Prior to your first day at NKY Health, you should have done all of the following with Human Resources (HR) or a designee:

1. Completed and submited  "Employment Eligibility Verification (Form I-9)" including a copy of either one document from List A or one document from each of Lists B and C. (HR will ask you to bring the original(s) with you to your meeting.)

2. Returned either a signed copy of your Offer Letter to HR (if you are a merit system employee) or a signed copy of your Contract to your supervisor (if you are a contract employee).

3. Provided a copy of your valid, active Driver's License and any other Job-Related Licenses.

4. Signed the Medical Legend (if requested.)

5. Picked up a packet containing a color-coded checklist and the following items:

   • Car Hang Tag: Please feel free to hang this on your rear view mirror anytime you are parked in one of NKY Health's parking lot or are parking your vehicle while driving on official NKY Health business.  If you prefer not to use it, please return it to HR. 

   • NKY Health Logo Gift: Please enjoy your gift. Ocasionally, Public Information opens a weblink where you can purchase additional items, including apparel, with NKY Health logos.

   • Public Health Accreditation Board (PHAB) Lapel Pin: Please feel free to wear this on your clothing or your lanyard.  If you prefer not to keep it, please return it to HR.

   • ID Badge with Lanyard:  Please wear this ID badge and wallet card so it is visible anytime you are working at an NKY Health site or in the community.  Wearing the lanyard is optional but if you do wear a lanyard it must be one that NKY Health issues.

   • Workers Compensation Card: Please keep this laminated blue-and-white wallet card with your other insurance cards and present it if you need to seek medical treatment as a result of something that happened while you were working at NKY Health. This card does not guarantee payment but it makes billing for work-related injuries/illnesses much easier than not presenting the card.

Please either initial and date these items on your checklist now or notify Human Resources (HR) immediately if you have skipped any of these items.

As you complete each of the remaining items on the color-coded checklist, please initial and date it. When you have completed all items, please sign it and give it to your supervisor.

If you haven't already done so, please either initial and date the items you completed prior to your first day on your checklist now or notify Human Resources (HR) immediately if you have skipped any of these items.

Please complete each of the remaining items on the color-coded checklist. Please try to complete the yellow items on your first day; the blue items within within seven (7) days; and the magenta items within thirty (30) days. As you complete each item, please initial and date it. When you have completed all items, please sign the checklist and give it to your supervisor.

Please use the links below to access information about the major fringe benefits that NKY Health provides. 

Each link will take you to a page on a different site.  When you get to that page, please read all the information about the benefit and complete any forms required for enrollment/election.  When you're ready to leave that page and come back to this page, please either close the tab for the page or use the red "Orientation" bar at the bottom of the page.

Items with an asterisk (*) on this page are items you must submit to HR.  Some forms are automated, meaning that you complete and submit them from the page.  Other forms are fillable, meaning that they are designed to be downloaded and completed electronically and then printed, signed, and scanned to HR. Click here for specific instructions about how to submit items to HR. Your supervisor will show you how to use the scanner at your site.

ALL EMPLOYEES:  (if NKY Health will pay you by having you submit a timecard through our payroll system)

• DAY 1: Please read the Workers Compensation page and then complete and submit the Workers Compensation Acknowledgement.

• DAY 1: Please read the Voluntary Personal Insurance page and then complete and submit the Voluntary Personal Insurance Form.

• DAY 1: Please read the Voluntary Retirement page and initial the checklist to acknowledge that you have received the Voluntary Retirement Enrollment Form available from the carrier's website.

ALL FULL-TIME AND PART-TIME MERIT SYSTEM EMPLOYEES:  (if you received an offer letter from HR instead of a contract from someone else)

• DAY 1: Please read the Employee Assistance Program (EAP) page.

FULL TIME MERIT SYSTEM EMPLOYEES:  (if you received an offer letter from HR and are scheduled to work 40+ hours/week)

• DAY 1: Please read the Kentucky Public Pensions Authority (KPPA) page and download, complete, print, sign, and scan the following two forms to HR:

  • • DAY 1: KPPA Membership Information Form 2001* 

    • DAY 1: KPPA Beneficiary Designation Form 2035* (be sure to have a witness - anyone over 18 - sign before you send it)

• DAY 1: Please complete and submit the KEHP Insurance and FSA Checklist for New Employees
  
  DAY 30: Please read the Group Health, Dental and Vision Insurance page and the Health Reimbursement Arrangements (HRAs) and Flexible Spending Accounts (FSAs) page.
  
  DAY 35: Unless you have been otherwise instructed by HR, please log in to KHRIS, enroll in benefits and then download the Benefits Confirmation Form* and Scan ALL PAGES to HR.
  
  

• DAY 30: Please read the Group Life Insurance page and download the following forms then process them as instructed below:

  • • DAY 30: Group Life Brochure and Certificate of Coverage (Keep this for your records.)

    • DAY 30: Group Life Enrollment Form* (Please Download, Complete, Print, Sign, and Scan to HR.)

    • DAY 30: Group Life Beneficiary Designation Form (Please Download, Complete, Print, Sign, and send to Securian as directed on the top of the form.)

Please browse the HR Site for Employees for information about additional benefits that NKY Health offers.

NKY Health uses Advanced Data Processing's (ADP's) Workforce Now (WFN) to serve as the:

• Human Resources Information System (HRIS) repository for general information about all NKY Health employees including:

  • Legal name (and preferred name if different)

  • Personal contact information (address, phone, email etc.)

  • Demographics (race, ethnicity, veteran status, disability status, Medicare/Medicaid etc.)

  • Emergency contacts

  • Dependents

  • Employment information (position, work contact information, etc.)

  • Work-related licenses

  • Employment history at NKY Health

  • Formal education attained

  • Work-related awards and accomplishments

• Schedule and Timekeeping System:  Each pay period (which is every two weeks) each employee enters the number of hours they worked each day during that pay period into ADP's system.  The hours are mapped to specific cost centers which are  tied to  funding for the employee's position.  At the end of the pay period, the supervisor (or designee) reviews each employee's timecard, makes any corrections needed, and then approves the timecard for processing.

• Payroll System:  Once timecards are approved, Payroll processes payroll to ensure all of the following:

  • NKY Health pays the employee the correct rate for the number of hours they worked minus all appropriate deductions

  • Taxes and premiums are paid on the employee's behalf 

  • The net amount is directly deposited into the account(s) the employee has set up as per the employee's elections 

NKY Health has already entered some data for you. Please review it for accuracy, correct anything that is inaccurate, and enter the remainder of the information, including demographics. Please be sure the information about you is always current and accurate. 

To get started, please check your email for a message from ADP containing your Personal Registration Code (PRC).  Once you receive the PRC, go to the ADP Portal  and set up your account as instructed in the ADP WFN Setting Up & Maintaining Your Info reference.  Please be sure to set up all items requested.

Please email payroll@nkyhealth.org if you need assistance.

• DAY 30: Please read NKY Health's Guide to Personnel Policies available on the HR Site for Employees and then complete and submit the Receipt of Guide to Personnel Policies Acknowledgement.
  
  

• DAY 7: Please complete and submit the Wage and Hour Acknowledgement.

Please be aware that this site is only one of three employment-related sites available to NKY Health Employees.  There are two other sites that you will use regularly. During your orientation you will hop to and from them.  Throughout your career at NKY Health, they will be at your fingertips for important information. They are:

HR Site for Employees:  Contains information about benefits, compensation, job vacancies, benefits. 

Workplace Safety Site:  Contains valuable safety information, including Safety Data Sheets (SDSs) for every chemical product that NKY Health provides for work use, even including something as simple as white-out.  Be sure to read the SDS for any chemical product before you use it to ensure that you know how to use it safely. 

• DAY 1: Set up worksite details in ADP's WFN. (Be sure to include your work phone, work fax, and work email.)

• DAY 1: Set up your Email and Voice Mail. (Be sure to use the standard greetings.)

• DAY 35: Build Your Resume / Profile in MyPURPOSE* (If you are NOT a full-time employee, then skip this and write "N/A" in the column. If you are a full-time employee, then please do this according to the instructions below*.)

• DAY 35: Complete the "Learning Your Way" module in MyPURPOSE* (If you are NOT a full-time employee, then skip this and write "N/A" in the column. If you are a full-time employee, then please do this according to the instructions below.*)
  
  * (Please refer to the MyPURPOSE page of the HR site for Employees for instructions about how to log in, build your profile/resume, and find a module.  You will not be able to log into this site until the first business day after you select your health-related benefits in KHRIS or until your insurance enrollment is processed in Frankfort if you were instructed to use a paper form.)

You will notice that some Items on your color-coded checklist are marked with a red HR.  Unless otherwise instructed by HR, these items must be completed, printed, signed and scanned to your email then forwarded to HR within designated time frames as you complete them.  (NOTE: Be sure to include all pages of each document and scan each document as a separate .PDF file.)

You will find these forms embedded on the pages you will access to learn more about your benefits. 

For your convenience they are listed here:

On Your First Day

You will need to complete these items, download them, print them, sign them then scan them as .PDFs.:

• KPPA Membership Information Form (2001) (one page)  -- Full Time Employees

• KPPA Beneficiary Designation Form (2035) (two pages)  -- Needs a Witness Signature and SSNOs -- Full Time Employees

Within 30 Days

• Group Life Enrollment Form (one page)  -- Full Time Employees

Within 35 Days

• Health, Dental, Vision, FSA, and HRA Enrollment or Waiver Confirmation (multiple pages) --  Printed from KHRIS  -- Full Time Employees

Items marked with a red "S" on your color-coded checklist must be printed and given you to your supervisor when you are all finished with the checklist. You will find these forms embedded on the pages you will access as you complete your orientation.   

These items are:

• Your color-coded checklist with all items initialed and dated (two pages)

• Certificate of Completion for Module 1086294 from TRAIN (only if you will be involved in providing WIC services) (one page)

• Certificate of Completion for Module 1103084 from TRAIN (one page)

• Site Safety Orientation Checklist (Your supervisor will review this with you.) (one page)

Links that you don't need right now but may find useful later:

• NKY Health's Guide to Personnel Policies.

• Details about insurance and other benefits for employees.

• HR Site for Employees with important information.

• ADP's Workforce Now.

• Please read NKY Health's Guide to Personnel Policies available on the HR Site for Employees

• Please complete and submit the Guide to Pesonnel Policies Update Acknowledgement.

• Please complete and submit the Wage and Hour Acknowledgement.

• Please read the Workers Compensation page and then complete and submit the Workers Compensation Acknowledgement.