HomeMy WebLinkAbout020 93
TECHNICAL AMENDMENTS
to
THE JEFFERSON COUNTY
PERSONNEL MANUAL
In the Matter of Amendments 1 RESOLUTION NO, 20
to the Personnel Manual for
all County employees
-93
WHEREAS, the Board of Commissioners of Jefferson County are interested in
personnel rules, regulations and policies that facilitate efficient service to the public and to
provide a personnel management system within the County that deals with all employees of
the various departments in an equitable and uniform manner; and
WHEREAS, the Board of Commissioner adopted a personnel Manual with
Resolution 133-92; and
WHEREAS, it is in the interest of County employees and the County to adopt
certain Technical Amendments to the Personnel Manual.
NOW, THEREFORE, BE IT RESOLVED, by the Board of Commissioners of
Jefferson County, that the the Amendments to the Personnel Manual, be adopted as set
forth in the attached list of Amendments for use by Jefferson County,
BE IT FURTHER RESOLVED, that the Personnel Manual shall be rewritten to
incorporate those Amendments.
vt¿'
APPROVED this ,;2:"~ - day of ,1993.
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Clerk of the Board
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Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 1 February 19, 1993
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TECHNI CAL AMENDMENTS
FEBRUARY 1993
The deleted language is stnlc-k-Ð¥ff and the new language is in italics.
1.
A new page shall be inserted as follows:
Each Elected Official of Jefferson County hereby adopts this personnel policy for the
administration of personnel matter within their respective offices.
JEFFERSON COUNTY ELECTED OFFICIALS
Jack Westennan 11i, Assessor
Mary Gaboury, Auditor
Maryanne Walters, Clerk Superior Comt
Tom Magan, District Court Judge
William Howard, Superior Court Judge
Mel Mefford, Sheriff
Mark Huth, Prosecutor
ila Mikkelsen, Treasurer
2.
Introduction, Jefferson County's Form of Government and throughout the entire
Policy the titles of Commissioner, Assessor, Auditor, Superior and District Court
Judge, Superior Court Clerk, Prosecuting Attorney, Sheriff, and Treasurer are to be
capitalized.
Article I, Section 6 - revised to read as follows:
3.
The Clerk of the Board shall ensure that an official employment
record is maintained for each employee. The Elected Official or
Department Head is responsible for individual employee
personnel files. Personnel and employment records shall only
be available to the employee, County employees with a direct
employment related need for access, and the employee's
Department Head. The employment record shall show the
employee's name, position and department to which assigned
and shall include the job description, documents indicating
employment status, performance evaluations, and training
received. Documentation of employee performance including
written disciplinary actions, written commendations, and other
pertinent information shall be kept in the individual employees
personnel file. Personnel files will not contain information
regarding employee disabilities, such information will be
maintained in the employee's employment file,
No portion of any personnel file shall be duplicated by any
person, other than those authorized by dife.et-we this policy,
without the consent of the employee,
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 2 February 19, 1993
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An employee may place any pertinent information in their
individual personnel file for purposes of explaining or refuting
official records therein. Only employment related infonnation will
be in the employment or personnel files, An employee may
inspect their employment or individual personnel file at any
reasonable time.
All personnel files are a part of the ordinary business records of
the County and are the property of the County.
Article V, Section 13 - revised the second paragraph to read as follows:
4.
If the examination results indicate that the employee is not
capable of continuing to perform the job duties, the County will
attempt to restructure the job to accommodate the employee's
condition in accordance with the requirements of the Americans
with Disabilities Act. If restructuring proves i~s-sffile
unreasonable, the County will attempt to place the employee in
another position which they are capable of performing and for
which they are qualified by education and/or experience.
Failing a reasonable effort to accommodate the employee, such
employee will be placed in layoff status due to lack of work suited
to the employee pursuant to Article IV Section 9 of this manual.
Article V, Section 14 - revised the last sentence to read as follows:
5.
Should uniforms be required for a particular position, they will
normally be provided at County expense to be laundered by
employees except when other laundry arrangements are made by
the County,
Article VII, Section 2 - revised the vacation accrual from:
6.
Vacation accrual shall be as follows:
Y rs. of Cont. Svc.
Monthly
Vacation Accrued
1-3
4-5
6-10
11-15
16+
5/6 day
1 day
1 1/4 days
1 1/3 days
1 2/3 days
Total Vacation
Days/Year
10
12
15
16
20
To read as follows:
Vacation accrual shall be as follows:
Rate of Vacation Accrual per
¥rs. of Cont. Svc. Straight Time Hour of Compensation
1-3
4-5
6-10
11-15
16+
0.0385 hours
0.0462 hours
0,0577 hours
0.0615 hours
0,0770 hours
Total Vacation
HoursjYear
80.0 hours
96,0 hours
120.0 hours
128.0 hours
160.0 hours
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 3 February 19, 1993
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Paragraph 6 under Section 2 has been changed to read as follows:
Carryover of accumulated vacation time shall not exceed teR--days-{-lO-) eighty
(80) hours at the beginning of any calendar year. Any vacation earned that
exceeds this maximum accumulation allowable shall be forfeited, however,
employees denied vacation requests due to office workload shall be paid for
vacation days in excess of the teR-(-lQ-}-day eighty (80) hour day limitation.
7.
Article VII, Section 3 - first, fifth, and seventh paragraphs revised to read as follows:
Paragraph 1: Regular and qualified regular part-time
employees shall accrue sick leave at the rate of e4ght--f8-) 0.0461
hours (or pro-rata equivalent) for each full mend] straight time
compensable hour of service beginning with the date of
employment to a maximum of two-lffinElr-ed-ÎÐf.t-y-(;M.O)-days.. one
thousand nine hundred and twenty hours (1920),
Paragraph 5: Unrepresented employees shall be paid one (1)
days.' hour of pay (OF-p-Fe-Tata-equwakmt-) at their regular rate of
pay for each four (4) hours of accrued sick leave at the time of
termination of employment if termination is for employee death,
disability or retirement. Represented employees should refer to
their labor agreement.
Paragraph 7, first sentence: An employee promoted to fill a
vacancy created by a regular employee on disability leave
(including but not limited to maternity leave previously
authorized in writing) shall hold such position subject to the
return of the disabled employee for up to one (1) year.
8.
Article VII, Section 4 - a sentence has been added to the end of bereavement leave:
For purposes of this section a day is the nomwl week by straight
time hours worked by an employee divided by five (5) resulting in
the compensable hour in any twenty-four (24) hour period.
9.
Article VIII, Section 1, Number 5 - revised to read as follows:
Bringing alcohol, narcotics or other controlled substances onto
County property or into County vehicles; the use of alcohol,
narcotics or other controlled substances on County property or
in County vehicles; reporting to work or being under the
influence of alcohol, narcotics or other controlled substances
while on working time, or while on County property or in
County vehicles (except when such position is pursuant to the
employees employment duties).
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 4 February 19, 1993
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10.
11.
14.
Article X Part I, Section 2, Selection Process, Number 3 - revised to read as follows:
Selection will be based upon the possession of the required skills
and qualifications outlined in the job description approved by
the Board of County Commissioners at the time it authorizes a
position or filling of a vacancy and the Elected Officials or
Department Heads evaluation of those skills as well as
interpersonal skills. The candidate that is judged to be the best
overall match to the County's need will be selected.
Article X Part II, Procedures - revised the first paragraph and number 16 as follows:
First Paragraph: The following procedure is to be used when an
employee or citizen believes that he/she is experiencing racial or
sexual harassment of any kind:
12.
Number 16: Should make follow-up inquiries to ensure the
harassment has not resumed and the victim and witnesses have
not suffered any retaliation. Maintains permanent file of
incident and actions taken. Develops training as required,
Article XIII, Part I, Section 2 - revised the last sentence to read:
13.
Reference (a) & (b) are available for review by employees in the
office of the Director of Nursing Services of the County Health
and Human Services Department, the County Commissioner's
Office, or at the Sheriffs Office.
Article XIII, Part I - added new Section 4 titled Individual Departments
Responsibility and renumbered the following sections.
Those departments with employees who are category I or II will
develop specific procedures for protecting employees from
potentIal exposure. The procedures developed shall be
consistent with Sections 8 through 12 of this plan. Procedures
should include sufficient detail to provide guidance for
employees in the performance of work assignments. Each
department shall maintain its procedures and provide a copy of
such procedures to be placed in the Master Personnel Manual
maintained in the Office of the Board of County Commissioners,
Each department will designate on that departments job
descriptions the exposure classification of each job. See Part III
for descriptions of classifications,
Article XIII, Part I, Section 6 - Exposure Determination has been revised as follows:
Reference (a) & (b) requires the Exposure Control Plan to list
job classifications in which occupational exposure occurs. It
further requires a list of all tasks and procedures or groups of
closely related tasks and procedures that are performed which
may result in occupational exposure, Exposure determination is
contained in a+æe.fl:tIleÐt-.ß-to--t-hfs--¡:>l-afl-. the Exposure Control
Procedures of the affected departments in the Master Personnel
M anaual.
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 5 February 19, 1993
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1.
Exposure to the following materials have been recognized by
the Center for Disease Control (CDC) as potentially
infectious and directly linked to the transmission of
Hepatitis Band/or HIV infection:
Blood
Semen
Cerebral Spinal Fluid
Pleural Fluid
Pericardial Fluid
Concentrated HIVor HBV
Blood Products
Vaginal Secretions
Synovial (joint) Fluid
Peritioneal Fluid
Amniotic Fluid
Saliva in Dental
Settings
Jefferson County, the employer, via Department Heads,
shall designate as "Category I" all service providers who, in
the course of their duties, are routinely directly exposed to
blood or other potentially infectious material (PIMs). All
service providers whose jobs entail only the possibility of
such exposure shall be designated as "Category II" service
providers, All County service providers not specifically
assigned to Category I or II are designated "Category III"
service providers.
2.
4.
The Employer has assigned the following job positions to
the proper category in the department procedures and on
the Summary Job Description.
The category designation may be reviewed and revised from
time to time by each department and adopted into the
department
3,
14.
Article XIII, Part I, Section 13 - Hepatitis B Vaccination and Post-exposure
Evaluation has been revised as follows:
Hepatitis B Vaccination - number 4: If an Jefferson County
employee declines to accept the vaccination when offered,
he/she shall sign the statement contained in Part III - A.
Employees accepting vaccination will complete and sign a
statement contained in Part III-B.
15,
Article XIII, Part II, Definitions - the following definitions have been changed as
follows:
EMPLOYEE/EMPLOYEES - All employees and volunteers
working in Class I or Class II.
SERVICE PROVIDER - All employees, volunteers, or other
persons working in the service of Jefferson County with the
expressed permission of an Jefferson County Department Head or
Elected Official and assigned to Class I or Class II exposure
category.
16,
Add new Article XIII, Part III, Band C. See Attached Forms,
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 6 February 19, 1993
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TECHNI CAL AMENDMENTS
FEBRUARY 1993
The deleted language is strue-k-fWef and the new language is in italics.
1.
A new page shall be inserted as follows:
Each Elected Official of Jefferson County hereby adopts this personnel policy for the
administration of personnel matter within their respective offices.
JEFFERSON COUNTY ELECTED OFFICIALS
Jack Westennan 111, Assessor
Mary Gaboury, Auditor
Maryanne Walters, Clerk Superior Court
10m Magan, District Court Judge
William Howard, Superior Court Judge
Mel Mefford, Sheriff
Mark Huth, Prosecutor
1la Mikkelsen, 1'reasurer
2.
Introduction, Jefferson County's Form of Government and throughout the entire
Policy the titles of Commissioner, Assessor, Auditor, Superior and District Court
Judge, Superior Court Clerk, Prosecuting Attorney, Sheriff, and Treasurer are to be
capitalized.
Article I, Section 6 - revised to read as follows:
3.
The Clerk of the Board shall ensure that an official employment
record is maintained for each employee. The Elected Official or
Department Head is responsible for individual employee
personnel files, Personnel and employment records shall only
be available to the employee, County employees with a direct
employment related need for access, and the employee's
Department Head, The employment record shall show the
employee's name, position and department to which assigned
and shall include the job description, documents indicating
employment status, performance evaluations, and training
received. Documentation of employee performance including
written disciplinary actions, written commendations, and other
pertinent information shall be kept in the individual employees
personnel file. Personnel files will not contain information
regarding employee disabilities, such information will be
maintained in the employee's employment file,
No portion of any personnel file shall be duplicated by any
person, other than those authorized by direei'we this policy,
without the consent of the employee.
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 2 March 17, 1993
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An employee may place any pertinent information in their
individual personnel file for purposes of explaining or refuting
official records therein. Only employment related infonnation will
be in the employment or personnel files. An employee may
inspect their employment or individual personnel file at any
reasonable time.
4.
All personnel files are a part of the ordinary business records of
the County and are the property of the County.
Article III, Section 4, Paragraph 5 has been revised as follows:
5,
Notice of the results of the hiring process will be forwarded to
all final candidates for the job b-y-the--Gler-k-oF-tbe-&a-FEÎ hiring
department who shall coordinate the appointment of employees
to County service.
Artivle IV, Section 4 - revised paragraph 4 and added a new paragraph 5,
During their initial trial period, employees have no seniority
status, At the end of the trial period, seniority will be credited
from the date of most recent appointment. Seniority is not
accrued by casual, temporary, non reglar, or emergency e-F-par{
time employees.
Regular part-time employees shall accrue seniority after two (2)
years of consecutive regular part-time employment on the basis of
full-time equivalency. One (1) year of seniority shall be accrued for
every one thousand eight hundred twenty (1,820) pa/1-time hours
worked.
6,
Article V, Section 2 - added the following paragraph regarding FLSA:
FLSA Exempt. County employees who are FLSA exempt are
expected to maintain an attendance pattern that ensures
accomplishment of assigned tasks, exhibits leadership through good
example, and accommodates the employees off the job needs
during slack periods. FLSA exempt employees will not record
absences from work of less than four (4) hours.
7,
Article V, Section 13 - revised the second paragraph to read as follows:
If the examination results indicate that the employee is not
capable of continuing to perform the job duties, the County will
attempt to restructure the job to accommodate the employee's
condition in accordance with the requirements of the Americans
with Disabilities Act. If restructuring proves i~s-silile
unreasonable, the County will attempt to place the employee in
another position which they are capable of performing and for
which they are qualified by education and/or experience,
Failing a reasonable effort to accommodate the employee, such
employee will be placed in layoff status due to lack of work suited
to the employee pursuant to Article IV Section 9 of this manual,
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 3 March 17, 1993
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8.
Article V, Section 14 - revised the last sentence to read as follows:
Should uniforms be required for a particular position, they will
normally be provided at County expense to be laundered by
employees except when other laundry arrangements are made by
the County.
9,
Article VI, Section 2, Paragrah 3 revised as follows:
Employees shall be paid monthly no later than the fifth (5th)
working day of the following month, and shall receive an
accounting of that month's earnings. Employees may receive an
advance (a draw) upon their monthly wages once each month
with - ffle - aw m v-al-of - f fle - &ep ar-t-æ ~:at- -H ~a d - m - El e€ t e4 .Q Hid £11.
Advances shall be paid on the twentieth (20th) day of the month
following the request.
10.
Article VII, Section 1, the first sentence has been revised as follows:
Qualified regular employees shall be entitled to the paid
holidays specified by f~sulffi.ien--pa5-seè---l3y the Board of
Commissioners.
11.
Article VII, Section 2 - revised the vacation accrual from:
Vacation accrual shall be as follows:
Y rs. of Cant. Svc.
Monthly
Vacation Accrued
Total Vacation
Days/Year
10
12
15
16
20
1-3
4-5
6-10
11-15
16+
5/6 day
1 day
1 1/4 days
1 1/3 days
1 2/3 days
To read as fol1ows:
Vacation accmal shall be as follows:
Years of Continued
Service (See A/tide
VI, Section 4)
Rate of Vacation Accmal Maximum
per Straight Time Vacation Days
Hour of Compensation Eal7led
Maximum Days
Of Vacation
Absence
1-3
4-5
6-10
11-15
16+
0,0385 hours
0.0462 hours
0.0577 hours
0.0615 hours
0.0770 hours
80,0 Hours
96.0 Hours
120.0 Hours
128.0 Hours
160.0 Hours
10 days
12 days
15 days
16 days
20 days
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 4 March 17, 1993
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12,
Article VII, Section 3 - first, new second paragraph, sixth, and eighth paragraphs
revised to read as follows:
Paragraph 1: Regular employees aRd-EI-{:Htlffied-regHf.ar-vai"-t-t-ime
emvleye-es shall accrue sick leave at the rate of efgbt--f8-) 0.0462
hours (or pro-rata equivalent) for each full menth straight time
compensable hour of service beginning with the date of
employment to a maximum of two-m.màr-ed-furty-E240)-àays-. one
thousand nine hundred and twenty hours (1920).
New Paragraph 2: Regular part-time employees shall accrue sick
leave at the rate of 0.0462 hours for each full straight time
compensable hour of selVice after two (2) consecutive years of
employment pursuant to Article IV Section 1.2.
Paragraph 6: Unrepresented employees shall be paid one (1)
days.' hour of pay (or-VF&-rata-equwakmt) at their regular rate of
pay for each four (4) hours of accrued sick leave at the time of
termination of employment if termination is for employee death,
disability or retirement. Represented employees should refer to
their labor agreement.
Paragraph 8, first sentence: An employee promoted to fill a
vacancy created by a regular employee on disability leave
(including but not limited to maternity leave previously
authorized in writing) shall hold such position subject to the
return of the disabled employee for up to one (1) year.
Article VII, Section 4 - a sentence has been added to the end of bereavement leave:
13.
For purposes of this section a day is the normal weekly straight
time hours divided by five (5) resulting in the number of
compensable hours in anyone twenty-four (24) hour period.
Article VII, Section 4 - a new paragraph has been added regarding family leave,
14.
Familv and Medical Leave. Leave for family and medical
purposes shall be granted for up to twelve (12) weeks, Said leave is
available to employees to care for a child (by birth or adoption),
spouse or parent, or for a serious personal illness. Employees
requesting family or medical leave shall submit their request in
writing to the Board of County Commissioners at least thirty (30)
days prior to the leave, except in cases of emergency. Requests are
to be submitted to the Elected Official or Department Head.
Requests shall include a doctors or other health care providers
documentation of the medical reason for the leave and the
expected duration. The Elected Official or Department Head shall,
if they approve the request, folWard the leave request to the Board
of Commissioners for approval. Family and medical leave will be
granted after the employee has exhausted all available paid time off
that is available (vacation, personal, sick, and compensatory time),
Any available paid leave and/or compensatory time shall be
included at the beginning of the twelve (12) week total (i.e. twelve
[12J week request, employee has two [2J weeks vacation and three
[3 J weeks sick leave, therefor family and medical leave authorized
is seven [7J weeks). Family and medical leave is unpaid time,
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 5 March 17, 1993
,1 () i .'.lic ,::.:32
16,
17,
18.
19.
therefore the employee shall not accrue any employee benefits
during the leave period, except the County shall maintain the
employee's health insurance benefits during the period of leave
provided the employees medical leave hours are sufficient to
establish eligibility for the month in question. Upon completion of
the family and medical leave the employee shall be reinstated to
his/her previous position or one that is generally equivalent in
content and compensation.
15.
Article VII, Section 5 - second paragraph has been changes as follows:
Insurance. Employees who are absent from work on unpaid
leave due to injuries or illnesses may retain their insurance
coverage for six months on a self pay basis or as otherwise
provided by COBRA, Em¡:>løyeæ-wh&-Fæign-wm-fðt-ain-tbek
HI:&Hf-an€ ð -€&Y ð Fag e- .f.er - t be- -ea.l ð 00 a-F -me n t- &.f ø Uewffi g -t-h-e -æ t e- -ef
teræinatiøn. Any optional or employee-paid premiums will
remain the responsibility of the employee,
Article VII, Section 6 - the first sentence has been changed as follows:
Eligible A'¡'¡--~-oonty employees may are---eligffilð--f&F--plaR
participate var-ti-eÍi3ftt-ieÐ. in the insurance plan in accordance with
the provisions of the plan as published from time to time in the
plan book.
Article VIII, Section 1, Number 5 - revised to read as follows:
Bringing alcohol, narcotics or other controlled substances onto
County property or into County vehicles; the use of alcohol,
narcotics or other controlled substances on County property or
in County vehicles; reporting to work or being under the
influence of alcohol, narcotics or other controlled substances
while on working time, or while on County property or in
County vehicles (except when such position is pursuant to the
employees employment duties).
Article VIII, Section 3 - has been revised as follows:
The occurrence of any &f-t-ae action as &f-a-tY:J3e set forth above
in Section 1 Rules of Conduct nen--ex-effi5i-ve--lts+-i-H--tfl-e-gener-ai
ruæ-s--ef-€&ooU€t--5e£-tiøn is deemed a sufficient justification for
the imposition of the disciplinary procedures set forth in this
section. The County may skip steps in this sequence whenever,
in its judgment, circumstances require an abbreviated
disciplinary procedure.
Article IX, Section 3 - the first paragraph has been revised as follows:
Use of Telephones, In order to avoid telephone congestion,
employees should avoid using County telephones for personal
calls, No employee will make personal long distance calls from
County telephones. Emergency long distance calls, if necessary,
should be charged to the employees home phone number or
employee credit card.
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 6 March 17, 1993
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20.
Article X Part I, Section 2, Selection Process, Number 3 - revised to read as follows:
Selection will be based upon the possession of the required skills
and qualifications outlined in the job description approved by
the Board of County Commissioners at the time it authorizes a
position or filling of a vacancy and the Elected Officials or
Department Heads evaluation of those skills as well as
interpersonal skills, The candidate that is judged to be the best
overall match to the County's need will be selected,
21.
Article X Part II, Procedures - revised the first paragraph and number 16 as follows:
First Paragraph: The following procedure is to be used when an
employee or citizen believes that he/she is experiencing racial or
sexual harassment of any kind:
Number 16: Should make follow-up inquiries to ensure the
harassment has not resumed and the victim and witnesses have
not suffered any retaliation. Maintains permanent file of
incident and actions taken. Develops training as required,
Article XIII, Part I, Section 2 - revised the last sentence to read:
22.
23,
Reference (a) & (b) are available for review by employees in the
office of the Director of Nursing Services of the County Health
and Human SeIVices Department, the County Commissioner's
Office, or at the Sheriffs Office,
Article XIII, Part I - added new Section 4 titled Individual Departments
Responsibility and renumbered the following sections,
Those departments with employees who are category I or II will
develop specific procedures for protecting employees from
potential exposure. The procedures developed shall be
consistent with Sections 8 through 12 of this plan, Procedures
should include sufficient detail to provide guidance for
employees in the performance of work assignments. Each
department shall maintain its procedures and provide a copy of
such procedures to be placed in the Master Personnel Manual
maintained in the Office of the Board of County Commissioners,
Each department will designate on that departments job
descriptions the exposure classification of each job. See Part III
for descriptions of classifications.
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 7 March 17, 1993
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24.
Article XIII, Part I, Section 6 - Exposure Determination has been revised as follows:
Reference (a) & (b) requires the Exposure Control Plan to list
job classifications in which occupational exposure occurs. It
further requires a list of all tasks and procedures or groups of
closely related tasks and procedures that are performed which
may result in occupational exposure, Exposure determination is
contained in aHae.£ffi€fit-~-to-{.£is--pl-a&. the Exposure Control
Procedures of the affected depanments in the Master Personnel
M anaual.
1.
Exposure to the following materials have been recognized by
the Center for Disease Control (CDC) as potentially
infectious and directly linked to the transmission of
Hepatitis Band/or HIV infection:
2.
Blood Products
Vaginal Secretions
Synovial (joint) Fluid
Peritioneal Fluid
Amniotic Fluid
Saliva in Dental
Settings
Jefferson County, the employer, via Depanment Heads,
shall designate as "Category 1" all service providers who, in
the course of their duties, are routinely directly exposed to
blood or other potentially infectious material (PIMs) , All
service providers whose jobs entail only the possibility of
such exposure shall be designated as "Category II" service
providers, All County service providers not specifically
assigned to Category I or II are designated "Category III"
service providers,
Blood
Semen
Cerebral Spinal Fluid
Pleural Fluid
Pericardial Fluid
Concentrated HIVor HBV
3.
4.
The Employer has assigned the following job positions to
the proper category in the depanment procedures and on
the Summary Job Description.
The category designation may be reviewed and revised from
time to time by each depanment and adopted into the
depanment
25.
Article XIII, Part I, Section 13 - Hepatitis B Vaccination and Post-exposure
Evaluation has been revised as follows:
Hepatitis B Vaccination - number 4: If an Jefferson County
employee declines to accept the vaccination when offered,
he/she shall sign the statement contained in Pan III-A.
Employees accepting vaccination will complete and sign a
statement contained in Pan III-B.
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 8 March 17, 1993
1.0
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26.
27.
Article XIII, Part II, Definitions - the following definitions have been changed as
follows:
EMPLOYEE/EMPLOYEES - All employees and volunteers
working in Class I or Class II.
SERVICE PROVIDER - All employees, volunteers, or other
persons working in the service of Jefferson County with the
expressed permission of an Jefferson County Department Head or
Elected Official and assigned to Class I or Class II exposure
category.
Add new Article XIII, Part III, Band C. See Attached Forms,
Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 9 March 17, 1993
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,A. V " (- "
Jefferson County
Personnel
Man ual
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JEFFERSON COUNTY PERSONNEL POLICIES MANUAL
Table of Contents
Technical Amendments Resolution
Resolution
Elected Officials Signature Page
Introduction
Jefferson County's Form of Government
Employees as Public Servants
Jefferson County Mission
Jefferson County Organization
1
2
3
4
4
4
4
4
Article I . Program Administration
Section 1 - Purpose
Section 2 - Scope
Section 3 ... Authority
Section 4 - Equal Opportunity
Section 5 - Confidentiality
Section 6 - Employment/Personnel Records
Section 7 ... Revisions
Section 8 - Management Rights
5
5
5
5
7
7
7
7
7
Article II . Classification Plan
Section 1 ... Purpose
Section 2 - Analysis
Section 3- Reclassification
9
9
9
10
Article III . Recruitment and Selection
Section 1 - Job Announcement
Section 2 ... Application
Section 3 - Eligibility
Section 4 - Selection
11
11
11
11
12
Article IV ... Employee Status
Section 1 - Appointment
Types of Appointment
Section 2 ... Orientation
Section 3 - Classes of Appointment
Trial Appointment
Regular Appointment
Temporary Appointment
Provisional Appointment
Emergency Appointment
Section 4 - Seniority
Section 5 - Trial Period
Section 6 - Performance Evaluation
Section 7 - Promotion
Section 8 - Transfer
Section 9 ... Layoff
Section 10 - Reclassification
Section 11 - Resignation/Exit Interview
13
13
13
13
14
14
14
14
14
14
14
14
15
15
15
15
16
16
. ,
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Personnel Policies Table of Contents - Jefferson County
page: ¡March 12, 1993
Article V . General Rules
Section 1 - Attendance
Work Week and Work Day
Hours of Work
Work Breaks
Section 2 - Time Reporting
Section 3 - Nepotism Policy
Section 4 - Outside Employment
Section 5 - Safety
Section 6 - Political Activities
Section 7 - Gifts and Gratuities
Section 8 - Administrative Directives
Section 9 - Department Rules
Section 10 - Suggestions
Section 11 - Smoking
Section 12 - Emergency Closures
Section 13 - Health Fitness
Section 14 - Personal Appearance and Dress
Section 15 - Conflicts of Interest
17
17
17
17
17
17
18
18
18
19
19
19
19
19
19
20
20
20
21
Article VI . Compensation Plan
Section 1 - Salary Administration
Section 2 - Pay Administration
Salary Adjustments
Compensation for an Appointee
Section 3 - Demotion
Section 4 - Overtime
Section 5 - FLSA Exempt Personnel
Section 6 - Related Travel Allowance and Other Business Expense
22
22
22
22
22
22
23
23
23
Article VII - Fringe Benefits
Section 1 - Holidays
Section 2 - Vacation
Section 3 - Sick Leave
Section 4 - Leave of Absence
Breavement Leave
Family and Medical Leave
Jury Duty
Military Leave
Personal Leave Without Pay
Section 5 - Disability
On-the-Job Disability
Compensation
Insurance
Off-the-Job Disability
Compensation
Sick Leave Without Pay
Section 6 - Insurance
Extended Health Benefits
Section 7 - Retirement
24
24
24
26
27
27
27
27
27
27
28
28
28
28
28
28
28
28
28
29
Personnel Policies Table of Contents - Jefferson County
page: ii March 12, 1993
tí
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Section 8 - Job Related Education/Training
Job Related Training
Job Related Education - Education Incentive
Payback of Reimbursement
Section 9 - Membership in Professional and Technical Societies
Section 10 - Professional and Technical Registration
29
29
29
30
30
30
Article VIII . Standards of Conduct and Discipline
Section 1 - Rules of Conduct
Immediate Discharge
Section 2 - Other Disciplinary Actions
Section 3 - Discipline
Section 4 - Oral Warning
Section 5 - Written Warning
Section 6 - Suspension/Final Warning
Section 7 - Discharge
Pre-Discharge Meeting
Discharge Committee
31
31
31
32
33
33
34
34
35
35
35
Article IX . Miscellaneous
Section 1 - Bulletin Boards
Section 2 - Employee Parking
Section 3 - Use of Telephone and Equipment
Use of Telephones
Personal Equipment
36
36
36
36
36
36
Article X Part I . Equal Opportunity
Affirmative Action Statement
Equal Employment
Statement Of Policy
Assignment of Responsibility
Section 1 - Objectives
Section 2 - Employment Process
Recruitment
Selection Process
Training
Section 3 - Equal Opportunity Grievance Procedure
Section 4 - Evaluations
Section 5 - Individual Acts
37
37
37
37
37
38
38
38
38
38
39
39
39
Article X Part II - Sexual Ol' Racial Harassment Policy
Section 1- Definitions
Sexual or Racial Harassment
Section 2- Sexual or racial Harassment Examples
Examples of Sexual or Racial Harassment
Procedures
40
40
40
40
40
41
Article XI . Whistle Blower Protection and Procedure
43
Personnel Policies Table of Contents - Jefferson County
page: iii March 12, 1993
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Article XII . Alcohol and Drug Free Workplace
Policy
Employee Responsibility
Report of Alcohol or Drug Conviction
Follow up to Conviction
Employee Education
Employee Assistance
Prescription Drugs
Confidentiality
44
44
44
44
44
44
44
44
44
Article XIII Part I - Bloodborne Pathogens
Exposure Control Plan
Section 1 - Purpose
Section 2 - Background
Section 3 - Applicability and Scope
Section 4 - Individual Department Responsibility
Section 5 - Definitions
Section 6 - Exposure Determination
Section 7 - Schedule
Section 8 - Methods of Compliance
Section 9 - Personal Protective Equipment (PPE)
Section 10 - Housekeeping
Section 11 - Infectious Waste
Segregating and Packaging of Infectious Waste
Storing Infectious Waste
Disposal of Infectious Waste
Section 12 - Laundry Practices
Section 13 - Hepatitis B Vaccination and Post-exposure Evaluation
Section 14 - Communication of Hazards to Employees
Section 15 - Training and Education of Employees
Training Records
Section 16 - Medical Record Keeping
45
45
45
45
45
46
46
46
46
47
48
50
50
50
51
51
51
51
53
54
55
55
Article XIII Part II - Bloodborne Pathogens
Definitions
56
56
Article XIII Part III A - Bloodborne Pathogens
Hepatitis B Vaccine Declination
58
58
Article XIII Part III B - Bloodbol'De Pathogens
Hepatitis B Vaccine Acceptance
59
59
Article XIII Part III C - BIoodborne Pathogens
Employee Exposure Form
60
60
Article XIV - Travel and TranspOl.tation Procedures
Section 1 - Control of Travel
Section 2 - Applicability of Procedures
Section 3 - Direct Payment of Vendors Supplying Subsistence or Lodging
Commercial Travel - Advance Bookings
Section 4 - Basis for Reimbursement
Section 5 - Reimbursable Meal Expenses
Section 6 - Per Diem Allowance in Lieu of Actual Expenses
61
610
61
62
62
62
62
63
Pcrsonncl Policics Tablc of Contcnts - Jcffcrson County
pagc: iv March 12, 1993
d f - ;~Jj-
Section 7 - Special Allowances for Higher than Usual Subsistence and
Lodging Cost Locations
High Cost Locations
Section 8 - Forms Used for Travel
Travel Request Form
Travel Expense Claim
Section 9 - Travel Expense Advances
Purpose of Travel Expense Advances
How to Obtain Travel Advances
Accounting for Travel Advances
Limitation of Use of Travel Expense Monies
Section 10 - Travel Expense Claims
Submitting Travel Expense Claims
Receipts and Information Required in Support of Travel
Expense Claims
Reimbursable Transportation Expenses
Reimbursement for Use of Privately-Owed Motor Vehicles
Miscellaneous Travel Expenses
Non-Reimbursable Expenses
Section 11 - Use of Motor Vehicles
Privately-Owned Motor Vehicles
General Requirements
Motor Vehicle Operator's License
Report of Accidents
County-Owned Motor Vehicles
General Requirements
Motor Vehicle Operator's License
Report of Accidents
63
63
64
64
64
64
64
64
64
65
65
65
65
65
65
65
66
66
67
67
67
67
67
67
67
67
67
Index
68
Personnel Policies Table of Contents - Jefferson County
page: v March 12. 1993
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TECHNI CAL AMENDMENTS
to
THE JEFFERSON COUN1Y
PERSONNEL MANUAL
In the Matter of Amendments 1 RESOLUTION NO, 20
to the Personnel Manual for
all County employees
.93
WHEREAS, the Board of Commissioners of Jefferson County are interested in
personnel rules, regulations and policies that facilitate efficient service to the public and to
provide a personnel management system within the County that deals with all employees of
the various departments in an equitable and uniform manner; and
WHEREAS, the Board of Commissioner adopted a personnel Manual with
Resolution 133-92; and
WHEREAS, it is in the interest of County employees and the County to adopt
certain Technical Amendments to the Personnel Manual.
\ (
NOW, THEREFORE, BE IT RESOLVED, by the Board of Commissioners of
Jefferson County, that the the Amendments to the Personnel Manual, be adopted as set
forth in the attached list of Amendments for use by Jefferson County,
BE IT FURTHER RESOLVED, that the Personnel Manual shall be rewritten to
incorporate those Amendments.
ylcl
APPROVED this ¿2 ~ - day of
. SEAL:
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Technical Amendments to the Jefferson County Personnel Policies Manual
Page: 1 February 19, 1993
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JEFFERSON COUNTY
STATE OF WASHINGTON
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In the Matter of Adoption
of a Personnel Manual for
all Jefferson County Employees
}
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RESOLUTION NO. ~
WHEREAS, the Board of Commissioners of Jefferson County are
interested in personnel rules, regulations and policies that facilitate efficient
service to the public and to provide a personnel management system within
the County that deals with all employees of the various departments in an
equitable and uniform manner; and
WHEREAS, the concept of equal opportunity employment is a
necessary and beneficial element of hiring, evaluation, and removal from a
job; and
WHEREAS, no personnel action shall be negatively influenced
because of race, religion, sex, creed, national original, age, marital status or
disability, unless based upon a bona fide occupational qualification.
{
NOW THEREFORE BE IT RESOLVED, by the Board of
Commissioners of Jefferson County, that the Personnel Manual, including
the Equal Opportunity/Affirmative Action Policy, Sexual or Racial
Harassment Policy, Whistle Blower Protection and Procedures Policy, Alcohol
and Drug Free Work Place Policy, Bloodborne Pathogen Exposure Control
Plan and Travel and Transportation Procedures, be adopted for use by
Jefferson County.
BE IT FURTHER RESOLVED, for the purposes of this
Personnel Manual, the Human Resources Manager (HRM) is the Director of
Community Services.
BE IT FINALLY RESOLVED, that this Resolution repeals and
replaces Resolution No. 74-88 (Personnel Policy) and Resolution No. 52-76
(Equal Employment Opportunity Policy Statement).
APPROVED AND SIGNED this 3ð ~day of_Ð~,
1992.
SEAL:
JEFFERSON COUN'IY
BOARD F COMMISSIONERS
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ATTEST:
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Lorna L. Delaney, Œ
Clerk of the Board
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Personnel Policies Manual - Jefferson County
Page: 2 March 12, 1993
Each Elected Official of Jefferson County hereby adopts this personnel policy for the ad-
ministration of personnel matter within their respective offices.
JEFFERSON COUNTY ELECfED OFFICIALS
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Marianne Walters, Clerk Superior Court
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Mark lIuth, Prosecutor
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lIa Mik1felsen, T easurer
Personnel Policies Manual - Jefferson County
Page: 3 Revised: July 23, 1993
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INTRODUCTION
JEFFERSON COUNTY'S FORM OF GOVERNMENT
Jefferson County, a political subdivision of the State of Washington, with three Commissioners who act in an
administrative, legislative and quasi judicial capacity in accordance with law. The Commissioners are elected by
district to serve in four-year terms. The Assessor, Auditor, Superior and District Court Judge, Superior Court
Clerk, Prosecuting Attorney, Sheriff and Treasurer are also elected positions within the County.
The County Commissioners and Elected Officials are responsible for working together to provide the overall
administration of the County's operations and budget. The County Commissioners are the legislative branch of
County government. Elected Officials and appointed Department Heads are directly responsible for the day to
day operation of their departments, Thus, our chain of command runs from the Elected Officials, to appointed
Department Head or supervisors, to non-supervisory personnel.
EMPLOYEES AS PUBLIC SERVANTS
As employees of Jefferson County, we must always bear in mind our role as public servants. Unlike private
businesses, governments are owned, financed, and controlled by the people. This means that the citizens of J ef-
ferson County are ultimately our employers, Therefore, although we are directly accountable to our supervisor,
Department Head, Elected Official, etc" it must always be remembered that we are responsible to the general
public, as well. Hence, it is imperative that we always be helpful and courteous in the course of our everyday
dealings with the public.
JEFFERSON COUNTY MISSION
Our mission is to provide quality government services for the public in an organized, courteous, responsible
manner through teamwork and the efficient management of resources. These services are intended to maintain
and enhance the quality of life in Jefferson County, Washington.
JEFFERSON COUNTY ORGANIZATION
Each Elected Official or Department Head shall organize the activities of their respective office is such a man-
ner as to efficiently utilize the public resources to accomplish the departments objectives and mission as deter-
mined by the appropriate Elected Official or by law. Each department shall maintain an organization chart
delineating staffing and reporting relationship,
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Personnel Policies Manual - Jefferson County
Page: 4 March 12, 1993
JEFFERSON COUNTY PERSONNEL MANUAL
ARTICLE I
PROGRAM ADMINISTRATION
Section 1 .. Purpose
The purpose of these rules, regulations and policies is to facilitate efficient service to the public and to provide a
personnel management system within the County that deals with all employees of the various departments in an
equitable and uniform manner.
It is the intent of these rules to recognize that the County shall employ the most qualified persons available.
The tenure of every employee shall depend upon the need for work performed, availability of funds, effective
performance and good conduct. Each employee shall be expected to perform at his optimum level to provide
competent, efficient, and courteous service to the public,
None of these provisions shall be deemed to create a vested contractual right in any employee or to limit the
power of the County to repeal or modify these rules. The policies are not to be interpreted as promises of
specific treatment.
Section 2 -- Scone
This Personnel Manual sets forth the minimum standards of performance and conduct for all employees in
County service. Each Elected Official or Department Head may also develop standard operating procedures
for their department, as set forth below in ARTICLE V, Section 9, which will appear at the Departmental Pro-
cedures tab in this manual. Elected Officials and Department Heads shall have the responsibility of informing
employees of such procedures and of seeing that they are carried out uniformly and fairly. Any departmental
standard operating procedures must be consistent with the policies in this manual.
For convenience throughout this manual, masculine gender or female gender may be used when both masculine
and feminine are necessary. All pronouns shall be considered neutral and shall therefore refer to both male
and female employees equally,
Section 3 -. Authority
The Commissioners may delegate responsibility and authority for daily administration of personnel matters as
follows:
1.
Elected Officials and Department Heads are responsible for the following type of mat-
ters for employees within their assigned departments:
A.
Employee selection pursuant to the selection process;
B.
Performance evaluation;
c.
Retention of individual employee personnel file which includes:
employee evaluations, written employee communications, letters of
support, documentation of disciplinary actions;
D,
Initiate personnel actions;
Personnel Policies Manual - Jefferson County
Page: 5 March 12, 1993
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2.
3.
E.
Training and professional development;
F.
Retention; and
G.
Discipline.
The Clerk of the Board shall be responsible for insuring that the following type of ac-
tivities are properly administered by the County:
A.
The process of recruitment;
B.
Affirmative Action Plan reporting;
c.
Retention of employment records which includes: initial hiring docu-
ments, job description for employees position, employee evaluations,
cross departmental training; and
Human Resource Manager (HRM) is responsible for the following activities:
A.
Classification and compensation plan;
B,
Labor relations;
C.
Review, advise, monitor and provide technical assistance for personnel
actions;
D.
Coordination of interdepartmental training programs;
E.
Equal Opportunity Program, Affirmative Action Plan, Age Discrimina-
tion in Employment Act, Americans with Disabilities Act, and such
other employment regulation or program requiring centralized
monitoring or implementation.
Those persons delegated any of the responsibilities contained in this manual shall be accountable for equitable,
efficient and impartial administration of these duties. The Clerk of the Board may utilize the services of other
County employees or consultants in fulfilling the responsibilities for program administration.
In the event of conflict between any provision of this manual and a state or federal statute, ordinance, union or
employment contract and/or any policy of insurance between the County and a provider of insurance, the
statute, ordinance, union agreement, contract, or insurance policy shall prevail.
No provision of this manual purporting to grant any benefit which could result in a financial obligation of the
County shall be effective until such obligation is specifically approved by the Board of Commissioners and/or
implemented by appropriate ordinance or resolution,
Personnel Policies Manual - Jefferson County
Page: 6 March 12, 1993
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Section 4 -- EQual Opportunity
It is the policy of Jefferson County that all persons are entitled to equal employment opportunities, benefits,
and treatment regardless of race, sex, marital status, religion, political affiliation or national origin. The County
shall make a reasonable accommodation as required by law and upon request. Any alleged act or complaint of
discrimination on the part of any County employee shall be reported to the County Equal Opportunity Advisor
for appropriate investigation and action. See Article X for the provisions of the Equal Opportunity Program.
Section 5 -- Confidentiality
Certain portions of the personnel records of the County are public documents and are subject to disclosure un-
der state law. The County will attempt to maintain the confidentiality of personnel records to the extent permis-
sible under state statute and subject to the needs of County staff to use the personnel file in matters directly
relating to employment matters affecting the employee.
Section 6 n Employment/Personnel Records
The Clerk of the Board shall ensure that an official employment record is maintained for each employee. The
Elected Official or Department Head is responsible for individual employee personnel files. Personnel and
employment records shall only be available to the employee, County employees with a direct employment re-
lated need for access, and the employee's Department Head. The employment record shall show the
employee's name, position and department to which assigned and shall include the job description, documents
indicating employment status, performance evaluations, and training received, Documentation of employee per-
formance including written disciplinary actions, written commendations, and other pertinent information shall
be kept in the individual employees personnel file, Personnel files will not contain information regarding
employee disabilities, such information will be maintained in the employee's employment file.
No portion of any personnel file shall be duplicated by any person, other than those authorized by this policy,
without the consent of the employee,
An employee may place any pertinent information in their individual personnel file for purposes of explaining
or refuting official records therein. Only employment related information will be in the employment or person-
nel files. An employee may inspect their employment or individual personnel file at any reasonable time.
All personnel files are a part of the ordinary business records of the County and are the property of the County.
Section 7 n Revisions
This policy may be revised with agreement of affected County Elected Officials and by resolution of the Board
of County Commissioners.
Section 8 -- Mana!!ement Ri!!hts
Nothing in these rules shall be construed as affecting or abrogating the inherent exclusive rights of the County
with respect to matters of general legislative or managerial policy, including but not limited to the following:
1.
The exclusive right to determine the mission of the County's constituent departments,
commissions and boards;
2.
To set standards for public service;
Personnel Policies Manual- Jefferson County
Page: 7 March 12, 1993
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3.
To determine the procedures and standards of selection for employment, promotion
and dismissal;
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4.
To direct and supervise all County employees;
5.
To take disciplinary action;
6.
To relieve employees from duty because of lack of work;
7.
To terminate employees, for just cause;
8.
To maintain the efficiency of governmental operations;
9.
To determine the methods, means and personnel by which government operations are
to be conducted;
10.
To take all necessary actions to carry out the County's mission in emergencies; and
11.
To exercise complete control and discretion over the County's organization and the
technology of performing its work.
-1..
Personnel Policies Manual- Jefferson County
Page: 8 March 12, 1993
ARTICLE II
CLASSIFICATION PLAN
Section 1 -- Purpose
The Classification Plan is to consist of a schematic listing and definition of all positions, excluding Elected Offi-
cials and Department Heads. The purposes of the Classitication Plan include:
1.
Establish qualitication standards for employment eligibility;
2.
Maintain internal and external equity of compensation for similar positions;
3.
Develop standards of work performance;
4.
Establish directions of career advancement;
5.
Provide a means of analyzing organizational relationships of positions;
6.
Assist in determining budget requirements;
7.
Identify individual training needs; and
8.
Provide flexibility in the utilization and assignment of human resources.
Section 2 .- Analysis
The Board of Commissioners shall establish, maintain and revise a Wage Classification system through out the
County. Such system may include a wage classitication plan for a unit of employees adopted pursuant to a col-
lective bargaining agreement, a wage classitication plan adopted by the Board of County Commissioners for a
specific department or unit, and/or a wage classitication plan adopted by the Board of County Commissioners
for a group of first line management and senior management employees, When a new position is created, the
Elected Official or Department Head will prepare a description of duties and responsibilities which will be
analyzed and evaluated by the Board of Commissioners or their delegate for the allocation of the position to the
appropriate grade within an appropriate wage schedule. Purusant to Revised Code of Washington the Board of
Commissioners shall approve any changes in any employees compensation level, whether such change may in-
crease or decrease.
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Personnel Policies Manual - Jefferson County
Page: 9 March 12, 1993
Section 3 n Reclassification
A department head or Elected Official may request a change in classification when the duties of a position have
substantially changed and such changes are adequately documented pursuant to the criteria listed below. The
Board of County Commissioners, or their delegate, shall make a determination based on its position and its
relationship to the organization without regard to the personal characteristics and abilities of the employee hold-
ing the position, After review the Board of County Commissioners shall make a determination as to the ap-
propriate grade or pay level for employees who have been submitted for reclassification. Any change in clas-
sification shall be considered a change in position and the provisions of Article IV section 10 of this manual
shall apply.
Criteria for reclassification: The Board of Commissioners have outlined examples of criteria that will be
evaluated in considering reclassifications. 1) Any documented requirement of an employee to increase their
level of formal education, 2) the requirement to substantially increase ones level of supervision over other
employees, 3) any substantial change in an employees exposure to personal liability as a result of actions taken
in the course of there employment, and 4) such other criteria as is deemed in the County's interest by the Board
of Commissioners.
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Personnel Policies Manual- Jefferson County
Page: 10 March 12, 1993
ARTICLE III
RECRUITMENT AND SELECTION
Section 1 -- .Job Announcement
A job announcement will be made for any vacant position within the County service and will be initiated upon
request of the Department Head or Elected Official to the Clerk of the Board except in the case of Civil Service
positions which will be initiated by the Civil Service Commission, The announcement will include the title and
salary range of the position, the nature of duties performed, a summary of the qualifications required, a time
and place to apply, and the selection process to be used, when appropriate. Job announcements will be dis-
tributed to each department for posting internally for four (4) working days prior to release outside the County.
Job announcements will be posted a minimum of ten (10) working days prior to the closing date, unless other-
wise approved by the Board of Commissioners,
Section 2 -- Ap\Jlication
Employment applications will be available in the Commissioners' office. All persons applying for positions
within the County service will complete an employment application in the form approved by the County Com-
missioners. Except for Civil Service applications, all applications for employement will be returned to the Com-
missioners' Office for collection and will be forwarded, along with other "active" applications with the required
qualifications, to the appropriate Elected Official or Deparment Head. Once the Elected Official or Depart-
ment Head has selected a candidate for appointment all unused applications shall be returned to the Commis-
sioners' Office so that those candidates may be considered for other County positions by the respective Elected
Officials or Department Heads during the upcoming six months. No applications will be accepted by any
County Department directly at the Department and any person desiring to make application will be referred to
the Commissioners' Office.
No applications for employment will be accepted by the Clerk of the Board unless such application is pursuant
to an announcement for a position that has been funded by the Board of County Commissioners. Civil Service
applicants in addition to completing the standard County application form will complete the selection process
approved by the Civil Service Commission,
Section 3 -- Eli!!ibility
All applicants must meet the minimum qualifications described in the position announcement summary job
description for the position at the time of application, Applicants who do not meet the minimum qualifications
will not be considered and such applications will not be considered "active" for further consideration.
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Personnel Policies Manual - Jefferson County
Page: 11 March 12, 1993
Section 4 -- Selection
The selection method will include evaluation of job related knowledge, skills, abilities, experience, education,
training, certification and, when appropriate, aptitude and character. Selection method mayor may not require
formal written or oral examinations. When appropriate, a specific selection process shall be outlined in the job
announcement.
Selection criteria shall be based on the requirement of the classification. Copies of the selection criteria and
process results will be reviewed to insure compliance with applicable law and kept on file with the Clerk of the
Board.
Prior to appointment, but after a "provisional job offer", applicants may be required to submit to a physical ex-
amination, psychological examination, may be required to be fingerprinted, and to submit to other job-related
fitness testing. Deputy sheriffs may also be required to submit to polygraph test in accordance with RCW
49.44.120.
Department Heads or Elected Officials (or designee) will be responsible for candidate screening and employee
selection in accordance with these policies, Persons responsible for screening of candidates will attach a note to
each rejected application stating thereon objective reasons for rejection. Likewise notes of personal interviews
will be made and returned to the Clerk of the Board along with application materials.
Notice of the results of the hiring process will be forwarded to all final candidates for the job by the hiring
department who shall coordinate the appointment of employees to County service.
._"
Personnel Policies Manual - Jefferson County
Page: 12 March 12, 1993
ARTICLE IV
EMPLOYEE STATUS
Section 1 -- Appointment
All appointments are made by the Department Heads or Elected Officials with the concurrence of the Board of
County Commissioners.
Types of Appointment
1.
Full-Time Emvlovee. An employee who regularly works a minimum of thirty-five (35) hours per week.
Employees working a thirty-five (35) hour work week are eligible for one hundred percent (100%) of
the benefits as provided by the County,
2.
FaIt-Time Emplovee. An employee working in a position that is authorized and scheduled to be filled
at a rate of less than 35 hours per week. Employees filling these positions shall receive no benefits
other than those conferred by state or federal statute or a contract of employment or as provided in a
labor agreement; EXCEPT and unless in conflict as conferred above, part time employees shall receive
a pro-rate share of holiday, vacation, and sick leave benefits (see Article VII Fringe Benefits) after com-
pleting two (2) consecutive years of regular part time employment. Time spent as a Clerk Hire, Casual
or Temporary employees shall not be contributing to the calculation of consecutive years of employ-
ment.
3,
Casual El1l/Jlovee, An employee who is hired to work on an intermittent or as-needed basis and mayor
may not be on a predetermined schedule. This position may also be known as "Clerk Hire".
4,
Temporaryl El1wlovee. An employee who works for a fixed period generally not to exceed four (4)
months as set by the Department Head and approved by the Board of Commissioners. Such employee
shall receive no benefits other than those conferred by state or federal statute.
5,
Exemvt Emplovee. An employee who holds an administrative, professional or executive position which
is defined as exempt under the Fair Labor Standards Act.
6,
Non-Exempt Emplovee. An employee who is not employed in an exempt administrative, professional
or executive position as defined by the Fair Labor Standards Act.
7.
Regular Emplovee. An employee who has successfully completed the initial trial employment period.
Regular employees are credited with continuous service retroactive to the date of hire. Regular
employees may be full-time or part-time.
8.
Non-Regular Emplovee. An employee who is not designated as a regular employee.
Section 2 u Orientation
Upon appointment, the HRM shall be responsible to ensure a general orientation of each employee to overall
County issues such as health care plans, etc" is performed, The orientation materials maybe distributed by the
County Auditors Office. The Department Hcad or Elccted Official should be responsible for orientation of
employees to his/her department. Orientation shall include, but is not limited to, organization and services of
the County, work rules, personnel manual and procedures, departmental rules and procedures, completion of
payroll forms, and introduction to other County personnel.
Personnel Policies Manual - Jefferson County
Page: 13 March 12, 1993
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Section 3 -- Classes of Appointment
Trial Appointment. All appointments, including original appointments and appointments made by transfers or
promotions, shall be trial appointments, and employees shall remain in that status until certified to regular
employment as specified in ARTICLE IV, Section 5 of this manual, or discharged.
Re~lllar Appointment. Employees shall receive a regular appointment after 1) successful completion of their
trial period, 2) appointment by the Department Head or an Elected Official, and 3) concurrence of the Board
of Commissioners.
Temporary Appointment, Positions which have a duration of four (4) months or less may be filled by temporary
appointment.
Provisional Appointment. Employees may be appointed temporarily to another position in the County service
pending the selection process to fill such a position, Such appointments shall not exceed four (4) months unless
approved by the Board of Commissioncrs.
Emergency Appointment. Appointments may be made for a limited duration to meet an extraordinary need or
to prevent public injury, as defined by the Board of Commissioners, not to exceed three (3) months.
Section 4 -- Senioritv
Except as may be provided in employment agreements seniority shall be based on this section.
Seniority will be on the basis of continuous employment with the County.
Seniority in the County shall be accumulated beginning with the last date of hire by the County.
During their initial trial period, employees have no seniority status. At the end of the trial period, seniority will
be credited from the date of most recent appointmcnt. Scniority is not accrued by casual, temporary, non
reglar, or emergency employees.
Regular part-time employees shall accrue seniority after two (2) years of consecutive regular part-time employ-
ment on the basis of ful1-time equivalency. One (1) ycar of scniority shall bc accrued for every one thousand
eight hundred twenty (1,820) part-time hours worked,
For task and other assignments, selection shall be based on employee's performance and ability in that classifica-
tion, Where employees exhibit substantially cqual performance and ability, seniority will generally govern the
assignment.
Section 5 -- Trial Period
The trial period is a time during which the County can judge thc performance and potential of new employees,
and the new employees may evaluate the County as an employer. This period is applicable to every employee,
including current employees who are promoted or transferred, It also applies to former County employees who
return after a break in service,
The trial period will be for six continuous calendar months except for Civil Service positions which have a
twelve-month period. In the event extenuating circumstances interrupt the trial period or result in unsatisfac-
tory completion, the Department Head or Elected Officiall11ay extend the trial period for up to six months with
concurrence of the Board of Commissioners.
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Personnel Policies Manual - Jefferson County
Page: 14 March 12, 1993
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Employees may be terminated without notice and without cause du~ing th.e trial period or at its completion.
Employees may also leave their position during this period without pnor notice to the County.
The Department Head or Elected Official shall review the performance of a~l employees at the end of their tr~al
period and shall recommend certification of employees for regular appomtment to the Board of Commis-
sioners. The Board of Commissioners shall certify employees by placing a written personnel status change form
in the employee's employment files. Until such certification has occurred, all employees shall be deemed to be
trial employee, even though the normal trial period may have expired.
Section 6 -- Performance Evaluation
Trial service employees' performance will be evaluated in writing by their supervisor at least once every three
(3) months during the six (6) month trial period. Regular employees' performance will be evaluated in writing
by their supervisor once every twelve (12) months. Performance evaluations will become a part of the
employee's personnel record and will be considered in any future personnel actions. Only current evaluations
will be retained (ie: prior three years), Outdated evaluations will be discarded.
Supervisors will use the performance evaluation process to identify training needs and potential for advance-
ment. If an employee's performance is substandard, the supervisor will inform the employee of the necessary
improvement expected. Employees who fail to meet the required performance level will be terminated from
County service.
Section 7 -- Promotion
A promotion is an appointment of an employee to another classification with a higher salary range. Appoint-
ments to vacant positions may be made by promotion, Upon promotion, an employee will receive a five (5) per-
cent increase of their current wage and then after successful completion of their trial period, they will be placed
in the nearest higher step of the new range. A promoted employee will serve a trial period within the higher
classification, during which time he may be demoted without appeal if determined not qualified for the new posi-
tion.
Section 8 -- Transfer
A vacant position may be filled by transfer of an employee in the same classification from one department to
another or by the appointment of an employee working in a regular part-time capacity in that classification. In-
terdepartmental transfers must be approved by the affected Department Heads or Elected Officials, An
employee may request a transfer to a position within the same classification in another department by placing
such request in writing to the Department Head or Elected Official. Such request will be considered when a
suitable position becomes available. Appointment will be by action of the Department Head or Elected Official
with the concurrence of the Board of Commissioners.
Section 9 -- LavotI
Department Heads or Elected Officials may layoff employees due to changes in the duties of the organization,
lack of work, lack of funds, or for other reasons, Prior to such action, reasonable efforts will be made to place
an employee in another available position within the department or in another department by transfer. When
layoffs are required, a Department Head or Elected Official will base the decision first on the needs of the
department; secondly, on employee performance; and lastly, on seniority, Employees covered by collective bar-
gaining agreements shall utilize the layoff procedures outlined in the current agreement.
Personnel Policies Manual - Jefferson County
Page: 15 March 12, 1993
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Affected employees will be given two (2) weeks' notice of layoff, during which time the employee shall be al-
lowed reasonable time off with pay to pursue other employment. During a six (6) month period following the
layoff, the County shall consider for rehire those persons laid off if a suitable position becomes available and the
former employee has filed a written request for reconsideration, Qualifications and abilities being equal in the
judgment of the recall supervisor, senior persons will be given preference for recall to available work.
Section 10 -. Reclassification
If, based on performance of duties, an employee's position is changed in accordance with ARTICLE II, Section
3 of this manual, the employee shall be considered to be reclassified. The employee's classification and salary
shall be adjusted on the date the change in position is approved. If the reclassification places the position in a
higher salary range, the employee's rate will be adjusted to the step which provides an increase in wage rate for
the employee, If the reclassification places the position in a lower salary range, the employee's rate of pay will
be adjusted to the pay in the new range that is nearest to the employee's former pay.
Section 11 -. Resil!nation/Exit Interview
Employees should submit written notice of resignation to their Department Head or Elected Official at least
ten (10) working days prior to the effective date. The Department Head or Elected Official will notify the
Clerk of the Board of any resignation and the HRM shall insure that the employee has an opportunity for an
exit interview.
All County property, including but not limited to uniforms, equipment, and keys must be returned to the County
upon termination.
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Personnel Policies Manual - Jefferson County
Page: 16 March 12, 1993
ARTICLE V
GENERAL RULES
Section 1 .. Attendance
Employees shall work a complete designated work day. Each employee shall be at his or her place of work and
be prepared to work at the designated starting time and will work until the designated quitting time. Employees
shall not be absent from work without making prior arrangements with their supervisor. Unless such prior ar-
rangements have been made, any employee who cannot report to work at the designated time shall notify their
supervisor, within one hour, of the reason for and anticipated duration of the absence. Any unauthorized ab-
sence, including tardiness, will be considered an absence without pay and may be cause for disciplinary action,
Departments will maintain records of employee attendance, Employees are to maintain a reliability rate (ie: at-
tendance) no less than the average of other County employees.
Work Week and Work Dav. The work day is defined as a consecutive twenty-four (24) hour period, For all
employees, except those providing law enforcement or fire fighting services, the standard work day consists of
the period from midnight to 11:59 p,m,
The work week is defined as a fixed and regularly recurring period of one hundred sixty-eight (168) hours; i.e.,
seven (7) consecutive twenty-four (24) hour periods. The standard work week consists of the period from mid-
night Sunday to 11:59 p.m. the following Saturday.
The work day and work week for nonexempt personnel providing law enforcement or fire fighting services will
be determined by their respective Department Heads.
Hollrs of Work. The normal work week for full time employees in the service of the County shall be at least 35
hours, Monday through Friday, The standard work day shall be from 9:00 a,m, to 5:00 p.m, with one (1) hour
for lunch. Due to the nature of the work, some departments may have different schedules, as determined by the
Department Head or Elected Official and certified by the Board of Commissioners. Separate department
schedules of work shall be established by departmental directive or union bargaining agreement.
WO1* Breaks. County employees are entitled to a fifteen (15) minute break during each half-day shift. Breaks
for all personnel shall be taken in areas so designated by supervisors and/or departmental directive.
Section 2 .. Time Reporting:
Maintaining accurate time records is essential in computing employee pay, ensuring compliance with laws and
regulations, and providing accurate cost information for the County. Each employee is responsible for complet-
ing his or her own time sheet if required. The department supervisor is responsible for ensuring that the payroll
work sheets are maintained. Falsification of any claim for pay will be grounds for disciplinary action, including
discharge. Falsification may also be a crime against the County.
FLSA Exel1lvt. County employees who are FLSA exempt are expected to maintain an attendance pattern that
ensures accomplishment of assigned tasks, exhibits leadership through good example, and accommodates the
employees off the job needs during slack periods. FLSA exempt employees will not record absences from work
ofless than four (4) hours.
Personnel Policies Manual- Jefferson County
Page: 17 March 12, 1993
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Section 3 -- Nenotism Policy
Relatives will not be hired if such employment would immediately result in one relative supervising or auditing
another. If one employee becomes related to another employee through marriage and a supervisory or audit
relationship exists, one of the affected employees may terminate or transfer. If it is not possible to prev~nt a
direct supervisory or auditing role from existing, then the relationship will terminate through transfer or resIgna-
tion of one of the affected employees.
"Relative" is defined as any family relationship resulting from birth, marriage, adoption or co-habitation.
Section 4 -- Outside Employment
Employees engaged in outside or "other" employment must comply with the following criteria:
Outside employment must:
(a)
Not distract from the efficiency of the employee while performing County
duties;
(b)
Present no conflict of interest with County business;
(c)
Not take preference over extra duty required by County employment; and
(d)
Create no liability for the County. The County may require evidence of a writ-
ten contract between the parties showing respective liability of each party.
Any employee engaged in outside or "other" employment which conflicts with the requirements of this section
shall resign from such outside or "other" employment or shall be terminated upon refusal to resign,
Any outside or "other" employment that could potentially interfere with emergency call-out situations must be
reported to the Department Head or Elected Official. If, after accepting outside or "other" employment, situa-
tions arise which could interfere with the employee's job as provided in Subparagraph 1 above, the employee
shall immediately report that situation to his or her supervisor,
If an employee is unsure of the criteria or effect of outside or "other" employment, the employee should contact
the Department Head or Elected Official to obtain clarification,
Section 5 -- Safety
The County will use reasonable efforts to provide a safe working environment which protects employees and the
public from injury. Department Heads or Elected Officials are responsible for the development and main-
tenance of departmental safety programs. Such programs shall include published safety regulations and con-
trols, equipment maintenance programs and training programs but need not be elaborate. Employees shall be
responsible for working in a safe manner and reporting unsafe working conditions. Employees shall exercise
caution in the performance of duties and shall follow and adhere to published safety regulations and controls. If
an accident occurs while an employee is performing his or her assigned duties, the employee shall immediately
notify the supervisor, who shall ensure that the employee seeks and is provided appropriate medical attention
and that all necessary forms are completed. If a County vehicle or mobile equipment is involved in the accident,
the law enforcement agency must be promptly notified, and an accident report form shall be completed. See
the Health and Safety section of this manual
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Personnel Policies Manual - Jefferson County
Page: 18 March 12, 1993
Section 6 -- Political Activities
Employees shall comply with the provisions of RCW 41.06.250 as the same exists or is hereafter amended,
which generally prohibits compulsory assessments or involuntary contributions and solicitation on public
property for any partisan political purposes. If an employee, an employee's spouse, or the parent or guardian of
an unemancipated minor employee is elected to the Board of Commissioners, the employee shall be deemed to
have resigned from County employment upon the date of certification of the results of the election, if required
by State law. This provision shall not apply to persons employed as unskilled day laborers earning less than
$100.00 per month or to public officers exempt from prohibitions of RCW Chapter 42.23.
Section 7 -- Gifts and Gmtuities
Employees will not accept any gift or gratuity from any vendor, agcnt, or person with whom the County trans-
acts business or person seeking to transact business with the County. Employees will not use their official posi-
tion or accept gifts and gratuities for personal gain. This section does not apply to bonafide political campaign
contributions for a candidate for County office.
Section 8 -- Administrative Directives
The HRM shall be responsible for the issuance of personnel-related administrative directives, procedures and
interpretations to supplement this Personnel Manual. Such directives, procedures, and inrerpretations must be
approved by the Board of Commissioners with concurrence of the Elected Officials and Department Heads,
after which they will be distributed, followed and enforced in the same manner as the Personnel Manual. Ad-
ministrative directives and procedures will not conflict with the policies contained in this manual.
Section 9 -- Department Rules
Department Heads or Elected Officials may establish rules and procedures which regulate the work activities
and the conduct of employees within that department. Departmental rules and procedures will not conflict with
the policies contained in this manual and will be binding only upon the employees of that department.
Section 1 () -- Suggestions
All employees are encouraged to make suggestions which will improve the efficiency of County operations or
employee job satisfaction. Even ideas for other departments of the County are helpful. Suggestions may be
written or verbally given to the employee's supervisor at any time. The supervisor will then discuss the idea with
the appropriate person or group.
Section 11 -- Smokil1l!
Non-smoking employees of the County shall have the right to work in a smoke-free environment. Chapter 248-
152 WAC and RCW 70.160 provide for non-smoking in open public offices and other public areas. Private of-
fices, lunchrooms or environmentally separate work areas may be designated smoking areas according to the
rules of the individual department. If a conflict arises in the normal work environment of both smokers and
non-smokers, the rights of the non-smokers shall prevail.
Personnel Policies Manual - Jefferson County
Page: 19 March 12, 1993
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Section 12 u Emergency Closures
It is the policy of the County that all County offices and activities shall be open and in operation during estab-
lished working hours. Because many County services are of primary importance during emergency conditions,
all employees should make every effort to report for work on a timely basis. Should emergency conditions
prevail which would prevent County employees from reporting to work, it will be the responsibility of the
employee to contact his/her supervisor or Department Head by telephone to indicate anticipated absence from
work or late arrival to work and the reason for such absence or tardiness.
Any employee unable to report to work will be given the option of having pay deducted for the time lost or for
applying vacation credits or compensatory time, if such has been accrued, to offset any loss of pay, subject to the
approval of the employee's Department Head.
Should conditions prevail that require the Board of Commissioners to announce curtailment of County opera-
tions for the safety and welfare of County employees, no pay shall be deducted for time lost during the first two
(2) days of lost time during such curtailment of operations, nor shall employees be required to use vacation or
compensatory time for such two (2) day period unless the employee had already scheduled the time as vacation
or compensatory time off. This provision does not apply to essential service personnel.
Section 13 n Health Fitness
Employees are expected to maintain the physical and mental health necessary to effectively perform the essen-
tial duties of their position. If an employee's health status appears to affect the performance of their job duties,
the Department Head or Elected Official may require the employee to undergo a physical examination. The
examination will be confined and directly related to the employee's ability to perform the duties of the job ade-
quately and safely. The County will pay the costs of such examination which exceed any payment made by the
employee's health insurance, and will pay the employee's regular salary during the time necessary to complete
the examination.
If the examination results indicate that the employee is not capable of continuing to perform the job duties, the
County will attempt to restructure the job to accommodate the employee's condition in accordance with the re-
quirements of the Americans with Disabilities Act. If restructuring proves unreasonable, the County will at-
tempt to place the employee in another position which they are capable of performing and for which they are
qualified by education and/or experience. Failing a reasonable effort to accommodate the employee, such
employee will be placed in layoff status due to lack of work suited to the employee pursuant to Article IV Sec-
tion 9 of this manual.
Section 14 -- Personal Appearance and Dress
Employees shall wear appropriate attire for their position and department. Elected Officials and Department
Heads may issue rules regarding appropriate attire, Should uniforms be required for a particular position, they
will normally be provided at County expense to be laundered by employees except when other laundry arrange-
ments are made by the County,
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Personnel Policies Manual - .Jefferson County
Page: 20 March 12, 1993
Section 15 -- Conflicts of Interest
County employees shall not conduct any business with the County or any of its departments for the sale to or
purchase from the County of any goods or services. Nor shaIl employees accept any goods or services, including
meals, from any individuals or firms who are either conducting or seeking to conduct business with, or seeking
to obtain approvals from the County.
The exceptions to this policy permit employees to: 1) purchase goods or services from the County which are of-
fered to the public for sale generally, for example, through an auction of excess property and 2) offer goods or
services for sale to the County where the County solicits sealed bids and accepts the low bid.
Violations of this policy wiII subject the employee to disciplinary action and may result in criminal prosecution.
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Personnel Policies Manual - Jefferson County
Page: 21 March 12, 1993
ARTICLE VI
COMPENSATION PLAN
Section 1 -- Salary Administration
The County's compensation plan shall, provided, prudent financial considerations permit, be competitive with
other comparable employers in similar job markets, Salary ranges of each classification shall be representative
of the skills and the responsibilities required and shall be reflective of levels of authority and responsibility in
the organization. The Board of Commissioners is responsible for the development, maintenance, and revision
of an equitable compensation plan which provides minimum and maximum rates of pay for each classification
not covered by a labor agreement, with intermediate steps as deemed appropriate.
All salaries established in accordance with the provisions of this manual are subject to the Board of
Commissioners's final approval of the County's annual budget. The Board of Commissioners, shall have the
responsibility for the development, administration, and amendments, as required of a uniform and equitable
plan which will generally provide equal pay for equal work.
Section 2 -- Pay Administration
Salary A dillstm en ts , Employee salary adjustments shall be pursuant to the County Salary Administration Policy,
Labor Agreement, or County Resolution, Once determined the appropriate personnel change form shall be
completed by the Department Head and appropriately routed.
Compensation for an Avvointee. Upon initial appointment to full-time, regular part-time, or temporary posi-
tions, the Department Head or Elected Official will recommend the employee's salary at the minimum rate of
the range provided for that classification. A Department Head may recommend an initial rate of pay beyond
the minimum of a salary range if an appointee is exceptionally well qualified for or experienced in the position.
All pay actions shall be approved by the Board of Commissioners.
Employees shall be paid monthly no later than the fifth (5th) working day of the following month, and shall
receive an accounting of that month's earnings. Employees may receive an advance (a draw) upon their
monthly wages once each month, Advances shall be paid on the twentieth (20th) day of the month following the
request.
Employees shall receive their final paycheck on the regular payday following the last day of employment. Final
paychecks shall not be provided until all County property in the employee's possession is returned to the Depart-
ment Head. Final paychecks shall account for any withdrawals. Final paychecks shall also account for a
withholding amount equal to the amount the employee owes to the County.
Section 3 -- Demotion
The salary of employees who are demoted shall be established as follows:
When employees arc demoted to lower paying positions due to position reclassification, reduc-
tion in positions or other reasons unrelated to the employees' performance, their salary shall be
set at a place in the new salary rage so that no decrease in base pay results.
When employees are demoted for performance or disciplinary reasons, their salary shall be set
at a place in the new salary range which results in a decrease in base salary of five percent (5%).
Personnel Policies Manual - Jefferson County
Page: 22 March 12, 1993
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Section 4 -- Overtime
Overtime work shall be compensated and administered in accordance with the Fair Labor Standards Act
(FLSA), as amended and 29 CFR 500-1899. Overtime consists of all hours worked in excess of forty (40) in a
work period of seven consecutive days, Overtime must be authorized by the employee's supervisor prior to it
being worked.
A non-exempt employee may request Compensatory Time off in lieu of overtime. Any employee wishing to ac-
cumulate paid time off in lieu of overtime (compensatory time off) must have a valid Compensatory Time
Agreement on file in their personnel file. Overtime shall be compensated by time off at the rate of one and
one-half hours for each hour worked unless provided otherwise by contract. An employee's request to use
earned compensatory time shall be granted within a reasonable time unless to do so would be unduly disruptive
to the work of the department.
Compensatory time earned and not taken may be accrued to a maximum of forty (40) hours unless additional
accrual is authorized by the Board of Commissioners, When the maximum is reached, any subsequent overtime
hours must be paid in cash. Employees should be encouraged to request, and Supervisors to permit, the use of
compensatory hours within ninety (90) days of earning it whenever possible.
Each department shall maintain the fol1owing records for compensatory time for each employee:
1.
The number of compensatory hours earned and used by pay period.
2.
The number of compensatory hours converted to and paid in cash, the amount paid and
date of the work period in which they were paid.
Section 5 -- FLSA Exempt Pel'sonnel
Employees of the County who are exempt from the application of the Fair Labor Standards Act shall be respon-
sible for working the number of hours per month required to accomplish the goals of their department. The
County will not record Compensatory Time (Comp Time) or any other accumulation of hours exempt person-
nel work beyond forty (40) hours a week,
Section 6 -- Related Travel Allowance and Other Business Expense
Jefferson County will pay for authorized travel and other incidental business expenses as specified in the ad-
ministrative directive on "Travel and Business Expenses" found at the travel section of this manual.
Personnel Policies Manual- Jefferson County
Page: 23 March 12, 1993
ARTICLE VII
FRINGE BENEFITS
Section 1 -- Holidays
Qualified regular employees shall be entitled to the paid holidays specified by the Board of Commissioners. To
be paid for a holiday, an employee must be on pay status the scheduled work day immediately preceding and
immediately following the holiday. Employees are entitlcd to ten (10) specified holidays and one (1) floating
holiday as specified below.
Holiday
New Year's Day
Martin Luther King, Jr.'s Birthday
President's Day
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving Day
Christmas Day
One Floating Holiday
Dale
January 1
3rd Monday in January
3rd Monday in February
Last Monday in May
July 4
1st Monday in September
November 11
4th Thursday in November
Friday after Thanksgiving
December 25
Date to be selected by mutual
agreement by employee and
employer.
When the holiday falls on a Saturday, it will be observed on the preceding Friday. When a holiday falls on a
Sunday, it will be observed the following Monday. If an employee is on an authorized leave with pay when a
holiday occurs, the holiday shall be paid and not charged against any accumulated sick or vacation leave. In the
event that this provision should conflict with an ordinance approved by the Board of Commissioners, the or-
dinance shall prevail.
Holidays paid for but not worked shall be recognized as time worked for the purpose of determining weekly
overtime. Employees who work on holidays shall be paid at the rate of one-and-one-half (1-1/2) times the
regular straight time hourly rate of pay for hours worked, in addition to regular holiday pay, Employees work-
ing on holidays may designate that the extra half time pay be added to the employees comp time.
County services that operate twenty four (24) hours a day and seven (7) days a week may, with Board of Com-
missioner approval, implement alternative holiday observance and compensation systems,
Section 2 -- Vacation
Vacations are authorized for all regular full-time and qualified regular part-time employees.
Vacation accrual will be calculated on a monthly basis beginning with an employee's date of employment. Vaca-
tion accrual shall be continued during vacation lime, recognized holiday, and authorized paid sick leave.
Personnel Policies Manual - Jefferson County
Page: 24 March 12, 1993
Vacation accrual shall be as follows:
Years of Continued
Service (See Article
VI, Section 4)
Rate of Vacation Accrual
per Straight Time
Hour of Compensation
Maximum
Vacation Days
Earned
Maximum Days
Of Vacation
Absence
1-3
4-5
6-10
11-15
16+
0,0385 hours
0,0462 hours
0,0577 hours
0,0615 hours
0,0770 hours
80.0 Hours
96.0 Hours
120.0 Hours
128.0 Hours
160.0 Hours
10 days
12 days
15 days
16 days
20 days
Only those days on which the employee would normally be required to work shall be counted in computing the
vacation period to which the employee is entitled. Holidays shall be not included when they occur during time
taken as vacation by an employee when reducing the employee vacation account for vacation used by
employees.
Vacation schedules must be approved by the Department Head or Elected Official, and scheduled in accor-
dance with departmental rules, provided that an employee shall be granted requested vacation leave which
would otherwise be invalidated by virtue of an accumulation beyond the maximum. Each employee shall submit
his requested vacation schedule by April 1 of each year in order to receive schedule preference. Vacations
preference among employees shall be resolved by the anticipated work load of the department and seniority.
Carryover of accumulated vacation time shall not exceed ten (10) days at the beginning of any calendar year.
Any vacation earned that exceeds this ma;,dmum accumulation allowable shall be forfeited, however, employees
denied vacation requests due to office workload shall be paid for vacation days in excess of the ten (10) day
limitation.
Employees who are on vacation or paid sick leave shall continue to accrue vacation leave at the regularly
prescribed rate during such absence,
Upon termination, an employee shall be paid for vacation accrued as of the termination date. Such time will be
paid at the employee's current rate of pay, In the event of a regular employee's death, compensation for ac-
crued vacation will be paid to the employee's designated beneficiary, if any and, if none, then to the employee's
heirs or estate in accordance with state law.
Trial service employees shall not be entitled to use any form of paid vacation leave during their six (6) months
of trial period beginning on hire. However, unpaid leave may be taken if approved by the Department Head.
Trial service employees shall, however, accrue conditional vacation credit which shall become fully credited vaca-
tion entitlement upon appointment to regular employee status,
Vacation time is intended to provide the employee with a period of relaxation away from work. Vacation time
is scheduled by the supervisor or Department Head at the convenience of the County, but every effort will be
made to accommodate employee's requests, The minimum increment in which vacation may be taken is four
(4) hours.
Personnel Policies Manual- Jefferson County
Page: 25 March 12, 1993
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Section 3 -- Sick Leave
Regular employees shall accrue sick leave at the rate of 0,0462 hours for each full straight time compensable
hour of service beginning with the date of employment to a maximum of one thousand nine hundred and twenty
hours (1920),
Regular part-time employees shall accrue sick leave at the rate of 0,0462 hours for each full straight time com-
pensable hour of service after two (2) consecutive years of employment pursuant to Article IV Section 1.2.
Employees shall be eligible for sick leave for the following purposes:
1.
Illness or disability (to include child bearing or related circumstances of the employee);
or
2.
Medical or dental care.
Illness in the employee's immediate family for which the employee is required to be present may be approved
by the Department Head or Elected Official for a maximum of three (3) days in any six (6) month period;
provided, however, that this provision shall comply with statutory requirements to allow an employee to use ac-
crued sick leave to care for the employee's child under the age of 18 with a health condition that requires treat-
ment or supervision by the employee.
Employees shall immediately report their absence from work due to medical reasons to their supervisor and in
compliance with departmental rules (see Article V Section 1), In order for an employee to qualify for sick leave
benefits, the Department Head or Elected Official may require that the employee undergo a medical examina-
tion or submit an acceptable medical report from the employee's physician, Entitlement to sick leave benefits
will depend on an evaluation of the examination results or medical report. The County will pay the cost of a
County-required examination, and the employee will be paid his or her regular salary for the time required for
the examination.
Unrepresented employees shall be paid one (1) hour of pay at their regular rate of pay for each four (4) hours
of accrued sick leave at the time of termination of employment if termination is for employee death, disability
or retirement. Represented employees should refer to their labor agreement.
If an employee is absent due to illness or injury for which he or she is receiving payment from a state industrial
insurance, LEOFF, or other state mandated plan, the County may, upon request by the employee, pay the dif-
ference between the employee's regular wages and the amount received from the state or other benefits. Only
this amount paid out shall be deducted from the sick leave bank of the employee. Employees shall never
receive more compensation off the job than if working. LEOFF I employees may be required to submit claims
to the LEOFF Disability Board rather than be awarded sick leave benefits.
An employee promoted to fill a vacancy created by a regular employee on disability leave (including but not
limited to maternity leave previously authorized in writing) shall hold such position subject to the return of the
disabled employee for up to one (1) year. The returning employee shall be restored to the position he or she
held previously or any other equivalent position in pay and status, if available, provided the employee returns
within one (1) year. The employee promoted temporarily shall return to his or her original position, or a com-
parable position, if available. Otherwise, the employee shall be permitted to exercise his or her qualifications
and seniority to displace a less senior employee. All of this action is subject to appropriate funding and posi-
tions provided for in the current operating budget.
Personnel Policies Manual - Jefferson County
Page: 26 March 12, 1993
Section 4 -- Leave of Absence
Employees may request a leave of absence for the purposes specified in this section. Each request must be ap-
proved by the Department Head and the Board of Commissioners after an evaluation of the request on its own
merits and on the basis of the guidelines of this section,
Bereavement Leave. Three (3) days' paid leave is granted for the death of an employee's immediate family.
"Immediate family" means spouse, child, parent, grandparent, sibling, or in-law, including those relationships
arising by marriage and/or adoption or significant domestic partner. Bereavement leave may be approved
beyond the allotted three (3) days, but shall not exceed a total of five (5) paid days unless approved by the
Board of Commissioners. For purposes of this section a day is the normal weekly straight time hours divided
by five (5) resulting in the number of compensable hours in anyone twenty-four (24) hour period,
Family and Medical Leave, Leave for family and medical purposes shall be granted for up to
twelve (12) weeks. Said leave is available to employees to care for a child (by birth or adoption), spouse or
parent, or for a serious personal illness. Employees requesting family or medical leave shall submit their re-
quest in writing to the Board of County Commissioners at least thirty (30) days prior to the leave, except in
cases of emergency. Requests are to be submitted to the Elected Official or Department Head. Requests shall
include a doctors or other health care providers documentation of the medical reason for the leave and the ex-
pected duration. The Elected Official or Department Head shall, if they approve the request, forward the leave
request to the Board of Commissioners for approval. Family and medical leave will be granted after the
employee has exhausted all available paid time off that is available (vacation, personal, sick, and compensatory
time). Any available paid leave and/or compensatory time shall be included at the beginning of the twelve (12)
week total (i.e. twelve [12] week request, employee has two [2] weeks vacation and three [3] weeks sick leave,
therefor family and medical leave authorized is seven [7] weeks). Family and medical leave is unpaid time,
therefore the employee shall not accrue any employee benefits during the leave period, except the County shall
maintain the employee's health insurance benefits during the period of leave provided the employees medical
leave hours are sufficient to establish eligibility for the month in question. Upon completion of the family and
medical leave the employee shall be reinstated to his/her previous position or one that is generally equivalent in
content and compensation.
Ill/V Duty. If an employee is called for jury duty or is subpoenaed as a witness, the employee shall not suffer any
loss of regular compensation from such absence. However, he or she shall be required to remit to the County
any compensation received from such duties, excluding compensation received for transportation and meals.
An employee released from jury duty for part of a day shall report to work. If less than two (2) hours remain in
the work shift, the employee shall call his or her supervisor for instructions.
Military Leave. Military leave will be granted in accordance with RCW 38.40.060. Military leave shall be
granted upon written application accompanied by a copy of bona fide orders to temporary active or training
duty. Military leave is unpaid time but there shall be no loss of employee benefits.
Personal Leave. Under unusual individual circumstances an employee may apply for leave without pay. Depart-
ment Heads may grant requests for unpaid personal leave not to exceed five (5) working days. The Board of
Commissioners may, based on the recommendation of the Elected Official or Department Head, grant such
leave that exceeds five (5) working days, not to exceed one (1) year, The employee's request must be in writ-
ing, signed by the employee, and submitted at least two (2) weeks in advance of the requested leave period with
the exception of a disability which arises suddenly. The employee shall not be guaranteed reinstatement to their
previous position or to any position unless such agreement is made in writing before a personal leave begins.
Leave without pay shall be granted only after an employee has exhausted all paid leave and compensatory time.
Personal leave may not be used for the purpose of outside employment.
Personnel Policies Manual - Jefferson County
Page: 27 March 12, 1993
Section 5 -- Disability
On-the-Job Disability
Compensation. Employees who are injured on the job and file for Worker's Compensation may use accumu-
lated sick and/or vacation time while the claim is being processed. Upon receiving payment from the Worker's
Compensation carrier, the employee must sign the check over to the County, and sick or vacation leave used
will be reinstated by the number of hours derived by dividing the amount of the Worker's Compensation check
by the employee's regular hourly rate of pay.
Insurance. Employees who are absent from work on unpaid leave due to injuries or illnesses may retain their
insurance coverage for six months on a self pay basis or as otherwise provided by COBRA. Any optional or
employee-paid premiums will remain the responsibility of the employee.
OO'-the-.Job Disability
ComvellSatiOIl. Employees who are absent from work due to off-the-job illnesses or injuries may use accumu-
lated sick and/or or vacation leave,
Sick Leave Without Pav. An employee may request sick leave without pay only after exhausting all accumulated
paid leave and compensation time. Such leave shall be granted for up to six (6) months. In case of special cir-
cumstances, the Department Head or Elected Official with the concurrence of the Board of Commissioners
may grant additional sick leave not to exceed six (6) months,
Section 6 -- Insumllce
Eligible employees may participate in the insurance plan in accordance with thc provisions of the plan as pub-
lished from time to time in the plan book. The programs and criteria for eligibility will be explained at the time
the employee becomes eligible to join. The County reserves the right to make changes in the carriers and provi-
sions of these programs when deemed necessary or advisable. Employees havc no vested right to any welfare
insurance or other welfare benefit provided by the County.
Extended Health Benefits. In compliance with COBRA (the Consolidated Omnibus Budget Reconciliation Act),
the County will offer continuing health care coverage on a self-pay basis to employees and their dependents fol-
lowing the employees termination or reduction in hours, and to dependents upon the employee's death. These
health benefits will be identical to the coverages offered to full-time employees. For terminated or reduced-
hour employees, the coverage may last up to eighteen (18) months or until they become eligible for other health
insurance coverage, whichever is earlier. In the event of the employee's retirement, divorce, spousal separation
or death, the coverage may last up to thirty-six (36) months for the employee's qualified beneficiary. The full
policy monthly premium plus applicable service fee wiII be paid by the employee or the beneficiary to the
County. The employee or beneficiary may waive all rights to continuation coverage. Notification procedures
and time limits are outlined in the continuation coverage "Notification of Rights" letter which may be obtained
in the Auditors Office,
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Personnel Policies Manual - Jefferson County
Page: 28 March 12, 1993
Section 7 .. Retirement
All regular employees who meet the criteria established by state law are contributing members to one or more
of the following plans:
1.
Washington State Public Employees Retirement System (PERS);
2.
Law Enforcement Officers and Fire Fighters Retirement System (LEOFF);
3.
Social Security,
Section 8 -- Job Related Education-Trainini!
Job Related Training:
The County may agree to payor reimburse employees for all preauthorized job-related training. To be eligible,
the employee must demonstrate that:
1.
The training is necessary for improving skills in the current position or to qualify for promo-
tion;
2.
The money is budgeted in the operating budget;
3.
It is in the County's best interest to pay for this training; and
4.
County services will be substantially improved by authorization of this training.
The employee shall make their request in writing to the Department Head or Elected Official who shall for-
ward it with comments to the Clerk of the Board for submission to the Board of Commissioners for approval of
the expenditure of funds.
Job Related Education. Education Incentive:
To encourage and improve proficiency of the employees, the County encourages the taking of job related educa-
tional courses. Educational incentives are to be worked out between regular full time employees, the
employee's supervisor and individual Department Heads and arc subject to limits due to departmental budget
constraints.
The County will reimburse 75% of the tuition, fees, and books costs of courses that have been successfully com-
pleted. If partial assistance is furnished by another agency, the County shall provide 75% of the unfunded por-
tion remaining. In any case, the County's share will not exceed 75% of total schooling costs, In itemizing costs,
an employee shall not include his/her time, travel costs and expenses as a reimbursable expense,
All subjects shall be pre-approved by the Department Head as being appropriately job related and leading to a
recognized degree or certificate.
Employees with less than two years' County service arc not eligible for educational incentive pay,
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Personnel Policies Manual - Jefferson County
Page: 29 March 12, 1993
Payback of Reil1lbll1:wlIenl: Employees receiving education expense reimbursement shall be subject to a
payback provisions in the event employment is terminated within two years following the date of reimburse-
ment. Reimbursement expenses shall be paid back on a monthly pro-ration formula and subtracted from the
final pay check in the terminated employee. Example: If an employee terminated after six months from receiv-
ing education reimbursement payment received. (24 month pay back period - minus - 6 month remained as an
employee = 18 months work of payback.) If tuition/books cost $480, reimbursement upon successful comple-
tion at 75% or $360, employee leaves after 6 months, employee payback = $270 (18/24 of $360).
Section 9 -- Membe.'shio in P.'of'essional and Technical Societies
County employees are encouraged to participate in the technical and professional societies of benefit to the
County. These activities are considered a benefit to the County and to the employee as a result of additional
knowledge or personal associations gained through the membership. The County, through the budgeting
process, will select what fees and dues it will pay for its employees' membership in technical and professional
societies. For any organization for which the County pays the dues, the County address shall be used on all
mail. The County will pay only basic national and local dues, The County will not pay voluntary program con-
tributions for these professional and technical societies.
Section 10 -- PI'Of'essional and Technical Registration
The County encourages professional and technical registration by providing the necessary experience under the
direction of registered professionals, and assumes that each qualified individual will want to achieve profes-
sional status at the earliest opportunity. The County will pay fees for professional and technical certificates and
licenses for its employees if determined by the Department Head, with concurrence of the Board of Commis-
sioenrs to be of benefit to the County.
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Personnel Policies Manual- Jefferson County
Page: 30 March 12, 1993
ARTICLE VIII
STANDARDS OF CONDUCT AND DISCIPLINE
Section 1 -- Rules of Conduct
In the interest of the County and the public, it is desirable at all times, whether off-duty or on-duty, that an
employee's conduct reflect favorably on the employee, his or her fellow employees, and the County. Off-duty
misconduct may result in discipline when it renders an employee less capable of performing his or her duties
and responsibilities, or when it reflects unfavorably upon an employee's continuing qualifications for employ-
ment. Employees may be transferred, demoted, terminated, or other action taken as a result of on or off duty
conduct which results in a loss of public confidence in the employee as a member of the County staff.
It is the County's policy to place as few restraints on employee personal conduct as possible. The County relies
on each employee's good judgment and sense of responsibility as the principal source of guidance for conduct-
ing day-to-day duties and responsibilities. However, for the protection of the County's business interests and
other employees, certain rules of conduct have been established, The rules are formalized for each employee's
information and to minimize the likelihood of any employee, through misunderstanding or otherwise, becoming
subject to disciplinary action, The listed rules are not all inclusive,
Immediate Discharge. There are certain kinds of actions which cannot be permitted to occur because of their
impact on other employees, the public and the County. Such offenses may result in discharge on the first occur-
rence. The following section contains examples of such offenses. This list of examples is not all-inclusive.
Before a final decision is made regarding a discharge, the County will convene a pre-termination meeting as
provided below in Section 7 Discharge.
The occurrence of any of the following is deemed a sufficient justification for immediate discharge:
1.
Theft, misappropriation or removal of County property or the property of other
employees, clients, customers and citizens,
2.
Knowing, intentional or repeated falsification of any application for employment or any
report, record, time sheet or County records.
3.
Soliciting and/or accepting payment, gifts or any item of value for services performed
during the regular work day, whether or not the services are performed on behalf of the
County and whether or not County vehicles or equipment are used,
4.
Willful alteration, destruction or waste of County property, facilities, records or equip-
ment, wherever located, or the destruction of another employee's or citizens property.
5.
Bringing alcohol, narcotics or other controlled substances onto County property or into
County vehicles; the use of alcohol, narcotics or other controlled substances on County
property or in County vehicles; reporting to work or being under the influence of al-
cohol, narcotics or other controlled substances while on working time, or while on
County property or in County vehicles (except when such position is pursuant to the
employees employment duties).
6.
Giving or taking a bribe of any nature as inducement for obtaining or retaining a
County job or position.
Personnel Policies Manual - Jefferson County
Page: 31 March 12, 1993
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7.
Serious or repeated disorderly conduct, horseplay or insubordination, Insubordination
includes, but is not limited to:
(a)
Neglect of duty or refusal or failure to obey orders or instructions in
the line of duty;
(b)
Public disrespect displayed toward a supervisor or the County while
performing work for the County; and
(c)
Hostile or abusive language to any citizen, fellow employee or super-
VIsor.
8.
Threatening, intimidating, coercing or interfering with the work routine of supervisors
or other employees,
9.
Deliberate attempts to injure another employee or fighting,
10.
Sleeping during working hours,
11.
Unauthorized possession of firearms, explosives or any dangerous weapons while per-
forming County work.
12.
Participating in a work stoppage or slowdown,
13.
Recklessness resulting in an accident while on duty, whether on County property or
while driving a County vehicle.
14.
Racial or sexual harassment directed toward another employee, including but not
limited to demands for sexual favors in exchange for employment, retention of job,
promotion or other employment benefits.
Section 2 n Other Disciplinary Actions
There are certain types of actions which should not occur, but normally, it is the recurrence of the action rather
than the first occurrence of the action which results in discharge. For such actions, a regular employee will nor-
mally receive a written or verbal warning, be suspended without payor placed on disciplinary probation prior to
discharge, depending upon all the facts and circumstances presented in each instance. The listing of such of-
fenses is not all-inclusive.
The occurrence of any of the following is deemed sufficient justification for the imposition of discipline from a
warning, up to and including discharge:
2.
3.
4.
1.
Ignoring safety rules or common safety practices,
Engaging in disorderly conduct, horseplay, immoral conduct or insubordination; using
uncivil, insulting, vile or obscene language.
Failure to report occupational injuries or accidents, including motor vehicle accidents,
promptly to the employee's supervisor.
Engaging in activities other than assigned work during working hours and/or while
operating County equipment, without approval in advance by an employee's supervisor.
Personnel Policies Manual - Jefferson County
Page: 32 March 12, 1993
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5.
Acting in an insulting, rude, insolent or uncivil manner toward any customer or other
person while working for the County, or while operating County equipment or on
County premises.
6.
Failure to exercise the care and attention to one's work required by the circumstances.
7.
Smoking in restricted or prohibited areas, whether on County property or otherwise.
8.
Accepting employment or engaging in business for profit with another employer
without written authorization from the County.
9.
Acting in any manner inconsistent with common sense rules of conduct necessary to the
welfare of the citizens, County or its employees.
10.
Unexcused or excessive absences or tardiness. (Excessive is defined as an amount
greater than the average of all County employees. Average shall be all asbences by all
County employees, in days, divided by the number of employee workdays available in a
given year.)
11.
Leaving work before the end of the shift or not being ready to begin work at the start of
the shift or working overtime without permission of the supervisor.
12.
"Loafing" or spending unnecessary time away from the job.
13.
Unauthorized possession or use of any County property, equipment or materials,
14.
Carrying an unauthorized passenger in a County vehicle.
15.
Contributing to unsanitary conditions or poor housekeeping.
16.
Use of County property or time for personal financial gain or financial gain of another
person.
17.
Having wages or salary subject to a writ of garnishment for three or more separate in-
debtednesses in a continuous twelve (12) month period.
Section 3 n Discinline
The occurrence of any action as set forth above in Section 1 Rules of Conduct is deemed a sufficient justifica-
tion for the imposition of the disciplinary procedures set forth in this section, The County may skip steps in this
sequence whenever, in its judgment, circumstances require an abbreviated disciplinary procedure.
Section 4 -- Oral Warning
Oral warnings may be given for minor offenses or to bring to the attention of an employee potential work per-
formance problems. Oral warnings may include an explanation of the violation or problem and requests for cor-
rective action on the part of the employee. A notation of each oral warning should be placed in a file and main-
tained by the supervisor for future reference. In addition, the offending employee may be handed a warning
slip.
Personnel Policies Manual - Jefferson County
Page: 33 March 12, 1993
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Section 5 .. Wl'itten Warn in!!
A written warning may be given for a more serious offense or when the employee, who has been orally warned
for minor offenses or problems in his or hcr work performance, repeats them or fails to take corrective action.
Written warnings should contain:
1.
A statement of the facts;
2.
A statement of the discipline being given, if any;
3.
The employee's explanation and rcason for the violation, if any;
4.
The corrective action required of the employee;
5.
A definite period during which the employee must clcarly demonstrate improvement;
and
6.
A statement indicating that further disciplinary action may follow if correction is not
achieved.
The warning should be signed by the employee's direct supervisor and/or the Department Head or Elected Offi-
cial involved. After review with the employee, the employee should be asked to sign the warning. A copy of the
written warning is to be given to the employee and a copy entered into the employee's personnel file.
Section 6 n Suspension/Final Waming
A suspension may be given for serious infractions of employee rules of conduct for which immediate discharge
is not appropriate for repeated offenses, or for failure to correct an action for which a written warning was previ-
ously given. A suspension is time off without pay for disciplinary reasons. The number of days of suspension is
dependent upon the nature of the violation and the employees record. In the case of exempt employees, time
off without pay shall be the pay period. In each case of disciplinary suspension, a written memo should be
prepared indicating:
4.
5.
1.
The event or events which led to the suspension;
2.
The duration of suspension;
3.
A statement indicating the corrective action required by the employee;
The employee's explanation or comment, if any;
A statement indicating that it is a "final warning" and that the employee will be dis-
charged upon the occurrence of another infraction or unless corrective action is taken
within the stated time,
The employee should be asked to sign the memo to acknowledge its contents and receipt thereof. The memo
must be signed by the employee's direct supervisor and/or the Department Head and/or thc Elected Official
involved. After review with the employee, a copy is to be given to the employee, and a signed copy is to be en-
tered into the employee's personnel file.
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Personnel Policies Manual- Jefferson County
Page: 34 March 12, 1993
Section 7 u Dischal'!!e
When the supervisor feels that the nature of a violation warrants discharge, or if the discharge is a result of the
disciplinary procedure where the desired corrective action was not achieved by one or all of the steps above
(written warning, suspension, etc,), the supervisor will prepare a written report to his or her Department Head
and/or Elected Official and the HRM. The written report should include:
1.
The reason( s) for the discharge;
2.
Information on any previous warnings or disciplinary actions which may be relevant;
3.
A brief summary of the regular employee's past work record and length of employment
with the County; and
4.
Any other relevant information.
Prior to any additional action, the Department Head/Elected Official or HRM will secure the legal advise of
the Prosecuting Attorney on the planned discharge.
The Department Head or Elected Official, the HRM and the employee's direct supervisor (if any) will process
the case together and present their findings and recommendation to the Board of Commissioners. Before the
final decision is made regarding a discharge, a meeting shall be convened as follows,
Pre-Discharge Meeting. No employee who has completed a trial period shall be terminated for any reason
without a pre-discharge meeting of the discharge committee. Such meeting shall not be a public meeting, un-
less required by law. The employee shall be provided with a written notice of the charge or grounds for termina-
tion and a summary of the County's evidence, The employee shall be given an opportunity to respond to these
charges, either orally or in writing, and to explain why the County should not go ahead with the discharge, Al-
though the Department Head's explanation of the County's evidence should be sufficient to inform the
employee of the basis for discharge, this procedure shall not be construed to limit the County at any subsequent
hearing or proceeding from presenting a more detailed and complete case, including the presentation of wit-
nesses and/or documents not introduced at the discharge meeting, Should the discharge committee determine
to proceed with the discharge, or some alternative disciplinary action, the County will give the employee written
notice of discipline without undue delay,
Discharge Committee, All pre-discharge meetings shall be conducted by the discharge committee, Such com-
mittee shall be composed of one (1) Elected Official or Department Head from a department other than the
department of the discharged employee and the Clerk of the Board, who will act as secretary of the meeting.
The Board of Commissioners shall make appointments to the discharge committee as needed. The discharge
committee may use the services of legal councilor consultants as required.
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Personnel Policies Manual - Jefferson County
Page: 35 March 12, 1993
ARTICLE IX
MISCELLANEOUS
Section 1 -- Bulletin BmU'ds
Each County facility shall have an employee bulletin board to keep employees informed of various items of in-
terest such as job openings and other information pertaining to personnel policies and procedures, department
work rules, announcements required by law, and official postings such as safety information and other notices.
All items to be posted on the official bulletin board must first be approved by the Board of County Commis-
sioners. Official postings shall be on the Offical Bulletin Board in the basement of the Court House. Each
County Department shall notify their employees of the location of the facility bulletin board.
Section 2 -- Employee Parking
Except for reserved spaces, parking is on a first-come, first-served basis around County buildings. When park-
ing, employees should take care not to occupy more than one parking space per vehicle. Employees are re-
quested to be courteous, watch vehicle doors, and drive safely in County parking lots. The County assumes no
responsibility for vehicles or their contents in these parking areas,
Employees are requested not to park along the street that runs in front of the Courthouse or in the parking lot
on the east side of the Courthouse, to allow ample parking for visitors,
Section 3 -- Use of Telephone and E(lIIÏJnnent
Use of TelevllOnes. In order to avoid telephone congcstion, employees should avoid using County telephones
for personal calls. No employee will make personal long distance calls from County telephones. Emergency
long distance calls, if necessary, should be charged to the employees home phone number or employee credit
card.
Personal Equipment. Certain job assignments require that employees furnish personal equipment. If an
employee is required to furnish any items, their supervisor will provide a list of the necessary items. The
County is not responsible for lost or stolen personal property (employees must be careful to secure such equip-
ment) or money, or valuables employees bring to the workplace,
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Personnel Policies Manual- Jefferson County
Page: 36 March 12, 1993
ARTICLE X
PART I . EQUAL OPPORTUNITY
AFFIRMATIVE ACTION STATEMENT
It is the policy of the County to be fair and impartial in all of its relations with employees, and to recognize the
dignity of the individual. In furtherance of this policy, the County maintains an environment ensuring recogni-
tion of each employee's efforts, achievements, and cooperation. Employees will be treated impartially and al-
lowed, without prejudice, to advance in the organization, as their abilities warrant and as openings occur. To
this end, Jefferson County has established the Affirmative Action Policy which is to promote and afford equal
treatment and service to all citizens regardless of race, color, creed, religion, national origin, sex, physical hand-
icap or age. This policy shall apply to every aspect of employment practices, employee treatment, and public
contact.
EQUAL EMPLOYMENT
It is the policy of Jefferson County to attract and to retain the best qualified people available without regard to
such factors as race, color, creed, religion, national origin, sex, age, marital status, and physical, mental, or sen-
sory handicap. When necessary, reasonable accommodations shall be made. This policy applies to all relations
with employees including compensation, promotion, transfers, training, and all other terms and conditions of
employment.
Statement of Policy
It shall be the policy of this County to ensure that all human resources available to this agency shall be utilized
to the fullest extent possible. Acts of discrimination against any individual because of race, color, creed,
religion, national origin, sex, disability, age, or marital status is wasteful in terms of lost skills and talents and
are therefore in contravention of this policy.
A copy of this Equal Opportunity Program shall be posted in a prominent place in all offices and employee
areas of the County, and an additional copy shall be readily available to members of the general public.
Assil!nment of Responsibility
The office of the Board of Commissioners shall bear the general responsibility of carrying out this equal employ-
ment opportunity program and shall strive to meet the goals outlined in the following Affirmative Action
Program.
The Human Resource Manager (HRM) is designated as the Equal Opportunity Advisor by the Board of Com-
missioners and will be assigned the specific task of assisting all departments in implementing the Equal Oppor-
tunity Program.
In addition, a County Equal Opportunity Board (CEOB) composed of THREE (3) County management person-
nel shall be appointed by the Board of County Commissioners to assist in the resolution of grievances which
may be filed by employees who believe they may have been treated unfairly in employment because of race,
color, creed, religion, national origin, sex, disability, age, or marital status.
Finally, all Department Heads, Elccted Officials, and supervisors shall be responsible for creating an employ-
ment environment that provides equal opportunities to all applicants and employees in their respective division,
department, or work area.
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Personnel Policies Manual - .Jefferson County
Page: 37 March 12, 1993
Section 1 -- Objectives
The County intends to promote through its employment policies and practices equality of opportunities without
regard to race, color, creed, religion, national origin, sex, age, marital status, or physical, mental, or sensory dis-
ability.
Section 2 -- Employment Process
Recruitment
1.
All County departments will forward notifications of job openings to the Clerk of the Board. Open-
ings, available for public application, will be advertised in the lower level of the court house by posting
copies of personnel requirements so that applicants may determine for which jobs they may wish to
apply.
2.
Unless there is a bona fide gender requirement as determined by an Elected Official, consistent with
law, advertisements for applicants will not indicate a preference for a male or female.
3,
Job openings will be placed only with employment agencies which adhere to equal employment prin-
ciples.
4,
All recruiting announcements will contain the following statement:
Jefferson County is an Equal Opportunity Employer. M/F /H/V
Selection Process
1.
Application forms will be revised to eliminate questions which may discriminate or induce bias contrary
to law and policy.
2,
Interviewers shall base employment decisions only on valid job-related factors as set forth in position
requirements
3.
Selection will be based upon the possession of the required skills and qualifications outlined in the job
description approved by the Board of County Commissioners at the time it authorizes a position or fill-
ing of a vacancy and the Elected Officials or Department Heads evaluation of those skills as well as in-
terpersonal skills. The candidate that is judged to be the best overall match to the County's need will
be selected.
Training
1.
Trainees may be accepted for on-the-job training (OJT) in those positions for which there is sufficient
guidance and supervisory personnel to develop employee potential. The existence of such positions
shall be determined by the Elected Official or Department Head,
2.
Cross-training of employees will bc encouraged, but does not justify promotion and is expected of every
employee who serves the public,
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Page: 38 March 12, 1993
Section 3 -- Equal Opportunitv Grievance Procedure
The success of the Equal Opportunity Program depends largely on the attitude of the community as well as the
employee. Opinion as to what constitutes fair and equal opportunity and treatment may vary widely, and
grievances may result. The following steps shall be taken immediately for any grievance arising from the
employee-supervisor and County-community relationships:
1.
The employee, applicant, or citizen (grievant) shall bring her or his grievance to the at-
tention of the immediate supervisor or Department Head, who will investigate as neces-
sary to determine the cause of the complaint and work with the grievant to effect an
equitable solution. Every effort shall be made to resolve the difficulty at this level.
When a grievance is against a Department Head the grievant may file the complaint
directly with the Clerk of the Board of Commissioners. Department Heads or Elected
Officials wiII keep the County Risk Manager informed of potential liability issues.
2.
At the option of either party, the Equal Opportunity Advisor shall interview both
parties, conduct additional investigations, report and make recommendations to the
Board of Commissioners' for resolution.
3.
In the event that mutual agreement cannot be achieved and binding resolution is re-
quired by the County, signed statements detailing the grievance and specific investiga-
tion action shall be obtained by the Equal Opportunity Advisor from the grievant,
County employees, and the supervisor. The Equal Opportunity Advisor shall forward
these statements, along with his own investigation report and recommendations, to the
Board of Commissioners for resolution,
4.
The Board of Commissioners may elect, as deemed necessary and as circumstances so
dictate, to refer the grievance to the County Equal Opportunity Board (CEOB). Mem-
bers of the CEOE directly involved in the grievance shall not be voting members of this
board and shall be temporally replaced, Proceedings of the committee shall be docu-
mented, and their decision shall be final and binding, subject to review only by the State
Human Rights Commission or through the Federal Equal Employment Opportunity
Commission. All reports, decisions, and other documentation generated by the
grievance procedure shall be maintained by the Equal Opportunity Advisor as a matter
of permanent record. Confidentiality will be maintained to the extent reasonably pos-
sible given the nature of the matter and the need for County employees to work with
the information to the process grievance.
Section 4 -- Evaluations
Annual evaluations by the Human Resource Manager will be made to ensure effectiveness of the Equal Oppor-
tunity Program. The Board of Commissioners will direct changes in staff efforts as necessary to ensure success-
ful implementation of the program,
Section 5 -- Individual Acts
Jefferson County hereby repudiates the acts of any employees, Department Head, or Elected Official which are
inconsistent with the policies enumerated in this Article, Such acts, if committed, are the acts of the individual
actor who is solely responsible for any injury resulting from such activities. The County has provided a
grievance procedure for use by persons who believe they arc injured by such acts. Injured parties are en-
couraged to use this grievance procedure.
Personnel Policies Manual - Jefferson County'
Page: 39 March 12, 1993
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ARTICLE X
PART II - SEXUAL OR RACIAL HARASSMENT POLICY
It is the policy of Jefferson County to provide a work environment for all of its employees, which is harmonious
and free from intimidation. To this end, the County will not tolerate any form or degree of sexual or racial
harassment. An employee who engages in such behavior may be in violation of federal and state law, as well as
this policy. Prompt disciplinary action will be taken against an employee who is guilty of sexual or racial harass-
ment. Employees or witnesses who report harassment shall not be subjected to any form of retaliation. Any
employee responsible for any form of retaliatory conduct shall be subject to disciplinary action.
All complaints, investigations, and reports made according to this policy will be kept confidential unless the
County is required to reveal such matters in the course of pursuing a complaint by a court.
Section 1 u Definition
Sexual or Racial Harassment
1.
Any deliberate or repeated unsolicited verbal or written comments, conduct, gestures,
or physical contact of a sexual or racial nature by any employee which are unwelcome
to the recipient or which cause the recipient discomfort or humiliation or which inter-
fere with the recipient's work performance or which have the purpose or effect of creat-
ing an intimidating, hostile, or offensive working environment.
2.
Any incident in which a supervisor uses implicit or explicit coercive sexual or racially
baised behavior to inOuence or affect the career, salary, or employment of another
employee or prospective employee,
3.
Any incident described in 1. or 2. above involving activities of a County employee harass-
ing a member of the public,
Section 2 u Sexual 01' Racial Harassment Examnles
Examnles of Sexual or Racial Harassment Include:
1.
Remarks or jokes about a person's clothing, body, sexual activity, heritage, or race; un-
wanted touching, patting, or brushing against a person,
2.
Verbal abuse of a racial or sexual nature or pressure for sexual activity,
3.
Deliberate or repeated behavior of a sexual nature which is unsolicited and unwelcome.
4.
Deliberate or repeated behavior using racial slurs, signs, or gestures.
If an employee is uncertain if what he/she is experiencing is sexual or racial harassment, the Elected Officials or
Department Heads are available for confidential assistance. Employees may seek the council of persons out-
side their normal department. Employees may go directly to the Equal Opportunity Advisor or Clerk of the
Board regarding concerns about illegal harassment.
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PROCEDURES
The following procedure is to be used when an employee or citizen believes that he/she is experiencing racial or
sexual harassment of any kind:
ACTION BY:
Employee
Supervisor
Department Head
Equal Opportunity
Advisor
Supervisor
Parties to the Complaint
Department Head
Parties to the Complaint
ACTION
1.
Clearly informs the "harasser", whenever possible,
that his/her behavior is inappropriate, offensive,
unwelcome and should immediately cease. "I don't
like you must stop it NOW!"
2,
Informs the first non-involved supervisor within
their department of the specific allegation, the
date(s) of the occurrence(s), the individuals in-
volved and any witnesses.
2a,
Exception - When a Department Head is a
subject of the complaint, the employee in-
forms the Clerk of the Board, HRM, or
one of the Board of Commissioners, who
will investigate and make a final decision.
3,
Investigates the complaint in a timely manner.
4.
Informs the Department Head of the complaint
and investigation taking place.
5.
Consults with the Human Resource Manager.
6.
Keeps the Board of Commissioners informed as to
the status of the complaint and investigation.
7,
Determines any appropriate disciplinary action
with the assistance of the Department Head.
8.
Advises the parties to the complaint of the results
and any disciplinary action taken.
9.
May appeal the supervisor's decision to the Depart-
ment Head if they feel the findings were incorrect
or the disciplinary action inappropriate.
10,
Reviews the original decision with the Equal Oppor-
tunity Advisor.
11,
Renders a written decision on the appeal.
12.
Provides written copies of the decision to the
parties to the complaint and the Clerk of the
Board.
13.
May appeal the Department Head's decision to the
County Equal Opportunity Board.
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Page: 41 March 12, 1993
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County Equal
Opportunity Board
14,
Makes a final written decision.
15.
Provides written copies of the decision to the
parties to the complaint.
Equal Opportunity
Advisor /Human Resource Manager
16.
Should make follow-up inquiries to ensure the
harassment has not resumed and the victim and wit-
nesses have not suffered any retaliation. Maintains
permanent file of incident and actions taken.
Develops training as required,
Personnel Policies Manual - Jefferson County
Page: 42 March 12, 1993
ARTICLE XI
WHISTLE BLOWER PROTECTION AND PROCEDURE
County employees have the right and are encouraged to report any alleged improper government action by a
County employee or official.
The County agrees that any employee having information regarding the wrongdoing of an employee or official
shall not be discriminated against for "Blowing the Whistle" on such wrongdoing provided the below procedures
are followed, The identity of a reporting employee shall be confidential except as required to properly evaluate,
investigate or otherwise process the reported inappropriate action.
For purposes of this Section employees represented by a union may seek representation through this reporting
procedure or report the alleged improper government aclion through the Union. The Union will follow these
reporting procedures.
Employees suspecting wrongdoing on the part of any County Official or employee shall report such conduct to
their Department Head or Elected Official. If the suspected conduct is of the Department Head or Elected Of-
ficial then the report will be made to the Chairman of the Board of County Commissioners. If the
Commissioner's Chairman is suspected of wrongdoing the report will be made to any other Commissioner or
the County Prosecutor. If the wrongdoing involves a County Commissioner acting with the County Prosecutor
the report shall be made to the County Auditor. Investigations shall be conducted by persons who are not
responsible for law enforcement or criminal prosecution and who are familiar with proper investigation proce-
dures.
In order to maintain the integrity of any investigations into the suspected conduct no reports are to be made to
any party except as provided above. Failure to protect the integrity of a future investigation will result in dis-
cipline for failure to follow proper procedures as outlined herein.
Employees who follow the above procedure shall suffer no discrimination or reprisals for reporting suspected
conduct regardless of the results of any subsequent investigation. Any discrimination or reprisal suffered by an
employee for reports made pursuant to this Section shall be grievable. Union employees shall utilize the
grievance procedure of the labor agreement. Non-union employees shall file their grievance with the Chairman
of the Board of Commissioners. Grievances against a County Commissioner shall be filed with the County
Prosecutor. A grievance filed under this section shall be specific as to: 1) alleged retaliatory activities, and 2)
relief requested.
Grievances filed with the County shall be adjudicated by the Chairman of the Board of County Commissioners
(unless the grievance is against a Commissioner in which case the grievance process shall be pursuant to the last
paragraph of this section) and if the Grievant is unsatisfied with his/her decisions, the grievance shall then be
heard by the three Commissioners acting as a grievance panel in closed session convened for personnel matters
or otherwise required by law. Once the panel is convened it shall have full access to County resources, includ-
ing use of the County Prosecutor or County Consultants, for the purpose of a full unbiased investigation and
resolution of the grievance, The decision of the Commissioners acting as a Grievance Panel shall be the final
review.
Any employee who remains aggrieved after a hearing by the County Grievance Panel shall so notify the Chair-
man of the County Commissioners who shall then make application with the State Office of Administrative
Hearings, in accordance with SSB 6.321.PL Section 4(5), for a final hearing and decision on the grievance.
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ARTICLE XII
ALCOHOL AND DRUG FREE WORKPLACE
Policy:
Jefferson County supports the requirements of the State of Washington and the United States Drug Free
Workplace Act of 1988, recognizing that the maintenance of a alcohol and drug free workplace is essential to
the safety and welfare of its' employees.
Emplovee Resvonsibilitv. It is the responsibility of the employer through management and supervisory person-
nel to fairly administer this policy. In the event there is reasonable suspicion that substance abuse is a factor in
an employees performance, the matter shall be brought to the attention of the employees immediate supervisor
and Department Head. The supervisor and Department Head will investigate the allegation and may require
the employee to be evaluated for substance abuse by referring the individual to the Jefferson County Health
and Human Services Department or private medical provider. Failure of the employee to report for an evalua-
tions is considered an act of insubordination and is subject to immediate disciplinary action. Based on the
evidence produced from the evaluation, the employee may be required, as a condition of continued employ-
ment, to participate in a comprehensive substance abuse treatment program.
ReVOlt of Alcohol or Dl1lg Conviction, Each employee has the responsibility to report to their immediate super-
visor and Department Head the facts and circumstances leading up to a conviction for violating any criminal
drug statute. Reporting must take place within five (5) days from the date of conviction.
Follow up to Convictioll, An employee convicted of such offense may be required, as a condition of continued
employment, to satisfactorily participate in a substance abuse assistance, rehabilitation, or education program.
Emplovee Education, The County will afford employees an opportunity to deal with drug and alcohol related
problems. The Health and Human Services Department maintains information pertaining to the hazards of
drug and alcohol abuse, and the treatment of drug and alcohol related problems. Any County employee may
seek advise, information and assistance voluntarily, Medical confidentiality will be maintained, consistent with
this policy.
El1lvlovee Assistance. Any employee who voluntarily requests assistance in dealing with a personal drug and/or
alcohol problem may do so through a private treatment program for drug and alcohol problems. Jefferson
County Health and Human Services will assist employees who wish to identify and select an appropriate treat-
ment program.
If an employee seeks drug or alcohol treatment voluntarily and not under adverse employment circumstances,
the discontinuation of any involvement with alcohol or drugs may be required for continued employment. This
is consistent with the County's policy of maintaining a drug free workplace.
PresC1ÙJtion Dl1lgs. All employees who use a prescribed or over-the-counter drug which may cause adverse side
effects (e.g., drowsiness or impaired reflexes or reaction time) shall inform their supervisor that they are taking
such medication. Such employees are responsible for informing their Supervisor of the possible effects of the
drug on performance and the expected duration of use, If the drug use could cause production or safety
problems, a Supervisor may grant the employee sick leave or temporarily assign the worker different duties.
Confidentiality. The confidentiality of all complaints and reported violation of the provisions of this policy will
be strictly maintained, except as required by the public disclosure laws, court order, or as required in ordinary
personnel actions.
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ARTICLE XIII . PART I
BLOOD BORNE PATHOGENS
Exposure Control Plan
Ref:
(a) OSHA Inst: 29CFR191O.1O30
(b) WAC 296-62-08001
(c) WAC 296-62-08050
Section 1 .. POI'pose.
To implement a program to eliminate or minimize occupational exposure to Hepatitis B Yirus (HBY), Human
Immunodeficiency virus (HIY) and other blood borne pathogens as required by reference (a) & (b),
Section 2 .. Background,
Reference (a) & (b), requires employers having employees with occupational exposure to HBY, HIV, and other
bloodborne pathogens to establish a written Exposure Control Plan designed to eliminate or minimize
employee exposure. This publication implements standards and serves as the written Exposure Control Plan re-
quired by reference (a) & (b). Reference (a) & (b) arc available for review by employees in the office of the
Director of Nursing Services of the County Health and Human Services Department, the County
Commissioner's Office, or at the Sheriffs Office,
Section 3 -- AUJ}licabilitv and Scope.
This plan applies to all employees, and volunteers, who are occupationally exposed or may be occupationally
exposed to HBY, HIY, or other bloodborne pathogens in the performance of their duties.
Jefferson County has employees with reasonably anticipated skin, eye, mucous membrane, or parenteral contact
with blood or other potentially infectious materials as a result of their Employment. This Exposure Control
Plan is established to eliminate or minimize employee exposure to bloodborne pathogens. Exposure determina-
tion, schedule and method of implementation, and procedures for evaluation of exposure circumstances are in-
cluded.
Personnel employed by contractors working for Jefferson County, shall be covered by Exposure Control Plans
developed by the contractor. Such Exposure Control Plans shall not be less stringent than this plan. In the ab-
sence of an Exposure Control Plan provided by the contractor, contract employees shall abide by the provisions
of this plan,
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Page: 45 March 12, 1993
Section 4 -- Individual De )artments Res )onsibilitv
Those departments with employees who are category I or II wiII develop specific procedures for protecting
employees from potential exposure, The procedures developed shall be consistent with Sections 8 through 12 of
this plan. Procedures should include suflìcient detail to provide guidance for employees in the performance of
work assignments. Each department shall maintain its procedures and provide a copy of such procedures to be
placed in the Master Personnel Manual maintained in the Oflìce of the Board of County Commissioners.
Each department wiII designate on that departments job descriptions the exposure classification of each job.
See Part III for descriptions of classifications,
Section 5 -- Definitions,
Definitions as used in reference (a) & (b) are contained in Part II.
Section 6 -- Ex )osure Determination,
Reference (a) & (b) requires the Exposure Control Plan to list job classifications in which occupational ex-
posure occurs. It further requires a list of all tasks and procedures or groups of closely related tasks and proce-
dures that are performed which may result in occupational exposure. Exposure determination is contained in
the Exposure Control Procedures of the affected departments in the Master Personnel Manaual.
1.
Exposure to the following materials have been recognized by the Center for Disease Control (CDC) as
potentially infectious and directly linked to the transmission of Hepatitis Band/or HIV infection:
Blood
Semen
Cerebral Spinal Fluid
Pleural Fluid
Pericardial Fluid
Concentrated HIV or HBV
Blood Products
Vaginal Secretions
Synovial Goint) Fluid
Peritioneal Fluid
Amniotic Fluid
Saliva in Dental Settings
2.
Jefferson County, the employer, via Department Heads, shall designate as "Category I" all service
providers who, in the course of their duties, are routinely directly exposed to blood or other potentially
infectious material (PIMs). All service providers whose jobs entail only the possibility of such exposure
shall be designated as "Category II" service providers, All County service providers not specifically as-
signed to Category I or II are designated "Category III" service providers.
3.
The Employer has assigned the following job positions to the proper category in the department proce-
dures and on the Summary Job Description.
4.
The category designation may be reviewed and revised from time to time by each department and
adopted into the department Bloodborne Pathogens procedures and placed on file with the Count
Human Resource Manager.
Section 7 -- Schedule.
Jefferson County employees with occupational exposure as determined in attachment B will receive training at
the time of initial assignment and at least annually thereafter. Training for current employees with occupational
exposure will be completed as soon as feasible after adoption of the plan.
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Page: 46 March 12, 1993
Record keeping requirements of this plan will be in effect as soon as feasible after adoption of this plan,
The provisions of this plan concerning personal protective equipment (PPE), housekeeping, Hepatitis B vaccina-
tion and post-exposure evaluation and follow-up, and labels and signs will be in effect immediately upon adop-
tion of this plan.
Section 8 -- Methods of Compliance.
The following methods of compliance will be implemented throughout Jefferson County Departments having
employees covered by this plan,
1.
2.
3.
All employees shall observe universal precautions as specified in reference (a) and (b).
Engineering Controls (e.g., sharps disposal containers) shall be utilized to isolate or remove
the bloodborne pathogen hazard from the workplace. Department Heads will ensure these con-
trols are examined and maintained or replaced on a regular schedule to ensure effectiveness.
Examination and maintenance/replacement will be conducted on a schedule not to exceed six
months. When occupational exposure remains after institution of these controls, personal
protective equipment shall also be used,
Employer shall:
A.
Ensure handwashing facilities are readily accessible to all employees,
B.
Provide an appropriate antiseptic hand cleaner in conjunction with paper towels when
handwashing facilities are inaccessible.
c.
Require all employees wash their hands immediately, or as soon as feasible, after
removal of gloves or other personal protective equipment.
D.
Require that employees wash hands and any other skin with soap and water, or flush
mucous membranes with water immediately or as soon as feasible following contact
of such body areas with blood or other potentially infectious materials.
E.
Ensure that contaminated needles and other contaminated sharps are not bent,
recapped, or removed except where no alternative is feasible or that such action is re-
quired by a specific medical procedure. If recapping or needle removal is necessary, it
shall be accomplished using a mechanical device or a one-handed technique. Shearing
or breaking of needles is prohibited, References (a) and (b) provide guidance in dis-
posal of syringes and needles and other sharps.
F.
Ensure contaminated reusable sharps arc placed in appropriate containers im-
mediately following use until properly processed. These containers shall be puncture
resistant, labeled or color-coded, and leakproof on the sides and bottoms. Con-
taminated reusable sharps shall not be stored or processed in a manner that requires
employees to reach by hand into the containers where these sharps have been placed,
G,
Prohibit eating, drinking, smoking, applying cosmetics or lip balm, handling contact
lenses, or other touching of the employees' mucus membrane with contaminated
materials or hands. In work areas where there is a reasonable likelihood of occupa-
tional exposure.
Personnel Policies Manual - Jefferson County
Page: 47 March 12, 1993
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H.
Ensure that food and drink are not kept in refrigerators, freezers, shelves, cabinets, or
on benchtops or countertops where blood and other potentially infectious materials
are present.
I.
Ensure all procedurcs involving blood or other potentially infectious materials are per-
formed in a manner which minimizes splashing, spraying, spattering, and generation
of droplets of these substances,
J,
Ensure specimens of blood or other potentially infectious materials are placed in a
container which prevents leakage during collection, handling, processing, storage,
transport or shipping.
1.
Containers for storage, transport, or shipping shall be labeled or color-coded
and closed prior to being stored, transported, or shipped, If the specimen is
in a container easily recognizable as containing specimens and does not leave
the confines of County property, labeling is not required.
II.
If the outside of the Primary container becomes contaminated, it shall be
placed within a second container which prevents leakage during handling,
processing, storage, transport, or shipping. This container must be color-
coded or labeled in accordance with this plan.
Ill.
If the specimen could puncture the primary container, the primary container
shall be placed within a secondary container which is puncture-resistant in
addition to the above characteristics,
K.
Ensure that equipment which may become contaminated with blood or other poten-
tially infectious materials is examined prior to servicing or shipping and decon-
taminated as necessary, unless not feasible,
1.
Attach a biohazard label to the equipment stating which portions remain con-
taminated,
II.
Ensure this information is conveyed to all employees, servicing representa-
tive, and/or the manufacturer prior to handling, servicing, or shipping.
Section 9 -- Personal Protective E()uipment.
Jefferson County through the County Health and Human Services Department will provide, at no cost to
employees, appropriate personal protective equipment. PPE includes, but is not limited to , gloves, gowns,
laboratory coats, face shields or masks and eye protection, and mouthpieces, resuscitation bags, pocket masks,
or other ventilation devices. PPE is considered "appropriate" only if it does not permit blood or other potentially
infectious materials to pass through to or reach the employee's work clothes, street clothes, undergarments,
skin, eyes, mouth, or other mucous membranes,
1.
Use,
Employees shall use appropriate personal protective equipment at any time there is a
reasonably anticipated exposure to blood and other potentially infectious materials. If an
employee declines to use PPE, the Elected Official or Department Head will investigate the
circumstances and document whether changes can be instituted to prevent recurrence.
Employee refusal may result in discipline.
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Page: 48 March 12, 1993
2.
Accessibility.
Elected Officials and Department Heads shall ensure that PPE is readily accessible in various
sizes. Hypoallergenic gloves, liners, powderless gloves will be provided for employees allergic
to the gloves normally used,
3.
Cleaning, Laundering, and Disposal.
PPE shall be cleaned, laundered, and disposed of at no cost to the employee.
4.
Repair and Replacement.
PPE shall be repaired or replaced as needed to maintain its effectiveness at no cost to the
employee.
5.
Garments penetrated by blood or other potentially infectious materials shall be removed im-
mediately or as soon as feasible.
6.
PPE shall be removed prior to leaving the work area.
7.
PPE shall be placed in appropriate areas or containers for storage, washing, decontamination
or disposal upon removal.
8.
Gloves,
Employees shall wear appropriate gloves when hand contact with blood or other potentially in-
fectious material, mucous membranes, and non-intact skin can be reasonably anticipated;
when performing vascular access procedures; and when handling or touching contaminated
items or surfaces.
A.
Disposable gloves shall be replaced as soon as feasible when torn, contaminated, punc-
tured, or compromised as a barrier.
B.
Disposable gloves shall not be washed or decontaminated for re-use.
c.
Utility gloves may be decontaminated for re-use when their integrity is not com-
promised. They shall be discarded when showing signs of deterioration such as crack-
ing, peeling, etc.
D,
Employees shall wear gloves for all phlebotomies.
9.
Masks, eye protection, face shields shall be worn whenever splashes, spray, spatter, or droplets
of blood/potentially infectious material may be generated and eye, nose, or mouth contamina-
tion can be reasonably anticipated,
10.
Gowns, aprons, and other protective body clothing shall be worn in occupational exposure
situations, The type and characteristic will be determined by the task and degree of exposure
anticipated.
11.
Surgical caps or hoods shall be worn in instances where gross contamination can be expected,
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Page: 49 March 12, 1993
Section 10 u Housekeeping.
All County spaces shall be maintained in a clean and sanitary condition.
1.
All equipment and working surfaces shall be cleaned and disinfected after contact with blood
or other potentially infectious material.
2.
Surfaces will be decontaminated with a disinfectant following completion of procedures; im-
mediately after being overtly contaminated or after any spill of blood or other potentially infec-
tious materials; and at the end of the work shift if the surface may have become contaminated
since the last cleaning.
3.
Protective coverings shall be removed and replaced as soon as feasible when they become
overtly contaminated or at the end of the workshift if they may have become contaminated
during the shift.
4.
All reusable bins, pails, cans, and receptacles shall be inspected and decontaminated on a
regularly scheduled basis and cleaned and decontaminated immediately upon visible con-
tamination,
5.
Mechanical means (brush and dust pan, tongs, forceps) shall be used to clean up broken
glassware. Broken glassware shall not be picked up directly with the hands.
Section 11 .. Infectious Waste.
Infectious waste is considered to be any biological material handled within a facility for which precautions are
taken within the facility to reduce potential exposure of the facility staff. The following materials are specifically
considered to be infectious waste:
1.
Blood and blood products.
2.
All needles and other sharps (e.g. Lancets, glass slides) regardless of whether or not they have
been used in a way that contamination with blood or other body fluids has occurred. All
sharps will be considered as dangerous and potentially contaminated.
Segregating and Packaging of Infectious Waste.
1.
Infectious waste must be handled and treated differently than non-infectious waste. Therefore,
the office must implement a system to separate these two different waste streams. Specifically:
A.
Separate potentially infectious wastes from other solid wastes and store in dedicated
containers or disposal bags that are clearly labeled "BIOHAZARD" OR
"INFECTIOUS WASTE."
B.
Place sharps into rigid, impervious containers designed for this purpose.
c.
If outside contamination of the primary container occurs, it shall be placed in a secon-
dary leakproof container which is either labeled biohazard or color coded red,
D.
If the contents of the primary container can puncture it, the container shall be placed
in a leakproof, puncture resistant, and labeled or color coded container.
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Storing Infectious Waste,
1.
In nearly all instances, infectious waste must be stored prior to disposal. Storage containers
will be marked with prominent warning sign that includes the word(s) "BIOHAZARD" or
"INFECTIOUS WASTE." Make sure that the storage area is:
A.
Accessible to authorized personnel only.
B.
Located away from the point where clean sterile materials or supplies enter or are
stored in your facility,
c.
Kept clean and free of any insects, rodents, or other vermin. Infectious waste shall
also be removed for disposal often enough so that nuisance conditions do not develop
(in some instances, refrigeration may be needed).
Disposal of Infectious Waste.
1.
Infectious waste will be collected, transported, and stored in the manner previously described
in preparation for delivery to the container provided and maintained by Jefferson General
Hospital.
2.
The infectious waste will be transported by Jefferson County Departments in a leak proof con-
tainer, to Jefferson General Hospital for proper disposal.
Section 12 -- Laundry Pmctices.
Contaminated laundry shall be bagged at the location where it was used,
Contaminated laundry shall be placed and transported in bags that are labeled or color coded and that prevent
liquid seepage if such a potential exists.
In the case of contaminated laundry, Jefferson County Health and Human Services Department will contract
with a local provider for laundry services,
Section 13 -- Hepatitis ß Vaccination and Post-exposure Evaluation.
Jefferson County will make hepatitis B vaccine available to all employees who have occupational exposure. This
vaccination program will be administered in accordance with reference (a) & (b). Post-exposure evaluation and
follow-up will be provided to all employees who have had an exposure incident. Hepatitis B vaccine and vaccina-
tion series, and post-exposure evaluation and follow-up, including prophylaxis will be:
1.
Made available at no cost to the employee;
2.
Made available at a reasonable time and place;
3.
Performed under the supervision of a licensed health care professional; and
4.
Provided according to current recommendations of the U.S. Public Health Service.
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Hepatitis B Vaccination.
1.
Hepatitis B vaccination shall be administered after the employee has received required train-
ing and within 10 working days of initial assignment to all employees who have occupational
exposure unless the employee has previously received the complete hepatitis B vaccination
series, antibody testing has revealed that the employee is immune, or the vaccine is contraindi-
cated for medical reasons.
2.
Participation in a prescreening program shall not be a prerequisite for receiving hepatitis B
vaccination.
3.
If a routine booster dose(s) of hepatitis B vaccine is recommended by the U.S. Public Health
Service at a future date, such booster dose(s) will be made available in accordance with this
section.
4,
If an Jefferson County employee declines to accept the vaccination when offered, he/she shall
sign the statement contained in Part III - A. Employees accepting vaccination will complete
and sign a statement contained in Part III - B.
Post-Exposure Evaluation and Follow-up.
1.
Following a report of an exposure incident, the employer shall make available at no cost to the
employee a confidential medical evaluation and follow-up of the incident.
2.
If the employee chooses to undergo medical evaluation, the following information will be
provided to the health care provider:
A.
B.
A copy of the OSHA regulation (OSHA CPL.2.44B) and its appendices.
A description of the employee's duties as they relate to their exposure.
c.
Documentation of the route(s) of exposure and circumstance under which the ex-
posure occurred.
D.
Results of the source individual's blood testing if available,
E.
All medical records relevant to the appropriate treatment of the employee including
vaccination status.
3.
The medical evaluation shall be performed by or under the supervision of a licensed physician
or another licensed health-care professional.
4.
The medical evaluation shall be made available at a reasonable time and place.
5.
The medical evaluation shall be provided according to V.S, Public Health Service recommen-
dations,
6.
The employee shall document on the incident report the route of exposure, the identity of
source patient(s), if known, and the circumstances under which the exposure occurred.
7.
If the source patient can be identified, Jefferson County Health and Human Services Depart-
ment shall notify the source patient(s) of the incident and attempt to determine the HBV and
HIV status of the source patient. If the status is unknown or is negative, Jefferson County
Health and Human Services Department shall attempt to obtain consent to collect and test the
source's blood to determine the presence of HBV and/or HIV infection.
Personnel Policies Manual - Jefferson County
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8.
The employee shall be provided with the source persons results and information regarding
laws requiring the maintenance of confidentiality.
9.
The Jefferson County Health and Human Services Department or a private Doctor will offer
HIV antibody counseling and offer to collect a blood sample from the exposed worker within
four (4) working days after the exposure incident for determination of HBV and/or HIV
status.
10.
The Jefferson County Health and Human Services Department shall offer to repeat HIV an-
tibody counseling and testing to exposed employees six weeks post-exposure and on a periodic
basis thereafter (12 weeks and 6 months after exposure),
11.
Follow-up of the exposed worker shall include counseling, medical evaluation of any febrile ill-
ness that occurs within twelve weeks post-exposure, and use of safe and effective post-
exposure measurers according to recommendations for standard mcdical practice.
12.
If the employee consents to baseline HEV testing but not to HIV antibody testing, the sample
shall be preserved for 90 days. If the employee chooses to undergo HIV antibody testing
within 90 days, the employee shall be provided HIV pretest counseling (if not already) and the
sample tested,
13.
Post exposure prophylaxis shall be provided with the employee's consent when medically indi-
cated as recommended by the US Public Health Service.
14.
If the employee chooses to be mcdically evaluated, thc health-care provider will provide the
employee's County Department, within 15 days of the evaluation the following written
documentation:
A.
The health-care professional's written opinion whether HBV vaccination is indicated
and whether it has been given.
B.
A statement that thc employee has bccn informcd of the results of the medical evalua-
tion and about any medical conditions resulting from the exposure to blood or other
potcntially infectious matcrials which require further evaluation or treatment.
15.
Any other diagnosis or findings shall bc kept confidential.
16.
The employee's Departmcnt shall providc thc employee with a copy of the health-care
provider's writtcn opinion within 15 days of the evaluation,
Section 14 -- Communication of Hazards to EmnIovees.
The following measures will be implemented as soon as feasible upon adoption of the plan.
1.
2.
Warning labels shall be affixed to containers of regulated waste, refrigerators and freezers con-
taining blood or other potentially infectious materials and other containers used to store,
transport, or ship blood or other potentially infectious matcrials.
Labels shall include the symbol and lettering for "BIOHAZARD" in fluorescent
orange/orange-red with lettering/symbol in a contrasting color.
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3.
Labels will be affixed as close as feasible to the container by adhesive, string, wire, or other
method which prevents loss/removal.
4.
Red tags/containers may be substituted for labels.
5.
Labels for contaminated equipment shall also state which portions of the equipment remain
contaminated.
6.
Labels may be obtained from the County Health and Human Services Department.
7.
Decontaminated regulated waste need not be labeled.
Section 15 -- Training and Education of Emolovees.
The employer shall ensure that category I and II employees participate in a training and education program at
no cost to the employee and during working hours. The training and education program may need to be job
specific.
At the minimum, the training program shall contain the following clements:
A copy of the OSHA standard and an explanation of its contents.
1.
2.
A general explanation of the epidemiology of bloodborne diseases,
3.
An explanation of the modes of transmission of bloodborne pathogens.
4.
An explanation of the employer's infection control program,
5,
An explanation of the appropriate methods for recognizing tasks and other activities which
may result in exposure to blood and other infectious materials.
6.
An explanation of the use and limitations of methods of control that may prevent or reduce
exposure, including universal precautions, engineering controls, work practices, and personal
protective equipment.
7.
An explanation of the basis for selection of personal protective equipment, the types, proper
use, location, removal, handling, decontamination, and disposal of PPE.
8.
Information on the HBV vaccine, including its efficacy, safety, and the benefits of being vac-
cinated, and that the vaccination will be offered at no cost.
9.
Information on appropriate action to take and persons to contact in an emergency.
10.
An explanation of the procedure to follow if an exposure incident occurs, method of reporting
the incident, and medical follow-up that will be made available.
11.
An explanation of the signs, labels, tags and/or color coding used to denote biohazards.
12.
Training shall be provided at the time of initial employment and at least annually thereafter.
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Page: 54 March 12, 1993
13.
Training shall also occur when charges or ncw tasks occur which may effect the employee's oc-
cupational exposure,
14.
Training shall provide for an opportunity for interactive questions and answers.
Training Records.
1.
Jefferson County Departments having employees covered under this plan shall keep the follow-
ing information:
A.
Dates of the training sessions,
B.
Contents of summary of the sessions.
c.
Names and qualifications of persons conductions the training.
D.
Names and Job titles of staff attending.
2.
Training records will be kept for 3 years from the date of the training seSSIon in each
employee's employment record.
Section 16 -- Medical Record Keeuing,
The medical records shall include:
1.
Employee name and social security number, kept with the employee employment record and
medical record files.
2.
A copy of the employee's HBV vaccination status, including dates of all HBV vaccinations and
records related to the employee's ability to receive HBV vaccinations,
Jefferson County shall maintain the medical records, in medical archives, for thirty (30) years following the ter-
mination of employment.
1.
A copy of all results of examinations, medical testing, and follow-up procedures related to oc-
cupational exposure incidents,
2.
A copy of the health-care professional's written opinion after an exposure incident.
3.
A copy of the information provided to the health care professional related to the exposure inci-
dent.
A.
The employer shall track each worker's reported exposure incident to blood or other
potentially infectious materials.
B.
All employee medical rccords are to be kept confidential and may not be disclosed
without the employees written consent, except as may be required by law.
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ARTICLE XIII- PART II
BLOODBORNE PATHOGENS
Definitions
BLOOD - Human blood, human blood components, and products made from human blood.
BLOODBORNE PATHOGENS - Pathogenic microorganisms that are present in human blood and can cause
disease in humans. These pathogens include, but are not limited to, hepatitis B virus (HBV) and human im-
munodeficiency virus (HIV).
CLINICAL LABORATORY - A workplace where diagnostic or other screening procedures are performed on
blood or other potentially infectious materials,
CONTAMINATED - The presence or the reasonably anticipated presence of blood or other potentially infec-
tious materials on an item or surface,
CONTAMINATED LAUNDRY - Laundry which has been soiled with blood or other potentially infectious
materials or may contain sharps.
CONTAMINATED SHARPS - Any contaminated object that can penetrate the skin including, but not limited
to, needles, scalpels, broken glass, broken capillary tubes, and exposed ends of dental wires,
DECONTAMINATION - The use of physical or chemical means to remove, inactivate, or destroy blood borne
pathogens on a surface or item to the point where they are no longer capable of transmitting infectious particles
and the surface or itcm is rendered safe for handling, use, or disposal.
EMPLOYEE/EMPLOYEES - All employees and volunteers working in Class I or Class II.
EMPLOYER/COUNTY - Jefferson County
ENGINEERING CONTROLS - Controls (e.g., sharps disposal containers, self-sheathing needles) that isolate
or remove the bloodborne pathogens hazard from the workplace.
EXPOSURE INCIDENT - A specific eye, mouth, other mucous membrane, non-intact skin, or parenteral con-
tact with blood or other potentially infectious materials that results from the performance of an employee's
duties.
HANDWASHING FACILITIES - A facility providing an adequate supply of running potable water, soap and
single use towels or hot air drying machines,
HBV - Hepatitis B virus.
HIV - Human immunodeficiency virus.
LICENSED HEALTH CARE PROFESSIONAL - A person whose legally permitted scope of practice allows
him or her to independently perform the activities required by the section of the Exposure Control Plan con-
cerning Hepatitis B Vaccination and Post-exposure Evaluation and Follow-up,
OCCUPATIONAL EXPOSURE - Reasonably anticipated skin, eye, mucous membrane, or parenteral contact
with blood or other potentially infectious materials that may result from the performance of an employee's
duties.
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OTHER POTENTlALL Y INFECTIOUS MATERIALS
1.
The following human body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid,
pleural fluid, pericardial tluid, peritioneal tluid, amniotic fluid, saliva in dental procedures, any
body fluid that is visibly contaminated with blood, and all body fluids in situations where it is
difficult or impossible to differentiate between body fluids;
2.
Any unfIXed tissue or organ (other than intact skin) from a human (living or dead); and
3.
HIV-containing cell or tissue cultures, organ cultures, and HIV- or HBV-containing culture
medium or other solutions; and blood, organs, or other tissues from experimental animals in-
fected with HIV or HBV.
PARENTERAL - piercing mucous membranes or the skin barrier through such events as needle sticks, human
bites, cuts, and abrasions.
PERSONAL PROTECTIVE EQUIPMENT - Specialized clothing or equipment worn by an employee for
protections against a hazard. General work clothes (e.g" uniforms, pants, shirts or blouses) not intended to func-
tion as protection against a hazard are not considered to be personal protective equipment.
REGULATED WASTE - Liquid or semi-liquid blood or other potentially infectious materials; contaminated
items that would release blood or other potentially infectious materials in a liquid or semi-liquid state if com-
pressed; items that are caked with dried blood or other potentially infectious materials and are capable of releas-
ing these materials during handling; contaminated sharps; and pathological and microbiological wastes contain-
ing blood or other potentially infectious materials.
SERVICE PROVIDER - All employees, volunteers, or other persons working in the service of Jefferson
County with the expressed permission of an Jefferson County Department Head or Elected Official and as-
signed to Class I or Class II exposure category,
SOURCE INDIVIDUAL - Any individual, living or dead, whose blood or other potentially infectious materials
may be a source of occupational exposure to the employee. Examples include, but arc not limited to, hospital
and clinic patients; clients in institutions for the developmentally disabled; trauma victims; clients of drug and
alcohol treatment facilities; residents of hospices and nursing homes; human remains; and individuals who
donate or sell blood or blood components,
STERILIZE - The use of a physical or chemical procedure to destroy all microbial life including highly resistant
bacterial endospores.
UNIVERSAL PRECAUTIONS - An approach to infection control. According to the concept of Universal
Precautions, all human blood and certain human body fluids arc treated as if known to be infectious for HIV,
HBV, and other bloodborne pathogens.
WORK PRACTICE CONTROLS - Controls that reduce the likelihood of exposure by altering the manner in
which a task is performed (e.g" prohibiting recapping of needles by a two-handed technique).
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ARTICLE XIII - PART III - A
BLOODBORNE PATHOGENS
Hepatitis B Vaccine Declination
I understand that due to my occupational exposure to blood or other potentially infectious materials, I
may be at risk of acquiring hepatitis B virus (HBY) infections. I have been given the opportunity to be vac-
cinated with hepatitis B vaccine, at no charge to me. However, I decline hepatitis B vaccination at this time. I
understand that by declining this vaccine, I continue to be at risk of acquiring Hepatitis B, a serious disease. If
in the future, I continue to have occupational exposure to blood or other potentially infectious materials and I
want to be vaccinated with hepatitis B vaccine, I can receive the vaccination series at no charge to me.
Signature
Printed Name
Social Security Number
Date
I
named.
on the above date witnessed the voluntary signature of the above
Witness
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Page: )8 March 12, 1993
ARTICLE XIII . PART III - ß
ßLOODßORNE PATHOGENS
Heuatitis B Vaccine Acceptance
I understand that due to my occupational exposure to blood or other potentially infectious materials, I may be
at risk of acquiring hepatitis B virus (HBV) infection, I certify or request one of the following:
[ ]
I have completed the hepatitis B vaccine series on
(insert date).
[ ]
I desire to be administered the hepatitis B vaccine series of three injections, at no cost to me.
Printed Name
Signature
Social Security Number
Date
VACCINE ADMINISTERED RECORD:
Type
Date
Lot #
Provider
Initial Vaccine
2nd in series
3rd in series
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ARTICLE XIII - PART III - C
BLOODBORNED PATHOGENS
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ARTICLE XIV
TRAVEL AND TRANSPORTATION PROCEDURES
Section 1 .. Control of Travel
Jefferson County has established a positive system for control of travel which provides for authorization and ap-
proval by the Elected Official, Department Head or authorized designee of any travel subject to reimbursement
under these regulations. Authorizations for travel shall be exercised through the use of a Travel Request Form.
The Travel Request Form must also be used when an employee requests a travel advance. Travel Expense
Claims which detail the employee's expense reimbursement request must be approved first by the Elected Offi-
cial, Department Head or authorized designee and then by the Board of Commissioenrs
The Elected Official, Department Head or authorized designee is responsible for determining the method of
reimbursement allowed consistent with these travel regulations and the lowest cost to the County. If a question
arises regarding the method of reimbursement to be allowed an employee under these travel regulations, the
County shall select the option that is most advantageous and economical for the County.
Employees are to exercise prudent judgment in incurring travel expenses on official County business. Excessive
or unnecessary expenses are not to be approved or reimbursed.
The travel itinerary of an employee is to be planned to eliminate unnecessary travel in the performance of work
assignments. Whenever it is feasible for two or more employees to travel on official business in one vehicle,
they are to do so.
When an employee is traveling on official County business, the Elected Official or Department Head will deter-
mine whether it is more economical to reimburse the employee for subsistence and/or lodging, or require the
employee to return to the official station or residence daily or on weekends.
For the purposes of these regulations, "in-state" travel includes travel within the State of Washington and "out-
of-state" travel includes travel anywhere outside the boundaries of the State of Washington.
Air transportation is to be by tourist class via the most direct or cost effective route.
Section 2 -- Applicabilitv of Procedures
Unless otherwise provided by law, these regulations are applicable to all employees.
Where travel expenses are authorized for persons who are not employees, these regulations are applicable.
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Section 3 -- Direct Payment to Vendors Sunnlvinq: Subsistence or Lodl?:ißl!
Approval of the Department Head or authorized designee must be obtained prior to authorizing direct billing
to the County and direct payment by the County.
Any payments made in accordance with this section are to be supported by documentation consisting of:
1.
A list of employees for whom such lodging or subsistence is furnished with the following data:
(a)
(b)
Name of employee
Department
2.
An invoice from the vendor detailing the number of meals served and price per meal.
3.
The details of the lodging payment are to include the following information:
(a)
(b)
(c)
(d)
Date(s) of occupancy
Room number
Room rate
Name(s) of persons occupying the room.
4.
Payments to vendors for subsistence lodging expenses are not to exceed what would be pay-
able by way of reimbursement to the individuals involved.
5.
These procedures are designed to ensure that any payments made under this section are
reasonable, accurate and necessary for the conduct of the County's business.
Commercial Travel - Advance Bookings. Whenever it is determined that savings in travel costs will result by
taking advantage of discounts offered by a commercial carrier for advance bookings, payments are authorized to
pay for airline or other commercial carrier tickets prior to a scheduled trip if the County retains physical cus-
tody of the ticket until immediately prior to the commencement of the scheduled trip.
Section 4 .. Basis for Reimbursement
The reimbursement for subsistence and lodging expenses incurred on official business shall be either on an ac-
tual expense basis or on a per diem basis in lieu of actual subsistence and lodging costs, as determined by the
Elected Official or Department Head.
Section 5 -- Reimbursable Meal Expenses
As a general rule, the cost of meals incurred within the County are non-reimbursable because ordinary meals
are the responsibility of the employee. However, reimbursement is authorized for the cost of meals incurred at
meetings, up to the maximum per meal entitlement amount as shown on rate schedule approved by the County
Commissioners. (See Schedule A) When such meetings are away from Jefferson County, without regard to the
travel hours, such reimbursement may only be made for the following:
1.
Meals which are scheduled as an integral part of an official proceeding or program related to
County business and the employee's responsibility.
2.
Meals necessary in the course of official business while on travel status.
Personnel Policies Manual - Jefferson County
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In such cases the reasonable cost of the employee's own meal may be reimbursed up to the maximum per meal
entitlement when substantiated by a receipt. An employee on travel status may not claim per diem for subsis-
tence if he/she seeks actual reimbursement for the meal(s) as defined under this section.
Reimbursement for alcoholic beverages is prohibited.
Section 6 -- Per Diem Allowance in Lieu of Actual Exoenses
The reimbursement for subsistence incurred on official business shall be as per entitlement on Schedule A for
meals and lodging as approved by the County Commissioners,
Employees are on travel status when they are on official County business and the number of travel hours before
and/or after the employee's regular scheduled working hours of anyone day total three or more (WAC
82.28.040). When an employee is on travel status and lodging expenses are not incurred, per diem reflecting
subsistence costs only will be paid.
Employees will be reimbursed for meals if they are on legitimate travel status at the time of their normal meal
hour(s). For example, if an employee leaves the official work station at 9:00 a,m, and returns back at 10:00 p.m.
the same day, the employee is entitled to reimbursement for a lunch meal and a dinner meal at the appropriate
amount established in Schedule A because the employee met the "three hour threshold" rule,
When an employee uses a travel trailer or camper in lieu of commercial lodging facilities for the employee's con-
venience, reimbursement shall be for the actual space rental cost as evidenced by a receipt. Reimbursement for
subsistence will be paid at the rates specified in Schedule A.
Reimbursement for lodging shall not be authorized under any of the following conditions:
1.
When the employee does not incur expenses for lodging and/or meals because they are fur-
nished by the County either directly or through the payment of lodging costs included in the
registration or conference fees.
2.
When an employee does not incur lodging expenses at a commercial facility.
Where the cost of meals is included in the registration fee of a meeting, conference, seminar or workshop, an
appropriate deduction is to be made from the authorized per diem allowance, Refer to the Entitlement
Schedule in Schedule A to determine the amount of deduction per meal. When the cost of meals and/or lodg-
ing is directly or indirectly paid for by the County, the employee shall not claim any reimbursement for such ex-
pense.
Section 7 n Special Allowances for Higher than Usual
Subsistence and Lodging Cost Locations
Unless otherwise approved, employees may be reimbursed at the rate specified on Entitlement Schedule A.
Hìgh Cost Locatìolls. Approval for high cost reimbursement must be granted by the County Commissioners
prior to travel. Employees may be reimbursed for the actual cost of lodging and meals as evidenced by a
receipt.
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Section 8 -- Forms Used for Travel
Travel Request Fonn. This form has two purposes. First, it is required to evidence the appropriate level of pre-
approval of all employees' travel. Second, it also serves as a request for a travel advance. If no travel advance is
requested, the Travel Request Form will be used to show that approval has been received from the Department
Head or authorized designee and County Commissioners for the proposed travel.
Travel Expense Claim. This form is used by employees to submit an accounting of their travel expenses for
which they are seeking reimbursement.
A copy of each of these forms follows. Instructions on obtaining a travel advance and submitting a claim for
reimbursement of travel expenses are included in this section, Employee may obtain forms from their super-
VIsor.
Section 9 u Travel Exuense Advances
Purpose of Travel Expense Advances. Employees traveling on official County business may request a travel ad-
vance to help pay for certain out- of-pocket travel costs, The purpose of the travel advance is to defray the
employee's anticipated reimbursable expenses while traveling on County business, The travel advance is to
cover a period not to exceed 90 days, State law requires that the travel advance revolving fund be used solely
for making advance payments of travel expenses to County employees. It is not intended to be used for pay-
ment of airline tickets, conference registration fees or for reimbursements to officials and employees for travel
expenses already incurred. The expenses of personal automobile mileage cannot be advanced.
Travel advances are not to be considered a personal loan and shall not be made for purposes other than to
defray reimbursable expenses of official travel.
How To Obtain Travel Advances. The employee must fill out a Travel Request Form and enter yes under
"Travel Advance Requested," The Travel Request Form must first be approved by the Department Head.
Employees shall submit travel advance requests to their supervisor a minimum of three (3) working days prior
to travel.
Accounting for Travel Advances. Any employee who receives a travel advance must file a Travel Expense Claim
on a timely basis as outlined below. Persons submitting claims with expenses in excess of the amount advanced
will be reimbursed for the difference by a warrant, When the actual expenses are less than the amount ad-
vanced, the employee shall repay the unexpended portion to the County.
The employee shall reflect on the Travel Expense Claim a deduction for all travel advance amounts received,
Any unexpended portion of the travel advance is to be returned to the County at the close of the authorized
travel period. The authorized travel period is that period of time when the employee is on authorized travel
status away from the work station, Payment by cash or check made payable to the County is to accompany a
properly completed Travel Expense Claim. Unexpended portions of travel advances are not to be carried for-
ward to a subsequent travel period, but must be remitted to the County on or before the 10th day following
authorized travel period.
No advance of any kind may be made to an employee at any time when he/she is delinquent in accounting for
or repaying a prior travel advance (RCW 42.24.140).
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Personnel Policies Manual - Jefferson County
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Any default in accounting for or repaying a travel advance shall cause the full amount which is unpaid to be-
come immediately due and payable. In order to protect the County from any losses on account of travel ad-
vances made, the County has a prior lien against and shall withhold any and all amounts payable or that become
payable by the County to such employee up to the amount of such travel advance,
Limitation of Use of Travel E\]Jense Monies. A travel advance is to be expended by the employee to specifically
defray necessary reimbursement costs while performing official duties. No travel advance shall be considered
as a loan to an employee and any unauthorized disbursement of a travel advance is to be considered as a misap-
propriation of public funds by the employee.
Section 10 -- Travel Expense Claims
Submitting Travel Exvense Claims. All employees must use the Travel Expense Claim form to request travel
expense reimbursement. This request should be submitted to the accounting department no later than the 5th
of the following month. The Travel Expense Claim must be submitted for approval to the Department Head or
designee. The original must bear the original signatures of the claimant and must be filled out using permanent
ink.
Employees should submit a Travel Expense Claim for each month that they incur travel expenses, However, if
the total reimbursable costs do not exceed $10 in any month, the employee may wait and submit the claim the
next month for which a total reimbursement would be greater than $10,
Receivts and [¡lfo17nation Required in SUppO/t of Travel Exvense Claims. Reimbursement will be according to
the entitlement listed on Schedule A. A receipt of the commercial lodging facility must be attached to the travel
expense claim.
Receipts for meals claimed must be attached to the Travel Expense Claim (for those meals that are not part of
per diem meal allowance entitlement).
Receipts for allowable expenditures for amounts in excess of $5.00, plus any applicable tax, shall be required for
sundry expenses and attached to the claim.
Departure and return times should be rounded to the nearest 1/2 hour on the expense claim and shall be desig-
nated as A.M. or P .M,
Reimbursable TransvOltation Exvenses. Reimbursable transportation expenses include all necessary official
travel on railroads, airlines, ships, buses, private motor vehicles and other usual means of conveyance. All
transportation other than private autos and County-owned autos must be on commercial carriers.
Reimbursement for Use of Privalelv-Owned Molor Vehicles. Reimbursement shall be allowed at a rate not to
exceed that authorized by the County Commissioners. When requesting mileage reimbursement, proof of per-
sonal insurance coverage is required. Mileage shall be based on departure from the work station or residence
to the destination, whichever is less, and return, Vicinity mileage may be included,
Reimbursement is to be payable to only one of two or more employees traveling in the same motor vehicle on
the same trip.
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Personnel Policies Manual - Jefferson County
Page: 65 March 12, 1993
Miscellaneous Travel Expenses, Miscellaneous travel expenses essential to the transaction of official County
business are reimbursable to the employee. Miscellaneous travel expenses must be specifically itemized on the
Travel Expense Claim. Claims in excess of $5.00 must be substantiated by receipts, whenever possible. Reim-
bursable expenses include, but are not limited to:
1.
Taxi fares, motor vehicle rentals, parking fees, ferry and bridge tolls.
2.
Registration fees required in connection with attendance at approved conventions, con-
ferences, and official meetings,
3.
Rental of a room in a hotel or other place which is used to transact official business. The
room rental is reimbursable as an item separate from lodging when authorized by the Depart-
ment Head.
4.
Charges for necessary stenographic or typing services in connection with the preparation of
reports and/or correspondence, when authorized.
5.
Employees will be reimbursed for expenditures due to tipping, when claimed as actual ex-
penses, provided such tipping does not exceed 15% of the cost of a meal, fare or a day's lodg-
mg.
Whenever possible, motor vehicle rentals, registration fees, rental of rooms for official business and other mis-
cellaneous travel expenses in excess of $50.00 are not to be paid by the employee. The purchase of such services
should be accomplished in advanced in accordance with prescribed purchasing requirements,
The cost for personal care attendant services which are required by disabled employees, in order for them to
travel, will be allowed as a miscellaneous travel expense. Such costs may include the fees and travel expenses of
the attendant. The limit for such costs are not limited by the dollar amount established above. Instead, the
limit for such costs are to be set by the Department Head pursuant to Section One, Control of Travel.
Non-Reimbursable Expenses, Certain travel expenses are considered as personal and not essential to the trans-
action of official County business and, therefore, are not reimbursable. Such non-reimbursable expenses in-
clude, but are not limited to:
1.
Laundry and valet service, entertainment expenses, radio or television rental and other items
of a similar nature.
2.
Taxi fares, motor vehicle rental and other transportation costs to or from places of entertain-
ment and other similar facilities.
3.
Costs of personal trip insurance and medical and hospital services.
4.
Personal telephone calls of an employee, except to the home of the employee where a brief
call is made to advise the employee's family of a change in travel plans.
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Personnel Policies Manual - Jefferson County
Page: 66 March 12, 1993
Section 11 -- Use of Motor Vehicles
Privately-Owned Motor Vehicles
General Requirements. The use of a privately-owned motor vehicle in the conduct of official County business
may be authorized by the Department Head for anyone of the following reasons:
1.
A County-owned or operated motor vehicle is not available.
2.
It is found to be more advantageous and economical to the County that an employee travel by
a privately-owned motor vehicle rather than a common carrier or a County-owned or operated
motor vehicle.
Normally, the use of a privately-owned motor vehicle is to be based upon the County work requirements and
not the personal preference or convenience of an employee. However, when an employee requests to use a
privately-owned motor vehicle in lieu of County-owned or operated motor vehicle that is available for use and
the request is approved by the Department Head, the employee shall be reimbursed at the mileage rate estab-
lished by the County Commissioners.
Motor Vehicle Operator's License. Operators are to have a valid driver's license in their possession while operat-
ing a privately-owned motor vehicle while in conduct of official County business,
Report of Accidents. Traffic accidents are to be reported by the operator within 24 hours to the Department
Head and the proper law enforcement agency as required by law. All traffic accidents, regardless of how slight,
are to be reported in writing as required by the County Safety Policy. Those accidents which involve personal
injuries are to be reported by telephone and followed with a written report as per County Safety Policies.
County-Owned Motor Vehicles
General Requirements. The use of a County-owned or operated motor vehicle shall be authorized by the Depart-
ment Head.
County-owned, leased or rented motor vehicles are to be used only on official County business.
The operator shall be responsible for maintaining the good appearance of the motor vehicle.
The operator is to adhere to careful driving practices and observe traffic laws and regulation at all times.
Purchase of gas, oil and other items under a County credit card or emergency repairs to motor vehicles are to
be made in accordance with applicable regulations,
Accident report blanks are to be kept in the glove compartment of the motor vehicle for the employee's use.
Motor Vehicle Operator's License. Operators are to have a valid driver's license in their possession while operat-
ing a County-owned or operated motor vehicle.
Report of Accidents. Traffic accidents are to be reported by the operator within 24 hours to the Department
Head and the proper law enforcement agency as required by law. All traffic accidents, regardless of how slight,
are to be Teported in writing as required by the County Safety Policy. Those accidents which involve personal
injuries are to be reported by telephone and followed with a written report as per the County Safety Policies.
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Personnel Policies Manual - Jefferson County
Page: 67 March 12, 1993
A
Abusive Language, 32
Accidents, Reporting
Vehicle, 67
Administrative Directives, 19
Affirmative Action Statement, 37
Alcohol & Drug Free Workplace
Article XII, 44
Alcohol/Drug Policy, 44
Appointment
emergency, 14
provisional, 14
regular, 14
temporary, 14
trial, 14
Attendance, 17
B
Bloodborne Pathogens
Applicability and Scope - Section 3, 45
Article XIII Part I, 45
Article XIII Part II, 56
Article XIII Part III A, 58
Article XIII Part III B, 59
Article XIII Part III C, 60
Background - Section 2, 45
Communication of Hazards - Section 14,
53
Definitions - Section 5, 46
Disposal of Infectious Waste, 51
definitions, 56
Employee Exposure Form, 60
Exposure Control Plan, 45
Exposure Determination - Section 6, 46
Hepatitis B Vaccination - Section 13,51
Hepatitis B Vaccine Acceptance, 59
Hepatitis B Vaccine Declination, 58
Housekeeping - Section 10, 50
Individual Dept. Responsibility - Sect. 4,
46
Infectious Waste - Section 11, 50
Laundry Practices - Section 11, 51
Medical Record Keeping - Section 16,
55
Methods of Compliance - Section 8, 47
Personal Protective Equipment - Section
9,48
Purpose - Section 1, 45
Schedule - Section 7,46
Segregating & Packaging Infectious
Waste, 50
Storing Infectious Waste, 51
Training Program, 54
Training Records, 55
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Index
Training/Education of Employees -
Sect. 15, 54
Bribes, 31
Bulletin Boards, 36
C
Classification Plan, 9
Analysis - Section 2, 9
Article II, 9
Purpose - Section 1, 9
Reclassification - Section 3, 10
Clerk of the Board
responsibilities, 6
COBRA, 28
Compensation Plan
Article VI, 22
Demotion - Section 3, 22
Final Paycheck, 22
FLSA Exempt Personnel - Section 5, 23
Overtime - Section 4, 23
Pay Administration - Section 2, 22
Salary Adjustments, 22
Salary Administration - Section 1, 22
Travel Allowance & Business Exp, -
Sect. 6, 23
Conflict
in the event of, 6
Conflict of Interest, 18
Controlled Substances, 31
County Property
return of, 16
Cross-Training, 38
D
Department Head
responsibilities, 5
Disability
compensation, 28
insurance, 28
leave without pay, 28
Off-the-Job, 28
On-the-Job,28
Discharge, 35
Abusive Language, 32
Alcohol or Narcotics, 31
Article VIII Section 7,35
Bribes, 31
Committee, 35
Dangerous Weapons, 32
Destruction of County Property, 31
Disorderly Conduct, 32
Falsification of Records, 31
Fighting or Intention Harm to Others,
32
Firearms/Explosives, 32
Insubordination, 32
Neglect of Duty, 32
Public Disrespect, 32
pre-discharge meeting, 35
Racial/Sexual Harassment, 32
Recklessness, 32
Sleeping During Work, 32
Soliciting Gifts, 31
Theft, 31
Threatening Other Employees, 32
Work Stoppage, 32
Discharge Committee, 35
Discharge, Immediate
cause for, 31
Discrimination
complaint of, 7
prohibited, 7
Disorderly Conduct, 32
Dress Code
Appropriate Attire, 20
Drug PolIcy, 44
E
Education Incentive, 29
Payback Reimbursement, 30
Reimbursement, 29
Educational Aid, 38
Emergency Closures, 20
Employee
as Public Servants, 4
Casual, 13
Exempt, 13
FLSA Exempt, 17
Full-Time, 13
Non-Exempt, 13
Non-Regular, 13
Part-Time, 13
Regular, 13
role as Public Servant, 4
Temporary, 13
Employee Status
Appointment - Section 1, 13
Article IV, 13
Classes of Appointment - Section 3, 14
Layoff - Section 9, 15
Orientation - Section 2, 13
Performance Evaluation - Section 6, 15
Promotion - Section 7, 15
Reclassification - Section 10, 16
Resignation/Exit Interview - Section 11,
16
Seniority - Section 4, 14
Transfer - Section 8, 15
Trial Period - Section 5, 14
Employment . :
minimum qualifications; tl
ld
recruitment, 38
selection criteria, 12
selection method, 12
selection process, 38
Employment Applications, 11
Equal Employment, 37
Equal Employment Opportunities, 7
Equal Opportunity
Article X Part I, 37
Employment Process - Section 2, 38
Evaluations - Section 4, 39
Grievance Procedure - Section 3, 39
Individual Acts - Section 5, 39
Objectives - Section 1, 38
Equal Opportunity Program, 37
Advisor, 37
Assignment of Responsibility, 37
annual evaluations, 39
Equal Opportunity Board, 37
Statement of Policy, 37
Exit Interview, 16
Explosives, 32
F
Falsification of Records, 31
Final Paycheck, 22
Final Warning, 34
Financial Obligations
County, 6
Fingerprinting, 12
Firearms, 32
Fitness Testing
job related, 12
Fringe Benefits
Article VII, 24
Disability - Section 5,28
Holidays - Section 1, 24
Insurance - Section 6, 28
Job Related Education/Training - Sect.
8,29
Leaves - Section 4, 27
Professional & Tech. Registration - Sect.
10,30
Required Memberships - Section 9, 30
Retirement - Section 7,29
Sick Leave - Section 3, 26
Vacation - Section 2,24
G
Gender, 5
General Rules
Administrative Directives - Section 8, 19
Article V, 17
Attendance - Section 1, 17
c"" Conflicts of Interest - Section 15, 21
,jlt Department Rules - Section 9, 19
-. Emergency Closures - Section 12, 20
Gifts & Gratuities - Section 7, 19
Health Fitness - Section 13, 20
Nepotism Policy - Section 3, 18
Outside Employment - Section 4, 18
Personal Appearance & Dress - Section
14,20
Political Activities - Section 6, 19
Safety - Section 5, 18
Smokin~ - Section 11, 19
Suggestions - Section 10, 19
Time Reporting - Section 2, 17
Gifts and Gratuities, 19
Government, 4
County Commissioners Responsibility, 4
Department Heads Responsibilities, 4
Jefferson County's Form of, 4
Grievance Procedure, 39
H
Health Benefits, 28
Health Examination, 20
Hiring
notice of results, 12
Holidays, 24
Hours of Work, 17
Human Resource Manager
responsibilities, 6
I
Insubordination, 32
Interdepartmental Transfers, 15
Introduction, 4
J
Job Announcement
distribution of, 11
Job Related Education, 29
L
Layoff
basis for decisions, 15
Rehire after, 16
LEOFF, 29
Leave
Unauthorized Absence, 17
Leaves, 27
Bereavement Leave, 27
Family & Medical, 27
Jury Duty, 27
Military Leave, 27
Personal, 27
Sick Leave, 26
with pay, 27
Lie Detector Tests, 12
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M
Management Rights, 7
Miscellaneous
Article IX, 36
Bulletin Boards - Section 1, 36
Employee Parking - Section 2, 36
Use of Telephone & Equip. - Section 3,
36
Mission
of Jefferson County, 4
N
Nepotism Policy, 18
0
On-the-Job Training, 38
Oral Warnings, 33
Organization
Jefferson County, 4
Orientation, 13
Outside Employment, 18
Overtime
comp time in lieu of, 23
policy, 23
Overtime
defined, 23
p
Parking Spaces, 36
PERS, 29
Performance Evaluation, 15
Personal Appearance
Appropriate Attire, 20
Personal Eqipment, 36
Personnel Manual
annual review of, 7
Personnel Records
confidentiality, 7
contents, 7
duplication of, 7
maintained, 7
Physical Examination, 12
Policies
not as promises, 5
Political Activities, 19
Program Administration
Article I, 5
Authority - Section 3, 5
Confidentiality - Section 5, 7
County's Rights, 5
Employer /Personnel Records - Section
6,7
Equal Opportunity - Section 4, 7
Management Rights - Section 8, 7
Purpose - Section 1, 5
Revisions - Section 7, 7
Rules & Regulations, 5
Scope - Section 2, 5
Promotion
trial period, 15
Psychological Examination, 12
R
Racial Harassment, 32
Recklessness, 32
Reclassification, 16
change in, 10
Recruitment and Selection
Application - Section 2, 11
Article III, 11
Eligibility - Section 3, 11
Job Announcement - Section 1, 11
Selection - Section 4, 12
Resignation
notice of, 16
Retirement, 29
LEOFF, 29
PERS, 29
Social Security, 29
Rules & Regulations
intent, 5
of Program Administration, 5
Rules and Regulations
Conduct, 31
establishment of, 19
Rules of Conduct, 31
S
Safety, 18
Salary Adjustments, 22
Section 11 Smoking, 19
Section 4 Evaluations, 39
Seniority
accumulated, 14
basis of, 14
during trial period, 14
Sexual Harassment, 32
grievance procedures, 41
Sexual/Racial Harassment
Article X Part II, 40
Definition - Section 1, 40
Sexual/racial Harassment
Examples - Section 2, 40
Sick Leave, 26
Smoking, 19
Social Security, 29
Standard Operating Procedures
consistency, 5
departments may develop, 5
Standards of Conduct & Discipline
Article VIII, 31
Discharge - Section 7, 35
Discipline - Section 3, 33
Oral Warning - Section 4, 33
Other Disciplinary Actions - Section 2,
32
Rules of Conduct - Section 1, 31
Suspension/Final Warning - Section 6,
34
Written Warning - Section 5, 34
Suspension Without Pay
cause for, 32
T
Telephones
use of, 36
Tenure, 5
Theft, 31
Threatening Other Employees, 32
Time Records
falsification of, 17
maintainance of, 17
Travel & Transportation
Commercial Travel - Advance Booking,
62
Travel & Transportation Procedures
Accident, Report, 67
Advances, Account for, 64
Advances, How to Obtain, 64
Advances, Purpose of Travel, 64
Air Transportation, 61
Allowance in Lieu of Actual Exp. - Sect.
6,63
Applicability of Procedures - Section 2,
61
Article XIV, 61
Basis for Reimbursement - Section 4, 62
Control of Travel - Section 1, 61
County Owned Vehicles, 67
Department Head Approval, 62
Expense Advances - Section 9, 64
Expense Claim, 64
Forms - Section 8,64
High Cost Locations, 63
Higher than Usual Costs - Section 7,63
In State Travel, 61
License, drivers, 67
Meals, Cost of, 63
MisceJlaneous Expense, 66
Non-Reimbursable Expenses, 66
Out of State Travel, 61
Payment to Vendors/Subsistence - Sect.
3,62
Payments, 62
Private Vehicles/General Require-
ments, 67
Receipts/Info Required for Expense
Claims, 65
,_~~imbursable Meal Expense - Section 5,
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Reimbursable Transportation Expenses,
65
Reimburse for Use of Private Vehicle,
65
Reimbursement Authorization, 63
Submitting Travel Expense Claims, 65
Travel Expense Claims - Section 10,65
Travel Request Form, 64
Travel Status, 63
Use of Expense Money, 65
Use of Motor Vehicles - Section 11, 67
Travel Expense
Compensation, 23
Trial Period
after leave of absence/break in service,
14
extention, 14
for promotions or transfers, 14
termination, 15
Trial Period
duration, 14
U
Unauthorized Absence, 17
Uniforms
provided at City expense, 20
V
Vacation, 24
accrual, 24
requests, 25
schedules, 25
W
Whistle Blower Protection & Procedure
Article XI, 43
Work Breaks, 17
Work Day
defined, 17
Work Stoppage, 32
Work Week
defined, 17
Written Warnings, 34
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