All employees that work an average of 35 or more hours a week are eligible for the following benefits after their probationary period is complete.
PAID TIME OFF (PTO)
After completing 90 days of employment, full-time (35 hours per week average in any given quarter) employees are eligible for PTO time in accordance with the following schedule:
All PTO must be pre-approved by the employee’s immediate supervisor.
PTO must be used within the employment year (anniversary date to anniversary date). Employees are able to roll 40 hours of PTO over into the next year. Unused PTO will not accumulate beyond 40 hours. PTO time must be used to be paid and can only be used when the employee misses regularly scheduled hours. Requests to use PTO must be submitted to the management team member responsible for payroll during the pay period the PTO hours are to b used. Unused PTO is not paid at the end of the employment year nor is it paid upon notification of termination of employment.
PTO is paid at the employee’s base pay rate. It does not include overtime or any special forms of compensation such as bonuses or shift differentials.
PTO can be used when an employee misses work due to illness, injury or other personal reasons. The following must apply:
PTO is used in full 1-hour increments
An employee must miss more than 30 minutes of an hour to use PTO for that hour
The employee has not traded the missed shift for another shift
The number of hours eligible for PTO coverage are determined per shift, not per pay week. For example, if you miss a 10-hour shift but stay late the 3 other days you work that week, totaling 34 hours worked, you are still able to use 10 hours of PTO for the missed shift.
The employee who is out attempts to find coverage for their hours scheduled on the floor per the guidelines outlined under “Sick/Personal Days”
Documentation must be presented to the employee’s direct supervisor the first day the employee returns to work, if requested by the employee’s immediate supervisor or the Hospital Administrator
PTO during holidays may be limited depending on the needs of the hospital.
See “Requesting Days Off” for the policy on Time-off Requests. Hospital needs and other employee requests will be taken into consideration when scheduling vacations. In general, the time a vacation request is submitted and the length of employment will help determine priority in scheduling vacation time.
To encourage professional development and growth, Triangle Veterinary Referral Hospital offers continuing education benefits. These benefits are available to employees who have completed their introductory period and average at least 35 hours per week. These benefits will be given to the employee in the form of a check which will be dispensed as reimbursement. Documentation of any fees or expenses eligible for reimbursement must be provided. Examples of fees and expenses that are eligible for continuing education benefits are:
Conference / seminar registration fees
Travel expenses for conferences. This includes airfare, car rental or mileage and lodging
Subscriptions for journals (subscription must be in employee’s name)
Veterinary Technician license examination fee
Note: Triangle Veterinary Referral Hospital does not reimburse employees for veterinary or technical school tuition.
CE allowance escalating schedule:
Employment Year 1
Licensed Technicians $250.00
Senior Veterinary Assistants $250.00
Veterinary Assistants $100.00
Employment Year 2-4
Licensed Technicians $500.00 per year
Senior Veterinary Assistants $500.00 per year
Veterinary Assistants $300.00 per year
Receptionists $300.00 per year
Employment Year 5-9
Licensed Technicians $700.00 per year
Senior Veterinary Assistants $700.00 per year
Veterinary Assistants $400.00 per year
Receptionists $400.00 per year
Employment Year 10+
Licensed Technicians $1000.00 per year
Senior Veterinary Assistants $800.00 per year
Veterinary Assistants $500.00 per year
Receptionists $500.00 per year
Guidelines for CE allowance for Hospital Administrators and veterinarians will be provided for each of these employees at the start of employment.
Employees who have completed their 90-day introductory period and average between 24 and 34 hours per week are eligible for 50% of the reimbursements outlined above.
CE allowances are prorated. For example, an employee working only 6 months is eligible for half of the CE benefits for that 12 month period. CE will be reimbursed in full but if the employee terminates their employment before their next employment anniversary they may be required to reimburse Triangle Veterinary Referral Hospital, PLLC the unearned portion of their CE.
If two or more employees share CE expenses, each much submit their own expenses for direct reimbursement. Re-payment of co-workers must be handled between co-workers without Triangle Veterinary Referral Hospital’s involvement.
An employee can combine two years’ worth of CE benefits to pay for an eligible expense. Employees can roll 1 year of CE allowance, up to $1000.00, and combine it with the current year. Unused CE benefits will not be paid out.
Full time employees who have worked 2 years or more are eligible for paid CE time in accordance with the following guidelines:
2 years of employment 1 missed shift
3 years of employment 2 missed shifts
4 years of employment 3 missed shifts
Paid CE time is to be used for CE that requires the employee to take off of work for several days. Payment of CE time will be subject to management approval.
Any employee seeking CE reimbursement and/or paid CE time will be required to provide a log of lecture attendance to their supervisor.
All in-hospital CE meetings are open to all employees.
A leave of absence will be granted for an employee if a death or emergency occurs within their family. Employees who wish to take time off due to the death of a family member should notify their supervisor or Hospital Administrator immediately.
Full-time employees who have completed their probationary period have 3 days of paid bereavement leave. Employees can use up to the full 3 days for the death of immediate family. Immediate family members include spouses/partners, parents, siblings, children, in-laws and step-parents, -siblings and -children. They can use 1 day of paid leave for extended family which includes grandparents, aunts, uncles, nieces and nephews.
Part-time employees who have completed their probationary period are entitled to 1 day of paid leave for immediate family members.
The bereavement leave without pay and the length of the leave will be considered on an individual basis. Factors that will help determine the length of the leave include but are not limited to; circumstances specifically related to the death and/or emergency, the employee’s ability to return to work, the impact the leave has on the hospital and the employee’s co-workers and the employee’s length of employment.
Bereavement leave will normally be granted unless there are unusual business needs or staffing requirements. Employees may, with their supervisor’s approval, use any available paid time off as necessary.
LICENSE AND ASSOCIATION DUES
Employees who have completed their 90-day introductory period and are full time are eligible for reimbursement of the cost of renewing their professional license.
In order to receive reimbursement for association dues, the association must have a purpose directly related to the employee’s responsibilities as an employee to the hospital. All decisions regarding reimbursement of association dues are at the final discretion of management.
Registered Veterinary Technicians are required to maintain their license in good standing. Failure to do so is grounds for dismissal.
After 1 year of employment, TVRH will pay up to $200 towards each rabies vaccination or boosters. If an employee leaves TVRH for any reason within 1 year of the vaccination date (last vaccine in the series), the employee will be required to reimburse TVRH for the prorated paid toward the vaccine. The balance will be deducted from employees’ final pay.
Rabies titers are covered by the TVRH health plans; employees are encouraged to take advantage of having their titers checked through their primary care physicians.
Three pairs of Uniform Advantage or Cherokee (www.uniformadvantage.com) brand scrubs (up to $100) will be purchased for all full-time employees at the end of their probationary period. Part-time employees will receive one pair of scrubs up to ($34.00). Additional costs associated with tax and shipping and handling will also be covered by TVRH.
TVRH provides each full-time employee, that has completed their first year of employment, a $50.00 uniform allowance biannually on January 1st and July 1st. Part-time employee will receive half the full-time allowance. Employees that choose to order their scrubs through the hospital at the time the biannual orders are placed, will receive the added benefit of having their tax and shipping and handling charges covered by the hospital. TVRH will not reimburse employees for shipping and handling charges if they choose to order scrubs on their own.
The allowance will not be prorated for employees who reach their 1-year anniversary between January 1st and July 1st or July 1st and January 1st. Unused uniform allowance does not accumulate and cannot be used once the 6-month allowance period has ended.
The balance for any uniforms purchased over the uniform allowance will be deducted from the employee’s next paycheck.
VETERINARY CARE FOR EMPLOYEE OWNED PETS
Full-time employees who have completed their 90-day introductory period are eligible for discounted services and supplies for employee owned pets. A discount of 50% is given on veterinary care and food and medications are supplied at cost + 15%. Full-time employees may not exceed a $2000 balance on their employee account without approval by management.
Part-time employees who have completed their 90-day introductory period are eligible discounted services and supplies for employee owned pets. A discount of 25% is given on veterinary care and food and medications are supplied at cost + 15%. Part-time employees may not exceed a $1000 balance on their employee account without approval by management.
Seasonal/relief employees who have completed their 90-day introductory period are eligible discounted services and supplies for employee owned pets. A discount of 50% is given on examinations; 20% on veterinary care; and food and medications are supplied at cost + 20%. Seasonal/relief employees may exceed a $250 balance on their employee account without approval by management.
The veterinary care discount does not apply to pets owned by someone other than the employee. An employee owned pet is defined as a pet that lives with the employee and the employee is that pet’s primary caretaker. Foster pets do not qualify as employee owned. If an employee is proven to have sought a discount for a pet that does not fit the guidelines previously outlined their actions will be considered dishonest and theft and will, therefore, be grounds for immediate dismissal.
All fees for medical care must be entered on an invoice by the attending doctor and charged under “Employee Services”. TVRH expects that every employee will be honest and will be accountable for the care their pet receives by ensuring that all services provided are entered on the invoice in a timely manner. Once services are completed, management will apply the discount.
Mandatory payroll deductions of 5% of the invoice total or $20, whichever is greater, will be deducted from the employee’s paycheck starting the pay period the invoice discounts are applied. The payroll with-holding is recalculated each time new charges are added to the employee account.
The full cost of supplies/products will be automatically deducted from the employee’s next pay check if they are not paid for at the time of invoicing. This does not apply to medications or food that is part of a larger invoice for medical care. For example, if an employee’s dog is seen for a snake bite and is sent home on antibiotics, the payment of the antibiotics is due at the same time as the rest of the invoice for treatment and will not be deducted separately from the employee’s pay.
Full-time employees that have a balance of $2000 or less and part-time employees that have a balance of $1000 or less, will not be charged finance charges.
If a full-time employee’s account exceeds $2000 or a part-time employee’s account exceeds $1000, the employee has the option of either paying the balance down to the $2000 or $1000 upper account limit OR incurring finance charges for the duration of time that their account exceeds these limits.
Employees with outstanding balances who terminate their employment with the practice (or are terminated by the practice) will have all outstanding balances withheld from their final check if the balance is not paid by the last day of employment.
Employees who have not completed their 90-day introductory period are not eligible for the employee pet care discount. In addition, any bill for services rendered during the 90-day introductory period is not eligible for a payment plan and must be paid in full at the time of service.
Special circumstances will be considered on an individual basis.
EMPLOYEE PET BOARDING
Any employee pet entering the building for boarding (shift or overnight) must be up to date on their rabies vaccine. Proof of vaccination must be provided and entered into Cornerstone at the time the pet arrives. If the pet was not vaccinated at TVRH, a vaccine certificate or copy of the medical record indicating vaccination must be provided from the administering hospital and scanned into the patient’s record.
Rabies vaccines are considered current and the patient immunized, 28 days after the administration of the initial vaccine. An animal that has been previously vaccinated is considered current immediately following the administration of the booster vaccine.
If the patient is due for a rabies vaccine, it must be administered prior to the employee leaving the building or clocking in for their shift.
The number of pets allowed at a given time is up to management discretion.
When space availability permits, employees will be allowed to bring their pet(s) to work during their shifts. The cages available for shift boarding are limited to the cages remaining after accounting for any scheduled overnight boarding pets, up to a combined maximum of 4 runs and 4 cages (The number of pets allowed at a given time is up to management digression).
Employees that wish to bring their pets for shift boarding must receive prior approval. A separate request must be submitted for each non-consecutive day. Exceptions will be considered for emergency situations.
The employee is expected to provide all required care for their pets during their breaks and is responsible for setting up and cleaning their pet’s cage before and after they clock in and out for their shift. Cages must be cleaned at the end of the employee’s shift, even if the pet is returning the following day.
When space availability permits, employees will be allowed to board their pet(s) at the hospital when the employee is not in the building. Overnight employee pet boarding is limited to 2 runs and 2 cages, with no more than 2 pets to a run or cage. (The number of pets allowed at a given time is up to management digression.) A daily employee pet boarding fee will be charged per pet, each day and is due at time of pet pickup. Any unpaid balance for boarding will be deducted from the employee’s next paycheck. An “Employee Pet Boarding Request” must be submitted and approved by management before an employee pet can board. Employees will be notified via Yammer of approval. The form must include a phone number where the employee can be reached during the time their pet is boarding.
Each boarding pet must be checked in to the hospital in Cornerstone and all boarding pets and their “treatments” must be added to the Cornerstone whiteboard.
Out of consideration for coworkers, patients, clients and for safety purposes, employee pets must be on a leash at all times when inside the building.
If an employee’s pet is aggressive or in any way difficult to handle, the Hospital Administrator reserves the right to refuse boarding privileges on a case by case basis. All pets must be labeled appropriately with a cage card indicating any special considerations (dog aggressive, cage aggressive, etc). This information must also be entered in the pet’s record in Cornerstone.
Any violation of the employee pet boarding guidelines will result in the suspension of the employee’s boarding privileges for a period of 6 months.
ADOPTION OF SURRENDERED PATIENTS
When an employee adopts a patient that is surrendered by a client, an “Ownership Release Form” must be filled out. The services provided that are related to the injury or illness for which the animal was initially brought to our hospital, prior to the client surrendering the patient, are not eligible for discount and must be paid for in full by the client. If the pet requires additional care, those services will be discounted if the employee’s account is in good standing and will remain an employee pet. Discounts will not apply to those intending to rehome the patient.