SMDC POLICY AND PROCEDURE - Essentia Daily Dose

ESSENTIA HEALTH East Region
St. Mary’s / Duluth Clinic Health System (SMDC)
POLICY AND PROCEDURE
SUBJECT: Employee Emergency Fund (EEF)
POLICY #: A0146
SCOPE: Essentia Health East Region PAGE: 1 OF 2
SECTION: Administrative/Supportive Services
PRIMARY AUTHOR: Employee Emergency Fund
Committee Members
APPROVED BY:
EFFECTIVE DATE:
REVIEWED/REVISED: April 2012
REVIEWED BY:
PURPOSE:
I. The Essentia Health East Region Employee Emergency Fund (EEF) exists as a distinct,
unique, self-sustaining program within the Essentia Health East Region Health System. It
reinforces Essentia Health’s mission of caring by providing a confidential, financial gift to
employees facing an unexpected catastrophic event.
POLICY:
I. Funds from the EEF are available to employees facing an unexpected catastrophic event
resulting in an emergent need of financial support. Names of applicants/recipients are
confidential for purposes of reports. A summary of the employee’s situation will be reviewed
by the EEF Committee members.
II.
III.
IV.
EEF funds are not intended to replace other forms of assistance, which may be available
through Essentia Health or in the community.
EEF funds will be administered through the Essentia Health East Region Employee Emergency
Fund. A special restricted account is established within Accounting for donations and
disbursements.
EEF funds are distributed after a positive decision is reached by the EEF committee members.
The Committee shall meet on an emergency basis as needed. Essentia Health e-mail is the
usual method of communication. In general, the Committee will deal with requests during
regular business hours.
V. EEF Committee members shall represent various departments and regional facilities in the
Essentia Health East Region.
VI.
VII.
Employees’ and other donors support EEF. The EEF Committee may be called upon to
assist with fund raising efforts.
The Foundation will prepare periodic reports on EEF use and impact within the organization.
These reports will be shared with Foundation Boards, EEF Committee members and Essentia
Health employees.

Subject: Policy & Procedure Development
Policy #: A0146
Page 2 of 2
PROCEDURE:
I. Employees will be informed periodically about EEF, by various means of communication, e.g.
Daily Dose Newsletter, Foundation pamphlets, etc. Annual fund-raising efforts will also draw
attention to EEF.
II.
III.
IV.
V .
VI.
VII.
VIII.
Employees/managers/co-workers are asked to contact the Essentia Health East Region
Employee Emergency Fund representative for information and inquiries on accessing EEF.
Individuals should contact the EEF representative by phone at 218 786 2460; the
representative will then gather the appropriate information concerning each emergency
situation.
During the initial contact, the Essentia Health East Region representative will inform the
employee or employee's advocate about EEF guidelines, noting that it is not meant to replace
other forms of support. In some instances verification may be required in order to process
the request.
The Essentia Health East Region Employee Emergency Fund representative will gather
relevant information on each situation in order to complete the Employee Emergency Fund
(EEF) intake form and share this information with EEF Committee members. The employee’s
name is known only to the person receiving the request and is not shared with the Employee
Emergency Fund Committee members. The intake information is shared with the committee
but is to remain confidential.
The committee will receive the information via e-mail, review each situation, and make a
decision by individual vote. At least 1/3 of existing committee members will constitute a
quorum for a decision to be made. The committee can award up to $3000 for each situation
depending upon the nature of each request and the availability of funds. Funds awarded are
not to exceed the amount requested.
The Essentia Health East Region will inform the individual of the final decision made by the
EEF Committee members.
A written explanation of each decision will be maintained by the Essentia Health East Region
representative as a permanent record along with each request
In the event that a financial gift is awarded, the Essentia Health East Region representative
will make arrangements with Accounting to prepare the financial gift.
A. Checks will be made out to a specific vendor(s), unless extenuating circumstances
exists.
B. The Essentia Health East Region Employee Emergency Fund representative will give
the check, with a letter of transmittal, to the recipient. The letter of transmittal will
indicate that the check is a gift from Essentia Health East Region employees (not the
Employee Emergency Fund Committee), in keeping with Essentia Health’s mission.
C. Should the check be refused, the check will be returned to EEF.
This policy is copyright 2012 by St. Mary’s / Duluth Clinic
Health System dba Essentia Health East. It is for internal
use only and is not to be shared outside without the
permission of a member of the senior management team.