Baystate Interpreters,Inc.

55 Lake St, Suite 300

Gardner, MA 01440

Email: hr@baystateinterpreters.com

Payroll Policy 2018


Baystate Interpreters has contracted with you as a self-employed 1099 contractor on a per diem basis.

Accepting Assignments

  • The Service Department will call, email or upload to the Interpreter Portal available assignments.
  • Once you accept the assignment the Service Department will send you an email with instructions for the assignment along with a form attached that you will need to take to your assignment. The form attached to the assignment e-mail MUST be used for that assignment as different locations require different forms.
  • Please read and understand the email with instructions for the assignment and use the correct form or payment could be delayed and subject to fees.
  • In the case of a cancellation by the Client, Baystate Interpreters will still pay the contracted time only if the Client gives less than 23 hour notice. Baystate Interpreters requires 1 hour to process all cancelled assignments. Assignments which Baystate Interpreters is unable to bill the Client will not be payable to the Interpreter (these cases vary).
  • If Baystate Interpreters is able to replace the cancelled assignment with a new assignment which causes no loss of hours to the interpreter – the Interpreter is not paid for both the Cancelled assignment and the new assignment.

Returning Assignments

  • Contracted Interpreters are never permitted to re-assign any assignment to someone else. This is against HIPAA Law and will result in a hefty fine. Baystate Interpreters will not pay either Interpreter if this action has occurred. If an Interpreter is not able to honor their commitment, please call the Baystate Interpreters office to discuss with staff. No voicemails or emails will be accepted. Telephone conversation only.
  • When can an assignment be returned? In case of a medical emergency (Documented by hospital)
    • You will be charged a return fee until documentation is provided to Human Resources and reviewed.
    • If not for a documented medical reason – the fee will be up to the discretion of management.
  • Fees for a returned assignment within seven days of assignment date:
    • First offense:      $15 per assignment
    • Second Offense and ongoing :      $25 per assignment
    • Within 24hrs of assignment:      $50 per assignment
    • After second offense, the vendor will be notified if the Interpreter Contract will be terminated

Arriving Late

  • Interpreters are required to notify Baystate Interpreters of any potential late arrivals before their scheduled arrival time. If an Interpreter does not notify Baystate Interpreters prior to the scheduled time of arrival a $10.00 charge is incurred for not following notification policy.
  • Interpreters arriving late to an assignment will only be paid for the actual length of appointment once on-site. The 2 hour minimum no longer applies.
  • Notification: Any Interpreter that causes an appointment to be cancelled will be charged $100.00.
  • In the case of the above, the Interpreter will also be suspended pending an internal investigation.

Getting Paid

  • Completed Service Verification Forms are time sensitive and must be submitted within 48 hours of completion of your assignment. Acceptable forms of submission:
    • Emailed: A picture of your form taken with a cell phone and then emailed to service@BaystateInterpreters.com this is the preferred method.
    • Faxed or Facsimile: 978-632-1632
    • Postal Mail (not recommended)
  • There will be a $10.00 handling fee per form for any forms received outside of 7 days.
  • State Assignment Service Verification Forms MUST be received within 48 hours of the end of the assignment. A $10.00 handling fee per form will apply to any State Service Verification form received outside of the 48 hours. Payment is forfeited after 30 days.
  • After the 7 days following the assignment, if the form is not received, $1.00 per day will be deducted from the overall payment up to but not to exceed the assignment payment.
  • Forms received after the expired submission time will be forfeited.
  • Service forms faxed from the Client’s office will be REJECTED for payment.
  • Payroll dates for Interpreter Services are the 1st and 15th of each month. Cut off for service forms is 4pm the business day prior to payroll. If the 1st or 15th falls on a Saturday or Sunday or Holiday, the pay date shall be the first business day following the 1st or 15th

Reimbursements:

  • All reimbursement calculations and receipts must be sent in with the accompanying service form to ensure they will not be rejected.
    • Mileage: Use Google Maps shortest route, least miles from home to assignment. There is a 20 mile round trip deductible and multiply the difference by $0.40
    • Parking receipts: Copies of parking receipts are required for reimbursement. Baystate Interpreters will only reimburse up to $5.50 of parking costs, unless approved prior to the appointment by a manager. Reimbursement for Public Transportation is on a case by case basis.
      • @* herethat *@
    • Independent Contractors must purchase the “In-Out” pass at all facilities which offer this when accepting multiple assignments at one Location if you plan to leave the property in between assignments. If multiple parking passes are purchased for one site where an all-day pass is available, you will only be reimbursed the all-day pass rate.

Please review your pay stub and report any discrepancies to the Baystate Interpreters Interpreters Finance Department via email topayroll@BaystateInterpreters.com within 2 weeks of receipt of payment or payment may be subject to forfeiture. Allow Payroll 48hrs to respond before attempting to contact again for the same matter. There is a $35.00 charge for all stop-payment requests and re-issuing of a payroll check.

Return a signed copy of this policy to  hr@BaystateInterpreters.com no later than 48hrs of receipt.


Date:

Interpreter Signature:

Interpreter Name (Printed):