Focus on Employees

A. Funding is based on $25 per benefits-eligible employee per year. Departments may decide to distribute funding to workgroups as they see fit (divisions, worksites, sections, etc.) Please keep in mind that this funding, while based on a per-employee calculation, should be viewed as a pool of funding to be used for the general benefit of employees as a whole.

A.All HWFI funds must be spent in the calendar year in which it was allocated. No funds may be carried over to the next year.

A. All categories of benefits-eligible employees are counted. Career service, part-time, and TLT were included when determining the number of benefits-eligible employees per department. The number of benefits-eligible employees is based on the 2008 Executive Proposed Budget, so it will not reflect exactly the number of employees in your department at any time during the year.

A. Whether or not you ask non-benefits-eligible employees for input is up to you.

A. This is decided on a department-by-department basis. Some elect a committee, some conduct a survey, others use a different system.

A. In general, participation in activities is on the employee’s own time.

A. One of the evaluation criteria for all applications is whether or not employees were involved in making the decision. (If employees are represented, then labor should also be included in the process as appropriate.) If employees were not involved in making the decision, then the application will be rejected. For more information about the application criteria, visit Guidelines.

A. Thank the employee for sharing their idea, explain the criteria to them, and let them know that it will not be included in further discussions. All applications are evaluated against the criteria outlined in the Healthy Workplace Funding Initiative application. If an idea does not meet the criteria, then the application will not be approved. For more information about the application criteria, visit Healthy Workplace Funding Guidelines.

A. No. Funds may not be distributed to individuals, even in the form of a gift certificate. HWFI funds must be used for a collective purpose that benefits the staff generally. For more information about the application criteria, visit Healthy Workplace Funding Guidelines.

A. HWFI funds must be used for a collective purpose that benefits the employees generally. In some cases, the application can be split to request two incentives for one group. For example, if half the group wants a yoga class but the other half wants healthy cooking demonstrations, then this might be acceptable. The incentive still needs to be affordable—that is each half of the group must have enough money to purchase the incentive—and each group must represent a substantial number of employees.

A. Generally speaking, you can not go to a level of one. First, the money must be used for some collective purpose that benefits the staff generally. Second, each department determines the unit of breakdown for group applications. For example, departments may submit a request for the department, by division, by section, by worksite, etc. Each unit of breakdown can submit one application.

A. Yes, you can pool your funds with another work group.

A. The deadline to submit applications is December 11, 2008. Funding is intended to be used for the ’08 calendar year. Keep in mind that the application is required prior to purchasing goods or services, so delaying submission of your application will impact your ability to use the funding by the end of the calendar year.

A. David Lawson, Internal Audit Manager, mailstop YES-EX-0240.

A. Dave Lawson conducts a preliminary review of all applications. If the application clearly meets guidelines and the request is for something previously approved, Dave will be the only reviewer. In cases where requests do not meet guidelines, applications ask for previously un-requested items or there are policy implications, the application will be reviewed by the HWFI Steering Committee. Members include departmental representatives from Facilities, Risk Management, PAO’s office, Public Health, Health Reform Initiative and Procurement.

A. You may purchase directly from retailers. The easiest way to purchase small items (less than $100) is for an employee to make the purchase from the retail outlet and submit the receipt for reimbursement. The signed approval letter from Dave Lawson should accompany all requests for reimbursement. All purchases must follow the county’s procurement procedures. More complete instructions on purchasing are found in the coordinators section.

A. For items under $100, an employee may purchase them directly and request reimbursement. If the cost is more than $100 but less than $2,500, request an invoice and use the direct voucher/limited purchase order for payment. If the total cost for a single vendor is over $2,500 but less than $25,000, use the Three Quote Process. If you need to make a vendor purchase over $25,000, consult with procurement. All procurement processes are outlined in the Quick Start Guide to Purchasing Goods and Services.(internal Web site) Include a copy of the approval letter with all requests for reimbursement and invoices.

A. No, there are no plans to secure competitive pricing for commonly requested items. However, a new list of vendors for commonly requested items has been posted to the coordinator Web site.

A. Yes. To learn how, go to the coordinators purchasing goods section.

A. Yes. A listing of vendors who provide nutritional information can be found through Master Contracts (link). If the nutritionist is not covered under Master Contracts, and the bill is under $100, and an employee is willing to pay for the service, use the employee reimbursement voucher. If the cost is more than $100, but less than $2,500, use the direct voucher/ limited purchase order for payment. Complete process details can be found at the coordinators purchasing services section.

A. Yes, you can. Some vendors are covered under the Master Contracts and will submit an invoice directly to the HWFI coordinator. If the vendor selected is not covered under Master Contracts, see the section on purchasing services using non-master contract vendors.

A. Yes, you can. Use the Interfund Transfer form to transfer the Public Health hours to your department's code.

A. Follow this link for Recommendations for Purchasing Exercise Equipment

A. Choose another incentive that your group agrees with, and re-submit your application.