HomeMy WebLinkAboutDISCUSSION re Updates to Personnel Manual Regular Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Mark McCauley,County Administrator
Sarah Melancon,HR Director
DATE: February 3,2025
SUBJECT: Discussion re: Proposed Updates to the Jefferson County Personnel
Administration Manual
STATEMENT OF ISSUE:
Jefferson County's Personnel Administration Manual is being updated to reflect changes in the law,amendments
to County policies, clarify language and correct typographical and grammatical errors.
ANALYSIS•
On January 21, 2025, the Board was briefed on the proposed updates to the Jefferson County Personnel
Administration Manual.The purpose of this discussion is to hear if the Board has requests to make further edits
and get direction from the Board to proceed with making available a draft copy of the Personnel Administration
Manual with the proposed updates to all staff and unions for their review prior to final adoption by the Board.
FISCAL IMPACT:
N/A
RECOMMENDATION:
Staff is requesting direction on further edits the Board deems necessary and direction to make available the
Personnel Administration Manual to all staff and unions.
REVIEWED BY:
/ 023 L s�
Mark McCauley ou4"te
JEFFERSON COUNTY
Personnel Administration Manual Update Summary 01/17/2025
Where What
All Sections Language Updates Will to Shall
RCW updates
Change "discipline"to"corrective action".
Change "discharge"to"termination"
Update definition of"Employee Assistance
Program (EAP)"to indicate for"full-time and
part-time employees"
Change Payroll Department to Auditor's
Office/Payroll for consistency
Added comp time to list of paid leave
options
Change "citizen"to"resident"
Add "age"to prohibited discrimination
Chapter 1 Section 2.0 Terms and Definitions Update definitions
Update to qualifying reasons for PFML
Chapter 1 Section 3.0 Legal References Updated Federal,State, Local
Chapter 6 Section 2.1 Vacation Update Vacation Accrual Chart
Chapter 6 Section 2.1 Vacation Employees must have accrued vacation to
take vacation leave
Chapter 6 Section 3.0 PTO For Union employees also refer to CBAs
Employees must have accrued PTO to take
PTO leave
Chapter 6 Section 3.4.2 Up to forty hours of PTO may be used during
an employee's trial period.
Chapter 6 Section 3.4.5 Accrued PTO shall be credited to the
employee's PTO bank. The employee may
carry forward to the next year any accrued
PTO up to the Maximum PTO Bank.
Chapter 6 Section 3.6.2 Timesheets Remove section 3.6.2 on GEMS pay codes
Chapter 6 Section 4.0 Up to 40 hours of accrued paid
vacation/PTO may be used during a trial
period upon approval of departmental
director
Chapter 6.Section 5.0 Holidays Add Juneteenth
Chapter 6.Section 6.5 Payments from Worker's Update to match language in Chapter 6
Compensation Section 8.1.1.1 on Worker's Compensation.
Chapter 6.0 Section 6.9 Donating accrued leave Employees
• may donate up to a total of 24
vacation or PTO hours of accrued
leave to another employee for
reasons of illness
• must have at least 240 hours of
accrued leave in order to be able to
donate to another
Page 1 of 3
JEFFERSON COUNTY
Personnel Administration Manual Update Summary O1/17/2025
• Total maximum donation an
employee recipient may receive is a
total of 80 hours
Vacation/PTO/comp time for
duration of employment.
• First donations received first used;
total removed from employee
accrual and placed in recipient
donation bucket.
• Total eighty hours placed in usage
bucket for employee.
• Donations in excess of 80 hours-
donation forms returned to
employee.
Chapter 6 Section 7.7 Family and Medical Leave Update to qualifying reasons for FMLA,add
duration for service member caregiver leave
and delete 7.7.5 Requests that exceed 12
weeks
Chapter 6 Section 7.8 WA Paid Family and Employees may be eligible for PFML, apply
Medical Leave with State ESD
Chapter 6 Section Worker's Compensation Explain employee cannot receive both time
8.1.1.1 loss from Workers Compensation and wage
coverage
Explanation of buy back that already is in
place
Chapter 9 Section 4.5 Promotion/Reclass/Transfer Increase minimum percentage on promotion
Matrix from 1%to 3%.
Chapter 10 Section 2.0 Orientation Update to include Human Resources
Department orientation for new employees
Chapter 10 Section 6.2 Use of Vacation/PTO During May use up to 40(forty) hours with
Trial Period,current Departmental Director approval. See above
employee promotion
Chapter 10 Section 12 Retirement Update to add PSER Retirement
Chapter 10 Section 13.0 Inquiries Regarding Current Refer verification of employment from
or Prior Employees prospective employers to HR. Refer
verification of employment for financial
purposes to Auditor's Office/Payroll
Chapter 11 Section 5.0 Health and Safety New -response to emergency
Workplace Requirements
Chapter 11 Section 10.0 New Firearms and Other Weapons in the Courthouse—Prohibitions
New 10.1 Weapons and Exceptions
Chapter 11 Section 12 Personal Data Changes Updated language to explain that employee
data changes should be reported to
Department Director and Human Resources
Department.
Page 2 of 3
JEFFERSON COUNTY
Personnel Administration Manual Update Summary 01/17/2025
Chapter 11 Section 17.0 Use of County Equipment Language Update
and Vehicles
Appendix A EEO Policy Update to Definitions
Appendix A Employment Process Update that vacancies are posted on
Jefferson County website.
Appendix B Code of Ethics Policy Update to Definitions
Update to other language
Appendix C Standards of Conduct Policy Update to Definitions
Section 3.0 Update to Acts subject to
Immediate Discharge
Definition of Conflict of Interest Moved to
Section 4.0
Section 5.2 Added language employees are required to
cooperate with investigation
Appendix D Travel Policy Updates Resolution 68-23
Appendix F Anti-Harassment Update to Definitions
Section 3.2 Update Use of Words—Unlawful Comments
Appendix I Telecommuting Policy Added to PAM
Page 3 of 3
JEFFERSON COUNTY
PERSONNEL
ADMINISTRATION
MANUAL
i Adopted-October xx. za2<
TABLE OF CONTENTS
Chapter 1-Jefferson County History.Facilities.and Organization.._ ... .. .... ...12
Section1.0-Introduction................................................................................................................................................12
Section 1.1-Brief History..................................................... ... 12
Section 1.3-Other County Facilities............................................................................... 13
Section 1.4-OruanizationalChart..................................... .... ..... ....................... 13
Section 2.0-Terms and Definitions...............................................................................................................................13
Section 3.0-Applicability of this Manual......-............ . .. . . ... .... .2423
Section 3.0-Legal References.............................................. ... .. ......2422
Section3.1-Federal....................................................................................................................................................2422
Section 3.2-Revised Code of Washington(RCW)Titles 2423
Section 3.3-Washington Administrative Code................................................................................ ..... 2624
Section 3.4-Jefferson County Ordinances and Resolutions.................................................................... 2624
Chapter 2-ProEram Administration........................................ .. ....30N
Section1.0-Purpose......................................................................................... 3027
Section2.0-Scope................................................................. ......... .. 3M
Section2.1-Revisions..................................................................................................................................................31N
Section3.0-Authority....................................................................................................................... ..........3128
Section 3.1-Departmental Director Responsibilities................................................... .. 3128
Section 3.2-Human Resource Manager Responsibilities............................ 3128
Section 4.0-Equal Employment Opportunity................... . . ... ....... .3128
Section5.0-Personnel Files........................................................................................................................................32N
Section 5.1-Employment Personnel Files............................ .... 3229
Section 5.2-Departmental Personnel Files..........-..................................... .. .... 3229
Section 5.3-Confidentiality.............................................................................. ... ....... 33N
Section 6.0-Collective Bargaining.......................................... . ... .. ...... ....... .33M
Section 7.0-Management Rights................................................... .3330
Section 8.0-Administrative Directives-- .................................................34
Chapter 3-Equal Employment Opportunity and Affirmative Action........... . ..... ........ .........3532
Section 1.0-Declaration of Policy................................................................. . ..................... .. ... .3532
Chapter4-Code of Ethics........................................................................... ...... 3633
Chapter 5-Standards of Conduct..................................................... 3734
Chapter 6-Employee Benefits........................................................... ... ...... . . 38M
Section1.0-Health Insurance....................................................................................................................................3944
Section 1.1-Extended Health Benefits(COBRA)................................ ..... .............. ..... .3833
Section 1.2-Health Insurance Portability Accounting Act.................................. .3833
Section2.0-Vacation................................................................................................................................. 3935
Section2.1-Vacation Accrual............. ..................................................................................................................3936
Section 2.2-Vacation Accrual While on Paid and Unpaid Leave Status 4M
Section 2.3-Accumulated Vacation........... ..................................................4M
Page 2 of 157
5ection2.4-Termination...................................................:........................................................................................413;
Section3.0-Personal Time Off..................................................................................................................................4137
Section3.1-Purpose....................................................................................................................................................42U
Section3.2-Eligibility.................................................................................................................................................4238
Section3.3-Accrual.....................................................................................................................................................42M
Section 3.4-Procedures._.............................................................................._..... ................4339
Section3.6-Responsibilities........................................................................................................................................454A
Section 3.7-Provisions of Chanter 6.Section 5.0 and 6.5 Apply.............................................................................4544
Section 3.8-Catastroohic Sick Leave Bank Balances...............................................................................................4644-
Section 4.0-Vacation or PTO Durine an Emplovees'Trial Period........................................................................41W
Section5.0-Holidays..................................................................................................................................................4642
Section 5.1-Holiday Pav Durine a Declared Emereencv Budeet Reduction:.. ...................47,G
Section 5.2-HolidavObserved.............._..._ ...................................................................................................4742
Section 5.3-Holidays and Overtime.............. ..............................................................................47,0
Section 5.4-Holidays and Non-standard Workweeks.-.-.....................................................................................4843
Section 5.5-Holiday Benefits for Employees on Alternate Work Schedules..........................---.........................4843
Section6.0-Sick Leave...............................................................................................................................................4945
Section5.1-Accruals..................................................................................................................................................494-5
Section6.2-Eligibility.................................................................................................................................................4945
Section6.3-Verification of Use..................................................................................................................................5146
Section 6.5-Sick Leave Use and Carryover..............................................................................................................5147
Section 6.5-Payments from Workmen's Compensation or Other State Mandated Plan....................................5247
Section 6.5-Filling Vacancy created by Regular Employee on Sick Leave...........................................................5249
Section6.7-Sick Leave Bank.....................................................................................................................................5248
Section 6.8-Converting Authorized Leave to Sick Leave.......................................................................................5249
Section 6.9-Donating Accrued Leave Other than Sick Leave................................................................................52"
Section7.0-Leaves of Absence.................................................................................................................................5348
Section 7.1-Bereavement Leave.......... ...._...........................5349
Section 7.2-Jury Duty or Subpoenaed Witness.......................................................................................................5449
Section7.3-Military Leave........................................................................................................................................5449
Section 7.4-Bereavement Leave..............................................................................................................................5449
Section 7.5-Leave for Victims of Domestic Violence,Sexual Assault and Stalking.............................................5449
Section 7.6-Personal Leave Without Pav.................................................................................................................5439
Section 7.7-Family and Medical Leave....................................................................................................................5539
Section 7.8-Washington Paid Family Medical Leave(PFML)...............................................................................57-52
Section 7.9-Washington Family Care Act(WFCA)................................................................................................5834
Section 7.10-Washington Pregnancy Disability Leave...........................................................................................59"
Section 8.0-Injuries/Illnesses....................................................................................................................................5953
Section 8.1-On-the-Job Injuries/Illnesses................................................................................................................59"
Section8.2-Off-the-Job Injuries.............................................................................................................................60
Section 9.0-Employee Assistance Program..............................................................................................................6053
Page 3 of 157
Section10.0-Training............................................................ ........................ ......... .... .61-M
Section 10.1-Mandatory Training for All Employees............................. ........ .. ......61-M
Section 10.2-Job Related Training.................................................................... .. ..... ..... 62--W
Section11.0-Retirement............................................................................................................................................62P
Section 12.0-Other Pre-Tax Programs.............................................................. . ..... .. .. 63M
Section 13.0-Reimbursement for Job-Related Travel Expenses......... ..... 6358
Section 14.0-Membership in Professional and Technical Societies............................... .. .6358
Section 15.0-Professional and Technical Registration.................. .... 6358
Section 16.0-Comm unity Service Organizations..................... .. 63"
Chapter 7-Job Classification System............................... ....... 65P
Section1.0-Purpose........................................................................................ .. . . ...........-.-... 6559
Section 1.1-Classifying Employment Positions......... .. _.............................................. ....... .6559
Section 1.2-Departmental Directors and Managers. ............................4.................... . 65P
Section1.3-Elected Officials..........................................._. ..........................................................................65P
Section 2.0-Analysis.......................4.4.4.4.... . ............... .. ............... 6559
Section 2.1-Reclassification......................................................... ........................................65-P
Chapter 8-Compensation Plan.............................................................................................. .. 6669
Section 1.0-Salary Administration Policy.............................................. .. .6660
Section 2.0-Pay Administration..........................4................................................. 6660
Section 2.1-Salary Adjustments.......................................................................................................... .. 64W
Section 2.2-Compensation for an Appointee................................................... ... ..... 615W
Section 3.0-Payment of Salary and Wages...................................................................................................... .615W
Section 3.1-Pay Days...... .........................4....... ...........4.......4......... .. ... 6669
Section 3.2-Direct Deposit......................................................4........................... ... .. .... ............. ...6660
Section 3.3-Mid-Month Draw on Pay...............4............... .............. ......6761
Section4.0-Overtime..................................................................................................................................................6764
Section 4.1-Compensatory Time in Lieu of Overtime.............4.4-&................... .67"
Section 4.2-Maximum Como Time Accrual............................................................. .......................6764
Section 5.0-FLSA Exempt Personnel.................................. ....... .. . ..... .67"
Section6.0-Travel Time............................................................................................................................................68
Chapter 9-Recruitment and Selection........................................ .... . 6963
Section 1.0-Job Announcement........................................... ....&...&......................... ...........6963
Section 1.1-Internal Department Recruitment................................................................. .. 6963
Section 1.2-Within County Recruitment............................. ... ... .... .................69"
Section 1.3-Recruitment-Outside(Public)....................4....... . .... 6943
Section 2.0-Application........................................................ .. 6964
Section 2.1-Distribution of Employment Applications............................................. ................ 6963
Section 2.2-Potential Applicant Pool... .... ...... ........ 6964
Section 2.3-Applications Only Accepted for Advertised Positions.... .... 70"
Section 3.0-Eligibility........ ..._............. 7064
Section4.0-Selection..............................................................................................................................................7064
Page 4 of 157
Section 4.1-Employment Reference Checks................................................................... ..................7064
Section 4.2-Provisional Offer of Employment................................................... . .......... .7064
Section 4.3-Results of the Hiring Process..............................................................................................................7165
Section 4.4-On-the-Job Training Positions............................................................................................ ... 7165
Section 4.5-Promotion/Reclassificationfrransfer Matrix..................................... ................7165
Chapter 10-Employee Status................................................. .......... .... ........ 73"
Section1.0-Appointment............................................................................................... .73"
Section 1.1-Types of Appointment.................................................. ... . ...... .. .. . .... .73"
Section 1.2-Classes of Appointment............................................ ....... 7467
Section2.0-Orientation..............................................................................................................................................7467
Section3.0-Seniority....................................................................................... ....... .. ................. 7467
Section 3.1-For Purposes of Calculating Vacation and Sick Leave......................................................... 7567
Section 3.2-For Task Assignments,Vacation Scheduling,etc...................................................... 7567
Section 3.3-Trial Period Employees.................... .. .................................................7568
Section 3.4-Regular Part Time Employees................................ _. ........... .75"
Section 3.5-Casual.Temporary,Non-regular.Provisional or Emergency Employees........................................75"
Section4.0-Trial Period.............................................................................................................................................75"
Section 4.1-Length of Trial Period...................................... ............................. ......... 7568
Section 4.2-Performance Reviews During Triai Period...........................................................................................75"
Section 5.0-Performance Evaluation........................................................................................................................7569
Section6.0-Promotion...............................................................................................................................................7669
Section 6.1-Placement in New Grade/Step...............................................................................................................7669
Section 6.2-Temporary Promotion Due to Vacancy Created by Sick Leave..................................................... 7669
Section 6.3-Temporary Promotion Due to Vacancy Created by Sick Leave.................... .. . ................7669
Section 7.0-Employee-initiated Transfers................................................................ ... .......... ..............7770
Section 8.0-Employer-initiated Transfer.......................................................................... .7770
Section9.0-Demotions...............................................................................................................................................7770
Section 9.1-Non-disciplinary Demotions...................... ... 7770
Section 9.2-Disciplinary Demotions......................................................... ... ....... .. 7770
Section 10.0-Reduction in Force/Consolidation/Reorganization............................... ... 7870
Section10.1-Notices....................................................................................................... 7874
Section11.0-Reclassification.....................................................................................................................................7874
Section11.1-Criteria..................................................................................................................................................7874
Section 12.0-Termination from County Employment........................................................ 7972
Section 12.1-Return of County Property............................................................................... . . ... .. 7972
Section 12.2-Final Pay Check.................................................................................... .79-n
Section 12.3-Sick Leave Cash Out............................................................................................................................8072
Section 12.4-Resignation.................................................................................... ............ .... ..... 8073
Section12.5-Retirement............................................................................................................................................8073
Chapter I I-General Policies................................................... 8174
Section1.0-Attendance..............................................................................................................................................8174
Page 5 of 157
Section 1.1-Workday and Workweek..................................................................................................... ..............8174
Section1.2-Hours of Operation............................................................................................................................8174
Section 1.3-Normal workweek..........................................................................................................................81U
Section 1.4-Alternate Work Schedules.....................................................................................................................8174
Section1.5-Work Breaks...........................................................................................................................................8273
Section 2.0-Time Reporting............................................... .. 8275
Section2.1-FLSA Exempt.................................................................................................... ......... .. 8275
Section 3.0-Immigration Law Compliance............................................................... ....... ..... 8274
Section 3.1-Employment Eligibility.......................................................................................................................8376
Section4.0-Safety............................................................................................................ ... 8376
Section 6.0-Alcohol and Drug Free Workplace Policy...........................................................................................84-W
Section 7.0-Anti-Harassment Policy.......................................... ............. .. ... .85U
Section 7.1-Required Work Environment Where All Individuals Are Treated with Respect and Dignity.......85U
Section7.2-Reporting................................................................................................................................................8674
Section 7.3-Individuals and Conduct Covered........................................................................................................8678
Section 8.0-Violence in the Workplace................................................... ............................................ . .. 8679
Section 8.1-Reporting Potentially Violent Situations..............................................................................................8679
Section 8.2-Individuals and Conduct Covered........................................................................................................867-9
Section 8.3-Enforcement...................................... .8679
Section 9.0-Emplovee Identification Badges.......................................................................................................... 8679
Section 9.1-Use of ID Badges........................................................................... .. ... ....................................8779
Section 9.2-Exceptions to Wearing ID Badges for Safety Risks............................................................................8779
Section 9.3-Replacement of ID Badges...................................................................................................................87N
Section 10.0-Firearms and Other Weapons.............................................................................................................87W
Section 10.1-Weapons in the Courthouse-Prohibitions and Exceptions.............................................................8790
Section 10.2-Em ployees with a Concealed Weapons License.................................................................................8880
Section 11.0-Whistleblower Protection....................................................................................................................8890
Section 12.0-Personal Data Changes............................................................................................................. 8894
Section 13.0-Job Descriptions............................................................................................ ..... 8&4
Section 14.0-Nepotism Policy..................................................... ...... ..... . .. 88K
Section15.0-Outside Employment.......................................................................................................................... 899t
Section 16.0-Volunteer Activities of Employees............................................................................... .... .89K
Section 16.1-Volunteer Activity................................................................................. ............ .89U
Section 16.2-When Employees must be paid for Volunteer Activities..................................................................9082
Section 16.3-Authorization to Do Volunteer Activity for the County...................................................................9082
Section 17.0-Use of County Equipment and Vehicles..........................................................................................9082
Section 17.2-Business Use of County-Owned Cellular Telephones.......................................................................9082
Section 17.3-Computer Diskettes.Files and Software...........................................................................................9183
Section 17.4-Computers,Internet/intranet Access.E-Mal and Voice Mail.................................................I.....91P
Section 17.5-Miscellaneous Office Equipment........................................................................................................9183
Section 17.6-Use of County Owned Vehicles.............................................._......... ......... . . . .................. 9183
Page 6 of 157
Section 17.7-Personal Equipment........................................................................ ............ .......... ..9183
Section 18.0-Emergency Closures and Inclement Weather...................................................................................91"
Section 18.1-Time Loss If Emvlovee Is Unable to Report to Work......................... .. ........ ....... 92"
Section 18.2-County Ordered Curtailment of Operations....................................................................................92"
Section 19.0-Department Rules.................................................. ......... 9284
Section20.0-Suggestions........................................................................................................................... ...... 92M
Section 21.0-Personal Appearance and Dress.........................................................................................................9294
Section21.1-Uniforms...............................................................................................................................................9385
Section 22.0-Health and Fitness................................................................................................................................9383
Section 22.1-Physical Activity Encouraeed....................................................................... . . 9385
tiection 23.0-YfggifeadingBreastfeeding.................................................................... ........ .. .... .. .9496
Section 23.1-BreastkedineBreastfeedine support in the workplace.....................................................................9486
Section 23.2-Schedule Flexibility..............................................................................................................................9486
Section23.3-Private Space........................................................................................................................ ........9486
Section 23.0-Lactation Support......................................... 9486
Section23.0-Smoking............................................................................... .....................................................9587
Section23.0-Bulletin Boards.....................................................................................................................................915P
Section 23.1-Legal Notice Bulletin Board................................................................................................................9687
Section 23.2-Official County Bulletin Board...........................................................................................................915M
Section24.0-Employee Parkine................................................................................................................. ...9688
APPENDIX'A'-Equal Employment Opportunity/Affirmative Action Policy....................................................9799
Section 1.0-Affirmative Action Statement................................................................................--..........................9799
Section2.0-Definitions...............................................................................................................................................97W
Section 3.0-Eaual Employment Opportunity Statement.. I...I.......................................9890
Section 4.0-Assignment of Responsibility................................................................................................................9890
Section 5.0-Employment Process........................................................................................................ .....99"
Section5.1-Recruitment...................................................................................................................... . .....9991
Section5.2-Selection..................................................................................................................................................999}
Section6.0-Complaint Process..................................................................................................................................994
Section 6.1-Reportine the Grievance.....................................................................................................................10094
Section6.2-Investieation........................................................................................................................... ........10092
Section 6.3-Resolution of Grievance.......................................................................................................................10092
Section 6.4-County Equal Opportunity Board......................................................................................................10092
Section6.5-Confidentiality...................................................................................................................... ...........10092
Section7.0-Evaluations...........................................................................................................................................10092
Section8.0-Individual Acts.....................................................................................................................................10192
Appendix'B'-Code of Ethics Policy............................................................... ..... .... ......10293
Section1.0-Purpose................................................................................................................................... ........10293
Section1.1-Principles..............................................................................................................................................10293
Section2.0-Definitions.............................................................................................................................................10293
Section3.0-Applicability........................................................................................ . .............. ...... .. 10496
Page 7 of 157
Section 4.0-Conflicts of Interest Defined.Generally............................................. ........... .................. 10493
Section 4.1-Determination of Conflicts of Interest that Require Action by the County.....................................10593
Section 4.2-Political Activities....................................................................................................... ................... 10696
APPENDIX'C'-Employee Standards of Conduct Policy........................................................................--- 10797
Section1.0-Policy.............................................................................. 10797
Section2.0-Definitions.............................................................................................................................................10797
Section 3.0-Acts Subject to Immediate DiwhareeTermination...........................................................................10998
Section 4.0-Acts Acts Usually Not Subject to Immediate Dismissal................ .... 11099
Section 5.0-Investigation...................................................................... ........... 111400
Section5.1-Employee Interview.............................................................................................. ........... .. 111400
Section 5.2-Investigation..................................................................................................... .... . . .111400
Section 6.0-Disciplinary Action................................................ .. . ............. ... ....... 112404
Section 6.1-Oral Warnine.................................................. ................. . ........ 112484
Section 6.2-Written Warning.............................................................................................................................113404
Section 6.3-Suspension/Final Warning............................. ... .............. . 113494
Section 6.4-DisehefeeTermination............................................................ ...................... .1134,92
Section 7.0-Appeal Process..................................................................................... ................. 114492
APPENDIX'D'-Travel&Transportation Policy............................. 115404
Section 1.0-Introduction...........................................................................................Error!Bookmark not defined.404
Section 2.0-Definitions..............................................................................................Error!Bookmark not derined.494
Section 3.0-Applicability..........................................................................................Error!Bookmark not defined.493
Section 4.0-General...................................................................................................Error!Bookmark not defined.403
Section 4.1-Care When Incurrine Travel Expenses..............................................Error!Bookmark not defined.404
Section 4.2-Travel Itinerary.....................................................................................Error!Bookmark not defined.494
Section 4.3-Health and Safety of Travelers............................................................Error!Bookmark not defined.403
Section 4.4-Incapacitatine Illness or Severe Inclement.........................................Error!Bookmark not defined.404
Section 4.5-Compliance with the Americans with Disabilities Act(ADA)...........Error!Bookmark not defined.496
Section 5.0-Reimbursement Method.......................................................................Error!Bookmark not defined.406
Section 5.1-Authorization for Travel Reimbursement..........................................Error!Bookmark not defined.496
Section 5.2-Use of County Issued Credit Cards for Travel...................................Error!Bookmark not defined.406
Section 6.0-Direct Payment to Vendors Supplvine Meals or Lodeine.................Error!Bookmark not defined.406
Section 6.1-Approval and Documentation for Direct Payment to Vendors.........Error!Bookmark not defined.496
Section 6.2-Travel by Commercial Carrier(.airline,Train,Bus)........................Error!Bookmark not defined.497
Section 7.0-Basis for Reimbursement.....................................................................Error!Bookmark not derined.407
Section 7.1-Lodeine......................__.....................................................................Error!Bookmark not defined.447
Section 7.2-Meats......._........- I..........................._...................................Error!Bookmark not defined.4A7
Section 7.3-Lodeine or Meal Reimbursement NOT AUTHORIZED..................Error!Bookmark not derined.448
Section 8.0-Reimbursable Meal Expenses..............................................................Error!Bookmark not defined.488
Section 8.1-General Guidelines.................................................................................Error!Bookmark not defined.408
Section 8.2-Reimbursement for Cost of Meals While on Travel Status...............Error!Bookmark not defined.488
Section 8.3-Meal Cost Reimbursement Schedule.......-..........................................Error!Bookmark not defined.499
Page 8 of 157
Section 8.5-Meeting Outside of the County When the Traveler Is Not On Travel Status.....Error!Bookmark not
dePned.a-W
Section 9.0-Lodging Reimbursement. ............. Error!Bookmark not defined.-l-W
Section 9.1-Lodging Expenditure Schedule............................................................Error!Bookmark not derined.+40
Section 9.2-Exceptions to Maximum Allowable Lodging Rate........... .......Error!Bookmark not derined.+449
Section 10.0-Forms Used for Travel........................................................................Error!Bookmark not defined.444
Section 10.1-Advance Travel/Out of State Travel Request Form ..... Error!Bookmark not defined.444
Section 10.2-Travel Expense Reimbursement Forms............................................Error!Bookmark not defined.444
Section 11.0-Travel Expense Reimbursement Claims..........................................Error!Bookmark not defined.444
Section 11.2-Submitting Travel Expense Reimbursement Claims Error!Bookmark not defined.+
Section 11.3-Submitting a Travel Expense Claim that Totals Less than$10.00(Ten Dollars)Error!Bookmark not
defined.444
Section 11.4-Submitting Ouarterly Travel Expense Claims.......................... Error!Bookmark not derined.44-2
Section 11.5-Information Required in Support of Travel Expense Reimbursement Claims.Error!Bookmark not
defined.44-2
Section 12.0-Advanced Travel Funds......................................................................Error!Bookmark not defined.
Section 12.1-Accounting for Advance Travel Funds.......................................... .Error!Bookmark not defined.444
Section 12.2-Unexpended Travel Advance Funds..................................................Error!Bookmark not defined.443
Section 12.3-Default in Payment or Accounting................................ . ...... Error!Bookmark not defined.443
Section 13.0-Reimbursable Transportation Expenses.........mm........... Error!Bookmark not defined.N3
Section 13.1-Reimbursable Transportation Expenses...........................................Error!Bookmark not defined.44-3
Section 13.1-Reimbursement for Use of Privately-Owned Motor Vehicles.........Error!Bookmark not defined.444
Section 13.3-Miscellaneous Travel Expenses.........................-............................Error!Bookmark not defined.-143
Section 14.0-Non-Reimbursable Expenses.............................................. . Error!Bookmark notdelined.444
Section 15.0-Use of Privately Owned Motor...........................................................Error!Bookmark not defined.444
Section 15.2-Motor Vehicle Operator's License and Proof of Personal Insurance. ........Error!Bookmark not
defined.1 14
Section 15.3-Report of Accidents-Privately-Owned Vehicles.............................Error!Bookmark not defined.44S
Section 16.0-County-Owned Motor Vehicles.................................................. Error!Bookmark not defined.444
Section 16.1-General Requirements................................................................ Error!Bookmark not derined.444
Section 16.2-Motor Vehicle Operator's License..................... ..... Error!Bookmark not defiined.44-5
Section 16.3-Report of Accidents-County-Owned Vehicles................................Error!Bookmark not defined.444
APPENDIX'E'-Alcohol&Drug Free Workplace Policy.................................... ........ ...... .......... 1274
Section 1.0-Policy Statement................................................................................... .... .... ......... 12744-7
Section 1.1-County Responsibility..................................................................... 12744-7
Section 1.2-Employee Responsibility. .........I..................... .127}}7
Section2.0-Definitions...........................................................................................................................................127447
Section 3.0-Education and Training................. ........... .. .12"
Section 4.0-Required Alcohol or Drug Testing_...................................... 12814
Section 4.1-Employees Required to Have a Commercial Driver's License(CDL) 128448
Section 4.2-All Other Employees..........................................- 128449
Section 5.0-Alcohol or Drug Conviction.............................. 129449
Page 9 of 157
5ection6.0-Confidentiality.................................................................................................................................13044-9
-..................................................................................................................................n,.... ........................ 131420
Section1.0-Policy.................................................................................................................................. .. .... 131QG
Section2.0-Definitions...........................................................................................................................................131 QG
Section 3.0-Prohibited Conduct Under This Policy...........................................................................................132424
Section 3.1-Discrimination............................................................................................................... 132424
Section3.2-Harassment.........................................................................................................................................1324--24
Section 3.3-Sexual Harassment.............................................................................................................................1334-22
Section 3.4-Consensual Sexual Relationships......................................................................................................134423
Section 3.4-Consensual Sexual Relationships....................................................................................... ..........134-2-3
Section 4.0-Retaliation Prohibited........................................................................................................................135424
Section 5.0-The Complaint Process.................................................. ................ ....... ........... ...1364-24
Section 5.1-Responsibilities..........._._._......._............................... ... ........... ...136434
Section 5.2-Confidentiality Before Filing a Complaint........................................................................... ... ..137423
Section 5.2-Confidentiality Before Filing a Comolaint...................................................................................... 137426
Section 5.3-Confidentiality During the Complaint Process................................................................................137-12.6
Section 5.4-Complaint Procedure........._.................................................................................................. .... 13842-7
Section 5.5-Alternative Legal Remedies..................................................................................... 141449
APPENDIX'G'-Violence in the NN orkplace Policy..............................................................................................142430
Section 1.0-Policy Statement_ _.......................................................................................................................142430
Section2.0-Definitions...........................................................................................................................................142440
Section 3.0-Reporting Procedures.................................................................................................................. 1434U
Section 4.0-Risk Reduction Measures..................................................................................................................143431
Section4.1-Hirine.................................................................................................................................................143434
Section 4.2-Safety Inspections...................................................................................................................I............1434-34
Section 4.3-Individual Situations..........................................................................................................................143444
Section 4.4-Employees at Risk........................................................................................................................... 143434
Section 5.0-Dangerous or Emergency Situations................................................................................................144434
Section6.0-Enforcement.......................................................................................................................................144432
Section7.0-Counseling..........................................................................................................................................144432
APPENDIX'H'-Whistle Blower Protection Policy ...........................................................................................145433
Section 1.0-Policy Statement................................................ 145433
Section 2.0-Definitions...................................................................... ................ .145433
Section3.0-Protected Employees.........................................................................................................................147435
Section 3.1-Right to Report Improper Governmental Action............................................................................147444
Section 3.2-Posting and Providing Employees a Summary of this Policy.........................................................147435
Section 3.3-Written Complaint Requirement....................................................................................................147435
Section 3.4-Good Faith Attempt to Follow this Policy Required to Receive Protections................................147445
Section 3.5-Confidentiality of the Identity of the Complainant............................. ... 147435
Section 4.0-Filing a Complaint........................................................................... 147445
Section 4.1-Union Representation......................................................................................... ........ 147435
Page 10 of 157
Section 4.2-Requirements for a Complaint...................................................................................................147435
Section 4.3-Where to File the Complaint........................................................... 1474-35
Section 4.4-Forwarding the Complaint to the HRD............ 148436
Section 5.0-County's Response to a Complaint............................................................................... 14"
Section 5.1-The HRD Coordinates the County's Response and Any Investigation.............................. 148436
Section 5.2-Investigation...................................................... .148436
Section 5.3-Deadline for the County's Response to the Complaint........................ .. . .. .. ........1494-36
Section 6.0-Rights of Complainant Who Claims Retaliatory Action Occurred. .... ........14943�
Section 6.1-No Discrimination or Reprisals....................................................... 149437
Section 6.2-Written Notice of the Retaliatory Action Required....................................................................... 149437
Section 6.3-Deadline for Responding to Written Notice of the Retaliatory Action.......................................14943-7
Section 6.4-Hearing Request by the Complainant after County's Response.... ........ .. 1494-3-7
Section 6.5-Application by the County to the State Office of Administrative Hearings for an Adiudicative
Proceeding................................................ 15UP
Section 6.6-Rules for an Adiudicative Proceeding......................................... 15049
Section 7.0-Riehts of Respondents............................................. . ..... ... ............ 151439
Section 7.1-Information to Provide About the Investigation and Admonishments.................................. ....151449
Section 7.2-Participation in the Investigation................................................................................. ....... .. 151439
Section 7.3-Request for Defense and Payment for the Respondent's Legal Counsel........... 152439
APPENDIX`I'-Telecomuting Po6cy......................................................................................... ....... .. .15344)
Section1.0-Purpose................................................................................................................................................153�A 1
Section2.0-Eligibility............................................................................................................ .15314I
Section2.1-Job Suitability..................................................................................................................................153�41
Section 2.2-Employee Suitability............................................................................ .........................................153444
Section 2.3-County's Interests Must Be Advanced......................................... . ..... 154444
Section 2.4-Access to Telecomuning Benefit........................................................................................................154442
Section 2.5-Required Agreement by Telecomuting Employee............ ........ .. 154442
Section 2.6-Required Notice When Circumstances Prevent Effective Telecommuntine.................................155443
Section3.0-Equipment............................................................................................... .............. .. .... 155443
Section4.0-Security.............................................................................................. ..............................................15544-3
Section 5.0-Location and Safety...........................................................................................................................155443
Section 6.0-Telecom muting Reguirements..........................................................................................................156444
Section 7.0-Ad Hoc Arraneements........................................................ .... . ....:. . ..... . .. .....157444
Page 11 of 157
Jefferson County Personnel Administration Manual
Chapter I—SuhjeetJefferson County History.Facilities,and Organization
Section 1.0—Introduction
This peliey—mManual is designed to provide employees and Departmental Directors of 3effersee
6suntythe County with information about working conditions,employee benefits,and some of the
policies affecting Eeunty employment at the County.Employees should read,understand and comply
with all provisions of this peliey muelManual.U-The Manual describes some of the expectations of
Eeunty-employees and outlines the policies,programs,and benefits available to eligible employees.
Section 1.1—Brief History
3etlersen CountyThe County was created by the Oregon Territory Legislature in December of 1852.
The County boundaries initially included a portion of Clallam County.The new-County was named
in honor of Thomas Jefferson. Lucius B. Hastings, Daniel F. Brownfield and Albert Briggs were
appointed to serve as the fast Board of County Commissioners,with Henry C.Wilson as Sheriff and
Alfred A. Plummer as Probate Cleric. When the Washington Territory was established in March of
1853,the County's boundaries were re-established to the size it is today.The areas taken away from
reffe.s^~Countythe County became Clallam County.-
The Olympic National Park which-was established in 1889,runs through the middle of the County and
divides it in half.No roads cross the Olympic Mountains through the Park.A trip to the"West End"
by car requires traveling much of the way through Clallam County or through Mason and Grays Harbor
Counties.
Most of 3effersen Countythe County's population lives on the east side of the County where the only
incorporated city, Port Townsend, is located. Port Townsend, the County Seat, is located on the
Quimper Peninsula which is surrounded on three sides by water. jeMFSOR County is
bounded by the Pacific Ocean on the west;a portion of the Strait of Juan de Fuca,and Admiralty Inlet
on the north;the Hood Canal on the eastern boundary;and Mason and Grays Harbor Counties to the
south.-
Section 1.2—deBer'sen CeuntyThe Courthouse
The Je€finen County Courthouse majestically overlooks Port Townsend Bay and the entrance to
Admiralty Inlet.Approved for construction in 1890 by the jeffetsenCounty Board of Commissioners,
the Romanesque style courthouse, brainchild of Seattle architect W. A. Ritchie, was let out to
contractors at an estimated cost of S150,000.00. Reportedly $117,600.00 was designated for the
building and$17,287.00 for the jail in 1892,which was located in the South half of the basement.John
Rigby, Building Contractor, and C. P. Wakeman, Superintendent of Construction, were the
contractors. The deep red,smooth bricks were shipped in from St. Louis,while some 786 tons of
sandstone were brought in from Alaska
The addition of automatic openers on the main entrance doors enabled the removal of an attached
"woodshed"put up years before as a windbreak. The homely structure was known locally as the
"Outhouse,"and with its removal the beautiful arched entry could again be viewed.The Courthouse
Clock Tower was installed in the newly completed building in November 1892.Although the original
plans,drawn by W.A.Ritchie,called for a tower 140 feet tall,according to an article in an issue of
Adopted:januaFy October XX 20244 Chapter 1
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Jefferson County Personnel Administration Manual
the Port Townsend Morning Leader,the tower measures only 124 feet,4 inches.No explanation can
be found for the discrepancy.-
Legend has it that the bell was pulled across the plains and the clock mechanism was shipped around
the Horn.The bell was reportedly drawn into position by a white horse.The E. Howard Watch&
Clock Company of Boston,MA,built both the bell and the clock mechanism of solid brass in 1891.-
A project to strengthen the clock tower,repair the clock faces and mechanism,install sidewalks around
the Courthouse block, re-pave the back parking lot, and formal landscaping was completed at the
Courthouse in 2007.The landscaping included moving the flag pole to a new paved gathering area on
the northeast side of the building(near the Cass Street entrance)and installing seating in an area on
the southeast side of the front of the building.-
Section 1.3—Other County Facilities
1n addition to the Courthouse,3efPme►r Ceuftt�the County owns an&efor operates approximately 32
public buildings including,but not limited to,7 office buildings,5 community centers,the County Jail
and Sheriff's Offices, a building at Castle Hill Center for the me,ra,..a f,..hies at Det)artment of
Community Development and the Public Health Department,a building at the Castle Hill Center for
the Public Works Department,and the Sheriff s Office Annex in the West End.The County also owns
and4fr r operates the Solid Waste Transfer station on Jacob Miller Road,garbage"drop box sites"at
Quilcene and Clearwater,and 22 County parks Aaeilities.-
Section 1.4—Organizational Chart
The chart at the end of this manual Manual illustrates the organization of the major subdivisions of
Jeffeteee the County's government.-
Section 2.0—Terms and Definitions
The intent of this section is to provide explanations of terms used throughout this manualManual.In
sections where there are differing definitions,they apply only within those sections and are not meant
to supersede the general meanings as defined below.
Accrual:The amount of time earned and then added to an employee's sick leave,vacation or PTO
bank based on their length of eligible employment with jelTemon Countythe County.
Anniversary Date: The date an employee is appointed to a position with the County.An employee
may have a position anniversary date and an annual review date as well,
Annual Review Date:The date an employee's performance review(and step increase on some salary
matrices)is due each year.
Applicant:A person applying for employment with the County.
Appointed O rcial:A person appointed to an Office as listed in RCW 36.16.030 and who is exempt
from FLSA.
Appointment: The finalization of an offer of employment. Appointments may be trial, regular,
temporary,provisional,or emergency(seeSee Chapter 10,Section 1.2 Classes of Appointment).
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Jefferson County Personnel Administration Manual
Board of County Commissioners: The board comprised of the elected county commissioners of the
County.
Appropriate Persons: The persons within the County to whom to report improper governmental
actions,as required by RCW 42.42.030(3).
Career Ladder:A job classification where the job descriptions provide for the progression to a more
senior level position(e.g.Tech I to Tech II or Administrative Clerk I to Administrative Clerk II)when
specific conditions have been met.See appropriate Labor Agreement,
/'...ual I,.L.....See Clerk Hire
Clerk of the Board:A position that is appointed by and serves as the clerk to the Board of County
Commissioner''-s,
Clerk Hire:A person who is hired to work on an intermittent or as needed basis for a limited number
of hours per year _
COBRA (Federal Consolidated Omnibus Budget Reconciliation Act of 1985): This act requires
employers to allow separated employees to remain covered under the employer's group health plan
for 18 to 36 months after sepaFmi mtermination,normally at the employee's own expense.
Commercial Driver's License (CDL): A specific type of driver's license issued by the State of
Washington in order to drive a commercial vehicle which is a vehicle with a gross vehicle weight over
26,000 pounds,or is designed to transport 16 or more persons(including the driver), or is used to
transport hazardous materials.
Compensatory Time in Lieu of Compensation(alse kneirw-,+ omp Time):Time that may be accrued
by an employee in lieu of receiving monetary compensation for overtime according to FLSA Rules if
an employee has signed a Compensatory Time Agreement.
Complainant: A person bringing a complaint under a Policy in this Manual. -
Confidential Information:Information that is exempt from public inspection and copying pursuant to
RCW 42.56.210 RGW"��-4.1 7.3 t0.
Conflict of Interest: A situation in which an Ceonty-empleyeeemplovee or peblie-effieielCoun
officer has,appears to have or potentially has a private or personal interest sufficient to override or
influence,or appears to be sufficient to override or influence the employee's or pebliee€fleie 9 my
officer's professional duties or judgment,
County:Re f Fs to the e e e ea:ew;A(Jefferson County,State of Washington_
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Jefferson County Personnel Administration Manual
County Administrator:A position appointed by the Board of County Commissioners to handle County
administration.
County business: Activities performed in order to accomplish County programs or as required by
duties of a position of an employee or volunteer or by the office of an Elected Official.
County qual Opportunity Board(CEOB): The CEOB is composed of three County management
personnel appointed by the County Administrator to assist in the resolution of grievances that are filed
by employees under the Equal Employment Opportunity and Affirmative Action Policy_
County Officer: All elected and appointed officers of the County, together with all deputies and
assistants of such an officer,and all persons exercising or undertaking to exercise any of the powers
or functions of a County officer.
County Risk Manager:A position appointed or desi agn ted by the Board of County Commissioners or
by their designee.
County Vehicle: A vehicle owned,leased or rented by the County.
Courthouse:The Jefferson County Courthouse,located at 1820 Jefferson Street,Port Townsend,WA
98368.
Date of Hire:The first date that an employee starts working for the County.The date may change if
an employee has a break in service.
reasons Fela4ed to an employee's perfaFmance
Departmental Director:An Elected Official,manager,or supervisor directly in charge of a specific
department(e.g.,the County Treasurer is the Departmental Director of the Treasurer's Office•the
Public Works Director is the Departmental Director of the Public Works Department.))
Departmental Personnel File: A file on each Geary empleyeeemplovee, kept in the department
where the employee works which includes documentation of employee performance, written
disciplinary actions,written commendations and other pertinent information.
DkehergeTermination Committee: A committee appointed to conduct a pre-disehametermination
meeting.The membership of the committee is 1)a Departmental Director from a department other
than the department of the disehameterminated employee,2)the HRD,and 3)the Clerk or Deputy
Clerk of the Board
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Jefferson County Personnel Administration Manual
Disciplinary Action Form: Any written document (memo, letter, specific form, etc.) which the
employee is asked to sign that includes the employee's name,job classification and department and
describes the nature of the misconduct.
Disciplinary Demotion.: Placement of an employee in a lower paying position/classification due to
reasons related to an employee's performance.
Draw:An advance of up to 40%of the employee's monthly earnings paid once a month on or before
the 20'of the month.-
Elected Official:A person elected to an ofaial e a ithift the Geufttyaq office listed in RCW
36.16.030 o a. opeFationse f eifie depaFtment OF sibility,.:.�
County geveeet.
Employee: Any person employed or appointed by the County who is compensated by payment of
wages where federal, state, and/eror local taxes are withheld. Independent contractors are not
employees. be legalp :ae ._. the State F.r,
Employee Assistance Program(EAP):A benefit for employees to help with work stress,relationship
Problems, anger management, coping with change, family/parenting issues, anxiety or depression,
alcohol or drug dependencies,and grief or bereavement issues.
Employee-Initiated Transfer:A transfer where an-The employee has applied to be considered for a
vacant position within the County dw4ng the in house or outside reefuitmen_
Employer_Initiated Transfer:A decision is made to place an employee in a different position with the
County.This may be due to budgetary constraints,disciplinary actions or for other reasons.
EnTleymentAnniversary_19me.-The,date,an empleyee is hired to fill a County position.Also lmeym
as eFiginal appointment date
Employment Personnel File:A file on each Count),-empleyeeemplovee,kept in the Board of County
Commissioners' Office,that includes the employee's name, position and department to which the
employee is assigned, job description, documents indicating employment status, performance
evaluations,and records of training received.-
Equal Opportunity Advisor: A position appointed or designated by the Board of County
Commissioners or by the BectFd2,their designee assigned the specific task of assisting all departments
in implementing the Equal Opportunity and Affirmative Action Policyl :
ESD:Washington State Employment Security Department.
Adopted:JenuaFy 4 October XX 20244 Chapter 1
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Jefferson County Personnel Administration Manual
(See FLSA Exempt)or exempt from being a member of a Union(Sep.A'qA I�H Pmempt Employee)
Family Member: Spouse,registered domestic partner, father,mother,brother,sister,son,daughter,
father-in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, or anyone
who is financially dependent upon a County officer or employee.
Financial Interest:Any financial benefit,direct or indirect,as a result of a transaction that is,or may
be the subject of,an official act or action by or with the County,except for such contracts,transactions,
zoning decisions,or other matters that by their terms and by the substance of their provisions confer
the opportunity and right to realize the accrual of similar benefits to all other persons and/or property
similarly situated. "Financial Interest'does not include the cases listed as exempt in RCW 42.23.030.
For the avoidance of doubt."financial interest"also does not include service on the board of another
government entity or the board of a non-profit organization who engages in contracts or transactions
with the County.
FLSA(Fair Labor Standards Act of 1938 also known as the Wage and Hour Law):Regulates minimum
wages,overtime,equal pay,record keeping and child labor for employees of enterprises engaged in
interstate or foreign commerce and employees of state and local governments,
FLSA Exempt Employee:An employee who is exempt from provisions of the FLSA and is not paid
overtime wages.FSLA Exempt employees are usually salaried employees whose employment duties
meet the federal test in one of the following categories:administrative,professional,or executive,
FMLA (Family and Medical Leave Act of 1993): Requires covered employers to provide up to 12
(twelve)weeks of unpaid leave to eligible employees for a variety of reasons related to family and
medical care(seeSee also Chapter 6,Section 63L7),
FdMi4'MeMbeP.- SPOUSe,WheF,FROther,hFOthef�sistef,son,daughter-,fi4her.in law,Fnether ift law,
bFOtheF iR law, sister in iaw, son in!a%,, daughter in law, or anyone -who is finaneially depeadeft
Full Time Employee:Employees who regularly work a minimum of 30(thirty)hours per week.Full
time employees are eligible for 100%of the benefits as provided by the County,
Gift:A voluntary transfer of any item that has a greater than nominal retail value from one person or
entity to another made without cost that does not result in any kind of legally enforceable contract.
Gift does not include the solicitation, acceptance, receipt or regulation of political campaign
contributions regulated in accordance with provisions of federal, state or local laws governing
campaign finances. U,,.�,RO BE e,.,...BFRi,.,,dWe v .,_ale....Of the feFffi,that O a oluntafily and
gn Fnanees 'See also Chapter 4 and Appendix B Code of Ethics.)
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Jefferson County Personnel Administration Manual
Grade:A group of positions sufficiently similar in duties,responsibilities and authority,and minimum
qualifications to permit combining them under a single pay level,and to permit the application of
common standards for compensation.
Grievance: An alleged breach by the County of any express term of a labor agreement, or any
complaint against the County or County personnel in violation of a specific policy or procedure.
Health Insurance Portability and Accountability Act 1996(HIPAA): A federal Act to improve the
efficiency of the nation's health care system and protect the security and confidentiality of health
information.
Human Resources Director—(#RAfHRD): A position appointed or
designated by the Board of County Commissioners or by Else—Beard'stheir designee to handle
personnel,staffing and other related matters,
/mproMr Governmental Action: Improper governmental action has the same meaning as in RCW
42.41.020(1).
Indirect beneficial interest:Any interest by any relative of an employee.or any organization which
employs or is about to employ the employee or any relative.
Insubordination:A deliberate and inexcusable refusal to obey a reasonable order that relates to an
employee's job function. It also includes public disrespect displayed by aan County
empleyeeemployee toward a Departmental Director or toward the County while on duty,and hostile
or abusive language to any citizen,fellow employee,or Departmental Director_
annetineefoeRt to Elete'nine:..1eFe.d:..the POSitionwithin the de..aFtfReR
Job Classification System:A classification system that includes job descriptions/EiEles indicating the
level of responsibility and pay-grade,and a wage or salary matrix that indicates grades and the steps
within those grades.
Job Description: A written summary of duties, responsibilities, and authority for the work an
employee is hired to perform for the County.Also includes the necessary qualifications for the position
and any special physical or environmental requirements of the job.-
Manual:This Personnel Administration Manual.
Adopted:Sammy 4 October XX 202" Chapter 1
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Jefferson County Personnel Administration Manual
Nominal Retail Value:A value of less than$25.00(twenty-five dollars).
Non-Disciplinary Demotion• Placement of an employee in a lower paying position due to a position
reclassification,reduction in force or other reason unrelated to an employee's performance.
Non-exempt Employee:This refers to employees who are not exempt from earning overtime as defined
by the Fair Labor Standards Act.
Non-regular Employee:An employee who is not designated as a regular employee.
Xom goo-MAym-d W494 week-,Any workweek that does not begin on Mendaj',and end on Friday
.Nominal Retail Value:A value of less than$25.00(twenty-five dollars).
Official Aet-e�Action:Any legislative,administrative,appointive,or discretionary act of any official
or employee of the County or any agency,board,committee or commission thereof.
Open EmmUment Period.--The period during the first week of Desember eseh year when an employee
may eleet to join the PTO System to beeome effeetive januar-y of the next yean Only applies to
Exemptz non represented employees who weFe eligible,but did not enFell in the PTO System Upen
implementaEien
O*der-efPreeedenee.,Used when detetmining which laws or-agreements aFe FneFe applieable-
Origi al Appo ntm The date an mpley ebegins employment with the County See
Employment AnHiveFsaFy Date
Official Workstation: The place where a traveler is assigned to work the majority of their work
schedule or the place where an employee works from home when approved as a remote worker.
Occupational Safety and Health Act (OSHA): A federal law establishing minimum standards for
Industry which is administered in Washington State by a federally approved plan(see-See Washington
Industrial Safety and Health Act(WISHA)).
"Or"includes or and and/or.
svehsite
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Jefferson County Personnel Administration Manual
Ordinance:A law of the County enacted by the Board of County Commissioners.
Paid Family Medical Leave (PFML): PFML is a program managed by the Washington State
Employment Security Department(ESD)which provides protected leave to eligible employees to care
for themselves or a family member for medical reasons.
The fweeFafn is funded by oreffimiums shaFe'
:de.. al wage. elae,,«e.,t to a le. ,. ❑«. leas ale,.
a elaim with the WA State EmeloWnent Seeufity DeeaFtmefa(ESP)(see also GhavteF&--Seefion-744.
Payroll Services Manager: Person in the Auditor's Office responsible for managing payroll for the
County.
Pay Status:When an employee is working or when an employee is using any compensable time(i.e.,
vacation, sick leave, bereavement leave or approved Comp Time) as compensation for their fully
scheduled workday,they are considered to be on pay status.
Personal Time Off(PTO)beave: The alternate system for accrual of vacation and sick leave bees
adopted for all non-represented,exempt staff hired after January 1,2004 by Resolution No.81-038ee
140 or adopted by Collective Bar ag fining Agreement.:
Personnel File: Refers to both the employee's employment personnel file and the employee's
departmental personnel file,
Policy:Refers to an individual policy listed in a section of this Manual.
Position Anniversary Date:The date an employee is appointed to a specific position(defined by a job
description)which may be different from their Anniversary Date.
Promotion:Appointment within a department of a current employee to a position with a higher level
of responsibility and accountability,
Provisional Appointment: Temporary appointment to a position in County service pending the
completion of the selection process to fill the position(seeSee Chapter 10, Section 1.1 Types of
Appointment),
Provisional Offer of Employment: An offer of employment made before the County completes a
background check.
PTO Bank:The amount of accrued PTO an employee has to a specific maximum,(See Maximum
PTO Bank in Chapter 6,Section 3.41.)
12TO 44:4..ill;:a,reflie .The 5FRAIL-9t e of PTO that an a ple a eeAi aka at ene tiffle
Adopted:January 4 October XX 20244 Chapter 1
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Jefferson County Personnel Administration Manual
Publie Qffieiah Any pefsen holding a position by eleetien,whethef!paid eF unpaid.ineluding members
Quasi eoo�q�,ee.- A peFseft aeting an behalf of the eounty, whether paid Or Hfipaid,With tefHpoFaF)'
of YeFbal ins4uetiofts provided by the Departmental Difeeter,e.g.,volunteefs,jumrs.poll NAMMELeps Affidd
efWashingto"
Reasonable Suspicion: Includes,but is not limited to,physical signs of alcohol or drug use such as
delayed motor skills, alcohol on the breath, etc.; performance issues, including but not limited to
frequently missed deadlines, frequent mistakes decreased productivity, significant variations in
productivity from day to day;inability to concentrate;frequent tardiness or absences for implausible
reasons, long meal, coffee, or bathroom breaks; disruptive behavior toward fellow employees-,
withdrawal from interaction with fellow employees;or,overreaction to constructive criticism.
Reclassification:A review of changes in job duties which results in a new title-aFiob classification.-
Recruitment: The process of notifying current employees and/oror the public of position vacancies
within the County.Recruitment may be internal,in-house and outside(seeSee definitions of each),
Reduction in Force(RIF):Terminate employment due to budgetary constraints,
Registered Domestic Partner: Two adults who meet the requirements for a valid state registered
domestic partnership as established by RCW 26.60.030 and who have been issued a certificate of state
registered domestic partnership by the Washington Secretary of State.
Related Business Entity• Any corporation general or limited partnership sole proprietorshiR or
individual (including a private consulting firm) ioint venture unincorporated association or firm
institution,trust,foundation,or other organization whether or not organized for profit with which a
County Officer or employee:(1)Is an officer,director,member or employee-,or,(2)owns or controls
an interest either directly or indirectly,
Remote Interest:An interest of;(1)A non-salaried officer of a nonprofit corporation,•(2)An employee
or agent of a transacting party where the compensation of such employee or agent consists entirely of
fixed wages or salary;(3)A landlord or tenant of a transacting party,,or,(4)A holder of less than one
percent of the shares of a corporation or cooperative,which is a transacting pgM.
Regular Employee:An employee who has successfully completed the initial trial employment period
and has received an appointment as a regular employee Regular employees are credited with
continuous service retroactive to the date of hire.Regular employees may be full-time or part-time An
4 le ee(full a „)who has [:lly le d flue i 1 1 d
.:.i,.,,�,,.,�..,....:t.:.........�.. m S'v2wSsrdnT2vir*prci`cvi the initial iaivron*p�a%�'ncxrc�aTea�a
Adopted:Jaxum),4 October XX 2024-4 Chapter 1
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Jefferson County Personnel Administration Manual
Relative:A person with any family relationship resulting from birth,marriage,adoption,or registered
domestic partner relationship with an employee.
Resolution:A resolution by the Board of County Commissioners that establishes a policy,procedure,
or statement specific to 3e€feFsee Eetimythe County.
Respondent: A person who is the subject of a complaint for grievance.
Retire:When an employee leaves County employment with full eligibility(meets age,years of service,
etc.)to apply for benefits through a retirement plan.
Revised Code of Washington(RCW):The compilation of all permanent laws now in force in the State
of Washington.
Salary Administration Policy:(See Chapter 8,Section 1.0.)
Scheduled Workday:The regularly scheduled workday of an employee.
Single Day Meal Reimbursement:The reimbursement for meals for an employee when the travel does
not include an overnight stay.
Separafiefa- In tems of this Administration Manual, sepaFation means an employee eeasing
empleyment relationship with jeffeFson County(See dalse temm-in-Atiet+)
Staffing Schedule: A list of positions titles and the number of hours for which they are funded as
described in the annual budget.
Standard Paid Leave Accrual System:The system identified in the jeffeson Count),Pefsonne!
Pe4eyjbis Manual for accrual of vacation, sick leave and floating holiday benefits before the
establishment of the PTO accrual system.
State of Emergency:An emergency proclaimed a such by the governor pursuant to RCW 43.06.010
as now or hereafter amended.
Temporary Employee:An employee who works for a fixed period generally not to exceed 4(four)
months as set by the Departmental Director and approved by the County Administrator$eari-of
Commissioners or designee. Sueh empleyee shall feeeive fie hbe-Aefit—q es-her.dhaen these eeafeFmd-by
state or federal statute
Temporary Promotion: When an employee of a lower classification is appointed to fill a higher
classification due to the temporary absence of the employee normally in the higher classification.-
Termination:The voluntary or involuntary cessation of employment with the County.
Adopted:3axuefy 4 October XX 2024-4 Chapter 1
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Three Hour Rule: An employee has been in travel status for three (3) hours beyond the regularly
scheduled work day.The three hours may by a any combination of time before or after the scheduled
working hours on the day in question.(8e&4-.2rAppendix D§7.3.1.2)
Transacting Party:Any person,partnership,association,cooperative,corporation,or other business
entity which is a party to a transaction with the County.
Transaction: Contract, subcontract, decision or other matter that is, or may be the subject of, an
official action by or with the County.
Travel Status:An employee is considered to be on Travel Status when they leave their home or official
workstation, whichever is closer to their destination, for a destination outside Jefferson County on
County business.
Trial Appointment:Appointment to County service or a new position for a specific amount of time
called the Trial Period_
Trial Period. A time during which the County can
judge the performance and potential of a new employee,or an employee in a new position.-
Transfer:Appointment of an employee to another position in County employment.The transfer may
be employer or employee initiated.
Union:A union that represents employees.
Fna),OF May ..t also be FL SA A exeRMA
Volunteer: A person who performs any assigned or authorized duties for the County or a board,
commission or committee,or department of the County,by their own free choice,who receives no
wages,and who is registered and accepted as a volunteer by the County. For the avoidance of doubt,
volunteers include jurors,poll workers and advisory board members.
WAC (Washington Administrative Code): The collection of administrative rules adopted by the
Washington State executive branch agencies to carry out the duties given to them in state law by the
Legislature:
.ysiem.-A system to Feview And evaluate job deseriptions to group"like ldfids'
t4i,ynrk mate A-imses.Classes repFesent a Fange of work aetivities that aFe substantially SiFflilaF in type,
West End: The portion of the County West of the Olympic National Park that boarders the Pacific
Ocean,between Clallam County and Grays Harbor County and not accessible by Highway without
traveling out of the County.
Adopted:3anuary-4 October XX,20244 Chapter 1
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Whistle Blower:A person who reports illegal or improper conduct,especially improper conduct on
the part of the Whistle Blower's employer_(seeSee Chapter 11,Section 101.0 and Appendix HJ
WISHA (Washington Industrial Safety and Health Act):Washington State's occupational safety and
health program,established when the State Legislature passed the Washington Industrial Safety and
Health Act in 1973.
Work day: The number of hours during a 24(twenty-four)hour period required of an employee to
fulfill the job requirements as defined by the job classification and duties_
Workweek:A fixed and regularly recurring period of 168(one hundred sixty-eight)hours.(i.e.seven
(7)consecutive 24(twenty-four)hour periods),-
Section 3.0—A^''A :esApplicability of this Manual
This Manual applies to A-l-all ounty officers,employees and volunteers,
and for certain of the Policies to (fiA iff ^ n4+mo a pk)yeeo and all per-sons who eent
transacting parties.
Section 43.0—Legal References
This listing is not all inclusive.
Section 43.1—Federal Statutes
AMA Amerieansirn;;.sahilities�4ct
AREA- Age Disefim
COBRA
141RA A Mealth insuranee Pef4ability and A. .ability Aet/�67
11lFt! i, migFatien ReeeveFy nd C ^. I Aet
FMLA Family and Medical Leave Act of 1993
FLS—Fair LabO Standa;4s,ket
-Acronym Federal Act Name
ADA Americans kith Disabilities Act
ADEA Ave Discrimination in Em lo�mcnt Act
COBRA Federal Consolidated Omnibus Budget Reconciliation Act of 1985
Drug Free Work lace Act of 1988
FMLA Faniih and Medical Lease Act of 1993
FLSA Fair Labor Standards Act
llll'AA Health Insurance Portability and Accountability Act 1996
IRCA Immigration Recovcry and Control Act
Section 43.2—Revised Code of Washington(RCW)Titles
Adopted:janueq 4 October LX 2024-4 Chapter l
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RCW Title
Chapter 7.80 RCW Civil Infractions
RCW 9.41.050 Cam ing Firearms
RCW 9.41.060 Exceptions to Restrictions on Carrying Firearms
RCW 9.41.070 Concealed Pistol License
RCW 36.17.040 Payment of Salaries of Officers and Em lovees
RCW 38.40.060 Milita Leave for Public Em lovees
RCW'41.06.250 Political Activities
Chapter 42.23 RCW Code of Ethics for Municipal Ofliccrs-Contract Interests
RCW 42.24.1 l5 Municipal Corporations and Political Subdivisions--Charge
Cards for Officers'and Employees'Travel Expenses
Chapter 42.56 RCW Public Records Act
RC'W 42.56.310 Certain Personal and Other Records Exempt
RC'W 43.10.005 Workplace Pregnancy Accommodations
Chapter 49.12 RCW Industrial Welfare
RCW 49.12.265 thr 49.12.295 Family Care Act
RCW 49.44.120 Labor Regulations-Requiring Lie Detector Tests
Chapter 49.46 RCW Mininium Wage Requirements And Labor Standards
Chapter 49.76 RCW Domestic Violence Leave
Chapter 49.77 RCW Military Fanmil Leave Act
Title 50A RCW Family and Medical Leave
Chapter 70.160 RCW Smoking, in Public Places
7-.8W Ci V i l 1..fFa6tiOR
041 050 r...... ing c: e
9.4 E960
9.41 070 roneealed Pistol r: e e
36.17.040 Payment of Salar-ies ef0ffieers and Employees
41.06.250 Politic-al A •:..:•:v
2-1
Ethics in Public Service
4236 Publie
TcA�-56 31n
v:✓ry
42.23 Code of Fthies for,,...niei_el Offi eFs Cent-fa-et interests
42.24.115 Municipal Eer-peratiens and Reli•ie-aI sion-s C-haFge Calls c_Offie _ +-md
Employees'Travel Expenses
42.52 limos ift PuMegew+ee
4340
49.12 1.,,1usifi 1 Welr n
49.46 Paid Siek Inewe
Adopted:Januaq 4 October XX 20244 Chapter 1
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Jefferson County Personnel Administration Manual
49.76
D C Sexual Assault;and SWIEing
�,-� Leave f.. .-,...,.e..of\hilt...... ,...,.ennel�
49.78 Family weave Aot
70.160 Washing4en Clean indoor A'-A e Smoking in Public Places
Section 43.3—Washington Administrative Code(WAC)
WAC Title
Chapter 296-128 WAC Minimum Wages
WAC'296-128-600thru296-128-760 Paid Sick Leave
Chapter 296-130 NN'AC Famih Care
Chapter 296-135 WAC Leave for Victims of Domestic Violence,Sexual Assault.
and Stalking
248 13� Rrehtb-i' f 8 inking Tobaeoe' Ge Dlaees
v tciin v v ortu�S�ovacoo m cv{caiirrmcco
2(9�6 130 Family Lie,w
29tl--135 Leave for Vietimsof DoMestie Ifielenee Sexual Assault,and Stalking
Section 43.4—Jefferson County Ordinances and Resolutions
Ordinance(s)and Resolutions Description
Resolutions Nos.85-93, 129-97&67-99 Jefferson County Loss Control and
Countywide Safety Manual
Resolution No.79-94 Authorizing Donation by County Employees
of Accrued Sick Leave and Establishment of a
Sick Leave Bank
Resolution No.64-95 Computer Diskettes from Outside Being Used
on CounbLComputers
Resolution No.35-96 Establishing a Key Policy for the Offices and
Buildings of Jefferson Count
Resolution No.40-96 Policy Governing Expenditures of Public
Funds for Food and Beverages by County
Departments
Resolution No. 17-98 Jefferson Countv Network,Internet,Intranet.
E-mail and Voice Mail Use Policy
hapter 8.100 JCC An Ordinance Relating to Courthouse
SecurityProhibition Against Weapens in dte
Resolution No.81-03 Establishing a Paid Time Off(PTO)System
and Offering that Alternative to Non-
Adopted:3anuaq-4 October XX,2024-4 Chapter 1
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Ordinance(s)and Resolutions Description
Represented Employees
Resolution No. 13-04 Adopting a Policy Regarding Privacy of
Health Information under the Health
Insurance Portability and Accountability Act
of 1996 HIPAA
Resolution No.25-05 Reimbursement to Certain County Officials
for Use of Personal Vehicles
Resolution No. 18-06 ADA Grievance
Resolution No.64-08 Use of Credit Cards on Behalf of Jefferson
Count
Resolution No.01-14 Position Budgeting Guidelines
Resolution No.37-14 Allowing Employees to Receive up to Two
(2)Unpaid Holidays Per Calendar Year for a
Reason of Faith or Conscience,or,an
Organized Activity Conducted Under the
Auspices of a Religious Denomination,
Church or Religious Organization
Resolution No.37-15 Granting Longevity Pay and an Additional
FloatingH oliday,and Amending the Floating
Holiday Accrual Schedule for FLSA and
Union Exempt Employees
Resolution No.21-18 Jefferson County Public Records Act
Compliance Policy
Resolution No.37-18 Adopting an Updated Drug and Alcohol
Testing Policy and Procedures Manual for
Employees who hold a Commercial Driver's
License as a Condition of Emplol ment
Resolution No.43-18 Amending Longevity Pay for FLSA Exempt
and Union Exempt Employees
Ordinance No.09-0806-18 An Ordinance Repealing and Replacing the
Existing Resolution 87-86 Regarding
Indemnification and Tort Representation of
Jefferson County Employees and Officers and
Amending the Existing Jefferson County Risk
Management Policy in Resolution 36-11 and
Chapter 2.05 JCC Indemnity of Employee
Legal Defense Costs—Claims for Damages
Resolution No.54-19 Risk Management Polic
Resolution No.76-21 Establishing New Salaries for Certain Elected
Officials in Jefferson County
Resolution No.83-21 Establishing New Salaries for the Elected
positions of Jefferson County Comissioner
Resolution No.34-23 Amending Longevity Pay.Personal Time Off
Adopted:3anaaFy 4 October XX,20244 Chapter 1
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Jefferson County Personnel Administration Manual
Ordinance(s)and Resolutions Description
(PTO)and the 2024.2025&2026 Salary
Schedules for the FLSA Exempt and Union
Exempt Management and Professional
Eni lo,ees
Resolutions Ale 85 92 179 97 A 67 DD
to ffer-se«Count),Less s Gofitf.el and Countywide CeC♦.,11 antral
Resolution No 79 nA Authorizing rle«etie« by Getint, Employees of Aemed Siek I wive Rd
Reselufion No.64 95 Computer-Diskettes ftem Outside Being Used on County ComputeFs
.wuv.u..v..No.35 96 Estabiishing.,Ile.. ..for Polie dhe 0CC.ees a«A Buildings o f 1eFT mse..County
Expe«.1:wFes of D..I.I:e C..«.1.. feF Cee.t and De.wvees by
County Pepa+Rnents
Resolution No 17 no re ff-�.�.e« County Uetwwk t«temel tntFmet C ...e:l Rd Voiee Mail I se-
p
'oti T
------------81 03 Establishing a Paid Time Off(PTO)System and OffeFing that Altemative we
75_05 De:..bur-sement to CeFtain County Offieials f,.Use of Personal Vehieles
Resolution No.01 14 Position BudgefiRg Guidelines
Resolution No.37 1 A Allowing Employees Re e s T !71 Unpaid Holidays D !` 1 .J
.............. ... .,....6 w.., r: �-rnpa`a- -.ci-cc.im�nr
Churoh, or Religious
on e
OF
Rpq-A-I---tiR-R NA—17 15 Gfmtifig Ionge%,ity Pay and an Additional Floating Holiday,&gd Amending
Empleyees
for Employees who Lela a !`e.«me..e:el rlF:..e..+,. Weense as e Condition eC
Develweon lhle AZ 18 Amending Longevity,ity De.,C F FL SA A Exempt and Union Exempt Employees
ord:mim;p. Ne 00_0406 14 An O...i:«.,«ve De«vel:«« ..«,1 De«I..e:«..the C.,:..ti«.. De..el«tie« 87 OG
C «.,,
ti d T Representation- ve telr`spa e n o
Employees and Offleers and Amending the Existing jeffeFsen County Risk
Management Dore., in Desol«tie« 46 11 and-l9.,.«.e..2.05 -C t«,+e«,«:..,ev
Employee Legal Defense Costs CIaiFHS fOF Damages
Desel«tie«hle [A 19 Risk Management Del:e.,
Adopted:3alweq 4 October IX 202+4 Chapter 1
Page 28 of 157
Jefferson County Personnel Administration Manual
Adopted:danum►y-4 October XX 2024-4 Chapter 1
Page 29 of 157
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Chapter 2-Program Administration
Section 1.0-Purpose
The purpose of these rules, Fegulations, and pelioie this Manual is to facilitate comprehensive,
accountable and efficient service to the public,and to provide a personnel management system within
the County that deals with all employees in an equitable and uniform manner.
Employees must be legal residents of the State of Washington. it is the intent of these Fules to
feeegttiZe that tThe 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 their optimum level to provide
competent,efficient and courteous service to the public and the County.
None of these-th_provisions of this Manual shall be deemed to create a vested contractual right to any
employee or to limit the power of the County to repeal or modify these fulesany rules,regulations or
policies in this Manual.These-the rules,regulations and policies in this Manual are to be
as-promises of specific treatment.
Section 2.0-Scope
This manual Manual sets forth the minimum standards of performance and conduct for all employees
in County sen ice.Any department may establish its own standards for operation and rules of conduct,
provided those standards and rules are in writing and are not in direct conflict with the policies of this
catualManual,collective bargaining agreements,Civil Service rules,local ordinances or contracts,
or state or federal statutes.Individual departmental procedures appear at the Departmental Procedures
tab in this manualManual. Departmental Directors shall have the responsibility of informing '
employees of such procedures and of seeing that they are carried out uniformly and fairly.
The policies outlined in this manual Manual are subordinate to any provision of operational collective
bargaining agreements,Civil Service rules,local ordinances,or contracts,or state or federal statutes.
where a conflict between a provision of this manual and state or federal statutes,
collective bargaining agreements,Civil Service rules,local ordinances or contracts exists,the statute,
agreement,rule,local ordinance,or contract shall prevail.
Order of Precedence
Federal Laws
State Laws
Operational Labor(bargaining)Agreements
Civil Service Rules
Local Ordinances,resolutions,or contracts
PeFseueel PelieyThis Manual-
No provision of this manual Manual purporting to grant any benefit that could result in a financial
obligation of the County shall be effective until such obligation is specifically approved by the Board
of County Commissioners an&or-implemented by appropriate aetiefi,-ordinance or resolution.
Adopted:3em October XX,20244 Chapter 2
Page 30 of 157
Jefferson County Personnel Administration Manual
Section 2.1—Revisions
T110 reA;eM,... 'O"f*y Pe-on~'This Manual may be revised by resolution of the Board of County
Commissioners with concurrence of the County's Elected Officials.-
Section 3.0—Authority
The Board of County Commissioners may delegate responsibility and authority for daily
administration of personnel matters as follows:
Section 3.1—Departmental Director Responsibilities
Departmental Directors are responsible for the following type of matters for employees within their
assigned departments:
1. Employee selection pursuant to the selection process;
2. Performance evaluation;
3. Retention of i ual-employment personnel files,which includes: employee evaluations,
written employee communications, letters of support for and documentation of disciplinary
actions,•
4. Initiation of personnel actions;
5. Training and professional development;
6. Oiseipli ieCorrective actionCorrective action:and,
7. Complaints about or between employees.
Section 3.2—Human Resourees Nianagerhuman Resources Director Responsibilities
The Human Resourees Manage Human Resources Director (HRMBAD1 shall be responsible for
insuring that the following type of activities are properly administered by the County:
1. The recruitment process;
2. Affirmative Action Plan reporting;
3. Retention of employment records that include initial hiring documents,job descriptions for all
County positions, employee evaluations, employee medical records, mandatory and cross
departmental training records,•
4. Classification and compensation plans;
5. Labor relations;
6. Comprehensive review,advice,monitoring and technical assistance for personnel actions;
7. Coordination of interdepartmental training programs.and,
8. Equal Opportunity Program, Affirmative Action Plan, Age Discrimination in Employment
Act,Americans with Disabilities Act, and such other employment regulations or programs
requiring centralized monitoring or implementation.
Those persons delegated any of the responsibilities contained in this gel—Manual shall be
accountable for equitable,efficient and impartial administration of these duties.The Human Res se.u.retes
HRD may utilize the services of other Esunty-employees or
consultants in fulfilling the responsibilities for program administration.
Section 4.0—Equal Employment Opportunity
It is the policy of jeffeFsen Getmtythe County to attract and retain employees who are the most
qualified regardless of race, creed, religion, color, national origin, sex, marital status, sexual
Adopted:3erweq October XX,202+4 Chapter 2
Page 31 of 157
Jefferson County Personnel Administration Manual
orientation,political affiliation,or the presence of any sensory,mental,or physical disability or the
use of a trained dog guide or service animal by a disabled person.
Employees willshall be treated impartially and without prejudice regarding compensation,promotion,
transfers,training and all other terms and conditions of employment,as their abilities warrant and as
openings occur.The goal of the equal opportunity program is to maintain an environment ensuring
recognition of each person's efforts, achievements, and cooperation. When necessary, reasonable
accommodations shall be made.
Any alleged actor complaint of discrimination on the part of any County employee shall be reported
to the County Equal Opportunity Advisor for appropriate investigation and action.
Section 5.0-Personnel Files
Two specific types of personnel files exist in the County system,employment personnel files and
departmental personnel files. The HRDC-leek of the Bee J shall ensure that o feiel--employment
personnel files are maintained for each employee. The Departmental Director shall ensure thatis
responsible for individuai emplo partmental personnel files are maintained for each employee.
All personnel files are a part of the ordinary business records of the County and are the property of the
County. Personnel files shall only shall be available to other County-empleyeeemplovees of the
County with a direct employment related need for access to the employee's personnel files and the
employee's Departmental Director,unless otherwise directed by State law,or-court order or the HRD.
Personnel files wiNshall not contain information regarding employee disabilities. Such information
wiNshall be maintained in a separate medical file.
Only employment related information should be included in personnel files.An employee may inspect
their employment personnel file or departmental personnel file at any reasonable time.
No portion of any personnel file shall be duplicated or reviewed by any person, other than those
authorized by this polieyPolicL without the knowledge of the employee.
Section 5.1-Employment Personnel Files
The employment personnel file shall show the employee's name,position and department to which
they are is assigned and shall include the job description,any forms signed as requited by any section
of this polieyPolicy or other County policies,documents indicating employment status,performance
evaluations and training received.
Section 5.2-Departmental Personnel Files
Documentation of employee performance including written disciplinary actions, written
commendations and other pertinent information shall be kept in the employee's departmental
personnel file.
An employee may place any pertinent information in their departmental personnel file for purposes of
explaining or refuting official records thereiein their departmental personnel file.
Adopted:3enaai)-0 ober XX,202-W Chapter 2
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Jefferson County Personnel Administration Manual
Section 5.3-Confidentiality
Certain portions of the personnel records of the County are public documents and are subject to
disclosure under State4awthe Washington Public Records Act(Chapter 42.56 RCW-42-. 7)and the
FedeFal Right to P� ,ae " The County willshall attempt to maintain the confidentiality of personnel
records to the extent permissible under Chapter 42.56 RCWSwe and fedeFel Statute.
Section 6.0-Collective Bargaining
jefleFson ComtyThe County recognizes the right of employees to join unions for the purpose of
collective bargaining. Employees may join one of the unions listed below depending upon the
department/division to which they are assigned.
United Food and Commercial Workers(UFCW)Local 21:
>ladiEer Publierlealth
ASsesser 3ayeHile SeF'ieeS
Giffk(SUPener ) Reereatien(&,isi n of Publi,w__i...)
Bistriet Eeart -Rresesating Attomey
Community Developffienehe_:me Ouse Cool
—�ncrttr a-vmcccvv�c
WS IExtension T.,eaSUFeF
Assessor,Auditor,Central Services(Custodians),Clerk(Superior Court) Community Development,
District Court,Juvenile Services.Recreation(division of Public Works) Prosecuting Attorney Public
Health,''-WSU Extension,Treasurer
International Brotherhood of Teamsters,Local Union No.589:
Central Services—(Information Services),Facilities Maintenance,and ER&R/Fleet Services
Public Works_Sherifrs Office JCommand Staff,Deputies,and Administrative Staffs
Fraternal Order of Police(FOP):
Sheriffs Office Uniformed Support Services(includes Corrections/Civil/Animal Control)
Section 7.0-Management Rights
Nothing in these rules shall be construed as affecting or revoking the inherent exclusive right of the
County with respect to matters of general legislative or manage ial-executive policy,including but not
limited to the following:
1. To determine the mission of the County's constituent departments,commissions,and boards;
2. To set standards for public service and accountability;
3. To determine the procedures and standards of selection for employment,promotion,transfer,
and dismissal;
4. To direct and supervise all County empleyeeemployees;
5. To take disciplinary action;
6. To relieve employees from duty due to a Feduetion ift fereeRIF•
7. To terminate employees for jasEcause;
8. To maintain the efficiency of governmental operations;
9. To determine the methods,means,and personnel by which government operations are to be
conducted;
Adopted:January-October XX,20244 Chapter 2
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Jefferson County Personnel Administration Manual
10. To take all necessary actions to carry out the County's mission in emergencies;
11. To exercise complete control and discretion over the County's organization and the technology
of performing its work;or
12. To set staffing levels and hours of operation.
Section 8.0—Administrative Directives
The HRN4HRD shall be responsible for the issuance of personnel-related administrative directives,
procedures,and interpretations to supplement this Manual.The Board of
County Commissioners must approve such directives, procedures, and interpretations with
concurrence of the County Administrator,after consultation with and the Departmental Director,after
which they willshall be distributed,followed and enforced in the same manner as in the PeFsennel
A din ini im6eethis Manual.Administrative directives and procedures wi4shall not conflict with the
policies contained in this Fmantial Manual.
Adopted:JaauaF5- lober XX,20214 Chapter 2
Page 34 of 157
Jefferson County Personnel Administration Manual
Chapter 3—Equal Emplovment Opportunity and Affirmative Action
Section 1.0—Declaration of Policy
de€fersetl£ekMyThe County has established an Eaual Employment and Affirmative Action Policy to
promote and afford equal treatment and service to all citizens regardless of race,creed,religion,color,
national origin, sex, marital status, sexual orientation, political affiliation, or the presence of any
sensory,mental,or physical disability or the use of a trained dog guide or service animal by a disabled
person.This pelieyPolicy shall apply to every aspect of employment practices,employee treatment,
and public contact.
Acts of discrimination against any individual because of race,creed,religion,color,national origin,
sex,marital status,sexual orientation,political affiliation,or the presence of any sensory,mental,or
physical disability,or the use of a trained dog guide or service animal by a disabled person are wasteful
in terms of lost skills and talents and are therefore in contravention of this PelieyPolicy.
Full details of the pelieyPolicv and procedures regarding equal opportunity can be found in the
Jefferson Geuno Equal Opper4unii�v4f)!Wmaiive �4esien Pokey a.vd RpAigeedure-i Akmual that is
Appendix A of this manualManual.A copy of which- his Policy shall be provided to all offices and
employees of the County,and an additional copy shall be readily available to members of the public.
Adopted:januaFyd October XX,2024-4 Chapter 3
Page 35 of 157
Jefferson County Personnel Administration Manual
Chapter 4—Code of Ethics
The proper operation of democratic government requires that publie-e€1'teialCounty officers and
employees be committed and bound by the following gaklelinesgoals:
1. Independent, impartial, accountable and responsible behavior in duty to the County and its
citizens;
2. Governmental decision and policy making within the proper channels of the governmental
structure•
3. Public office not to be used for personal gain,or,
4. Belief by the public in the integrity of its government based on the actions of its employees.-
In recognition of these goals, a code of ethics policy for all eeun�y-Coun e9ieials-Officers and
employees is adopted to supplement the provisions of Chapter 42.23 RCW and 2 CFR§200.112(if
a licable .This pelieyPolicy shall be applicable to all eleeted County eff+sialsOfficers
and;employees and quasi empleyees of the County.
Each County Officer and employee is responsible for complying with the County's Cede of Ethissthis
Policy as a condition of employment.Full details of the-this Policy and the procedures regarding
the Code of Ethics can be found in
that is Appendix B of this rmanualManual.A copy of which-Appendix B shall be provided to all o
and employees of the County,and-an eepy shall be Feadily a%,ailable to members of the
pu4lisposted on the Countv's website:
Adopted:Ja y-4 October XX,20214
Chapter 4
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Chapter 5—Standards of Conduct
Seel:,._ 1.0 Rules o fCo..dHet
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 conducting day-today duties and responsibilities.
For the protection of the County's businesspublic interests,the public,and other employees,certain
rules of conduct have been established.These 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.
Each employee is responsible for complying with the County's standards of conduct policy as a
condition of employment.A full description of tiethis peliey-Policy and its applicable procedures can
be found in Appendix
C of this manualManual.
Adopted:Jandaq-October XX7-20214 Chapter 5¢
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Chapter 6—Employee Benefits_
Section 1.0—Health Insurance
Eligible employees may participate in the applicable health insurance plan provided in accordance
with the provisions of the plan as published in the plan book.The programs and criteria for eligibility
shall be explained at the time the employee becomes eligible to join.The County reserves the right to
make changes in the carriers and provisions of these programs when deemed necessary or advisable.
Section 1.1—Extended Health Benefits(COBRA)
In compliance with the OBRAJ the County
w+llshall offer continuing health care coverage on a self-pay basis to employees and their dependents
following an employees'termination or reduction in hours,and to dependents upon the employee's
death.These health benefits willshall be identical to the coverage's offered to full-time employees.
For a terminated or reduced-hour employee,the coverage may last up to 18(eighteen)months or until
they become eligible for other health insurance coverage,whichever is earlier. in erent-�
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 employee or the beneficiary willshall
pay the full policy monthly premium plus applicable service fee 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
Auditor's Office.
Section 1.2—Health Insurance Portability Accounting Act
The HIPAA)requires group health plans to offer
special enrollment rights to employees and their dependents.If a new employee has been covered by
a health insurance plan prior to being hired by the County,the County's plan or issuer may not exclude
coverage for any pre-existing condition for more than 12 (twelve) months (18 months for a late
enrollee.)The employee can request a Certificate of Credible Coverage from their previous employer.
If an employee cannot get a certificate of credible coverage from their previous employer,other types
of information are acceptable including:
1. An explanation of benefit claims;
2. Pay stubs showing payroll deductions;
3. A health-insurance identification card,or,
4. A telephone call from a representative of the plan to a third-party verifying coverage.
Their-ar,pl+eebleA health insurance provider will issue an County efopleyeeemoloyee a Certificate of
Healthcare Coverage under the following 3(three)conditions:
1. When an employee ceases to be covered under a group health plan or becomes covered under
COBRA;
2. When the employee ceases to be covered by COBRA;or
_
3. When the employee requests a certificate within 24 months of the termination of coverage,
Employees are encouraged to keep records of important documents verifying employment and
benefits.This includes the occasion when a change in job classification also changes the issuing health
insurance company.
Adopted:da eq October XX72024-4 Chapter 56
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-Section 2.0—Vacation
Vacation time is intended to provide the employee with a period of relaxation away from work.
Vacation time is scheduled at the convenience of the County, but every effort will be made to
accommodate employees' requests. Vacations are authorized for all regular full-time and qualified
regular part-time employees.
Section 2.1—Vacation Accrual
Vacation willshall be accrued by the hour and calculated on a monthly basis beginning with an
employee's date of shire or another date approved in writing by the HRD and the County
Administrator.Vacation accrual shall be as follows:
Completed Rate of Accrual Maximum Maximum
Years per Straight Hours Earned Days
of Service Time Hour of Earned
(See Chapter Compensation
10,Section
3.0)
0-3 0.0395.0423 880.0 Hours 110 Days
Hours
4-5 0.0462.0539 96112.0 Hour; 124 Days
Hours
6- 10 0.03?.0654 420136.0 175 Days
Hours Hours
11-15 0.061-5-.0731 4129152.0 196 Days
Hours Hours
16+ 0.07-70.0885 460184.0 230 Days
Hours Hours
In addition to the vacation accrual chart above,one additional day of eight(8)hours(or less based on
FTE)shall be available to employees each calendar year.
Only those days the employee is normally required to work shall be counted in computing the vacation
period to which the employee is entitled.Holidays occurring with the employee's vacation period shall
not count as vacation time taken.
Vacation schedules must be approved by the Departmental Director or their designee(s)and scheduled
in accordance with departmental rules.Vacation preferences among employees shall be resolved by a
combination of anticipated workload and seniority.
Employees shall not take vacation unless they have accrued the necessary vacation hours.
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in addition tO thIO, -RARS-4al e-h—RA in 2.1 above the Mowing fien aeeFuable vaeation days %,ii' be
available to ExempUneR represented employees WhO WeFe eligible to join the PTO
system when it was implemented but ehase not tojoin at that 4FA@_erat an),subsequen!
"open eRFONtReRt'as feNewS'
The additional days avaiiable pwsuant to this seetion shall be Ifeated as floating helidays feF the
puFpese of iteefuals(i.e. shall not be eanied feF%,afd fr-em eRe year-to the next or be pa)'Rble HPOR
telffl#HAtiON.)
Seeteen 2.2 Vaeation or PTO Dufing an Employees'Trial period
4n empleyee en tfial appointment status shall not be entitled able to use tip to fof4y 444-1�
aeemed:any feFm of paid vaea6eR (or PTO) leak,e during theiF 6 (six) Fnenth oial period, OF aH)'
extended trial period,upeR apprpval of the.This dees not howevelF pFeelude a Depaivnent Read WM
allowing a Rew employee to take a pre scheduled vaeation OF use additiofial days gFMted, if thi
_aFFangement. negotiated and a eed to by the County AdministfatOF as ea of the terms of thei.
hi:e and a ,ed.. F to their hiFe date Use of PTO during a ':el period m be granted for..
Unpaid leave Enay be taken if appFaved by the DepaFwaental Direetor.Employees on trial appointmen
status shall aeofue vaeation OF PTO eFedit,whieh shall berofne avaiiable upon appointment to regul
employee staus.Employees terminated during theiF trial pefied aFe not eligible feF eash out of any
aermuedvaeat:en or PTO oFedii.
A De..aAmentel Direete.. with the a .el of the County AdministmteF Fnay negotiate with ..
seheduled N,aeafien at a tifne before theiF trial peFiod expifes.The results of all sueh negotiations shall
gFRHted meFe than fi,.,e(5)additional days of N,aeafien OF PTO.
Section 2.3-2—Vacation Accrual While on Paid and Unpaid Leave Status
Accrual of vacation leave is based upon an employee's regularly weekly work schedule including
regular hours worked,authorized holidays,vacations,sick leave or bereavement leave and excluding
overtime hours and other unpaid leave of absence periods.
2.32.1 Paid Leave Status:-.
Employees who are on vacation,recognized holidays,or paid sick leave shall continue
to accrue vacation leave at the regularly prescribed rate during such absence.
2.32.2 Unpaid Leave Status:
An employee does not accrue vacation when they are on unpaid leave,e.g.,personal
leave,FMLA leave,Worker's Compensation,etc.
Section 2.43—Accumulated Vacation
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Carryover of accumulated vacation time shall not exceed 110(teeeleven)days at the beginning of any
calendar year.Accumulated vacation time not exceeding the I l0-day(teneleven)maximum will be
automatically carried over.Any vacation earned that exceeds this maximum accumulation allowable
shall be forfeited. Employees denied vacation requests due to office workload that results in
accumulated vacation time exceeding the 1 10-day(ter+eleven)limitation may submit a request to the
Board of County Commissioners or designee to be paid for the excess days. The request must be
accompanied by a recommendation from the Departmental Director.
An employee may submit a written request to their Departmental Director for approval to carry over
five-seven(57)days of vacation in excess of the authorized 110(tengleven)day maximum,due to
circumstances beyond their control or when planning a significant vacation aRiVefor event.Employee
requests to carry over more than five-seven (37)days of vacation in excess of the authorized 110
(teneleven)day maximum,must be approved by the employee's Departmental Director and submitted
in writing to the County Administrator for approval.The request must be submitted in writing as early
as possible to the projected vacation date and any approved carry over of vacation must be used within
the first six months of the following calendar year or within the timefi-dme as determined by the County
Administrator.Any approved cant'over of vacation which is not used within the authorized timeframe
shall be forfeited.
Section 2.5-4—Termination
Upon termination,an employee shall be paid for vacation accrued as of the termination date. Such
time willshall be paid at the employee's current rate of pay.If,at termination,an employee has used
more vacation than they have accrued, compensation for the amount of vacation taken above their
accrual willshall be deducted from their final paycheck.
hvthe-t-e Upon efa regular employee's death,compensation for accrued vacation willshall be paid
to the employee's designated beneficiary, if any, and if none, to the employee's heirs or estate in
accordance with State law.
Section 3.0—Personal Time Off
Personal Time Off(PTO)is the leave accrual system for exempt non-represented employees as well
as those employees covered by Collective Bargaining Agreements to use for vacation,illness or injury,
and personal business. It combines the standard paid leave accrual system(i.e. vacation,sick leave
and floating holidays)into one flexible,personal time-off system.Employees are elil:ible to earn and
use PTO as described in this Policy.
and siek leave ge"er-ally known as Peffi0fial fifile Off OF PTO.This systefa has been adopted feF all nen
Feffesented,exempt staff hired after januaity 1,2004.(See Resolution Ale 81 03 C.Iabh..G:....-.. D,.:,J
For Union covered employees also refer to respective Collective Bargaining Agreements(CBAs)
In accordance with the Washington State Paid Sick Leave Law, effective January 1, 2018 all
employees covered by the FLSA shall accrue at least one hour of paid sick leave for every 40 hours
worked.State Paid Sick Leave accrual year is January 1 to December 31.Employees covered by the
FLSA shall accrue State paid sick leave concurrently as of and within the Gounty-their PTO.
Adopted:daaaaq-October XX-202+4 Chapter 36
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Employees shall not take PTO unless they have accrued the necessary PTO hours.
flexible,Seefion 3.1 Personal Tome Off(PTO)
.andffd paid lea,,,e aeefual systein(i.e. ,,aeation,siek leewe and floating holidays)into
one
peFsonai time off system.Employees will be@!g eligible!a eaFR and use PTO as deser-ibed
y. —
Section 3.2-1-Purpose
The PTO system is established to provide greater flexibility to employees in managing their time off
benefits,to allow greater accumulation of paid time off,and to reduce employer exposure to ultimate
benefit utilization.
Section 3.3-2-Affeeted Partie Eligibility
All regular full time and part time,non-represented County-employeeemployees who aFe eligible to
accrue PTO.paid leave because they have voluntaFily,through theiF Own aetion if offemd,o Union-
represented employees,through the action of their bargaining representative if negotiated,may agfeed
to also be enrolled in their altemative^ ^-R'tiffile 0srt,.,1444PTO)system.
Section 3.4-3- PTO Accrual
PTO shall be accrued by the hour and shall be calculated on a monthly basis beginning with the
employee's date of hire or another date approved in writing by the HRD and the County Administrator.
The amount of PTO an employee receives each year increases with the length of their employment as
shown in the following schedule:
*PTO Yearly Maximum hours earned per
Completed Accrual Maximum straight time hour of PTO Bank
Months of Hours/(days) employment.(PTO is Maximum
Employment earned hourly and posted Hours/(days)
monthly.
0 thru 36 4-5-2 168/(4921) 0.0734.0808 240280/ -4
37 thru 60 468192/-2 424 0.0808.0923 250320/ 3540
61 thru 120 492216/274 0.0923.1038 3N360/4045
121 thru 180 209240/2630 0.40W.1154 360400/4550
181 thru 240 2M264/2933 0.4445.1269 400440/5055
241 thm 300 Same 264/33 SanwQ.1269 440480/5560
301+ 264/(33)Setne Same .1269 480520/(6065)
' Calculated based on a standard scheduled work week of 40 hours,maximum 2,080
hours yearly.
Adopted:Jamey-October XX-20244 Chapter 56
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In addition to the above table,employees have two PTO Floater of 8 hours each that shall be used
during the calendar year.If not used during the calendar year,the Floater PTO is forfeited.
Section 3,4 4—Procedures
the PTO systerxPTO is.-administered as follows:
3.34.1-PTO Use and Minimum Increment
PTO shall be used for all authorized leave provisions pursuant to Chapter 6 Sections
2.0 and-56.0 of this Manual.
PTO schedules must be approved by the Departmental Director or their designee(s)and
scheduled in accordance with departmental rules. PTO preferences among employees
shall be resolved by a combination of anticipated workload and seniority.
Minimum Increment FLSA Exempt Employees:The minimum increment of PTO use
is four(4)hours for all FLSA exempt personnel.
3.54.2-PTO Use During an Employee's Trial Period and Seheduling U-se of PTO
Up to forty (40)hours of PTO may be used during an employee's uf►til sue�essft+I
completion of the-trial period if the employee has accrued that time and it is approved
by the ^ems z eadDenartmental Director„exeept
C;ARditonn._P TO- shall be scheduled pur-suant to the sip-k-40aic-atien leevie provisions:(See-
also Section 2.2)of this Poll,,,1
3.4.2- Scheduling Use of PTO
For a documented medical condition PTO shall be scheduled pursuant to the
sick/vacation leave provisions.(See also Sections 3.2.4.0 and 7.0 of this Policy.)
334.3-PTO Banking and Cash Out
The employee may bank and carry forward any accrued PTO up to the Maximum PTO
Bank(see-See the schedule in the table in Section 3.43_3).Upon sepaFmi mterrnination
of employment for any reason,the employee wi4shall be cashed out for unused PTO
not to exceed the PTO maximum pursuant to the table in Section 3.43.3,except that ie
dw-eve*tu on an employee's accrued PTO balance exceeds the Maximum PTO Bank
due to extenuating circumstances, an employee may submit to their Department
Director a written request to be cashed out for the excess PTO, with a statement
documenting the extenuating circumstances. If all or a portion of the request is
recommended for approval by the Director, the request and the Director's written
recommendation willshall then be submitted to the County Administrator for possible
approval. In no event shall the PTO cash out exceed the sum of the PTO Bank
Maximum plus the PTO Yearly Accrual Maximum,both as listed in the table in Section
343_3. Scheduled time off approved by the Department l4eadDeoartmental Director
prior to submission of the required notice of resignation or retirement_(See GhapteF 10;
ceetien 12.4 and 12 5)wi44shall be honored.(See Chapter 10,Section 12.4 and 12.5.)
3.34.4-PTO Bank
Adopted:Jarwarf-October XX72024-4 Chapter 36
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Accrued PTO shall be credited to the employee's PTO bank up to the maximum
allowed.Unless the employee has requested in writing and received approval to cant'
over excess accrued PTO pursuant to Section 3.5.5,any accrued PTO which exceeds
this authorized bank limit wil•Ishall be credited to the employee's Catastrophic Sick
Leave Bank,(seeSee also Section 334.6..When the employee uses accrued PTO and
brings the available amount below the maximum cap pursuant to the table in Section
3.4,accrual to the PTO bank wi4shall begin again.
3.34.5-PTO Cant'Over
An employee may submit a written request to their Departmental Director for approval
to carry over five (5) days of PTO in excess of the authorized bank limit, due to
circumstances beyond their control or when planning a significant vacation andiWor
event.Employee requests to carry over more than five(5)days of PTO in excess of the
authorized bank limit,must be approved by the employee's Departmental Director and
submitted in writing to the County Administrator for approval.The request must be
submitted in writing as early as possible to the projected vacation date and any
approved carry over of PTO must be used within the first six months of the following
calendar year or within the timefi-ame as determined by the County Administrator.Any
approved cant'over of PTO which is not used within the authorized timefiame shall
I be credited to the employee's Catastrophic Sick Leave Bank,(se&-See also Section
3.54.6.}
334.6-Catastrophic Sick Leave Bank
An employee's Catastrophic Sick Leave Bank shall only be accessible to the employee
accruing the bank, and access shall only be allowed when all other paid leave,
compensatory time or other Employer provided financial benefits are exhausted.
1. Maximum Accrual-The maximum accrual in the catastrophic sick leave bank
is 960 hours(120 days.)
2. County Sick Leave Bank- Days accrued in the catastrophic sick leave bank
may be donated to the County sick leave bank per Resolution 79-94.
3. SepwatieftTermination from Employment: Upon separeti Mtermination from
employment any accrual left in the employee's catastrophic sick leave bank is
forfeited.
334.7-PTO Cash Out
PTO is paid at the employee's base pay rate(computed as an hourly rate)at the time of
use or cash out,consistent with Section 3.34.3-PTO Banking and Cash Out,above.
334.8-PTO Use During Illness or Injury or Workplace Injury
The use of PTO due to illness,injury or workplace injury shall follow the sick leave
provisions of Chapter 6,Section 56.0.
3.34.9-Conversion from Standard Paid Leave Accrual System to PTO
When aft current employee eleets Lois enrolled in the PTO System their paid leave
balances willshall be handled as follows:
1. Unused Sick Leave: Any sick leave an employee accrued under the standard
I sick leave system before enrolling in the PTO system willshall be banked in a
separate account for the employee's benefit and may be used aftdfelor cashed
out under the sick leave provisions of Chapter 6,Section 36.0.The employee
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wi4shall use the S/L designation on their time sheet if the time is to be taken
from their sick leave bank.
2. Unused Vacation Leave: Any vacation leave an employee accrued under the
standard system willshall be converted to PTO when the employee chooses to
enter the PTO system.
3. Unused Floating Holidays: Any unused floating holiday for an employee
willshall be retained as a non-accruing floating holiday.
334.10- PTO Choice for Current Employees
PTO is offered as an alternate to the standard paid leave accrual system. Once an
employee chooses to enter into the PTO system the employee will--shall not be
authorized to return to the standard paid leave accrualIuse system unless the PTO
system is no longer offered.
implementatieft will have an oppenunity to make that eheiae dwing an epen eme"Fae period the
fipgt .,00k Af neeenibe_ever.year for implementation the following r.
334.112-Leave Accruals from the Standard Paid Leave Accrual System
—Once an employee enrolls in PTO any accrued leave over the limits established in the
standard paid leave accrual system willshall be included in the amount rolled into their
PTO bank.
2 G r3 PTO fOF Ale..,❑«...le.,ee..
The PTO system shell be applied to all n Feffesented employees hi fed
Section 3.6—Responsibilities
Employees under the PTO System willshall be responsible for managing the use of their PTO accrual
to ensure that they have paid leave time available for all appropriate time off uses. Employees will
need teshould be mindful of their PTO balance to assure that they have a balance available to cover
traditional sick leave uses including their own illness/injury,medical or dental care,as well as the
same uses for their dependents and certain family members,(seeSee Section 5.06_2 for eligible family
members.)
Section 3.7—Provisions of Chapter 6,Section 56.0 and 6.37_7 Apply
All of the provisions of the currently adopted Chapter 6,Section 36.0 and Section 67.37 or any future
version of these sections that is adopted by the County regarding the use of accrued sick leave and
Family Medical Leave,shall apply to the use of PTO when it is used for illness, injury or medical
reasons.
3.7.1- PTO Designated as LA):
Employees and their Supervisors must identify and report in a timely manner the nature
of the use of any PTO hours to be designated as FMLA for a qualified illness,injury,
maternity leave,or other qualified use.
3.7.2-Time Sheets:
The designation of 202 willshalI be used for time to be used from a PTO Bank and the
designation of 242 willshall be used for time that is eligible to be Fain 0ly Medieel Leave
(FMLA4 on County time sheets.
Adopted:Jawiaq-October XX-202+4 Chapter 5§
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Section 3.8-Catastrophic Sick Leave Bank Balances
When an employee's accrued PTO hours reach the maximum allowed, further accrual willshall be
credited to the employee's Catastrophic Sick Leave Bank at the end of each year,unless cant'over
has been granted pursuant to Section 334.5.The Payroll Services Manager in the Auditor's Office
willshall be responsible for oversight of the accrual, use, and tracking all individual employee
Catastrophic Sick Leave Bank balances. _p�,
AdditiomW"Non TO Day
in addition to the aeefual ehaf4 in Seetion 3.4 the following nan aeemable PTO days wii!be available
to employees on the PTO System as fellews:
The additional days avaiiable ptifstiant to this seeden shall h-e- t-Fe-aeted as floating helidays feF the
teFffliliatiffll.)
Section 4.0-Vacation or PTO During an Employees'Trial Period
An employee on trial appointment status shall be able to use up to forty(40)hours of accrued paid
vacation(or PTO)leave during their 6 (six)month trial period,or any extended trial period, upon
approval of the Departmental Director.This does not however preclude a Departmental Director from
allowing a new employee to take a pre-scheduled vacation or use additional days granted, if this
arrangement was negotiated and agreed to by the County Administrator as part of the terms of their
hire and approved prior to their hire date.Use of PTO during any trial period may be granted for a
documented medical condition.
Unpaid leave may be taken if approved by the Departmental Director.Employees on trial appointment
status shall accrue vacation or PTO credit,which shall become available upon appointment to regular
employee status.Emplotiees terminated during their trial period are not eligible for cash out of any
accrued vacation or PTO credit.
A Departmental Director, with the approval of the County Administrator, may negotiate with a
candidate for hire, to provide additional vacation or PTO days or allow a new hire to take a pre-
scheduled vacation at a time before their trial period expires.The results of all such negotiations shall
be put in writing and require pre-approval by the County Administrator.In no case will a new hire be
granted more than five(5)additional days of vacation or PTO.
Section 45.0-Holidays
Qualified regular employees shall be entitled to the paid holidays specified by the Board of County
Commissioners.To be paid for a holiday,an employee must be on pay status the scheduled workday
immediately preceding and immediately following the holiday. Employees are entitled to 10 (ten)
specified holidays and one two(1)floating holidays as shown below:
Holiday Date Holiday Date
New Year's .Ianuar} I Labor Day Ist Monday in September
Day
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Holiday Date Holiday Date
Martin Luther 3rd Monday in Veteran's Day November I I
King,Ws January
Birthday
President's 3rd Monday in anksgiving 4th Thursday in November
Day February Day
Memorial Day Last Monday in Day after Friday after Thanksgiving
May anksgiving
Day
Iuneteenth lone 19th Christmas Day December25
Independence July 4 Peeembern
Day
FwtrOne Floating Holidays ates to be selected by mutual agreement
f the employee and their Departmental
irector
Section 45.1—Holiday Pay During a Declared Emergency Budget Reduction:
During a declared and implemented budget reduction which includes voluntary furloughs for
employees for a specified amount of time an employee who has voluntarily agreed and been
approved to take a specified number of furlough days(days without pay)may,with the approval of
their Departmental Director,take a furlough day before or after a recognized holiday and receive their
regular holiday pay. Holiday pay shall not be paid if the employee takes a furlough day before and
after the regularly paid holiday, however.
,,81Uf.ee".:...I....ghS.fOF emple„ees for a spee:fe ...t of ti a is deelaFed and implemented b 1.
13eeFd of County Commissioners through the appropriate budget pmeess the Fequirefflew iR -Seetien
4.0 that an empleyee must be on pay status the seheduled workday immediately plFeeeding and
—4.1.1 An I;mpley I Iles voluntarily agreed, and been approved, aka a speei ed
n--mhor of fi-dough days (days without pay) may, with the appFeval of their
Feeeive their-regular holiday
Section 45.2—Holiday Observed
When the holiday falls on a Saturday,it willshall be observed on the preceding Friday.When a holiday
falls on a Sunday,it willshall 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.
Section 45.3—Holidays and Overtime
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Holidays paid for, but not worked, shall be recognized as time worked for determining weekly
overtime.Hourly employees who work on holidays shall be paid at the rate of 1 '/2(one-and-one-half)
times the regular hourly straight time rate of pay for hours worked,in addition to regular holiday pay,
in accordance with Chapter 11,or the employee's collective bargaining agreement. FLSA exerepE
Exempt ewip�Employees are not entitled to overtime pay.
Section 45.4—Holidays and Non-standard Workweeks
45.4.1 Continuous Operations:
County services that operate 24(twenty-four)hours a day and seven(7)days a week
may implement alternative holiday observance and compensation systems, with
approval of the County Administrator.
45.4.2 Alternate Work Schedules:
County Departments/Divisions that operate on a non-standard workweek will
determine how holidays will be taken by mutual agreement with their Departmental
Director.
Section 45.5—Holiday Benefits for Employees on Alternate Work Schedules
The holiday benefit consists of up to 8 hours of pay per holiday.
45.5.1 Hourly Employees:
An hourly employee whose normal day off falls on an officially observed holiday shall
receive another day off, with pay, during the same workweek in which the holiday
occurs.
45.5.2 Hourly employees on Compressed Work Week:
An hourly employee on a full-time compressed workweek schedule willshall receive 8
hours of holiday pay per holiday and may charge the difference against an appropriate
paid leave balance,be unpaid,or with supervisory approval,flex the time during the
workweek in which the holiday occurs.Alternatively,the Departmental Director may
approve a regular 8-hour-per-day,5-days per week schedule during the pays periods
that include a holiday.
45.5.3 Part Time Employees:
Part-time employees receive holiday pay pro-rated based on their work schedule.
Section 45.6—Holidays of Faith and Conscience
Under Washington law all employees e€3e€fersen Cetmty-are entitled to receive up to two(2)unpaid
holidays per calendar year for"a reason of faith or conscience or an organized activity conducted
under the auspices of a religious denomination,church,or religious organization."
Note that a partial day off willshall count as a full day toward an employee's yearly allotment of two
(2)days.Note also that the law provides for unpaid leave,and there is no provision for substituting
paid time off.Employees who wish to be compensated for the time off,must follow the policies for
using accrued vacation leave or compensatory time or other paid time off.
Employees seeking to take a day off or partial day off under this law,must submit a written request
using the"Unpaid Holiday Leave Request Form"located in P:\Public\Forms\Personnel Forms\, to
their Department Director, with a copy to the
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Pii:eeloiHRD, at least two weeks in advance. Untimely requests will only be considered if the
employee can demonstrate that timely notice was not possible under the circumstances.
The request must include the following information:
1. Name of employee making the request;-.and
2. Date of request;-,eetd
3. The dates of the day(s)off or partial day(s)off being requested(Note that a partial day off
willshall count as a full day toward an employee's yearly allotment of two(2)days),,-and
4. A sufficient description of the reason for the leave so that the Departmental Director can
determine if it qualifies for leave under the terms of the law-,aw:and,
5. If the request is untimely,a written explanation of why it was not possible to submit the request
in a timely manner.
A request may be denied if:
1. It was not submitted in a timely manner;
2. The reason for the requested leave does not qualify for leave under the terms of the laws;
3. The employee has already exhausted their allotment of two(2)days off under the laws;
4. The employee occupies a public safety position,such as police,fire,or dispatch,and granting
the leave would result in the shift failing below necessary staffing levels=or,
5. Granting the request would cause an undue hardship as defined by the Office of Financial
Management.
Section-56.0-Sick Leave
Section-36.1-Accrua- -
ls Fwmn�ad:Font:12 pt
---- - ------ ------ ------- - ---------- ------------ - - - - ----------------- -
In accordance with the Washington State Paid Sick Leave Law, effective January 1, 2018 all
employees covered by the FLSA shall accrue at least one hour of paid sick leave for every 40 hours
worked.State Paid Sick Leave accrual year is January 1 to December 31.State paid sick leave willshall
be accrued concurrently as of and within the County paid sick leave.
Regular employees shall accrue sick leave at the rate of 0.0462 hours for each full straight time
compensable hour of service beginning with the date of empleyffienlidate of hire to a maximum of
1,920(one thousand nine hundred twenty)hours and accrual continues while an employee is on paid
leave status(e.g.,vacation,authorized holiday,or sick leave)When an employee is on unpaid leave
status,they do not accrue sick leave benefits.
Regular part-time employees shall accrue sick leave at the rate of 0.0462 hours for each full straight
time compensable hour of service ursuant to Chapter
10,Section 1.1.
Section 56.2-Eligibility
Employees shall be eligible for sick leave for the following purposes(See also Section 6.6):
1. Illness or injury(to include child bearing or related circumstances of the employee);
2. Medical or dental care;
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3. To care for their sick child under the age of 18(eighteen);
4. As provided in State law,an employee may use any or all of their choice of sick leave or other
paid time off to care for:
a. A child,including a biological,adopted,or foster child,stepchild,or a child to whom the
employee stands in loco parentis,is a legal guardian,or is a de facto parent,regardless of
age or dependency status;
b. A biological, adoptive, de facto, or foster parent, stepparent, or legal guardian of an
employee or the employee's spouse or registered domestic partner,or a person who stood
in loco parentis when the employee was a minor child;
c. A spouse;
d. A registered domestic partner;
e. A grandparent,
f. A grandchild;
g. A sibling-.�r
5. An absence resulting from an employee's mental or physical illness,injury,or health condition;
to accommodate the employee's need for medical diagnosis,care,or treatment of a mental or
physical illness, injury, or health condition; or,an employee's need for preventive medical
care;-
6. To allow an employee to provide care for a family member with a mental or physical illness,
injury,or health condition; care of a family member who needs medical diagnosis,care,or
treatment of a mental or physical illness, injury, or health condition; or, care for a family
member who needs preventive medical care;
7. When an employee's place of business has been closed by an order of the Board of Health or
the Public Health Officera-pubhe-e�for any health-related reason,or when an employee's
child's school or place of care has been closed for such a reason;-
8. An absence that qualifies for leave under the Domestic Violence Leave Act,Chapter 49.76
RCW as follows:
a. Seeking legal or law enforcement assistance or remedies to ensure the health and safety of
employee's and their family members including, but not limited to, preparing for, or
participating in,any civil or criminal legal proceeding related to or derived from domestic
violence,sexual assault or stalking;-
b. Seeking treatment by a health care provider for physical or mental injuries caused by
domestic violence,sexual assault,or stalking-
c. Attending health care treatment for a victim who is the employee's family member;..
d. Obtaining,or assisting the employee's family member(s) in obtaining,services from: a
domestic violence shelter;a rape crisis center;or,a social services program for relief from
domestic violence,sexual assault or stalking;-
e. To obtain,or assist a family member in obtaining,mental health counseling related to an
incident of domestic violence, sexual assault or stalking in which the employee or the
employee's family member was a victim of domestic violence,sexual assault or staiki tg.
stalking;or,
f. Participating in safety planning,temporarily or permanently relocate,or take other actions
to increase the safety of the employee or employee's family members from future domestic
violence,sexual assault,or stalking.
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An employee who is absent from work due to medical reasons shall immediately report their absence
to their Departmental Director in compliance with Chapter 11,Section 1.0.-
Section M.3—Verification of Use
-56.3.1 Medical Certification:
The County may require that the employee provide a medical certification to support a
request for sick leave use that goes beyond five (5) consecutive working days.
Employees have the right to assert that the verification requirement results in an
unreasonable burden or expense on the employee.The County may also require that a
second medical opinion be obtained.This evaluation is at the County's expense and
must be obtained from a health care provider who is not employed by the County.Ie
the evendf there are-of-conflicting opinions,the County may ask for an opinion from
a third and final provider at the County's expense to offer a binding decision.
-6.3.2 Fitness for Duty-
The County may require that an employee provide a medical certification of fitness for
duty to return to work after a medical leave that extends beyond 10(ten)consecutive
working days and that involves a mental disability or substance abuse,or where the
medical condition and the employee's job are such that the County believes the
employee may present a serious risk of injury to him/herself or others if they are not fit
to return to work.
Section 56.4—Sick Leave Use and Carryover-
Part-time,non-union represented employees:
1. Are eligible to use accrued sick leave 90 calendar days after starting their employment.
2. May carryover up to 40 hours of unused paid sick leave to the following year.Any unused sick
leave over 40 hours will be forfeited.
3. Upon separati mtermination from employment,there will be no financial eashoetcash out or
other reimbursement to the employee for accrued, unused paid sick leave at the time of
sepaFeEieetermination.
4. If rehired within 12 months of sepamti mtermination,any accrued,unused paid sick leave will
be reinstated to the employee's paid sick leave balance.If an employee is rehired within 12
months of separeti mtermination,the employee will not be required to wait another 90 days to
use the accrued paid sick leave if the employee met that requirement during the previous period
of employment.If an employee did not meet the 90-day requirement for the use of paid sick
leave prior to sepaFati mtermination, the previous period of time the employee worked for
' .t}the County willshall count toward the 90 days for purposes of determining
the employee's eligibility to use paid sick leave.-
Regular employees and Regular Part-Time employees:
1. Are eligible to use accrued paid sick leave upon accrual.
2. May carryover unused paid sick leave to the following year in accordance with this
polieyPolicy and Collective Bargaining Agreements.
3. Upon sepaeti mtermination from employment,reimbursement for accrued,unused sick leave
may be made pursuant to Chapter 10,Section 12.3.
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4. If rehired within 12 months of sepeFeti mtermination,any accrued,unused paid sick leave that
was not paid out at sepaFati mtermination wlllshall be reinstated to the employee's paid sick
leave balance. If an employee is rehired within 12 months of sepaFatieetermination, the
employee willshall be able to use their accrued paid sick leave upon accrual.
Section 56.5—Payments from Workmen's Compensation or Other State Mandated Plan
If an employee is absent due to illness or injury for which he or she is receiving payment from a State
Industrial Insurance(L&I),Law Enforcement Officers and Fire Fighters Retirement System(LEOFF),
or other state mandated plan,the County willshall pay the difference between the employee's regular
wages and the amount received from the State or other worker's compensation insurance plans usin>;
an employee's accrued leave. 's siek
.ca e _ `ouF that the empleyeemis not at edi. Employees shall never receive more
compensation offthe job than if working.An employee shall be required to buy back hours(sick leave.
vacation,PTO)if they have received both accrued leave from the County and time loss payments from
L&I or LEOFF.Alternatively,if an employee's claim is denied by L&I or LEOFF,4*Ythe employee
shall havebe required to repay benefits received freet Ul.LEOFF I employees may be required to
submit claims to the LEOFF Disability Board rather than be awarded sick leave benefits,and LEOFF
II employees may be subject to different regulations regarding use of sick leave when they are
receiving Workers Compensation benefits.-(See also Chapter 6,Section 8.0)
Section 56.6—Filling Vacancy created by Regular Employee on Sick Leave
An employee promoted to fill a vacancy created by a regular employee on sick leave due to an injury
or disability(including but not limited to maternity leave previously authorized in writing)shall hold
such position subject to the return of the absent employee for up to one(1)year.(See also Temporary
Promotions,Chapter 10,Section 6.23.1
Section 36.7—Sick Leave Bank
je fc moo:,—Count-TThe County has established a sick leave bank to assist employees with a life
threatening or major illness and have used all of their available sick leave.Such employee may apply
for assistance through the sick leave bank.If approved,the employee willshall receive the difference
between their request and any amount paid by a third-party plan or from a County-provided insurance
benefit.Requests must be submitted through the employee's Departmental Director.(See Resolution
No.79-94.)
Section 56.8—Converting Authorized Leave to Sick Leave
If an employee becomes ill while on authorized leave status(paid or unpaid),they may request to have
the authorized leave converted to sick leave provided said illness is verified.
Section 6.9 Donating Accrued Leave Other than Sick Leave
An employee may donate up to a total of 24(twenty-four)hours of accrued vacation Comp Time or
PTO hours of dwWe>.waccrued leave to one or moreenedw employee's recipients in a calendar year.
The employee must have at least 240 hours of accrued leave.The recipient must have exhausted all
paid leave because they are unable to work due to an authorized use in accordance with Washington
State's Paid Sick Leave.
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The recipient shall complete a form provided
b y Human Resources and submit the form through the Department Director with the total leave hours
requested and the reason for the leave request.
Leave gft shall be donated in increments of one(1)hour
To teansferclonate accrued leave the employee willshall complete a form provided by Human
Resources and submit the form through the Qepaqnwnt--HeadDepartmental Director.PeeatedshaW-!
The donation form shall indicate the recipient of the donated leave and the total leave donated The
Departmental Director shall forward approved donation forms to the HRD The total number of
donated hours a recipient may receive is a total of eighty(80)hours.A recipient may not receive more
than eighty(80)hours of donated leave during their employment.
Donated leave shall be removed from an employee's accruals in the order the leave donations are
received.The leave hours will immediately be deducted from the donating employee's leave bank and
placed in the recipient's leave bank.Once the maximum hours of donated leave(80 hours)is reached
unused leave donation forms will be returned to the donating employees.
Section 67.0-Leaves of Absence
Employees may request a leave of absence for the purposes specified in this section.Unless otherwise
stipulated,eaeh-Each request must be approved by the Departmental Director and the County
Administrator after an evaluation of the request on its oven merits and on the basis of the guidelines of
this section,if not addressed by a collective bargaining agreement.
Section 67.1-Bereavement Leave
7.1.1 Three(3)days paid Bereavement leave Leave is granted for the death of an employee's
immediate family member.
7447.1.2 For purposes of this section, "Immediate family" means spouse or domestic
paFtnw domestic partner,child,parent,grandparent,sibling,including those
relationships arising by marriage, anEWeF adoption, or demestie-par{nerre isg tered
domestic partner relationship.
7 1 3 For Purposes of this section a day is the employee's normal work day weftkly-straight
time hours based on the work schedule approved by the Departmental Director d vided
hi,fivP ics_e tilt:..,.: the., .,,h,._..o.................r.re r.,..._,in any 24(twenty-four)hour
I.4 _Bereavement leave Leave may be approved beyond the allotted three(3)days for travel
over 500(five hundred)miles one way from the employee's home,but shall not exceed
five(5)paid days unless approved by the County Administrator. FOF
7.1.5 The Department Director may approve the use of up to an additional five days of Sick
Leave for use as Bereavement Leave.A request for use of more than five additional
days of Sick Leave for Bereavement Leave requires County Administrator approval
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7.1.1 The 6lepartmeet-BiteeterOYe the US.of s of S:�
Leave C Use 05 Bereavement Leave. Ar-eEiu C sPe..f... th—RR & —Fiddo•
Section 76.2—Jury Duty or Subpoenaed Witness
If an employee is called for jury duty or is subpoenaed as a witness(in an action where the County is
a party and the employee is not a Plaintiff, the employee shall not suffer any loss of regular
compensation from such absence. However, they 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 for the remainder
of the day. If less than two (2) hours remain in the workday , the employee shall call their
Departmental Director for instructions.
Section 67.3—Military Leave
Military leave willshall 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.-
Section 67.4—Leave for Spouses of Military Personnel
Leave for spouses of military personnel wiRshall be granted in accordance with RCIALChanter 49.77
RCW.Leave willshall be granted upon the employee providing notice to the employer within five(5)
business days of receiving official notice of an impending call or order to active duty or of a leave
from deployment,
Section 67.5—Leave for Victims of Domestic Violence,Sexual Assault and Stalking.
Leave for victims of domestic violence,sexual assault,and stalking wWshall be granted in accordance
with RCV/-Chapter 49.76 RCW and Chapter 2%-135 WAC.Leave willshall be granted upon
the employee providing verification that:
1. The employee or employee's family member is a victim of domestic violence,sexual assault,
or stalking;and,
2. The leave taken was for one of the purposes described in RCW 49.76.030 or that a reasonable
safety accommodationthe safety aeee......adall:e.i requested under RCW 49.76.115 is for the
purpose of protecting the employee from domestic violence,sexual assault,or stalking.
Section 67.6—Personal Leave Without Pay
On a case-by-case basis,an employee may apply for leave without pay.Departmental Directors may
grant requests for unpaid personal leave not to exceed five (5) working days. The County
Administrator may,based on the recommendation of the Departmental Director,grant personal leave
that exceeds five(5)working days but may not 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. This notification may be waived in the event of emergency situation when an
employee has no other eligible accumulated leave.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
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and eempensateFy 6weC2mp Time.Personal leave without pay may not be used for the purpose of
outside employment.
Section 67.7—Family and Medical Leave
The County complies with the federal Family and Medical Leave Act of 1993 (FMLA), and all
applicable state laws related to family and medical leave.This means that, in cases where the law
grants the employee more leave than the County's leave policies provide,the County Ai hall give
the employee the leave required by law.
67.7.1 Eligibility:-
To be eligible the employee must have worked for the County for at least 12(twelve)
months,and for 1,250(one thousand two hundred fifty)hours over the 12 (twelve)
months previous to the request for such leave.FMLA leave is granted for any of the
following reasons:-
l. To care for an employee's child afterbirth or placement for adoption or foster care;
2. To care for an employee's spouse,son,daughter or parent who has a serious health
condition,or,
3. For a serious health condition that makes the employee unable to perform the
essential functions of their job.
67.7.2 Serious Health Condition:
For purposes of this pelisyPolicv, a serious health condition is an illness, injury,or
physical or mental condition involving in-patient care or more than 3 days of continuing
treatment by a health care provider.
67.7.3 Length of Allowable Leave:
FMLA leave may be approved for a maximum of 12(twelve)weeks in a 12(twelve)
month period. For purposes of this pelieyPolicL the 12-month period shall be
established as the 12-month period measured forward from the first date an employee
takes FMLA leave.The next 12-month period would begin the first time FMLA leave
is taken after completion of the prior 12-month period.Leave to care for a child after
birth or placement for adoption or foster care must be concluded within 12(twelve)
months of the birth or placement.
67.7.4 Intermittent Leave:-
Under some circumstances,FMLA leave may be taken intermittently(taking leave in
blocks of time)or by reducing the employee's normal weekly or daily work schedule.
FMLA leave mq be taken intermittently if medically necessary because of a serious
health condition. If FMLA leave is for birth or placement for adoption or foster care,
use of intermittent leave is subject to approval by the County Administrator with a
recommendation from the Departmental Director.
67.7.5 Requests that Exceed 12 Weeks:
Requests for FMLA leave to exceed 12 (twelve) weeks willshall be reviewed in
accordance with the circumstances of the request,considerations of work coverage,and
the provisions of a collective bargaining agreement or the County's geHeFat-policy on
leave without pay.
7.7.6 Requesting FMLA Leave:
Requests are to be submitted to the employee's Departmental Director at least 30
(thirty)days prior to the leave,except in cases of emergency.Requests shall include a
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doctor's or other health care provider's documentation of the medical reason for the
leave and the expected duration. The Departmental Director shall, if the request is
approved,forward the leave request to the County Administrator for approval.
67.7.7 FMLA to Run Concurrent with Other Leave:-
Famii), N4ediealFMLA Leave shall run concurrent with all available paid time off
(vacation,peFseeal-ai&PTO, omp Time,State Department of
Labor and Industries(L&I)Workers Compensation;and
P!: FML4,etc.).Paid leaN'e a shall b used in the begiiiiiing of
the 12(twelve)weel. total (e.g..:f the employee Fequests 12 fa...,.lyel weeks and has
FMLA leave iS allthOFized for seven(7)twe(2)weeks ofaeOFuedvaeatien and thme(3)weeks of aeeFued siek leave,the Unpaid
67.7.8 Designating Leave as FMLA Leave:
If an employee uses accrued leave for a purpose for which FMLA leave would be
available, it is the County's policy to designate the employee's accrued leave as
counting against their FMLA leave allowance.The employee is required to notify the
County if they use accrued leave for a reason covered by the FMLA so that the County
may properly account for the leave.
67.7.9 Advance Notice and Medical Certifications:
The County requires that the employee provide advance leave notice, with medical
certification of the need for a leave related to a health condition, and with medical
certification of the employees' fitness to return to duty after medical leave. Taking
leave,or reinstatement after leave,may be denied if these requirements are not met:
1. The employee must give at least 30 days'advance notice of their request for leave
if the reason for the leave is foreseeable based on an expected birth,placement for
adoption or foster care, or planned medical treatment. If 30 days' notice is not
practicable, the employee must give the County notice as soon as practicable,
usually within one or two business days of when the need for leave becomes known
to the employee.If the employee does not give the County 30 days'advance notice,
and if the need for the leave and the approximate date of the leave were clearly
foreseeable by the employee,the County may deny the employee's request for leave
until at least 30 days after the date the employee gives the County notice.
2. The County requires that the employee provide a medical certification to support a
request for leave because of a serious health condition(the employee's own,or the
child,spouse,or parent of the employee)whenever the leave is expected to extend
beyond five consecutive working days or will involve intermittent or part-time
leave. The County may require that a second medical opinion be obtained. This
evaluation is done at the County's expense and must be obtained from a health care
provider who is not employed by the County.In the eventlf there are-"conflicting
opinions,the County may ask for an opinion from a third and final provider at the
County's expense to offer a binding decision.
3. The County requires that the employee provide a medical certification of fitness for
duty to return to work after a medical leave that extends beyond 10 consecutive
working days and that involves a mental disability or substance abuse,or where the
medical condition and the employee's job are such that the County believes the
employee may present a serious risk of injury to themselves or others if they are
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not fit to return to work.Additional certification may be requested for any extension
of a leave period beyond the dates originally approved.
67.7.10 Periodic Reporting.-
If the employee takes leave for more than two(2)weeks,they are required to report to
their Departmental Director at least every two(2)weeks on their status and intent to
return to work.
67.7.11 Continuation of Benefits:
When an employee uses paid leave for FMLA leave,the employee's share of premiums
must be paid by the method normally used during any paid leave.When FMLA leave
is unpaid,the employer may require the employee make payment either to the employer
or the insurance carrier directly.
The employee shall not accrue any sick,-of vacation or PTO benefits during the portion
of the FMLA leave period that is unpaid.
67.7.12 Completion of FMLA:-
Upon completion of the Family Medical Leave the employee shall be reinstated to their
previous position or one that is generally equivalent in content and compensation,
unless the position has been eliminated due to budgetary cutbacks,restructuring or a
reduction in force.
in the eventIf an employee fails to return to work on an agreed date at the end of leave
or fails to receive approval for a leave extension,the continued absence will be viewed
as a voluntary quit.In`ar the even If the employee quits employment during leave or fails
to return to work at the end of the leave period,the County is entitled to recoup from
the employee any health insurance premiums paid for by the County for the employee's
insurance coverage during their leave of absence.
' --------- Formatted:Fart:12 pt
Section 7.8 — Washinaton Paid Family Medical Leave (PFML) (RC-WChanter 50.A
RCW)
PFML is a statewide insurance program administered by the Washington State Employment Security
Department (ESD)that provides partial wage replacement for eligible employees PFML requires
employers to provide up to 12(twelve)weeks or more of protected leave to eligible employees when
a serious health condition requires them to care for themselves or a child grandchild grandparent,
parent,sibling,spouse of the employee or any individual where the relationship creates an expectation
that the employee care for that individual,regardless of whether or not they live in the same home as
the employee The program is funded by premiums shared between employee and employer, and
provides partial wage replacement to employee. For more information,go to ESD's website for PFML
(https://paidleave.wa.gov/).
7.8.1 Partial Wage Replacement
While on leave an employee is entitled to partial wage replacement The County does not
allow an employee to supplement PFML with their paid county leave accruals in order to
achieve 100%salary replacement However,an employee may use paid County leave accruals
intermittently with PFML.
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7.8.2 Eligibility
To be eligible for PFML.an employee must have worked at least 820 hours for a Washingion
employer during the "qualifying period" (the first four of the last five completed calendar
quarters).
7.8.3 Requesting Paid Family Medical Leave
PFML is a benefit administered by the ESD-.Employees must file a claim for PFML with the
ESD. PFML questions should be directed to ESD.
7.8.4 PFML to Run Concurrent with Other Leave
If an employee is eligible for another protected leave in addition to PFML the County shall
designate the time off as such and run the leaves concurrently.For example,if an employee is
on PFML for a serious health condition and is also eligible for FMLA,time spent on PFML
shall also count against allotment for leave under FMLA.
7.8.8 Advance Notice and Medical Certifications
PFML requires that an employee provide advance leave notice,with medical certification of
the need for a leave related to a health condition and with medical certification of the
employee's'fitness to return to duty after medical leave.The following requirements must be
met:
1.The employee must give at least 30 days advance notice of their request for PFML.
However,if the reason for the leave was not foreseeable.an employee must give notice
as soon as possible.
2.The employee must provide medical certification to the ESD to support a request for
leave for a serious medical condition.
3.The County requires that the employee provide a medical certification of fitness for
duty to return to work after a medical leave that extends beyond 10 consecutive working
days and that involves a mental disability or substance abuse, or where the medical
condition and the employee's job are such that the County believes the employee may
present a serious risk of injury to themselves or others if thev are not fit to return to work.
Additional certification may be requested for any extension of a leave period beyond the
dates originally approved.
7.8.9 Employee Communication with Supervisor/Department Director
If the employee takes leave for more than two(2)weeks,they must report to their Departmental
Director at least every two(2)weeks on their status and intent to return to work.
Section 7.9 Washington Family Care Act(WFCA)(Chapter 2%.130 WAC)
Employees in Washington State are entitled to use their choice of sick leave or other paid time off to
care for qualifying family members with a serious health condition. Defined family members that
qualify for the use of Family Care Act include:
1. Child under 18 years of age (biological, adopted, foster, stepchild, eteetc.) or adult child
incapable of self-care,
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2. Parents:
3. Spouse:
4. Registered domestic partner:
5. Parents-in-law:or,
6. Grandparents.
Section 7.10 Washington Pregnancy Disability Leave(RCW 43.10.005 and WAC 162-
30-020
RGW 318)
The County complies with Washington State's wedmigee pre Pregnancy
Disability Leave law that provides protections for all employees who have health conditions related
to pregnancy or childbirth. jeffiefsen GeentyThe County willshall make efforts to accommodate
reasonable requests from an employee or work restrictions recommended by their medical provider.
A pregnant employee is eligible for pregnancy disability leave immediately pon employment with
no waiting period.
Section 78.0—Injuries/Illnesses
Section 78.1—On-the-Job Injuries/Ilinesses
78.1.1 Worker's Compensation:
Employees who are injured on the job or become ill because of the job(i.e.small pox
vaccination required by job or from exposure to a toxic spill,)must see a physician to
file a Worker's Compensation claim and may use accumulated sick,atadlereF vacation
or PTO time while the claim is being processed.
8.1.1.1 Pay Pending Receipt of Benefit
If the employee files a claim and is unable to work,the County will continue to pay(by
use of the employee's unused sick leave,vacation or PTO)the employee's regular salary
pendingreceipt eceipt of Workers'Compensation benefits unless the employee requests that
sick leave not be used.If the employee has no accrued sick leave,they may request use
of vacation leave or PTO.Accrued leave(sick leave,vacation,PTO)will be deducted
hour for hour from the employee's accrual for each hour that the employee is not at
work.Employees shall never receive more compensation off the job than if working.
Employees are required to repay to the County any amount in excess of their net regular
pay and the amount covered by Workers' Compensation. Upon repayment of funds
advanced,the appropriate amount of leave shall be restored to the employee's account.
8.1.1.2 Supplementing Worker's Compensation Benefit with Accrued Leave
Employees may elect to supplement time loss benefits with accrued leave(s). The
accrued leave combined with time loss payments may not exceed the net regular pay
of the employee.
Adopted:Jaeuer}-October XX-20244 Chapter 36
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8.1.1.3 FMLA and Worker's Compensation
If the claim is for an FMLA qualified injury or condition,FMLA leave willshall run
concurrently with the Workers' Compensation time loss. If all other leaves are
exhausted after the 12(twelve)week FMLA period,employment status for purposes
of accruing benefits such as retirement service credits,vacation,sick leave, PTO and
paid holidays are suspended and the employee is not considered on"paid leave"status.
8.1.1.1 Employees may net r-eeeiVe both tifne loss from 7 A7 and
m e regtmd tO Fevay-tm.«
7.8.1.2 Insurance:
An employee who is absent from work on unpaid leave due to injuries or illnesses may
retain their insurance coverage on a self-pay basis as provided by COBRA. (seeSee
Chapter 6 Section 1.1.)Any optional or employee-paid premiums willshall remain the
responsibility of the employee.
Section 78.2—Ott-the-Job Injuries 8
78.2.1 Compensation:
Employees who are absent from work due to off-the-job illnesses or injuries may use
accumulated sick andleror vacation leave or accruedtime-(Comp Time,j
and FMLA if applicable.
8.2.2 Personal Leave Without Pay:
Personal leave without pay may be granted for injuries/illnesses according to leave
policies as explained in Sections-56.0 and 67.0.
Section 89.0—Employee Assistance Program
je Fsen Count-yThe County offers an Employee Assistance Program(EAP)to each employee and
their dependents that are also covered by the employee's County or union-sponsored health insurance
plan.-
Eligibility for the EAP begins as soon as the employee is hired.The EAP is available 24(twenty-
four)hours a day, seven (7) days a week for help with work stress, relationship problems, anger
management, coping with change, family/parenting issues, anxiety or depression, alcohol or drug
dependencies,and grief or bereavement issues.A brochure with contact information is provided upon
hire.If an employee does not have this information,they may contact their Departmental Director.
Adopted:Jandepy-October XX,-20244 Chapter 56
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Section 910.0-Training
Section 910.1-Mandatory Training for All Employees
The following training is required for all employees.New employees willshall be required to take this
training as soon after hire as a class is offered.
Type of Who is Required to Take How Often
Training
Defensive All employees who drive a County Upon hire and refresher every 3
Driving vehicle,or are paid mileage by the years.
County for driving their own vehicle on
County business.
Blood Borne Potential Occupational Exposure Upon hire and annually thereafter.
Pathogens (identified on job description) Notified of Blood Borne Pathogens
Policy upon hire and refresher every
Little or No Exposure 2 years.
Workplace All Employees As presented.
Hazards"Right
to Know"
Anti- All Employees Upon hire and refresher every 2
Harassment years.Notified of County Anti-
Harassment Policy upon hire.
Equity, All Employees Upon hire and refresher every 2
Diversity and years.
Inclusion/ADA
Public Records Elected Officials,Department Directors, Within 90 days of assuming duties
Act Records Officers and All Employees who of office.
are responsible for responding to Public Refresher at intervals no longer than
Records Requests or who use or have 4 years(May be more frequent).
access to County computers,computer
networks,internet,electronic mail,and
communication equipment.
Open Public Members of Governing Bodies(Board of Within 90 days of assuming duties
Meetings Act County Commissioners/Advisory of office.
Boards/All Employees who provide
support to Advisory Boards. Refresher at intervals no longer than
4 years(May be more frequent).
Adopted:Jeuueq-October XX-202-W Chapter 9
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Type of Who is Required to Take How Often
Training
Records Elected Officials,Department Directors, Within 90 days of assuming duties
Management Records Officers and All Employees who of office.
and Retention use or have access to County computers,
computer networks,electronic mail,and Refresher at intervals longer than
frequent).
communication equipment. 4 years(May be more frequent).
Cash Handling All employees who handle cash Every 2 years.
Fire All employees As presented or every 3 years.
Extinguisher
HIPAA All employees Notified of HIPAA Policy on hire.
As presented.
Required in Job Description
First Aid If required in Job Description Renew card every 3 years.
CPR If required in Job Description Renew card every 2 years.
Network All Employees Upon hire and annually thereafter.
Security
Awareness
Section 910.2—Job Related Training
The County may reimburse employees or pay for pre-authorized job related training.To be eligible,
the employee must demonstrate all of the following:
1. The training is necessary for improving skills in the current position or to qualify for
promotion;
2. The money is budgeted in the operating budget;
3. It is in the County's best interest to pay for the training—and
4. County services will be substantially improved by the authorization of the training.
For reimbursement from the County's Training Fund,an employee shall make their request in writing
to the Departmental Director who shall forward it with comments and a recommendation to County
Administrator for approval of the expenditure of funds. If the only training available is out of state,
approval for the out of state travel is required prior to the training being scheduled.-
Section 101.0—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. Washington State Public Safety Employees Retirement System(PSERS);or,
3. Law Enforcement Officers and Fire Fighters Retirement System(LEOFF)_
4. Social Security
Adopted:kmwRf-October XX7202+4 Chapter 56
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Section 112.0—Other Pre-Tax Programs
In addition, the County also offers voluntary programs that provide saving in income tax for
employees.Employees may participate in the Deferred Compensation program offered through the
County payroll deduction program for retirement savings as well a Section 125 program for childcare
and medical expenses. Employees who are interested should contact the
Auditor's Office for more information. Other programs may be offered, at the discretion of the
employer,as they become available to employees.-
Section 123.0—Reimbursement for Job-Related Travel Expenses
Travel must be approved by the employees' Departmental Director to be reimbursed for job-related
travel expenses.(See the Jefferson County Travel and Transportation Policy and Procedures that is
Appendix D of die-this mmualManual, for complete guidelines,which must be followed to ensure
proper approval of travel and reimbursement of related expenses.)
Section 134.0—Membership in Professional and Technical Societies
Comity-eEmployees are encouraged to be active in the technical and professional societies of their
respective diseiplieecorrective actions that are related to their position with the County. These
activities are considered a benefit both to the County and to the employee because of additional
knowledge or personal associations gained through the membership.Departmental Directors,through
the budgeting process, will select what fees and dues it will pay for employees' membership in
technical and professional societies.Any organization for which the County pays the dues,the County
address shall be used on all mail.The County wiNshall pay only basic national and local dues.The
County w4lshall not pay voluntary program contributions for these professional and technical
societies.
Section 145.0—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 professional status at the earliest opportunity.The County willshall pay fees for professional
and technical certificates and licenses for its employees if determined by the Departmental Director,
with concurrence of the County Administrator, to be of benefit to the County. Such fees are to be
included in and approved with the department's annual budget request.
Section 1%.0—Community Service Organizations
While the County encourages employees to be involved in community service organizations(i.e.,
Kiwanis, Rotary, SereptemistsSoroptimists), membership fees in such organizations are the sole
responsibility of the employee and are not reimbursable by the County.
Section 17.0—Longevity
Longevity pay shall be paid in recognition of those employees who dedicate years of service to the
County.Longevity pay shall be based on continuous employment,exclusive of those Deriods wherein
an employee is placed upon an unprotected leave without pay status Longevity shall be paid on an
employee's anniversary date.
Adopted:Jaftuaty-October XX,-202+4 Chapter 36
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Section 17.1—Longevity shall be paid for years of continuous and completed years of service
as follows:
Years of Service Lon evit
5 600
10 $1 000
15 S 1 400
20 S 1 800
25 S2 200
30 $2 600
35 $3 000
40 $3 400
45 $3 800
Longevity pay for employees working less than full time shall be based on FCE.
Section 17.2—Longevity Status Durine Layoff and Rehire
When an employee is laid off and rehired,and the separation does not exceed twelve 02)months,the
longevity pay shall be computed from the initial employment date excluding the lay-off.
Section 17.3—Longevity Status Durine Layoff and Rehire
Wan employee separates ftem employmentwith the County and is subseauently rehired-within twel-.,-e
If an employee separates
from employment with the County and is subsequently rehired after twelve(12)months,the longevity
shall be computed from the date of re-hire.
Adopted:Ja October XX-20244 Chapter M
Page 64 of 157
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Chapter 7—Job Classification System
Section 1.0—Purpose
The Job Classification System consists of a job description and a grade and step wage matrix for all
positions, except elected officials (see Seetien '.", along with an organizational chart for each
department.
Section 1.1—Classifying Employment Positions
The purposes of the Job Classification System include:
1. Establishing qualification standards for employment eligibility;
2. Maintaining internal and external equity of compensation for similar positions,
3. Developing standards of work performance;
4. Establishing directions of career advancement,
5. Providing a means of analyzing organizational relationships of positions,
6. Assisting in determining budget requirements;
7. Ide4tifying individual training needs, d
S. Providing flexibility in the utilization and assignment of human resources_
Section 1.2—Departmental Directors and Managers
Classifications for exempt Departmental Directors and management personnel are based on the above-
referenced model.
Section 1.3—Elected Officials
Salaries for Elected Officials are established by Resolution of the Board of County Commissioners.
The provisions of the RCW)define duties for Elected Officials.
Section 2.0—Analysis
The Board of County Commissioners shall establish,maintain,and revise a Job Classification System
throughout the County.This system may include a wage classification plan for a unit of employees
adopted pursuant to a collective bargaining agreement,a wage classification plan adopted by the Board
of County Commissioners for a specific department or unit, andferor 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 and the staffing schedule has been approved,the Departmental Director
willshall prepare a description of duties and responsibilities which will be analyzed and evaluated by
the County Administrator, or a staff member designated by the County Administrator, for the
allocation of the position to the appropriate grade within an appropriate wage schedule.
Section 2.1—Reclassification
A Departmental Director may request a change in classification when the duties and responsibilities
of a position have substantially changed. (See Chapter 10, Section 11 for more information on the
procedures for reclassifications.)-
Adopted:jannary 4 October XX,20214 Chapter 7
Page 65 of 157
Jefferfon County Personnel administration Manual
Chapter 8—Compensation Plan
Section 1.0—Salary Administration Policy
The County's compensation plan shall,prudent financial considerations permitting,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 County 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 Manual are subject to the
Board of County Commissioners'final approval of the County's annual budget.The Board of County
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.
Pursuant to RCW,the Board of County Commissioners shall approve any changes in any employee's
compensation level,whether such change may increase or decrease.
Section 2.0—Pay Administration
Section 2.1—Salary Adjustments
Employee salary adjustments shall be pursuant to the County Salary Administration Policy (See
Section 1.0),Labor Agreement,or County Resolution.Once determined,the appropriate Payroll Status
Change Form shall be completed by the Departmental Director and appropriately routed.The form is
available in the following directory:P:\Public\Forms\Personnel Forms\.
Section 2.2—Compensation for an Appointee
Upon initial appointment to full-time, regular part-time or temporary positions, the Departmental
Director willshall recommend the employee's salary at the minimum rate of the range provided for
that classification. A Departmental Director 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.The County Administrator shall approve all pay actions.
Section 3.0—Payment of Salary and Wages
Employees are paid once each month.Employees will-normally will receive their pay by the 5th(fifth)
day of the following month but not later than the 15'of the following month(RCW 36.17.040)and
shall receive an accounting of that month's earnings,federal,state or locally mandated deductions or
garnishments,and voluntary deductions.Employee may elect to receive a draw against their monthly
pay.(See Section 3.3j
Section 3.1—Pay Days
If the 5's(fifth)or the 20s'(twentieth)of the month falls on a Saturday or Sunday or holiday,then the
employee%41shall receive their wages on the Friday before the 5a'(fifth)or the 20a'(twentieth)or the
day before the holiday if the holiday falls during the week.
Section 3.2—Direct Deposit
Adopted:januaiy 4 Xtober XX,20244 Chapter 8
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Jefferson County Pemanel Administration Manual
Direct Deposit is available to employees upon hire and willshall be implemented after the appropriate
paperwork is completed and filed with the Auditor's Office.Unless an employee banks with a small
bank or Credit Union,the money should be in their account by payday,which is the 5'(fifth)of every
month,but no later than the 15d'(fifteenth)of the month;or by the 20a'(twentieth)if an employee has
established a mid-month draw.
Section 3.3—Mid-Month Draw on Pay
Employees may receive a monthly draw on their pay. A draw is an advance of up to 40%of the
employee's monthly earnings and is paid on the 20'(twentieth)day of each month.Employees are
encouraged to set up their draw requests with the Auditor's Office for the entire year; however,
changes may be made if absolutely,necessary.Clerk Hires shall not receive draw checks.
Section 4.0—Overtime_
Overtime work shall be compensated and administered in accordance with the Fair Labor Standards
Act(FLSA),as amended,and 29 CFR 500-4899.Overtime consists of all hours worked in excess of
40 (forty) hours of the employees' regularly scheduled workweek as defined by the Department.
PRIOR to overtime being worked,the employee's Departmental Director must authorize it.
Section 4.1—Compensatory Time in Lieu of Overtime
A eee-FSLA exempt Exempt Employee may request omp Time)
in lieu of overtime.Any employee wishing to accumulate Comp Time in lieu of overtime must have
a valid Compensatory Time Agreement on file in their departmental personnel file.Overtime,whether
taken as overtime pay or as Comp Time,shall be compensated at the rate of one and one-half hours
for each hour worked unless provided otherwise by the employee's collective bargaining agreement.
An employee's request to use earned Comp Time shall be granted within a reasonable time unless to
do so would be unduly disruptive to the work of the department
Section 4.2—Maximum Comp Time Accrual
Comp Time earned and not taken may be accrued to a maximum of 40(forty)hours unless the County
Administrator authorizes additional accrual.When the maximum is reached,any subsequent overtime
hours must be paid in cash. Whenever possible, employees should be encouraged to request, and
Departmental Directors to permit,the use of Comp Time hours within 90(ninety)days of earning it.
Each Department shall maintain the following records for eempensateFy timeCpMp Time for each
employee: 1)the number of compensatory hours earned and used by pay period,and 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 5.0—FLSA Exempt Personnel
Any employee of the County who is exempt from the application of the Fair Labor Standards Act shall
be resvonsible for working the number of hours per month required to accomplish the goals of the
Adopted:3anumy,4Ntober XX,20244 Chapter 8
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Jefferson(Counts Personnel:administration Manual
department.The nature of responsibilities associated with overtime exempt positions often requires
considerable flexibility in work scheduling and functions on weekends and evenings FLSA exempt
personnel shall not record time off in increments of less than four(4)hours.
Section 6.0—Travel Time
3etl'ersen EeuntyThe County w49 hall pay for authorized travel and other incidental business expenses
as specified in
Appendix D of this Fnanual Manual.
Adopted:january 4 Dctober XX,20244 Chapter 8
Page 68 of 157
Jefferson County Personnel Administration Manual
Chapter 9—Recruitment and Selection
Section 1.0—Job Announcement
A job announcement may be made for any vacant position within the County service and willshalI be
initiated upon request of the Departmental Director to the HRD except in the case
of Civil Service positions, which willshall be initiated by the Civil Service Commission. The
announcement willshall include the title and beginning wage or salary for 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.
Section 1.1—Internal Department Recruitment
When there is a job opening in a Department,the Departmental Director shall review the qualification
of the Department's current staff members to determine if there are any staff qualified to move into
the position.If there are qualified staff and the Departmental Director believes it is in the best interest
of the County to offer the position to one of the current employees,that offer may be made. If the
Departmental Director determines that it is in the best interest of the County to solicit a larger number
of applicants for the position,the in-lieasewithin County recruitment process-A49shall be utilized.-
Section 1.2—Within County Recruitment4*41euse
Job announcements subject to in-house posting willshall be distributed to each department for posting
internally for four(4)working days prior to,or concurrent with,outside advertising.The purpose of
the in-house announcement is to allow iak4e- and employees who are interested to
acknowledge to their Departmental Director their desire to be transferred into the vacant position if
they are in the same department or to apply for the position if they are in a different department.
Employees should review Chapter 10 Section 7.0 to understand how an empleyee irfitiated
trmsferemployee-initiated transfer may affect certain benefits before submitting their application.(See
also Section 4.5 Promotion/Reclassification/Transfer Matrix.)-
Section 1.3—Recruitment-Outside(Public)
Job announcements willshalI be posted a minimum of 10(ten)working days prior to the closing date,
unless otherwise approved by the County Administrator.-
Section 2.0—Application for Advertised Positions
All persons applying for advertised positions within County service shall complete an employment
application in the form approved by the County Administrator.Civil Service applicants,in addition to
completing the standard County application form,willshall complete the selection process approved
by the Civil Service Commission.
Section 2.1—Distribution of Employment Applications
County departments willshall not accept applications for employment with the County directly,and
any person desiring to make application willshall be referred to the office of the Board of County
Commissioners.All completed applications wil4shalI be returned to the office of the Board of County
Commissioners and willshall then be forwarded to the appropriate Departmental Director.
Section 2.2—Potential Applicant Pool
Adopted:3anuaq 40ctober XX,202+4 Chapter 9
Page 69 of 157
Jefferson County Personnel Administration Manual
The Departmental Director willshall return all of the applications for persons who were not hired to
the County Commissioners Office where they wWshall be kept on file for a period of six(6)months
for consideration by other County departments if similar positions are advertised.-
Section 2.3—Applications Only Accepted for Advertised Positions
The Human ReSOHFeeS MaflageMufnan Resetifees DiFeetEwHRD%4khall not accept applications for
employment, unless such application is pursuant to an announcement for a position that has been
approved through the County budgeting process by the Board of County Commissioners.
Section 3.0—Eligibility
All applicants must meet the minimum qualifications described in the job announcement and the job
description for the position at the time of application. Applicants who do not meet the minimum
qualifications wWshall not be considered.
Section 4.0—Selection
The selection method willshall include evaluation of job related knowledge, skills, abilities,
experience, education, training, certification, and when appropriate, aptitude and character. The
selection method may 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 requirements of the position.Copies of the selection criteria
and process results willshalI be reviewed to insure compliance with applicable law and kept on file
with the HRD.
Section 4.1—Employment Reference Checks
An applicant's performance in previous positions may be checked by the County prior to the hiring
decision being made. That information may come from a variety of sources including performance
evaluations,performance related documentation and references from current or past supervisors and
co-workers.
Section 4.2—Provisional Offer of Employment
4.2.1 Starting Pay Rate:
Vacant positions are typically hired at step 1 of the current grade of the position.Department
Directors have authority to offer a starting step up to 5%above step 1, provided there is
adequate funding in their departmental budget.If a Department Director proposes to hire at a
starting step that is more than 5%above step 1,it has significant budget impacts,and is subject
to County Administrator approval prior to making an offer to the candidate(See Resolution
No. 01-14).Except as previously noted, internal employee transfers or promotions, shall be
handled pursuant to the policies outlined in Chapter 10,Employee Status.
Prior to appointment,but after a provisional offer of employment,applicants are required to submit to
a background check.
Adopted:Jamim 4 October XX,20244
Chapter 9
Page 70 of 157
Jefferson County Personnel Administration Manual
4.21 Background Checks:-
A criminal background check willshall be conducted.A DOL(Washington State Department
of Licensing)Abstract of Complete Driving Record shall be submitted to the
HRD. The Driver's License Offices will issue this
Abstract for a fee,which is the responsibility of the applicant:
4.23 Other Checks:
Applicants may also be required to submit to a credit check, a physical examination,
psychological examination, fingerprinting and job-related fitness testing, depending on the
position for which they are being considered.Deputy Sheriffs may also be required to submit
to a polygraph test in accordance with RCW 49.44.120.
Section 4.3—Results of the Hiring Process
Notice of the results of the hiring process wiNshalI be forwarded to all final candidates for the job by
the hiring department.The hiring department willshall also coordinate the paperwork necessary for
appointment of the new employee to County service.A copy of all paperwork willshall be forwarded
to the office of the Board of County Commissioners.
Section 4.4—On-the-Job Training Positions
Persons may be accepted for State and federally funded on-the-job training(OJT)programs(i.e.State
Department of Labor and Industries retraining programs,Disabled Veteran retraining programs,or the
State"Work First"program)where a portion or all of their wages are paid by a grant.These positions
willshall be allowed in departments where there is sufficient guidance and supervisory personnel to
develop employee potential. The Departmental Director shall determine the existence of such
positions.
Section 4.5—Promotion/Reclassification/rransfer Matrix
See belewi
Adopted:january October XX,20214
Chapter 9
Page 71 of 157
ySection 4.5-Prom otionlReclassification/Transfer Matrix
ACTION PROMOTION RECLASSIFICATION TRANSFER
a Employee Initiated Employer Initiated
Same Different Same Different
Within Department Within Department Department/Offlc✓B DepsrtmenNOff/c✓ Department/Oftic✓B DeparbnenVOff/c✓B
Only Only argaining Unit Bargaining Unit argaining Unit argaining Unit
Recruitment-Internal Yes WA WA WA WA WA
o If not filled through
Recruitment-In-House WA Yes Yes WA WA
internal recruitment
X Recruitment-Outside(Publb) 9 not filled through in- WA Yes Yes WA WA k house recruitment
Establishes new date
Date,Position Anniversary (effective date of No Change Establishes new date Establishes new date May Change May Change
promotion) m
Establishes new date
Data,Annual Review (effective date of No Change Establishes new date Establishes new date May Change May Change °o
promotion) n
Ogle,S/L&Vacation Accrual Original Appointment No Change Original Appointment Original Appointment Origmal Appointment Original Appointment
m Date Date Date pate Date .�
Accrual oust be used May require use or If transferred to A
tl transferred to Exempt Does not transfer. Does not transfer,
or cashed out,9 cash out if a b
N Comp Time,Balance Accrued Yee position accrual must Must be used or Exempt accrual must st bM1pn be used
p promoted to Exempt novas from Union to Must be used or e-n be used or cashed out cashed out. cashed out. m0
position. Exempt position. or cashed out.
a
;
Union Initiation Poe If required,employee Change
ee Ifrequired,Employee M required,EmployeeIfrequired,EMPLOYER Ifrequired,EMPLOYER �
responsibility responsibility responsibility responsibility responsibility
Union Dues Rate may change y applicable,rate may May Change- May Change- May Change- Ma Chan
than m
y change Employee responsibility Employee responsibility Employee responsibility Employee responsibility
0
0
Way change,If May change,y 3
May change,y change, Way change,If change, Way change,If change,Way change,9 change, o
change,and change,and e
and trust/provider does and trust/provider does end Vust/provider does and trust/provider does
frusve war n does not Vust1provider does not
Health Insurance Benefits waive waitin rind- not waive waiting notwaive waiting not wane wading not waive waging
9 Pe
9uF waive waging period-
LOY62 pays Period-ByPLOV 62 period-COBRA is COBRA is bee Period-EMPLOY Ht period-9uPLOY 92
pays COBRA Employee responsibility Employee pays COBRA
COBRA responsibility pays COBRA
Triel Period Yes WA Sarre as New Fire Same as Now Fire WA WA
Nay change(up or May change(up or May change(up or
Wage Change Must De 1%or greater. down)or stay same. Sarre as New Fire Sarre as New Fire down)or stay same. I down)or say sane.
C�
m
'a
io
0
Jefferson Count) Personnel Administration Manual
Chapter 10—Employee Status
Section 1.0—Appointment
All appointments are made by the Departmental Directors with the concurrence of the County
Administrator for the Board of County Commissioners.
Section 1.1—Types of Appointment
Full-Time Employee:An employee who regularly works a minimum of 30(thirty)hours per week.
Employees working a 30(thirty)hour workweek are eligible for 100%(one hundred)of the benefits
as provided by the County.
Part-Time Employee:An employee working in a position that is authorized and scheduled to be filled
at a rate of less than 30(thirty)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 collective bargaining agreement.Part time employees shall receive a pro-rated share of
holiday,vacation and-sick leave and PTO benefits after,.,.mpleting twe(2)eenseeutive years se;,eSee
Chapter 6,Section 6-5.1)Time spent as Clerk Hire,Casual or Temporary employees shall not be used
in calculating consecutive years of employment.
Casual Labor:An employee who is hired to work on an intermittent or as-needed basis and may or
may not be on a predetermined schedule.This position may also be known as"Clerk Hire"in some
departments.
Clerk Hire:Positions that are not guaranteed any duration of employment,number of hours assigned
or other scheduling of work,and may be terminated at any time with or without cause.Clerk Hire
positions are not entitled to any benefits that are based on seniority or regular employee status unless
otherwise stipulated by state or federal law or statute.Clerk Hire positions have no standing to apply
for an opening in a County department during the"in house"posting period.
County:Jefferson County,State of Washinaton.
County Administrator:A position appointed by the Board of County Commissioners to handle County
administration.
FLSA Exempt Employee:An employee who is exempt from provisions of the FLSA and is not paid
overtime wages.Exempt employees are usually salaried employees whose employment duties meet
the federal test in one of the following categories:administrative,professional,or executive.
Temporary Employee:An employee,who works for a fixed period generally not to exceed four(4)
months as set by the Departmental Director and approved by the County Administrator. Such
employee shall receive no benefits other than those conferred by state or federal statute.Temporary
employees have no standing to apply for an opening in a County department during the"in house"
posting period.-
wh*eh is defined as exempt from ove.;4im-e under the Fair!Labor StandaMs Aet.
Adopted:3awjwry October XX—40244
Chapter 10
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Union Exempti.Employees Fiet ineluded in a Union bapgaining unil�who Fnay or-maynot also be FL&A
exempt.
Non-Exempt Employee:An employee who is not employed in an exempt administrative,professional
or executive position as defined by the Fair Labor Standards Act.
Regular Employee:An employee who has successfully completed the initial trial employment period
and has received an appointment as a regular employee. Regular employees are credited with
continuous service retroactive to the date of hire.Regular employees may be full-time or part-time.
Non-Regular Employee: A non-regular employee is an employee not appointed or designated as a
regular employee.
Section 1.2—Classes of Appointment
Trial Appointment Requirement: All appointments, including original appoinonentsinitial
emplo m�ppointments and appointments made by employee-initiated transfer or promotion shall
be trial appointments.Employees shall remain in that status until certified to regular employment as
specified in Section 4 of this Chapter or disehaFgedtetminated.
RegularAnpointment:An employee shall receive a regular appointment after a)successful completion
of their trial period,b)concurrence by the Departmental Director,and c)concurrence of the County
Administrator.
Temporary Appointment:Positions with duration of four(4)months or less.
Provisional Appointment: Appointment to a position pending the submission of required
documentation.Such appointment shall not exceed two(2)weeks in duration,unless an extension due
to extenuating circumstances is approved by the County Administrator. Positions subject to Civil
Service Rules may be appointed provisionally to County service pending the results of the selection
process to fill such a position.Such appointments shall not exceed four(4)months unless approved
by the Civil Service Commission,(See Civil Service Rules.)
Emergency Appointment:Appointments made for a limited duration to meet an extraordinary need or
to prevent public injury,as defined by the Board of County Commissioners,not to exceed 3(three)
months.
Section 2.0—Orientation
The Departmental Director is responsible for conducting orientation sessions within their department.
Upon appointment,employees shall receive an orientation session by their Departmental Director or
the Departmental Director's designee who willshall provide information regarding the County's
structure,policies and procedures.Orientation shall include,but is not limited to,organization and
services of the County, work rules, personnel policy and procedures, departmental rules and
procedures,completion of payroll forms and introduction to other County personnel.
Section 3.0—Seniority
Seniority shall be based on this section, except as may be provided in employment or collective
bargaining agreements.
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Section 3.1-For Purposes of Calculating Vacation and Sick Leave
Seniority willshall be on the basis of continuous employment with the County.
Section 3.2-For Task Assignments,Vacation Scheduling,etc.
For task and other assignments,selection shall be based on the employee's performance and ability in
that classification.Where employees exhibit substantially equal performance and ability,seniority will
genem44yshall govern the assignment.
Section 3.3-Trial Period Employees
During their trial period,an employee has no seniority status.At the end of the trial period,seniority
willshall be credited from the date of most recent appointment.
Section 3.4-Regular Part Time Employees
Regular part-time employees shall accrue seniority after two(2)years of consecutive regular part-time
employment on the basis of full-time equivalency.One(1)year of seniority shall be accrued for every
1,820(one thousand eight hundred twenty)part-time hours worked.
Section 3.5-Casual,Temporary,Non-regular,Provisional or Emergency Employees
Seniority is not accrued by casual,temporary,non-regular,provisional,or emergency employees.
Section 4.0-Trial Period
The trial period is a time during which the County can judge the performance and potential of a new
employee,and the new employee may evaluate the County as an employer.This period is applicable
to every employee,including current employees who are promoted or have initiated a transfer request.
It also applies to former County-ernpleyeeemployees who return to their previous position after a
voluntary break in service of greater than one(1)year.
Section 4.1-Length of Trial Period
The trial period is for six(6)continuous calendar months,except for Civil Service positions,which
have a twelve-month(12)period.in evendf extenuating circumstances interrupt the trial period or
result in unsatisfactory completion,the Departmental Director may extend the trial period for up to an
additional six (6) months with concurrence of the County Administrator. Employees may be
terminated without notice and without cause during the trial period or at its completion.An employee
may also leave their position during this period without prior notice to the County.
Section 4.2-Performance Reviews During Trial Period
Performance of an employee will be evaluated in writing by their Departmental Director at least once
every three(3)months during the six(6)month trial period.The Departmental Director shall review
the performance of the employee at the end of the trial period and may recommend certification of the
employee for regular appointment to the County Administrator by submitting a Payroll Status Change
Form. If the County Administrator approves the Payroll Status Change Form will be placed in the
employee's employment personnel file.Until such certification has occurred,all employees shall be
deemed trial employees,even though the trial period may have expired.
Section 5.0-Performance Evaluation
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Departmental Directors will evaluate performance of regular employees in writing at least once every
12 (twelve) months. Performance evaluations will become a part of the employee's employment
personnel file and will be considered in any future personnel actions.
Departmental Directors will use the performance evaluation process to identify training needs and
potential for advancement. If an employee's performance is substandard,the Departmental Director
will inform the employee of the necessary improvement expected. Employees who fail to meet the
required performance level shall be terminated from County service.
Section 6.0—Promotion
A promotion is an appointment of an employee within a department to a higher elassi€teatien(grade)
with a higher salary range that is not part of a career ladder.Promotions to vacant positions within a
department shall be made after an evaluation of all department employees who meet the minimum
qualifications for the position.Cross training of County empleyeeemolovees is deemed to be in the
best interests of the County and expected whenever it is possible,but in and of itself does not justify
promotion and does not constitute an automatic consideration for promotion.(See Chapter 9,Section
4.5-Promotion/Reclassification/Transfer Matrix.)
Section 6.1—Placement in New Wage Gr-adeGrade/Step
Upon promotion,an employee wi4shall be placed in the new wage-gfadegrade at a step commensurate
to their knowledge,skills and qualifications that results in at least a one(1)percent increase to their
base wage rate.If a Department Director proposes placement at a starting step that is more than 5%
above step 1,it has significant budget impacts and is subject to County Administrator approval prior
to making an offer to the employee,(See Resolution No.01-14...An employee promoted within the
Department wi44shall serve a six(6)month trial period within the higher classification,during which
time they may,be demoted without appeal if determined not qualified for the new position. After
discussion with the Departmental Director, the employee may request to return to their previous
position,displacing a less senior employee.For step increase purposes only(refer to applicable salary
matrix), when an employee receives a promotion their position anniversary date changes to the
effective date of the promotion.-
6.244-Use of Vacation/PTO Durine Promotion Trial Period
An employee who is promoted to a position within a Department or to a position within another County
Department may use accrued vacation / PTO during their trial period with the approval of the
Department Director.
Section 6.2-3—Temporary Promotion Due to Vacancy Created by Sick Leave
An employee promoted to fill a vacancy created by a regular employee on sick leave due to an injury
or disability(including but not limited to maternity leave previously authorized in writing)shall hold
such position subject to the return of the absent employee for up to one(1)year.
6.23.1 Documented Agreement Required:
An agreement for the regular employee's return wittshall be completed prior to the
expiration of the employee's FMLA benefit and willshall outline the conditions for
return including that the returning employee shall be restored to the position they held
previously or any other equivalent position in pay and status,if available,provided they
return within one(1)year.-
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6.3.2 Placement After Temporary Promotion Ends:
The temporarily promoted employee shall return to their original position,or a comparable position,
if available.Otherwise,the employee shall be permitted to exercise their 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 7.0—Employee-Initiated Transfers
For purposes of this pelieyPolicy an employee-initiated transfer occurs when an employee in a County
department makes application to be considered for hire to a vacant position in another County
department during the in-house an&eFor outside (public) posting period for the vacant position_
(seeSee Chapter 9.)
Vacant positions are typically hired at Step 1 of the current grade of the position.Department Directors
have authority to offer a starting step up to 5%above step 1,provided there is adequate funding in
their departmental budget.If a Department Director proposes to hire at a starting step that is more than
5%above step 1,it has significant budget impacts,and is subject to County Administrator approval
prior to making an offer to the employee candidate_(See Resolution No.01-14J.While the employee
retains seniority/longevity with the County for determining vacation and sick leave benefits, they
willshall forfeit position seniority for the purpose of collective bargaining agreements and wage
classifications. (See also Section 8.0 for information regarding employer-initiated transfers and
Section 4.5 the Promotion/Reclassification/Transfer Matrix at the end of Chapter 9.1
Section 8.0—Employer-Initiated Transfer
Occasionally the County may find it necessary to transfer an employee between departments.If the
transfer requires that the employee also transfer to a new collective bargaining unit, the County
willshall pay for the employee's COBRA health insurance premiums until the employee completes
the applicable waiting periods,as well as the employee's union initiation fees.(See also Section 4.5
the Promotion/Reclassification/Transfer Matrix at the end of Chapter 9.)
Section 9.0—Demotions
A demotion is the placement of an employee in a lower paying position/classification which may or
may not be due to reasons related to performance.
Section 9.1—Non-disciplinary Demotions
A non-disciplinary demotion occurs when an employee is placed in a lower paying position due to
position reclassification, reduction in positions due to budget impacts or reorganization, or other
circumstances/reasons unrelated to an employee's performance. When an employee experiences a
non-disciplinary demotion,their salary shall be set at a place in the new salary range so that no decrease
in base pay results. If such an employees' previous position is reinstated within one (1)year, the
demoted employee will have first option for reinstatement to that position.
Section 9.2—Disciplinary Demotions
A disciplinary demotion occurs when an employee is placed in a lower paying position due to reasons
related to performance.When an employee is demoted for performance or disciplinary reasons,they
may be placed in a lower classification and their salary willshall be set at a place in the new salary
range which results in a decrease in base salary of at least five(5)percent.
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Section 10.0—Reduction in Force/Consolidation/Reorganization
Departmental Directors may request that positions in their departments be cut back in work hours or
eliminated that wittshall result in a layoffof 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 willshall be
made to place an employee in another available position within the department or in another
department by transfer. When layoffs are required, the Departmental Director wittshall use the
following parameters,in the priority listed,to come to a decision:
1. The needs of the department;
2. Employee performance-an
3. Seniority,
Employees covered by collective bargaining agreements shall utilize the layoff procedures outlined in
the current agreement.
Section 10.1—Notices
10.1.1 Initial Notice:-
Affected employees witishall be given two(2)weeks'notice of layoff,during which
time the employee shall be allowed reasonable time off with pay to pursue other
employment.-
10.1.2 Consideration for Rehire:
If a laid off employee has filed a written request for reconsideration the County shall
consider them for rehire within one(1)year of the layoff date if a suitable position
becomes available. Qualifications and abilities being equal in the judgment of the
Departmental Director,seniority witishall be given preference for recall to available
work. The employee wittshall retain his previous accrued hours for determining
vacation and sick leave benefits.For other benefits,such as health and retirement plans,
employees should consult the program's summary plan description,the HRMHRD,or
their Union representative.
Section 11.0—Reclassification
An employee is reclassified if,based on performance of duties,an employee's position has changed
in accordance with Chapter 7,Section 2.1 of this talManual.Cross training does not constitute an
automatic consideration for reclassification.The employee's classification and salary shall be adjusted
on the employee's anniversary date.If the reclassification places the position in a higher salary range,
the employee's rate vMshall be adjusted to the step that provides an increase of no less than%2(one-
half)of one(1)percent.If a Departmental Director proposes placement at a starting step that is more
than 5%above step 1, it has significant budget impacts and is subject to County Administrator
approval prior to making an offer to the employee,(See Resolution No.01-14.).If the reclassification
places the position in a lower salary range,the employee's rate of pay willshall be adjusted to the pay
in the new range that is nearest,but not lower,than the employee's former pay.
Section 11.1—Criteria
A Departmental Director may request a change in classification when the duties and responsibilities
of a position have substantially changed and such changes are adequately documented pursuant to the
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criteria listed below. The County Administrator or their delegate, shall review the reclassification
request and make a determination based on the position and its relationship to the organization without
regard to the personal characteristics and abilities of the employee holding the position.The County
Administrator shall make a determination as to the appropriate grade OF pay level for employees who
have been submitted for reclassification.
The Board of County Commissioners has outlined examples of criteria that wiltshall be evaluated in
considering reclassifications:
I. Any documented requirement of an employee to increase their level of formal education..-;
2. The requirement to substantially increase one's level of supervision over other employees-.,-
3. Any substantial change in an employee's exposure to personal liability because of actions taken
in the course of their employment;and.
4. Such other criteria as is deemed in the County's best interests by the Board of County
Commissioners.
If the employee is performing the work of a classification that does not exist, the Departmental
Director wittshall complete the Position Analysis Questionnaire to determine if a new classification
needs to be created and submit the completed questionnaire to the HRMHRD with a recommendation
that the classification be established and added to the staffing schedule.
Section 12.0—SeparabieeTermination from County Employment
SeparatieeTermination in employment occurs when:
1. An employee voluntarily ends their employment relationship with the County through
resignation or retirement..-;
2. The employee is released from their employment relationship due to performance issues,RIF,
etc..or,
3. The employee has not reported for work in 3 (three) days without notification to their
Departmental Director.
Section 12.1—Return of County Property
Regardless of the manner in which seperati mtermination of employment occurs,all County property,
including but not limited to credit cards, uniforms, equipment (including but not limited to
communication devices and computers), identification badges, and keys must be returned to the
County before the employee's last day of employment.
Section 12.2—Final Pay Check
A separated employee shall receive their final paycheck on the regular payday following the last day
of employment.If the employee uses direct deposit,the final paycheck wittshall be issued through the
direct deposit program.-
Final paychecks shall not be provided until all County property in the employee's possession is
returned to the Departmental Director.Final paychecks shall account for any advances,deductions,
gamishments,or any other miscellaneous deductions as required by law or written agreement by the
employee with the County.Consequently,the employee should be aware when making a draw that
they could end up owing money back to the County for monies received,but not earned.
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Section 12.3—Sick Leave Cash Out
If an employee retires through one of the State retirement plans provided for Cry
employeeemoloyees or if sepFeti mterrnination from employment is a direct result of the employee's
death or disability,the employee(or employee's beneficiary)may cash out their accumulated sick
leave at the rate of one(1)hour of pay at their regular rate of pay for each four(4)hours of accrued
sick leave to a maximum of 1,920 hours at the time of sep"imutermination.
The sick leave cash out provisions do not apply if the employee resigns or leaves employment with
the County and does not retire through one of the State retirement plans. Represented employees
should refer to their respective labor agreements.
Section 12.4—Resignation
A written resignation notice stating the employee's intention to leave County employment should be
submitted to the employee's Departmental Director at least 10(ten)working days prior to the effective
date.
The Departmental Director wiNshall notify the 14RMHRD of any resignation and the HRD shall insure
that the employee has an opportunity for an exit interview.
Section 12.5—Retirement
An employee who is eligible for retirement through one of the State provided programs,should submit
a notice of retirement to their Departmental Director at least 30 (thirty)days in advance of their
retirement date.In order for an employee to retire from County employment,they must meet all of the
eligibility requirements of one of the following plans:
1. Washington State Public Employees Retirement System(PERS),—r
2. Law Enforcement Officers and Fire Fighters Retirement System(LEOFF),
The Departmental Director willshall notify the Human ROSOLIFees ManageFl4uman—Resotifees
Dir+eeteFHRD of the employee's retirement and who shall insure that the employee has an opportunity
for an exit interview.
Section 13.0—Inquiries Regardine Current and/oror Prior Employees
Section 13.1
Requests for verification of employment from prospective employers shall be referred to Human Resources for
completion The County only shall verify an employee's name job title salary and employment dates,unless
authorized in writing by the employee or required by federal law,state law or court order.
Section 13.2
Requests for verification of employment for financial purposes shall be referred to the Auditor's Office/Payroll
for completion.
stte41en1 '
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Chapter 11—General Policies
Section 1.0—Attendance
To maintain a safe and productive work environment,the County expects employees to be reliable
and to be punctual in reporting for scheduled work.Absenteeism and tardiness place a burden on other
employees and on the County.Poor attendance and excessive tardiness are disruptive.Either may lead
to disciplinary action,up to and including termination of employment.
Employees shall work a complete designated workday.An employee shall not be absent from work
without making prior arrangements with their Departmental Director. In the rare instances when
employees cannot avoid being late to work or are unable to work as scheduled,they shall notify their
Departmental Director, within one (1) hour of their start time, providing the reason for and the
anticipated duration of the absence.
Any unauthorized absence, including tardiness, wit4shall be considered an absence without pay.
Departments willshall maintain records of employee attendance.
Section 1.1—Workday and Workweek
A workday is the number of hours during a 24(twenty-four)how period required of an employee to
fulfill the job requirements as defined by the job classification and duties.A workweek is a period of
seven (7) consecutive 24 (twenty-four) hour periods within which occurs a specified number of
workdays.The standard workweek consists of the period from midnight Sunday to 11:59 p.m.on the
following Saturday.
Departmental Directors willshall determine the workday and workweek for personnel providing law
enforcement or firefighting services.
Section 1.2—Hours of Operation
The County's normal hours of operation are from 8:00 am.to 5:00 p.m.each day,Monday through
Friday,except on days designated as County holidays.
Section 1.3—Normal workweek
A normal workweek for full time employees of the County shall be at least 30(thirty)horns. The
standard workday shall fall between the hours of 8:00 am.to 5:00 p.m.with one(1)hour for lunch.
Section 1.4—Alternate Work Schedules
Due to the nature of the work,some departments may have different schedules,as determined by the
Departmental Director and certified by the County Administrator.The Departmental Director,with
the concurrence of the County Administrator, may terminate an alternate work schedule when the
schedule ceases to meet the business needs of the Department aldleror the County.-
No alternate work schedule will result in more andiemr less benefit to the employee than the normal
workweek provides.Examples of alternate work schedules are:
1.4.1 Compressed workweek:-
Any schedule which allows a full-time employee to work a 40(forty)hour workweek
in less than 5(five)work days. Examples:
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1. 4/10 workweek-a work schedule which allows employees to work 40 straight
time hours per workweek in four(4)10(ten)hour days:or,:
2. 9/80 workweek-a work schedule which allows employees to work 80 straight
time hours per pay period over a 9-day period.-
1.4.2 Flex Time:-
A work scheduling system which allows employees to alter their own work hours
within parameters set by the Departmental Director and with prior approval of the
employee's supervisor.
1.4.3 Job Sharing:-
An alternative work arrangement by which the responsibilities and job duties of a single
full-time position are shared by two(2)part-time employees.
1.4.4 Written Agreement:-
The terms and conditions of individual alternative work schedules shall be set forth in
a written agreement signed by each participating employee and authorized prior to
implementation by the Departmental Director and County Administrator.
Section 1.5—Work Breaks
C4un y—eEmployees are entitled to a 15 (fifteen) minute break during each four (4) hour shift.
Employees working less than the standard workday are entitled to a 30(thirty)minute lunch break for
every five (5) hours of work. Breaks for all personnel should be taken in areas so designated by
Departmental Directors and,4o r departmental directive. Consistent with Departmental operation
needs,managers are encouraged to allow employees to flex schedules to fit physical activities into
their work day during regular employee break times. Employees are encouraged to incorporate
physical activity into their work day.-
Physical Activity in the work place is encouraged providing it does not have a negative impact upon
public service and does not impede r Co etythe County from accomplishing its mission in an
efficient and cost effective manner.
Section 2.0—Time Reporting
Maintaining accurate time records is essential in computing employee pay,ensuring compliance with
laws and regulations, and providing accurate cost information for the County. Each employee is
responsible for completing their own time sheet if required.The Departmental Director is responsible
for ensuring that the payroll worksheets are maintained.Falsification of any claim for pay shall be
grounds for disciplinary action, including disehafgetermination. Falsification may also be a crime
against the County and may result in criminal prosecution.
Section 2.1—FLSA Exempt
County-empleyees-Employees who are considered exempt from overtime under the Fair Labor and
Standards Act are expected to maintain an attendance pattern that ensures completion of assigned
tasks.FLSA exempt-Exempt ert44eyees-Employees will not record absences from work of less than
four(4)hours.
Section 3.0—Immigration Law Compliance
The Immigration Recovery and Control Act(IRCA)makes it unlawful to knowingly hire,recruit,refer
for a fee,or continue to employ any person not authorized to work in the United States.IRCATheaet
also prohibits an employer's use of contract or day labor or subcontracting arrangements designed to
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circumvent the law;therefore,knowingly obtaining the services of an unauthorized alien.Similarly,
an employer can be charged with "knowledge" on the basis of indirect enWeror circumstantial
evidence.
Section 3.1—Employment Eligibility
The employment eligibility of all County ernpleyeeemployes shall be verified within three (3)
working days after hire or,in cases of an employee hired for three(3)or less days,verification shall
be completed before work on the first working day.On#liner ke meir first day of employment,each
employee must complete Section 1 of the Employment Eligibility Verification (Form I-9). An
otherwise eligible employee unable to locate documents may be given up to 90(ninety)additional
days to provide such documents if the employee presents a receipt for application for obtaining the
document within three(3)business days of the first date of empleymentdate of hire.
The I-9 Form must be completely filled out. Attaching photocopies of the documents cannot be
substituted for completing the form; however, it is recommended that photocopies be retained in
addition to the completed form. If an employee refuses to sign an 1-9 Form, they will not be
employed.
When an employee's work authorization expires,that person must be re-verified or employment shall
be terminated.
In order to avoid discrimination issues,I-9 doeuments-Forms willshall be retained in separate files in
the Auditor's office and not as a part of an employee's personnel file.
Section 4.0—Safety
The County willshall use reasonable efforts to provide a safe working environment that protects
employees and the public from injury. Departmental Directors are responsible for the development
and maintenance of departmental safety programs. Such programs shall include basic information
regarding published safety regulations and controls,equipment maintenance programs and training
programs.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 their assigned duties, the employee shall
immediately notify the Departmental Director and the Risk Manager 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,Departmental Director,Risk Manager and Fleet Services Division must be promptly notified
and an accident report form shall be completed.Refer to the County's Loss Control and Safety Manual
for complete safety and health policies and procedures.
The County maintains specific policies regarding blood borne pathogens and hazardous chemicals.
Employees working in departments handling blood or hazardous chemicals willshall receive training
specific to their work areas.Refer to Resolution No.85-93(amended by Resolution No. 129-97 and
Resolution No.67-99)County's Loss Control and Countywide Safety Manual_
Section 5.0—Health and Safety Workplace Reauiremen
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Section 5.1—Sick Employees Must Stay Home
To help prevent the spread illness,employees must follow the following workplace requirements
to keen all co-workers safe.This includes tempgMa/seasenel employees.
1. If you are sick,please contact your supervisor immediately and stay at home.
2. Medical certification from your a health care provider may be required.
3. If you need to stay home to care for a sick family member,please do so.lfing-this time,
membeFs than is noFmal.
4. Employees may use individual leave accruals in accordance with this Manual(e.g.,sick
leave,vacation, floating holidays,and Comp Time)and may be eligible ate Paid
formal.
Section 5.2—Responses to a State of Emergency
In response to a peadefnie and State of eEmergency deelamd by State of Washiff,4m
Jeffersonthe County %41,1,—�shall protect the health and safety of its employees. The County
wil}shall comply with health and safety workplace requirements in accordance with Washington State
Department of Labor&Industries and the Washington Industrial Safety and Health Act RC-WChapter
49.17 RC W.The County Department of Health and the HRD shall recommend to the Board of County
Commissioners specific recommendations to address any State of Emergency that may be adopted by
resolution and be included in this Manual during the State of Emergency.
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Section 5.3—Frequent and Adeauate Hand Washine
To help prevent the spread of disease,employees must follow these workplace requirements:
1. Wash hands frequently and regularly with soap and water for at least 20 seconds as needed
and including,:when arriving at work,coming and going from different worksites,taking
breaks, using the restroom, before and after eating,drinking or using tobacco products,
after sneezingor r coughing, and after touching surfaces or handling objects touched by
others or suspected of being contaminated.
2. Use hand sanitizer(between handwashing) after touching surfaces or handling obiects
touched by others or suspected of being contaminated.
3. Do not touch mouth,nose or eves with unwashed hands.
Section-,0.0—Alcohol and Drug Free Workplace Policy
detferson GountyThe County recognizes that the maintenance of an alcohol and drug free workplace
is essential to the safety and welfare of its employees and,therefore,supports the requirements of the
State of Washington and the United States Drug Free Workplace Act of 1988. Each employee is
responsible for complying with the County's alcohol and drug free workplace policy as a condition of
employment.A full description of ds-this Policy and its applicable procedures can be found in
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the rest Fsen !`ount., A leehol and rlfug r-Fee WeFlEplaae DeNe„ and Preeedures Manual th...
Appendix E of this telManual.
The following is a brief summary of some of the provisions of the County's Alcohol and Drug Free
Workplace Policy.
1. or an altercation, accident, near-miss accident, or other incident, the
Departmental Director may direct an employee to a designated medical facility for a chemical
dependency evaluation as part of the investigation of the incident.
2. Any possession,distribution,dispensing,use or manufacture of illegal drugs,or any illegal or
unauthorized possession, distribution, dispensing or use of alcoholic beverages or legal
prescription drugs shall be grounds for immediate termination.
3. Any employee reporting to work under the influence of drugs,alcohol or in an otherwise unfit
condition to work may be subject to suspension without pay,referral for testing,termination
or other action as deemed appropriate by the employee's Departmental Director.
4. rnIf an employee is convicted for an alcohol or drug-related offense or the status of
their Drivers'License becomes other than valid,the employee is responsible for reporting the
conviction,revocation,or status change to the 14RA4HRD within 3(three)working days.
5. If an employee voluntarily seeks help regarding a drug or alcohol problem, they shall be
referred to the 14RMHRD on a confidential basis.The 14Rh4HRD shall refer the employee to
an appropriate counseling or medical facility for assistance.
Section 67.0—Anti-Harassment Policy
As a condition of employment,each employee is responsible for complying with this Section 6.0 and
the re ff rsen /`ouat, Anti WiWaSsment Policy and PFeee.r...e.. Manual that is Appendix F of this
mmn"Manual,as well as related state and federal law.
All employees must review and understand this section and all provisions in the rear FSoFk /'e...,...
Appendix F of this manualManual.For further
clarification,questions,or concerns,an employee should contact their Departmental Director or the
14RMHRD.
Appropriate disciplinary action willshall be taken against any employee who violates the
County Anti this Policy. Based upon the seriousness of the offense, disciplinary action
may include verbal or written reprimand.suspension,or termination of employment.
Section 67.1 —Required Work Environment Where All Individuals Are Treated with
Respect and Di¢nity
re��GountTThe County is committed to a work environment in which all individuals are treated
with respect and dignity.jeffeFsen Geti tyThe County is committed to a professional atmosphere that
promotes equal employment opportunities,without discriminatory practices,or unlawful harassment.
In keeping with this commitment,jeffeFse&40 nt-y he CountN does not tolerate any form of unlawful
harassment,unlawful discrimination or inappropriate conduct defined in fhe-!his Police against
Eetint),employeeemplo ees,County customers or the public by anyone,including Elected Officials,
Departmental Directors,other employees,vendors,clients,or customers.All employees are expected
to avoid any behavior or conduct that could reasonably be interpreted as unlawful harassment,
unlawful discrimination or inappropriate behavior of employees, the public, or persons who do
business with the County.
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Section 67.2—Reporting
The County encourages reporting of all reasonably perceived incidents of discrimination,harassment
or inappropriate conduct.It is the policy of the County to investigate such reports.Retaliation against
any individual who reports discrimination or harassment or participates in an investigation of such
reports is prohibited.
Section 67.3—Individuals and Conduct Covered
These pelieieseprylyihis Policy applies to all applicants,publie effieiels County officers,employees,
quasi-empleyee ;_volunteers�tems,vendors,consultants,andAwor eestometsvisitors.
Conduct prohibited by these-pelieiesthis Policy is unacceptable whether or not the conduct occurs on
County property,whether or not incidents occur during working hours and whether or not the incidents
occur in person,by social media or other communication means.In addition,individuals covered by
these Aieiesthis Policy also are subject to these pelieiesthis Policy if they engage in prohibited
conduct with any member of the public in the workplace or in any workplace setting,such as during
business trips,business meetings and business-related or County sponsored social events.
Section 78.0—Violence in the Workplace
All employees are responsible for complying with the County's violence in the workplace policy as a
condition of employment.All employees must review and understand this section and all provisions
in the jefleirson County Violenee in the AlotlEplaoe Poliey and PFeeedufes Manual that is Appendix G
of this t> alManual.For further clarification,questions,or concerns,employees should contact their
Departmental Director or the 14RA4HRD.
Section 78.1—Reporting Potentially Violent Situations
Any potentially dangerous situation must be reported immediately to a Departmental Director or the
14R14liRD.All repotted incidents w411-shall be investigated.-
Section 78.2—Individuals and Conduct Covered
These policies apply to all applicants,publie ef4"+eielsElected Officials,employees,volunteers quasi-
employees vendors,consultants,an&oror customers,whether related to conduct engaged in by fellow
employees or someone not directly connected to the County.
Section 78.3—Enforcement
In an effort to ensure the safety of rove rsen County employees,it is a County objective to create and
maintain a safe workplace. All illegal activities on County property ettdleFor against Cry
employeeemployees may be prosecuted to the full extent of the law. Non-employees engaged in
violent acts on County property %44shall be repotted to the proper authorities and may be fully
prosecuted.
Section 99.0—Employee Identification Badges
The County is concerned with the overall safety and security of its facilities and employees and has
an interest in providing security for its employees,visitors and property.An ID badge system creates
a system for identifying who is authorized to be in the various areas within County facilities.To assist
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in accomplishing these goals,employees,volunteers,temporary workers and sometimes visitors or
contractors,shall be issued official County identification badges.
Section 89.1—Use of ID Badges
Employees are required to wear their County ID badges when on County property during normal
working hours,and when attending training sponsored by the County."Normal Working hours"does
not include approved breaks away from County &ei1R4espropertv. Employees conducting County
business away from County property must have their badge with them.The County ID badge can be
used as identification when traveling on County business to secure the "government rate" which
represents a savings to the County.-
Section 89.2—Exceptions to Wearing ID Badges for Safety Risks
An Egxceptions swllshalI be made to this requirement when wearing the ID badge would cause a safety
risk.In such circumstances,employees are still required to have their ID badge on their person for
display, if necessary. Departmental Directors must pre-approve safety risk all exceptions to this
pokeyPolicv.
Section 89.3—Replacement of ID Badges
If an employee needs a new badge due to loss,wear,name or other personal information change,job
title,department change,or a significant change in appearance(e.g. change in hair color or drastic
change in hair style)they should contact the Commissioner's Office.
Section 10.0—Firearms and Other Weanons
Section 10.1—Weapons in the Courthouse—Prohibitions and Exceptions
Pursuant to RCW 9.41.300 and 1CC 8.100.020,Weapons are prohibited within the interior of the entire
courthouse building with the following exceptions:
(1)Sheriffs deputies whether on or off duty may carry their issued service weapon
(2)Other law enforcement officers whether on or off duty may carry their issued service weapon
(3)On-duty armed forces personnel entering the courthouse pursuant to their official duties may carry
their issued service weapon.
--Weapon"means any firearm,explosive as defined in RCW 70.74.010 or any weapon of the kind
usually known as slingshot,sand club or metal knuckles or any knife dagger,dirk,or other similar
weapon that is capable of causing death or bodily injury and is commonly used with the intent to cause
death or bodily injury." Except as noted in RCW 9 41 300 any person including employees who has
a weapon(including a licensed concealed weapon)must.before entering the Courthouse,secure their
weapon in the lock box located near the East side entrance to the Courthouse.
Offs.e...and Othe..State and m e1 pal aMY y pleees s defined iFi RGW n A 1 060aFe exempt 4 th
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tt_ T_ Count), Resolution sot, 14 nnweepens
thrnahn.Jt the 10-4_ CUOURty`o house Emee...as fieted 41 RCIA1 0.4 1 1nn
Section 910.4-2—Employees with a Concealed Weapons License
Pursuant to RCW 9.41.050 any employee with a concealed weapon must have their concealed weapon
license in their immediate possession at all times and shall display the same upon demand to any law
enforcement officer or to any other person when and if required by law to do so.Any violation is cause
for a Class 1 civil infraction under ehapteFChapter 7.80 RCW and shall be punished accordingly
pursuant to ehepteFChapter 7.80 RCW and the Infraction Rules for Courts of Limited Jurisdiction.
Section 4011.0—Whistleblower Protection
Each employee is responsible for complying with the County's whistleblower protection policy as a
condition of employment.Any employee having information regarding the wrongdoing of an Elected
Official, an employee,or effieial a volunteer shall not be discriminated against for`Blowing the
Whistle"on such wrongdoing provided the procedures explained in
Appendix H of this Manual are followed.
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
willshall follow reporting procedures according to the collective bargaining agreement with the
County,or,in the absence of Whistle Blower Preteetierrprotection procedures within the agreement,
the procedures outlined in the ..,..,,.sen Count), .. I^ a u..,.to Poo and Preeedury
MattePliat4s-Appendix H of this nanualManual.
The identity of a reporting employee shall be confidential except as required to properly evaluate,
investigate or otherwise process the reported inappropriate action.
Section 112.0—Personal Data Changes
Employees aFe Fequii ed teshall report any changes in name, address, or phone number to their
Departmental Director.It is important that the County have accurate information,particularly should
the employee or family members need to be contacted in case of emergency.Additionally,changes in
marital status,withholding allowances and any other pertinent data should be reported to the payroll
department as soon as possible in order to avoid payroll errors.
Section 123.0—Job Descriptions
All positions within the Compensation-Job Classification System have job descriptions that have been
approved by the HRD.(Refer to Chapter 7 for
further information on the Job Classification System.)All employees within the Job Classification
System are entitled to a copy of the job description for their position.Job descriptions are available
from the office of the Board of County Commissioners.
Section 134.0—Nepotism Policy
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In keeping with the County's Code of Ethics,the County has established a nepotism policy. in this
men,. e„
Relatives willshall not be hired if such employment would immediately result in one relative
supervising or auditing another.If one employee becomes related-a relative to another employee as
defined above, and a supervisory or audit relationship exists,one of the affected employees must
transfer or terminate employment.
Section 1460—Outside Employment
Employees engaged in outside or"other"employment, authorized in writing by the County,must
agree and comply with the following restrictions.The outside or other employment shall not:
1. Will not be—conducted during the employee's hours of employment with the County;
2. Will net dDistract from the efficiency of the employee while performing County duties;
3. Win-pPresent tw-gny conflict of interest with County business;
4. NVW-net4Take preference over extra duty required by County employment,orr
5. WW-eCreate no-pliability for the County.
-The County may require evideeeee a written contract between the employee and the outside or other
employer before approving the outside or other employm ntnailies showing Fespeetive liability-4
eaeh-party.
In order to maintain public confidence in the performance of individual offices and departments,
Departmental Directors may develop,in addition to the limitations these listed above,min ther
e�limitations on :eae for he !e..and ndpr whatekeumstmees employeesoutside
employment.
Any employee engaged in outside or other employment that 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 Departmental Director. If, after accepting outside or other employment,
situations arise which could interfere with the employee's job as provided in Subparagraph 1 above,
the employee shall immediately report that situation to their Departmental Director.
If an employee is unsure of the criteria or effect of outside or other employment,the employee should
contact the Departmental Director to obtain clarification.
Section 156.0—Volunteer Activities of Employees
The County recognizes that its employees may engage in volunteer activities for the County(on behalf
of,on work time,or as a representative of the County).To assure that employees are paid for work
when it is required,these guidelines are provided to help determine what is volunteer activity and what
is work.
Section 156.1—Volunteer Activity
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For hourly employees, volunteer activity is any work performed at the employee's own initiative,
outside of normal working hours,that is not consistent with the employee's normal job duties with the
County.
Section 136.2-When Employees must be paid for Volunteer Activities
An employee is normally entitled to compensation under the following circumstances:
1. The werlFvolunteer activity is performed for the County,a department of the County,or an
event sponsored by the County;
2. The volunteer activitvwer6 involves performance of the same type of duties that the employee
normally performs in their regular position with the County;or,
3. The volunteer activitvwerk benefits another public agency and has been approved by the
employee's Departmental Director.
The County reserves the right to determine the work performed and the compensation for such
werkvolunteer activity.
Section 136.3-Authorization to Do Volunteer WoFk-Activity for the County
Employees should obtain authorization from their immediate supervisor prior to performing volunteer
work--activi for the County. If an employee believes that he or she should be paid for the
werkvolunteer activity,a request for compensation should be sent to the Departmental Director.
Section 167.0 - Use of Offiee and Teleeommunications Equipment and Sen,iees ounty
Equipment and Vehicles
Seetion 167.1 Use of Count),Owned Telephones (Ineludin. Cellul
Employees should pfaetiee diseFetion when making peFsenal ealls from Ceun�y 0%%ed telephenes.
PeFsenal use of the telephone for long distanee and tell ealls is allowed On the effire-e-f-an"emergeney."
Employees should ehaTe emeFgeney long distmee ealls to theiF p al eelling ee-a OF e..edi•a -a
if a peFsenal long distanee eall is made and billed to a County teiephOne,the effipleyee Will Stfilffli!
payment for the eall when the bill is issued.The Count),faa),deduet the eest of",unpaid peFsenal
ealls from an employee'spayeheel.
Employees wofidng out in the field,away &OM 1heiF assigned
,
personal should fmake every e&Ft to
make emergeney eells f.em a ..le-telephone
non business OF personal telephone ealls fi:em it;sh-All Feviow the AiAlUlalF telephoft bill eaeh FROFIth,
Section 167.2-1-Business Use of County-owned Cellular Telephones
Employees are discouraged from using cellular phones while driving alone in a County owned vehicle,
but if they must,these guidelines should be followed:
1. If you receive a call while driving,let voice-mail answer it an"ror find a safe area to stop and
call back;
2. Never dial while the vehicle is moving;-
3. Never use the cell phone in heavy traffic or bad weather;
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4. Use speed dialing as much as possible;
5. Use a hands-free phone if possible;
6. Never look up phone numbers while driving;
7. Never have stressful conversations while driving, d
8. Keep your eyes on the road while on the phone.-
Section 167.3—Memory Devices,Files and Software
Due to the susceptible nature of networked personal computers to malware and viruses,all employees
shall comply with the following procedures:
I Any portable storage device or media brought into the work place,whether from the outside
or from other parties eP rsons,must be scanned for malware and viruses prior to use on any
personal computer owned by the County.
2. Any files downloaded from the Internet should be downloaded to a portable storage device or
media and scanned for viruses before the file is accessed on a County computer. If it is not
feasible to download directly to a portable storage device or media,then the hard drive on
which the file was placed should be scanned immediately following the download.
Section 167.4—Computers,Internettlutranet Access,E-Mail,and Voice Mail
Refer to Jefferson County Network,Internet,Intranet,E-mail,and Voice Mail Use Policy,Resolution
No. 17-98.
Section 167.5—Misee"aneeus Personal Use of County Office Equipment
Use of the fax machine, copier or other office equipment may be authorized by the Departmental
Director provided the employee is charged the same fee as the public would be charged when
requesting the same service.
Section 167.6—Use of County Owned Vehicles
Employees who use County owned vehicles,as part of their job duties must maintain the following
throughout their employment or be subject to possible disciplinary action.
1. A valid Washington State Driver's License;-
2. Proof of valid insurance coverage;
3. Acceptable Driving Record;and.
4. Certification of completion of the County's Defensive Driver's Training Course or a
comparable course approved by the County_
The County reserves the right to restrict an employee's use of a County vehicle based on their driving
record.
Section 167.7—Personal Equipment
Certain job assignments require that employees furnish personal equipment.If an employee is required
to famish any items,their Departmental Director wi44shall provide a list of the necessary items.The
County is not responsible for lost or stolen personal prepe#y-eeguioment(employees must be careful
to secure such equipment)or money,or valuables employees bring to the workplace.
Section 178.0—Emergency Closures and Inclement Weather
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it is the poliey of the Geunliy-�
All County offices and activities shall be open and in operation
during established working hours, unless there is a County-ordered curtailment of operations, as
discussed below. 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 or inclement weather conditions prevail which woo --prevents Eetiity
empleyeeemplovees from reporting to work, it v4gshall be the responsibility of the employee to
contact their Departmental Director to indicate an anticipated absence from work or late arrival to
work and the reason for such absence or tardiness.
Section 1-78.1—Time Loss If Employee Is Unable to Report to Work
Any employee unable to report to work wihhshall be given the option of having pay deducted for the
time lost or for applying accrued PTO,accrued vacation,eFedits or eempensateFy tiweCgnV Time,i€
sueh has been aeemed, to offset any loss of pay, subject to the approval of the employee's
Departmental Director.
Section 178.2—County Ordered Curtailment of Operations
Should conditions prevail that require the Board of County Commissioners to announce curtailment
of County operations for the safety and welfare of County—empleyeeemployees, no pay shall be
deducted for time lost during the first two (2) days of such curtailment of operations, nor shall
employees be required to use PTO,vacation,or Comp Time for the first two(2)
day period, unless the employee had already scheduled the time as PTO, vacation or Como
Time .This provision does not apply to essential service personnel.
In announcing the curtailment of County operations,the Board of County Commissioners shall;�y
resolution, prescribe specifically which County operations andferor facilities are affected. Any
operation and/oFor facility not specifically mentioned in the resolution announcement will not be
affected by the closure.
Section 189.0—Department Rules
Departmental Directors may establish rules and procedures that regulate the work activities and the
conduct of employees within their specific departments.Departmental rules and procedures wihlshall
not conflict with the policies contained in this rnemtalManual,mLcollective bargaining agreements,
or state-a. federal,state or local hews-or-statues,regulations or ordinances,and willshall be binding
only upon the employees of that department,and only to the extent of those regulations.
Section-1,920.0—Suggestions
All employees are encouraged to make suggestions that will improve the efficiency of County
operations or employee job satisfaction without fear of reprisal.Ideas for edwr-44Wdepartments of the
County are also helpful.Suggestions may be written or verbally given to the employee's Departmental
Director at any time.The Departmental Director wihhshall then discuss the idea with the appropriate
person or group.
Section 201.0—Personal Appearance and Dress
Employees shall wear appropriate attire for their positions and departments.Departmental Directors
may issue rules regarding appropriate attire.Appropriate attire shall mean clothing and accessories
(i.e.,jewelry)that are suitable for the requirements of the job being performed,with attention given to
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the type of equipment the employee will be operating. Employees shall present a clean and neat
appearance,and should not be considered offensive or provocative to members of the public.
Section 201.1—Uniforms
Should uniforms be required for non-represented employees,the employee willshall be treated the
same regarding the purchase and cleaning of the uniforms as bargaining unit employees of the
appropriate union.
Section 212.0—Health and Fitness
Employees are expected to maintain the physical and mental health necessary to effectively perform
the essential duties of their positions.If an employee's health status appears to affect the performance
of their job duties, the Departmental Directors may require the employee to undergo a physical
examination.The examination willshall be confined and directly related to the employee's ability to
perform the duties of the job adequately and safely. The County willshall pay the costs of such
examination w44eh-that exceeds any payment made by the employee's health insurance,and willshall
pay the employee's regular salary during the time necessary to complete the examination.
If the physical examination results indicate that the employee is not capable of continuing to perform
the job duties,the County willshall attempt to restructure the job to accommodate the employee's
condition in accordance with the requirements of the Americans with Disabilities Act.If restructuring
proves unreasonable,the County willshall attempt to place the employee in another position they are
capable of performing and for which they are qualified by education anWeror experience.Failing a
reasonable effort to accommodate the employee,they willshall be placed in layoff status due to lack
of work suited to the employee pursuant to Chapter 10,Section 10.0 of this manualManual.
Section 242.1—Physical Activity Encouraged_
r .The County recognizes the role of physical activity in the maintenance of good health
and wellbeing.3ef1'ersen CountyThe County encourages a workplace culture where regular physical
activity is valued.
Physical activity includes any bodily movement that expends energy, including,but not limited to
activities such as walking,taking stairs,using public transit and active transportation.The benefits of
physical activity include increased energy levels,weight management,stress relief,productivity and
social connectedness.
' .t7The County encourages a physically active working environment through a variety
of means, which may include: promoting local physical activity opportunities, encouraging
commuting via public transit and active transportation, encouraging the use of stairs, posting
announcements of employee health insurance incentive events and gym membership flyers,and other
means.
Consistent with Departmental operation needs,managers are encouraged to allow employees to flex
schedules to fit physical activities into their work day during regular employee break times.Employees
are encouraged to incorporate physical activity into work day,identify walking paths and promote
them with signs and route maps,consider participation in walking meetings, initiateinitiate/develop
social support among colleagues for walking two or three times per week at set times for 30 minutes
each,spend less time sitting,change positions,stand for some tasks,and walk more.
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Physical activity in the work place is encouraged providing-provided it does not have a negative impact
upon public service and does not impede jeffei-s ertythe County from accomplishing its mission
in an efficient and cost effective manner.
This p&key-Policy shall not be construed as creating a term,condition,or privilege of employment,
and 3effefsen Gouab a Counri retains sole discretion to modify or revoke this policy in whole or in
part at any time. 'fry.=�,tyThe County is not responsible for damage to personally owned
clothing or equipment.
Section 223.0-Breastfeeding_
223.1-Breastfeeding support in the workplace-
In 2010,the Fair Labor Standards Act was amended to include protection for breastfeeding employees.
It states that up until the child's first birthday,employers shall provide breastfeeding employees with
"reasonable break time"and"a place,other than a bathroom,that is shielded from view and free from
intrusion from coworkers and the public,which may be used by an employee to express breast milk."
A bathroom,even if private, is not a permissible location for the employer to provide for pumping
breast milk. The location provided must be functional as a space for expressing breast milk. If the
space is not dedicated to the nursing employee's use, it must be available when needed by the
employee in order to meet the statutory requirement.A space temporarily created or converted into a
space for expressing breast milk or made available when needed by the nursing employee is sufficient
provided that the space is shielded from view and free from any intrusion from co-workers and the
publica private,nen bathroofn plaee free ffom inwasion to express br-eastmilk during the wer4day,tip
until the child's first bL-thday. ' CountTThe County is committed to being a breastfeeding-
friendly workplace by creating an environment that makes it comfortable and easy for mothers to
continue breastfeeding when they return to work after delivering their baby.
223.2-Schedule Flexibility_
With their managers'approval,female employees,who are breastfeeding their infants age 0 through
12 months,may be granted the ability to return to work with a schedule that meets the needs of the
employer and allows flexibility to continue breastfeeding.Staff can use scheduled breaks and lunch to
pump and breastfeed.Any additional time other than scheduled break time may be approved by the
supervisor.
223.3-Private Space_
' rtyThe Counri willshall provide a room for nursing mothers to breastfeed their infant
or express milk.This space is shielded from view and free from intrusion,provides a place to sit and
a flat surface,other than the floor,to place breast pump and a sink with running water close by for
hand washing and rinsing out breast pump parts.The room shall have a door that can be locked.If a
breakroom refrigerator/freezer is available,employees may to store breastmilk in a
breakroom refrigerator/freezer in clearly marked containers. Alternate arrangements for suitable
private space w444shall be made for employees that are assigned to work in the field or away from
County facilities.
22.4-Lactation Support3
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If interested, employees may schedule an appointment, during their personal time, with a
knowledgeable and experienced member of the County Public Health Department maternal-
child health team. This person who has specialized skills in breastfeeding management and care,
willshall work upon employee request to arrange a consult.This consult by phone or set appointment
time is to address questions or concerns regarding meeting employee breastfeeding goals.
This policy-Policy shall not be construed as creating a term,condition,or privilege of employment,
and jeffeFsen County retains sole discretion to modify or revoke this policy in whole or in
part at any time.
According to RCW 49.60.030CIW and RCW 49.60.215 Breastfeeding mothers are protected under
state anti-discrimination law,and can breastfeed their children in public places such as restaurants,
pools, theaters, government buildings, museums, libraries, busses, or parks. No one, including
business owners or employees can tell a mother to leave,go to the restroom,or cover the child.
Section 234.0-Smoking
jeffeFsen County endorses a smoke free, tobacco-free workplace, which supports our
jefleFson County Heal health Driority of preventing and mitigating the impact of chronic disease.
Employers have the responsibility to provide a safe and healthful work environment for their
employees and to comply with Chapter 70.160 RC Wthe tSmoking in Public Places(formerly Washing
Ch-gin Indoor A:..A t)ru,.. f -�n i�n n Dui :d the Jefferson County Board of Health Ordinance 04-
0216-06;JSmoking in Public Places). It is the policy of Jeffer:sen Eerra6ythe County to discourage
tobacco use.
234.1-Definitions
Tobacco: Tobacco includes all tobacco products, i e including chewing tobacco, cigarettes, cigars,
hookahs,pipes,snuff,etc.
Battery-powered vaporizer: Battery powered vaporizers include e-cigarettes and vapor pens
(`+apes"and"mods")that heat liquid nicotine(aka e-liquid,a-juice,or smoke juice)to a temperature
that causes the liquid to vaporize;the vapor is then inhaled in the same fashion as tobacco smoke.
Smoking of any substance whether it be by heat inducement or battery powered vaporization
(including electronic or e-cigarettes) willis prohibited net-be-a4owed-inside jeffersen Getintyall
workplaces,its-inside any vehicles or at its_a"service sites.Smoking is prohibited within 25 feet of
e eFsen Goon"ite entrances or windows that open.This peliey- olicv does not preclude the use of
tobacco or battery-powered vaporizers during rest or lunch periods in accordance with Chapter
296-126 WAC.
1. All rest Fen Count buildings, outside areas within 25 feet of Jefferson County building
entrances and windows that open, service sites, and Jefferson County owned vehicles are
designated tobacco-free and battery powered vaporizer free areas.
2. Vehicles includes Jefferson County--owned, leased or rented cars, truck pickups or other
eattiomentfvehicles which contain an enclosed operating area.e
23. All meetings sponsored by ithe County are smoke-free, tobacco-free and
battery-powered vaporizer free.
3r4. Jefrersen CountyThe County may provide employees who wish to stop tobacco use,various
incentives and support as approved by 3e€ferseft-G tythe County.Such support may include:
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participation in health insurance tobacco cessation programs, free use of jeffersen County
space for participation in tobacco cessation classes or support groups,and self-help materials.
Section 245.0—Bulletin Boards
There are bulletin boards located in each County facility which are to be used as follows.
Section 245.1—Legal Notice Bulletin Board
The bulletin board to the right of the main entrance doors(as you enter the building)to the Courthouse
is for legal notices (i.e. hearing notices, land use documents that must be posted, and notices of
Sheriffs sales.)Check with the CAME of the Boa HRD before posting anything on this bulletin board.
Section 245.2—Official County Bulletin Board
Each County facility shall have an official bulletin board to keep employees informed of various items
of interest such as information pertaining to personnel policies and procedures,department work rules,
announcements required by law,and official postings such as safety information and other notices.
Each County department shall notify employees of the location of the facility bulletin board.
Section 256.0—Employee Parking
Except for reserved spaces,parking is on a first come,first served basis around County buildings.
When parking,employees should not occupy more than one parking space per vehicle.Employees are
expected 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 Jefferson Street that tuns in front of the Courthouse or in
the parking lot on the east side(Cass Street)of the Courthouse to allow ample parking for visitors.
Adopted:3 -00ctober XX 202414 Chapter 11
Page 96 of 157
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APPENDIX`A'-Equal Employment Opportunity<and Affirmative Action Policyi md-
P-reeedu r-es
Section 1.0-Affirmative Action Statement
It is the policy of jeffeFson ythe 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 pelieyPolicy. the
County maintains an environment ensuring recognition of each employee's efforts,achievements and
cooperation.
Treatment of any employee who wants to advance in the organization willshall be fair,impartial,and
without prejudice,as openings occur and the employee's abilities warrant.
This pelie)-Policy is established to promote and afford equal treatment to all employees and applicants
for employment regardless of race, creed, religion, color, national origin, sex, age, marital status,
sexual orientation,political affiliation,or the presence of any sensory,mental,or physical disability
or the use of a trained dog guide or service animal by a disabled person.Acts of discrimination are
wasteful in terms of lost skills and talents. This pelisy-Policy shall apply to every aspect of
employment practices,employee treatment and public contact.
Section 2.0-Definitions
The following definitions wi1}shall be used for the purposes of these-this pelieies-and
preeed+nsPolicy.
Board of County Commissioners: The board comprised of the elected county commissioners of the
County.
Clerk of the Board:A position that is appointed by and serves as the clerk t
the etftee e€the Board of County Commissioners.
Complainant:An person that brings a complaint under this Policy.
County:Jefferson County.State of Washington.
County Administrator:A position appointed by the Board of County Commissioners to handle County
administration.
County Equal Opportunity Board(CEOB): The CEOB is composed of three County management
personnel appointed by the County Administrator to assist in the resolution of grievances that are filed
by employees under the Equal Employment Opportunity and Affirmative Action pmeeduresPolicy.
County Risk Manager:A position appointed or designated by the Board of County Commissioners or
by the Board's designee.
Adopted:3anmfy-0October XX,20244 Appendix A—Equal Employment Opportunity-and/
Affirmative Action Pei PFeeeduresPolicy
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Departmental Director: An Elected Official,manager or supervisor directly in charge of a specific
department(e.g.,the County Treasurer is the Departmental Director of the Treasurer's Office;the
Public Works Director is the Departmental Director of the Public Works Department.)
Elected Official.A person elected to an office listed in RCW36.16.030.
Emplovee: Any person employed or appointed by the County who is compensated by payment of
wages where federal,state,or local taxes are withheld.Independent contractors are not employees.
Equal Opportunity Advisor: A position appointed or designated by the Board of County
Commissioners or by the Bowd' it designee assigned the specific task of assisting all departments
in implementing the Equal Employment Opportunity Fregfamand Affirmative Action Policy.
Human Resources Alon rger-Director(hWUHRD:A position appointed or designated by the Board
of County Commissioners or 1)),the-Bear�stheir designee to handle personnel, staffing and other
related matters.
Policy: This Equal Employment Opportunity and Affirmative Action Policy.
Section 3.0-Equal Employment Opportunity Statement
' ,tyThe County is an Equal Employment Opportunity employer. It is against the
County's policy for an employee to discriminate against an applicant for employment or another
employee on the basis of race, creed, religion, color, national origin, sex, marital status, sexual
orientation age,political affiliation,or the presence of any sensory,mental,or physical disability or
the use of a trained dog guide or service animal by a disabled person.Furthermore,no employee of
the County is to discriminate against any applicant or fellow employee with the status of disabled
veteran or veteran of the Vietnam era. The County ivillshall make reasonable accommodations,
including modification of County policies and procedures in appropriate cases for qualified individuals
with disabilities if it can do so without undue hardship.
This policy-Policy applies to all employment practices as they pertain to any position for which an
applicant or an employee is qualified.
All personnel actions including transfers,promotions,compensation,benefits,education,training,and
all other terms and conditions of employment wiNshall be administered in accordance with the
objectives of this pelisythis Policy of non-discrimination.
A copy of this Policy shall be
provided to all offices and employees of the County,and an additional copy shall be readily available
to members of the general public.
Section 4.0-Assignment of Responsibility
The eB'iee-e�Board of County Commissioners shall bear the general responsibility of carrying out
this equal empleyment OPPOMARity PFOgMMPolicy and shall strive to meet the goals outlined in this
deetttnentPolicy.
Adopted:3anuo"4Dctober XX,20214 Appendix A—Equal Employment Opportunity and{
Affirmative Action P0liGY&PF980dUF8SP0licv
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The Human Resources Director(HRMHRD)is designated as the Equal
Opportunity Advisor by the Board of County Commissioners and wwshall be assigned the specific
task of assisting all departments in implementing dw pwtunity 11rogmmthhis
Policy.
In addition,a County Equal Opportunity Board(CEOB)which shall be composed of three(3)County
management personnel shall be appointed by the County Administrator, as needed. The CEOB
willshall assist in the resolution of grievances that may be filed by employees who believe they may
have been treated unfairly in employment because of race,creed,religion,color,national origin,age,
sex,marital status,political affiliation,or the presence of any sensory,mental,or physical disability
or the use of a trained dog guide or service animal by a disabled person,or any protected class.-
wally aAll Departmental Directors shall be responsible for creating an employment environment
that provides equal opportunities to all applicants and employees in their respective division,
department or work area.
Section 5.0—Employment Process
Section 5.1—Recruitment
After a County Department has received approval to hire through the proper procedure, a job
announcement willshall be forwarded to the Human oesoufces x.r.,Hage-u....,.,., oo..,.....,.
DirectorHRD.Announcements for positions available for public application willshalI be posted on the
bulletin board located outside the Board of County Commissioners Offices located on the lower level
of the Courthouse where copies of the job description,information on the recruitment procedure and
application for employment willshall be made available.
Advertisements for applicants will not indicate a preference for a male or female,unless there is a
bona fide gender requirement as determined by an Eleet d OffieialDepartmental Director and
consistent with law.
Announcements of job openings will be placed only with those employment agencies that strictly
adhere to equal employment practices.
Section 5.2—Selection
Application forms willshall be revised to eliminate questions that may discriminate or induce bias
contrary to law and policy.
Interviewers shall base employment decisions only on valid job-related factors as set forth in position
requirements.
Selection willshall be based initially upon the possession of the required skills and qualifications as
outlined in the approved job description.The Departmental Director's evaluation of those skills,as
well as interpersonal skills possessed by the candidate,willshall also be an important element of the
process.The candidate that is deemed to be the best overall match to the County's needs,based on the
above criteria,wi#shall be selected.
Section 6.0—Complaint Process
Adopted:3anuaFy 4 Ntober XX,20244 Appendix A-Equal Employment Opportunity and/
Affirmative Action Petisy&WesederesPolicv
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The success of the Equal Empleyffient Opportunity progmmthis Policy 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:
Section 6.1-Reporting the Grievance
All complainants,including The employee-applicants,or citizen-(eomphtinaE}shall bring dwir-M
grievance regarding unlawful harassment or discrimination in an employment decision to the attention
of the Departmental Director who willshall investigate as necessary to determine the cause of the
complaint and work with the complainant to affect an equitable solution.Every effort shall be made
to resolve the grievancedi€€eulty at Niis-the Departmental Director level.When a grievance is against
a Departmental Director, the complainant may file the complaint directly with the Ctd of
BeerdHRD.Departmental Directors and the HRD wi44shall keep the County Risk Manager informed
of potential liability issues.
Section 6.2-Investigation
At the option of either party,the Equal Opportunity Advisor shall interview both is ep rsons and
conduct additional investigations when necessary.Reports and recommendations shall then be made
to the Board of County Commissioners or to the Beard'stheir designee for resolution.
Section 6.3-Resolution of Grievance
in the even If that mutual agreement cannot be achieved and binding resolution is required by the
County,signed statements detailing the grievance and specific investigation action shall be obtained
by the Equal Opportunity Advisor from the complainant, County-empleyeeemplovees and the
Departmental Director. The Equal Opportunity Advisor shall forward these statements, along with
their own investigation report and recommendations,to the Board of County Commissioners or the
Board's designee for resolution.
Section 6.4-County Eaual Opportunity BoardCEOR
The Board of County Commissioners or the Bear$'stheir designee may elect,as deemed necessary
and as circumstances so dictate, to refer the grievance to the County Equal Opportunity Board
(CEOB). Members of the CEOB directly involved in the grievance shall not be voting members of
this board and shall be temporarily replaced.Proceedings of the CEOB shall be documented,and their
decision shall be final and binding, subject to review only by the Washington State Human Rights
Commission or through the Federal Equal Employment Opportunity Commission. The Equal
Opportunity Advisor as a matter of permanent record shall maintain all reports,decisions and other
documentation generated by the grievance procedure.
Section 6.5-Confidentiality
Confidentiality willshall be maintained to as high a level as possible given the nature of the matter and
the needs of the County and its employees to process the grievance.
Section 7.0-Evaluations
Annual evaluations by the 11RN4HRD willshall be made to ensure effectiveness of the Equal
EffiPlOyffielit this Policy.The Board of County Commissioners or Bearetheir
Adopted:3arwary-4 Dctober XX,2024-4 Appendix A-Equal Employment Opportunity and/
Affirmative Action Pelisy&PfeeadumsPolicv
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designee willshall direct changes in staff efforts as necessary to ensure successful implementation of
the pregFwnthis Policy.
Section 8.0—Individual Acts
jeffeFsen CountyTheCounty hereby repudiates the acts of any employee or Departmental Director
that are inconsistent with is Policy.Such acts,if committed,
are the acts of an individwlA-person who is then solely responsible for any repercussions resulting
from such activities.The County has provided a grievance procedure for use by persons who believe
they are injured by such acts.Injured pw4ies-persons are encouraged to use this grievance procedure.
Adopted:3arweq 4October XX,202�14 Appendix A—Equal Employment Opportunity and/
Affirmative Action PeNey&PFecedUFS POHCV
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Appendix`B'-Code of Ethics Policy_and Proeedures
Section 1.0-Peliey-Purpose
JeDersex-EettMyThe County maintains a Code of Ethics to guide--
employees against impmpeFfrom taking actions aetivitie that could damage the County's reputation
and otherwise result in serious adverse consequences to the County and to the individuals involved.
This code's purpose is the establishment of ethical standards of conduct for all jeffeFsen
County Officers and employees.
Section 1.1-Guidelines Principles
An employee's actions under this pelieythis Policy are significant indications of the individual's
judgment and competence.Accordingly,' any disregard of the principles of this peliey
Policy wiRshall be grounds for appropriate disciplinary action.
Employees must be committed and bound by the following gaideliee&1principles
1. Public belief in the integrity of government based on the actions of the government's
employees;--
2. Independent,impartial,accountable and responsible behavior in duty to the County and its'
citizens;
3. Governmental decisions and policies made within the proper channels of the governmental
structure,•and.
4. Public office is not to be used for personal gain.
Section 2.0-Definitions
The following definitions willshall be used for the purposes of these policies and procedures.-
Board ojCounty Commissioners: The board comprised of the elected county commissioners of the
cook.
Contract:Any contract,sale,lease or purchase.
County:Jefferson County.State of Washington.
eneoded ,
OF pablie knowledge-
County Administrator:A position appointed by the Board of County Commissioners to handle County
administration.
Adopted:3anuoq 4 October XX,2024-4 Appendix B—Code of Ethics
Policy k Rfesedtees
Page 102 of 157
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County Qflicer: All elected and appointed officers of the County, together with all deputies and
assistants of such an officer,and all persons exercising or undertaking to exercise any of the powers
or functions of a County officer.
Departmental Director: An Elected Official,manager or supervisor directly in charge of a specific
department(e.g.,the County Treasurer is the Departmental Director of the Treasurer's Office; the
Public Works Director is the Departmental Director of the Public Works Department).
Elected tcial:A person elected to an office listed in RCW36.16.030.
Employee: Any person employed or appointed by the County who is compensated by payment of
wages where federal,state,and/or local taxes are withheld.Independent contractors are not employees.
Family member:Includes spouse or registered domestic partner,father,mother,brother,sister,son,
daughter, father-in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law,
persons living in the same household,or anyone otherwise financially dependent upon an employee.
Financial Interest:Any financial benefit,direct or indirect,as a result of a transaction that is,or may
be the subject of,an official act or action by or with the County,except for such contracts,transactions,
zoning decisions,or other matters that by their terms and by the substance of their provisions confer
the opportunity and right to realize the accrual of similar benefits to all other persons and/or property
similarly situated. "Financial Interest"does not include the cases listed as exempt in RC W 42.23.030.
For the avoidance of doubt."financial interest"also does not include service on the board of another
government entity or the board of a non-profit organization who engages in contracts or transactions
with the County.
Gift:A voluntary transfer of any item that has a greater than nominal retail value item of ec^^^ni
value-from one person or entity to another made without cost mW--that does not t'esult in any kind of
legally enforceable contract.It-Gift does not include the solicitation,acceptance,receipt or regulation
of political campaign contributions regulated in accordance with provisions of federal,state or local
laws governing campaign finances.
Human Resources Director (AWML RD): A position appointed or
designated by the Board of County Commissioners or by the Board's designee to handle personnel,
staffing and other related matters.
Nominal Retail Value:A value of less than$25.00(twenty-five dollars
Official aet-eF-action:Any legislative,administrative,appointive or discretionary act of any employee
of the County or any agency,board,committee or commission thereof.
Adopted:3 4 October XX,20244 Appendix B—Code of Ethics
Policy-Rsecedures
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Related Business Entity: Any corporation, general or limited partnership, sole proprietorship or
individual (including a private consulting firm),ioint venture, unincorporated association or firm,
institution,trust,foundation,or other organization,whether or not organized for profit with which a
County Officer or employee:(1)Is an officer,director,member or employee;or,(2)owns or controls
an interest either directly or indirectly.
Remote Interest:An interest thatisof:(1)ThaE-of-aA non-salaried officer of a nonprofit corporation;
(2)TkaFe€aeAn employee or agent of a eeatFaetifig-transactin where the compensation of such
employee or agent consists entirely of fixed wages or salary;(3)That-e landlord or tenant of a
eenttaeting-transactine party;or,(4) That-eUaA holder of less than one percent of the shares of a
corporation or cooperative,which is a eenLraetirigtransactin ,
Respondent:The individual named in a complaint allegedly causing harm.
Transacting Party: Any person, partnership, association, cooperative, corporation, or other entity
which is aparty to a transaction with the County.
Transaction: Contract, subcontract, decision or other matter that is, or may be the subject of, an
official action by or with the County.
Volunteer: A person who performs any assigned or authorized duties for the County or a board,
commission or committee,or department of the County,by their own free choice,who receives no
wages,and who is registered and accepted as a volunteer by the County. For the avoidance of doubt,
volunteers include jurors,poll workers and advisory board members.
Section 3.0— "f eted PsMesAoplicability
This peliey-Policy shall be applicable to all County Officers,employees,and ttansacting�arties,and
volunteers. .(�Ele�eted See also
tefer�Chapter 41.42 RCW and Chapter R -r1�
42.23 RCW and4n-2.)
Section 4.0—Conflicts of Interest Defined,Generally
EmpleyeesCounty Officers and employees are expected to use good judgment,adhere to high ethical
standards, and avoid situations that create an actual or perceived conflict between their personal
interests and those of the County.jeffeFsen CountyThe County requires that the transactions County
Officers and employees participate in are ethical and within the law, both in letter and in spirit.
Whenever employees are in doubt,they should consult with their supervisor,Departmental Director,
ekhe Numan ResetiFees Manage HRD or the Prosecuting Attorney's Office.
jeffersen County Feeognizes that diMmat organizations hm,e different ea-d-es of tedhies.14AWONRIF ;t
beeause a eertai. action m be a table by otheFs outside of jeffemen roomy 8 �4A..a.,-d
employee efieffer-sen County.
While it is not possible to develop a comprehensive detailed set of toles to cover every situation,the
County shall strictly enforce any and all state laws or regulations relating to
Adopted:Jmwaq-4 October XX,20244 Appendix B—Code of Ethics
Policy Br Rresedares
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conflicts of interest, appearance of fairness and ethics that are applicable to th-County Officers,
employees and transacting parties
If a County Officer or an employee or someone,with whem the their family member has
a financial interest that is not a remote interest .,lose pe ,,.,1 FeWiOfiShi. has ., f:.,,,,,,,:.,1 ^_
empleyment with a
husR e-- or wishiRg to do busiRess with the C_o i' transacting arty, then the County Officer,
employee,or volunteer
must disclosure of that"inteFestfinancial
interest" and eventual seek resolution of any potential conflict of interest in accordance with this
Cedethis Policy.-
FOF PUFF Se of thi l: employee shall be deemed♦ ti th ff f
r....r.-..,,.., ispo�cj,air ciTip a�j�c i�xccrroc-va.cme vnmcmrmcorcac-.rr-vic-Q��inra�r.
2. Atty peFson OF business entity with whieh a centfaetual relationship exists%cith the empleyee
3. Any business entity in „t,:,_s,the employee is--=M= a=r-- ,membeF...empleyee
4. Any business entity in which the employee o%es OF eonwols an interest eitheF direedy o
indifeetly.
The-An employee must disclose t#iis-a"inteFesfinancial interest--that is not a remote interest in writing
to their Departmental Director.The Departmental Director with the help of the County Administrator
and the HRD willshall determine what course of action,if any,must be
taken to resolve any conflict of interest he of '�.,e belie:esthat may exist.-
A County Officer who is not an employee should disclose a financial interest that is not a remote
interest to the Prosecuting Attorney or the Chief Civil Deputy Prosecuting Attorney. The Prosecuting
Attorney's Office shall advise the County Officer who is not an employee what course of action if
any,should be taken to resolve any conflict of interest that may exist.
Section 4.1—Examples-Determination of Conflicts of Interest that Require Action by the
County
The County has the sole discretion to:
I Determine whether a conflict of interest exists that requires action by the County-,and,
Determine a course of action to be taken to remove or end the conflict of interest.
A conflict of interest may arise,by way of example only,if a County Officer or an employee:
1. Accepts non-nominal 'fts from vende
'thiFd paFty who does business with the a transacting pgm;-
2. Accepts any form of remuneration or non-business related entertainment from a third-party
transacting party;
3. Sells to third paAiesaersons any information,products,or materials acquired from the County;
4. Engages' transactions in such a way or to such an extent that the
outside business activities adversely affect the County or theirdw e- job performance;
Adopted:januafy 4 October XX,20244 Appendix B—Code of Ethics
Policy&Rresedwes
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5. Performs outside work for a vendor of the County or any third pal:ty that does business with
the Eeextytransactingparty;(See Chapter 11,Section 14.0 on Outside Employment.);
6. Engages in any outside employment or any other business undertaking to ;rs�;eir
personal gain that is,or can also be,perceived to be prejudicial to the best interests of ran
Eenntythe County;or,
7. Uses proprietary anWeror confidential information for personal gain or to the County's
detriment;—or uses assets or labor for unauthorized nersonal use unless the use is as specified
in Chapter 1I.-
If the conflict is severe enough 3effersen-CennPAe County may be foreed to ask a County Officer or
dwan employee to tend-e-his or he-Mignatien or may, at its sole discretion,no longer owsaef
businessengage in transactions with that third p 4yti-ansacting party.jeffeFsen County has the sole
discretion to:
exists;
and-
detennine the eouFse of a n to be taken to remove end-N.e a R fl of
Employees are encouraged to seek assistance from their supervisor or Departmental Director with any
legal or ethical concerns. However, jeffeFsen Countythe County realizes this may not always be
possible.As a result,employees may contact the HRD to report anything
that they cannot discuss with their supervisor or Departmental Director.—
County Officers who are not employees are encouraged to seek assistance from the Prosecuting
Attorney's Office.
Section 4.2—Political Activities
County Officers and Eemployees shall comply with provisions of RCW 41.06.250 as the same exists
or is hereafter amended, which generally prohibits compulsory assessment 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 un-emancipated minor employee is elected to
the Board of County 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.44vis
pfflYiSiffl Shall 110t apply tO PeFSORS eFnpl0)'ed as unskilled day laboreFs eaming less than S 100.00(one
4...ndFed)p ffifflth OF publie effeefs e •f em prehibitien of RGW 42.23.
Adopted: 4 October XX,20244 Appendix B—Code of Ethics
Policy&Weeedures
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APPENDIX`C'—Employee Standards of Conduct Policy_r. Proee,l....o..
Section 1.0—Policy
in the intwest of jeffeFsen County and the publie, it is desiMble This Policy applies only to
employees. An employee's conduct should reflects favorably on the employee,their fellow employees
and the County at all times, whether off-duty or on-duty. Off-duty misconduct may result in
diseipli wcorrective actioncorrective action when it renders an employee less capable of performing
their duties and responsibilities or when it reflects unfavorably upon an employee's continuing
qualifications for employment. Employees may be transferred, demoted, terminated or have other
action taken as a result of on-duty or off-duty conduct that 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 conducting day-today duties and responsibilities;however,for the protection of the
ublic interest and other employees,certain rules of conduct have been
established and must be followed.These rules are to minimize the likelihood of any employee,through
misunderstanding or otherwise, becoming subject to disciplinary action. The listed rules in this
docutnent-Policv are not all inclusive.
Section 2.0—Definitions
The following definitions willshall be used for the purposes of these polioies this
Policv.-
Ge..[I:e.e of nfe..v....Engaging in any sets ....hibi.ed by RGIA1 A')a 112A RC-W 42 23 0 70 eF 2!`CD
Seetion 2QQ.:a1&0,as theY new exist or may be amended in the futwe,ineluding but not fim-ited-to-
1. H01.1:...., seeking to hold v hens-fle:elintemst�diFeetly o indiFeedy,ift any eonffaet whieh
be amended-.
] Molding OF seeking to hold v be..eficiial: ..est .dived.,OF ..dkeetl.. in any eontmet made f..
the benefit of the person o ffiv .,e: elegy eF D!`lL A')72 0-19noweXistsOF f"Bybe
amended.
Using a position at the Coun 1
es OF
fOF
heFsel
1. �l�_�, ,
OF others.
Adopted:janua.5,4 October XX,20234 Appendix C-Emiplgyee Standards of Conduct Policy,&-
Procedures
Page 107 of 157
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member-
ofFeasenably expeet would require or-induee the per-son by Feasen efthe peFsen's offleial position
the pe mediate C.nil y the., paAffielF, ffgaRiMiffl .,hieh a PI,.,,e e
is about to employ the peFsen,an),meFnbeF of the peFsofi's imfRediate fafflil)',OF the pefsen's
1 .
County:Jefferson County,State of Washington.
County Administrator:A position appointed by the Board of County Commissioners to handle County
administration.
Departmental Director: An Elected Official,manager or supervisor directly in charge of a specific
department(e.g.,the County Treasurer is the Departmental Director of the Treasurer's Office;the
Public Works Director is the Departmental Director of the Public Works Department).
employee is asked to sign that inaludes the empleyee's name,job elassifieation and department and
DisehRrge- ermination Committee: A committee appointed to conduct a pre-diseh getermination
meeting.The membership of the committee is 1)a Departmental Director from a department other
than the department of the discharged employee, 2) the Human ReSOUFeeS Man wH&QjHuffHw
and 3)the Clerk or Deputy Clerk of the Board.
Disciplinary Action Form: Any written document (memo, letter, specific form, etc.) which the
employee is asked to sign that includes the employee's name,job classification and department and
describes the nature of the misconduct.
Elected Qfflicial.A person elected to an office listed in RCW36.16.030.
Employee: Any Mrson employed or appointed by the County who is compensated by payment of
wages where federal,state,or local taxes are withheld.Independent contractors are not employees.
Financial Interest:Any financial benefit,direct or indirect,as a result of a transaction that is,or may
be the subject of,an official act or action by or with the County,except for such contracts,transactions,
zoning decisions,or other matters that by their terms and by the substance of their provisions confer
the opportunity and right to realize the accrual of similar benefits to all other persons and/or property
similarly situated. "Financial Interest"does not include the cases listed as exempt in RC W 42.23.030.
For the avoidance of doubt."financial interest"also does not include service on the board of another
government entity or the board of a non-profit organization who engages in contracts or transactions
with the County.
Adopted:danwAy 4 October XX,20244 Appendix C-Employee Standards of Conduct Policy-&
preeedures
Page 108 of 157
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Human Resigior-ees Human Resources Director (#WL D): A position appointed or
designated by the Board of County Commissioners or by the-Betvd'stheir designee to handle
personnel,staffing and other related matters.
Indirect beneficial interest:Any interest by any relative of an employee,or any organization which
employs or is about to employ the employee or any relative.
Personnel File: Refers to both the employee's employment personnel file and the employee's
departmental personnel file.
Transacting Party:Any Mrson,partnership,association,cooperative,corporation,or other business
entity which is a party to a transaction with the County.
Policy: This Employee Dissiel+neCorrective actionCorrective Action Policy.
Section 3.0—Acts Subject to Immediate$isehafgeTer urination
There are certain kinds of actions that cannot be permitted to occur because of their impact on other
employees,the public and the County.Such offences may result in immediate dismissal.Employees
are subiect to--iliseiplinecorrective action corrective action, including up to immediate
termination,for engaging in any of the following a,cts:The fallowing are examples of s
1. Theft,misappropriation or removal of County property or the property of other employees,
clients,customers and citizens
2. Acknowledged,intentional or repeated falsification of any application for employment or any
report,record,time sheet or County record
3. Soliciting aadleror 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 equipment,
wherever located,or the destruction of another employee's or citizen's property
5. Possession endleror use of alcohol, narcotics or other controlled substances on County
property, in County vehicles, or during any occasion which is associated either directly or
indirectly as work performed for the County(except when such possession is pursuant to the
employee's employment duties)
6. .
7. Engaging in any act prohibited by RCW 42.23.030, RCW 42.23.070 or 2 CFR Section
200.318(c),as they now exist or may be amended in the future,including but not limited to:
a.Holding or seeking to hold a financial interest in any contract which may be made by,through
or under the supervision of the employee, in whole or in part, who holds or seeks to hold a
financial interest in violation of RCW 42.23.030,as it now exists or may be amended:
b.Holding or seeking to hold a financial interest in any contract made for the benefit of the
employee's office in violation of RCW 42.23.030,as it now exists or may be amended;or,
c.Accepting, directly or indirectly, any compensation, gratuity, favor, reward or anything of
monetary value in connection with any contract from any transacting party which may be made
by,through or under the supervision of the employee in violation of RCW 42.23.030,as it now
exists or may be amended,unless otherwise authorized by law;or,
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8. Using a position at the County to secure special privileges or exemptions for them self or
others,•
9. Directly or indirectly, giving or receiving or agreeing to receive any compensation, gift,
reward, or gratui1y from a source except the County, for the services performed by the
employee for the County,unless otherwise authorized by law or this Manual;
10. Accepting employment or engaging in business or professional activity that the employee
might reasonably expect would require or induce the employee by reason of the employee's
position to disclose confidential information acquired by reason of the employee's position,
6,11. Disclosing confidential information gained by reason of the employee's position,or using such
information for the employee's gain or benefit;
-7-.12. Serious or repeated disorderly conduct,horseplay or insubordination.This include,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 any citizen, fellow employee or supervisor while
performing work for the County;
C. Hostile or abusive language to any citizen,fellow employee or supervisor;
d. Threatening,intimidating,coercing or interfering with the work routine of supervisors
or other employees;
e. Physical confrontation and/o r deliberate attempts to cause bodily harm;
f. Sleeping during working hours (except regularly scheduled breaks if not in public
view);
g. Unauthorized possession of firearms, explosives or any dangerous weapons while
performing County work;
It. Participating in a work stoppage or slowdown;
i. Recklessness resulting in an accident while on duty,whether on County property or
while driving a County vehicle;or,
j. Racial or sexual harassment directed toward another person,including but not limited
to demands for sexual favors in exchange for employment,retention of job,promotion
or other employment benefits.
Section 4.0 Actsiom Usually Not Subject to Immediate Dismissal
termination. rOF SUOh aetiORS,�
e termination, ae_ "ding HPOR a" `he fi R�a
The following me examples of sueh effeneesacts are
prohibited and are subject to diseielinecorrective actioncorrective action but are usually not subject to
dismissal:,...,,: Mat iRlIffld-ed to be all : ,lus:,.e.
1. Ignoring safety rules or common safety practices;
2. Engaging in disorderly conductor horseplay;,-
3. Insubordination;
-eendas>Conduct that would be of detriment to the image of the employee;
35. Using uncivil,insulting,vile or obscene language;
4-.6_Failure to report occupational injuries or accidents, including motor vehicle accidents,
promptly to the employee's supervisor;
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-:7. Engaging in activities other than assigned work during working hours and/oror while operating
County equipment,without approval in advance by an employee's Departmental Director;
6-.8. Acting in an insulting,rude,insolent or uncivil manner toward any customer or other person
I while working for the County,or while operating County equipment,or on County premises;
-7-.9. Failure to exercise the care and attention to one's work required by the circumstances;
8,l0. Smoking or vaoing in restricted or prohibited areas,whether on County property or otherwise;
9:11. Accepting employment or engaging in business for profit with another employer without
written authorization from the Departmental Director or County Administrator(for appointed
managers);
40-12. Acting in any manner inconsistent with rules of conduct necessary to the welfare of the citizens,
the County or its'employees;
13. Un-excused or excessive absences or tardiness;-
4-2 1414. Leaving work before the end of the shifiworkdav or not being ready to begin work at the start
of the shift oy kdav or working overtime without permission of the employee's supervisor;
4-3-.15. Loafing or spending unnecessary time away from the job;
"16. Unauthorized possession or use of any County property,equipment or materials;
4-�17. Carrying an unauthorized passenger in a County vehicle;
4-&I8I8. Contributing to unsanitary or unsafe conditions;01
19. Use of County property or time for personal financial gain or financial gain of another person.
This list is not intended to be all inclusive.
Section 5.0—Investigation
As soon as a Departmental Director becomes aware of a possible violation of the standards of conduct
the employee should be interviewed and an investigation started.
Section 5.1—Employee Interview
As soon as possible after the event,an interview should be conducted with the employee suspected of
the misconduct.The employee's Departmental Director should conduct the interview in private.If the
misconduct is serious, the Departmental Director should have another management representative
present in case a witness is needed to verify what occurred during the interview.The employee may
also request to have another employee present during the interview.
The employee should be given a chance to explain what happened and why it happened, and be
encouraged to identify any other employees who may have knowledge of the incident. The
Departmental Director must inform the employee that they will be contacted after the investigation
has been completed.The Departmental Director may decide to suspend the employee with or without
pay during the course of the investigation.
Section 5.2—Investigation
As soon as a Departmental Director becomes aware of a possible violation of the standards of conduct,
they should immediately contact the HRD, who will assign a non-involved County affisial of
engAoyee rson to conduct a preliminary investigation.An essential requirement of the investigator
is that they be capable of objectively evaluating the facts and the persons involved.The investigator
should conduct interviews with all witnesses as soon as possible after the event and detailed notes
should be taken.The inteniewerinvesti ator may obtain signed statements from the witnesses.
The investigation should determine the following:
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1. Whether or not the incident occurred;:
2. Who was involved in the incident,
3. Names of any witnesses and signed statements,if appropriate;.-
4. A statement dese6WHg4heihe specific nature of the incident and when it occurred;:and
5. Any consequences of the incident such as injuries, reduced
productivity,damage to County property,etc.
Employees are required to cooperate with an investigation.Refusal to cooperate with an investigation
may lead toproaressive corrective action,up to and including termination.
A simplified version of the above process may be followed.
Section 6.0—Disciplinary Action
Once an investigation has been conducted and it has been determined that a violation this Policy has
occurred,one or more of the following disciplinary actions may be taken.The County may skip steps
in this sequence whenever, in its judgment, circumstances require an abbreviated disciplinary
procedure.A review of the employee's employment_pgnonnel file and departmental personnel files
willshall be conducted to identify circumstances that would support either increasing or reducing the
imposed disciplinary action.
The employee's Departmental Director must complete a written disciplinary action form. The
employee's name,job classification and department should be identified on the form.In describing
the nature of the misconduct,the following information should be provided:
1. The date and time of the violation;:
2. A brief description of the events;:
3. A list of rules or policies that were violated;and..-
4. The effective date and nature of the diseip -corrective action.If the diseiplinecorrective
action-corrective action is a final warning,it should be clearly stated that a future offense will
result in immediate termination.
The employee must be allowed to review the disciplinary action form and must be told exactly what
action willshall be taken should another violation occur.The employee should be asked to sign the
disciplinary form.If the employee refuses to sign,the Departmental Director should attempt to have
the employee sign a notation that they refused to sign the disciplinary action form.in the even'If the
employee refuses to sign the notation,the Departmental Director should have another Departmental
Director verify the employee's refusal.
It is important that detailed notes are kept of this meeting and to have another person present to witness
the proceedings.
Section 6.1—Oval Warning
Oral warnings may be given for minor effenses violations of this Policy or to bring to the attention of
an employee potential work performance problems.Oral warnings may include an explanation of the
violation or problem and requests for corrective action on the part of the employee.A notation of each
oral warning should be placed in the employee's departmental personnel file and maintained by the
Departmental Director for future reference.In addition,the offending employee may be given a written
notation of the warning.
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Section 6.2—Written Warning
A written warning may be given for a more serious offense or when the employee,who has received
one or more oral warnings for minor offenses or problems in their work performance,repeats them or
fails to take corrective action. A copy of the written warning is to be signed by and given to the
employee and a copy entered into the employee's departmental personnel file.
Section 6.3—Suspension/Final Warning
A suspension may be given for serious violations of employee rules of conduct for which immediate
disehwgetermination is not appropriate for repeated offenses,or for failure to correct an action for
which a written warning was previously given.A suspension is time off without pay for disciplinary
reasons.
6.3.1 Non-Exempt Employees:
The number of days of suspension is dependent upon the nature of the violation and
the employee's record.
6.3.2 FLSA Exempt Employees:
In the case of exempt empleyeeFSLA Exempt Employees,time off without pay shall
be for the entire pay period.
In each case of disciplinary suspension,a written memo wittshall be prepared.After review with the
employee,a copy w4shall be given to the employee,and a signed copy willshall be entered into the
employee's departmental personnel file.
Section 6.4—Diseha geTermination
When the Departmental Director believes that the nature of a violation wan-ants disehergetennination
or if the disehaFgetermination 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
Departmental Director wi4shall prepare a written report and submit it to the WR 44HRD.
6.4.1 Pre-"argetermination Meeting:
A pre-disehaFgetermination meeting willshall be conducted by the
DisehaFgeTermination Committee, which is composed of one (1) Departmental
Director from a department other than the department of the discharged employee,(2)
the 14RA4HRD or designee, and,(3) the Clerk or Deputy Clerk of the Board, who
willshall act as secretary of the meeting. The County Administrator shall make
appointments to the disehaFgetermination committee as needed. The
disehargetennination committee may use the services of legal counsel or consultants
as required.
6.4.2 Not a Public Meeting:
The pre-diseh getennination meeting shall not be a public meeting unless required by
law.The employee shall be provided with a written notice of the charge or grounds for
termination 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 d isehaFgeterm i nation.
No employee who has completed a trial period shall be terminated for any reason without a pre-
disehaFgetermination meeting of the DisehaF,t-Termination Committee.
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Although the Departmental Director's explanation of the County's evidence should be sufficient to
inform the employee of the basis for disehargetermination,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 witnesses andferor documents not introduced at the pre-
diselaFgetermination meeting.Should the diseheFgetermination committee determine to proceed with
the disehafgetermination or some alternative disciplinary action, the County willshall give the
employee written notice of diseifilinecorrective actioncorrective action without undue delay.
Section 7.0—Appeal Process
An appeal may be made by the employee within five (5) business days of the disciplinary action
meeting. The appeal must be submitted in writing to the County Administrator or designee. The
County Administrator or designee willshall review the investigation notes and the employee's
employment and departmental personnel files to ensure that the disciplinary action is fair and
consistent within five(5)business days of receipt of the appeal.
If the employee is subject to a collective bargaining agreement,the employee shall follow the process
as outlined in their union contract.
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APPENDIX`D'—Travel&Transportation Policy
section 1.0—Introduction
Jefferson County has established a system for control of travel that provides for reimbursement of
travel expenses incurred while on authorized travel.In orderto ensure reimbursement,Travelers must
follow the procedures explained in this Manual prior to travel.All travel requests shall he submitted
to a Departmental Director or designee who is responsible for approving travel and for ensuring that
appropriate funds are available for travel on County business.
This Policy is designed to ensure that any payments made under this section are reasonable,accurate,
and necessary for the conduct of County business.
Section 2.0—Definitions
The following definitions shall be used for the purposes of this Policy.
Board of County Commissioners: The board comprised of the elected county commissioners of the
County.
County:Jefferson County,State of Washingion.
County Administrator: A position appointed by the Board of County Commissioners to handle
County administration.
County business: Activities performed in order to accomplish County programs or as required by the
duties of a position of an employee or volunteer or by the office of an Elected Official.
County Credit Card: The County has purchasing cards that are used by Travelers as credit cards.
County Vehicle: A vehicle owned,leased or rented by the County.
De
twrtmental Director: Elected Official, Department Head or authorized designee acting as the
manager for that department.
Elected Official:A person elected to an office listed in RCW36.16.030.
Employee: AnNperson employed or appointed by the County who is compensated by payment of
wages where federal,state.or local taxes are withheld.Independent contractors are not employees.
GSA per diem rate:: Per diem rates for government employees established by the U.S. General
Services Administration to cover a govemment employee's living expenses when traveling.GSA per
diem rates can be found at www.gsa.gov. GSA per diem rates typically are updated annually in
October.
Manual: This Personnel Administration Manual.
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Official Workstation:The place where an Elected Official,employee or volunteer is assigned to work
the maiority of their work schedule.
Policy: This Travel&Transportation Policy.
Single Day Meal Reimbursement:The reimbursement for meals when the travel does not include
an ovemight stay.
Short Term Rental Sites: Short Term Rental Sites are locations that rent out space for short term
rentals,and includes but or not limited to Airbnb,Blueground,cozy cozy,Hello Landing,Homestay
and vrbo.
Three Hour Rule:A Traveler on single-day travel who has been in Travel Status for three(3)hours
beyond their regularly scheduled work day.The three hours may be any combination of time before
and/or after the scheduled working hours on the day in question.(See 7.3.2.1)
Traveler: An Elected Official,employee or volunteer who is on Travel Status.
Travel Status:Travel Status starts when an Elected Official,employee or volunteer who is on
County business leaves their home or official workstation, whichever is closer to their
destination,for a destination outside of Jefferson County.
Volunteer: A person who performs any assigned or authorized duties for the County or a board,
commission or committee,or department of the County,by their own free choice,who receives no
wages,and who is registered and accepted as a volunteer by the County. For the avoidance of doubt,
volunteers include jurors,poll workers and advisory board members. Independent contractors are
not volunteers.
"West End."The common term for the area of Jefferson County that is separated from the eastern
portion of the County by the Olympic National Park and is not accessible by Highway without
traveling out of Jefferson County.
Section 3.0—Applicability
Unless otherwise provided by law,these regulations are applicable to all Travelers. If specific
travel circumstances arise which are not covered in this Policy, Washington State Office of
Financial Management (OFM)Travel Regulations shall be used as guidance in determining
acceptable practices and expenditures.
Section 4.0—General
Section 4.1—Care M hen lneurrine Travel Expenses
Travel funds are an important public resource and should be spent wisely and judiciously. It is
assumed and expected that expenses incurred under this Policy shall be appropriate to the
circumstances,and consistent with the best interests of the County and its desire to minimize travel
costs.A Traveler traveling on County business is expected to exercise the same care in incurring
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expenses and accomplishing the purposes of the travel that a prudent person would exercise if
traveling on personal business. Travelers are responsible for excess costs and any additional
expenses incurred for personal preference or convenience.
Section 4.2—Travel Itinerary
The travel itinerary of a Traveler shall be planned to eliminate unnecessary travel in the
performance of work assignments.Whenever it is feasible for two or more Travelers to travel on
official County business in one vehicle,they shall do so.
Section 4.3—Health and Safety of Travelers
The health and safety of Travelers is a top Lnority in the conduct of travel related activities. It is
considered advantageous to the County for travel plans and itineraries to be established and altered
with consideration of hazardous inclement weather and other situations that could threaten the health
and safety of County_personnel.
Section 4.4—Revised Travel Plans Due to Illness or Severe Inclement Weather
A Traveler shall contact their supervisor as soon as possible if the alteration of travel plans and
itineraries likely will result in extra travel expenses(including meal and/or lodging costs)due to
emergencies such as a sudden onset of illness or because of severe inclement weather.Notes on the
Travel Reimbursement form are required,including the name of the supervisor who approved the
alteration and the approval date and a short description of the reason for the change.
Section 4.5—Compliance with the Americans with Disabilities Act(ADA)
All County personnel are to be afforded equal opportunity to travel for Counly business even if the
travel costs for disabled travelers would likely exceed what would normally be most economical to
the County,unless costs would create undue hardship on the County as allowed by the ADA.Travel
authorizations and travel claims should be annotated that the extra costs were required to comply with
the ADA.
Section 4.6—Grant Reimbursed Travel
When the County will be reimbursed for a Traveler's travel expenses through a&.rant which uses a
different reimbursement schedule. the County will honor that rate if the Traveler submits
documentation from the grand contract that details the amount to be reimbursed.The employee must
submit a copy of the grant with the reimbursement request.
Section 5.0—Travel Reimbursement Method
Expenses incurred while traveling shall be paid by reimbursement to Travelers using the procedures
in this Policy. The use of prudent judgment for travel excenses on County business is expected.
Excessive or unnecessary expenses shall not be reimbursed.Refer to Section 8.1—Overnight Travel
Reimbursement.
Section 5.1—Authorization for Travel Reimbursement
Authorizations for travel shall be exercised through the Departmental Director from the properly
authorized BARS travel line item of the Department budget. For travel outside the State of
Washington,the Advance Travel/Out of State Travel Request Form must be completed and receive
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approval by the County Administrator before travel occurs.
Section 5.2—Use of County Issued Credit Cards for Travel
Travel expenses may be paid with a County credit card issued to a County Department.(See also
Resolution 64-08 regarding County credit cards.)Travelers using County credit cards must retain
and submit expenditure receipts for all expenses that are charged to the County credit card.
Charges without receipts or which are not eligible for reimbursement shall be disallowed and the
employee shall remain personally liable for such charges.If for any reason disallowed charges are
not repaid within 10(ten)days following return from travel,the County shall have a lien against and
a right to withhold any salary payable to or that will be payable to the employee up to an amount
equal to the disallowed charges plus interest at the same rate as charged on the County credit card.
If not repaid,the Traveler shall not be allowed to use a County credit card for subsequent travel
The Traveler is required to surrender the County credit card upon demand by the County
Administrator.the County Treasurer or the County Auditor.
Section 5.3—Travel Lodeine and/or Meal Reimbursement NOT AUTHORIZED
Reimbursement for lodging and/or meals shall not be authorized under any of the following
conditions:
1. No expenses for lodging and/or meals were actually incurred.
2. The County provides direct payment to vendor for registration/conference fees or other travel
expenses,i.e.lodging.
3. Reimbursement for spouses, guests or other persons not authorized to receive
reimbursement under this Policy or State regulations.
4. Amounts paid for meals in excess of the GSA per diem rates will not be authorized.
5. The County shall not reimburse a Traveler for the cost of any alcoholic beverages.
6. Use of a County credit card to pay for fuel in a Traveler's personally-owned vehicle is
prohibited.
7. Meal reimbursement shall not be considered if provided by conference,training hotel etc
unless diet restrictions apply and are approved by department director with the reimbursement
request.
Section 6.0—Direct Payment to Vendors Supplvine Meals or Lodein¢
On occasion a department may negotiate meal or lodging rates directly with a vendor or vendors in
a specific area(i.e.the West End)in order to accommodate travel arrangements for several Travelers
at the same time and/or to receive a cost savings.
Section 6.1—Approval and Documentation for Direct Payment to Vendors
Approval of a Departmental Director must be obtained prior to authorizing direct billing to the
County and direct payment by the County.Any payments made according to this section are to
be supported by documentation consisting of:
1. A list of Travelers and their respective departments.
2. An invoice from the vendor detailing the number of meals served and price per meal
3. Lodging information including date(s)of reservation,room rate and all Traveler names
occupying the room.
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4. Lodging and meals are required to follow the GSA per diem rate.
Section 6.2—Travel by Commercial Carrier(Airline,Train,Bus)
6.2.1 Advance Bookings:
Purchases are authorized to pay for airline or other commercial carrier tickets prior
to a scheduled trip. Purchasing reasonable travel insurance or refundable airfare in
case of cancellation is suggested and must be approved by the Department Director.
6.2.2 Most Cost-Effective Route:
Air and train transportation are to be by Economy Class and by the most direct or cost-
effective route.
6.2.3 Purchasing reasonable travel insurance or refundable airfare in case of cancellation is
suggested. Purchase of travel insurance or refundable air fare must be approved by
the Department Director.
Section 7.0—Reimbursable Meal Expenses
Department Directors shall determine whether meal reimbursement expenses shall be paid by per
diem or actual expense. To qualify for meal reimbursement for a meeting,training or conference,a
copy of the schedule or agenda is required. The Department Director may approve meal
reimbursement for an employee with dietary restrictions regardless if the meal is provided by the
conference,training,hotel,etc.
There are two options for reimbursement:per diem and actual expense.
7.1 PER DIEM Basis
• GSA Per Diem Rates shall serve as the amount of the meal cost
reimbursement for travel within and outside the State. The Per Diem rate
includes the basic cost of the meal,applicable sales tax,and any gratuity up
to 18%(eighteen)percent of the cost of the meal.
• Per Diem rate is based on the travel destination County.
• If the Traveler uses a County credit card to pay for a meal,they shall not be
reimbursed based on Per Diem.
- ACTUAL EXPENSE Basis
Detailed receipts listing all of the items purchased must be obtained for each meal to
qualify for reimbursement. Reimbursement for meal costs based on actual expense
shall not exceed the limits listed in the GSA per diem rates allowable for travel,which
includes the basic cost of the meal,applicable sales tax,and gratuity not exceeding
18%(eighteen)Wrcent of the cost of the meal.
7,3 Reimbursement for Cost of!Heals on Travel Status
Employees must be on travel status to qualify for meal reimbursement.
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7.3.1 Single Day Travel:
Meal reimbursements for single day travel are considered taxable fringe benefits by
the IRS subject to all employment taxes and shall be included in annual taxable
gross wages. Employees are required to complete the "Single Day Meal
Reimbursement" form and attach detailed receipts for submittal to the Jefferson
County Auditor's Office/Payroll. The form is available in public directories
Tublic\Forms\Travel Forms\.
7.3.1.2 Three-Hour Rule for Meal Reimbursement Eli ibilit, o� le Day
Travel
A Traveler may be reimbursed for meal expenses only after they have been in
Travel Status for three(3)hours beyond his/her regularly scheduled work day_
The three hours may be any combination of time before and/or after the
scheduled working hours on the day in question. For example, a Traveler
working an 8 hour day must be traveling 11 hours to meet this rule while a
Traveler working a 10 hour day must be traveling 13 hours.A Traveler may not
stop for a meal just to meet the three-hour rule.
7.3.2 Multi-Day Travel(i.e.Conference,Training etc.)
To qualify for meal reimbursement,the travel window is lam—7pm.Special considerations
for fast and last day of travel status is as follows:
First Day of Travel:
Breakfast—Travel must start by lam.
Lunch—Travel must start one hour before the Traveler's regularly scheduled lunch.
Last Day of Travel
Lunch—Travel must conclude one hour after the Traveler's regularly scheduled
lunch.
Dinner—Travel must conclude after 7pm.
7.3.3 More than One Traveler on a Claim
Reimbursement may be claimed by one person for several Travelers traveling
together,as long as all the names are listed on the Travel Reimbursement form and
receipts are attached.
Section 7.4—Meeting Out of the County When Not on Travel Status
When not on Travel Status,the provisions of Resolution No.40-96 apply.Reimbursement may only
be made for meals that are scheduled as an integral part of an official proceeding or program related
to County business.The Departmental Director must approve the meals in advance of the meeting,
convention,conference,or training session,qualifying it is advantageous to the County and is related
to the pgrson's job responsibility.See Resolution No.40-%for complete text.
Section 8.0—Lodainr Reimbursement
Reimbursement for lodging is based on the actual cost supported by the lodging receipt. Approval
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by the Department Director or Elected Official is required for any quoted commercial lodging that
exceeds the GSA Per Diem rates.
Lodging in a hotel or motel is encouraged.Payment in advance for lodging is discouraged due to
possible cancellations and incorrect rates or dates.
A note of caution when usine accommodation at a Short Term Rental Site: Unlike hotels and
motels, Short Term Rental Sites typically include hidden fees such as security deposits,cleaning
fees and other service-related costs in addition to the lodging rate.The total cost of using a Short
Term Rental Site should not exceed the GSA per diem rates.
• If the total cost of lodging in a Short Term Rental Site is greater than the GSA,the employee
must reimburse the County for the difference between the total cost of lodging and the GSA
Mr diem rates.
• If hotel lodging in the area is more than the GSA per diem rates,then a Short Term Rental
Site is likely acceptable.However,if a Short Term Rental Site costs more than hotel lodging
in the area and more than the GSA per diem rates, the Elected Official, employee or
volunteer likely will be required to reimburse the difference between the total cost of lodging
in a Short Term Rental Site and the total cost of hotel lodging in the area,
Section 8.1—Overnieht Travel Reimbursement
In order to be eligible for lodging reimbursement,Travel Status is required and travel must be more
than 50 miles one way or the travel time must exceed one hour(for example travel that may include
mileage, as well as ferry and bridge travel time). unless deemed prudent by the Department
Director. In addition,the reason for the travel must be for an event(training,conference,meeting,
etc.)with a duration of more than four(4)hours.
Section 8.2—Shared Accommodations by more than one County emi lovee.
Lodging costs shall be reimbursed at the actual cost:therefore,the actual cost shall be pro-rated
when accommodation is shared with more than one employee.
Section 8.3—Family traveline with County employee.
Additional expense to accommodate for family traveling with employee shall not be reimbursed.
Section 9.0—Forms for Travel
Forms identified below are to be used by Travelers to submit an accounting of their authorized
travel expenses for which they are seeking reimbursement. Employees should submit a travel
exense reimbursement claim for each month that they incur travel expenses. Following are four
forms with instructions to claim reimbursement:
1. Travel Reimbursement Form—Submit to Accounts Payable/Auditor's
2. Advance Travel/Out of State Travel Request Form — Submit to Accounts
Payable/Auditor's
3. Travel Expense Voucher — Mileage Only Form - Submit to Accounts
Payable/Auditor's
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_._ DQhCy&D.u-r�vGOdHFevA.
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4. Single Day Travel Meal Reimbursement Form-Submit to Payroll/Auditor's
Forms are available in the public directories.PublicTormsUravel Forms.The forms are in Excel
spreadsheet or PDF editable format. Handwritten completed forms are discouraged due to
calculations within the forms.
Section 9.1—Travel Reimbursement Claim
Employees must complete all paperwork regarding travel expense reimbursement claims in a timely
manner.
• The Travel Reimbursement Forn must he completed,signed,and then submitted for approval
to the Departmental Director with a copy of the meeting or training schedule, agenda, or
brochure.
• The receipts for lodging accommodations, miscellaneous expenses and meals (if being
reimbursed on the actual expense basis)are required to be included when submitted with the
Travel Reimbursement form.
is All transportation other than privately owned vehicles or County vehicles are required to be
on commercial carriers.
• Reimbursements that lack adequate support or documentation shall be returned by the
Auditor's Auditing Specialist and shall not be paid until the concerns are resolved.
• Processing and payment to the employee shall be made as expeditiously as possible.
Section 9.2—Advance Travel/Out of State Travel Request Form
This form serves two purposes: 1)A request for an Advance Travel funds and/or 2)Out of State
Travel Request approval.
9.2.1 Out of State Travel Requests
Out of State Travel Requests require approval from the Departmental Director and County
Administrator prior to making travel arrangements.To complete this process,
1. The employee is required to submit the completed Advance TraveUOut of State Travel
form to the Departmental Director for approval;
2. The Departmental Director shall forward the Advance Travel/Out of State Travel form
to the County Administrator for review and approval,and
3. Once approved, the travel arrangements may be made by the Department of by the
traveler.
9.2.2 Request for Advanced Travel Funds
The employee is required to submit the completed form to their Departmental Director
for approval.Requests for Advance Travel funds shall be submitted to the Treasurer's Office
a minimum of 5(five)working days before the funds are required.The employee shall pick up
the advance travel check from the Treasurer's Office or the employee's Departmental Director.
Cleric Hires shall not receive advance travel,except as authorized and approved by the County
Administrator.
• There is a minimum amount for an Advance Travel request of$100.00.
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• If the requestor has a County credit card.Advance Travel may only be used for per
diem meals, mileage, and other travel costs such as tolls for ferries or bridges.
Multiple methods of payment for travel expenses increase the paperwork and
bookkeeping.It would be simpler to use a credit card if you have one.
• Provide requests for Advance Travel to the Treasurer's one to two weeks prior to
travel. Emergency requests should be called to 360-385-9152. Travel plans
beyond 30 days should be held in the department until the 30-day timeframe is
current.
• All travel expense estimates must be in accordance with the GSA schedule and
per diem rates.
Section 9.2.3—Accounting for Advance Travel Funds
Persons submitting claims with expenses in excess of the amount advanced shall be
reimbursed for the difference by warrant. The employee shall indicate on the Travel
Reimbursement form as a deduction for all travel advance amounts received.
9.2.4—Unexpended Travel Advance Funds
Any unexpended portion of the travel advance is to be returned to the County no later than 15
(fifteen)days after the close of the authorized travel period.Payment by cash or check made
payable to the County is to accompany a properly completed Travel Reimbursement form.
Unexpended portion of travel advances are not to be carried forward to a subsequent travel
period.A Traveler may not make requests for Advance Travel when they are delinquent in
accounting for or repaving a prior travel advance(RCW 42.24.140.
9.2.5—Default in Payment or Accountina
Any default in accounting for or repaving a travel advance shall cause the amount that is
unpaid to become immediately due and payable.In order to protect the County for any losses
from the Advance Travel Fund,the County has a lien against and shall withhold any and all
amounts payable or that become payable by the County from the employee's pay,up to the
amount of such travel advance.
Section 9.3—Ouarterly or Monthly Reimbursable Transportation Expenses
The Travel Expense Voucher—Mileage Only is for reimbursable transportation expenses using a
privately owned vehicle when traveling is required to perform iob duties. If recurring travel is
between County facilities,the Recurring Mileage Chart(RMC)mileage should be utilized.
• Reimbursement for mileage between the employee's residence and official workstation
is a personal obligation of the employee and is not reimbursable by the County.
• Mileage shall be based on departure from the employee's official workstation unless
their residence is closer to their destination, in which case the mileage shall be
calculated from the employee's residence.
• Vicinity mileage may be included,with an explanation.
Section 9.4—Single-Day Travel Meal Reimbursement Form
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A Traveler may receive reimbursement for meals in connection with County business that require
travel outside of the County.Travel to the West End is considered travel outside of the County. To
receive meal reimbursements,Travel Status is required for the entire meal period.Stopping for a meal
alone does not meet the three-hour rule.Pursuant to IRS rules reimbursement for meals during single-
day travel is a taxable fringe benefit and is reimbursed through payroll. The fortn is completed and
submitted to the Auditor to be included in payroll processing. See Section 7.3 for detailed information.
Section 10.0—Miscellaneous Travel Expenses
Miscellaneous travel expenses essential to the transaction of County business are reimbursable to
the employee. Miscellaneous travel expenses must be specifically itemized on the Travel
Reimbursement Form with receipts attached.If a receipt is lost for miscellaneous expenses,the Lost
Receipt for Miscellaneous Expenses is required to be completed. Reimbursable expenses include,
but are not limited to:
• Taxi fares,transit fares.vehicle rentals,parking fees,ferry and bridge tolls.
• Elected Officials,employees and volunteers are required to stop and pay the toll with a
County credit card or personal funds when using Count vehicles. In any pool vehicle,the
driver needs to stop and pay the toll.
• Taxi or transit fares incurred by on Travel Status going from a place of lodging to a
restaurant for a meal when the employee has no other means of transportation are
considered a reimbursable miscellaneous travel expense.
• Registration fees required in connection with attendance at approved
conventions,conferences,and official meetings if not previously paid.
• Rental of a room in a hotel or other place that is used to transact County business.The room
rental is reimbursable as miscellaneous when authorized by the Departmental Director.
• Employees shall be reimbursed for tipping expenditures,when claimed as actual expenses,
not to exceed 18%(eighteen)percent.
• Vehicle rentals, registration fees. rental of rooms for County business, and other
miscellaneous travel expenses should be accomplished in advance, in accordance with
prescribed purchasing requirements.
The cost for personal care attendant services which may be required by a Traveler with disabilities,in
order for them to travel,shall be allowed as a miscellaneous travel expense.Such costs may include
the fees and travel expenses of the attendant. Such costs are not limited by the dollar amount
established above.Instead,the limit for such costs is pursuant to the OFM in Section 3.0 of this Policy.
Section 11.0—Non-Reimbursable Expenses
Certain travel expenses are considered as personal and not essential to the transaction of County
business and therefore,are not reimbursable.Such non-reimbursable expenses include,but are not
limited to alcohol,laundry,valet,entertainment,room movie rental,pet accommodation(except
service animals)and other items of similar nature.
Section 12.0—Use of Privately-Owned Vehicles
Section 12.1—General Requirements
The employee shall be reimbursed at the mileage rate established by the IRS.New rates typically
are released annually January 1st.
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• For a Traveler who is using their privately-owned vehicle and is seeking
reimbursement for multiple meeting locations in one day,the employee shall provide
beginning and ending odometer or map of locations visited with total miles driven.
■ If travel reimbursement is requested from the work station, and ends at the
workstation,all mileage shall be reimbursed.
■ If travel begins outside of the County,or from the location of a non-County event,
travel shall end at the Elected Official,employee or volunteer's residence or official
workstation.
Section 12.2-Driver's License and Proof of Personal Insurance
Employees are required to have a valid Washington State drivel's license and valid and current Proof
of Personal Insurance in their possession while operating a privately-owned motor vehicle when
conducting County business. The County recommends and encourages Travelers using their
personally-owned vehicle for County business to be fully insured,i.e.Underinsured and Uninsured
Motorist coverage.It is also recommended that Travelers advise their insurance carrier if they use their
personally-owned vehicle for County business.
Damne that occurs to a Traveler's privately-owned vehicle while the privately-owned vehicle
is beine used for County business is the responsibility of the Traveler and/or their insurance
carrier.
Section 12.3-Report of Accidents-Privately-Owned Vehicles
All traffic accidents,regardless of how slight,are to be reported by the employee within 24(twenty-
four)hours to the Departmental Director and proper law enforcement agency as required by law.
Accidents involving personal injuries are to be reported by telephone and followed with a written
Wort.
Section 12.4 - County Credit Cards - Person alk-Owned Vehicle Fuel Purchase
Prohibited
Purchase of fuel for a personally-owned vehicle using a County Credit Card is prohibited.
Section 13.0-Ise of County-Owned Vehicles
Section 13.1-General Requirements
The Departmental Director shall authorize the use of a County vehicle.County vehicles are to be
used only on County business.Travelers who are authorized to take part in the County business that
necessitated the use of the County vehicle, are allowed to accompany the employee in a County
vehicle.Persons who are not Travelers may travel as passengers in County vehicles as long as they
are directly engaged in activities which are associated with County business,and only as authorized
by a Departmental Director.
Travelers shall adhere to careful driving practices and observe traffic laws and regulations at all times.
Purchase of gas, oil and other items or emergency repairs to County vehicles are to be made in
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accordance with applicable regulations.
• Non-Accident Emergency During Normal Business Hours: Questions about the
applicable regulations and County procedures for the purchase of gas,oil,other items or
emergency repairs for any County vehicle should be directed to a Traveler's supervisor,
if during workinghours.
ours.
• Non-Accident Emergency After Normal Business Hours: If questions arise after
normal business hours or on weekends the employee should contact JeftCom
Dispatch for the number of the authorized"after hour"contact person.
• Accident Reports: Blank accident report forms are to be kept in the glove compartment
of the County vehicle for the Traveler's use.
Section 13.2—Driver's License
Operators shall have a valid Washington State driver's license in their possession while operating a
privately-owned vehicle or County vehicle.Travelers who operate County vehicles and who use
privately-owned vehicles to conduct County business are recommended to complete a Defensive
Driving course every three(3)Fears.
Adopted:january 40etober XX,2024 Appendix D-Travel and Transportation
Policy➢•o. -a.._o.,.._o..
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APPENDIX`E'—Alcohol&Drug Free Workplace Policy
Section 1.0—Policy Statement
The maintenance of an alcohol and drug free workplace is essential to employees'safety and welfare.
In recognition of this, 3effeFsen Gouftythe County supports the requirements of the State of
Washington and the United States Drug Free Workplace Act of 1988.
In accordance with these guidelines:
1. Illegal use,possession,distribution or dispensing of alcoholic beverages during working hours
is prohibited;.
2. Being intoxicated during working hours is prohibited,and..
3. Possession,distribution,dispensing,transfer or manufacture of illegal drugs is prohibited,
.(Prescription or non-prescription drugs are permitted in the workplace when taken in accordance with
a lawful prescription or consistent with standard dosage recommendations.)
Any employee reporting to work under the influence of drugs, alcohol or in an otherwise unfit
condition,may be subject to suspension without pay,referral for testing,termination or other action
as deemed appropriate by the employee's Departmental Director.
Section 1.1—County Responsibility
It is the responsibility of the County through management and supervisory personnel to fairly
administer this policythis Policy.
Section 1.2—Employee Responsibility
It is the employee's responsibility to ensure that they do not indulge in the illegal or inappropriate use
of any substance that could affect their performance.
1.2.1 Use of Prescribed or"Over the Counter" Drugs: Any employee who uses a
prescribed or over-the-counter drug that may cause adverse side effects (e.g.,
drowsiness or impaired reflexes or reaction time) shall inform their Departmental
Director that they are taking such medication and of the possible effects of the drug on
their performance and the expected duration of use. If the drug use could cause
production or safety problems,the Departmental Director may grant the employee sick
leave or temporarily assign the worker different duties.
1.2.2 Conviction for Violating a Drug;Statute:Each employee has the responsibility
to report to their Departmental Director the facts and circumstances leading up to a
conviction for violating any criminal drug statute.Reporting must take place within 5
(five)days from the date of conviction.
Section 2.0—Definitions
The following definitions willshall be used for the purposes of these pohemes an preeed••fe^this
Policv.
Commercial Driver's License (CDL): A specific type of driver's license issued by the State of
Washington in order to drive a commercial vehicle which is a vehicle with a gross vehicle weight over
26,000 pounds,or is designed to transport 16 or more persons(including the driver),or is used to
transport hazardous materials.
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County:Jefferson County.State of Washington.
Departmental Director: An Elected Official,manager or supervisor directly in charge of a specific
department(e.g.,the County Treasurer is the Departmental Director of the Treasurer's Office;the
Public Works Director is the Departmental Director of the Public Works Department)_
Elected Official:A person elected to an office listed in RCW36.16.030.
Employee: Any person employed or appointed by the County who is compensated by payment of
wages where federal,state,or local taxes are withheld.Independent contractors are not employees.
Employee Assistance Program(EAP):A benefit for employees to help with work stress,relationship
problems, anger management, coping with change, family/parenting issues, anxiety or depression,
alcohol or drug dependencies,and grief or bereavement issues.
Policy: This Alcohol&Drug Free Workplace Policy.
Reasonable Suspicion:Includes,but is not limited to,physical signs of alcohol or drug use such as
delayed motor skills, alcohol on the breath, etc.; performance issues, including but not limited to,
frequently missed deadlines, frequent mistakes, decreased productivity, significant variations in
productivity from day to day;inability to concentrate;frequent tardiness or absences for implausible
reasons; long meal, coffee, or bathroom breaks; disruptive behavior toward fellow employees;
withdrawal from interaction with fellow employees;or,overreaction to constructive criticism.
Section 3.0—Education and Training
The County vAllshall afford employees an opportunity to deal with drug and alcohol related problems.
The EAP provides information regarding the hazards of drug and alcohol abuse and the treatment of
drug and alcohol related problems.Any Count),empleyeeemployee may seek advice,information and
assistance voluntarily.Medical confidentiality w+Nshall be maintained consistent with d►is pelieythis
Policy.
The County also provides periodic training on the effects of alcohol and drug abuse in the workplace.
Part of the training involves becoming aware of the contents of this document and actively
participating in training sessions.
Section 4.0—Required Alcohol and/o or Drug Testing
Section 4.1—Employees Required to Have a Commercial Driver's License(CDL)
Employees required by their job description to have a Commercial Driver's License as part of their
employment with the County are covered by Resolution No.37-18 adopted August 13,2018 for drug
testing.
Section 4.2—All Other Employees
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Employees may be required to undergo substance abuse evaluation if there is reasonable suspicion
(see definition),the employee may have a substance abuse problem or the employee is involved in an
altercation,accident,near-miss accident or other incident.
Failure of the employee to report for an-a substance abuse evaluation is an act of insubordination and
is subject to immediate disciplinary action.Based on the evidence produced from dic-a substance abuse
evaluation,the employee may be required,as a condition of continued employment,to participate in
a comprehensive substance abuse treatment program. Regular satisfactory reports from the agency
operating the comprehensive substance abuse treatment program wi4shall be required as a condition
of continued employment.
4.2.1 Upon Reasonable Suspicion Report to Departmental Director:_In-the-eventlf
there is reasonable suspicion that substance abuse is a factor in an employee's
performance; the matter shall be brought to the attention of the employee's
Departmental Director.Reasonable suspiaien ineludes,bw i t limited, .
PeffoFmanee issues ineluding but not limited to fFequently missed deadlines and/oF frequent mistake
Inability to coneentmte;fFequent tardiness or absences for implausible Feasefis
Long fneal.eeffee,of bathroom breaks
DisFuptive behavior toA,ard fellow employees
II1is- 1.MiMal 4om_inteF..,,s:on%yith fellow employees
4.2.2 Investigation and Substance Abuse Evaluation.
The Departmental Director will shall investigate the allegation that reasonable suspicion that substance
abuse is a factor in an employee's performance and may require the employee to be evaluated for
substance abuse by referring the individual to the EAP.
4.2.23 Altercations,Accidents and Other Incidents:When an altercation,accident,
near-miss accident or other incident occurs,the Departmental Director may direct an
employee involved to a designated medical facility for a chemical dependency
evaluation as part of the investigation of the incident.
Failure to report an injury in the workplace may result in disciplinary action.
Section 5.0—Alcohol or Drug Conviction
An employee convicted of an alcohol or drug related offense might be required, as a condition of
continued employment,to satisfactorily participate in a substance abuse assistance,rehabilitation or
education program.
If participation in a substance abuse assistance, rehabilitation or education program program--is a
requirement of continued employment,satisfactory reports from the agency must be received on a
regular basis.
Adopted:danuaq 3!�October XX 2024-4 Appendix E—Alcohol&Drug Free Workplace
Policy 4 o�moo,...-.
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Section 6.0—Confidentiality
The confidentiality of all complaints and reported violations of the provisions of this peNeythis Policy
will be strictly maintained,except as required by public disclosure laws,labor and employment laws,
court order or as required in ordinary personnel actions.
Adopted:3enuary,3+,October XX 20244 Appendix E-Alcohol&Drug Free Workplace
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APPENDIX`F'—Anti—Harassment Policy
Section 1.0—Policy
It is the policy of 3etf'ersen Ceunt3Ae County to provide a husiness-end-work environment for all of
its Elected Officials,employees,volunteers,and customers that is reasonably harmonious and free
from intimidation. To this end, the County will not tolerate any form of unlawful discrimination,
unlawful harassment,or other inappropriate conduct as defined in this�Policy�
Through enforcement of this pelieythis Policy and by education of its Elected
Officials,employees,and voluntcersempleyees,the County will seek to prevent,correct and diseipline
respond with corrective action to behavior that violates this petieyPolicy.
All Elected Officials,employees,and volunteersempleyees,regardless of their position,are covered
by and expected to comply with this petie-ythis Policy,and to take appropriate measures to ensure that
prohibited conduct does not occur.Appropriate disciplinary action will be taken against any employee
who violates this potieyPolicv. Based upon the seriousness of the offense,disciplinary action may
include verbal or written reprimand,suspension,or termination of employment.
The County cannot assure employees and volunteersempleyees they will like their supervisors or
fellow employees and volunteersetnpleyees.This Policy only addresses unlawful conduct.
Section 2.0—Definitions
The definitions in RCW 49.60.040 are incorporated by reference into this poheyPolicy.The following
additional definitions%4ttshall be used for the purposes of this petieyPolicv.
Complainant:The._.�individtWA_person bringing a complaint under this Policy.
County:Jefferson County,State of Washington.
County Administrator:A position appointed by the Board of County Commissioners to handle County
administration.
County Equal Opportunity Board(CEOB): A Board composed of three (3) County management
personnel appointed as needed by the County Administrator.
Departmental Director: An Elected Official,manager or supervisor directly in charge of a specific
department(e.g.,the County Treasurer is the Departmental Director of the Treasurer's Office;the
Public Works Director is the Departmental Director of the Public Works Department).
Elected Official:A person elected to an office listed in RCW36.16.030.
Employee: Any person employed or appointed by the County who is compensated by payment of
wages where federal,state,or local taxes are withheld.Independent contractors are not employees.
Employee Assistance Program (EAP): A County funded benefit for employees to help with work
stress,relationship problems,anger management,coping with change,family/parenting issues,anxiety
or depression,alcohol or drug dependencies,and grief or bereavement issues,
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Human Reseupws Human Resources Director (##fff&Q): A position appointed or
designated by the Board of County Commissioners or by the Board's designee to handle personnel,
staffing and other related matters,
Personnel File: Refers to both the employee's employment personnel file and the employee's
departmental personnel file.
Respondent:The individual named in a complaint allegedly causing harm.
Section 3.0—Prohibited or Discouraged Conduct Under This Policy
Section 3.1—Discrimination
It is a violation of this pelieythis Policy to unlawfully discriminate in the provision of employment
opportunities, benefits or privileges, to create unlawful working conditions, or to use unlawful
discriminatory evaluative standards in employment if the discriminatory treatment is based in whole
or in part on the person's status in a protected class,including,but not limited to race,creed,religion,
color, national origin, sex, sexual orientation, marital status, political affiliation, citizenship or
immigration status,honorably discharged veteran or military status,or the presence of any sensory,
mental,or physical disability or the use of a trained dog guide or service animal by a person with a
disability is recognized as and declared to be a civil right.
This policy is intended to comply with all prohibitions stated in federal, state or local anti-
discrimination laws. However,if any inconsistency exists,federal,state or local anti-discrimination
laws control.
Employee conduct in violation of this pelie}this Policy may be subject to severe disciplinary actions
up to and including termination.
Section 3.2—Unlawful Harassment-Prohibited
Unlawful harassment,including unlawful sexual harassment,is prohibited by this polieythis Policy,
federal and state laws. Unlawful harassment is the use of words or physical conduct designed to
unlawfully threaten,intimidate or coerce;unlawful verbal taunting(including racial and ethnic slurs)
that, for a reasonable person, impair their ability to perform their job. Examples of unlawful
harassment are:
Use of Words:unlawful comments that ridicules,denigrates,insults,
belittles,or shows hostility or aversion toward a person,or group because of national
origin,race, color, religion, age gender, sexual orientation, pregnancy, gQpearance,
disability, marital, or other protected statusregar i* .':...
Faee,eolor-,religion,gender-,sexual orientation,age,bOdy,diSabi!45',OF appearanee.-
or,
Unlawful contemptuous words or phrases used to describe a person;slurs;negative
stereotyping and relating to a person's status in a protected class.
Adopted:3 -October-XX-202-14 Appendix F—Anti-Harassment
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Physical Conduct:--Unlawful distribution,display or discussion of any written or graphic material
that ridicules,denigrates, insults, belittles,or shows hostility or aversion toward an
individaala person, or group because of national origin, race, color, religion, age,
gender, sexual orientation, pregnancy, appearance, disability, marital, or other
protected status.
This pokey-Polio rohibits unlawful harassment of any kind, and the County will take swift
appropriate action to address any violations of this pelieyPolicv.
Section 3.3-Unlawful Sexual Harassment-Prohibited
Unlawful sexual harassment in any form is prohibited under this polieythis Policy,and federal and
state laws.Unlawful Sexual Harassment is a form of discrimination and is unlawful under Title VII of
the Civil Rights Act of 1%4.
Unlawful sexual harassment"includes unwelcome sexual advances,requests for sexual favors,and
other verbal or physical conduct of a sexual nature when submission to or rejection of such conduct is
used as the basis for employment decisions or such conduct has the purpose or effect of creating an
unlawfully intimidating,hostile,or offensive working environment."Unlawful sexual harassment also
includes unsolicited and unwelcome sexual advances,requests for sexual favors,or other verbal or
physical conduct of a sexual nature,when such conduct:
1. Is made explicitly or implicitly a term or condition of employment;
2. Is used as a basis for an employment decision;or,
3. Unreasonably interferes with an employee's work performance or creates an intimidating,
hostile or otherwise offensive environment.
Unlawful sexual harassment does not refer to behavior or occasional compliments of a socially
acceptable nature. Unlawful sexual harassment is behavior that is unwelcome, that is personally
offensive,and that lowers morale and therefore interferes with work effectiveness.Unlawful sexual
harassment may take different forms. Examples of conduct that may constitute unlawful sexual
harassment are:
Use of Words:-_Sexual innuendoes, suggestive comments,jokes of a sexual nature, sexual
propositions,lewd remarks,threats;requests for any type of sexual favor(this includes
repeated,unwelcome requests for dates);verbal abuse or"kidding"which is oriented
toward a prohibitive form of harassment,including that which is sexually oriented and
considered unwelcome.
Distribution,Display or Discussion of Written or Graphic Material: The distribution, display,
or discussion of any written or graphic material, including calendars, posters and
cartoons that are sexually suggestive or show hostility toward an person or
group because of sex; suggestive or insulting sounds; leering; staring; whistling;
obscene gestures; content in letters and notes, facsimiles or e-mail that is sexual in
nature.
Adopted:JanuaPj-October-XX-20244 Appendix F—Anti-Harassment
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Physical: Unwelcome,unwanted physical contact,including but not limited to touching,tickling,
pinching, patting,brushing up against,hugging, cornering,kissing, fondling; forced
sexual intercourse or assault.
Normal,courteous,mutually respectful,pleasant,non-coercive interactions between employees,that
are acceptable to and welcomed by both paAiespersons. are not considered harassment, including
sexual harassment.
3.3.14.3.1 33.IQuid Pro Quo Harassment Prohibited
Quid pro quo sexual harassment;is where submission to harassment is used as the basis
for employment decisions. Employee benefits sueh isEmployment decisions in quid
pro quo harassment,include but are not limited to raises,promotions,better working
hours,etEwhich are directly linked to compliance with sexual advances. Therefore,
only someone in a supervisory capacity(with the authority to grant such benefits)can
engage in quid pro quo sexual harassment.
Examples: A supervisor promising an employee a raise if she goes on a date
with him;A manager telling an employee she will fire him if he does not have sex with
her.
3.3.24.3.2 3.3.2Hostilc Work Environment Sexual Harassment Prohibited
Hostile work environment sexual harassment is where the harassment creates an
offensive and unpleasant working environment. Hostile work environment sexual
harassment can be created by anyone in the work environment, whether it be
supervisors, other employees. volunteers, independent contractors, or customers.
Hostile work environment sexual harassment consists of verbiage-the use of words of
a sexual nature,unwelcome sexual materials or even unwelcome physical contact as a
regular part of the work environment.Cartoons or posters of a sexual nature,vulgar or
lewd comments or jokes,or unwanted touching or fondling all fall into this category.
While any number of behaviors might create a hostile work environment,any conduct
or actions that create an environment in which an employee dreads going to work is
generally seen to create such a setting. The ndiyi ual eatising a hostile e
eenh-aeteF—While a supervisor might not be the original sources of a hostile work
environment, he OF 5 W-45supervisors are Fespeasible to not alleiv
one to exist or-
peFSisft to stop any hostile work environment sexual harassment.
Section 3.4—Inappropriate Conduct
Inappropriate conduct is conduct that, while not rising to the level of unlawful discrimination or
harassment,communicates a hostile,derogatory or negative message about persons based on protected
status.Inappropriate conduct can be either verbal or nonverbal and includes slights,insults and other
conduct that a reasonable person would find offensive.Such conduct is prohibited by this�this
Policy.
Section 3.5—Consensual Sexual Relationships
The County strongly discourages romantic or sexual relationships between management or other
supervisory employees and a member of their staff because such relationships tend to create
compromising conflicts of interest or the appearance of such conflicts.In addition,such a relationship
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may give rise to the perception by others that there is favoritism or bias in employment decisions
affecting the staff employee.Moreover,given the uneven balance of power within such relationships,
consent by the staff member is suspect and may be viewed by others or later by the staff member
themselves as having been given as the result of coercion or intimidation.The atmosphere created by
such appearances of bias,favoritism,intimidation,coercion,or exploitation undermines the spirit of
trust and mutual respect that is essential to a healthy work environment.If there is such a relationship,
the paAies-employees need to be aware that one or both employees may be moved to a different
department,or other actions may be taken.
3.5.1 Burden of Proof:As in all cases,the burden of proving sexual harassment rests
with the accuser. But when charges of harassment are brought by the subordinate
employee during or subsequent to such a relationship,and the supervisor claims that
the relationship was consented to by the employee,the burden will be on the supervisor
to prove that the relationship was consensual and voluntary.
3.5.2 Relationships between Stab: If any County empleyeeemplovee enters into a
consensual relationship that is romantic or sexual in nature with a member of their staff,
or if one of the patties-employees is in a supervisory capacity in the same department
in which the other party—employee—works, the parties employees must notify the
##iZ A4HRD.Although the parties employees may feel that what they do during non-
working hours is their business and not the business of the County,the potential issues
regarding"quid pro quo'harassment necessitates this to be a mandatory requirement.
This requirement does not apply to employees who do not work in the same department,
or to parties-employees who do not supervise or otherwise manage responsibilities over
the other.
Once the relationship is made known to the#RMHRD,the MRMHRD will review the situation in
light of all the facts(the reporting relationship between the paAiesemployees,effect on co-workers,
job titles of the parfiesemplovees,etc.),and will determine whether one or both parties-employees
need to be moved to another job or department. If it is determined that one piu4y-employee must be
moved,and there are jobs in other departments available for both,the parties employees may decide
who will be the one to apply for a new position.If the paWes-employees cannot amicably come to a
decision,or the patty-employee is not chosen for the position to which he or she applied,the parties
employees will contact the HRMHRD,who will decide which employee should be moved.That
decision will be based on which move will be least disruptive to the organization as a whole.-
If it is determined that one or both pFies employees must be moved,but no other jobs are available
for either pertyemployee, the parties � lovees will be given the option of terminating their
relationship or resigning.
Section 4.0—Retaliation Prohibited
No hardship,no loss of benefit,and no penalty may be imposed on an employee as punishment for:
1. Filing or responding to a bona fide complaint of discrimination or harassment;
2. Appearing as a witness in the investigation of a complaint;or,
3. Serving as an investigator.
Retaliation or attempted retaliation is a violation of this pelioythis Policy and anyone who does so
willshall be subject to severe sanctions up to and including termination.
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Section 5.0-The Complaint Process
Any person electing to utilize this complaint procedure will be treated courteously, the problem
handled as swiftly and as confidentially as feasible in light of the need to take appropriate corrective
action.The registering of a complaint will not be used against the employee,nor will it have an adverse
impact on the individual's employment status. While reporting such incidents may be a difficult
personal experience, allowing harassment activities to continue will most certainly lead to less
desirable outcomes.For that reason,employees are strongly urged to utilize this procedure.However,
filing groundless and malicious complaints is an abuse of this pelieythis Policv,is prohibited,and may
result in disciplinary action up to and including immediate termination.
Section 5.1-Responsibilities
5.1.1 Employees
All County-ernployeeemalovees must share the responsibility of understanding and
preventing unlawful discrimination and unlawful harassment„ but
ultimatelyUltimatelL no satisfactory investigation or resolution of complaints can
occur without the initiative and continued cooperation of the injured person. An
4"dwv+.+a1-em2lovee who believes they have been discriminated against or harassed
has the pr-intairy^ oblig ^must of-informing their Departmental Director or the
14RA4HRD of the act of discrimination,harassment or retaliation,recounting specific
actions or occurrences whenever possible. If an employee is not sure an act or use of
words violates His pelisythis Policy,the act must none-the-less be reported.
5.1.2 Departmental Directors
Departmental Directors have the special responsibility to act promptly to eliminate any
unlawful discrimination or unlawful harassment that may exist in their areas o
respeesibilitiesdepartments. If a Departmental Director knows that discrimination,
harassment or retaliation is occurring, or receives information that discrimination,
harassment or retaliation might be occurring,they must take immediate action. Such
action should include, but is not limited to, making an immediate report to the
#R4414RD and, if requested,speaking directly with the injured person,developing a
specific account of the actions, omissions or occurrences that are alleged to be
discriminatory,consulting with the 14RN4HRD,and taking corrective or disciplinary
action.
If the alleged discrimination, harassment or retaliation is not within their area o
respexsiljility Martment-op-owpsigK the Departmental Director must notify the
14RA4HRD who must then take prompt steps to address the allegation.
5.1.3 Muman Resourees ManagerHuman Resources Director
The Human Resources M.,..agetHuman Resources Director has the primary
responsibility of implementing and administering this pelisythis Policy.In particular,
the HRMHRD willshall respond to inquiries and complaints from management and
employees regarding discrimination, sexual harassment, other harassment, or
retaliation; maintain records of these inquiries and complaints as well as their
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resolution; and keep the County Administrator and the Board of County
Commissioners advised of them. The 14RA4HRD and other designated staff also
willshall also-provide information and education to the employees and management on
recognizing,understanding and combating unlawful discrimination and harassment.
Section 5.2—Supervisors Who Violate this Policy Are Subject to Disciplinary Action
Any County empleyeeemployee with supervisory andleFgr hiring responsibilities who is found to have
engaged in conduct prohibited under this polieythis Policy is subject to disciplinary action,including
removal from their supervisory wWMFor hiring responsibilities.
Section 5.3—Reporting Harassment by a Person Who is Not a County Employee
The County's ability to diseipline apply corrective action to a non-employee violation of d4slo4eythis
Policy(e.g.vendor, independent contractor, volunteer,or member of the public,publie effiieial-ef
elient)may be limited by the degree of control,if any,that the County has over the alleged violator of
this pelisythis Policy.Nevertheless,any employee who,during the course of his/heFtheir employment,
alleges discrimination,harassment or inappropriate behavior on the part of an outside source may use
the same reporting process.
Section 5.4—Confidentiality Before Filing a Complaint
It is the goal of the County to create a safe environment in which individuals are not afraid to discuss
concerns and complaints, or to seek general information about discrimination, harassment, and
retaliation. The County recognizes that individuals may be concerned about the confidentiality of
information they share and will strive to preserve confidentiality to the fullest extent possible.
5.4.1 Contact the EAP: The EAP provides confidential counseling services to
County empleyeeemployes. Individuals wishing to discuss an incident of possible
discrimination,harassment or retaliation confidentially,or persons seeking information
and advice without committing to future action are encouraged to contact the EAP.The
role of the EAP in such cases wiNshall be limited to personal counseling and treatment
of the person who is then a client.
5.4.2 General Information: Discussions for the purpose of obtaining general
information or advice from responsible administrators or managers (such as the
4RMHRD or legal counsel)may remain confidential. No action willshall be taken
when individuals wish only to make an inquiry as long as they do not disclose any
identifying information about themselves or the person accused (e.g., names,
department,position).
5.4.3 No Guarantee of Confidentiality: The anonymity described above cannot
always be maintained if the individual wishes to have the County take some corrective
or disciplinary action in a particular case. Moreover, the County may be legally
obligated to act once an incident of discrimination,harassment or retaliation has been
reported.Confidentiality cannot be guaranteed in such a case.
Section 5.5—Confidentiality During the Complaint Process
Once a�erson discloses identifying information and such information is sufficiently
complete and specific to state a claim of discrimination, harassment or retaliation, they will be
considered to have filed a complaint with the County.
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5.5.1 Prompt Responsive Action
The County willshall take prompt responsive action upon receipt of a complaint,unless
the complainant expressly requests that no action be taken and the County determines
in the exercise of its sole discretion,that this poheythis Policy or applicable laws do
not mandate action.
5.5.2 No Guarantee of Confidentiality
While the confidentiality of the information received,the privacy of the individuals
involved,and the wishes of the complaining person for
confidentiality cannot be guaranteed in every instance,they will be protected to as great
a degree as is reasonably possible. The expressed wishes of the eomplaining
pefsoecomplainant for confidentiality will be considered in the context of the County's
legal obligation to act upon the charge and the right of the charged paFtyrespondent to
obtain information.In most cases,however,confidentiality will be maintained by the
County and those involved in the investigation.
5.5.3 Investigation Documents Confidential During Investigation
During the investigation, any notes or documents written by or received by the
person(s) conducting the investigation willshall be kept confidential to the extent
possible under any existing state or federal law.
Section 5.6—Complaint Procedure
The following complaint procedure willshall be followed in order to address a complaint regarding
unlawful harassment,discrimination or retaliation:
5.6.1 Tell the Person Doing the Harassment to Stop Immediately
The person experiencing the harassment,whenever possible should clearly inform the
peFson doing the hamssing(hereafter FefefFed to as the alleged respondent that
their behavior is inappropriate,offensive,unwelcome and should immediately cease.
5.6.2 What to Do If You Are a Target of Unlawful Sexual Harassment
What tax—individnala person should do if they are a target of unlawful sexual
harassment:
1. If you are the recipient of any unwelcome gesture or remark of a sexual nature,
do not remain silent
2. Make it clear to the alleged haFesserresWndent that you find such conduct
offensive and unwelcome-;
3. State clearly that you want the offensive conduct to stop at once:_
4. The supervisor or manager,cannot solve the problem if he or she is not aware
aLiiL If even if you find it uncomfortable to confront the:ndiN i ual.,.,,,.,,.:^^i^
Ap. o'x^sove eondHetreT ndent consider going to your supervisor or
manager:.
5. You may also go to the supervisor or manager of the person—harassing
yeurespondent, if you find it uncomfortable to confront the individual
engagin s ondent in the offensive conduct..—:
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6. If the conduct does not stop after you speak with the alleged harasser or after
you have gone to the alleged harasser's supervisor or manager,you should then
notify your supervisor or manager
7. Review the complaint procedure set forth in this document.If you decide to file
a complaint, please contact the HRN4HRD and fill out the complaint form
available in P:\Public\Forms\Personnel Forms\or from the 14RMHRD)-:and
S. You may wish to keep a written log of all incidents of harassment,noting the
date and time, place and persons involved, and any witnesses to the event.
However,you should never let the conduct persist.
5.6.3 Initiate the Complaint Process
The indiwdualApy person who believes they are a target of harassment,discrimination
or retaliation (hereafter pc cod - the complainant) may initiate the complaint
process by reporting the incident to the first non-involved Departmental Director within
their department or by filing a written and signed complaint with the 14A4HRD.The
complaint must include the nature of the harassment,the date(s)of the occurrence(s),
the individuals involved and the names of any witnesses.
When a Departmental Director is a subject of the complaint,the employee may inform
the Clerk of the Board,the 14RN4HRD or the County Administrator.
If a Departmental Director becomes aware that harassment or discrimination is
occurring, either from personal observation or as a result of an employee coming
forward, the Departmental Director shoW4—shall immediately report it to the
14RMHRD.
5.6.4 HRi14HRD Gives Notice to the Board of County Commissioners or
Designee
Upon receiving the-a complaint,or being advised by a Departmental Director that a
violation of this pelieythis Policy may be occurring,the 1 1RMHRD willshall notify the
Board of County Commissioners or designee and review the complaint with the
Prosecuting Attorney's office andAwor outside legal counsel appointed by the
Washington Counties Risk Pool.
5.6.5 Other Duties of the HR+NIHRD Within 10 Business Days
Within 10(ten)business days of receiving the complaint,the 14RA4HRD willshall:
I. Inform the spondent)of the
complaint-;
2. Initiate the investigation to determine whether there is a reasonable basis for
believing that the alleged violation of this pel+eythis Policy occurred-Lan
3. Select an investigator. The investigatOF should be capable of objective
evaluation of the facts and the persons involved,and be-who is aerceived by the
individuals involved as someone who is fair and objective.
5.6.6 Duties of the Investigator
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During the investigation, the investigator wil4shall interview the complainant, the
respondent and any witnesses to determine what conduct occurred.
5.6.7 #RA11HRD's Progress Report
Within 15 (fifteen) business days of the complaint being filed (or the matter being
referred to the 14RMHRD),the 14KA4HRD wi44shall provide a general progress report
to the complainant with an estimate of the completion date.As promptly as a thorough
investigation allows,the investigator w444shall conclude the investigation and submit a
report of their findings to the I iRMHRD or the Board of County Commissioners or
designee anWeror outside legal counsel.
5.6.8 14RA4HRD's Recommendation of Appropriate Action
If it is determined that unlawful conduct in violation of the County's policy has
occurred,the HRMHRD willshall recommend that appropriate action be taken by the
County.The appropriate action will depend on the following factors:
1. The severity,frequency and pervasiveness of the conduct;
2. Prior complaints made by the complainant;
3. Prior complaints made against the respondent;and,
4. The quality of the evidence(first-hand knowledge,credible corroboration etc.).
5.6.9 Inconclusive Results of Investigation
If the investigation is inconclusive or it is determined that there has been no unlawful
conduct in violation of this pe4ieythis Policy,but some potentially problematic conduct
is revealed,appropriate action may be taken.
5.6.10 14RA4HRD's Duties After the Investigation is Complete
Within five (5) business days or as promptly as circumstances allow after the
investigation is concluded,the Departmental Director or the 14RMHRD wi44shall meet
with the complainant and the respondent separately,in order to notify them in person
of the findings of the investigation and to inform them of the action being
recommended.
5.6.11 Complainant May Challenge the Findings of the Investigation
The complainant and the respondent may submit statements to the Departmental
Director or 14RMHRD challenging the findings.Any such statement must be submitted
no later than five(5)business days after the meeting described in Section 5.6.10.
5.6.12 Review of the Decision with the Department Director
The Department Director wi44shall review the original decision with the 14RA4HRD.
The 14RMHRD willshalI render a written decision as promptly as circumstances allow
from the date the statements referenced in Section 5.6.11 were submitted. Written
copies of the decision are provided to the complainant,the respondent and the Clerk of
the Board.
5.6.13 Appeal Rights
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Either the complainant or the respondent may make written appeal within five (5)
business days from the date the parties were provided the copies of the first appeal
decision to the County Equal Opportunity Board(CEOB).
5.6.14 CEOB Review
Within 10(ten)business days from the date the CEOB receives the appeal,the CEOB
will—shall review the investigative report and any statements submitted by the
complainant or respondent,discuss results of the investigation with the 14RA4HRD and
other management staff as may be appropriate,and decide what action,if any,will be
taken. The 14RMHRD willshall report the CEOB's decision to the complainant,the
respondent and the Departmental Director.The CEOB's decision willshall be in writing
and willshalI include a finding of fact and a statement for or against disciplinary action.
If disciplinary action is to be recommended,the type of action willshall be stated.
Section 5.7—Alternative Legal Remedies
Nothing in this pel+r ythis Policy shall prevent the complainant or the respondent from pursuing formal
legal remedies or resolution through state or federal agencies or the courts.
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APPENDIX'G'-
Violence in the Workplace Policy&Proeedures
Section 1.0-Policy Statement
ieffeFsen GotmtyThe County policy is to provide a safe workplace for all employees.The County does
not tolerate any type of workplace violence committed by or against pubI4e eftsielElected Officials,
or-employees, or volunteers. Elie-etlleielElected Officials, and-employees, and volunteers are
prohibited from making threats or engaging in violld it activities.
In effort to ensure the safety of jefferson _-empleyeesall Elected Officials, employees, and
volunteers,it is a County objective to create and maintain a safe workplace.All illegal aetivities o
Couffty property an"r against County empleyees will be prosecuted to the ffill ement of the !a%,.
Non employees engaged in violent aets on Count),property will be reported to the proper atitheritie
and€ ly-proseeuted-
Prohibited Workplace-workplace violence is not limited to homicides or physical assaults. All
behavior that is prohibited by the laws of the United States,Washington State,or applicable county or
municipal codes is prohibited on County it also includes ino-ve sub-the h-@-haByioFS arid threate
conduct.
Thefacilities.The following list is a non-inclusive list-of prohibited behaviors,while not ineiusivt-
PFOYides
1. Causing physical injury to another person;
2. Making threatening remarks;
3. Aggressive or hostile behavior that creates a reasonable fear of injury to another person or
subjects another individual to emotional distress;
4. Intentionally damaging employer property or property of another employee,or,
5. Committing acts motivated by,or related to,any type of harassment described in Appendix F
of(relor to Mtn ty'sAnti Harassment Polie),and o..Oeed-„«os;this Manual, Appendix`E')
Any Elected Official,employee,or volunteer OF Puhlie offieialdetermined to be in violation of"
pelieythis Policy willshall be subject to appropriate disciplinary action up to and including immediate
termination.
Section 2.0-Definitions
The following definitions willshalI be used for the purposes of these policies and procedures.
Departmental Director: An Elected Official,manager or supervisor directly in charge of a specific
department(e.g.,the County Treasurer is the Departmental Director of the Treasurer's Office;the
Public Works Director is the Departmental Director of the Public Works Department.)
Elected Official:A person elected to an office listed in RCW36.16.030.
Employee: Any person employed or appointed by the County who is compensated by payment of
wages where federal,state,or local taxes are withheld.Independent contractors are not employees.
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Employee Assistance Program(EAP):A benefit for employees to help with work stress,relationship
problems, anger management, coping with change, family/parenting issues, anxiety or depression,
alcohol or drug dependencies,and grief or bereavement issues.
an Resources Director (hWUURD): A position appointed or
designated by the Board of County Commissioners or by the Board's designee to handle personnel,
staffing and other related matters.
Personnel File: Refers to both the employee's employment personnel file and the employee's
departmental personnel file.
Section 3.0—Reporting Procedures
Any potentially dangerous situations must be reported immediately to the Departmental Director or
the 14RMHRD.All reports willshall be investigated.Reports or incidents warranting confidentiality
willshall be handled appropriately and information willshall be disclosed to others only on a need-to-
know basis. All parties-persons involved in a situation willshall be counseled and the results of
investigations will-shall be discussed with them.-
Elected Officials,Employ ws-employees.and volunteers sheuld shall report all incidents of violence
even if there were no injuries.The NRA4HRD uses this information in determining if all preventative
measures are being taken and where any improvements need to be made.
Section 4.0—Risk Reduction Measures
Section 4.1—Hiring
Pre-employment background investigations and any other available measures willshall be taken to
reduce the risk of hiring individuals with a history of violent behavior.
Section 4.2—Safety Inspections
The County conducts periodic inspections of its facilities to evaluate and determine any vulnerability
to workplace violence or hazards. Any necessary corrective action willshall be taken to reduce all
risks.
Section 4.3—Individual Situations
While not all Elected Officials, employees and volunteers are skilled at identifying potentially
dangerous situations,the County does expect empleyeesAem to exercise good judgment and to inform
the Departmental Director if any employee exhibits behavior that could be a sign of a potentially
dangerous situation.Such behavior can include:
1. Inordinate discussion of using weapons in a violent or threatening manner;
2. Preoccupation with scenarios of weapons or violence;
3. Displaying overt signs of extreme stress,resentment,hostility or anger;
4. Making threatening remarks;
5. Sudden or significant deterioration of performance-,or,
6. Displaying irrational or inappropriate behavior_
Section 4.4—Employees at Risk
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Because of the nature of their jobs,certain Elected Officials,employees or volunteers may be more at
risk for becoming victims of violence.Specific training willshall be conducted for those individuals
or departments.
Section 5.0—Dangerous or Emergency Situations
An Elected Official,employee,or volunteer who is confronted by or encounters an armed or dangerous
person should not attempt to challenge or disarm the individual.Following are standard strategies for
coping with violent i idualspersons:
1. Give the potentially violent person enough physical space;
2. Avoid glaring or staring,which may be seen as a challenge;
3. Speak softly;
4. Listen carefully;don't be judgmental;
5. Observe the individual's body language;
6. Avoid touching a potentially violent person;
7. Have a code or signal that informs others of potential violence;and,
8. Mentally design a safety plan,
If the employee to use the panic button or emergency intercom system without endangering
theif Owfrsa#etysafety of yourself or the safety of thers,the
~��o so immediately.Otherwise,cooperate and follow the instructions given.If safe to
do so,employees should-call 911.
Section 6.0—Enforcement
Threats,threatening conduct,or any other acts of aggression or violence in the workplace will not be
tolerated.All illegal activities on County proWrty or against Elected Official,employees,or volunteers
will be prosecuted to the full extent of the law. Any employee determined to have committed such
acts will be subject to disciplinary action,up to and including termination.Non employees engaged
iR violent nets at County f6eilities shall be FepoFted to the PFOPOF authe&ies and fmay be fully
pr,oseeoted-For non-employees, the County shall follow Chapter 8.85 JCC (Code of Conduct and
Trespass from County Facilities). Non-employees engaged in violent acts on County property will be
reported to the proper authorities and prosecuted to the full extent of the law.
Section 7.0—Counseling
The EAP is a vital source of counseling for individuals who have been the victims of or have witnessed
violence.The County will provide opportunities for post-trauma counseling.The County may also use
the EAP to assist in counseling employees who may be vulnerable to committing violent acts.
Adopted: October XX 20244 Appendix G—Violence in the Workplace-
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APPENDIX`H'—Whistle Blower Protection Policy&PFoeeduFe�_
Section 1.0—Policy Statement
It is the policy of the County that Cetemployees should be encouraged to disclose,to the extent
not expressly prohibited by law, improper governmental actions of of dials-Elected Officials and
employees.The purpose of this pokeyPolicy is to meet the requirements of RCW 42.41.030(2)and
protect County mployees who make good-faith reports to appropriate governmental bodies and to
provide remedies for such individuals who are subjected to retaliation for having made such reports.'
Section 2.0—Definitions
The following definitions willshall be used for the purposes of this pelieyPolicy.
Appropriate Persons: P�dFstiant to , The persons within the County to whom to report
improper governmental actions,as required by RCW 42.42.030(3).
Complainant: An employee e plai..:..,. .,1 out e e e tal � person bringing a
complaint under this Policy.
County:Jefferson County,Washington.
County Administrator:A position appointed by the Board of County Commissioners to handle County
administration.
Departmental Director: An Elected Official,manager or supervisor directly in charge of a specific
department(e.g.,the elected County Treasurer is the Departmental Director of the Treasurer's Office;
the Public Works Director is the appointed Departmental Director of the Public Works Department).
Elected Official:A person elected to an office listed in RCW36.16.030.
Employee: Any Mrson employed or appointed by the County who is compensated by payment of
wages where federal,state,or local taxes are withheld.Independent contractors are not employees.
Emergency: Emergency as used in this pelieythis Policy has the same meaning as in RCW
42.41.020(4). On the date of the adoption of this pelieythis Policy,the definition of emergency in
RCW 42.41.020(4)was:"`Emergency' means a circumstance that if not immediately changed may
cause damage to persons or property."
Human Resources Director ( HWJ: A position appointed or
designated by the Board of County Commissioners or by the Board's designee to handle personnel,
staffing and other related matters.
:Mk Reet6on
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Improper Governmental Action: Improper governmental action has the same
meaning as in RCW 42.41.020(1).On the date of the adoption of this pelieythis Policv,the definition
of improper governmental action in RCW 42.41.020(1)was:
(a)"Improper governmental action"means any action by a local government officer or
employee:
(i)That is undertaken in the performance of the officer's or employee's official
duties, whether or not the action is within the scope of the employee's
employment;and,
(ii)That is in violation of any federal,state,or local law or rule,is an abuse of
authority,is of substantial and specific danger to the public health or safety,or
is a gross waste of public funds.
(b)"Improper governmental action"does not include personnel actions including but
not limited to employee grievances,complaints,appointments,promotions,transfers,
assignments,reassignments,reinstatements,restorations,reemployments,performance
evaluations,reductions in pay,dismissals, suspensions,demotions,violations of the
local government collective bargaining and civil service laws,alleged labor agreement
violations,reprimands,or any action that may be taken under ehapter Chapters 41.08,
41.12,41.14,41.56,41.59,or 53.18 RCW,or RCW 54.04.170 and RCW 54.04.180.
Policy:This Whistle Blower Protection PeltIc�eedumsPolicy.
Prosecuting Attorney:The County Prosecuting Attorney.'
RCW.-The Revised Code of Washington as it now exists or may be amended in the future.
Respondent:An individtWA person named in a complaint about improper governmental action.
Retaliatory Action: Retaliatory action as used in this peliaythis Policv has the same meaning as in
RCW 42.41.020(3).On the date of the adoption of this Policv,the definition of retaliatory
action in RCW 42.41.020(3)was:
"Retaliatory action"means:(a)Any adverse change in a local government employee's
employment status, or the terms and conditions of employment including denial of
adequate staff to perform duties,frequent staff changes,frequent and undesirable office
changes,refusal to assign meaningful work,unwarranted and unsubstantiated letters of
reprimand or unsatisfactory performance evaluations, demotion, transfer,
reassignment,reduction in pay,denial of promotion,suspension,dismissal,or any other
disciplinary action; or (b) hostile actions by another employee towards a local
government employee that were encouraged by a supervisor or senior manager or
official.
atteFReY.'
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Section 3.0—Right to Report Improper Governmental Action-Policies and Procedures
Section 3.1—Right to Report Improper Governmental Action-
Every Eeuay empleyeeemployee has the right to report to the Appropriate Persons information
concerning an alleged improper governmental action.3
Section 3.2—Posting and Providing Employees a Summary of this Policy
The County shall permanently post a summary of the procedures for reporting information on an
alleged improper governmental action and the procedures for protection against retaliatory actions
described in this pelieythis Policy in a place where all employees will have reasonable access to it.A
copy of the summary shall be made available to any employee upon request°
Section 3.3—Written Complaint Requirement
Except in the case of an emergency, before a complainant provides information of an improper
governmental action to a person or an entity who is not a publie—effieiatCounty officer or an
Appropriate Person,the complainant shall submit a written complaint pursuant to Section 4 of this
pelieythis Policy.3-
Section 3.4—Good Faith Attempt to Follow this Policy Required to Receive Protections
A complainant who fails to make a good faith attempt to follow this polisythis Policy shall not receive
the protections of this peliey0ris Policy or of Chapter 42.41.RCW.''
Section 3.5—Confidentiality of the Identity of the Complainant-
The identity of a complainant shall be kept confidential to the extent possible under the law,unless
the complainant authorizes the disclosure of his-er-hertheir identity in writing.?
Section 4.0—Filing a Complaint
Section 4.1—Union Representation_
If a complainant is part of a union bargaining unit,they may seek representation through their union.
The union will follow reporting procedures according to the collective bargaining agreement with the
County,or in the absence of Whistle Blower protection procedures within the collective bargaining
agreement,the procedures in this pel+e-ythis Policy.##0
Section 4.2—Requirements for a Complaint_
The complaint about alleged improper government action must be made in writing and must include
the specific relief requested within thirty (30) days after the alleged improper government action
occurred.
Section 4.3—Who Where to File the Complaint With_
4.3.1 An employee reporting alleged improper government action on the part of any
other employee shall report sueh eonduet ubmit the written complaint to their
a
5 T-hiq &am-OCI11 42.41.039(5).
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Departmental Director or the Prosecuting Attorney, except as provided in Sections
4.3.2,4.3.3,4.3.4,or 4.3.5.-
4.3.2 An employee reporting alleged improper government action on the part of the
employee's Departmental Director, then the complaint shall submit the written
complaint lobe to the County Administrator, the HRMHRD or the Prosecuting
Attorney.
4.3.3 An employee reporting alleged improper government action on the part of
County Administrator or the HRMHRD, the repeFt will hall submit the written
complaintbe-trade to the Chair of the Board of County Commissioners or the
Prosecuting Attorney.
4.3.4 An employee reporting alleged improper government action on the part of the
Chair of the Board of County Commissioners die-mpoF-shall submit the written
complaintbe-made to any other Commissioner or the Prosecuting Attorney.
4.3.5 An employee reporting alleged improper government action on the part of a
County Commissioner acting with the County Prosecuting Attorney,dw-Fepect-shall
submit the written complain be fnade to the County Administrator or the 14RMHRD.
Section 4.4-Forwarding the Complaint to the HRMHRD
Unless the complaint is about the HRMHRD,all complaints shall be forwarded to the I4RA4HRD.If
a complaint is about the HRMHRD the complaint shall be forwarded to the Prosecuting Attorney.
Section 5.0-County's Response to a Complaint_
Section 5.1-The HRA4HRD Coordinates the County's Response and Any Investigation
Unless the complaint is about the HRMHRD,the HRMHRD shall coordinate the County's response
and any investigation conducted.If a complaint is about the 14RA4HRD,the Prosecuting Attorney shall
coordinate the County's response and any investigation. The person coordinating the County's
response shall determine whether any investigation is required.
Section 5.2-Investigation
5.2.1 Investigations shall be conducted by persons who are not responsible for law
enforcement or criminal prosecution within the County organizational structure and
who are familiar with proper investigation procedures:
5.2.2 In order to maintain the integrity of any investigations into the suspected conduct,no
reports are to be made to any paltyperson except as provided above.Failure to protect
the integrity of a future investigation willshall result in diseiplinecorrective action for
failure to follow proper procedures as outlined hereiein this Policy.
5.2.3 Investigations willshall be conducted promptly and documented. The investigator
should be capable of objectively evaluating the facts and the persons involved. The
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complainant wittshall be informed of the results of the investigation and any proposed
action.
5.2.4 The complainant willshall be informed of the County's response to the
complaint and any proposed action.
Section 5.3—Deadline for the County's Response to the Complaint
The County must respond to the complaint within a reasonable time,considering all the circumstances,
including but not limited to,the complexity of the issues raised in the complaint, the number of
potential witnesses involved,and the need for coordination with the County's risk pool or insurer.
Section 6.0—Rights of Complainant Who Claims Retaliatory Action Occurred_
A complainant claiming there was a retaliatory action has the rights contained in RCW 42.41.040.The
rights in current RCW 42.41.040 are summarized in this Section 6.If RCW 42.41.040 is revised by
the legislature,the revised provisions shall apply.
Section 6.1—No Discrimination or Reprisals
It is unlawful for any local government official or employee to take retaliatory action against a local
government employee because the employee provided information in good faith in accordance with
the provisions of this chapter that an improper governmental action occutred.8 Any retaliatory action
taken against a complainant for complaints made pursuant to this pelieythis Policy shall be allowed as
a grievance under an applicable union contract. The County does not tolerate retaliation against a
whistleblower or a witness in an investigation.
Section 6.2—Written Notice of the Retaliatory Action Required_
6.2.1 In order to seek relief under this section,a complainant shall provide a written notice
of the charge of retaliatory action to the 14RMHRD that: (a) Specifies the alleged
retaliatory action;and,(b)Specifies the relief requested.9
6.2.2 The charge shall be delivered to the local government no later than thirty(30)
days after the occurrence of the alleged retaliatory action.
Section 6.3—Deadline for Responding to Written Notice of the Retaliatory Action
The County has thirty(30)days to respond to the charge of retaliatory action and request for relief.'
Section 6.4—Hearing Request by the Complainant after County's Response_
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6.4.1 Upon receipt of the earlier of response of the County or after the deadline in Section
6.3,the complainant may request a hearing to establish that a retaliatory action occurred
and to obtain appropriate relief as defined in this section.'k
6.4.2 The request for a hearing by the complainant shall be delivered to the WRA4HRD within
the earlier of fifteen (15)days of delivery of the response from the County or the
deadline in Section 6.3.14
Section 6.5—Application by the County to the State Office of Administrative Hearings
for an Adjudicative Proceeding_
Within five(5)working days of receipt of the request for hearing,the County shall apply to the state
office of administrative hearings for an adjudicative proceeding before an administrative law judge.
Except as otherwise provided in this section, the proceedings shall comply with RCW 34.05.410
through 34.05.598.°
Section 6.6—Rules for an Adjudicative Proceeding_
The rules for an adjudicative proceeding are contained in RCW 42.41.040.The rules in effect on the
adoption of this pelieythis Policy are as follows:
6.6.1 Burden of Proof.The complainant,as the initiating party,must prove his-�their
claim by a preponderance of the evidence.'-
6.6.2 Final Decision Consisting of Findings of Fact Conclusions of Law and Judgment.The
administrative law judge shall issue a final decision consisting of findings of fact,
conclusions of law,and judgment no later than forty-five days after the date the request
for hearing was delivered to the County.'
6.6.3 Authority to Grant Extensions. The administrative law judge may grant specific
extensions of time beyond this period of time for rendering a decision at the request of
either party upon a showing of good cause,or upon lhiseF-he their own motion.'
6.6.4 Relief that May Be Granted.Relief that may be granted by the administrative law judge
consists of reinstatement,with or without back pay,and such injunctive relief as may
be found to be necessary in order to return the complainant to the position he or she
held before the retaliatory action and to prevent any recurrence of retaliatory action.
The administrative law judge may award costs and reasonable attorneys' fees to the
prevailing party.'g
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6.6.5 Civil Penalty.If a determination is made that retaliatory action has been taken against
the complainant,the administrative law judge may,in addition to any other remedy,
impose a civil penalty personally upon the retaliator of up to three thousand dollars
payable by each person found to have retaliated against the complainant and
recommend to the local government that any person found to have retaliated against
the complainant be suspended with or without pay or dismissed.All penalties recovered
shall be paid to the local government administrative hearings account created in RCW
42.41.060.`'-
6.6.6 Judicial Review.The final decision of the administrative law judge is subject to judicial
review under the arbitrary and capricious standard.Relief ordered by the administrative
law judge may be enforced by petition to superior court.'
Section 7.0—Rights of Respondents
Section 7.1—Information to Provide About the Investigation and Admonishments-
Within five (5) business days of receiving the whistleblower complaint or as promptly as
circumstances allow, whichever is earlier, the 14RA4HRD willshall advise a respondent of the
following:
7.1.1 That a whistleblower complaint has been made against the respondent;
7.1.2 That a whistleblower investigation is being conducted pursuant to dos-policythis
Policy while providing the respondent a copy of this pelieythis Policy and the
complaint;
7.1.3 The requirement in State law and this pelisythis Policy that prohibits any county
employee,including the respondent,from retaliatory action against the complainant or
any witness participating in the investigation;
7.1.4 That the respondent is not to discuss the complaint with the complainant;
7.1.5 That the respondent is not to take any action to disrupt or impede the investigation of
the complainant;
7.1.6 That an investigator may be contacting the respondent to request an interview;
7.1.7 That the respondent may request a defense pursuant to Chapter 2.05 JCC;and,
7.1.8 That the respondent may wish to obtain legal counsel at their sole expense.
Section 7.2—Participation in the Investigation_
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The respondent may refuse to be interviewed by the investigator in order to protect the respondent's
rights against self-incrimination guaranteed in the United States Constitution and the Constitution of
the State of Washington.
Section 7.3—Request for Defense and Payment for the Respondent's Legal Counsel_
The respondent may request a defense pursuant to Chapter 2.05 JCC.
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APPENDIX`dl'- Ielecommuting, folic,*
Section 1.0--Purpose
Telecommuting allows employees to work at home,on the road or in a satellite location for all or part
of their workweek jeffemen CountyThe County considers telecommuting to be a viable work option
when both the employee and the iob are suited to such an arrangement. Telecommuting may be
appropriate for some employees and jobs but not for others.This pPolicy puts the responsibility for
telecommuting where it belongs namely with
Departmental Directors.
At the same Telecommuting is not an entitlement,it is not a County-wide benefit,and,except in
full compliance with dtis�this Policy, it in no way changes the terms and conditions of
employment with the County.
Telecommuting can be informal,such as working from home for a short-term proiect or on the road
during business travel,or a formal,set schedule of working awa) from the office as described below.
Either an employee or a supervisor can suggest telecommuting as a possible work arrangement.
However,any telecommuting for more than seven days(one week)must be approved by a BeparHneeE
HeadDevartmental Director. (See Section 7.0, the "Ad Hoc" section of jhj2 tieythis Policy for
Telecommuting situations up to seven calendar days.)
Section 2.0--Eligibility
Before entering into any telecommuting agreement of more than seven days,the employee and the
Departmental Director, with the assistance of the Human ResoureeHRD (if
needed),%4Ushall evaluate the suitability of such an arrangement by reviewing the following areas:
Section 2.1-Job Suitability
The employee and supervisor wiltshall discuss the job responsibilities and determine if the job is
appropriate for a telecommuting arrangement. Telecommuting is authorized only if:
1. Clear work objectives can be established and Metz,
2. Minimal face-to-face interaction with co-workers,customers and supervisor(s)-.:
3. Tasks can be completed in a telecommute environment;
4. Tasks and deliverables are clearly defined;and
5. Periods of uninterrupted (or less-interrupted) time are more efficient to complete
assigned tasks and duties.
Section 2.2--Employee Suitability:.
The supervisor wiltshall assess the needs and work habits of the employee compared to traits
customarily recognized as appropriate for successful w6eefxRm"delecommuting employees
such as:
I. Self-motivated and self-starter:;
2. Results and product-oriented worker::
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3. Able to work independently with limited supervision
4. Familiar and comfortable with the expectations for the position;and,
5. Demonstrated ability in communicating electronically.
Section 2.3—:bounty's Interests isMust Be Advance&
The telecommuting arrangement should be of benefit to the County or Department in some way,and
no significant detriment.Examples to consider include:
1. General communication between et eetelecommuting employees or work units,
2. Team cohesion;
3. Morale;
4. Back-up duties;and,
5. Front desk coverage,either physically or telephonically.
Section 2.4—.-Access to Telecommufine Proeram Benefit.
While approval of a telecommuting agreement for more than seven days is at the sole discretion of the
Department Director or -Fleeyed^ he HRM may be consulted if
necessary to help assure equitable access to the telecommuting program benefit.
Section 2.5--Required Agreement by Telecommutine Employee
If appropriate to proceed, the following shall be reviewed and agreed to by the telecommuting
employee.
-
1. Availability:
a. Telecommuting employees must be accessible by email, telephone andAwor
video conference during designated work hours.
b. If required,telecommuting employees must be available to come into the office
to Mrform certain duties as requested by their supervisor.To help assure this
availability, the effqleveetelecommuting employee's telecommuting location
must be within 2 hours of their usual County work location,unless an exception
is approved by the County Administrator.
C. Telecommuting employees must adhere to the attendance schedule of their
designated work hours and get advance approval of the
Department Director for any schedule changes.
2. E!ffll ffl! Telecommuting employees v.hn ma hall not meet in-person
with any person who is not an Elected Official or employee in
private telecommuting locations such as a residence. Generally, in-person County
business hould be conducted in County offices.
3. Telecommuting employees covered by FLSA shall observe all normal workhours,meal
period breaks and rest period breaks as required by State and Federal law.
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4_\I I overtime must be approved by the ewploMtelecommuting employee's supervisor
or their designee(s).
5. The supervisor,with their Reefed-A ieial or Department Director concurrence,shall
establish an appropriate written method for tracking and rMning on performance of
job duties and task assignments.This may include,for example:
a. Daily a-mails outlining work assignments and status,
b. Weekly work logs documenting work hours,and assignments.or,
c. Other similar tools.
6. Telecommuting employees must contact their supervisor if the
elecommuting employee is uncertain about their work plan,has questions
about duties,or has insufficient work to fill their scheduled workday.
Section 2.6--Required Notice When Circumstances Prevent Effective Telecommuting
Telecommutersing employees shealdshall notify their supervisor immediately when circumstances
prevent effective telecommuting. This includes illness, power or equipment failures, loss of
connectivity, or any other circumstances that prevent an gmpjgveetelecommuting employee from
telecommuting.Supervisors may then direct the enm4oyeetelecommuting employee to report to their
County worksite,or other location.
Section 3.0--Equipment
Telecommuting employees may be provided with county-owned equipment to Wrf'orni their job duties
or may be authorized to use their own personal equipment subiect to configuration by Central Services
IT. Telecommuting employees are responsible for maintenance and repair of their own personal
equipment.
Section 4.0--Security
Telecommuting employees %4Rshall ensure the security and protections of information accessible
from their alternate work location and%49shall check with their supervisor when security matters are
at issue.No confidential information(including administrator passwords)will be downloaded to any
data storage device(including but not limited to hard drive,CD.DVD,or USB stick).Any information
that is considered confidential or protected will only be accessed using the secure access tools provided
by Information Services:it will not be physically removed/copied for use remotely.
Section 5.0--Location and Safety
1. The eleyerCounty has the right to inspect and approve an eleyeetelecommuting
employee's remote work location to assess suitability and safety issues. This includes the
ergonomic suitability of the remote work location's setup.
2 Egn4oyeeTelecommuting employees provide all necessary furniture, internet access and
equipment except office supplies such as paper and other sundry supplies.Office supplies such
as paper and other sundry suppliesThese will be provided by the County.
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3. The approved remote work location for an telecommuting employee Willshall not be changed
without the prior and express written approval of the Department Director.
4 £n@IeyeeTelecommuting employees are expected to maintain their hometelecommuting
workspace in a safe manner, free from safety hazards. Injuries sustained by the
egg42yeetelecommuting employee in a telecommuting workspace(including a home office
location) an"n conjunction with his�heir regular work duties eFe-nomnallymay be
covered by the eomeanv's workers' .worker's compensation provided to
employees by the Washington Department of Labor and Industries.Telecommutingemployees
are responsible for notifying the ew
44eyKounty of such injuries as--seen--es
pfggjea immediately to the Departmental Director and the HRM. The
employeetelecommuting employee is liable for any injuries sustained by visitors to his-im
hertheir telecommuting workspace(including a home wedrsiteoffice location).
Section 6.0 Telecommutin¢Requirements
1. All duties,obligations,responsibilities,and conditions of employment with the County remain
unchanged and all County rules, regulations, policies and procedures pertaining to
emaleveetelecommuting employee conduct,and performance of duties and health and safety must be
followed.
2. Employees assigned to telecommute by their supervisor, with their
Department Director's concurrence,shall agree to and sign a TelecommutindRemote Work
Agreement. The Agreement shall be updated any time there is a change authorized by the
Elected Offigial-or Department Director.
3. Tax and other legal implications.The telecommuting employee must determine any tax or legal
implications under IRS,state and local government laws,and/oFor restrictions of working out
of a home-based office.Responsibility for fulfilling all 1 obligations in this area rests solely with
the empleyeetelecommuting employee.
4. Telecommuting is not designed to be a replacement for appropriate child care.Although an
employee's schedule may be modified to accommodate child care needs,the focus
of the arrangement must remain on job performance and meeting business demands.
Prospective teleeemExatertelecommuting employees are encouraged to discuss expectations of
telecommuting with family members prior to entering a trial period.
>. Evaluation of telecommutingeF employee's performance during the trial period will include
regular interaction by phone and a-mail between the ex44e eetelecommuting employee and
the supervisor to discuss work progress and problems. At the end of the trial period, the
2gMLIejecommufing employee and numageFthe supervisor wittshall each complete an
evaluation of the arrangement and make recommendations for continuance or modifications.-
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6. Evaluation of teleeotertelecommuting employee performance beyond the trial period
wi)Ishall be consistent with that received by employees working at the office in both content
and frequency but will focus on work output and completion of objectives rather than on time-
based performance.
7. An appropriate level of communication between the teleeem poteEtelecommuting employee
and.supervisor wiffshall be agreed to as part of the discussion process communicate at a level
consistent with employees working at the office or in a manner and frequency that is
appropriate for the job and the individuals involved.
Section 7.0--Ad Hoc Arraneements
Temporary telecommuting arranl;ements of up to seven (7) calendar days may be approved for
circtunstances such as inclement weather, special projects or business travel. Approval may be
informal,such as an e-mail,to document the arrangement.These are approved on a needed basis only
with no expectation of ongoing:continuance.
Other informal,short-term arraneements may be made for employees on family or medical leave to
the extent practical for the employee and the erganizatiendeyartment and with the consent of the
employee's health care provider,if appropriate.
All informal telecommuting arrangements are made on a case-by-case basis, focusing first on the
business needs of the manizatienCounty.
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