Difference between revisions 85867 and 85868 on foundationwiki

== Employment Guidelines ==
At the Wikimedia Foundation (WMF) we come from around the world and we often have very different backgrounds. The thing we all have in common at WMF is that we share in the vision of providing all the world's knowledge for free to everyone. We are passionate, quirky, mission-focused and we believe the work we do is making the world a better place.  Together we need to protect this optimism and create a positive, safe, engaging, and productive work environment for all staff t(contracted; show full)* Duty entertainment policy
* Feedback privacy statement
* Travel policy
* Purchasing & disbursements policy
* Fundraising principles
* Funds dissemination principles


==TLC==
=== HEALTH & WELLNESS BENEFITS ===
Wikimedia endeavors to offer competitive benefits in order to attract, nuture and retain high caliber staff.  The Wikimedia benefit package integrates flexibility, fairness and cost-effectiveness and mirrors the best practices of the business community. 

The highlights of Wikimedia’s benefits program are presented here.  Details are provided in the plan booklets, summary plan descriptions and other literature staff receives during new hire orientation in the first week of employment, as well as online at (SML brokers to provide).  In the event that a benefit is added, withdrawn, or modified, eligible staff will be notified in advance. If you have any questions, you may contact the director of human resources.

==== Employee Benefits Eligibility ====
All regular staff who work thirty (30) hours per week or more are eligible for Wikimedia’s Health and Well Being Benefits on 1st of the month following the start of employment for medical, dental, life and short-term and long-term disability insurances. 

Staff choosing not to join the medical, dental or vision plans when they are first eligible, or who do not change their coverage within thirty (30) days of a life event (i.e., acquisition of a dependent), may enroll during open enrollment periods conducted annually in December for a January 1 effective date.

* All regular staff who work thirty (30) hours per week or more are eligible for Wikimedia’s 401(k) plan on the 1st of the month following one month of employment. 
* All regular staff who work thirty (30) hours per week or more are eligible for Wikimedia’s paid time off benefits beginning with the first day of employment, except as otherwise noted. 
* Staff who work less than thirty (30) hours per week, or staff who are hired on a regular temporary basis for less than 6 months, are not eligible for Wikimedia’s benefits package.

==== Health Benefits ====
Wikimedia provides each eligible staff members with fully paid premiums for medical, dental, vision, STD, LTD, life and EAP coverage. Additionally, Wikimedia provides eligible dependents with fully paid premiums for medical, dental and vision coverage.  Eligible dependents include spouse/partner and children up to the age of 26.  These plans are outlined below:

==== Medical Plans ====
With today's soaring health care costs, medical coverage is the most valuable benefit an employer offers its employees.  Wikimedia offers the following variety of medical plans for staff, who must choose the plan that works best for them and their eligible dependents.  Only one plan can be elected per family. 

===== Blue Shield Plan =====
Blue Shield has three plans that include an HMO (Enhanced HMO 25), a PPO (PPO Premier 25) and a high-deductible PPO (SimpleSavings 2500 HSA).  These Blue Shield plans provide health care services through a wide network of participating US medical groups; however the HMO option is only available in California.  The high-deductible plan works alongside a Health Savings Account (see below).

===== California Kaiser Permanente Plan =====
Additionally for California, Wikimedia offers health coverage through two Kaiser plans, the standard Kaiser20 plan and the Kaiser2000 HSA high deductible plan.   The Kaiser Foundation Health Plan provides health care services exclusively through Kaiser facilities.  The high-deductible plan works alongside a Health Savings Account (see below).

Medical plan details for all of these plans can be found online at (SML brokers to provide).  Staff can also view plan premiums online through the ADP payroll system. For additional information regarding the differences between PPO and HMO plans, please contact Wikimedia’s insurance brokers at SML, Inc (1-800-733-3131).

==== Health Savings Account (HSA) ====
For staff choosing a high deductible health insurance plan (Blue Shield SimpleSavings 2500 or Kaiser2000), Wikimedia opens and funds an HSA in your name at the Patelco Credit Union to complement the insurance.  These HSA contributions are funded through monthly pro-rated deposits, based on the IRS annual maximum.  Staff may access these funds via reimbursement requests made directly to Patelco or via a debit card.  Staff are responsible for ensuring that reimbursements meet IRS guidelines.  Full information on HSAs can be found at (SML brokers to provide).

==== Dental Plans ====
Wikimedia offers dental coverage through Guardian DentalGuard Preferred.  Under the dental plan, you may visit any licensed dentist and change dentists at any time without notifying Guardian.  Keep in mind that your costs may be lower when visiting a network dentist, since they have agreed to charge fees that are negotiated with Guardian.  If you choose a non-network dentist, you will also be responsible for any amount over the usual and customary amount for the service that Guardian has set.  Dental plan details as well as monthly premium rates for all of these plans can be found online at (SML brokers to provide).

==== Vision Plans ====
Wikimedia offers vision coverage through Vision Service Plan (VSP).  Coverage for services provided by a member vision care specialist is pre-paid excluding the deductible and any cosmetic extras chosen.  Coverage for services provided by a non-member vision care specialist is reimbursable, excluding the deductible, according to the schedule of benefits.  Vision plan details as well as monthly premium rates for all of these plans can be found online at (SML brokers to provide).

==== Short and Long Term Disability Insurance ====
Wikimedia provides employer paid Short and Long Term Disability coverage through Guardian to all eligible staff. After a 7-day wait period, staff who is disabled and unable to work, is eligible for 66.67% of their salary up to a weekly maximum, upon Guardian approval.  Staff disabled for a period in excess of 180 days are eligible to receive sixty percent (60%) of their salary up to a weekly maximum, upon Guardian approval. 

This plan is offset by Workers’ Compensation, State Disability and Social Security, as eligible. There is no cost to staff for this benefit. Please see HR immediately if you feel that you are eligible for a claim.

==== Life and AD&D Insurance ====
Wikimedia provides employer paid life insurance of 2 X Salary (with a minimum of $10,000 and a maximum of $500,000), and accidental death and dismemberment (AD&D) insurance of 1 X Salary (with a minimum of $10,000 and a maximum of $500,000) through Guardian Life to all eligible staff.  There is no cost to staff for this benefit.  Please see HR immediately if feel that you are eligible for a claim.

==== Flexible Spending Account Plan (Section 125 Plan) ====
Wikimedia’s Pre-Tax Flex Plan is administered by Sterling HSA.  The Flex Plan allows you to put aside money pre-tax (i.e. before all federal and state payroll deductions) direct from your paycheck into the Flex Plan saving account, and then be reimbursed for all eligible expenses. Depending on your tax bracket, this can save approx. 25-35% in any of these three areas:
Medical: Wikimedia offers tax-free benefits under the medical portion of the Flex Plan for eligible medical, dental, vision and/or Rx out of pocket expenses.
Dependent Day Care: Wikimedia offers tax-free benefits under the dependent day care portion of the Flex Plan for eligible expenses toward child or elder care.

For eligible expenses, please check the benefits website (SML brokers to provide) or with the IRS. Per the IRS, the plan also contains certain restrictions, such as a use-it-or-lose-it policy and limitations regarding mid-year election changes.  There are also Flex Plan limitations for those participating in the HSA plan.

==== Flexible Spending Transportation & Parking Plan (Section 132 Plan) ====
Wikimedia strongly encourages staff	 to use public and “alternative” forms of transportation to commute to work.  As an incentive, Wikimedia offers staff the option to pay for certain eligible commuting and parking expenses tax-free via payroll deduction through the Section 132 Transportation/Parking Plan with Sterling.  Parking and transportation deduction elections can be changed at any time during the plan year, and there are options to roll-over funds from year to year.  As expenses are incurred, staff can request pre-tax reimbursement from their account through Sterling.

Alternately, Wikimedia offers staff to purchase Commuter Checks through pre-tax payment, to be used at participating parking and public transportation agencies.  Staff cannot participate in both the Commuter Check and 132 plans. 

==== Insurance Support and Claims Resolution ====
If you run into any problems with any of the above insurances, Wikimedia’s insurance broker, SML Inc., is available to help you.  Forms and contact information can be found on the benefits website (SML brokers to provide).  Be prepared to sign a Health Insurance Portability and Accountability Act (HIPAA) form to allow them to help you with any claims resolution.

==== 401(k) Retirement Plan ====
Wikimedia offers tax-deferred benefits under a 401(k) Retirement Plan, through Fidelity as administrators.  The plan is open to eligible staff upon completion of one month of employment.  Unless directed otherwise, Wikimedia will automatically enroll you in the plan with a 3% contribution rate.  The maximum annual contribution to your 401k account for 2012 is $17,000 and an additional $5,500 for employees who are 50 and over. Employees can change their payroll deductions with any payroll and can change their investment choices online with Fidelity.  WMF will match staff contributions to the plan up to 4% of annual salary, with no vesting period.

==== Health & Wellness Program ====
In addition to the generous health care package, Wikimedia provides eligible staff up to $150 per month through a reimbursement program.  This unique benefit is designed to promote and encourage wellness and personal growth, covering costs not included in standard insurance.  Please note that these benefits are considered taxable by the IRS and as such all reimbursements are made via payroll.  An example of services that are covered includes:⏎
[[File:Wikimedia-logo.svg|400 px|right]]
==TLC (Tender Loving Care)==
=== Health and Wellness Benefits ===
WMF endeavors to offer a really generous Health and Well-Being Benefits package in order to attract, nuture and retain the best staff - you!  This benefit package integrates flexibility, fairness, cost-effectiveness, and mirrors the best practices of the business community. 

The highlights of WMF’s benefits program are presented here.  Nitty gritty details are provided in the plan booklets, summary plan descriptions and other literature staff receives during new hire orientation in the first week of employment, as well as online at (SML brokers to provide).  In the event that a benefit is added, withdrawn, or modified, eligible staff will be notified in advance. If you have any questions, you can always contact the director of human resources.

==== Employee Benefits Eligibility ====
All regular staff who work thirty (30) hours per week or more are eligible for WMF’s Health and Well-Being Benefits on the 1st of the month following the start of employment for medical, dental, life and short-term and long-term disability insurances. 

Staff choosing not to join the medical, dental or vision plans when they are first eligible, or who do not change their coverage within thirty (30) days of a life event (i.e., acquisition of a dependent), may enroll, or change coverage, during open enrollment periods conducted annually in December for a January 1 effective date.

* All regular staff who work thirty (30) hours per week or more are eligible for Wikimedia’s 401(k) plan on the 1st of the month following one month of employment. 
* All regular staff who work thirty (30) hours per week or more are eligible for Wikimedia’s paid time off benefits beginning with the first day of employment, except as otherwise noted. 
* Staff who work less than thirty (30) hours per week, or staff who are hired on a regular temporary basis for less than 6 months, are not eligible for Wikimedia’s benefits package.

[[File:Healthy_Human_T_Cell.jpg|thumb|200px|right]]
==== Health Benefits ====
WMF provides each eligible staff member with fully paid premiums for medical, dental, vision, STD, LTD, life and EAP coverage - yes, you heard right - fully paid premiums! Additionally, WMF provides eligible dependents with fully paid premiums for medical, dental and vision coverage.  Eligible dependents include spouse/partner and children up to the age of 26.  These plans are outlined below:

==== Medical Plans ====
With today's soaring health care costs, medical coverage is the most valuable benefit an employer offers its employees.  WMF offers the following variety of medical plans for staff, who must choose the plan that works best for them and their eligible dependents.  Only one plan can be elected per family. 

===== [https://www.blueshieldca.com/home Blue Shield Plan] =====
Blue Shield has three plans that include an HMO, a PPO and a high-deductible PPO plan.  These Blue Shield plans provide health care services through a wide network of participating US medical groups; however the HMO option is only available in California.  The high-deductible plan works alongside a Health Savings Account (see below).

===== [https://healthy.kaiserpermanente.org/html/kaiser/index.shtml California Kaiser Permanente Plan] =====
Additionally for California, Wikimedia offers health coverage through two Kaiser plans, the standard Kaiser plan and a Kaiser high deductible plan.   The Kaiser Foundation Health Plan provides health care services exclusively through Kaiser facilities.  The high-deductible plan works alongside a Health Savings Account (see below).

Medical plan details for all of these plans can be found online at (SML brokers to provide).  Staff can also view plan premiums online through the ADP payroll system. It's not always easy to choose the plan that's right for you, so for additional information regarding the differences between PPO and HMO plans, please contact Wikimedia’s insurance brokers at SML, Inc (1-800-733-3131).

==== Health Savings Account (HSA) ====
For those of you who choose a high deductible health insurance plan (Blue Shield SimpleSavings or Kaiser2000), WMF opens and funds an HSA in your name at the Patelco Credit Union to complement the insurance.  These HSA contributions are funded through monthly pro-rated deposits, based on the IRS annual maximum.  Staff may access these funds via reimbursement requests made directly to Patelco or via a debit card.  Staff are responsible for ensuring that reimbursements meet IRS guidelines.  Full information on HSAs can be found at (SML brokers to provide).

[[File:Labrador_teeth.jpg|thumb|100px|right]]

==== Dental Plans ====
WMF offers dental coverage through [https://www.guardiananytime.com/ Guardian DentalGuard Preferred] to help you take care of your pearly whites.  Under the dental plan, you may visit any licensed dentist and change dentists at any time without notifying Guardian.  Keep in mind that your costs will be lower when visiting a network dentist, since they have agreed to charge fees that are negotiated with Guardian.  If you choose a non-network dentist, you will also be responsible for any amount over the usual and customary amount for the service that Guardian has set.  

Adult and child orthodontics are also covered in the Guardian plan.  (Also, if you elect the Flex Plan, don't forget that it can help with any of your out of pocket expenses for dental costs, which really is nice when it comes to the big expense of orthodontics.)

Dental plan details can be found online at (SML brokers to provide).

[[File:Office_Photos_MR-3.jpg|thumb|200px|right]]
==== [http://en.wikipedia.org/wiki/I%27ve_Got_My_Eyes_on_You_(1939_song) Vision Plans] ====
WMF offers vision coverage through [https://www.vsp.com/ Vision Service Plan (VSP)].  

When you see a vision service provider who is in the VSP network, the provider invoices VSP directly, excluding the deductible and any cosmetic extras chosen which you need to pay at the time of service.  (If you also elect the Flex Plan, don't forget that the out of pocket expenses are eligible for flex reimbursement.)  You can also see a non-VSP network provider, however your out of pocket expense is greater and you must submit a claim form to VSP for reimbursement according to the schedule of benefits.  

Vision plan details, can be found online at (SML brokers to provide).

==== Short and Long Term Disability Insurance ====
WMF provides employer paid Short and Long Term Disability coverage through Guardian to all eligible staff. After a 7-day wait period, staff who is disabled and unable to work, is eligible for 66.67% of their salary up to a weekly maximum, upon Guardian approval.  Staff disabled for a period in excess of 180 days are eligible to receive sixty percent (60%) of their salary up to a weekly maximum, upon Guardian approval.  This benefit coordinates with any state benefits as well as any WMF time off benefits. 

This plan is offset by Workers’ Compensation, State Disability and Social Security, as eligible. There is no cost to staff for this benefit. Please see HR immediately if you feel that you are eligible for a claim.

==== Life and AD&D Insurance ====
WMF provides employer paid life insurance of 2X Salary (with a minimum of $10,000 and a maximum of $500,000), and accidental death and dismemberment (AD&D) insurance of 1X Salary (with a minimum of $10,000 and a maximum of $500,000) through Guardian Life to all eligible staff.  There is no cost to staff for this benefit.  Please see HR immediately if feel that you are eligible for a claim.

==== Flexible Spending Account Plan (a.k.a. FSA or Section 125 Plan) ====
WMF’s Pre-Tax Flex Plan is administered by Sterling HSA.  The Flex Plan allows you to put aside money pre-tax (i.e. before all federal and state payroll deductions) direct from your paycheck into the Flex Plan saving account, and then be reimbursed for all eligible expenses. Depending on your tax bracket, this can save approx. 25-35% in any of these three areas:
Medical: WMF offers tax-free benefits under the medical portion of the Flex Plan for eligible medical, dental, vision and/or Rx out of pocket expenses.
Dependent Day Care: WMF offers tax-free benefits under the dependent day care portion of the Flex Plan for eligible expenses toward child or elder care.

For eligible expenses, please check the benefits website (SML brokers to provide) or with the IRS. Per the IRS, the plan also contains certain restrictions, such as a use-it-or-lose-it policy (watch out for this!) and limitations regarding mid-year election changes.  There are also Flex Plan limitations for those participating in the HSA plan.

[[File:Rocket_man02_-_melbourne_show_2005.jpg|thumb|200 px|right]]
==== Flexible Spending Transportation & Parking Plan (Section 132 Plan) ====
WMF strongly encourages staff to use public and [http://en.wikipedia.org/wiki/Rocket_pack “alternative”] forms of transportation to commute to work.  As an incentive, Wikimedia offers staff the option to pay for certain eligible commuting and parking expenses tax-free via payroll deduction through the Section 132 Transportation/Parking Plan with Sterling.  Parking and transportation deduction elections can be changed at any time during the plan year, and there are options to roll-over funds from year to year.  As expenses are incurred, staff can request pre-tax reimbursement from their account through Sterling.

Alternately, WMF offers staff to purchase Commuter Checks through pre-tax payment, to be used at participating parking and public transportation agencies.  Sorry, but staff cannot double-up and participate in both the Commuter Check and 132 plans.

==== Insurance Support and Claims Resolution ====
If you run into any problems with any of the above insurances, don't despair - WMF’s insurance broker, SML Inc., is available to help you.  Forms and contact information can be found on the benefits website (SML brokers to provide).  Be prepared to sign a Health Insurance Portability and Accountability Act (HIPAA) form to allow them to help you with any claims resolution.

==== 401(k) Retirement Plan ====
Want a chance to retire early to live in that exotic local of your dreams? Then don't forget to participate in the WMF 401(k) Retirement Plan, a tax-deferred benefit through Fidelity as administrators.  The plan is open to eligible staff upon completion of one month of employment.  The maximum annual contribution to your 401k account for 2012 is $17,000 and an additional $5,500 for employees who are 50 and over.  Employees can change their payroll deductions with any payroll and can change their investment choices online with Fidelity at [http://netbenefits.com NetBenefits.com].  

But it gets even better - WMF will match staff contributions to the plan up to 4% of annual salary, with no vesting period!  So at least elect a 4% payroll deduction, and then you can get a 100% return on your money.

==== [http://en.wikipedia.org/wiki/Physical_(Olivia_Newton-John_song) Wellness Program] ====
In addition to the generous health care package, Wikimedia provides eligible staff the amazing benefit of up to $150 per month through a special reimbursement plan - the Wellness Program.  This unique benefit is designed to promote and encourage wellness and personal growth, covering costs not included in standard insurance.  Please note that these benefits are considered taxable by the IRS and as such all reimbursements are made via payroll.  An example of services that are covered includes:

[[File:Exercise_aboard_Mir.jpg|thumb|200px|right]]
* Fitness facility memberships
* Diet/ weight reduction programs
* Acupuncture/ chiropractor
* Fitness training/ Pilates[http://en.wikipedia.org/wiki/Pilates Pilates]/ yoga
* Physical therapy not covered by insurance
* Nutritional counseling
* Smoking cessation
* Prenatal classes not covered by insurance
* Massage/ manicure/ pedicure / facial
* Counseling/therapy not covered by insurance
* Classes/workshops for personal enrichment
* Medical/dental/vision procedures not covered by insurance (i.e. laser eye surgery, orthodontics, dermatology)

This program does not cover: purchase of equipment, supplies, food, household goods, ski passes, collecting hobbies, pet care, plastic surgery.  The above lists are not meant to be exhaustive, so if you have questions, please contact human resources via email.  

New employees are eligible for the monthly reimbursement on the first of the month following their date of hire, pending receipt of a completed Wellness Reimbursement Form submitted to human resources, with receipts documenting the reimbursable expense.  This amount can be accrued and rolled over monthly until June 15the of each year.  At this point, any unused amounts are cleared and a fresh accrual from $0 begins July 1st.  Accrual balances can be found on pay stubs or via human resources.

==== Employee Assistance Program (EAP) ====
Wikimedia provides its staff with an employer paid EAP thru The Holman Group, which provides confidential information, assistance and counseling for work/life issues like:

* Education (planning, financial aid resources, admissions procedures)
* Care Giving (day & elder care referrals, adoption assistance, senior housing options)
* Legal/Financial (tax planning, debt counseling, home buying, immigration, personal legal)
* Lifestyle Management (grief/loss, anxiety/depression, drugs/alcohol, divorce/separation)
* Fitness Management (nutrition, pet care, stress, health issues)
* Working Smarter (career development, relocation, productivity, managing)

Staff has an unlimited access to consult with a professional counselor via the phone. Up to five face-to-face counseling sessions are available free of charge through the EAP.

For financial and legal topics, staff receives a free initial 30-minute office or telephone consultation with an attorney, seasoned financial professional or CPA. If services are retained, a 25% discount is applied.  Additionally, a variety of training resources are available online on a wide variety of topics.  For a full list of services, call Holman at 1-800-321-2843 or go to www.holmangroup.com (user name = Wikimedia, and password = wf2012). If you need additional assistance, please contact human resources or the insurance brokers at (SML brokers to provide).

==== Ergonomics ====
Wikimedia is committed to identifying ergonomic hazards and implementing changes to prevent repetitive motion injuries.  Ergonomic injuries are caused by unusual stress on the body due to interaction with equipment and certain kinds of motion. Before any ergonomic injury can occur, Wikimedia asks staff to be vigilant to any emerging aches or pains, reporting them immediately to human resources. Wikimedia will then have an ergonomic consultant come in to evaluate the workspace and recommend changes.  The sooner these changes can be made, the better chance an injury can be avoided. 

Similarly, if staff has an existing medical situation that necessitates an ergonomic evaluation for the workplace, please contact human resources immediately.

For more tips, go to: http://www.osha.gov/SLTC/etools/computerworkstations/index.html. 

==== U.S. STATUTORY BENEFITS ====
===== Workers’ Compensation =====
Wikimedia provides workers’ compensation insurance for qualifying injuries “on the job” for partial loss of wages and medical expenses. Please report any injuries to your manager and the human resources as soon as possible and no later than 24 hours after an accident or injury has occurred, in order to meet the requirements of our insurer, Travelers Property Casualty Company (PO Box 8112, Walnut Creek, CA 94596; 800-842-7354, policy #3339T862). This includes qualifying injuries or illness sustained while on Wikimedia business travel.  For general information about workers’ compensation in California, go to: 	http://www.dir.ca.gov/dwc/dwc_home_page.htm.  

===== Federal and State Unemployment Insurance =====
Where applicable, Wikimedia pays state and federal unemployment insurance taxes to provide staff with unemployment benefits in the event they become unemployed and meet the requirements of their jurisdiction. Contact the human resources for additional unemployment insurance information. For state specific rules go to:
California Employment Development Department (EDD) - http://www.edd.ca.gov/Unemployment/ 
Federal - http://www.irs.gov/businesses/small/international/article/0,,id=104985,00.html 

===== State Disability Insurance =====
Staff members who become disabled and unable to perform the functions of their job may be eligible to apply for State Disability Insurance to receive partial income. This will be coordinated with eligible Wikimedia benefits including STD, LTD and various paid time off. For state specific rules go to:
	California Employment Development Department - http://www.edd.ca.gov/Disability/  

===== COBRA / Cal-COBRA =====
Generally, federal law requires that most group health plans, including Wikimedia’s medical, dental, vision and medical flex plans, give employees and their eligible dependents the opportunity to continue their coverage in these plans when there is a “qualifying event” that would result in a loss of coverage under Wikimedia’s plans. Depending on the type of qualifying event, “qualified beneficiaries” can include the employee, the employee’s covered spouse, and dependent children. Under Cal-COBRA, this can also include domestic partners.

Continuing coverage is the same coverage that Wikimedia’ workshops for personal enrichment
* Medical/ dental/ vision procedures not covered by insurance (i.e. laser eye surgery, orthodontics, dermatology)

This program does not cover: purchase of equipment, supplies, food, household goods, ski passes, collecting hobbies, pet care, etc.  The above lists are not meant to be exhaustive, so if you have questions, please contact human resources via email.  

New employees are eligible for the monthly reimbursement on the first of the month following their date of hire, pending receipt of a completed Wellness Reimbursement Form submitted to human resources (not finance), with receipts documenting the reimbursable expense.  This amount can be accrued and rolled over monthly until June 15th of each year.  At this point, any unused amounts are cleared and a fresh accrual from $0 begins July 1st.  Accrual balances can be found on pay stubs or via human resources (please email).

==== Employee Assistance Program (EAP) ====
If you find yourself stuck in a personal situation, don't forget that WMF provides its staff with an employer paid EAP thru The Holman Group, which provides an array of information, assistance and counseling for confidential work/life issues like:

* Education (planning, financial aid resources, admissions procedures)
* Care Giving (day & elder care referrals, adoption assistance, senior housing options)
* Legal/Financial (tax planning, debt counseling, home buying, immigration, personal legal)
* Lifestyle Management (grief/loss, anxiety/depression, drugs/alcohol, divorce/separation)
* Fitness Management (nutrition, pet care, stress, health issues)
* Working Smarter (career development, relocation, productivity, managing)

Staff has an unlimited access to consult with a professional counselor via the phone. Up to five face-to-face counseling sessions are available free of charge through the EAP.

For financial and legal topics, staff receives a free initial 30-minute office or telephone consultation with an attorney, seasoned financial professional or CPA. If services are retained, a 25% discount is applied.  Additionally, a variety of training resources are available online on a wide variety of topics.  For a full list of services, call Holman at 1-800-321-2843 or go to [http://www.holmangroup.com www.holmangroup.com] (user name = Wikimedia, and password = wf2012). If you need additional assistance, please contact human resources or the insurance brokers at (SML brokers to provide).

[[File:Office_planking.jpg|thumb|right]]
==== Ergonomics ====
WMF is committed to identifying ergonomic hazards and implementing changes to prevent repetitive motion injuries.  Ergonomic injuries are caused by unusual stress on the body due to interaction with equipment and certain kinds of motion. Before any ergonomic injury can occur, WMF asks staff to be vigilant to any emerging aches or pains, reporting them immediately to human resources. WMF will then have an ergonomic consultant come in to evaluate the workspace and recommend changes.  The sooner these changes can be made, the better chance an injury can be avoided. (So don't suck it up and try to be tough - in this instance complaining is good and helps to avert worse pain in the future.)

Similarly, if staff has an existing medical situation that necessitates an ergonomic evaluation for the workplace, please contact human resources immediately.

For more tips, go to: http://www.osha.gov/SLTC/etools/computerworkstations/index.html.

==== U.S. STATUTORY BENEFITS (you know, the benefits that have to be provided) ====
[[File:Get_First_Aid_At_Once%5E_Big_Aches_From_Little_Injuries_Grow_-_NARA_-_534135.tif|thumb|200px|right]]
===== Workers’ Compensation =====
WMF provides workers’ compensation insurance for qualifying injuries “on the job” for partial loss of wages and medical expenses, for employees on WMF payroll.  (WMF doesn't determine what qualifies, the insurer does, based on state regulations.)  Please report any injuries to your manager and the human resources as soon as possible and no later than 24 hours after an accident or injury has occurred, in order to meet the requirements of our insurer, Travelers Property Casualty Company (PO Box 8112, Walnut Creek, CA 94596; 800-842-7354, policy #3617T381). This includes qualifying injuries or illness that might happen while on Wikimedia business travel.  For general information about workers’ compensation in California, go to: http://www.dir.ca.gov/dwc/dwc_home_page.htm.

===== Federal and State Unemployment Insurance =====
Where applicable, WMF pays state and federal unemployment insurance taxes to provide staff with unemployment benefits in the event they become unemployed and meet the requirements of their jurisdiction. Contact the human resources for additional unemployment insurance information. For state specific rules go to: http://www.dol.gov/dol/location.htm#.UHw8qmk-tTw.
California Employment Development Department (EDD) - http://www.edd.ca.gov/Unemployment/ 
Federal - http://www.irs.gov/businesses/small/international/article/0,,id=104985,00.html 

===== State Disability Insurance =====
Staff members who become disabled and unable to perform the functions of their job may be eligible to apply for State Disability Insurance to receive partial income. This will be coordinated with eligible Wikimedia benefits including STD, LTD and various paid time off. Not all states offer this benefit, so check your local government website to confirm.  For California, go to the Employment Development Department - http://www.edd.ca.gov/Disability/  

===== COBRA / Cal-COBRA =====
Generally, federal law requires that most group health plans, including WMF’s medical, dental, vision and medical flex plans, give employees and their eligible dependents the opportunity to continue their coverage in these plans when there is a “qualifying event” that would result in a loss of coverage under WMF’s plans. Depending on the type of qualifying event, “qualified beneficiaries” can include the employee, the employee’s covered spouse, and dependent children. Under Cal-COBRA (in California), this can also include domestic partners.  Employees and their beneficiaries may elect this plan within 60 days of the last day of regular coverage, and must pay all monthly premiums on time, as administered by Sterling

Continuing coverage is the same coverage that WMF's plan gives to other participants who are not receiving continuing coverage. Each qualified beneficiary who elects continuing coverage will have the same rights under the plan as other participants, including open enrollment opportunities.

All employees are required to sign an acknowledgement to confirm that they have received and understand their full COBRA rights. If you have not received a copy of these full COBRA rights, please contact human resources immediately. For more information, go to: 
http://www.dol.gov/dol/topic/health-plans/cobra.htm and http://www.dmhc.ca.gov/dmhc_consumer/hp/hp_cobra.aspx.  
⏎
[[File:San_Francisco_by_night_skyline.jpg|thumb|200px|right]]
===== San Francisco Health Care Security Ordinance =====
The San Francisco Health Care Ordinance generally requires employers in San Francisco to provide San Francisco staff with a certain levels of employer paid health care, based on minimums set by the city. As Wikimedia’s medical, dental and vision benefits are fully paid by Wikimedia, the ordinance requirements are met.

For staff not eligible for WikimediaMF’s insurance benefits, but who work within San Francisco, may be eligible for direct partial reimbursement of health care expenses based on the number of hours worked. Reimbursements request can only be made in writing to human resources using the check request form. Payments will be made thruough payroll.

For more information about the SF Health Care Security Ordinance, go to: http://www.sfgov.org/olse/hcso.    

===== Health Insurance Portability and Acountability Act (HIPAA) =====
The purpose of HIPAA is to limit or eliminate “job lock” which occurs when staff cannot change jobs because of their inability financially to withstand pre-existing condition limitations in a medical plan. This does not mean that the previous health insurance can be carried to the new employer, but it does:

Limit how much a plan can subject new employees to pre-existing condition limitations;
Require that certain “late enrollees” be offered special enrollment opportunities;
Prohibit discrimination either in eligibility or cost because of health status.
 
For late enrollment in Wikimedia health insurance plans, Wikimedia provides the following open enrollment period: December, for a January 1 change/enrollment.

For more information about HIPAA and your rights, go to: http://www.hhs.gov/ocr/privacy/hipaa/understanding/index.html.

===Time Off Benefits===
The Wikimedia believes its staff is the core to its success. While our work occupies a large portion of our lives, we believe that work/life balance is a critical factor in maintaining high quality work performance and a healthy work atmosphere. Wikimedia offers a range of time off benefits including vacation, holidays, family friendly leaves and sick leave.

==== Eligibility ==== 
All regular staff who works thirty (30) hours per week or more are eligible for Wikimedia’s work/life balance benefits. Staff who works less than thirty (30) hours per week, staff who are hired on a temporary basis, and interns are not eligible for Wikimedia’s work/life balance benefits, with the exception of sick leave for eligible staff. Except as otherwise noted, accrual begins on the date of regular hire.

==== Vacation ====
Vacation is designed to provide Wikimedia staff with time needed away from their everyday work schedule. Wikimedia[[File:Another_tropical_island.jpg|thumb|200px|right]]
===Time Off Benefits===
WMF believes its staff is the core to its success. While our work occupies a large portion of our lives, we believe that work/life balance is a critical factor in maintaining high quality work performance and a healthy work atmosphere. WMF offers a range of time off benefits including vacation, holidays, family friendly leaves and sick leave.

==== Eligibility ==== 
All regular staff who works thirty (30) hours per week or more are eligible for WMF’s work/life balance benefits. Staff who works less than thirty (30) hours per week, staff who are hired on a temporary basis, and interns are not eligible for WMF’s work/life balance benefits, with the exception of sick leave for eligible staff. Except as otherwise noted, accrual begins on the date of regular hire.

==== Vacation ====
Vacation is designed to provide WMF staff with time needed away from their everyday work schedule. WMF provides eligible staff with a vacation bank that can be used for any purpose that meets the staff member’s personal time off needs, and you are encouraged to take this time with your manager’s advance approval. Approvals can be arranged via email, to both your manager and human resources. Aim to submit vacation requests in writing at least two weeks in advance. All regular full-time employees accrue vacation according to the following schedule:
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Staff do not accrue vacation during an unpaid leave or while on disability salary continuation. Vacation accruals recommence when you return to work. Staff who request unpaid family or medical leaves of absence per Wikimedia policy generally must apply any accrued vacation pay to their leave.

If an observed W
ikimediaMF holiday occurs during a scheduled vacation, no deduction from accrued vacation will be made for the holiday. 

Human resources monitors all time off accruals and usage through the payroll system. All accrued but unused vacation is paid out to staff as wages, at their base rate of pay, upon separation of employment from Wikimedia. Vacation may not be borrowed in advance of having been earned, nor can it be cashed out, except in extreme personal emergency situations and with the approval of the ED.

==== US Holidays ====
Wikimedia observes the following paid US holidays annually:⏎
MF observes the following paid US holidays annually:
[[File:Happy_Festivus_Kipa.jpg|thumb|200px|right]]
U.S. HOLIDAYS 	
* New Year's Day (January 1)
* Martin Luther King Day (third Monday in January)
* President's Day (third Monday in February)
* Memorial Day (last Monday in May)
* Independence Day (July 4)
* Labor Day (first Monday in September)
* Columbus Day (second Monday in October)
* Veteran's Day (November 11)
* Thanksgiving Day (fourth Thursday in November)
* Day after Thanksgiving (fourth Friday in November)
* Christmas Day (December 25)

When a holiday falls on a Saturday, the holiday is usually observed on the preceding Friday. If the holiday falls on Sunday, it is usually observed on the following Monday. Eligible staff receives a paid holiday only if the holiday falls on a day that they are normally scheduled to work. Holiday pay is pro-rated for eligible part time staff.

Holidays cannot be banked for later use. If you are required by Wikimedia to work on a holiday, with both your manager and director of human resource approval, the holiday use may be rescheduled, but must be used within a two-week window of the holiday. Exceptions to this require manager approval.

Wikimedia recognizes that it’s staff is a diverse and international group, and as such observe a wider variety of holidays than listed above.  To observe holidays not on this list, staff may use vacation, following the process outlined in the vacation section of this handbook.

==== Sick Leave ==== 
Wikimedia complies with the San Francisco Sick Leave Ordinance and applies it to all US offices. Sick leave accrues only on hours worked, not on other paid or unpaid time off usage. Exempt employees are calculated on a 40-hour workweek. Part time staff accrue sick leave on a prorated basis. Once sick leave is accrued, it carries over from year to year but no more than 72 hours is allowed in the balance at any time. Accrued sick leave is not paid out at termination of employment.

Part time or temporary staff who work in San Francisco for more than 90 days, and who otherwise may not be eligible for WikimediaMF to work on a holiday, with both your manager and director of human resource approval, the holiday use may be rescheduled, but must be used within a two-week window of the holiday. Exceptions to this require manager approval.

WMF recognizes that its staff is a diverse and international group, and as such observe a wider variety of holidays than listed above.  To observe holidays not on this list, staff may use vacation, following the process outlined in the vacation section of this handbook.

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==== Sick Leave ==== 
WMF complies with the San Francisco Sick Leave Ordinance and applies it to all US offices. Sick leave accrues only on hours worked, not on other paid or unpaid time off usage. Exempt employees are calculated on a 40-hour work week. Part time staff accrue sick leave on a prorated basis. Once sick leave is accrued, it carries over from year to year but no more than 72 hours is allowed in the balance at any time. Accrued sick leave is not paid out at termination of employment.

Part time or temporary staff who work in San Francisco for more than 90 days, and who otherwise may not be eligible for WMF benefits, may be eligible under the Ordinance for sick leave accrual.

SICK LEAVE 
* 9 days/year
* 3 hours per payroll 
* 72 hours (9 day) max accrual

Sick leave used for doctor’s appointments must be scheduled well in advance with your manager, except in emergency situations of course. Otherwise, an employee must notify their manager of any injury or illness, no later than ½ hour before they are normally scheduled to start (again there are exceptions depending on the level of the emergency). All sick leave use must be confirmed via email to both your manager and to human resources.

Sick leave can be used for an employee, spouse/domestic partner, children, grandchildren, parents, grandparents, sibling and legal guardian/ward. San Francisco staff who does not have a spouse/domestic partner may also elect a Designated Person as someone they may need to care for during the year. A Designated Person does not need to be a relative, and should not be any of the people already included above. This election is made at the start of employment and can be changed annual each January through HR.

==== Personal Time & Comp Days ====
WikimediaMF does not provide comp days. However, a manager may authorize personal days off in recognition of unusual work that goes above and beyond the call of duty or in cases when people work unusual hours or events (ex. Hackathons, international travel over weekends, etc.). Managers must inform HR in writing before they grant any comp days. The personal days cannot be banked or saved and must be used within two weeks of when they are granted. If workloads are particularly heavy, managers may wait a week or two bef(contracted; show full)

Due to the complexity of both the FMLA and CRFA leaves, please contact HR immediately if you believe you may need either plan. For more information, go to: http://www.dol.gov/esa/whd/fmla/finaltule.htm and/or http://ccr.oal.ca.gov. 

==== Medical Leave of Absence for Occupational Disabilities ====
All W
ikimediaMF staff is covered by workers compensation insurance thru Travelers (policy #3617T381, phone 800-842-7354) that provides coverage for medical expenses and partial replacement of wages for work-related injuries and/or illnesses. All injuries and/or illnesses must be reported to human resources immediately in order to establish a claim. Staff who sustains a work-related disability will be eligible for a leave of absence for the duration of the disability as approved by Travelers, until released for full or par(contracted; show full)

A staff member who does not return from leave on the scheduled date, and who does not make appropriate alternate arrangements, will be considered to have voluntarily terminated employment with Wikimedia. 

==== Bereavement Leave ====
W
ikimediaMF provides staff with four (4) paid days of bereavement leave for the loss of an immediate loved one: spouse/domestic partner, child, grandchild, parent, grandparent, sibling, or legal guardian/ward. This leave can be extended as needed using sick leave or vacation. Eligible part time staff receives this benefit on a prorated basis, if they are normally scheduled to work. Requests for bereavement leave can be done via email to your manager and to human resources as soon as possible.

==== Jury & Witness Duty Leave ====
WikimediaMF encourages its staff to fulfill their civic duty when called upon to perform jury duty. Staff is responsible for notifying their manager when the notice of jury duty is received, and for attempting to reschedule the jury duty if major work conflicts may result from the initial date assigned. Wikimedia provides up to five (5) days of paid jury duty leave per year. A copy of the notice of jury duty should be given to human resources as soon as it is received, as well as a copy of the fulfillment notice once (contracted; show full)
Staff will be given up to forty (40) hours of unpaid time off each year to participate in the activities of schools or licensed child daycare facilities attended by their children, up to grade 12. This leave applies to staff who are parents, guardians or grandparents who have custody of a grandchild. To continue payroll, staff may use vacation during this leave. Requests for school leave can be done via email to your manager and to human resources at least two weeks before the leave.


[[File:Voting_United_States.jpg|thumb|100px|right]]⏎
==== Time Off to Vote ====
Staff unable to vote during non-work hours may arrange in advance to take up to two (2) hours of from work, with pay, to vote in a statewide election. In order to qualify, two (2) day advanced approval must be obtained from the manager.

==== Military Leave & Care of Military Service Members ====
(contracted; show full)For service beyond 30 days, the employee has the ability to continue health benefits pursuant to applicable federal and state law. Upon a staff's return to work, Wikimedia will count the time spent on military duty as time worked: 1) for determining eligibility for FMLA or CFRA leave; and 2) for retirement plan eligibility, vesting, and benefit accrual; and (3) for other benefits that are based on seniority. Vacation and sick-leave benefits do not accrue during any unpaid period of military leave. 

W
ikimediaMF also provides up to 10 days of unpaid leave to eligible staff who work an average of 20 hours per week and who are the spouse/domestic partner of a member of the U.S. military, who has been deployed during a period of military conflict to a combat theater or zone with the active duty or reserve military or national guard. Employees may use accrued vacation time to cover this absence. Qualifying staff who wish to request this leave must provide human resources with a written request for such leave within bu(contracted; show full) leave, payment for these benefits will be recovered by Wikimedia. Any accrued and unused sick leave, and then vacation, will be applied to the requested leave in coordination with any state or federal program. Qualifying employees who wish to request this leave must immediately provide human resources with a written request with accompanying medical certification. 

For more information about Military Leave/USERRA, go to: http://www.dol.gov/elaws/userra.htm. 

==== Volunteer Time Off ==== 
In support of W
ikimedia’s personal commitment to community service, Wikimedia provides employees with two (2) days per year to volunteer for an activity of their choice. This benefit can be utilized in 4-hour or 8-hour increments, with prior written approval from your manager. A confirmation letter of participation from a recognized non-profit should be submitted to HR as documentation. Wikimedia encourages staff to organize group volunteer activities whenever possible. 

Domestic Violence, Sexual Assault & Crime Victims Leave

WikimediaMF’s personal commitment to community service, Wikimedia provides employees with two (2) paid days per year to volunteer for an activity of their choice. This benefit can be utilized in 4-hour or 8-hour increments, with prior written approval from your manager. A confirmation letter of participation from a recognized non-profit must be submitted to HR as documentation. Wikimedia encourages staff to organize group volunteer activities whenever possible.

==== Domestic Violence, Sexual Assault & Crime Victims Leave ====

WMF provides up to twelve (12) weeks of unpaid time off in a twelve (12) month period for staff who are victims of domestic violence or sexual assault. 

In cases of domestic violence or sexual assault, this time off can be used to: attend legal proceedings, seek medical treatment, obtain a restraining order and/or to ensure the safety, health or welfare of the victim and any children. The staff member should notify human resources immediately so that arrangements can be made to accommodate the absence. The staff member is required to present a copy of the legal and/or medical proof of leave to human resources as documentation, with as much reasonable advance notice as feasible. To continue payroll, vacation may be used for legal appointments and sick leave may be used for medical appointments. Any medical portion of this leave coordinates with FMLA and CFRA, but does not add time to either benefit.

In cases of violent or serious felony or felony theft embezzlement, staff may take unpaid time off to attend judicial proceedings related to the crime, if the staff member is a victim of the crime or if an immediate family member is a victim of the crime. Immediate family members include: spouse/domestic partner, child, sibling or parent. The staff member is required to present a copy of the legal proof of leave to human resources as documentation. This benefit off does not coordinate with FMLA or CFRA. To continue pay, vacation may be used for legal appointments.

==== Medical Donation Time Off ====
WikimediaMF provides paid time off for the donation of blood, organs and bone marrow, following federal and state programs. This benefit off does not coordinate with FMLA or CFRA.

Blood Donation: Staff is granted a maximum of one (1) hour of paid leave every two months to donate blood. Written requests for this leave must be sent to your manager one week before the appointment. Additionally, written documentation of the donation must be submitted to human resources.

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==== Leaves of Absence – Other Reasons ====
Employees may be entitled to take unpaid time off in a variety of other circumstances, depending on such factors as the reason for the leave, eligibility of the employee and business need. If you need time off for a compelling reason, you should consult with human resources to find out whether you may be eligible to take the time and if so, under what conditions.

==== New Parenthood Benefits ==== 

Wikimedia[[File:Baby_shower-_comestível_chocolate_truffles.jpg|thumb|200px|right]]
WMF provides new parenthood benefits to its staff in compliance with state and federal law, and offers a rich set of additional benefits, including concurrent short-term disability. To request new parenthood leave, please submit a written request to human resources as soon as possible in order to leave plenty of time to coordinate benefits as well as work transition plans, but no later than one month before the beginning of the leave.

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Wikimedia is also dedicated to growing leaders and has established a coaching program for those at the director level and higher. This program includes a combination of 1:1 mentoring, by both internal and external coaches, and through a series of monthly internal leadership jam sessions to learn, share and discuss timely topics in a group setting.