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Stipend Program for Kaiser Permanente Employees

What Is the Stipend program?

The Stipend program is a wage replacement program that allows KP employees to receive a full paycheck while attending school.

Kaiser employees can reduce their work schedule by 16 hours per pay period in order to:

  • attend classes
  • study
  • participate in a clinical or internship experience.

There is a Lifetime cap per employee of $10,000.

PLEASE NOTE: Individuals who are currently participating in an Education Fund Upgrade program receive a wage replacement. Under Upgrade programs the wage replacement is calculated within the overall program cost. Therefore, there is no lifetime cap applied.

The Stipend program supports a variety of degree and/or training programs in direct patient care careers and also in administrative (non-direct patient care) careers. Programs will be considered for Stipend support as long as the program will lead to a position that Kaiser currently employs. The following is a list of some but not all, of the programs that are supported by the Stipend program:

  • LVN/LPN
  • Surgical Tech
  • Diagnostic Imaging: Rad Tech
  • Medical Assistant
  • Coding

 

STIPEND APPLICATION CYCLES FOR 2019

 

For California only:

February 1 – June 30, 2019

 

For Oregon, Washington and Colorado only:

The spring 2019 application period for Oregon, Washington and Colorado is now closed. Please check back in mid-July for information regarding the next application cycle.

* Note: No applications will be accepted after the application period has closed.

Overview of the Stipend Application and Acceptance Process

STEP 1: Apply online – submit proof of start and end date and Manager/Employee Agreement Form

STEP 2: Watch online orientation, complete the Student Guidelines and submit required financial documents.

STEP 3: Meet your career counselor.

STEP 4: Start reducing your hours.

Step 1 – Application Process

PLEASE NOTE: The end date eligibility requirement for the Spring 2019 STIPEND program has expanded from December 31, 2019 to June 30, 2020.

 

Eligibility

You are eligible to apply for the Stipend program if you meet all of the following criteria:

  • You are a Kaiser employee represented by an SEIU bargaining unit.
  • You have completed your probationary period.
  • You are full-time or part-time and benefited, working 20 hours or more per week.
  • You have your manager’s approval to reduce your hours.
  • You are currently enrolled in an academic degree or training program at an accredited institution, and you will be completing your program as of June 30, 2020.
  • PLEASE NOTE: If you are still completing prerequisite classes you are not eligible for this program.
  • Your classes are offered either on-site or online (self-paced programs are not supported)
  • You will start reducing your hours within 30 days of acceptance.

Required Documentation

As part of the application process you are required to submit the following documents:

1. Verification of your program start and completion dates, this must match what you put on the application. You must submit one of the following:

  • A letter from your educational institution OR
  • A copy of the signed enrollment agreement or contract from your educational institution OR
  • A degree audit

The verification document must include:

  • Your name
  • School name
  • Program you are completing
  • Start date – the date you started your program
  • End date (including externships, internships and clinical dates)

2. Manager/Employee Agreement Form

In order to participate in the Stipend program you must have your manager’s approval to reduce your hours. Prior to applying for the Stipend program, download the form and the letter and meet with your manager to review the form and discuss your ability to participate in the Stipend program. When meeting with your manager you should discuss the following details regarding the Stipend program:

  • The program allows employees to reduce up to 16 hours per pay period to attend class, study and participate in a clinical or internship experience.
  • This is a wage replacement program – employee will be paid by the Education Fund not from the department’s budget.
  • There is a $10,000 life-time cap per employee.
  • The academic degree or training program you are enrolled (or will be enrolled) in and how many hours per pay period you need to reduce.
  • Acknowledge that the ability to reduce your hours depends on department needs.

Submitting the Online Application

If you meet all the eligibility requires and have both the school verification document and the agreement form (these forms will be uploaded when completing the online application) you may apply online now.

PLEASE NOTE: Documents that are faxed to the Education Fund will not be accepted and your application will not be considered. Incomplete applications (missing the school verification document, the manager agreement form or not completely filled out) will also not be considered. No paper applications are available or will be accepted.

After submitting your online application, proceed to Step 2.

Step 2

If you meet all the eligibility requirements and have provided correct documentation you will receive a “Provisionally Accepted” email within 10 days of submitting your application.

Step 3

“Meet Your Career Counselor.” Once you have completed STEP 2, you must meet (via telephone) with your assigned Career Counselor. After this meeting with your career counselor you will receive an “Officially Accepted” email and will be able to immediately start reducing your hours. Your manager will also be notified via email that you have been accepted and they will receive instructions on how to report your reduced hours for payment.

Step 4

Start reducing your hours.

FAQ – Frequently Asked Questions

The FAQs contain important information regarding how to reduce your hours and receive payments if you are accepted into the Stipend program.

What type of training or degree is covered by the Stipend Program?

Stipend supports a variety of degree or training programs in high-growth healthcare fields, including but not limited to:

  • Nursing – includes LVN, ADN, BSN, MSN
  • Health Care Information Management (AS, BS, MS)
  • Surgical Tech
  • Diagnostic Imaging including RT, MRI, Sonography
  • Medical Assistant
  • Health Care Administration/Management (AA/AS, BA/BS, MS/MBA)
  • Coding

Do I need my manager’s approval to reduce my hours?

Yes. This approval must be obtained prior to submitting your online application.

How do I submit my application?

You must apply online to be considered for the Stipend Program. The application link will be available here on this web page once available.

Will I need to submit any additional documents when I submit the application?

Yes, along with submitting the online application, you are required to submit the following:

  1. A documentation verifying your program start and end dates (see Stipend Webpage for details).
  2. The completed Manager/Employee Agreement form.

When will I be notified of my application status?

You will be notified by email of your status within 10 business days.

Can my application be denied?

Yes. Here are some reasons you may be denied (one or more may apply):

  • You are not an eligible employee (see the eligibility criteria information on the Stipend webpage)
  • You have not been accepted into an academic degree or training program
  • Your program is not accredited by the appropriate state or national accrediting agency or organization
  • Your program is self-paced
  • Your academic/training program will not lead to a position that is currently employed at Kaiser
  • Your aren’t currently enrolled or won’t be enrolled in an academic/training program by June 30, 2019
  • You are unable to start reducing your hours immediately or by July 2019.

I was denied, can I reapply?

If you were denied due to your start and end date, you are eligible to re-apply for the program. If you were denied for another reason (see above question and your status has changed) you can apply again. Please note you will have to submit a new on-line application.

Is there a limit on how much I can be paid while I am in the program?

Yes, there is a life time cap of $10,000 per KP employee. Be sure and plan accordingly as it is possible, based on your hourly pay rate, that you may reach the $10,000 cap before you complete your program.

What happens if I reach $10,000 and I am still in my training/degree program?

You will no longer be eligible to reduce your hours and your payments will stop. You are however, still required to check-in and submit class schedules, grades and proof of completing your program.

What date determines the end of my Stipend payments?

The end date you listed on your Stipend application is the date we will use to stop your payments. If this date changes you must notify us immediately.

How many hours per pay period can I reduce?

All Stipend participants can reduce from 1 hour up to 16 hours per pay period, regardless of their status of full-time or part-time. You will arrange with your manager how many hours per pay period you can reduce.

I am approved to reduce 16 hours per pay period. Does this mean I must reduce one full day per week?

You and your manager will decide how to divide up the allotted 16 hours per pay period (eight hours per week). Here are some examples of how you can reduce your hours during a one week period:

  • One 8-hour day.
  • Two 4-hour days.
  • Four 2-hour days.
  • One 3-hour day and one 5-hour day.

When can I start reducing my schedule?

If you are accepted into the Stipend program you will be notified of the date when you can start reducing your hours. In order to maintain your Stipend status, you must start reducing your hours within 30 days of your acceptance.

I reduced my hours before I was accepted into the Stipend Program. Can I be paid retroactively?

No. You will not be paid for hours reduced prior to your acceptance into the program.

I was hired in at 40 or 48 hours per pay period but regularly pick-up additional hours so I get paid for working 80 hours per pay period. Can I reduce from the 80 hours?

No, part-time employees (40 to 48 hours per pay period) must reduce from their hired in hours, not the additional hours they pick up during a pay period.

Are there a minimum number of hours I have to work in order to be eligible for the program?

You must work enough hours to remain a benefited employee. Please note that the Stipend hours are counted towards these hours. Ex: You work 20 hours a week and will be reducing 8 hours a week. The 12 hours you work at your facility plus the 8 hours of reduction equals 20 hours and will keep you benefited.

Are the Stipend payments different from my salary?

Yes. Your Stipend hours are paid directly from the Education Fund, so you will receive a separate check or direct deposit. These payments aren’t included in your Kaiser paycheck. Your Stipend payments will be reported as income to the IRS at the end of each year, which may impact your tax liability. Consider speaking with a tax adviser regarding possible tax liabilities.

When will I get my first payment?

You will receive your first Stipend payment after you start reducing. Due to processing, it may take 4 to 6 weeks for you to receive your first Stipend payment.

How often will I get paid?

Stipend payments are processed every other week. The Education Fund’s biweekly pay cycle is different from Kaiser’s pay cycle, you will receive a separate direct deposit or live check from the Education Fund.

What is withheld from my Stipend payment?

Nothing is withheld from your Stipend payment. This includes, state and federal taxes, Social Security, disability, etc. Consider speaking with a tax adviser regarding possible tax liabilities.

Will the amount of pay paycheck I receive from Kaiser change?

Yes! While you are receiving Stipend payments, your paycheck from your employer will be smaller. It is your responsibility to calculate any regular deductions such as automatic payments and make sure that there are sufficient funds in your Kaiser paycheck to cover them.