated to track. 
 
 
Extra Shift Compensation (ESC)
Compensation received when the worked shifts exceed contracted shifts and the nurse does NOT have stipend withholding in their bucket
 
Eligible                             Not Eligible
Regular Hours                  Missed Meals
Overtime Hours                     Sick Day 
  Double Time                     Cancellations
Orientation                           On-Call
Call Back                                         
                                               Holiday                        
 
Extra Shift Compensation FAQ
  • Will we still offer ESC? YES​
  • Won’t this be very expensive? YES, but it’s the right thing to do from both a risk-management & brand perspective. The hope is that this is a great selling tool for you, so we can bring on more COA to offset the cost. ​
  • Will there be any sort of missed shift penalty for shifts not worked or for clinicians sent home early? NO​
  • Will we be offering any sort of revised sick or PTO policy for clinicians so that more clinicians can receive paid sick time? With the added expense of covering stipend, on-call wages & other associated labor costs, we have suspended the Epic Sick policy. We will revaluate once we have stabilized in terms of cost associated to the mandatory changes needed. ​
  • Since we are paying stipend for on-call shifts, up to contracted hours, could on-call push someone into ESC? No. The way you want to explain it to your travelers is that being placed on-call will not be a reason for them not to earn their full stipend. At the end of the week, if they missed a shift due to being on-call, they will still receive their full stipend. However, being placed on-call will never trigger ESC. ​​
New Traveler Cell Phone/Technology Allocation
 

Effective 10/1, our traveler pay policies will reflect that the “Incidentals” portion of the stipend covers Cell Phone & Technology use when required for an assignment.

Non-travel/ local COAs with zero stipends will see an additional $5 for phone/tech allowance. It will be on a separate line item titled "Tech Stipend"

On Call Rate Updates
 

Effective 8/21 our On-Call rates for NEW contracts changed to reflect the minimum wage for each state. This was not retroactive to contracts with start dates prior to 8/21.

 
Bonuses
 
Loyalty
 
25% paid on the first paycheck
75% paid on the final paycheck
 
Travel
 
California - $600 is paid on the first paycheck, the balance is paid on the 14th week's paycheck
 
Alaska & Hawaii -Full amount on 1st week's paycheck 
IF assignment is longer than 13 weeks, $1,000 is paid on the first paycheck, balances will be paid on the last paycheck 
 
Other States: 50% on their first paycheck, remaining 50% upon completion of contract
.
Completion
 
Paid at the end of the assignment
 
Referral
 
Minimum 8 week contract
$1000.00
Paid 2-3 weeks after completion of assignment.
If current traveler it will be processed as a direct deposit. If non-traveler processed via Accounts Payable.
 
Elite

Sign-On Bonuses- Paid on the first paycheck​

​$500 for 1st qualified Elite assignment 

​$750 for 2nd qualified Elite assignment 

​$1000 for 3rd and beyond qualified Elite assignments​

Assignment length must be a minimum of 8-weeks to qualify as an Elite assignment.  Elite assignments must be consecutive to advance in the bonus tiers. ​

 
Please note: Payroll is NOT able to advise travelers about bonus exemptions. However, if a traveler would like to go exempt, they may send us an email indicating their tax exemption for bonus only or complete a W4 with "Exempt-Bonus Only" written/typed under the 4(c) section.
 
Mileage Policy 

Policy: 

  • Beginning on January 1, 2023, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be:

    • 65.5 cents per mile driven for business use, up 3 cents from the midyear increase setting the rate for the second half of 2022.
    • 22 cents per mile driven for medical or moving purposes for qualified active-duty members of the Armed Forces, consistent with the increased midyear rate set for the second half of 2022.
    • 14 cents per mile driven in service of charitable organizations; the rate is set by statute and remains unchanged from 2022.

  • Disclaimer: Please note mileage is only for travelers who have home health or special approvals. Please click on the below link for more information regarding mileage pay: IRS Increase Mileage Rate
 
Holiday Pay
 
Epic observes the following Holidays for Double Time Pay
 
New Years Day                    Labor Day 
           Memorial Day                    Thanksgiving Day
    Independence Day              Christmas Day 
 
 
** Holiday rates will be applied to nurses who actually work the observed holidays based on the contractual agreement with the facility or ETS's holiday policy, whichever is the most beneficial to the nurse.
 
Rhode Island Holiday
Rhode Island Legal Holidays: 
Per RI General Law 25-3, the following are legal holidays in Rhode Island (Aside from the Holidays listed above):
 
Victory Day- 2nd Monday in August
Columbus Day 2nd Monday in October
Veterans Day- November 11
 
Work performed by employees on Sundays and holidays must be paid for at least one and one half times the normal pay for the work performed. If a holiday falls on Sunday, the day following is observed as the legal holiday.
 
 
 
HOLIDAY RULES:
 
 
1. IF it is an Epic covered Holiday double time rate will apply. Epic policy is from Midnight to Midnight on the day of the Holiday
2. IF Epic does NOT cover, and facility covers, the pay rate is Double time, but each facility has it's own rules for pay coverage
3. IF Epic nor Facility cover Holiday, holiday pay is not applicable
Reimbursements 
Emerald will reimburse the Traveler for any usual and customary medical or license expense they incur that is required for the assignment.
 
  • The Compliance team approves all reimbursements and will add a note in erecruit once approved. 
  • Payroll pays out reimbursements after they have been approved by compliance. Contact the compliance team for approval status if payroll has not received it. Contact Payroll for payment status.
  • All reimbursements must be submitted electronically with supporting documentation/receipts by the deadline (Friday @ 10am) to ensure it is on the next scheduled payroll.
  • Reimbursements received after the deadline will be paid the following pay period.
Modules

Module hours completed prior to start date will be paid on an hourly basis going forward. The pay rate will be determined by the states/cities minimum wage. The max rate established in erecruit will still apply. 

Here are a few Q&As below:

-This fee is applicable per year when the compliance items are renewed. 

-Paid based on the state minimum wage per the worked in state, not the wage floors.

-COA's should be submitting their time in the Emerald Payroll Portal. The only employees who have to fill out the Emerald timecard would be those that is applicable to based on their facility. 

-The effective date would be for anyone who completes test of modules after 10.01.2023

-Module pay is not tax-free

-Paying per hour is compliant with wage and hour law

-This applies to Interims as well

 Please Note: COAs are expected to complete the module timesheet for payout of modules. The Module Timesheet can be found under Quick Links on the Payroll Website or here: https://fs17.formsite.com/emeraldhs/nkdptsqwut/index.html.

 

Training Pay
 
Epic will now compensate COAs for all credentialing items they complete. This includes testing, training, clinic time, and facility-required modules.
 
Total Hours of Credentialing Pay: The sum of these credentialing items amounts to 15 hours of credentialing pay, which will be paid to COAs at a rate of minimum wage, based on the location of their assignment.
 
Payment Timing: COAs will receive this payment on their first paycheck after starting their next assignment. Subsequently, they will receive this compensation annually to cover any expiring credentialing items that need renewal during the year.

The Credentialing team will provide Payroll with a weekly report for processing.

 

See Page 8 of Powerpoint for Details (Click Here)

Recruiter Statements

These come out every Tuesday night and are a full account of all nurses on assignment for the week. 

What should the recruiters be reviewing on this?

Nurse Hours for Current Week

Contract Start/End Date

Bonus Payout Schedule 

Missing/Late timesheets

Terminated/DNW

 

Sick Policy States

Currently our sick policy states include these 15 states: 

Arizona- AZ

California -CA

Colorado- CO

Connectiuct -CT

District of Columbia- DC

Illinois - IL

Maine - ME

Massachusetts- MA

Maryland- MD

Michigan - MI

Minnesota - MN

Nevada - NV

New Jersey- NJ

New Mexico- NM

New York- NY

Oregon -OR

Pennsylvania- PA

Rhode Island - RI

Vermont- VT

Washington- WA

All sick hours MUST be entered into ADP via the tabs: "Myself", "Time Off", "Request Time Off". Please enter the dates and total amount of hours to be approved and processed by our payroll team. 

  • Per Sick Law, IF you are in a state with a sick policy, you will start accruing hours on your first day but will need to wait 90 days in order to use it.
  • IF you are eligible, please file all sick time in ADP via the “Myself”, “Time Off”, “Request Time Off” tabs in ADP when submitting time to Emerald.
 
If you need assistance entering sick time in ADP please see the sick guide below:
 
 

Please note: COAs are able to use their sick time after satisfying a 90 day employment period with Emerald. They are allowed to use their sick time for the following reasons: one's own illness, illness of a child, parent, grandparent, domestic partner, or other qualifying member of the employee. The accrual rate is one hour of sick leave for every 30 hours worked. Sick time is only accrued up to the max allowance per state laws. 

 COA's hours worked plus sick request may NOT exceed contracted hours. "Pay-out" of sick time at the end of an assignment is NOT provided, however, if the COA separates employment and returns within one year of separation in the same state, the employee's previously accrued/ unused sick leave balance shall be reinstalled. Sick time accrued in one state is NOT transferable to other states.

Payroll Training Presentation

Please download a copy of the payroll training presentation and refer back to it for important payroll information!

Payroll Training Presentation

Recruiter Email Templates

Direct Deposits

To update your direct deposit information you may do so directly into ADP. Log in, click on the tabs "Myself",  "Pay" and "Payment Options"

W2's

All W2s are available for download at "Myself", "Pay", "Annual Statements". This is the safest, quickest, and most efficient way to access W2s.

Paystubs

Paystubs are readily available on ADP under the “Myself”, “Pay”, “Pay Statements” tabs. 

Modules

Please report all module hours on this module time-sheet link on our payroll website: Module Timesheet. Please make sure you notate whether the modules have been completed at home or at the facility, and what date you completed those.

Sick Entry

All sick hours should be entered into ADP via the tabs: "Myself", "Time Off", "Request Time Off". Please enter the dates and total amount of hours to be approved and processed by our payroll team. Please note that your total worked hours plus total sick hours should NOT exceed your contracted time.

W4 Updates

In order to update your W4 to make changes to your federal taxes, you may do so directly into ADP, or you may use this DocuSign W4 link which can be found on our payroll website: W4 DocuSign.

Please select a Filing Status: i.e Married, Single, or Filing Jointly.
If you are filing exempt you are accepting the financial responsibility for tax filings at the end of the year. Emerald is not able to advise on your tax filings, those questions should be directed to your tax professionals. Please check your paystubs after your first check to ensure all taxes are being taken out correctly.

Thank you for your time and if you have any questions, please don't hesitate to contact Emerald Health Services Payroll Department at: (800) 917-5055 x 8799

Entering Weekly Timesheets 

Emerald Payroll Website

ADP Registration

    • Register: ADP Website
    • Click "SIGN UP"
    • Click "FIND ME" to register with Emerald

  • Please also feel free to reach out to Payroll to receive your personal registration code via email, if you have not received that already.
Finance Department Directory
Finance Department Directory