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Payment to Pharmacists for Extra Shifts and Night Shift Incentive (1.39)

Payment to Pharmacists for Extra Shifts and Night Shift Incentive (1.39) - Policies, Administrative, UWHC, Department Specific, Pharmacy, Administration

1.39

POLICY & PROCEDURE





Effective Date:

July 2001

Chapter: Administration

Chapter:

Policy #: 1.39


 Revision 08/16

Page 1
of 3

Title: Payment to Pharmacists for Extra
Shifts and Night Shift Incentive



I. PURPOSE: This policy is intended to provide flexibility to meet the needs of the department
in providing professional staffing when vacancies occur due to sick leave, resignations, night
shift backup, and other unforeseen reasons. This policy outlines the process for payment to
clinical pharmacists for working extra shifts beyond their regular appointment and for payment
of night shift incentives.

II. PROCEDURE: Pharmacists who work extra shifts beyond their appointment, or who work in
a relief capacity on the night shift will be entitled to additional compensation (“overload pay”).
Additionally, overload pay will be made available for allocation by Pharmacy Managers, at their
discretion, for the coverage of open shifts and unscheduled absences. Payment will be made
using the following procedures and guidelines:

A. Pharmacists who work additional shifts may be repaid via a day off on a future schedule
or they may choose to receive extra pay via their bi-weekly pay check.
B. The overload pay rate will vary based on the following parameters:
1. The overload rate will only be paid if it is pre-approved by a manager;
2. If a pharmacist works more than their scheduled staffing percentage on a
schedule in a capacity which qualifies for overload payment as defined in this
document (including vacation and holiday hours) the pharmacist will be
compensated the current overload pay rate for those hours worked.
3. The overload pay rate will be determined and may be adjusted at the start of
each Fiscal Year by the Director of Pharmacy.
C. Routine training (e.g.; new pharmacy programs, software upgrades, and in-service
attendance) is considered a professional obligation and will often be accommodated
through the scheduling process. It will only be reimbursed at the overload rate at the
discretion of the director.
D. Staying late after a shift to complete assigned work responsibilities is considered a
professional obligation for salaried staff and will not be compensated with overload
payment.
E. Overload payments to salaried staff may only be paid when they performing front-line
staffing, except in emergent situations as approved by the director for mission-critical
projects. Non-staffing salaried personnel may not receive overload payments when their
work hours exceed their percentage.
F. Overload payments may not be provided to technical coordinators when they staff online
to cover unscheduled absences, rather comp time will be provided as necessary.


POLICY & PROCEDURE





Effective Date:

July 2001

Chapter: Administration

Chapter:

Policy #: 1.39


 Revision 08/16

Page 2
of 3

Title: Payment to Pharmacists for Extra
Shifts and Night Shift Incentive

G. The department’s goal is to staff our full FTE such that we can release schedules that
don’t require staff to pick up overload shifts. In circumstances where overload is
necessary, every effort will be made to not schedule pharmacists more than one overload
shift per week.
1. Pharmacy managers will routinely evaluate overload pay reports and search
for trends in employees who consistently work these shifts to ensure that
individuals are not over-committed by consistently exceeding their FTE
percentage.
H. Pharmacists who work in a relief capacity for the night shift will also be paid an
additional amount on their bi-weekly pay check based upon the rate determined by the
director of pharmacy.
I. On a bi-weekly basis the office staff person responsible for pharmacist payroll will
review the pharmacist schedules and prepare a spreadsheet that outlines the pharmacists
name, employee ID number, the number of extra shifts worked, the number of night
shifts worked, and the total dollars to be paid.
1. Shifts that qualify for extra shift payment will be marked with the number of
hours worked on the master schedule in the office.
a. If the shift is scheduled at the time of preparation of the schedule, the
individual who prepares the schedule will record this on the schedule.
b. If the shift is scheduled after the schedules have already been
prepared, an email from the manager will be sent to the office staff
responsible for pharmacist payroll outlining the pharmacists name,
date and the number of hours worked, and a note that this is an extra
shift. Office staff will record the number of hours worked on the
schedule. A copy of the email will be kept on file as an audit trail.
2. Shifts that qualify for night shift incentive payment will be marked with an
“N” on the master schedule in the office.
a. If the shift is scheduled after the schedules have already been
prepared, an email from the manager will send the office staff
responsible for pharmacist payroll. This email will outline the
pharmacist’s name, date the night shift was worked, and a note that
this shift is to be paid with the night incentive. The office staff will
then place the “N” on the schedule. A copy of the email will be kept
on file as an audit trail.
3. On a bi-weekly basis the pharmacy department will submit this spreadsheet
to the hospital VP of Professional and Support Services for approval.

POLICY & PROCEDURE





Effective Date:

July 2001

Chapter: Administration

Chapter:

Policy #: 1.39


 Revision 08/16

Page 3
of 3

Title: Payment to Pharmacists for Extra
Shifts and Night Shift Incentive


J. Once the VP approves these payments the spreadsheet will be forwarded to the Payroll
department for processing. Payments will be received by employee on a future
paycheck.
K. The payroll office will use special pay codes to enter these payments into the system.
This will allow the amounts to appear as separate lines on the employees check
statement. The amounts will be labeled as “Extra Shift Payment” or “Night Shift
Payment”.
L. Overload payment to department managers and residents may be paid at the discretion of
the Director of Pharmacy on a case by case basis.
M. The Pharmacy management team will employ these procedures and guidelines
consistently across all care areas and reserves the right to make adjustments to these
guidelines as well as the overload pay rates at any time based on extenuating
circumstances. Any changes will be communicated to staff.



Approved By: ____________________________
Director of Pharmacy Services

Date: ____________