CONTRACTOR EXPENDITURES FOR EMPLOYEE SUPPLEMENTARY COMPENSATION

 
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Report

Report of Contractor Expenditures for Employee Supplementary Compensation

6


Purpose

This report is used to assist the Department of Energy in evaluating the reasonableness of employee compensation, welfare benefits (statutory and non-statutory), and retirement programs.

Coverage

Report all employees filling permanent and temporary, full-time or part-time positions on the Subcontractor's approved staffing plan. Employees filling those positions who were transitioned or assigned from any other source (company transfer or new hire) should be counted. Part-time refers to an employee's status (i.e., employee works less than 40 hours per week); intermittent refers to the fact that the position is filled by your company less than 1000 hours per year and has been exempted from workforce transition on the staffing plan. Payments for non-active participants under the current contract, and any inherited non-active participants from previous contract (Retiree, COBRA, and Displaced Workers) are reflected in payments for benefits as specified.

Frequency

Annual (CY) - Reporting period ends December 31

Due Date

Questions should be directed to Marcia Bryant (see below). Subcontractors must submit the report by February 15th following the close of each reporting period. This report should be submitted via email or fax to:

Carol Russell
URS | CH2M Oak Ridge LLC
Human Resources
Carol.Russell@ettp.doe.gov
Fax: (865) 241-0214
AND
Marcia Bryant
URS | CH2M Oak Ridge LLC Payroll
Marcia.Bryant@ettp.doe.gov
Fax: (865) 574-1046

I.  Contractor Information
  1. Field/Operations Office - Enter "ORO"
  2. Facility - Enter one of the following: Oak Ridge, TN, Paducah, KY or Portsmouth, OH. (A separate report must be completed for each site in which you have employees.)
  3. Contractor - Enter the company name as used in the subcontract.
  4. Contract Number - Enter the entire subcontract number.
  5. Report Period - Enter appropriate Calendar year.

 

II. Part One - Employment

  1. Average Full-Time Equivalent Employees (FTEs) for the Calendar Year - The sum of FTEs as of the last calendar day of each month during the reporting calendar year divided by 12.
  2. Exempt - Enter the average number (full-time equivalent) of exempt employees for the calendar year.
  3. Bargaining Unit - Enter the average number (full-time equivalent) of bargaining unit employees for the calendar year.
  4. Non-Exempt Non-Bargaining Unit - Enter the average number (full-time equivalent) of nonexempt non-bargaining unit employees for the calendar year.

III. Part Two - Compensation and Benefits Costs

  1. Compensation
    1. Gross Pay - The new form will total the amount of line items as described below in this section
      1. Annual Base Pay - The new form will total the amount of line items listed below in this section. Annual Base Pay should not include any other line items in this report.
      2. Straight-Time Pay Worked - Enter the total amount paid for time worked at the straight-time rate.
      3. Vacation Pay - Enter the total amount paid for vacation time actually taken (not worked).
      4. Vacation Pay in Lieu - Enter the total amount for vacation time paid for but not taken.
      5. Holiday Pay - Enter the total amount paid for holiday time actually taken (not worked).
      6. Holiday Pay in Lieu - Enter the total amount paid for in lieu of holidays.
      7. Sick Leave Pay - Enter the total amount paid for sick leave or STD actually taken.
      8. Personal Leave Bank - Enter the total amount paid for leave from a personal leave bank (no distinction between sick and vacation pay).
      9. Personal Leave Pay - Enter the total amount paid for military, jury, witness, voting, and funeral leave actually taken.
      10. Parental Leave - Enter total amount paid for maternity and paternity leave payments.
      11. Supplemental Pay - Enter the total amount paid through a stand-alone program as a supplement to other benefit payment for a job incurred illness/injury.
        1. Payments are commonly known as Continuation Pay, Medical Leave Program, etc.
      12. Other Paid Leave Pay - Enter the total amount paid for any other types of time not worked.
    2. Overtime Pay - Enter the total amount paid for work over the regular workday.
      1. Overtime Pay - Straight-Time Portion - Enter the total of overtime pay which was paid at a straight-time rate.
        1. If the rate is time and one half, report the amount paid at a straight-time rate on line item "Overtime - Straight-Time Portion" and report the one half time rate on line item "Overtime - Premium Portion."
        2.  If overtime is paid at a straight-time rate only, report the entire amount on line item "Overtime - Straight-Time Portion."
      2. Overtime Pay - Premium Portion - Enter the total amount of pay which was paid at a premium rate.\
        1. If the rate is time and one half, report the amount paid at a straight-time rate on line item "Overtime - Straight-Time Portion" and report the one half time rate on line item "Overtime - Premium Portion."
        2. If overtime is paid at a double time rate, report the first straight-time on the line item "Overtime - Straight-Time Portion" and report the second straight-time on the line item "Overtime - Premium Portion."
      3. Shift Differential - Enter the total payment above the regular day shift rates.
        1. Shift differential should not be included in Total Base Payroll.
        2. If 8 hours is given for 7 hours of work, report the total of the half-hour payments.
      4. Lump Sum Payment - Enter the total payment which an employee receives in lieu of an increase in base pay. For bargaining unit employees, this payment is usually reflected in a collective bargaining agreement.
      5. Performance Incentive Compensation - Enter the total payment made as part of a formal plan which systematically rewards an employee for high or continued performance. It includes lump sum (non-base) merit increase and productivity plan payments such as Scannlon or Rucker.
      6. Cash Award - Enter the total payment which rewards an employee for a specific performance, task oriented, other special project or event.
      7. Non Performance-based Bonuses - Enter the total payments which do not relate directly to individual or work group performance, including payments under corporate profit sharing plans, years of service awards, other irregular or seasonal bonuses, such as Christmas bonus.
        1. Proceeds of profit-sharing plans that are paid into retirement plan should be reported in line item "Pension - Contributions."
        2. Proceeds of profit-sharing plans that are paid into savings and thrift plans should be reported in line item "Savings Plan."
      8. Facility Closing Retention Bonus - Enter the total of cash payments to induce employees to remain at a facility until final shutdown. These payments are made in addition to severance pay.
      9. Voluntary Separation Bonus - Enter the total of individual enhanced severance cash amounts above the amounts provided by contract paid to employees who volunteer to sever employment with the Subcontractor under an approved VRIF program. Payments are made in addition to severance pay, and amounts paid should be in the same period an individual separates. The amount should not include other benefits provided (i.e., medical/medically-related benefits, education, relocation and outplacement). Accrued vacation and sick leave should not be included as well.
      10. Relocation/Housing Allowance - Enter the total of payment or reimbursement made to a transferred or new employee for direct and indirect moving expense. Report third party payments as Miscellaneous (MISC) Benefits. A description of the third party and the respective dollar amount per employee group must be provided in the Comments.
      11. Direct Expense - Expenses incurred to transport an employee, the employee's family, household goods, and/or personal effects.
      12. Other - Other expenses relating to the move (i.e., house hunting trips and expenses, sale of prior residence, and purchase of new residence.)
      13. Remote/Isolation Pay - Enter the total amount of additional payment made to any employee due to the location of the duty station.
      14. Hazard Duty Pay - Enter the total amount of additional payment made to any employee as related to the risk of the job being performed.
      15. Expatriate Allowance - Enter the total amount of cost of living allowances or post differentials paid outside of the United States.\
      16. Education Allowance-Pay - Enter the total amount of direct payments made for cost of employee education expenditures and/or payments for cost of dependent's education.
      17. Other Overtime Payment - Enter the total amount of lump sum payments made in lieu of overtime.
      18. Geographic Differential Pay - Enter the total amount of payment made based on higher cost of living conditions in an area within the United States.
      19. Severance Pay - Enter the total amount of payment made for temporary or permanent loss of employment. Severance pay should not be included in line item "Annual Base Pay."
      20. Dependent Care-Pay - Enter the total amount of payments made for any form of regular financial assistance including reimbursement of employees' dependent care expenses.
      21. Miscellaneous (MISC) Compensation - Enter the total amount of cash payment made for other than aforementioned. (This category includes Sat/Sun bonuses, Safety bonuses, etc.).
    3. Statutory Benefits
      1. Social Security - Enter the total amount paid to Social Security. (Employer portion of FICAs HI and OASDI)
        1. Other Legally Required Retirement Program - Enter the total amount paid for similar Social Security legally required retirement income and protection program (i.e., Railroad Retirement Board and state pension plans)
        2. Occupational Injury and Illness - This information will be completed by BJC.
        3. Other Legally Required Insurance Programs - Enter the total amount paid to other legally required insurance programs, including State temporary disability insurance programs.
    4. Welfare Benefits
      1. Life and Death Benefits
        1. Life Insurance - Enter the total net amount paid for life insurance premiums.
        2. Death Benefits - Enter the total net amount paid for death benefits not covered by insurance.
      2. Medical and Medically-Related Benefits
        1. Insured Active Medical - Enter the total net amount paid to private welfare plans or funds for hospital, surgical, medical, and major medical insurance premiums for active employees.
        2. Self-Insured Active Medical - Enter the total amount from self-insured plans or funds for hospital, surgical, medical, and major medical payments for active employees.
        3. Dental-Active - Enter the total net amount paid for vision care and prescription drugs for active employees.
        4. Miscellaneous (MISC) Medical-Active - Enter the total amount paid for any other type of medical/medically related benefits payments for active employees not listed in the four benefits above under b. Medical and Medically-Related Benefits.
      3. Medical and Medically Related Benefits for Retirees
        1. This information will be completed by BJC
      4. Other Medical and Medically Related Benefits
        1. Short-Term Disability - Enter the total net amount for short-term disability, sickness or accident insurance payments. This amount should reflect an employer's plan and/or an insured plan.
        2. Long-Term Disability - Enter the total net amount for long-term disability payments. The amount should reflect payments whether insured. Self-administered, or a trust. This amount should include payments for inherited retirees from previous contracts.
        3. Displaced Worker - BJC will complete this information.
      5. Retirement and Savings Plan
        1. Defined Contribution - Enter the total employer contributions paid to trusts established for defined contribution plans. Include money purchase plans; savings and thrift plans; employee stock option plans; investment plans; target benefit plans; stock bonus plans; and profit sharing plans.
        2. Disbursements - Enter the total "Pay-As-You-Go" payments made directly to participants from corporate funds only.
        3. Expenses - Enter the total amount paid for miscellaneous expenses such as administrative expenses, penalties, and excise taxes paid from corporate funds. If dollar amount is zero, specify in the Comments where cost is being paid and provide the actual dollar amount.
        4. Vacation/Holiday Funds - Enter the total net amount paid to private welfare vacation and holiday funds.
        5. Dependent Care - Enter the total net amount paid for dependent care programs.
        6. Employee Assistance Program - Enter the total amount reflecting the actual cost for internal and external providers for any employee assistance program. The amount should include costs for items such as personnel, and overhead, as well as fees and charges to external providers. This information was provided to you quarterly by BJC.
        7. Miscellaneous (MISC) Benefits - Enter the total amount paid for any other type of benefits payments not listed above. The type of benefit payments as well as the respective dollar amount must be described in the Comments. Include payments for reimbursements of an employee's education expenditures and/or payments for cost of his/her dependent's education.

IV.  Part Three - Hours (All entries in Part Two should have the associated hours entered here.)

  1. Straight Hours - Enter the total number of hours worked as part of the normal workday that were paid at a straight-time or basic rate of pay. Exclude overtime and premium hours as well as hours paid but not worked.
  2. Overtime Hours - Enter the total number of hours worked beyond the normal workday or workweek for which overtime payments are reported. If Overtime Pay is greater than zero (regardless of the overtime rate of pay), the Overtime Hours must be greater than zero.
  3. Premium Hours - Enter the total number of hours worked beyond the normal workday or workweek, and not considered overtime, for which payments are reported. If Other Overtime Payments is greater than zero, the Premium Hours must be greater than zero. (For Hourly and Non-Exempt employees, the OT Hours and Premium hours should be equal.)
  4. Vacation Hours - Enter the number of hours of paid vacation. Include hours for which payment was made instead of vacation time taken.
  5. Holiday Hours - Enter the total number of hours of paid holidays. Include hours for which payment was made instead of leave time taken. Report the holiday hours worked and considered overtime in the line item Overtime Hours.
  6. Sick Leave Hours - Enter the total number of hours for which sick leave payments were made. If unable to report actual hours, use the number of hours that represents the amount paid divided by the straight-time rate.
  7. Personal Leave Bank Hours - Enter the total number of hours for which payments for leave were made from a personal leave bank.
  8. Personal Leave Hours - Enter the total number of hours for paid leave such as military, jury, witness, voting, and funeral was taken.
  9. Other Paid Leave Hours - Enter the total number of hours for paid leave such as compensatory, other personal leave. The total number of hours should also include hours paid for leave taken and paid through a "short term disability bank."

V.  Part Four - Contract Policies and Practices - This section provides information concerning the employer's (Subcontractor) practices and policies.

  1. Question 1 - Flexible Benefits Plan - You must enter a YES or NO indicating whether a flexible plan is provided. This field must NOT be blank. (Since all subs are required to offer this plan, the answer should be YES).
  2. Question 2 - Number of Medical Plans - This must have minimum of two.
  3. Question 3 - Percentage of Contribution - Employee - If the question is not applicable, the field should remain blank. If the plan(s) is fully funded by the employer, enter zero (0).
  4. Question 4 - Percentage of Contribution - Retiree - Will be completed by BJC.
  5. Question 5 - Retiree Medical Enrollees - Will be completed by BJC.

VI.  Part Five - Comments and Methodology

  1. Comments - Provide the type of other payments as well as the respective dollar amount (per employee group if applicable) where indicated "to describe." Provide section and subsection identifiers.
  2. Methodology - Provide any information on the methodology of how the data is being reported if outside the scope of the instructions. Provide section and subsection identifiers.

:: Contractor Expenditures for Employee Supplementary Compensation ::

>POINTS TO REMEMBER

>BLANK REPORT FORM

>SAMPLE REPORT DATA

>ANNUAL (CY) SCHEDULE

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