Individual Stipend Program

If you are planning to enroll in a professional or technical certificate or degree program, you may be eligible for the Individual Stipend Program (ISP). Upon the approval of your manager and acceptance into the program by BHMT, the ISP gives you the opportunity to go to class and study without losing income by replacing up to 16 hours of wages per pay period.

What You Need To Know About ISP

The stipend is wage replacement income paid directly to you from BHMT if you meet certain criteria.
The stipend covers 1 to 16 hours in wage replacement per pay period, with a lifetime total benefit of 1900 hours.
You must be currently enrolled in a program that:
- Assists you to obtain a new position at KP or maintain employment at KP.
- Provides a minimum of 80 contact hours or 10 days.
- Is recognized by the professional licensing organization, accrediting body or department of education.
- Grants a state or nationally accepted license or certification upon completion.
- Participants can take advantage of ISP funding to pursue a single degree in each degree level. For example, participants can use the ISP benefit to pursue or attain a bachelor’s and master’s degree but cannot use the ISP benefit to pursue a second master’s degree.
Number of Graduate Program ISP slots per annual application cycle:
- 200 Master’s Degree (MSN)
- 150 Master’s Degree (MBA)
- 150 Master’s Degree Healthcare Management/Health Administration
- 100 Graduate Level Certificates
- 50 Doctorate
Once the application slots are filled, the annual application cycle is closed and will reopen the following year.
Being approved for the ISP DOES NOT guarantee that your manager will be able to accommodate your schedule request. You must coordinate your schedule with your manager in advance.

Ready To Apply To ISP?

If you are not currently using the Individual Stipend Program, follow the steps below to get started.

What do I need to do before I apply to the ISP?

Discuss your plans to participate in the ISP with your manager.
Since the ISP requires you to reduce your regularly scheduled KP work hours, you MUST have your manager’s approval to participate in the program.
Meet with your BHMT Career Development Coach.
Your BHMT Career Development Coach will help you create a career plan and assess your readiness to learn. To set up an appointment, go to BHMT Career Development Coach. After you meet with your BHMT Career Development Coach and determine that education is a part of your career plan, you will be referred to an Academic Success Coach.
Meet with a BHMT Academic Success Coach to create your Learning Resource Plan.
An BHMT Academic Success Coach will help you create a personalized learning resource plan for your current or soon-to-be attended program. Your individualized Learning Resource Plan is required for your application to the ISP.
Gather your materials for your Individual Stipend Application:
1. Your program acceptance letter (identifying school/major concentration)
2. Your class schedule (include only your current class(es) taking now)
3. Your learning resource plan (which you created with your Academic Success Coach)
4. Your manager’s oral approval that s/he will allow you to have a reduced work-hour schedule.

How do I apply for the ISP?

Once you have gathered the four elements in Step 1, you are ready to apply for the ISP through MyBHMT via the BHMT Employee Portal. (Please ensure you have each of the above items prior to completing the application on MyBHMT. Your application will not be processed until all items have been uploaded.)

1. 1. Log in to your MyBHMT account.
  2. Click on Applications, select Individual Stipend Program.
  3. Complete the ISP application, upload your Acceptance Letter, Class Schedule, and Learning Resource Plan in PDF or jpg format.

IMPORTANT: After you submit your application and upload your documents, you and your manager will receive an automated confirmation.

Your completed application and uploaded documents will be reviewed by BHMT. This takes 1-2 weeks. BHMT will notify you and your manager by email whether your application has been approved or denied. If your application has been approved, continue to the next section.

If your application is denied, BHMT will let you know why your application did not qualify. Contact your Career Development Coach to discuss next steps.

How do I receive stipend payments?

Upon acceptance into the Individual Stipend Program, you are now eligible to receive wage replacement payments.

BHMT needs 3 things to start paying you:

1. - A copy of your KP paystub to determine your stipend pay rate: email a copy of your KP paystub to LMP-Careers@kp.org.
  - To receive your payment via direct deposit, complete the BHMT Direct Deposit Form and send it, and a copy of your voided check, to LMP-Careers@kp.org
  - Report stipend hours to BHMT.

Reporting your stipend hours to BHMT
The process varies depending on your region. Follow the instructions for your region below.

NCAL, SCAL, HI, GA or NW regions
Your manager or timekeeper must code your stipend hours using the “BEN” code in the TIME system as part of your regular KP payroll process.

CO or MAS regions
Your manager or timekeeper must code your stipend hours as Absence Type in the HRconnect system. Use the code Absence Unpaid Time 3 and select the Reason as Ben Hudnall Memorial Trust Fund as part of your regular payroll process.

WA region
Participants must code stipend hours as Absence Type in the HRconnect system. Use the code Absence Unpaid Time 4 and select the Reason as Ben Hudnall Memorial Trust Fund as part of your regular payroll process.

If you are missing stipend payment(s) from a previous pay period, fill out the Reduced Hours Report (RHR), have your manager sign it, and email it to LMP-Careers@kp.org no later than 5 p.m. PST the Tuesday following the end of each pay period. You will receive an email notice when your stipend payment is processed. Please note that stipend hours reported prior to your ISP approval date will not be paid.

Maintaining Your ISP Eligibility

Approved participation in the ISP continues as long as you are enrolled and successfully progressing in the program at the school listed on your application. To continue receiving stipend payments you must keep your application up to date. (If you enroll in a different program or school, you will need to complete a new ISP application starting with Step 1.)

To keep your application active you must:

1. 1. Meet with your BHMT Academic Success Coach at least twice a year to review your progress and discuss your academic experience. This meeting will be noted and is necessary for your six-month application renewal.
  2. Within 15 days after your term ends, you must upload a copy of the grade(s) you received for that term into your Individual Stipend application in MyBHMT. In addition, if you are enrolling in a new term, you must upload a copy of your upcoming class schedule within 15 days of the new term starting.
  3. If a clinical/practicum requirement is part of your program, you may need to upload supporting documentation prior to that phase. Your Academic Success Coach can support you with what’s needed.

NOTE: If you are participating in a BHMT-partner school program, you do not need to upload your grades and course schedule. If you have any issues uploading through MyBHMT please review this video.

Q&A FOR
INDIVIDUAL STIPEND
PROGRAM

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ELIGIBILITY REQUIREMENTS

You must be a KP Union Alliance or Coalition Employee with “active” KP employment status.
You must have completed your probationary period.
You must be a BHMT eligible part-time or full-time KP benefited employee typically coded at 20 or more hours a week.
If you are a part-time employee please check with your HR Consultant and Union Representative that participation will not impact your benefits.
Those working as interns or trainees are not eligible for the ISP.
You must have your supervisor’s approval to reduce time from your Regularly Scheduled Hours.
You must be currently enrolled or accepted in an accredited program.
The academic institution must be accredited by the relevant accrediting body.
Training program must assist individuals to obtain a new position or maintain employment at KP.
You should coordinate this benefit with other education leave that is available to you through KP.

For RN-BSN Only

Only eligible KP employees working in a position that requires an RN license and attending a BHMT partner school for their BSN can apply as “RN-BSN.” All others attending non-partner schools to attain their BSN can apply under “BA/BS”.

Required Forms

ISP Tip
When using Stipend time, please confirm with your regional HR Representative that you will remain fully benefited and your participation in the Stipend program will not negatively affect your status or result in loss of benefits.

Frequently Asked Questions

STIPEND BASICS (Click here to expand this section)

How much in stipend payments is available to me?

The lifetime maximum for this program is 1900 hours. Each degree type also has a maximum number of hours that may be used. You may use no more than the maximum allotted to any degree type and no more than a lifetime maximum of 1900 hours.
The Individual Stipend Program Maximums and Minimums document is available for you to share with your manager and your timekeeper.

Once my application has been approved, am I guaranteed the full 1900 hours?

Yes, as long as you are in a qualifying educational program, attending school, and reducing your KP work schedule. You can’t continue receiving stipend payments if you:

1. 1. Change schools or programs
  2. Don’t reduce your KP work schedule
  3. Fail to complete the semi-annual renewal process
  4. Go on a leave of absence
  5. Don’t have the minimum KP paid hours
  6. No longer have your supervisor’s support to participate
  7. Transfer from an eligible union position to a non-represented position
  8. Are in a non-qualifying union position
  9. No longer work for Kaiser Permanente
  10. Do not show continued significant progress in your educational program
  11. Fail to meet other requirements determined by the BHMT and regional coordinators

What if I run out of stipend funds before my educational program is over?

No more than 1900 hours will be awarded even if you aren’t finished with your educational program. That’s why it is important to determine how you will use your stipend so you still have hours available when you really need them. You should work closely with your supervisor to schedule your time off as well as your Career Development Coach and Academic Success Coach to determine how to receive support throughout your entire academic program.

How will I know when I am getting close to maxing out my hours?

BHMT will send you an email notification when you are close to exhausting your available stipend (wage-replacement) hours based on your degree/program type, or if you are close to the lifetime hours limit of 1,900. The email will include the approximate number of remaining stipend hours for your current program. You will be expected to monitor the remaining hours from that point and make arrangements with your manager to modify your work schedule as necessary. In addition, you can always track your progress in your MyBHMT account. Your available stipend hours are updated every time we process a payment to you. MyBHMT allows you to access your personal BHMT transaction information 24/7 – including ISP wage replacement payments.

You will receive most of the stipend-related information and requests from us by email (BHMT@kp.org). Be sure to check your email regularly to avoid missing important and time-sensitive communications. We will use the preferred email address you enter or previously have entered on MyBHMT.

STIPEND HOUR TIPS (Click here to expand this section)

What are KP Paid Hours?

KP Paid Hours are the total of regular, overtime, vacation, sick, holiday, jury duty, and comparable hours for which the participant will receive pay from Kaiser.

How do I receive my stipend payment after my application is approved?

You receive the stipend (wage replacement) payment when you reduce your regularly scheduled KP work hours by a maximum of 8 hours per week (16 hours per pay period). This allows you to continue to be paid your regular wages and still have time to attend class and study.

How Can I Use My 16 hours Per Pay Period and Must I Use Stipend Hours Every Week?

You don’t have to use your 16 stipend hours all at once or even in eight-hour segments. You can use your stipend hours in smaller chunks over the pay period. The schedule for reducing your hours can be flexible to meet your needs. You should work with your supervisor to determine the appropriate schedule.

Do the stipend hours have to be on the same day or at the same time as the class?

No, but the stipend hours have to replace hours that you were previously scheduled to work.

Is there a minimum number of stipend hours I need to use to stay in the program?

No. Once you begin using your stipend benefit, there is no minimum number of stipend hours required to stay in the program as long as you keep your application current by providing the required documentation and meeting with your Academic Success Coach at least once every six months. The program is designed to be flexible so stipend hours can be used to provide you with the most benefit while still meeting changing operational needs.

If I reduce my KP work schedule so I can claim the stipend, can I pick up extra hours or shifts?

No. The stipend program is intended to provide time off so you can attend class and study without losing income. It is not intended to provide additional or supplemental income.

What if my supervisor asks me to work on one of my days off?

We understand that on occasion operational needs require some flexibility. In those cases, extra hours can be worked, but stipend hours can’t be claimed during any pay period in which extra hours are worked.

I’m regularly working more hours each week than what’s indicated in HRconnect, how can this be corrected for participation in the ISP?

If you work a different number of regularly scheduled hours as indicated in HRconnect, your manager can either correct your hours directly in HRconnect or they can log into the BHMT Manager Portal and update the Regularly Scheduled Hours that you normally work to reflect the correct amount.

Who do I contact with questions about the BHMT, reporting stipend hours, or stipend payments?

For questions about stipend payments, eligibility or BHMT policy please contact us BHMT@kp.org.

Do I need to contact my regional HR representative about maintaining my benefits?

Yes. When using stipend time, please confirm with your regional HR Representative that you will remain fully benefited and your participation in the Stipend program will not negatively affect your status or result in loss of benefits.

UNDERSTANDING YOUR STIPEND PAYMENTS (Click here to expand this section)

How do you know how much I get paid?

When your application is approved, you will send us a recent copy of your KP paystub. We base your stipend rate on your KP pay rate. You will need to update us when your KP pay rate changes by sending a new paystub.

How can I tell what pay period my stipend check covers?

The last day of the pay period will be on the check in YYMMDD format.

Timing of Payments

How frequently will I get paid the stipend?

The stipend pay periods are identical to your KP pay periods.

I sent in my first Reduced Hours Report (RHR) on time, but my stipend pay doesn’t show up on my KP paystub. Why not?

Your stipend pay won’t show up on the first paystub after submitting your first RHR. If you are in a region using the TIME system, you will see your current stipend hours appearing on your KP paystub as “Unpaid Union Business” with no dollar amount attached. In all regions, you will see your stipend payment dollar appear as “BHMT Stipend” on the following pay period’s KP paystub at the time KP is processing your taxes/withholdings for your stipend pay

When will I get paid for my stipend hours?

That depends on the region where you work.

For those in the SCAL, HI, GA, NW or WA regions, KP National Payroll reports all “BEN” hours used to the BHMT by the Wednesday following the close of each pay period.

For those in the CO or MAS regions, KP National Payroll reports all “Ben Hudnall Memorial Trust” absence hours used to the BHMT by the Wednesday following the close of each pay period.

All regions can expect the following for payment of your stipend hours:

1. - If you have direct deposit established with the BHMT, stipend payments will be deposited into your account the same Friday as your regular KP payroll for the same time period.
  - If you do not have direct deposit established with BHMT, a check will be mailed to the address listed on your pay stub. Checks are printed and mailed the Thursday following the close of the pay period and your check will arrive the week after your regular KP pay day.
  - If you have to manually report your stipend hours via the RHR form – and have faxed them to the BHMT office prior to 5 p.m. PT the Tuesday following the close of the pay period – you can still expect the same payment timing as if your hours had been reported through the TIME system.
  - Any RHR received after 5 p.m. PT the Tuesday following the close of the pay period will be processed in the following Thursday.

Taxes and Withholdings

Are payroll taxes withheld from my stipend check?

No. Stipend payments from BHMT are for the gross amount, calculated as the reported stipend hours multiplied by your payrate indicated on the paystub that you provide to BHMT.

How are payroll taxes withheld?

Each pay period, the BHMT reports your stipend payment to KP Payroll. Stipend payments will appear on your paystub as “BHMT Stipend” and will usually be included in the pay period following the receipt of your stipend payment. The stipend payments are added to the KP wages for each pay period to determine the gross taxable amount. Payroll taxes are calculated and withheld on the total gross taxable amount (BHMT Stipend + KP pay).

Why would the tax withholding rate be different if I submit hours for multiple pay periods at the same time?

The tax is calculated based on the gross taxable amount of each paycheck. Your gross taxable amount will be higher if you are reporting stipend hours for more than one pay period. This could put you into a higher tax bracket and the income tax withheld on that check may be calculated using a higher tax rate. This can sometimes cause your KP net pay to be drastically reduced. You can avoid this unfortunate situation by submitting your stipend hours on time for each pay period.

What can I do if I think too much tax is being withheld?

To adjust your payroll tax withholding, submit a new W-4 form (Federal and state equivalent) to KP HR/Payroll.

Where do stipend payments show up on my W-2?

Stipend payments are combined with your KP salary and wages in box 1 on your KP W-2 form. They are not reported separately, and no additional tax documentation is issued by the BHMT at year-end.

Keeping your information up-to-date

What do I do if my address changes?

It is your responsibility to update the BHMT with any changes to your mailing address, banking information, or hourly rate.

Email your new address to LMP-Careers@kp.org. Please do not call with address updates.

What if my pay rate changes?

If your pay rate changes, email or fax a copy of your first paystub showing the new rate to the BHMT.

To email your pay stub:

1. 1. Attach the paystub in pdf format and email it to LMP-Careers@kp.org
  2. Include the following information in the subject line:
    - Your name (last, first)
    - “Pay Rate Change”
    - The date the rate change became effective.

Stipend Payment Policies

It is your responsibility to notify BHMT in a timely manner of any missed stipend payments or any changes to your hourly pay rate.

BHMT will NOT make any payments for stipend hours submitted during a pay period if your Individual Stipend Program (ISP) application is not in an approved status.

For any missed stipend payments, a Reduce Hours Report (RHR) request for payment adjustments must be made within 60 days of the missed stipend payment and the ISP application must be in a payable ISP status. Any adjustment after 60 days will be denied.

For any retroactive adjustments due to a pay rate increase, BHMT can process up to 60 days of the pay rate increase adjustment upon receiving a copy of the KP pay slip showing the new pay rate from when the pay increase occurred. Please refer to the Keeping Your Information up-to-date section.

For any retroactive payments due to denied stipend payments, BHMT will process up to a maximum of 4 pay periods, upon receipt of any missing documents (which may include grades and/or a new current class schedule).

REDUCED HOURS REPORT (Click here to expand this section)

What is the Reduced Hours Report or RHR? How do I report my stipend hours to the BHMT?

The Reduced Hours Report or RHR is used to report your stipend hours to the BHMT.

Are there instructions for filling out the RHR form?

Yes. Instructions are included on the top of the electronic version of the RHR form.

Please read and follow the instructions carefully.

How do I get an RHR form?

The RHR form is provided to you in the welcome email you receive when you’re approved to participate in the stipend program. Please save a copy of the form on your computer so you can access it throughout the year. The RHR form is also available in the sidebar.

Can I keep using the same RHR file I used last year?

No. Only use the version you received when the current year’s application was approved. We will notify you when a new form or online reporting is available.

I am able to open the RHR file and see the report, but I can’t make any changes. Why not?

Usually this means you are using Excel reader instead of Microsoft’s Excel spreadsheet program. You will need to use a computer that has the Microsoft Excel spreadsheet program installed.

Should I report all of my reduced hours on the RHR, even if I know the BHMT will only pay stipends up to 8 hours per week (16 hours per pay period)?

No. Don’t report more than the approved 16 hours per pay period, even if you have reduced your schedule by more than 16 hours.

Can I claim the maximum number of stipend hours even if I didn’t reduce my regularly scheduled work hours by that amount?

No. You can only claim stipend pay for the actual hours reduced from your regular KP work schedule.

My regular shift is 10 (or 12) hours. Can I report more than 8 stipend hours for one week and less than 8 hours for the other, as long as I don't exceed 16 for the pay period?

Yes, but only if you work a 10 or 12-hour shift and have your manager’s approval. Use the “Max. Approved Hrs/Wk box” and select the number of hours from the dropdown list. Include a brief note in the comments section about your schedule.

The day I am scheduled to take off for the stipend program is a company holiday. Can I still report it and receive stipend pay from the BHMT, as well as holiday pay from Kaiser?

No. Holidays should be paid by Kaiser, not BHMT.

SUBMITTING YOUR RHR (Click here to expand this section)

How do I submit my RHR?

Your RHR form should be emailed to LMP-Careers@kp.org. You don’t need a coversheet.

Will you let me know that you received my fax?

Unfortunately, that is not possible. Be sure to get confirmation of a successful transmission from your fax machine when you send your RHR.

When is the RHR due?

Your RHR should be faxed to the BHMT no later than 5 p.m. PT the Tuesday following the end of each pay period.

What if I submit it after the Tuesday deadline?

Stipend payments may be delayed for RHRs submitted after the Tuesday deadline.

What if my manager is not available to sign the RHR? Can someone else do it?

Yes. If the Manager temporarily delegates the responsibility for approving an RHR form to another manager or supervisor, please ask your manager to notify LMP-Careers@kp.org

Can I prepare the RHR, get my manager's signature, and submit the RHR in advance?

No. Reported stipend hours should be the actual hours reduced, not an estimate. The RHR should be completed no earlier than the last day worked in each pay period.

Can I wait and submit several RHRs at the same time?

No. The reporting in your timekeeping system and on the RHR should be done by the Monday following the end of each pay period. Repeated failure to report on time may jeopardize your eligibility to continue in the stipend program. In addition, your payments will be delayed. Please note that your tax withholding rates and amounts will increase if multiple RHRs are submitted and stipends paid at the same time.

Will you notify me that I’m going to get paid?

Yes. You will receive an email notice from BHMT@kp.org about your stipend payment at the time it is processed in our system.

What if I faxed in my RHR on time, but didn’t get a payment notice?

That means we most likely didn’t get your fax. Please check the confirmation report you received from your fax machine to make sure it was sent successfully. If not, please refax it and we will process the following week. If your RHR was sent successfully, you can contact us at BHMT@kp.org to see why you haven’t received a payment notice.