Oregon DOC Assignment
Important Timesheet & Payroll Instructions
Pay periods run from Sunday to Saturday. Payday is every Friday
The weekly deadline to submit timesheets is Monday at 6pm (for prior week’s timesheet).
Submit your completed timesheets using the timesheet upload tool: ATC Timesheet Upload Tool
You need to ensure you always write “Oregon DOC” and the name of the facility in the “Print Facility Name” box.
Timesheets must be signed by someone in charge at the facility.
You are required to take an unpaid 30-minute lunch during your shift.
The accuracy of your timesheet is your responsibility. Do no leave your timesheet with anyone at the facility. Keep it safe and with you at all times.
If your timesheet does not comply with the instructions, payment may be delayed by one week.
Important Timesheet & Payroll Instructions
Include your total mileage from your home to your assigned hotel in Oregon on your first timesheet. Mileage is covered over 30 miles round trip but our team will always deduct 30 miles out, so again, write your total mileage in. You are required to provide the address from where you left and the hotel/city you have been assigned – your mileage must match that distance! See example timesheets below on how to do this properly.
You shouldn’t typically have mileage expenses unless you are moving from facility to facility as your hotel will be within 30 miles of the facility.
Proof of Mileage.
You must provide a Mapquest https://www.mapquest.com (or equivalent) view of the calculated mileage between your assigned hotel and your place of origin (e.g. typically your home).
Please submit a picture of your calculated mileage in the ATC Timesheet Upload Tool. You will see an new option for uploading your proof of mileage.
The mileage you claim for reimbursement must we less than or equal to the calculated mileage you provide.
Payroll/Timesheet Support
Normal Payroll support hours (outside of observed holidays) are Sunday through Thursday from 7:00PM – 3:00AM next day, Pacific Time. If you reach us during these times, in most cases, we will answer your payroll related questions within 8 business hours. During the weekends, you can still send us your timesheets and we will process them when we’re back in the office Sunday night.
Example Timesheet For Your First Week
Acceptable Scrubs…
Tax Withholding & Direct Deposit Election Changes
Federal Withholding Taxes Should you wish to make a change to your Federal Withholding Tax election, please complete and sign a new election form
Federal W-4 Withholding Election Form and email it to atcdocs260@atchealthcare.com
Oregon State Payroll Withholding Taxes
Please note, we are required to withhold Oregon State payroll taxes while you are working within Oregon based on your State of Oregon Withholding Election Form. Should you need to make a change to your Oregon State withholding election, please complete and sign a new election form Oregon State Form and email it to atcdocs260@atchealthcare.com.
Special Note On Claiming Oregon Exempt
If you choose to claim EXEMPT on your State of Oregon withholding election form, our payroll system will then by default withhold state taxes based on the tax withholding rules of your home state (should state taxes apply in your home state). Therefore, if you wish to make a specific election in relation to your home state, you will need to complete a State Tax Withholding election form specific to your home state and submit it to atcdocs260@atchealthcare.com. You can use the following link to find a list of specific state tax withholding forms:
State Tax Forms (Other States)
Direct Deposit Changes
In the event you need to make a change to your direct deposit election, you can do so by completing a new direct deposit election form and email it to atcdocs260@atchealthcare.com
Please be advised – we will make every effort to apply your new election prior to the next Payroll run once received, however, it can take up to two payroll cycles (or two weeks) for your new election to take effect!
get answers to the more common questions we hear...
Please attempt to contact the hotel directly if you are running ahead or behind your scheduled arrival time. If you are unable to resolve things directly with the hotel, please call us or text us at 1-800-478-4479 to report a change in schedule that may impact your hotel reservation.
Once you arrive at your hotel for your first assignment, we will send your badge to the hotel. We will let you know when it is mailed to the front desk of the hotel. If your badge has not arrived within 5-7 business days, please let us know by sending an email to atcdocs260@atchealthcare.com
if you have a general question or concern, text 425-605-2097 (save this number).
Scheduling is overseen by both Scheduling and Sharon Graham, so please reach out to shifts260@atchealthcare.com and cc sgraham@atchealthcare.com
If you drive into Oregon, you will be reimbursed .56 per mile from your original starting point (home, other assignment) and your assigned hotel in Oregon, less 30 miles. You will submit your mileage on your timesheet and get reimbursed for mileage on your normal paycheck.
You will receive a text with the details of your hotel. In most cases we will get you this information before you leave home. However, in some cases, if you are driving multiple days, we may send you your hotel information after you may have started your journey. Do not wait at home on your hotel confirmation before starting your journey west. We will get you your hotel information long before you get to Oregon.
While on this assignment, you are committing to working a minimum of 4 consecutive days per week. Given the need and duration of this contract, we are not able to grant extra time off in the middle of your contract. Should you choose to travel home or take a weekend trip during your normal days off per week, you will need to make sure you are able to return to work without interruption to your assigned workweek.
Food is a big thing when it comes to hotel living on the road. We cannot always promise hotels will have a kitchenette – they are not always available in the towns we are required to stay. We do strive for a minimum of at least a small refrigerator and microwave whenever possible. However, it is very wise to bring along with you a midsized cooler and a portable cooktop if you are planning cook at your hotel. Please understand the rules of the hotel before using any cooking device in your room.
No, we only reimburse for mileage if you drive into Oregon. You are on your own for your own transportation.
No. You are required to have your own transportation while in Oregon so that you can be deployed at any time and are not limited by the availability of other forms of transportation. You may be in an area where Uber/Lyft, etc. may not be available or reliable at the times of day you will need it for instance when working at a more rural Facility.
We provide and pay for your hotel and put a lot of effort into finding quality hotels. We take finding you a comfortable and safe accommodation very seriously. We also negotiate with the hotels for blocks of rooms and any special add-ons where available (e.g. free breakfast, free parking, etc.). We anticipate you will want to stay in the hotels we provide, however, you are not prevented from booking your own accommodations at your own expense. Just let us know.
When you check in, many hotels require a credit card from you for incidentals. Please note, we pay for Room & Tax only. Any other charges you incur while staying at the hotel you will need to cover (e.g pet fees, de-fumigation or extra cleaning charges, food, sundries, etc). PLEASE DO NOT SMOKE IN YOUR ROOMS, it will cost you!