Welcome, new employees!
Below you will find helpful resources and tasks for onboarding, living in Nashville, and steps to ease your transition into the Department of Health Policy and VUMC community.
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Employee Profile: Send your headshot to Jake Lowary (jacob.lowary@vumc.org), or to request an appointment for the department website.
Setting Up Communication: The department uses many different modes to communicate within and between groups. If you need a desk phone for your job, staff should please let their supervisor know and they will begin the request for a phone and phone number. Faculty needing a phone should contact Marché Hicks.
Check in with Your Supervisor: Clarify tools, software, & data access with your supervisor; they can help you with any questions.
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DIRECT DEPOSIT
Paychecks are directly deposited into your bank account, or you can establish an account with the Vanderbilt Credit Union. Log into Workday VUMC (myworkday.com) (PAY) to set up your direct deposit
PAYROLL CALENDAR
Access the Payroll Calendar for important information related to timecard due dates and paydays
KRONOS TIMECARDS
All time entry for hourly staff is done in Kronos, which is Vanderbilt's electronic time and attendance system used by hourly paid staff (bi-weekly, non-exempt) to record worked time using real time electronic clocks (also known as readers and terminals). Kronos integrates with Workday.
Login to your Workday profile and use the navigation menu to the left to find the right place to enter your time.
Make sure you have clocked in and out every day (start of day, 30 min meal if you work 6+ hours, end of day)
If you have missed a punch, send an email to your supervisor with the times that should be added or corrected.
All Kronos timecards must be submitted at the end of your pay period.
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VUMC IMMUNIZATION & SCREENING GUIDANCE
Click here to access information about VUMC's compliance requirements and a list of locations to receive immunizations. Some immunizations are required (or you can provide immunization records) within certain periods of your employment start date, and others are required regularly, like your annual influenza vaccination, for example. Depending on your age, some vaccinations might not be required.
VUMC Immunization Requirements
Click here to upload your records online.
Influenza Vaccination Compliance
All VUMC employees must receive and provide documentation of an annual vaccination for influenza or approved exemption before Dec. 1 of each calendar year. VUMC employees can easily get their annual vaccination during Flulapalooza held each fall, or get their vaccination elsewhere and provide documentation before Dec. 1.
Contact Information
Occupational Health Clinic - 615-936-0955
Health Plus - 615-343-8943
Vanderbilt Health & Wellness - 615-936-0961
TRAINING COMPLIANCE
Initial Compliance Training is an online curriculum that covers important topics that protect you, patients, coworkers, and the organization. This training must be completed within sixty (60) days of hire. Staff members who do not complete the training by 60 days will be moved to an unpaid administrative leave status until the training is complete. You are not able to work once moved into this status. At the 90-day point, employment may be ended for not completing these training modules.
CONFLICT OF INTEREST DISCLOSURE
All VUMC employees are required to disclose any potential conflicts of interest at least annually, and sometimes more frequently. Each fiscal year (annually, between July 1 and June 30), you are required to complete a new COI disclosure. You should also complete a new disclosure if a change occurs in your circumstances during the year that may create a potential conflict of interest or commitment. It is not unusual for staff to have multiple disclosures completed during a fiscal year.
(New employees must complete this within TWO WEEKS of hiring date.)
KRONOS TRAINING
Kronos is the workforce timekeeping system used for non-exempt employees to report the time(s) they work. Complete the Kronos 8.1 Timestamp training in the Online Course, based on how you will use Kronos.
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Multi-factor Authentication (MFA)
VUMC uses MobilePASS+ and Microsoft Multi-Factor Authentication (MFA) as an added layer of security when accessing the VUMC network, drives and systems.
Enroll in Multi-factor Authentication (MFA) and MobilePASS+ (click HERE for more details)
Virtual Private Network (VPN) requirements
When working off-site or remotely, VUMC requires faculty and staff to use a VPN plus the MFA to access VUMC systems as an added layer of security, incuding on home computers when doing work for VUMC. VUMC uses an application/software called "BIG-IP EDGE Client" for connecting when off-site. Visit the VUMC IT Enterprise Cybersecurity page for more info on how to install and log in.
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MyWorkday
Workday is the web-based system for most of VUMC's internal administrative and financial operations, including timesheets, PTO, expense reimbursement, purchasing and more. This website serves as the best source for information about Workday; click here to access VUMC MyWorkday home page
See the Training Hub for resources, including a schedule and recordings of 30-minute Workday Workshops, Workday curriculum, and reference guides.
The full Workday learning/training curriculum can be found here: Workday Curriculum: Employee as Self: Curriculum | Vanderbilt Learning Exchange (vumc.org)
View the Workday Word section to see updates and changes to Workday.
If you have issues using Workday, follow these steps:
First, try finding the solution with one of these resources:
Mac WalkMe Add in Installation Guide: WalkMe includes system guidance, tips, and validations within Workday
Check Reference guides, Translators, Report Crosswalks within Workday hub
If those don't resolve your problem, next try these steps.
Visit the Help Center within Workday for all HR questions – this replaced the old HR Help Desk.
If you are still having problems after these steps:
Notify the Research Admin team about your issue by submitting a RedCap Workday Troubleshooting Reporting form
Workday Troubleshooting Guide
Please use the steps below to try and troubleshoot your issue. If you still cannot resolve your problem, please use the RedCap link to report your problem to the Research Admin team
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Vanderbilt University Medical Center requires all vehicles parking on the VUMC campuses by faculty, staff, or students of the Medical Center to be registered with the Parking and Transportation Services department. All permit fees are payroll deducted.
VUMC parking options for staff working at 2525 West End Avenue
N-Lot & Kensington Garage. If you do not plan to come to the office regularly, you may consider street parking in the area or a single day hangtag.
N-LOT (one block from the building; the cheaper parking option)
Monthly parking rates for the N Lot are $27.30 for the 2023 fiscal year. The N Lot is located between Vanderbilt Place and Natchez Trace roads, across the street from the VU football practice facilities and the VU soccer fields. It is outdoor, uncovered parking, however there are free, regular shuttles that can take you around campus.
New employees can sign into their account (click my account) in order to obtain a parking permit. You will need to know/have the following:
VUNET ID (that is active for at least 48-72 hours); license plate number, make, model, color, style, year of your vehicle and access to a printer
KENSINGTON GARAGE (more costly, but covered, closer and with direct walkway to building)
Parking in the Kensington Garge is $55 per month for the 2023 fiscal year. The Kensington Garage is a parking option for VUMC employees working at 2525. It is closer to 2525, is outdoor but covered, and has a direct, covered walkway to the building. This facility is operated by the Metro Parking Authority. Pass holders must park on levels 3 and above.
Complete vehicle information section of Tenant Access/Parking Request Form and get it signed (request form from supervisor)
Take the signed form, vehicle registration and ID badge to VUMC Parking & Transportation office
Look out for a welcome email from Metropolis (our parking management company) asking you to sign up and join Health Policy’s parking group.
1210 Medical Center Dr, Nashville, TN 37232
Contact: 615-936-1215, Option 3
FREE PARKING OPTIONS:
There are free, first-come first-serve parking spaces available near 2525 West End Ave, including the perimeter of Centennial Park. These locations can vary based on Metro Nashville guidelines, events or other circumstances.
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Employee Discounts,
Faculty and staff of VUMC can take advantage of an array of savings and discounts at many retailers and services, from florists to cell phone service and housing around Nashville. A full list of discounts for VUMC employees can be found here.
Vanderbilt History & more
Do you know how Vanderbilt (a private university in a landlocked state) became known as the Commodores? Or how Vanderbilt and VUMC were founded? Check out a short history of Vanderbilt and VUMC here.
Read the VUMC Reporter and HP Happenings for updates about new employee discounts and other opportunities