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HomeMy WebLinkAbout133 92 JEFFERSON COUNTY STATE OF WASHINGTON In the Matter of Adoption of a Personnel Manual for all Jefferson County Employees } } } RESOLUTION NO. 133-92 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.7 4-88 (Personnel Policy) and Resolution No. 52-76 (Equal Employment Opportunity Policy Statement). APPROVED AND SIGNED this 3ð~day ocQ~, 1992. ~~~-~~~~> '. , ,;)' .. 'I " ,I ".iII .- " (, ", SEAL: "",':~",'."....,.""/',,,.'.~.'.,','~:~ ~'~,i. ".,'I":"ß', \ : :- = . ~'.4 1 \. , ~. <!' , I" --; ."',! - ~. ~ ItO~ " ~. \ ' . - -. -f. ' .. '.'i- \ - " .. . '«, ~Av. ,- ~ \ ", .. ., . .:;.,J .;.' J ,y", ~. . ::- . ",-, . ", It S () ",'" . ATrEST: _._.~- JEFFERSON COUNTY BOARD F COMMISSIONERS ~~ct J J111~~ Lorna L. Delaney, cT Clerk of the Board to ;¡ft~ 18 fAE 0 .Ii -"ç'> .1> cI LJ tfW - -- Jefferson County PerSOlìnel Policies Man ual .. flL\ 18 r~[~ 0 1783 JEFFERSON COUNTY PERSONNEL POLICIES MANUAL Table of Contents Resolution Introduction Jefferson County's Form of Government Employees as Public Servants Jefferson County Mission Jefferson County Organization 1 2 2 2 2 2 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 3 3 3 3 5 5 5 5 5 Article II - Classification Plan Section 1 - Purpose Section 2 - Analysis Section 3- Reclassification 7 7 7 8 Article III - Recruitment and Selection Section 1- Job Announcement Section 2 - Application Section 3 - Eligibility Section 4 - Selection 9 9 9 9 10 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 11 11 11 11 12 12 12 12 12 12 12 12 13 13 13 13 14 14 . ~Ct 18 rAt£ 0 1784 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 15 15 15 15 15 15 16 16 16 17 17 17 17 17 17 18 18 18 19 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 20 20 20 20 20 20 21 21 21 Article VII . Fringe Benefits Section 1 - Holidays Section 2 - Vacation Section 3 - Sick Leave Section 4 - Leave of Absence with Pay Breavement 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 22 22 22 23 24 24 25 25 25 25 25 25 25 25 25 25 26 26 26 vii 18 fAtf 0 1.785 Table of Contents Page: ii December 30, 1992 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 26 26 27 27 27 27 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 28 28 28 29 30 30 31 31 32 32 32 Article IX - Miscellaneous Section 1 - Bulletin Boards Section 2 - Employee Parking Section 3 - Use of Telephone and Equipment Use of Telephones Personal Equipment 33 33 33 33 33 33 Article X Part I - Equal Opportunity Program 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 34 34 34 34 34 35 35 35 35 35 36 36 36 Article X Part II - Sexual or Racial Harassment Policy Section 1- Definitions Sexual or Racial Harassment Section 2- Sexual or racial Harassment Examples Procedures 37 37 37 37 38 Article XI - Whistle Blower Protection and Procedure 40 .;'Ct 18 rA[f 0 178ô Table of Contents Page: iii December 30, 1992 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 41 41 41 41 41 41 41 41 41 Article XIII Part I - BIoodborne Pathogens Exposure Control Plan Section 1 - Purpose Section 2 - Background Section 3- Applicability and Scope Section 4 - Definitions Section 5- Exposure Determination Section 6 - Schedule Section 7 - Methods of Compliance Section 8 - Personal Protective Equipment (PPE) Section 9 - Housekeeping Section 10 - Infectious Waste Segregating and Packaging ofInfectious Waste Storing Infectious Waste Disposal of Infectious Waste Section 11 - Laundry Practices Section 12 - Hepatitis B Vaccination and Post-exposure Evaluation Section 13 - Communication of Hazards to Employees Section 14 - Training and Education of Employees Training Records Section 15 - Medical Record Keeping 42 42 42 42 42 42 43 43 43 45 46 47 47 47 47 48 48 50 50 51 52 Article XIII Part II - Bloodborne Pathogens Definitions 53 53 Article XIII Part III A . Bloodborne Pathogens Hepatitis B Vaccine Declination 55 55 Article XIV - Travel and Transportation 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 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 56 56 56 56 57 57 57 58 58 58 58 58 59 . VOl 18 rAtt . 0 17S~7 Table of Contents Page: iv December 30, 1992 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 59 59 59 59 59 60 60 60 60 60 60 60 61 61 61 61 61 62 62 62 62 62 Index . . YOL 18 rÀb! 0 1 788 Table of Contents Page: v December 30, 1992 ------------- JEFFERSON COUNTY STATE OF WASHINGTON In the Matter of Adoption I RESOLUTION NO. 133-92 of a Personnel Manual for all County employees WHEREAS, the Board of Commissioners of Jefferson County are interested in per- sonnel 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 origin, age, marital status or disability, unless based upon a bona fide occupational qualification. NOW, THEREFORE, BE IT RESOLVED, by the Board of Commissioners of Jef- ferson County, that the Personnel Manual, including Equal Opportunity / Mfirmative Ac- tion Policy, Sexual or Racial Harassment Policy, Whistle Blower Protection and Procedures Policy, Alcohol and Drug Free Work Place Policy, Bloodborne Pathogen Exposure Con- traol Plan and Travel and Transportation Procedures, be adopted for use by Jefferson County. BE IT FURTHER RESOLVED, that this Resolution repeals and replaces Resolu- tion No. 74-88 (Personnel Policy) and Resolution No. 52-76 (Equal Employment Oppor- tunity Policy Statement). APPROVED this 30th day of December. 1992. SEAL: JEFFERSON COUNTY BOARD OF COMMISSIONERS Larry W. Dennison. Chairman Larry W. Dennison, Chairman A ITEST: B. G. Brown. Member B.G. Brown, Member Lorna L. Delanev Lorna L. Delaney Clerk of the Board Richard E. Woit. Member Richard E. Wojt, Member C:\ WS2\DOCUMENT\JEFF-CO\PERSON\PERS-POL Personnel Policies Manual - Jefferson County Page 1 December 30, 1992 \/Ot 18 fAGf .1789 0 . 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 Jef- 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. yet. 18 fAt! 0 1 790 Personnel Policies Manual - Jefferson County Page 2 December 30, 1992 .JEFFERSON COUNIT 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 disciplinåry actions; Personnel Policies Manual- Jefferson County Page 3 December 30, 1992 . YOl 18 fAt£ 0 1791 , 2. 3. D. Initiate personnel actions; 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 relaitons; 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 4 December 30, 1992 . VOL 18 rAt! 0 .1 792 Section 4 -- EQual Ouuortunitv 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 hte Equal Opportunity Program. Section 5 -- Confidentialitv 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 -- Emulovrnent/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 and the employee's Department Head. The employment record shall show the employee's name, position and department to which assigned and shall in- clude the job description, documents indicating employment status, performance evaluations, and training received. Documentation of employee performance including written disciplinary actions, written commenda- tions, 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 directive, without the consent of the employee. An employee may place any pertinent information in their individual personnel file. 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 -- Revisions This policy may be revised with agreement of affected County Elected Officials and by resolution of the Board of County Commissioners. Section 8 -- Manae:ement Rights 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 COUJ;lty's constituent departments, commissions and boards; 2. To set standards for public service; Personnel Policies Manual- Jefferson County Page 5 December 30, 1992 VOL 18 rAt~ 0 1793 3. To determine the procedures and standards of selection for employment, promotion and dismissal; 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. Personnel Policies Manual- Jefferson County Page 6 December 30, 1992 VOL 18 fAb£ 0 1 794 ARTICLE II CLASSIFICATION PLAN Section 1 -- PurDose 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 Classification Plan include: 1. Establish qualification 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 classification plan for a unit of employees adopted pursuant to a col- lective bargaining agreement, a wage classification plan adopted by the Board of County Commissioners for a specific department or unit, and/or a wage classification 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. Personnel Policies Manual- Jefferson County Page 7 December 30, 1992 ~ . "'ot 18 r.~b! 0 1795 Section 3 -- 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 outline 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. Personnel Policies Manual- Jefferson County Page 8 December 30, 1992 vot 18 rAtf 0 1- 796 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 n Application 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 employement 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 -- EIÏ!ribilitv 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. Personnel Policies Manual - Jefferson County Page 9 December 30, 1992 YOl 18 fAtf 0 1 ?9t? 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 by 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 Clerk of the Board who shall coordinate the appointment of employees to County service. Personnel Policies Manual- Jefferson County Page 10 December 30, 1992 "Ot 18 rM,! 0 t 798 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. Tynes of Appointment 1. Full-Time Emplovee. 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. Part-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 Emplovee. An employee who is hired to work on an intermittent or as-needed basis and mayor may not on a predetermined schedule. This position may also be known as "Clerk Hire". 4. Temvorary Emvlovee. 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-Exemvt Emvlovee. 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 -- 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 Head or Elected 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 11 December 30, 1992 18 fAE 1799 0 ','Ot Section 3 -- Classes of Aupointment 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 Al!pointment. 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 Commissioners. Emergencv 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 .. Seniority 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 appointment. Seniority is not accrued by temporary, emergency or part-time employees. For task and other assignments, selection shall be based on employee's performance and ability in that classifica- tion. Where employees exhibit substantially equal 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 the 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 Official may extend the trial period for up to six months with concurrence of the Board of Commissioners. Personnel Policies Manual - Jefferson County Page 12 December 30, 1992 ..,.oc 18 fAŒ 0 1800 Employees may be terminated without notice and without cause during the trial period or at its completion. Employees may also leave their position during this period without prior notice to the County. The Department Head of Elected Official shall review the performance of all employees at the end of their trial period and shall recommend certification of employees for regular appointment 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 trail 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 heir current wage and then after successful completion of their trial period, will be placed in the nearest higher step of the new range. A promoted employee will serve a trial period within the higher classifica- tion, during which time he may be demoted without appeal if determined not qualified for the new position. 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 part-time capacity in that classification. Inter- departmental 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 re- quest in writing to the Department Head or Elected Official. Such request will be considered when a suitable position becomes available. Appointment will be be action of the Department Head or Elected Official with the concurrence of the Board of Commissioners. Section 9 -- Lavoff 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. ','01. 18 f AŒ 0 .1801 Personnel Policies Manual- Jefferson County Page 13 December 30, 1992 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 .. Reshmation/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 have 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. VOL 18 rAGf 0 .1802 Personnel Policies Manual- Jefferson County Page 14 December 30, 1992 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. Holtrs 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. Work 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 ReportiDl! 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. Personnel Policies Manual - Jefferson County Page 15 December 30, 1992 VOL 18 fAŒ 0 1803 Section 3 u Nepotism 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 u Outside Emplovrnent 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 'JOt 18 fM;~ 0 1.804 . Personnel Policies Manual - Jefferson County Page 16 December 30, 1992 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 Gratuities Employees will not accept any gift or gratuity from any vendor, agent, 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 10 -- Sug~estions 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 -- Smokinl! 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. VOl. 18 fAGf 0 1805 Personnel Policies Manual - Jefferson County Page 17 December 30, 1992 Section 12 -- Emenrency 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 -- 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 impossible, 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. Section 14 -- Personal Auuearance 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. Personnel Policies Manual - Jefferson County Page 18 December 30, 1992 YO'. 18 rAGE 01806 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 shall 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 will subject the employee to disciplinary action and may result in criminal prosecution. Personnel Policies Manual- Jefferson County Page 19 December 30, 1992 'tü'- 18 fAr)£ 0 1807 ARTICLE VI COMPENSATION PLAN Section 1 -- Salarv 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 Adiustments. 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 Appointee. 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 with the approval of the Department Head or Elected Official. 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 are 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 20 December 30, 1992 ','01. 18 rAb£ 0 1808 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 following 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 n FLSA ExemDt Personnel 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 u Related Travel Allowance and Other Business ExDense 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 21 December 30, 1992 VOL 18 rAG! 0 1809 ARTICLE VII FRINGE BENEFITS Section 1 -- Holidays Qualified regular employees shall be entitled to the paid holidays specified by resolution passed by the Board of Commissioners. To be paid for a holiday, an employee must be on pay status the scheduled work day im- mediately preceding and immediately following the holiday. Employees are entitled 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 Date 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 the extra half time pay to 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 n 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 time, recognized holiday, and authorized paid sick leave. Personnel Policies Manual - Jefferson County Page 22 December 30, 1992 'JOt 18 rAGf 18:tO 0 Vacation accrual shall be as follows: Yrs. of Cont. Svc. Monthly Vacation Accrued Total Vacation Days/Year 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 10 12 15 16 20 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 days (10) 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 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. Section 3 -- Sick Leave Regular and qualified regular part-time employees shall accrue sick leave at the rate of eight (8) hours (or pro- rata equivalent) for each full month of service beginning with the date of employment to a maximum of two hundred forty (240) days. Personnel Policies Manual- Jefferson County Page 23 December 30, 1992 ','01. 18 rAGE 0 1811 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. In order for an employee to qualify for sick leave benefits, the Depart- ment Head or Elected Official may require that the employee undergo a medical examination or submit an ac- ceptable 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 ex- amination, 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) days' pay (or pro-rata equivalent) at their regular rate of pay for each four (4) days 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 an 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 previ- ously 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 comparable posi- tion, 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 positions provided for in the current operating budget. Section 4 .. Leave of Absence With Pav Employees may request a leave of absence with pay for the purposes specified in this section. Each request must be approved 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' 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) days unless approved by the Board of Commissioners. Personnel Policies Manual- Jefferson County Page 24 December 30, 1992 VOL 18 fA£;£ 0 1812, Jury 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 Without Pay. Under unusual individual circumstances an employee may apply for leave wihtout pay. Department 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 writing, 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 compen- satory time. Personal leave may not be used for the purpose of outside employment. Section 5 u 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. Employees who resign will retain their insurance coverage for the calendar month following the date of termination. Any op- tional or employee-paid premiums will remain the responsibility of the employee, OtT-the-Job Disability Compensation. 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 Pay. 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. vat 18' fAG~ 0 1813 Personnel Policies Manual - Jefferson County Page 25 December 30, 1992 Section 6 -- Insurance All County employees are eligible for plan participation in accordance with the 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 have 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 will 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. 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-Training Job Related TrainiDl!: 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. Personnel Policies Manual - Jefferson County Page 26 December 30, 1992 VOt 18 rAŒ 0 1814 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 are 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 are not eligible for educational incentive pay. Pavback of Reimbursement: 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 month 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 -- Membership in Professional 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 -. Professional 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. Personnel Policies Manual- Jefferson County Page 27 December 30, 1992 VOl. 18 rAG~ 0 1815 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 for in the section of this manual on 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. 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 28 December 30, 1992 -.oc 18 r~b~ 0 1816 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 -- 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: 1. Ignoring safety rules or common safety practices. 2. Engaging in disorderly conduct, horseplay, immoral conduct or insubordination; using uncivil, insulting, vile or obscene language. 3. Failure to report occupational injuries or accidents, including motor vehicle accidents, promptly to the employee's supervisor. 4. 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 29 December 30, 1992 ','OL 18 rAG! 181? 0 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 -- Disciuline The occurrence of any of the actions of a type set forth above in the non exclusive list in the general rules of con- duct section 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 ab- breviated disciplinary procedure. Section 4 -- Oral Warnin!! 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 30 December 30, 1992 ','ùL 18 r~Œ 0 J818 Section 5 -- Written Warninl! 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 her 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 reason for the violation, if any; 4. The corrective action required of the employee; 5. A definite period during which the employee must clearly 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 Warning 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 of without pay shall be the pay period. In each case of disciplinary suspension, a written memo should be prepared indicating: 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; 4. The employee's explanation or comment, if any; 5. 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 t 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 the 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. . Personnel Policies Manual - Jefferson County Page 31 December 30, 1992 VOL 18 rM.f 0 1.819 Section 7 -- Dischare: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. YOL 18 fAfl 0 1-820 Personnel Policies Manual- Jefferson County Page 32 December 30, 1992 ARTICLE IX MISCELLANEOUS Section 1 -- Bulletin Boards 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 and depart- ment work rules and 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 Commissioners. 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 Parkin!! 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 Teleuhone and E( uiument Use of Televlzones. In order to avoid telephone congestion, employees should avoid using County telephones for personal calls. 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. Personnel Policies Manual - Jefferson County Page 33 December 30, 1992 'y'Ol 18 rAtt 0 1821 ARTICLE X PART I - EOUAL 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. EOUAL 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 employee 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. AssÏimment 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 (CEO B) 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, Elected 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. Personnel Policies Manual - Jefferson County Page 34 December 30, 1992 VOl. 18 rAG£ 01822 Section 1 .. Ob1ectives 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 -- Emnlovment 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. 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 be encouraged, but does not justify promotion and is expected of every employee who serves the public. Personnel Policies Manual- Jefferson County Page 35 December 30, 1992 VOl. , 18 rÅG€ .1823 0 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 will 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' office 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 employee, 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 CEOB 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 are injured by such acts. Injured parties are en- couraged to use this grievance procedure. Personnel Policies Manual - Jefferson County Page 36 December 30, 1992 -'OL. 18 rAb~ 0 1824 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 -. 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 influence 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 -- Sexual or Racial Harassment Examoles Examoles 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. Personnel Policies Manual - Jefferson County Page 37 December 30, 1992 vat 18 fArE 0 1825 PROCEDURES The following procedure is to be used when an employee believes that he/she is experiencing sexual harassment of any kind: ACTION BY: ACTION Employee Supervisor Department Head Equal Opportunity Advisor Supervisor Parties to the Complaint Department Head Personnel Policies Manual- Jefferson County Page 38 December 30, 1992 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 affirmative action 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. VOL 18 '.r~ r ,,()~ 0 1826 Parties to the Complaint County Equal Opportunity Board Equal Opportunity Advisor /Human Resource Manager Personnel Policies Manual- Jefferson County Page 39 December 30, 1992 13. May appeal the Department Head's decision to the County Equal Opportunity Board. 14. Makes a final written decision. 15. Provides written copies of the decision to the parties to the complaint. 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. VOl. 18 r.%~ °1827 ARTICLE XI WHISTLE BLOWER PROTECTION AND PROCEDURE County employee 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 action 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. VOL 18 fAf,£ 0 .1.828 Personnel Policies Manual - Jefferson County Page 40 December 30, 1992 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 Responsibility. 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 Human Services Department or private medical provider. Failure of the employee to report for an evaluations is con- sidered 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 employment, to par- ticipate in a comprehensive substance abuse treatment program. Report of Alcohol or Dmg 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 Conviction. 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 Human Services Department maintains information pertaining to the hazards of drug and al- cohol 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. Emplovee 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 Human Services will assist employees who wish to identify and select an appropriate treatment 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. Prescription Dmgs. 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. 'y'Ot 18 rAG~ °.1. 829 - Personnel Policies Manual - Jefferson County Page 41 December 30, 1992 ARTICLE XIII - PART I BLOODBORNE PATHOGENS Exposure Control Plan Ref: (a) OSHA Inst: 29CFR1910.1O30 (b) WAC 296-62-08001 (c) WAC 296-62-08050 Section 1 -- Purpose. To implement a program to eliminate or minimize occupational exposure to Hepatitis B Virus (HBV), Human Immunodeficiency virus (HIV) and other bloodborne pathogens as required by reference (a) & (b). Section 2 -- Back2round. Reference (a) & (b), requires employers having employees with occupational exposure to HBV, 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) are available for review by employees in the office of the Director of Nursing Services of the County Health Department, the County Commissioner's Office, or at the Sheriff's Office. Section 3 -- Applicability and Scone. This plan applies to all employees, and volunteers, who are occupationally exposed or may be occupationally exposed to HBV, HIV, 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. Section 4 -- Definitions. Definitions as used in reference (a) & (b) are contained in Part II. Personnel Policies Manual- Jefferson County Page 42 December 30, 1992 "'°'.. 18 fAr,S 0 .1830 Section 5 -- Exposure 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 at- tachment B to this plan. Section 6 -- 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. 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 7 -- Methods of Compliance. The following methods of compliance will be implemented throughout Jefferson County Departments having employees covered by this plan. 1. All employees shall observe universal precautions as specified in reference (a) and (b). 2. 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. 3. 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. VOf~ 18 r~Œ 0 .1831 Personnel Policies Manual - Jefferson County Page 43 December 30, 1992 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 are 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. 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 procedures 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. 11. 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. 1lI. 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. Personnel Policies Manual - Jefferson County Page 44 December 30, 1992 vo!. 18 f'\b~ 0 1832 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. n. Ensure this information is conveyed to all employees, servicing representa- tive, and/or the manufacturer prior to handling, servicing, or shipping. Section 8 -- Personal Protective EQuipment. Jefferson County through the County Health Department will provide, at no cost to employees, appropriate per- sonal 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. 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. Personnel Policies Manual- Jefferson County Page 45 December 30, 1992 .-DC 18 r~r,~ 0 t 833 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. Section 9 -- Housekeevinl!. All County spaces shall be maintained in a clean and sanitary condition. Personnel Policies Manual - Jefferson County Page 46 December 30, 1992 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. ..Y'Ot 18 t~F 1834 0 Section 10 -- 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. 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. Personnel Policies Manual- Jefferson County Page 47 December 30, 1992 vaL 18 f AŒ 0 .t 835 Section 11 -- Laundry Practices. 1. Contaminated laundry shall be bagged at the location where it was used. 2. 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. 3. In the case of contaminated laundry, Jefferson County Health Department will contract with a local provider for laundry services. Section 12 -- HeDatitis B Vaccination and Post-exDosure 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. 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 pre screening 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 Attachment C. Post-Exposure Evaluation and Follow-up. 1. 2. 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. If the employee chooses to undergo medical evaluation, the following information will be provided to the health care provider: A. A copy of the OSHA regulation (OSHA CPL.2.44B) and its appendices. Personnel Policies Manual - Jefferson County Page 48 December 30, 1992 VOL 18 rAb~ 0 1836 . Personnel Policies Manual - Jefferson County Page 49 December 30, 1992 B. 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 u.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 Department 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 Department shall attempt to obtain consent to collect and test the source's blood to determine the presence of HBV and/or HIV infection. 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 Department or a private Doctor will offer HIV antibody counsel- ing 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 Department shall offer to repeat HIV antibody 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 medical practice. 12. If the employee consents to baseline HBV 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. VOL 18 rA{¡~ 0 1837 14. If the employee chooses to be medically evaluated, the 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 the employee has been informed of the results of the medical evalua- tion and about any medical conditions resulting from the exposure to blood or other potentially infectious materials which require further evaluation or treatment. 15. Any other diagnosis or findings shall be kept confidential. 16. The employee's Department shall provide the employee with a copy of the health-care provider's written opinion within 15 days of the evaluation. Section 13 -. Communication of Hazards to Emolovees. The following measures will be implemented as soon as feasible upon adoption of the plan. 1. 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 materials. 2. Labels shall include the symbol and lettering for "BIOHAZARD" in fluorescent orange/orange-red with lettering/symbol in a contrasting color. 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 Department. 7. Decontaminated regulated waste need not be labeled. Section 14 -- Traininc: 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 elements: A copy of the OSHA standard and an explanation of its contents. 1. 2. A general explanation of the epidemiology of bloodborne diseases. Personnel Policies Manual - Jefferson County Page 50 December 30, 1992 ','Ot 18 rAG~ 0 1838 Training Records. 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. 13. Training shall also occur when charges or new tasks occur which may effect the employee's oc- cupational exposure. 14. Training shall provide for an opportunity for interactive questions and answers. 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. VOL 18 rAb~ 0 1. 839 Personnel Policies Manual - Jefferson County Page 51 December 30, 1992 , Section 15 00 Medical Record keeDinl!. 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 records are to be kept confidential and may not be disclosed without the employees written consent, except as may be required by law. Personnel Policies Manual - Jefferson County Page 52 December 30, 1992 ., Ot. 18 rAŒ 0.1840 - -~--- 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 item is rendered safe for handling, use, or disposal. EMPLOYEE/EMPLOYEES - All employees 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. 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. HBV - Hepatitis B virus. HIV - Human immunodeficiency virus. 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. Personnel Policies Manual- Jefferson County Page 53 December 30, 1992 .oc 18 fAŒ 0 J 841 . OTHER POTENTIALLY INFECTIOUS MATERIALS 1. The following human body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, peritioneal fluid, 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. 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 are 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 are 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). Personnel Policies Manual- Jefferson County Page 54 December 30, 1992 ',lot 18 rM}~ 0 1842 .. ARTICLE XIII- PART III BLOODBORNE PATHOGENS Henatitis 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 Personnel Policies Manual - Jefferson County Page 55 December 30, 1992 ',01. 18 . ,'- r "k,: °1843 4 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 -- Avulicabilitv 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. Section 3 .. Direct Payment to Vendors SuDDlvine: Subsistence or Lode:ing 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. Personnel Policies Manual- Jefferson County Page 56 December 30, 1992 ',JI. 18 t Ab~ 0 1844 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 ExDenses 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. 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. Personnel Policies Manual- Jefferson County Page 57 December 30, 1992 ~o'- 18 tAb: 0 J845 Section 6 -- Per Diem Allowance in Lieu of Actual Expenses 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 -- Special Allowances for Hil!her than Usual Subsistence and Lodl!ing Cost Locations Unless otherwise approved, employees may be reimbursed at the rate specified on Entitlement Schedule A. Hi~/¡ Cost Locations. 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. Section 8 n Forms Used for Travel Travel Request Fonll. 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. Personnel Policies Manual - Jefferson County Page 58 December 30, 1992 vet 18 rAE- 0 1846 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 ExDense Advances Purpose of Travel Exvense 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. ACcolllltin!{ 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). 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 Exvense 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. Personnel Policies Manual - Jefferson County Page 59 December 30, 1992 YO'- 18 fM;: 0 184 7 Section 10 n Travel Exvense Claims Submitting Travel Expense 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. Receipts and Infonllation Required in Support of Travel Expense 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 Transportation Expenses. 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 Private lv-Owned Motor 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. 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. Personnel Policies Manual - Jefferson County Page 60 December 30, 1992 '~OL 18 rAE' 01 848, 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- ing. 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. 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. Personnel Policies Manual- Jefferson County Page 61 December 30, 1992 ',ûL 18 h\f\~ 0 1 8.19 .. 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 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 the County Safety Policies. Personnel Policies Manual - Jefferson County Page 62 December 30, 1992 vo!. 18 rA{'~ 0.-.1 850 A Abusive Language, 29 Accounting for Travel Advances, 59 Mfirmative Action Statement, 34 Air Transportation, 56 Alcohol, 28 Alcohol/Drug Policy, 41 Appointment emergency, 12 provisional, 12 regular, 12 temporary, 12 trial, 12 Appropriate Attire, 18 ARTICLE I PROGRAM ADMINISTRA- TION, 3 ARTICLE II CLASSIFICATION PLAN, 7 ARTICLE III RECRUITMENT AND SELECTION, 9 ARTICLE IV EMPLOYEE STATUS, 11 ARTICLE IX MISCELLANEOUS, 33 ARTICLE V GENERAL RULES, 15 ARTICLE VI COMPENSATION PLAN, 20 ARTICLE VII FRINGE BENEFITS, 22 ARTICLE VIII STANDARDS OF CON- DUCT AND DISCIPLINE, 28 ARTICLE XIII PART I BLOODBORNE PATHOGENS, 42 ARTICLE XIII PART II BLOODBORNE PATHOGENS, 53 ARTICLE XIII PART III BLOODBORNE PATHOGENS, 55 Article X Equal Opportunity Part I, 34 Article X Part II Sexual or Racial Harassment Policy, 37 Article XI Whistle Blower Protection & Procedure, 40 Article XII Alcohol & Drug Free Workplace, 41 Article XIV Travel & Transportation Procedures, 56 Assignment of Responsibility, 34 Attendance, 15 Authorization Reimbursement, 58 B Bereavement Leave, 24 Bloodborne Pathogens definitions, 53 Exposure Control Plan, 42 Hepatitis B Vaccine Dec. linatw~ 55 ;0'- .1 0 rAbf Index Bribes, 28 Bulletin Boards, 33 C City financial obligations, 4 City Property return of, 14 Classification Plan, 7 Clerk Hire or Casual Employee, 11 Clerk of the Board responsibilities, 4 COBRA, 26 Commercial Travel - Advance Bookings, 57 Compensation Plan, 20 Conflict in the event of, 4 Conflict of Interest, 16 Controlled Substances, 28 Cost of Meals, 58 County Commissioners responsibilities, 2 County's Rights, 3 County-Owned Motor Vehicles, 62 Cross-Training, 35 D Dangerous Weapons, 29 Department Head responsibilities, 3 Department Head Approval, 56 Department heads responsibilities, 2 Destruction of City Property, 28 Disability compensation, 25 insurance, 25 leave without pay, 25 Discharge, 32 pre-discharge meeting, 32 Discharge Committee, 32 Discharge, Immediate cause for, 28 Discrimination complaint of,S prohibited,S Disorderly Conduct, 29 E Education Reimbursement, 27 Education Reimbursement Payback, 27 Educational Aid, 35 EMPLOYEES AS PUBLIC SERVANTS, 2 0 Eml~ Çlosures, 18 Employee Orientation, 11 Employment minimum qualifications, 9 recruitment, 35 selection criteria, 10 selection method, 10 selection process, 35 Employment Applications, 9 Equal Employment, 34 Equal Employment Opportunities, 5 Equal Opportunity Advisor, 34 Equal Opportunity Board, 34 Equal Opportunity Employment, 3 Equal Opportunity Program, 34 annual evaluations, 36 Exempt Employee, 11 Exit Interview, 14 Explosives, 29 F Falsification of Records, 28 Final Paycheck, 20 Final Warning, 31 Fingerprinting, 10 Firearms, 29 Fitness Testing job related, 10 Full-Time Employee, 11 G Gender, 3 Gifts and Gratuities, 17 Government form of, 2 Grievance Procedure, 36 H Health Benefits, 26 Health Examination, 18 High Cost Locations, 58 Hiring notice of results, 10 Holidays, 22 Hours of Work, 15 How to Obtain Travel Advances, 59 Human Resource Manager responsibilities, 4 I INTRODUCTION, 2 In State travel, 56 Infectious Waste Disposal, 47 Segregating & Packaging, 4.7 . Storing, 47 Injuring Other Employees, 29 Insubordination, 29,01. 18 rAb~ Interdepartmental Transfers, 13 J JEFFERSON COUNTY MISSION, 2 JEFFERSON COUNTY ORGANIZA- TION, 2 JEFFERSON COUNTY'S FORM OF GOVERNMENT, 2 Job Announcement distribution of, 9 Job Related Education - Education Incen- tive, 27 Jury Duty, 25 L Layoff basis for decisions, 13 LEOFF, 26 Leave of Absence with pay, 24 Lie Detector Tests, 10 Limitation of Use of Monies, 59 Travel Expense M Management Rights, 5 Military Leave, 25 Miscellaneous Travel Expenses, 60 Motor Vehicles Operator's License, 61 N Narcotics, 28 Neglect of Duty, 29 Nepotism Policy, 16 Non-Exempt Employee, 11 Non-Regular Employee, 11 0 Off-the-Job Disability, 25 On-the-Job Disability, 25 On-the-Job Training, 35 Operating Procedures consistency, 3 Oral Warnings, 30 Other Potentially Infectious Materials, 54 Out of State Travel, 56 Outside Employment, 16 Overtime comp time in lieu of, 21 policy, 21 Overtime defined, 21 p Parkin~ Spaces, 33 Part-TIme Employee, 11 0 P"858 ~7 PERS, 26 Performance Evaluation, 13 Personal Eqipment, 33 Personal Leave Without Pay, 25 Personnel Manual annual review of, 5 Personnel Records confidentiality, 5 contents, 5 duplication of, 5 maintained, 5 Physical Examination, 10 Policies not as promises, 3 Political Activities, 17 Privately-Owned Motor Vehicles, 61 Promotion trial period, 13 Psycholo~ical Examination, 10 Public DIsrespect, 29 Public Servants role as, 2 Purpose of Travel Expense Advances, 59 R Racial Harassment, 29 Receipts and Information Required in Sup- port of Travel Expense Claims, 60 Recklessness, 29 Reclassification, 14 change in, 8 Regular Employee, 11 Rehire after layoff, 14 Reimbursable Transportation Expenses, 60 Reimbursement for use of Privately-Owed Motor Vehicles, 60 Report of Accidents, 62 Resignation notice of, 14 Retirement, 26 Rules and Regulations intent, 3 purpose, 3 Rules of Conduct, 28 S Safety, 16 Salary Adjustments, 20 Section 1 Appointment, 11 Section 1 Attendance, 15 Section 1 Bulletin Boards, 33 Section 1 Control of Travel, 56 Section 1 Holidays, 22 Section 1 Job Announcements, 9 ',ot 18 rAh' Section 1 Objectives, 35 Section 1 Purpose, 3, 7, 42 Section 1 Rules of Conduct, 28 Section 1 Salary Administration, 20 Section 10 Infectious Waste, 47 Section 10 Professional and Technical Registration, 27 Section 10 Reclassification, 14 Section 10 Suggestions, 17 Section 10 Travel Expense Claims, 60 Section 11 Laundry Practices, 48 Section 11 Smoking, 17 Section 11 Use of Motor Vehicles, 61 Section 12 Emergency Closures, 18 Section 12 Hepatitis B Vaccination & Post Exposure Evaluation, 48 Section 13 Communication of Hazards to Employees, 50 Section 13 Health Fitness, 18 Section 14 Personal Appearance, 18 Section 14 Training & Education of Employees, 50 Section 15 Conflicts of Interest, 19 Section 15 Medical Record Keeping, 52 Section 2 Analysis, 7 Section 2 Applicability of Procedures, 56 Section 2 Application, 9 Section 2 Background, 42 Section 2 Employee Orientation, 11 Section 2 Employee Parking, 33 Section 2 Employment Process, 35 Section 2 Other Disciplinary Actions, 29 Section 2 Pay Administration, 20 Section 2 Scope, 3 Section 2 Time Reporting, 15 Section 2 Vacation, 22 Section 3 Applicability and Scope, 42 Section 3 Authority, 3 Section 3 Classes of Appointment, 12 Section 3 Demotion, 20 Section 3 Direct Payment to Vendors Supplying Subsistence or Lodging, 56 Section 3 Discipline, 30 Section 3 Eligibility, 9 Section 3 Equal Opportunity Grievance Procedure, 36 Section 3 Nepotism Policy, 16 Section 3 Reclassification, 8 Section 3 Sick Leave, 23 Section 3 Use of Telephone and Equip- ment, 33 Section 4 Basis for Reimbursement, 57 Section 4 Definitions, 42 Section 4 Equal Opportunity, 5 Section 4 Evaluations, 36 Section 4 Leave of Absence With Pay, 24 Òecï~~sral Warning, 30 Section 4 Outside Employment, 16 Section 4 Overtime, 21 Section 4 Selection, 10 Section 4 Seniority, 12 Section 5 Confidentiality, 5 Section 5 Disability, 25 Section 5 Exposure Determination, 43 Section 5 FLSA Exempt Personnel, 21 Section 5 Individual Acts, 36 Section 5 Reimbursable Meal Expense, 57 Section 5 Safety, 16 Section 5 Trial Period, 12 Section 5 Written Warning, 31 Section 6 Employment/Personnel Records, 5 Section 6 Insurance, 26 Section 6 Per Diem Allowance in Lieu of Actual Expenses, 58 Section 6 Performance Evaluation, 13 Section 6 Political Activities, 17 Section 6 Related Travel Allowance and Other Business Expense, 21 Section 6 Schedule, 43 Section 6 Suspension/Final Warning, 31 Section 7 Discharge, 32 Section 7 Gifts and Gratuities, 17 Section 7 Methods of Compliance, 43 Section 7 Promotion, 13 Section 7 Retirement, 26 Section 7 Revisions, 5 Section 7 Special Allowances for Higher than Usual Subsistence and Lodging Cost Locts, 58 Section 8 Administrative Directives, 17 Section 8 Forms Used for Travel, 58 Section 8 Job Related Education-Training, 26 Section 8 Management Rights, 5 Section 8 Personal Protective Equipment, 45 Section 8 Transfer, 13 Section 9 Department Rules, 17 Section 9 Housekeeping, 46 Section 9 Layoff, 13 Section 9 Membership in Professional and Technical Societies, 27 Section 9 Travel Expense Advances, 59 Seniority accumulated, 12 basis of, 12 during trial period, 12 Sexual Harassment, 29 grievance procedures, 38 Sexual Harassment Policy, 37 Sexual/Racial Harassment Examples, 37 Sexual/Racial Harassment Definition, 37 Sick Leave, 23 Sleeping During Work, 29 Smoking, 17 Social Security, 26 Solititing Gifts, 28 Standard Operating Procedures departments may develop, 3 Statement of Policy, 34 Submitting Travel Expense Claims, 60 Suspension Without Pay cause for, 29 T Telephones use of, 33 Temporary Employee, 11 Tenure, 3 Theft, 28 Threatening Other Employees, 29 Time Records falsification of, 15 maintainance of, 15 Training Program, 50 Training Records, 51 Travel Allowance, 21 Travel Expense Claim, 59 Travel Request Form, 58 Travel Status, 58 Trial Period after leave of absence/break in service, 12 extention, 12 for promotions or transfers, 12 termination, 13 Trial Period duration, 12 U Unauthorized Absence, 15 Uniforms provided at City expense, 18 v Vacation, 22 accrual, 22 requests, 23 schedules, 23 W Work Breaks, 15 Work Day defined,15 Work Stoppage, 29 Work Week defined, 15 Written Warnings, 31 18 rA¡,: 0 ~ ~.54 . vo:~