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NKY Health's Commitment to EEO and Diversity

ADP's Workforce Now / HRIS

Uses for ADP

NKY Health uses ADP's Workforce Now for the following purposes:

• As the system of record for employee personal and work-related data

• To process and deposit payroll

• To track time worked to general ledger codes that get reported to various funding sources

• For time off approvals, tracking, and balances

ADP Portal

ADP Reports

Reports available in ADP to supervisors include:

• FMLA: to track the amount of FMLA time your staff has used and has remaining

• Weekly totals: to ???

• Reports you can customize

ADP Resources for All Employees

ADP Resources for Supervisors

ADP Technical Assistance

Please reach out to payroll@nkyhealth.org if you need assistance with your ADP account.

AdobeSign / Signature Tool

AdobeSign Tools and Tips

AdobeSign Portal

AdobeSign Workflows/Forms

AdobeSign workflows include:

• Performance Evaluation Tool (PET)

• Performance Evaluation Delay (when the Performance Evaluation cannot be completed on time)

• Personnel Action (Human Resources initiates this to obtain approvals and document any actions that directly affect an individual's employment status)

• Position Allocation (to create a new position, fill an existing position, change a position, or eliminate a position)

AdobeSign Technical Assistance

• If you are having difficulty setting up your AdobeSign account, please reach out to itdept@nkyhealth.org.

Arriving Staff / New Staff

Onboarding Employees

Preparation (prior to their first day and throughout their orientation)

• Supervisors Onboarding Checklist for an NKY Health Employee

Orientation

• Guiding Your Team Through Orientation

• File Naming Conventions for Orientation Documents

Onboarding Students

Guiding Your Team Through Orientation

Onboarding Supplemental Staff and Volunteers

Preparation (prior to their first day)

• Policy for Onboarding

• Procedure for Onboarding

Orientation (starting on or near their first day)

• Guiding Your Team Through Orientation

• Policy for Orientation

• Procedure for Orientation

• Required Forms for Orientation

Departing Staff / Leaving Staff

Before Accepting a Notice of Resignation/Retirement from an Employee

If they're good, try to talk them out of leaving; if they're not, grab it and process it!

Accepting a Resignation

From a Merit System Employee (an employee who signs a job description once/year)

• Supervisor's PROCEDURES to accept notice of resignation/retirement from a merit system employee

• Supervisor's FORM to accept notice of resignation/retirement from a merit system employee

From a Contract Employee (an employee who signs a contract once/year)

• Supervisor's PROCEDURES to accept notice of resignation/retirement from a contract employee

• Supervisor's Forms

  • Supervisor's FORM to accept notice of resignation/retirement from a contract employee - EARLY TERMINATION of contract

  • Supervisor's FORM to accept notice of resignation/retirement from a contract employee - NON-RENEWAL of contract

From Supplemental Staff (someone who is not paid through NKY Health's payroll system)

• Direct the employee to give the resignation to their supervisor

• Notify the supervisor to expect the resignation

• Notify human resources of their last day

Firing Staff

Before firing any member of your staff, please consult with your chain-of-command and/or the head of human resources to discuss the reason(s) you want to fire the individual. Please use voice conversations instead of written conversations for these discussions.

Firing a Merit System Employee (an employee who signs a job description once/year)

1. Consult with the head of human resources

2. Prepare and submit any documentation requested

3. Coordinate the logistics and next steps with the head of human resources

Firing a Contract Employee (an employee who signs a contract once/year)

• Supervisor's PROCEDURES to notify a contract employee of early termination or non-renewal of contract

• Supervisor's FORM to notify a contract employee of EARLY TERMINATION of contract

• Supervisor's FORM to notify a contract employee of NON-RENEWAL of contract

Firing Supplemental Staff (someone who is not paid through NKY Health's payroll system)

• Work with their supervisor to fire them

• Notify human resources of their last day

Offboarding Staff (Making the Transition Smooth)

• Offboarding an NKY Health Employee

• Offboarding a Student

• Offboarding a Supplemental Staff

• Offboarding a Volunteer

Employee Coaching / Corrective Action / Counseling

• Agency Referral to EAP

• Articles Related to Performance / Behavior Counseling

• Documenting Counseling Sessions / Meetings

• Sample Counseling Documentation Forms

• Suspicion of Drug or Alcohol Use

Employment Laws and Guidance

• Americans with Disabilities Act as Amended (ADAAA)

• Americans with Disabilities Act As Amended (ADAAA) website (Refer to the ADAAA and Pregnancy page on the HR Site Supervisors for details about your responsibility in assuring that NKY Health complies with the ADAAA.)

• Pregnant Workers Act - Kentucky (KRS 344.030 - KRS 344.110)

• Pregnancy Discrimination Act - Federal

• FMLA (Family Medical Leave Act) (Refer to the FMLA Management-Supervisors' Responsibilities page on the HR Site Supervisors for for details about your responsibility in assuring that NKY Health complies with the FMLA.)

• FLSA (Fair Labor Standards Act)

• USERRA (Uniformed Services Employment and Reemployment Act)

Filling a Vacant Position

Flowchart for Handling a Resignation and Filling a Vacant Position

Forms

Administrative Forms

NKY Health uses several different kinds of form in the course of doing business. Most are electronic, but you may encounter a few that are still paper-based. The types of electronic forms are:

• AdobeSign: AdobeSign forms are created within the AdobeSign software with the primary purpose of collecting at least one signature. They may also gather information. Most are tied to a worklow that autmatically routes the form to interested parties. Some examples are: NKY Health's Application for At-Will Employment, Performance Evaluation Tool (PET), and Position Allocations  

• Google: Google forms have been created to gather information, store it, and automate related processes. Some examples include: Initial Employment Application, FMLA Notification Memo, and Remote Work Agreement

• .PDF: PDF forms are used in place of their paper counterparts when automating them is impractical. Some examples include: Job Descriptions, Alternative Work Schedule, and Job Accommodations 

• Excel: Excel forms are used to gather information and make calculations. Some examples include: Out of State Travel Request, Travel and Expense Reimbursement, and Purchase Orders

Program-Specific Forms

In addition to administrative forms, NKY Health uses forms related to specific programs. Check with your supervisor to guide you through program specific forms.

Job Accommodations

NKY Health will make any accommodations needed to enable an employee to fully perform the essential functions of their job provided that the accommodations are reasonable. 

Accommodations can be in the form of religious or medical. NKY Health most often encounters medical.

• When an employee requests a Job Accommodation for a Medical Condition please refer to this information.

• When an employee requests a Job Accommodation for another reason, please consult with your chain-of-command or with the head of Human Resources.

• FAQs about Job Accommodations 

Job Descriptions

• Job Description Templates

• Writing a New Job Description

Performance Evaluations

• About Evaluations for the Current Year

• Guided Checklists

• How to Access the Performance Evaluation Tool (PET)

• Intervals for Evaluations

• Schedule for Annual Evaluations

• Tips for Using the Performance Evaluation Tool (PET)

Resources to Help You with Performance Evaluations

• Articles Related to Performance Feedback and Goal Setting

• Training Related to Performance Feedback and Goal Setting

• Reach out to Your Division Director

• Reach out to Human Resources

Pregnancy and Disability

Policies and Laws

• ADAAA Compliance Policy (refer to Section 2.1.3 and subsections of NKY Health's Guide to Personnel Policies.

• Laws Related to Disability and Pregnancy

• Light Duty Assignment Policy (refer to Section 3.4 and subsections of NKY Health's Guide to Personnel Policies.)

What to Do

• When an Employee Requests a Job Accommodation (light duty assignment, modified workspace, modified schedule, etc.) due to pregnancy.

• When an Employee Returns from Parental Leave

• When You Learn an Employee is Pregnant

Recruiting and Interviewing

• Recruitment and Hiring Guidelines / Responsibilities

• Preparing to Post a Vacant Position

• Narrowing Down the Applicant Pool

  • Screener Questions (before you begin accepting applications)

  • Best Qualified List (to determine who gets an interview)

• Scripts for Scheduling Interviews

  • Suggested Script for Scheduling External Interviews (Points to Cover)

  • Suggested Script for Scheduling Internal Transfer Interviews (Points to Cover)

• Interviewing

  • Interview Format and Questions

  • Interview Notes and Comments

  • Interview Rating Matrix (to determine who is best qualified from all who were interviewed

• Verification of Qualifications (human resources does this)

Site Management

Site Management includes:

• Accessing and using safety-related information including but not limited to:

  • Drug-Free Workplace: (Reasonable Suspicion Checklist, Drug/Alcohol testing procedure)

  • Incident Reporting Forms: (visitor incident reporting, employee incident reporting, and workers compensation first report of injury)

  • Orientation of staff to your site

  • Post-Exposure Forms (Medwatch Adverse Event (FDA Form 3500), Physician Letter, Physician Treatment form, Post Exposure Incident Consent forms, St. Elizabeth Lab Requisition Form, Sharps Injury Log form)

  • Records of Fire Drills

  • Records of Tornado Drills

  • TB Prevention Forms and Checklists (TB Skin Testing Declination form, Annual TB Risk Assessment form, OSHA Respirator Medical Evaluation Mandatory Questionnaire)

• Assistance with maintaining the signature legend / medical legend

• Completing Incident Reports

• Maintaining Required Posters

• Maintaining and Posting OSHA 300 and 300 A Forms

Timecards

Timecards must be approved no later than 12:00 noon of each Monday following the end of a payroll (unless otherwise instructed by payroll.)

Before you approve them. please double check each to ensure:

• The correct project, program, and function codes are used

• Full time employees have accounted for 40 hours and part-time employees have accounted for 22.5 hours each week (A part-time employee can average 45 hours as long as neither week is above 40 hours)

• All actual hours worked or using paid leave are recorded

• Notes are entered for exceptions

Time Off Requests

As the immediate supervisor, you are responsible for approving and/or denying requests for time off from your employees.

Gathering Sufficient Information

At the time the employee requests the leave, you must gather sufficient information to determine whether to approve or deny the request. Some questions you might ask include:

• Has this leave already been approved as FMLA-protected leave?

• If the leave has already been approved as FMLA-protected leave, then:

  • Does it match the frequency approved?

  • Does it match the timeframe approved?

  • Will the employee have used 480 hours or less in the last 12-months?

• If the leave has NOT already been approved as FMLA-protected leave, then:

  • Might it be eligible for FMLA-protection?

  • Is the employee theirself eligible for FMLA-protection

• Is the leave otherwise protected due to;

  • Laws affecting pregnancy and family status

  • Laws affecting disability

  • Personnel policies and practices

Determining Approval/Denial

Some questions that may help you to make this determination are:

• Has the leave already been approved because due to ADA, FMLA, PWFA, or other law?

• How long will the employee need to be off? (i.e.: What is the first day they will miss and when will they be back?)

• What is the reason for their absence?

You may decline when the leave is not legally protected and:

• The reason for the absence does not qualify under NKY Health's policies

• The employee has insufficient leave time in their bank to cover the absence

• The absence would cause an undue hardship on business operations, program services, yourself, or other staff

Supervisor's Responsibilities for FMLA

Training and Support 

Training and Support for You

• Basic training for new supervisors can be found on as an assigned curriculum of your transcript in MyPURPOSE. The curriculum introduces the of legal requirements and soft skills that all supervisors need.

• You can access additional training modules on demand in in MyPURPOSE. (Refer to the Supervisor Training Suggestions by Topic on MyPurpose section of the Training and Development Resources page of this site for suggestions from your colleagues.)

• If you'd like to participate in other training/seminars/development opportunities please work with your supervisor to request payment using NKY Health's normal Purchase Order process.

• Feel free to reach out to your chain-of-command or to human resources any time or to request a mentor to be available for support.

• The Orientation Checklist for New Supervisors will guide you through your initial orientation.

• What Every New Supervisor at NKY Health Must Do.

• Other resources for supervisors can be found on the Resources for Supervisors page of this site and are listed by the following topics:

  • Anti-Harassment and Diversity

  • Anti-Workplace Violence

  • Classification and Compensation

  • Coaching and Mentoring

  • Collaboration and Teamwork

  • Employee Engagement and Motivation

  • FMLA Management

  • Performance Evaluation and Goal Setting

  • Recruiting and Interviewing

  • Training and Development (for yourself and your staff) also includes articles about management topics and leadership tips from EAP

Training and Support for Your Staff

You are responsible for:

• Staff General Onboarding Training

• Staff General Compliance Training

• Staff Program Training

• Employee Development Training

• Your Own Training and Development (NKY Health offers training and support for you.)

What's Expected of Leaders and Supervisors

• Do's and Don'ts for Leaders and Supervisors

• Expectations for Leaders and Supervisors

NKY Health's Personnel Policies

Revision Log

9/29/2025

• Moved from SLACK trial.