HIBLUe News

HOSPITAL INTEGRATED BUSINESS UNIT OCTOBER 16, 2014

See Service, See Integration, See Blue

The HI-Boo-U cooks have been in the kitchen, concocting a recipe or two.

Please come to our Mini Fall Festival and see what’s been brewed up for you!

Wednesday, October 29th

11:30 AM-12:30 PM

Emergency Medicine – H43C

It’s the HI-BOO-U edition! !

HIBU Travel Whether you choose to travel on a plane, train, automobile, or broom . . .

Good Day and thank you for stopping on the HIBU Travel section!

This month we were going to do a nice run-down of the travel process. A “one-stop

shop” (or the best we could get at least) for all your travel needs. However, The Office of

the Treasurer had different plans. Effective October 06, 2014 (distributed Oct 13) the Reimbursement of Travel Expenses

(E-5-1) as outlined in the Business Procedures Manual (affectionately, the BPM) was updated. So let’s take a look at the

significant changes. (http://www.uky.edu/EVPFA/Controller/files/BPM/E-5-1.pdf)

1) Section V. Combining personal with business travel

a. In the past, the wording stated that you may not be reimbursed if a cost comparison was not submitted. However,

in most instances, the reimbursement is processed but reduced. So the “…may result in no reimbursement…”

was changed to “…may result in your airfare being reduced to the historical lowest airfare…”

2) Section VI. Reimbursable expenses

a. “Business class tickets and/or seat charge expenses will be reimbursed when travel requires uninterrupted flight

service of 8 hours or more.” So, when you’re stuck on the plane for a flight of at least 8 hours, please make your

self comfortable.

b. You will now be reimbursed if there is any cost to secure a confirmed seating assignment.

c. When deciding to drive rather than fly to a destination, your reimbursement must be submitted with the air vs. auto

comparison form. This was a change that requires the form rather than just suggesting the form be used.

d. Per diem location has been verified to state that the per diem will be based on your lodging location rather than

your location at midnight.

So those are the changes to the BPM for reimbursements through the UK Accounts Payable office. Now let’s look at some numbers.

Over the summer, we’ve packed on 80 more travel arrangements.

We’re up to 39 cities in 23 states with Chicago to be the “happening place”, “the place of the movers and

shakers”, “the place to be seen.” At last summary, we’ve made arrangements to 6 countries on 5 of the

continents. This is still the case. We’re still looking for a meeting location in exotic South America or

chilly Antarctica. Thanks for spreading the Big Blue Nation around the world and allowing us to help get you there.

(DISCLAIMER, NO PENGUINS WERE HURT IN THE MAKING OF THIS NEWSLETTER.) Travel Message from Pete Rogers - Administrative Services Assistant - HIBU Finance Team, Travel Guru, Handyman, “All Around Good Guy”, Office Picture Hanger COMING ATTRACTIONS: UK TRAVEL IN A NUTSHELL

YIKES! This is not a trick!

SHAREPOINT SITE WILL BE DOWN OCT 23rd thru OCT 27th

The Ordering and Travel site (Sharepoint) will be down for maintenance/updating

Oct 23 (noon) through Oct 27th.

During this time, our customers will not be able to submit purchase requests nor be able to

start a travel document through this normal means.

On the purchasing side of the house, the HIBU will have a PDF version of the order form

sent out to the depts. for distribution to the user level. Please start using this form at noon

on Oct 23rd

. This way, we will have uninterrupted service to complete any task.

For travel, please contact Kim Paske or Pete Rogers directly via phone or e-mail.

The “lockout” is scheduled to end prior to the start of business Monday, Oct 28th. However, with that being said,

please expect the possibility of glitches that may arise during the transition period. We apologize for the

inconvenience during this period and thank you for your continued support.

2

You can also email worklife@uky.edu

UK Cares: United Way Campaign Runs Through Oct. 31

This year's campaign goal is to raise $350,000. Employees can make contributions directly

through the myUK portal, using the "Employee Self Service/Benefits" tab.

Last fall, university employees donated more than $300,000 to United Way of the Bluegrass.

The community impact of employee’s donations, along with donations in the region, assisted more

than 68,000 individuals in Central Kentucky through programs and services in education, income and health. The campus wide goal for

the 2014 UK United Way campaign, chaired this year by UK Women's Basketball Coach Matthew

Mitchell, is $350,000

For more information regarding the "UK Cares" UK United Way Campaign, visit

http://www.uky.edu/UW.

“How to Win Friends and Not INFLUENZA People!”

Did you know that influenza causes

over 226,000 hospitalizations

and about 36,000 deaths each year

in the US1? According to the CDC,

unvaccinated healthcare workers can

be a key cause of influenza outbreaks

in a healthcare setting. This year, the

seasonal influenza vaccine is a

required immunization for ALL

UK HealthCare employees

(all payroll 1500 employees), contracted

service providers as well as

volunteers and students shadowing

in a UK patient care facility;

regardless of direct patient contact or

clinical responsibilities. Compliance

with this requirement can be gained by:

Receiving a flu shot from an Employee Health vaccination clinic

(click here for schedule) or during your regularly scheduled Em-

ployee Health appointment; or

Completing the Outside Vaccination Documentation Form and

returning it to Employee Health (click here for form)

For more information about influenza, the flu vaccine, how to be in

compliance or other flu-related topics, visit our website at

http://ukhealthcare.uky.edu/uhs/employee-health/flu/

Be a Flu Fighter! Together we can stop the spread of flu.

Chandler Hospital north lobby:

Oct. 16, noon - 4 p.m. Oct. 17, 9 a.m. - 1 p.m. Oct. 19, 7:30-11:30 a.m.

Alumni Park Plaza:

Oct. 23, 10 a.m. - 1 p.m.

Fountain Court:

Oct. 27, 10 a.m. - 1 p.m.

Pavilion A, ground floor entrance:

Oct. 30, 8 a.m. - noon, 2-6 p.m.

Good Samaritan Hospital:

Oct. 31, 8 a.m. – noon; Nov. 3, 1:30-4:30 p.m.; Nov. 5, 2-6 p.m.

3

Important policy changes!

The following enterprise policies have been revised:

A05-085 Assignment of Medical Record Numbers during System Downtime

A06-045 Confidentiality

A07-035 Processing Requests from the Recover Audit Contractor (RAC)

A08-075 Communication of Critical Values, Critical Test Results, and

Significant Findings

A08-165 Patient Safety Requirements

A09-050 Attendance

A09-085 Dress and Appearance

If you have any questions about using the Enterprise Policy

Manual, please contact the Help Desk at 323-8586.

For questions about specific policies, please contact the

Raaj Talauliker, Manager of Health Policy at 323-0074 or

raaj.t@uky.edu.

The HIBU HR Staff

Can Assist You With

Your STEPS Hiring

Needs

Use the checklist below and we will gladly submit your request!

Nursing News Starting Oct. 15, nursing payroll will access the KBN site to determine expiration dates of all staff on the master list as well as to print a copy of each license verified on the KBN website.

If licenses are not validated by the Indicated date, appropriate corrective

action per policy NU01-04 will occur.

RN travelers will follow the same process as UK HealthCare RN staff regarding license renewal

Job Title

Department Name and Number

Work Location

Reporting Address

On Campus/Off Campus

Salary Range

Cost Center Number

Name and contact information of pre-selected Candidate (if appropriate)

Does this position have supervisory responsibilities?

Will this STEPS Temporary Employee be considered a Campus Security Authority?

Required Education and Related Experience

Required License/Registration/Certification

Preferred Education/Experience

Physical Requirements

Shift

Dress Code

Tentative Duration

Job Summary

Skills / Knowledge / Abilities

Immediate Supervisor's Name

Supervisor's Official Title/Email/Phone Number

Number of Employees Needed

Reason for requesting a STEPS Temporary Employee

Is this request to replace a current or previous STEPS Temporary Employee?

If yes, indicate name of employee and last day worked

Anticipated Start Date

Is there a regular position number that correlates with this position?

Notes

Position Access: Identify all appropriate areas of access that the person will need to successfully perform their job. Please keep in mind that the access will be helpful when conducting the pre-employment background check to en-sure a candidate is an appropriate fit for the position

Driving Responsibilities

Healthcare Access

Access to Confidential Information

Financial Responsibilities

Access to Master Keys

Please Submit Dispositions in a Timely Manner

Please be sure that your hiring officials are submitting dispositions to the HIBU HR

Team in a timely manner to ensure proper and timely closing of positions in IES. Also,

in order to help hiring officials evaluate candidates more efficiently, the HIBU HR

Team will begin sending a spreadsheet with an export of all candidates and ranking

information for each person. This is a tool that hiring officials can use to help rank and select candidates for interviews. There will also be a column for “dispositions,” which can be used to enter the disposition reason for each

candidate.

4

SELECTING THE RIGHT APPLICANT CAN BE SCARY

Let HR Be Your Resource in the Hiring Process

Is it “Trick or Treat” when it comes to your hiring selection?

Interview guides are valuable resources to help determine the “best fit” applicant for your team. HR is

a phone call away and will customize an interview guide for you. Below are the questions that you will

need to answer when requesting a guide for your interviewing process.

1. Would you like a phone, in-person, and/or reference guide? How many of each?

2. Are you doing panel interviews?

3. When do you want to start interviews?

4. What are the top 3-5 skills/knowledge/abilities of the ideal performer?

5. What qualities made the previous employee in this position successful or unsuccessful?

6. Briefly describe your work environment (i.e. deadline driven, high-stress, collaborative, minimal

supervision, etc…)

7. Is there any other additional information for us to consider?

Call Leah Castle at 257-9628 or email leah.castle@uky.edu for assistance.

Suits or Scrubs: Dressing for Success Means Everyone!

A09-085 Dress and Appearance

Status: Revised

UK Healthcare requires employees to dress in a way that does not attract undue attention and conveys a professional image to patients,

visitors, and other employees. Although different modes of dress are appropriate to different positions, each employee shall maintain high

standards of personal appearance and satisfactory hygiene regardless of where they work. UK Healthcare makes no distinction between

appropriate appearance for day, evening, night, or weekend shift employees.

This policy is designed to assist employees in making appropriate and professional choices regarding workplace attire. The policy is not

meant to be all-inclusive and, therefore, employees who have questions or need to seek clarification should consult their manager or

supervisor.

Enterprise-wide dress and appearance standards shall be covered during an orientation session for each area. It is recommended that the

supervisor or designee provide a copy of this policy to the prospective employee at the time of interview. At the time of employment the

supervisor or designee shall again provide a copy of these written standards for dress and appearance to the employee for reference.

If you have any questions about using the Enterprise Policy Manual, please contact the Help Desk at 323-8586.

For questions about specific policies, please contact the Raaj Talauliker, at 323-0074 or raaj.t@uky.edu.

5

Need a Halloween Chuckle….

What does a vampire fear the most?

Tooth decay

Where did the vampire open his savings account?

The blood bank

What do you call a ghost with a broken leg?

A hoblin goblin

Why don’t skeletons like parties?

They have no body to dance with

What happens when two vampires meet?

It is love at first bite!

One witch told another witch,

"I want one of those new computers that has a

“spell” checker."

October is Breast Cancer Awareness

Month – SCARE AWAY CANCER!

October is National

Breast cancer

Awareness Month.

Remember to get your

“Booo-bies” checked.

Hocus pocus

As the holiday season approaches, here are some things to remember

about holidays and bonus time.

You must be employed and working on or before November 2,

2014 to be eligible for the four bonus days and the floating holiday

with pay.

Holiday/bonus time is granted based on the employee’s FTE,

remember bonus days are not.

The day after Thanksgiving is not a given holiday. If you want to

take that day off, you will need to submit an absence request to

your supervisor for holiday or vacation time for that day.

You must be in a paid status on December 31st or you will lose the

4 bonus days and the New Year holiday.

Employees who receive a no pay on a scheduled work day

immediately before and/or after an official recognized University

holiday or bonus day will be ineligible for the holiday or bonus day

unless the no pay is because of decreased workload.

Employees on FMLA will take the bonus/holidays on the day they

fall. They can’t be advanced. If on worker’s comp, the time is

given as worker’s comp which substitutes for holiday/bonus time.

If there is a risk of going into a no pay status, supervisors should

not advance holiday/bonus time. If time is advanced and the

employee goes into a no pay status, the employee will have to pay

back the money.

Network Firewall Downtime This Weekend

Sunday, October 19th, from 2-6am the UKHC firewalls will be replaced. As a

result, users will not be able to access websites or applications outside of the

UKHC firewall during this time including:

-SCM paging function (for example, pages that automatically occur when orders

are submitted will not be sent)

-E Prescribing within SCM (users will need to print prescriptions)

-SCM Web links to UK Medical Center Online Library, UK Medical Center

Clinical Lab, eKasper, Medaptus, OTTR and KRAMES

-All VPN connectivity including remote clinic access

-Remote access using MedConnect

-All Internet access including Web access/links

-Software-based phone applications running on workstations

-Texting function on ASCOM phones

-Text paging

-All paging functions using Exchange email

-Overhead paging using Cisco phones

-Exchange/Outlook email access

-Access to SAP

-PICIS Inventory Management (OR)

-PYXIS Supply

-PPD work order notification

-Tiger Text

-Lync

-Campus SMTP servers

Merit Increases

Merit increase letters are now in each department. If you

have questions please contact your immediate supervisor

for clarification. You may also contact Hospital Payroll

at 323-6216 for any unanswered questions.

6

FY 2014-2015 Annual Equipment Inventory Announcement

Equipment inventory scanning will begin Monday, November 3, 2014 and with a completion of December 15, 2014. Exceptions need to

be finalized and paperwork supporting exceptions need to be submitted to General Accounting by Friday, January 30, 2015 (for College of

Medicine areas, the deadline is January 15, 2015). Please ensure that adequate personnel have been assigned to this task to enable timely

completion of the equipment inventory process for your area.

Four eBARS training sessions will be offered to assist in preparation for equipment inventory. The class will review the overall system,

scanner operation (both the old Palm scanners and the new scanning technology available for the first time this year), website functions

and reporting, and required documentation needed to complete the annual equipment inventory. We encourage everyone to attend the

training session this year because the new scanning technology will be demonstrated at each of these training sessions. The result will be a

step-by-step guide to doing equipment inventory using the eBARS system. Sessions will last approximately two hours, including question

and answer periods. The presentation will be the same for all sessions regardless of location.

No reservation is required.

User Training Sessions:

Date Location Time Thursday, Oct 23, 2014 Student Center, Room 230 10 AM – 12 PM

Friday, Oct 24, 2014 138 Leader Ave., Room 27 10 AM – 12 PM

Wednesday, Oct 29, 2014 Student Center, Room 230 10 AM – 12 PM

Thursday, Oct. 30, 2014 138 Leader Ave., Room 27 10 AM – 12 PM

Anyone wishing to use the new scanning software must have an iPod Touch, iPad or iPhone (mobile

Apple device) supporting iOS7 or better. The optional handheld scanner is available for purchase from

General Accounting for $203 (it is up to the department to acquire the Apple device). For those who

choose not to purchase a mobile Apple device this year, it is possible to use the old scanning technology

for fiscal year 2014-15 equipment inventory process. However, departments need to get ready to switch to the new scanning technology in

fiscal year 2015-16 because the old scanning technology will be phased out after fiscal year 2014-15.

Instructions are available on the eBARS website at http://app.mc.uky.edu/ebars/default.aspx or on the Plant Assets equipment inventory

website at http://www.uky.edu/EVPFA/Controller/plant.htm. Please direct any questions to Derek Hitt at 859-257-8638, HaoXin Zhang at

859-257-3355 or Bill Coleman at 859-257-1111

Review of Voting Leave HR Policy and Procedure 72 The university allows reasonable time off up to 4 hours to allow employees to vote. A regular employee of 50% or higher FTE who accepts a position as an election official must use accrued vacation leave for that absence. Employees shall submit an Absence Request to the supervisor at least 5 working days in advance of the election. Time off for voting should be coded as Voting Leave in Kronos.

Payroll Schedule and Holidays The Dean’s Office Payroll Area will be closed beginning December 25, 2014. We will reopen Monday, Jan. 5 2015. The December monthly payroll and January biweekly #1 will both pay out during this time frame. All departments should be notified of this closure and employees need to understand that their direct deposit must be set up before these payrolls process. During this time all HR and Payroll questions will need to be directed to either Compensation or the Payroll Office (Campus or Healthcare).

“FRIGHTFUL FACTS”…. Only 41 days until

Thanksgiving and just 69 shopping days until Christmas!

7

41 Days

GULP!

Feeling under the weather?

The UK Health Plan Urgent Care Clinic offers convenient, same-day appointments.

The new clinic is located on the first floor of the University Health Service Building next to Employee Health. Hours are Monday–Friday, 8 a.m–4:30 p.m.

The new clinic provides care for conditions, including but not limited to: colds, coughing, sore throat, earache, congestion, sinus, flu, gastroenteritis, eye problems, rashes, urinary symptoms, abrasions, sprains and strains. Please seek emergency care for chest pain or other life- or limb-threatening conditions. Please note: The clinic is also open to dependents of UK health plan members who are over age 18.

The clinic is a great resource for our plan members and is staffed by caring UK HealthCare physicians and professionals ready to see you on short notice!

Call UK Health Plan Urgent Care Clinic at 323-SICK (7425)

or schedule an appointment online

October 16th – Bosses Day! (TODAY, Don’t forget this One!)

October 17th – Wear Something Gaudy Day

October 18th - Sweetest Day (just TRY to be sweet please)

October 19th – Evaluate Your Life Day (Changes are probably needed!)

October 21st – National Pumpkin Cheesecake Day

October 24th – National Bologna Day (Don’t be full of it!)

October 24th – United Nations Day

October 25th – Make a Difference Day

October 25th – World Pasta Day

October 26th – Mother-In-Law Day (Come on..Be Nice!)

October 30th – National Candy Corn Day

October 31st – Carve a Pumpkin Day

October 31st – Frankenstein Friday

October 31st – Halloween

October Fun Dates to Celebrate

Special October Events in our History:

October 1, 1971 - Walt Disney World opened in Orlando, Florida

October 14, 1964 - Martin Luther King Jr was awarded the Nobel Peace Prize

October 24, 1901 - Anna Edison Taylor is the first person to survive going

over Niagara Falls in a barrel.

October 29, 1929 - The New York Stock Exchange crashed on what came to

be known as "Black Tuesday", starting the Great Depression.

8

Name Role Email Phone Rhonda Sewell HIBU Lead Rhonda.Sewell@uky.edu 257-7135

Sheila Giles HR Lead Sheila.Giles@uky.edu 218-5262

Janice Goldenberg HR/PR Janice.Goldenberg@uky.edu 218-5270

Annete Muniz HR/PR Annete.Muniz@uky.edu 218-5264

Da Norm FI Lead Da.Norm@uky.edu 218-5263

Kim Paske FI/Travel Kim.Paske@uky.edu 218-5265

Pete Rogers FI/Travel Peter.Rogers@uky.edu 218-5269

Kevin Downs FI/Proc Kevin.Downs@uky.edu 218-5267

Taryn Money FI/Proc Tbdish1@uky.edu 218-5268

Missie York FI/Proc Melissa.York@uky.edu 218-5266

Not Sure Who to Contact?

Email the HR/PR Team: HIBUHR@uky.edu

Email the FI/Proc Team: HIBUFinance@uky.edu

HIBU Fax: 257-5303

HIBU NEW Location & Hours

800 Rose Street Emergency Medicine, H43C Lexington, KY 40536-0284 Mon - Fri 8:00am - 4:30pm

The HIBU staff goes on a daily round to all the departments at 10:30am every morning and again at 2:30pm every afternoon, picking up any documents left in the “HIBU Out” boxes and answering any questions that may arise. We are happy to come by for any additional needs at your convenience so please don’t hesitate to ask.

9