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Betty Dickneite, Director Boone County Human Resources |
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Boone County Human Resources 601 E. Walnut, Rm 211 Johnson Building 2nd Floor Columbia, MO 65201-0000 |
Office (573) 886-4395 Fax (573) 886-4444 |
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Betty Dickneite, Director Boone County Human Resources |
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Boone County Human Resources 601 E. Walnut, Rm 211 Johnson Building 2nd Floor Columbia, MO 65201-0000 |
Office (573) 886-4395 Fax (573) 886-4444 |
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BOONE COUNTY GOVERNMENT
PERSONNEL POLICY MANUAL
TABLE OF CONTENTS
1.2 Application for Employment
1.4 Employment Classifications
1.6 Benefited and Non-Benefited Positions
1.11 Six-Month Probationary Period
1.12 Six-Month Qualifying Period
1.15 Equal Opportunity Institution
1.16 American Disabilities Act/Human Rights Law
Section 2: EMPLOYMENT BENEFITS
2.1 Retirement2.5 Vacation Accrual for Former Employees
2.7 Sick Leave for Former Employees
Section 3: COMPENSATION
3.1 Work Week3.6 Administrative Pay: Corrections
3.9 Temporary Extra Responsibility Pay
Section 4: WORK CONDITIONS AND HOURS
4.1 Work Schedules4.3 Attendance and Punctuality
4.5 Emergency Closing of County Services and Buildings
4.6 Business and Travel Expenses
4.7 Non-Smoking Work Environment
Section 5: LEAVES OF ABSENCE
5.1 Family Medical Leave5.6 Leave of Absence Without Pay
5.7 Extended Leave of Absence Without Pay
5.9 Adoption Leave
Section 6: EMPLOYEE CONDUCT & PROCEDURES
6.1 Professionalism6.4 Driver’s License Suspension/Revocation
6.5 Vehicle Accident Reporting Procedure
6.6 Worker’s Compensation Procedure
6.9 Solicitations and Distribution
6.16 Anti-Fraud Policy
Section 7: SAFETY
7.1 Supervisors’ and Administrative Authorities’ Responsibilities7.2 Employees’ Responsibilities
7.6 Personal Protective Equipment
APPENDIX A: Benefit
SECTION 1: EMPLOYMENT
1.1: AT-WILL EMPLOYMENT:
Unless you have a contract for employment signed or approved by the Boone County Commission, your employment with Boone County is classified as noncontractual “at will” employment. When the employment relationship is “at will”, either the employer or the employee may terminate the relationship at any time and for any or no reason subject to limited restrictions imposed by state and federal law. The relationship is noncontractual and extends for an indefinite period of time until either the employer or the employee terminates the relationship.
The policies set forth in this manual are not intended to create a contract, nor are they to be construed to constitute contract obligations of any kind, or a contract of employment between Boone County and any of its employees. The terms and conditions of employment for employees who have a contract with Boone County which is signed or approved by the Boone County Commission are subject to the policies set forth in this manual, but only to the extent that the contract does not alter or supersede these policies as they now exist or are from time to time amended. The provisions in this manual may be changed at any time by action of the Boone County Commission.
1.2: APPLICATION FOR EMPLOYMENT:
All applications for employment should be made on current forms approved by the Boone County Commission and distributed by the Human Resources Department. Applications may require details concerning education, experience, reference, and other pertinent information. All applications should be signed by the applicant attesting to the accuracy and truthfulness of the information provided. Applicants are encouraged to include resumes when appropriate for the position but may not substitute a resume for the application. Refer to the Human Resources Department for specific information.
Any misrepresentation, falsification or material omission in any of this information may result in the exclusion of the individual from further consideration for employment or if the person has been hired, termination of employment.
1.3: EMPLOYMENT REFERENCE:
To ensure that County employees are well qualified and have a strong potential to be successful, the County will check applicants’ references and perform background checks when appropriate. The Human Resources Department or the Administrative Authority retains the right to request verification of education, experience, and other information provided by the applicant. The Administrative Authority is defined as the elected county official, department head, or person designated by them to perform in a supervisory capacity.
1.4: EMPLOYMENT CLASSIFICATIONS:
The County has established a set of pay ranges that include a minimum and maximum rate of pay for each range. Similar positions are grouped into similar pay ranges. All County positions are classified according to this set of ranges. These classifications do not guarantee employment for any specified period of time nor do they affect the at-will employment relationship between the employee and County.
1.5: POSITIONS:
A. Full Time Position: Full time employees are budgeted for 2080 work hours per year annually in each budget year.
B. Part Time Position: Part time employees are budgeted for less than 2080 work hours per year annually in each budget year.
1.6: BENEFITED AND NON-BENEFITED POSITIONS:
Upon approval by the County Commission, a position may be eligible for benefits if it is budgeted for a minimum of 1,000 work hours per year. Accrual rates for sick, vacation, and holiday pay are pro-rated based upon the budgeted hours for the position.
1.7: TEMPORARY POSITIONS:
Temporary employees are those who are hired as interim replacements, to temporarily supplement the work force or to assist in completion of a specific project. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change by their Administrative Authority. Temporary employees receive legally mandated benefits, such as workers’ compensation insurance and Social Security, but they are ineligible for the County’s other benefits. If a temporary employee is transferred to a benefit eligible position, without a break in service, the employee will receive a balance of vacation and sick leave calculated from the first day of temporary employment. The employee will be credited with the length of service from the initial date of hiring by the County for the purpose of determining the monthly vacation accrual rate.
1.8: POSITION DESCRIPTIONS:
The Human Resources Department will strive to keep on file updated job descriptions which will include:1. Description of work, including the essential functions for the position.
2. Qualifications necessary for the position, such as experience and education
requirements.
3. Skills and abilities needed for the position.
4. Physical requirements of the position.
5. Miscellaneous requirements for the position, such as licensing or certifications.
1.9: POSITION CHANGES:
If an employee is hired by the County, but paid by the State, and the employee transfers to the County payroll with continuous service, accrued annual leave will not be assumed by the County, but will be paid by the State upon termination of State employment. The employee will be credited with the length of service from the initial date of hiring by the County for the purpose of determining the monthly accrual for annual leave.Employees who transfer within and between Departments/Offices of the County will retain their accrued leave time benefits (i.e. vacation and sick balances and accrual rates).
Employees who are elected and serve as Boone County Office Holders will be compensated for vacation balance not taken prior to the start of his/her term of office. This compensation will be made on the first payday after the start of the elected official’s term based upon the rate of pay of the previous position.
1.10: EMPLOYEE RECORDS:
The Administrative Authority will maintain a complete personnel record for each employee. This file may include: job application, resume, classification and salary changes, bi-weekly time records reflecting time worked including compensatory time and/or overtime, special leaves of absence, vacation, sick and medical leave, evaluations, meritorious achievements or disciplinary actions, all reports related to employee appeals or disputes, letters of resignation, and all other correspondence generated by the employee, the immediate supervisor or Administrative Authority related to the employee’s job performance or duties. Individual employee personnel files maintained by Administrative Authorities shall be open and accessible to the employee during their employment upon written request and approval of the Administrative Authority. However, the employee may not have access to pre-employment information. An individual employee’s personnel file shall not be available to the employee after the employee ceases employment with the county unless requested in writing by the employee and the Administrative Authority approves the request.Subject to any provisions of the law requiring access to employee records, the records maintained by any Administrative Authority for county employees are considered the property of Boone County, Missouri, as employer, and not the property of the employees. Employee records in personnel files shall be closed records except for the employee’s name, title, date(s) of employment, rate of pay and salary history.
The County Clerk’s Office will maintain a personnel file on each employee which may contain: original application for employment; pre-employment reference; personnel action forms; information regarding rate of pay; benefit status; and any record required for benefit reporting reasons (i.e. FICA, Federal and State taxes, etc.). The information contained in the personnel file regarding the employee’s name, title, date of employment, rate of pay, and salary history is open and available to the public for inspection and copying. All other information contained in the employee’s personnel file may be made available to persons other than those noted above only upon written approval signed by the employee and the Administrative Authority.
Post employment references – Administrative Authorities shall not be obligated to provide post-employment references for employees who cease working for the county. Any post-employment reference request by a prospective employer for a former county employee made in writing to which the Administrative Authority desires to respond shall be made in writing consistent with requirements of Section 290.152RSMo. and a copy of such reference shall be provided to the employee as required by that section.
1.11: SIX-MONTH PROBATIONARY PERIOD:
A probationary period of six (6) months will follow initial employment. This time should be regarded as an integral part of the employment process and utilized for observing the employee’s work, ensuring the ability to perform the duties as assigned, and replacing any employee whose performance does not meet the required standards. At the option of the Administrative Authority, the probationary period may be extended by written notice to the employee for not longer than a total probationary period of twelve (12) months.New County employees do not accrue vacation hours during the probationary period. Upon successful completion of the probationary period, vacation hours are calculated from the initial date of hire. However, probationary employees may use accumulated sick leave hours according to the Sick Leave Policy in this manual. Employees serving a probationary period are ineligible to receive merit increases. However, upon successful completion of the probationary period, the Administrative Authority may award, in one lump sum, the merit money assigned to that position which accumulated during the probationary period (in the current fiscal year only), if available. The new rate of pay will be effective on the date of the award, not the date of hire.
(Revised 4/3/01)
1.12: SIX-MONTH QUALIFYING PERIOD:
A qualifying period of six (6) months will follow a transfer from one position to another position. This time should be regarded as an integral part of the employment process and utilized for observing the employee’s work, ensuring the ability to perform the duties as assigned, and replacing any employee whose performance does not meet the required standards. At the option of the Administrative Authority, the qualifying period may be extended by written notice to the employee for not longer than a total qualifying period of twelve (12) months.
Employees who are serving a qualifying period may use accumulated vacation hours during the period subject to Administrative Authority’s approval.
1.13: PERFORMANCE EVALUATIONS:
Upon completion of the probationary period, the Administrative Authority may furnish the employee with a written evaluation of job performance that may be included in the employee’s personnel file. Administrative Authorities are required to certify that a current annual evaluation exists prior to providing merit increases. The Administrative Authority and the employee are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. Additionally, the employee’s Administrative Authority should conduct an annual performance evaluation. This review provides the Administrative Authority and the employee an opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and develop positive, purposeful approaches for meeting goals. Performance evaluations become a part of the employee’s permanent personnel file. These evaluations may be used in awarding promotions or pay increases or in determining whether disciplinary action is required.
1.14: EMPLOYMENT SEPARATION:
An employee resigning from County employment shall present a written resignation to the Administrative Authority prior to the disbursement of last compensation. Employees are encouraged to provide as much notice as possible and to follow these guidelines:
1. Non-Exempt (Hourly Paid) Employee - 2 Weeks
2. Exempt (Salary Paid) Employee - 2 Weeks
3. Supervisory/Management Employee - 4 Weeks
The examples listed below are some of the most common circumstances under which employment is terminated:
Resignation: Voluntary employment termination initiated by an employee.
Dismissal: Involuntary termination of employment initiated by the County.
Retirement: Voluntary employment termination initiated by an employee who meets age, length of service, and any other criteria for retirement from the County.
Layoff: Involuntary employment termination by the County.
Since employment with Boone County is based upon mutual consent, both the employee and the County have the right to terminate employment at will, with or without cause, at any time. Any accrued, vested benefits that are due and payable at termination required by law will be paid. Some benefits may be continued at the employee’s expense if the employee so chooses. The employee will be notified in writing of the benefits that may be continued and of the terms, conditions, and limitations of such continuance. (For further explanation, refer to the Employee Benefits Section, Benefits Continuation - COBRA).
Employees are encouraged to remain in contact with the County to maintain a permanent mailing address for future benefits.
Final Check: The official date of termination shall be the date of the employee’s last day in attendance at work. Provided the policies in this section have been adhered to, payments due the employee, including eligible leave benefits, shall be made as follows:
Wages due and payable at the time of termination will be paid on the next regular payday unless an employee submits a written request to the Administrative Authority for payment to be made within seven (7) days.
The Administrative Authority assisted by the County Clerk’s Office will investigate any disputed compensation amounts.
Lump Sum Payment of Accrued Vacation Leave: All benefited employees who voluntarily terminate their employment and comply with the provisions of these policies shall be eligible for a lump sum payment for unused vacation leave (up to twice the employee’s annual accrual amount). Payment will be made according to the provisions described above. Employees who voluntarily terminate their employment without complying with these provisions may be denied lump sum payment for unused vacation leave. Employees retiring at the end of the County's fiscal year (i.e., December 31st), please refer to Section 2.4 Vacation Leave for further information.
(12/28/04)
1.15: EQUAL OPPORTUNITY INSTITUTION:
Boone County does not discriminate against any employee or applicant for employment due to age, race, religion, skin color, gender, national origin, veteran status or disability. However, there are positions which include citizenship or mobility as a bonafide occupational requirement. Boone County accommodates working conditions to the religious observances and practices of all employees unless doing so interferes with the purpose of the agency.
1.16: AMERICANS WITH DISABILITIES ACT/HUMAN RIGHTS LAW:
Boone County does not discriminate against persons with disabilities. Job applicants are not asked about disabilities in the employment selection process except, as it would relate to performance of the essential functions of the position. In addition, if the employee can perform the essential functions of the position, the county makes reasonable accommodations for the physical and mental limitations of employees or applicants unless the accommodations impose an undue hardship on the employer.
SECTION 2: EMPLOYEE BENEFITS
The County Commission establishes benefits offered to Boone County employees annually through the budget process. Any County employee in a full-time or regular part-time budgeted position for at least 1,000 hours in a calendar year is eligible for benefits. These benefits may change based upon factors that sometimes cannot be predicted. Specific benefit information is included in Appendix A. (rev. 1/1/07)
2.1: RETIREMENT:
Eligible employees are enrolled in the County Employees Retirement System under the provisions of state statute. The County may have additional retirement programs as outlined in Appendix A.
2.2: HOLIDAYS:
The County Commission designates holidays for each calendar year (See Appendix A). These are specified by state statute and may include other holidays declared by the Governor of the State of Missouri. Christmas Eve is not a holiday except by Commission order. Time off shall not be compensated except as outlined in the Vacation Leave policy (Section 2.4).
2.3: HOLIDAY PAY:
Benefited employees receive holiday pay for holidays occurring during their employment. Holiday pay for full time employees is eight (8) hours of regular pay. Holiday pay for part time employees is computed as follows:
(Number of budgeted hours for position per year/2080 hours) * 8 hours * hourly rate
If a benefited employee works on a holiday, he/she will receive both eight (8) hours of holiday pay and compensation for actual hours worked.
In order to receive holiday pay, an employee must be on the payroll the workday immediately before and the workday immediately following the holiday.
If a holiday occurs within an employee’s vacation or sick leave, time will not be chargeable to the employee’s accumulated vacation or sick and medical leave balance. Employees who terminate their employment, for any reason, shall not be eligible for holiday pay unless he/she is in attendance at work on the day before and the day after a holiday.
2.4: VACATION LEAVE:
Vacation leave should be scheduled and approved in advance according to policy established by the Administrative Authority. Benefited full time employees accrue vacation leave according to length of employment, as follows:
Years of Service Accrued Vacation Accrued Rate
Days Per Year Per Pay Period
0 - 1 year 10 days 3.08 hours
1 – 2 years 11 days 3.38 hours
2 – 3 years 12 days 3.69 hours
3 – 4 years 13 days 4.00 hours
4 – 5 years 14 days 4.31 hours
5 –10 years 15 days 4.62 hours
10 + years 20 days 6.15 hours
Temporary employees are non-benefited and therefore do not accrue vacation leave. However, if a temporary employee moves to a benefited position without interruption of service, he/she will be credited with vacation leave from the date of initial employment.
New employees do not accrue vacation hours during the probationary period. Upon successful completion of the probationary period, vacation hours are calculated from the date of initial employment.
Benefited employees with less than 80 compensatory hours for any bi-weekly pay period receive a pro-rated vacation accrual.
An employee entitled to vacation leave who resigns or otherwise separates from the County shall be entitled to receive reimbursement for the amount of accrued vacation leave which does not exceed the maximum allowable accumulation. The maximum allowable accumulation (cap) is equal to three times their annual accrual rate.
Prior to January 1, 2009, employees may convert any existing balance of their vacation leave over the cap to sick leave. Thereafter, on an annual basis*, any balance over the cap of the three year maximum vacation leave accumulation will be converted to the employee's sick leave balance. Once a conversion becomes effective, it cannot be changed.*After January 1, 2009, excess vacation hours over three times cap automatically converts into sick leave on the employee's anniversary date.
Lump Sum Payment of Accrued Vacation for Employees Retiring at the end of the County’s fiscal year: All benefited employees who retire at the end of county’s fiscal year shall be eligible for a lump sum payment for unused vacation leave. An employee who is retiring at the end of the county’s fiscal year can submit a written request to their Administrative Authority for a special check to be paid and dated in the current year. The Administrative Authority forwards the request to the County Clerk’s Office for the lump sum payment.
No employee may have a negative vacation balance.
Paid sick and vacation leave or a County disability plan may be used to supplement any payments an employee is eligible to receive from worker’s compensation insurance. The combination of worker’s compensation payments, disability plan payments, paid sick and vacation leave cannot exceed the employee’s normal weekly earnings.
(Revised 12/28/04)
2.5: VACATION ACCRUAL FOR FORMER EMPLOYEES:
Benefited employees who terminate their service with the County and are re-hired within one (1) year in a benefited position will accrue vacation leave based on their original hire date.
2.6: SICK LEAVE:
Employees are required to provide notification of the need to use sick leave according to the policy established by the Administrative Authority. Benefited full time employees accrue sick leave at the rate of one (1) day per month. Benefited employees with less than 80 compensatory hours for a pay period receive a pro-rated sick leave accrual for that pay period. Employees may use their sick leave under the following conditions:SECTION 3: COMPENSATION
1) The employee is unable to perform his or her duties due to illness or injury.
2) Medical or dental care of an employee or dependent (immediate family).
3) The employee has been exposed to a contagious disease(s) and may endanger others through contact.
4) Illness of employee’s spouse, child, mother, father, brother, sister, legal wards, mother-in-law, and father-in-law requiring the employee to attend or care for such individual under the directives of a licensed physician.
5) Pre-natal and post-natal care under the directives of a licensed physician.
A written statement may be required as confirmation of the above. If the requested statement is not provided, sick leave with pay may be terminated and the employee may be placed on leave without pay. Sick leave with pay may be denied unless such a report has been made.
Use of sick leave shall be granted for proper cause and concern for the employee’s future welfare and therefore it is not an inherent right of the employee to be absent from work. As such, identifiable misuse of sick leave shall be just cause for disciplinary action up to and including termination.
The employee upon termination forfeits sick leave balances.
Paid sick and vacation leave or a County disability plan may be used to supplement any payments that an employee is eligible to receive from worker’s compensation insurance. The combination of worker’s compensation payments, disability plan payments, and paid sick and vacation leave cannot exceed the employee’s normal weekly earnings.
2.7: SICK LEAVE FOR FORMER EMPLOYEES:
Benefited employees who terminate their service with the County and are re-hired within one (1) year in a benefited position will begin their accumulated sick leave balance at the level which it was when they originally terminated their employment.
2.8: USAGE OF ACCUMULATED TIME:
The amount of vacation or sick time available for an employee’s use is limited to the amount of time identified on the last paycheck stub. The time, which has been accumulated but not awarded during the current pay period, is not accessible to the employee. If additional time is needed, refer to “SECTION 5 – LEAVES OF ABSENCES”.
2.9: USAGE OF ACCRUED TIME:
An employee who is scheduled to work a shift and is subsequently absent due to vacation or sick leave will be required to use the number of vacation or sick hours which he/she was scheduled. However, if the Administrative Authority determines that the employee should be scheduled to work additional hours during that week, the employee has the following options:
1. Receive their regular hourly compensation for hours worked in addition to compensation for used vacation or sick leave. The additional scheduled work hours will be paid at the employee’s regular rate of pay. Overtime, at the 1.5 rate, will not be paid until the employee actually works over 40 hours during the work week.
2. Substitute the additional worked hours for hours which were scheduled to be deducted from the employee’s vacation or sick leave balance. If the employee chooses this option, she/he will substitute the additional worked hours on an hour for hour basis.
2.10: PARKING POLICY:
1. Benefitted employees who work downtown are provided with a parking permit at no cost that allows them to park on any of the County owned lots. Parking permits are considered a benefit and privilege and not an inherent right of employment and will be issued upon completion of vehicle registration forms. The parking lots are filled on a first-come, first-serve basis. All employees are expected to treat other employees with courtesy and abide by all regulations. Any violations may subject an employee to revocation of their parking privileges.
2. The Parking Committee determines an employee’s eligibility for assigned parking. The criteria for such assignment may include: Does the employee drive a County-owned vehicle? Does the employee come and go frequently due to job requirements? Does the Administrative Authority find the need for the employee to have a certain parking location?
3. Vehicles parked in County parking lots must be registered with the Parking Committee. Permits may be moved from vehicle to vehicle, but all vehicles must be registered. Employees are responsible for notifying the parking clerk of any license or vehicle change. No other permits will be issued unless reviewed and approved by the Parking Committee.
4. The parking lots are for the use of the Boone County employees only. Parking priviledges may be revoked for any employee allowing an unauthorized party to use his/her permit.
5. Terminated employees must relinquish all permits and gate cards. Administrative Authorities or their designees shall be responsible for the retrieval and return of such permits and gate cards. Administrative Authorities or their designees may not pass on relinquished permits or gate cards to other employees without first notifying the parking clerk in the Recorder’s Office.
6. Replacement cost for a lost or destroyed permit or gate card is $20.00 each, payable by the employee. If a terminated employee fails to return his/her permit or gate card, the Administrative Authority shall hold the employee’s last paycheck until reimbursement is made or the permit or gate card is returned.
7. Permits or gate cards that are inoperable due to normal conditions of wear and tear may be replaced at a cost to the employee according to the following schedule:|
First Replacement $5.00
Second Replacement $10.00
Additional Replacements $20.00
3.1: WORK WEEK:
The work week begins on Monday and ends on Sunday for all Offices and Departments except for the Sheriff’s Department that begins the work week on Saturday and ends on Friday.
3.2: PAY PERIOD:
The pay period is two (2) work weeks for non-law enforcement employees and 28 days for law enforcement employees.
3.3: PAYDAY:
Payday for all employees shall be the Friday following the end of a two week pay period. Law enforcement employees’ time sheets shall be submitted at the end of the four (4) week pay period. However, the law enforcement employee shall receive a bi-weekly paycheck. Pay and leave balances for law enforcement employees shall be adjusted on every other paycheck to reflect the time sheets.
3.4: TERMINATION PAY:
Refer to “SECTION 1.14; EMPLOYMENT SEPARATION”.
3.5: TIME KEEPING:
This section applies to all employees who are not exempt from Federal and State laws applying to overtime.
Each employee is responsible for accurately recording and reporting his/her time worked. Federal and State laws require the County to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is defined as all time actually spent on the job performing assigned duties.
Employees must sign their time records to certify the accuracy of all time recorded. Administrative Authorities will review and sign the time records before submitting them for payroll processing.
The County Clerk’s Office establishes policy concerning submission of time sheets. If an employee fails to submit a time sheet to the Administrative Authority, his/her paycheck may be delayed.
3.6: ADMINISTRATIVE PAY CORRECTIONS:
The County takes all reasonable steps to ensure that employees receive accurate and prompt compensation. In the event there is an error in compensation or benefits, employees should promptly notify the Administrative Authority. Every effort will be made to correct errors.
3.7: SALARY ADJUSTMENTS:
The County Commission may appropriate funds in the annual budget for salary adjustments. Employees who are being compensated at a rate that is higher than the top of their identified salary range will not receive increases. In general, there are two (2) categories:
1) Merit Increase: This increase is allocated by the Administrative Authority from funds authorized by the County Commission and is based upon employees’ documented meritorious performance. Increases may vary from employee to employee depending upon performance levels. Employees who are being compensated at the top of their salary range will not be eligible for merit increases.
2) Cost-Of-Living Adjustment: This adjustment is provided to all eligible employees. The County’s salary ranges will be adjusted by the amount authorized for the across-the-board increase for that fiscal year.
Exception: An employee whose position is re-classified to a lower pay range is eligible for increases until he/she reaches the top of the former range. The top of the former range is frozen. When the top of the new range exceeds the former range, the employee is eligible to receive the across the board adjustment. (See #2).
3.8: CALL BACK PAY POLICY:
A non-exempt employee who is called back into work at a time which is not his or her normal working hours or days will be compensated a minimum of three (3) hours.
The hours paid for Call Back will not be credited toward hours “worked” in the week for overtime purposes. Only actual worked hours will be used for computing overtime hours.
If a staff member is called back to work and then leaves and is called back again within the original three (3) hour window, he/she will be paid for the initial three (3) hours plus any time worked in excess of the minimum hours.
(Revised 1/27/04)
3.9: TEMPORARY EXTRA RESPONSIBILITY PAY:
An employee temporarily having additional duties or responsibilities may be considered for extra compensation. Such additional compensation must be approved by the Administrative Authority and shall be subject to budget approval and allocation.
3.10: SHIFT DIFFERENTIAL:
Shift differential as outlined in this policy applies only to normally or regularly scheduled hours.
Non-exempt employees are eligible for shift differential for hours worked during the evening and night or for hours worked on an official county holiday or weekend (i.e., Saturday or Sunday). An employee must work the scheduled hours in order to receive the shift differential.
Employees will receive the hourly shift differential amount approved in the annual budget for a scheduled shift that begins on or after 2:00 p.m. and before 6:00 a.m. Scheduled hours that begin on or after 6:00 a.m. and before 2:00 p.m. are not eligible for shift differential. Shift differential does not apply in situations where an employee is required to work additional hours beyond their normal schedule on a periodic scheduled or unscheduled basis (e.g., to cover an evening/night meeting, election workers on election night, for snow removal, etc.)
A shift beginning anytime during a holiday or weekend would qualify for the differential. An employee will only be paid for one shift differential.
Shift differential will be included in calculating overtime compensation as required by the Fair Labor Standards Act.
If the Administrative Authority re-arranges the work schedule to include evening and night hours in order to accommodate the employee, the County is not required to provide the shift differential.
(Revised 3/15/01)
3.11: TRAVEL TIME PAY:
Employees will be compensated for travel time and overnight travel according to the Fair Labor Standards Act.
A copy of the Fair Labors Standard Act is on file in the County Clerk’s Office and the Human Resources Department.
SECTION 4: WORK CONDITIONS AND HOURS
4.1: WORK SCHEDULES:
Work schedules shall be developed and may be modified as needed by the Administrative Authority, or the delegate supervisor, to meet the specific needs of a particular office or department of the County.
4.2: OVERTIME:
In order to meet requirements of the Fair Labor Standards Act (FLSA), all County positions are classified according to the following categories:
1. Class I: Employees exempt from overtime requirements of the FLSA.
A. Employees in this class do not receive overtime compensation.
B. Employees in this class are considered to be executive, administrative or professional. They are expected to work the hours necessary to complete their tasks; no compensatory time is granted or accrued.
2. Class II: Non-law enforcement and non-union employees who are not exempt from overtime requirements of FLSA.
A. Employees in this Class are covered under the FLSA and are required to submit time sheets covering the County’s bi-weekly pay period in order to meet the record keeping requirements of the FLSA.
B. County employees in this Class shall maintain time sheets that commence on Monday and end on Sunday for each week in the bi-weekly pay period. County employees working at the Sheriff’s Department shall maintain time sheets that commence on Saturday and end on Friday for each week in the bi-weekly pay period.
C. If the hours an employee actually works in a week exceed 40 hours (exclusive of time off granted and compensated for as sick leave, vacation, holiday, compensatory time, or special leave) the employee shall receive pay for each hour (or quarter increment thereof) over 40 at 1.5 times the employee’s weighted average rate of pay for the pay period. Amounts will be paid on the payday after the time sheets have been submitted to the County Clerk. All other hours shall be compensated at the employee’s regular rate of pay.
D. If an employee works in excess of the normally scheduled work week in a week that includes time off granted and compensated for as sick leave, vacation, holiday, compensatory time or special leave but does not actually work in excess of 40 hours, the employee shall be compensated for those hours (or quarter hour increments thereof) at the employee’s regular rate of pay.
E. Overtime work shall not be compensated unless overtime work is specifically required or requested by the Administrative Authority. Claims for payment of unauthorized overtime may subject the employee to disciplinary action.
F. Usage of Accrued Time: An employee who is scheduled to work a shift and is subsequently absent due to vacation or sick leave will be required to use the number of vacation or sick hours which he/she was scheduled. However, if the Administrative Authority determines that the employee should be scheduled to work additional hours during that week, the employee has the following options:
1. Receive their regular hourly compensation for hours worked in addition to compensation for used vacation or sick leave. The additional scheduled work hours will be paid at the employee’s regular rate of pay. Overtime, at the 1.5 rate, will not be paid until the employee actually works over 40 hours during the work week.
2. Substitute the additional worked hours for hours which were scheduled to be deducted from the employee’s vacation or sick leave balance. If the employee chooses this option, she/he will substitute the additional worked hours on an hour for hour basis.
3. Class III: Law enforcement employees not exempt from overtime requirements of FLSA:
A. Employees in this Class are covered under the FLSA and are required to submit time sheets covering the law enforcement 28-day work period in order to meet the record keeping requirements of the FLSA.
B. County employees in this Class shall maintain time sheets that commence on Saturday and end on Friday for each of the four weeks in two (2) bi-weekly pay periods.
C. If the hours an employee actually works in a 28 day work period exceeds 171 hours (exclusive of time off granted and compensated for as sick leave, vacation, holiday, compensatory time or specified leave) the employee will receive pay for each hour (or quarter hour increments thereof) over 171 at 1.5 times the employee’s weighted average rate of pay for the pay period. Amounts will be paid on the payday after the time sheets have been submitted to the County Clerk. All other hours shall be compensated at the employee’s regular rate of pay.
D. If an employee works in excess of his normally scheduled work time in a 28 day period that includes time off granted and compensated for as sick leave, vacation, holiday, compensatory time or special leave but does not actually work in excess of 171 hours, the employee will be compensated for those hours (or quarter hour increments thereof) at the employee’s regular rate of pay.
Usage of Accrued Time: An employee who is scheduled to work a shift and is subsequently absent due to vacation or sick leave will be required to use the number of vacation or sick hours which he/she was scheduled. However, if the Administrative Authority determines that the employee should be scheduled to work additional hours during that week, the employee has the following options:
1. Receive their regular hourly compensation for hours worked in addition to compensation for used vacation or sick leave. The additional scheduled work hours will be paid at the employee’s regular rate of pay. Overtime, at the 1.5 rate, will not be paid until the employee actually works over 40 hours during the work week.
2. Substitute the additional worked hours for hours which were scheduled to be deducted from the employee’s vacation or sick leave balance. If the employee chooses this option, she/he will substitute the additional worked hours on an hour for hour basis.
4.3: ATTENDANCE AND PUNCTUALITY:
Regular attendance and punctuality are expected of all County employees. Absenteeism and tardiness place a burden on other employees and may delay citizens transacting business within the County. When employees must arrive late to work or cannot work as expected or scheduled, they should notify their Administrative Authority as outlined by office or department policy.
Employees who are habitually tardy or fail to notify their Administrative Authority of their inability to report to work may be subject to loss of pay and other more serious disciplinary actions, up to and including termination of employment.
4.4: INCLEMENT WEATHER POLICY:
When a staff member is delayed or prevented from reporting to work due to inclement weather, the employee should contact the work site as outlined by department policy. In the event the employee needs to leave work early, the individual will need to discuss this with the Administrative Authority or immediate supervisor.
Work time missed due to inclement weather may, with the Administrative Authority’s approval, be made up in the following order:
1. Made up by adjusting the work schedule for the work week. (NOTE: Due to the nature of the position’s duties and responsibilities, this approach may not be a viable alternative in all situations.)
2. Charged to the employee’s accumulated vacation or sick leave time.
3. Charged to leave without pay if the work schedule cannot be adjusted and the employee has insufficient accumulated compensatory, sick or vacation time.
4.5: EMERGENCY CLOSING OF COUNTY SERVICES:
The Boone County Commission makes the decision to close County offices and departments for any reason or circumstance deemed appropriate or necessary. All employees will receive one (1) hour additional sick leave for each hour County operations are suspended up to a maximum of eight (8) hours. Employees in Offices and Departments that are required to stay open will receive the same amount of sick leave hours added to their balances.
In addition, employees who are in Offices and Departments that close have the options listed in the “SECTION 4.4 – INCLEMENT WEATHER POLICY”. This policy does not apply when the offices and departments are closed for official paid holidays.
4.6: BUSINESS AND TRAVEL EXPENSES:
Employees shall exercise restraint and keep the best interests of the taxpayers in mind when incurring travel expenses to be paid by the County. Administrative Authorities are responsible for authorizing business and travel expenses and for ensuring that employees comply with established policies. Prior to traveling, Administrative Authorities and/or employees are encouraged to review the most recent revisions to these policies.
Administrative Authorities are responsible for documenting and substantiating the business purpose of all expenses to be charged to the County and should be prepared to provide such documentation upon request. Travel expenses incurred by an employee for personal benefit or personal preference shall not be charged to the County. Travel expenses incurred by a family member or friend who may accompany an employee in authorized travel shall not be charged to the County.
Travel expenses are generally paid one of three ways (Refer to “Method of Payment” section below):
1. Payment is made directly to the vendor (i.e., registration, lodging, airfare, etc.). This method is preferred, whenever applicable.
2. Expenses are reimbursed to the employee upon filing a Claim for Reimbursement (i.e., mileage, M&IE per diem, shuttles, etc.).
3. A cash advance is paid to an employee (restricted use only).
Allowable Expenses
1. Meal and Incidental Expenses:
Boone County will reimburse employees for meals and incidental expenses (M&IE) incurred while traveling away from home to perform official County business using the applicable federal per diem rate. M&IE rates are available on the Internet at www.gsa.gov/perdiem . Select a year and click on the state. Rates are set by federal fiscal year, effective beginning each October 1st. CONUS rates will determine the per diem amount. The Standard CONUS rate applies in all areas where a Special CONUS rate has not been established.
“Travel away from home” is defined by the IRS as overnight travel or travel such that:
1) The employee’s duties require them to be away from the general area of their home substantially longer than an ordinary day’s work (must be in travel status 12 hours or more); and
2) The employee needs to sleep or rest to meet the demands of their work while away from home. (Merely napping in their car does not satisfy the rest requirement).
If an employee is eligible to receive an M&IE per diem, a pro rata per diem will apply if the County is paying for any of the employee’s meals as part of the registration fee or overall package for the trip, as indicated in brochures or written descriptions of the trip itinerary. A deduction shall be made in the daily travel per diem request. Meals to be included in this per diem reduction will include banquets, buffets, plated meals, or boxed lunches identified in written descriptions relating to the trip schedule, but will not include airline meals, receptions, or continental breakfasts.
Employees are authorized 100 percent per diem for Meals & Incidental Expenses (M&IE), except for the first and last day of official travel. On the first and last day of official travel, employees are authorized 75 percent M&IE. The 75 percent allocation will be applied to the applicable M&IE for the first and last days, after having made any pro-rata adjustments described above. The County shall pay per diem based on all applicable IRS rules and regulations to insure that neither the County nor the employee incurs any tax liability for M&IE.
An Administrative Authority and/or employee may request reimbursement based upon actual expenses, not to exceed the allowable per diem. An Administrative Authority may require an employee to collect or submit receipts to justify meals expenses.
2. Mileage, Airfare, or other Commercial Transportation:
When official travel is authorized, an employee’s private car may be used and mileage reimbursement may be paid at the maximum rate authorized by the IRS, or the rate authorized by the County Commission in the annual budget, if different. The IRS rate is published at several websites, including http://www.gsa.gov (search for Privately Owned Vehicle (POV) reimbursement rates) and http://www.irs.gov/index.html (search for standard mileage rate.).
For out-of-state travel, the Administrative Authority is responsible for selecting the mode of travel most economical and appropriate for the County. An employee may use an alternate means of transportation (such as driving his/her personal vehicle), if approved by the Administrative Authority. In this event, transportation reimbursement paid to the employee for costs incurred for the alternate means of transportation shall not exceed the amount that would have otherwise been paid for the most economical and appropriate mode of travel.
Whenever an employee is granted permission to use an alternate means of transportation for out-of-state travel, documentation of the amount that would have otherwise been paid for the most economical and appropriate mode of travel must be provided in order to claim reimbursement for travel expenses. Documentation may include, but is not limited to, travel fare price quotes (net of all usual and customary discounts such as advance booking discounts), quoted parking fees, and quoted taxi service or shuttle service that would have been incurred if the usually acceptable commercial transportation had been used. For airline travel, the quote should reflect the cost of coach class.
Employees traveling in a County car should submit receipts for refueling the County car, if applicable, rather than requesting mileage reimbursement.
3. Rental Car, Cab Fares, Shuttle, or Other Transportation Fees:
Employees may be reimbursed for reasonable expenses such as shuttle service, cab fares, limousine service, bus rides, rental car fees, and other forms of transportation required for business purposes. The employee shall, at all times, attempt to secure the least costly form of transportation. Employees must provide a written explanation for car rental and/or unusual transportation fees. Employees may be requested to provide written justification that the selected transportation was the most suitable and economical means of transportation available.
4. Room Accommodations:
The County pays for single rate occupancy for overnight lodging pertaining to official County business. Employees should inquire about applicable discounts, such as conference rates and government rates.
If motel or hotel accommodations are located in Missouri, a Missouri Tax Exemption Form must be used either at time of reservation or when paying the bill upon checkout. The Tax Exemption Form should be obtained from the Administrative Authority. The County will not pay or reimburse Missouri Sales Tax.
5. Registration Fees for Seminars, Conferences and other Training:
The County will pay the costs for registrations pertaining to authorized training. Employees are encouraged to take advantage of all available discounts.
Methods of Payment
1. Prepayment of Travel Expenses Directly to Vendor
Administrative Authorities may request advance payment for registration, travel fare, meals & incidental expense (M&IE) and room accommodation. Requests for payment should include documentation, consisting of but not limited to, original invoices, official registration forms and confirmations, or official FAX or e-mail confirmations. All prepayments (except for per diem M&IE) will be made payable to the respective agency, organization, airline, travel agency or hotel: checks for these expenses will NOT be made payable to the Administrative Authority or employee. However, the checks may be returned to the Administrative Authority or employee for personal delivery, if requested.
2. Reimbursement to Employee
Employees requesting reimbursement for mileage only, may use the Mileage Claim Form. Employees requesting reimbursement for mileage and/or other types of travel expenses should use the Claim for Reimbursement Form. The form should be completed in its entirety. The form should be signed by the employee and the Administrative Authority.
3. Travel Cash Advance[s] Paid to Employee
An employee may request pre-payment of per diem M&IE by completing and submitting the Request for Employee Travel Advance form. Pre-payment of per diem M&IE will be paid directly to the employee.
A request for a travel cash advance must be approved and signed by the Administrative Authority and is restricted to situations requiring at least one overnight stay and where the Administrative Authority believes non-payment of a travel cash advance will impose a financial hardship on the employee. Travel cash advances will not be made for expenses that could have been handled as a prepayment of travel expenses (see above). Supporting documentation justifying the need for the requested amount must be attached to the requisition.
Any unused portion of the travel cash advance must be promptly returned to the Boone County Treasurer. The amount of travel cash advance constitutes indebtedness to the County until liquidated by filing a journal entry and/or a final Claim for Reimbursement Form. A copy of the approved Request for Employee Travel Advance Form must be attached. These documents should be signed by the Administrative Authority and submitted to the Auditor’s Office within 10 days of return from travel. Failure to file the necessary documents may result in a payroll withholding for the amount of the travel cash advance.
4. County Credit Card Use
Employees issued a County travel credit card may only charge items and services for appropriate travel expenses while traveling on County business and they must adhere to all County policies governing credit card usage. Employees should contact their Administrative Authority with any questions regarding use of county credit cards.(Revised 11/3/05, Effective 1/1/06)
SECTION 5: LEAVES OF ABSENCE
4.7: NON - SMOKING POLICY:
Smoking is prohibited in all County buildings and pool vehicles.
5.1: FAMILY MEDICAL LEAVE:
The Family and Medical Leave Act (FMLA) recognizes that there are times when an employee must cease working temporarily due to personal illness, a family member’s illness or other family responsibilities. Through the enactment of the FMLA the United States Congress established a minimum labor standard to balance the demands of the workplace with the needs of families. The FMLA entitles eligible employees to job protected leave in certain circumstances.
1. Eligible Employees:
To be eligible for coverage, an employee must:
1) Have a permanent status, and
2) Have at least 1,250 hours in pay status during the 12 month period immediately preceding the requested leave.
2. Entitlement:
A. Eligible employees are entitled to a total of 12 work weeks of leave during any 12 month period when leave is taken for one or more of the following circumstances:
1) The birth of a son or daughter of an employee and to care for the child;
2) The placement of a son or daughter with an employee for adoption or foster care;
3) To care for the spouse, son, daughter, or parent of an employee, if the family member has a serious health condition; or
4) An employee is unable to perform the functions of his/her position because of the employee’s own serious health condition.
B. A husband and wife who are both employed by Boone County and are both eligible for leave under the FMLA are permitted to take only a combined total of 12 weeks of leave during any 12-month period for the birth or placement for adoption or foster care of a child beginning on the first day of leave.
C. Employees requesting leave for family and medical reasons may be requested to complete the “Certification Of Care Of A Child After Birth, Adoption Or Foster Care” or “Certification Of Serious Health Condition” form available in their respective Office/Department or the Human Resources Department. The health care provider and the employee should sign these forms.
3. Intermittent or Reduced Schedule Leave:
A. In the case of a serious health condition of an employee or a family member, when medically necessary, leave may be taken on a reduced leave schedule or intermittently.
B. Unless the Administrative Authority and the employee agree otherwise, leave taken for the birth or adoption of a son or daughter cannot be taken on a reduced leave schedule or intermittently.
C. Employees requesting intermittent or reduced schedule leave based on planned medical treatment may be required to produce medical certification outlining the dates and duration of treatment. A reasonable effort must be made, subject to the health care provider’s approval, to schedule treatment so as to not unduly disrupt the County’s operations. An employee must give 30 days notice, or as much notice as practicable of his/her intentions. The Administrative Authority may require an employee who requested foreseeable intermittent or reduced schedule leave due to planned medical treatment to transfer temporarily to an available alternative position if:
1) The employee is qualified for the alternative position,
2) The position has equivalent pay and benefits, and
3) The alternative position better accommodates recurring periods of leave than the employee’s regular position.
4. Certification:
A. Certification issued by a health care provider may be required to support an employee’s request for leave due to a serious health condition. An employee who is required to produce certification must provide a copy of the certification in a timely manner. Sufficient certification will include a statement of:
1) The date the condition began,
2) It’s probable duration,
3) Appropriate medical facts, and;
4) An assertion that the employee is unable to perform his/her job function or that the employee is needed to care for a sick family member for a specified time.
B. The Administrative Authority may request further certification if intermittent leave or leave on a reduced schedule is required.
C. In the event an Administrative Authority doubts the validity of an eligible employee’s certification, the County may require the employee to obtain the opinion of a second health care provider designated or approved by the County. The County is obligated to pay for that second opinion, but it may not be provided by a health care provider that is employed on a regular basis by the County. In the event of a conflict between the first and second opinions, the County may at its own expense, obtain a third opinion from a health care provider approved jointly by the County and the employee. This third opinion will be final and binding. The Administrative Authority may require that the eligible employee obtain subsequent re-certification on a reasonable basis.
D. The Administrative Authority may require an employee on leave to report periodically on the employee’s status and intention to return to work. The County may also require certification that:
1) An employee is able to resume work as a condition of restoration.
2) An employee is unable to return to work after expiration of leave due to a serious health condition.
5. Substitution of Paid Leave:
A. Employees who request leave under FMLA for their own serious health condition or for the serious health condition of a family member may substitute accrued sick leave for unpaid leave provided that it meets those conditions outlined in the sick leave policy. {See Section 2.6: Sick Leave.} After sick leave has been exhausted, accrued vacation time may be substituted for unpaid leave, with the approval of the Administrative Authority.
B. Employees who request leave under the FMLA for placement of a child with the employee for adoption or foster care may substitute accrued sick leave or vacation for unpaid leave with the approval of the Administrative Authority.
C. When an employee substitutes paid leave for unpaid leave, and the substituted paid leave is less than twelve (12) weeks in duration, the Administrative Authority will provide an additional period of unpaid leave so that the total of paid leave and unpaid leave provided equals not more than twelve (12) weeks during any twelve (12) month period. The twelve-(12) month period is measured forward from the date the employee first begins using FMLA time.
6. Employee Benefits:
During any paid time off for Family Medical Leave reasons, an employee’s benefits will remain unchanged. The following information applies if the employee is on unpaid leave for Family Medical Leave reasons:
A. Insurance Benefits Remain Intact: An employee complying with this who is granted a leave will continue to be covered under the County’s group health and life insurance plans under the same conditions as coverage would have been provided if they had been continuously employed during the leave period.
B. Employee Contributions Required: Employee contributions will be required either by payroll deduction or direct payment, in advance, to the County for all insurance costs not normally paid by the County. Employee contribution amounts are subject to any rate changes that occur while the employee is on leave.
C. Coordination of Paid Benefits: If paid sick and/or vacation is used to supplement any payments that an employee is eligible to receive, the combination of any such disability payments, worker’s compensation, paid sick and/or vacation leave can not exceed the employee’s regular hourly rate for a 40 hour work week.
D. End of County Obligations: The obligation to maintain insurance benefits ends when an employee reports intent not to return to work at the end of the leave period, or if the employee fails to return to work after the Family Medical Leave entitlement is exhausted.
7. Rights Upon Return:
On return from FMLA leave, an employee is entitled to return to the same position held when the leave began, or to an equivalent position with equivalent benefits, pay and other terms and conditions of employment.
8. Complaints and Enforcement:
If an employee requests and is denied Family Medical Leave, the employee may file a grievance directly with the Administrative Authority. Employees may contact the Human Resources Director regarding any complaints or to obtain information on their rights and responsibilities under the FMLA.(Revised 4/21/05)
5.2: BEREAVEMENT LEAVE:
Benefited employees may be granted funeral leave with pay, not to exceed three (3) days, in the event there is a death in the immediate family. When circumstances causing hardship upon employees are involved, up to a total of five (5) days may be granted by the Administrative Authority. Additional leave with pay may be compensated from accumulated vacation or sick hours. Benefited employees may be granted leave with pay not to exceed one day for absence due to the death of a relative not considered immediate family. Immediate family is defined as an employee’s spouse, child, parent, siblings, legal wards, parents-in-law, son-in-law, daughter-in-law, grandparents, grandchildren, or a person living within the employee’s household.
(Revised 11/4/03)
5.3: MATERNITY LEAVE:
Maternity leave is any period of absence due to pre-natal or post-natal care. Periods of maternity leave shall be treated as any other temporary disability. Maternity leave requests should be made and evaluated in accordance with the Family Medical Leave provision outlined in this manual.
5.4: MILITARY LEAVE:
Employees are allowed 15 days per year of leave with pay for military training. Orders for military service must be presented to the Adminstrative Authority before leave is approved.
5.5: JURY/WITNESS DUTY LEAVE:
Employees are encouraged to fulfill their civic responsibilities by serving jury/witness duty when required. Time taken off for jury/witness duty is treated as a paid absence.
Employees must give their Administrative Authority advance notice of the need for time off for jury/witness duty. The notice must be given at the time they are called. A copy of the summons should accompany the request. Employees are to return to work once jury duty is completed. Employees taking time off for jury/witness duty shall be paid their regular wage excluding shift differential. An employee shall be entitled to retain all pay and per diem received for jury service.
(rev. 7/26/07)
5.6: LEAVE OF ABSENCE WITHOUT PAY:
The Administrative Authority may grant an employee a leave of absence without pay, for justifiable personal reasons, not to exceed 30 consecutive days. An employee will be required to use all eligible accumulated time except when requested time is three (3) days or less. The Administrative Authority may grant three days or less without pay without requiring employee to exhaust applicable accumulated leave.
Leave without pay beyond three days shall not be granted until all eligible accrued annual and sick leave have been exhausted. No type of leave shall be earned during periods of leave without pay. If a holiday occurs during a leave of absence without pay, the employee will not receive holiday pay unless the employee works the day before and the day after the holiday. Leave of absence in excess of 30 days shall require County Commission approval.
5.7: EXTENDED LEAVE OF ABSENCE WITHOUT PAY:
Employees who require more than 30 days off must use all eligible accumulated vacation and sick time prior to taking time off without pay. All such requests are subject to County Commission approval. No leave accruals will occur during this period of time. This policy does not apply to employees taking leave that falls under the Family Medical Leave Act.
Benefit Accrual: If the County Commission approves a leave of absence for more than 30 days, the County will pay the employee’s insurance premiums for a maximum of 90 calendar days. Upon approval of the County Commission, this period may be extended.
If a leave of absence is granted for more than 90 days, and the County Commission has not approved such an extension, the cost of insurance will be borne by the employee. The employee will pay those premiums to the County on a monthly basis. The County shall continue coverage of the dependents of an employee only if the employee submits payment on a monthly basis.
5.8: CARE LEAVE:
An employee may donate accrued vacation leave to another employee, provided that the employee receiving the donation is unable to work because of a Family and Medical Leave Act qualifying condition and has exhausted all eligible accrued leave. Any transfer of leave under this policy shall be subject to the approval of the Administrative Authority for the employee donating the leave and the Administrative Authority for the employee receiving the leave. Each hour of donated leave shall be considered an hour of leave the employee receiving the donation has accrued and shall be accounted to the employee receiving the donation at the employee's rate of pay. Each donation must be a minimum of 4 hours and any additional hours in one-hour increments. The request must be made on the approved forms that can be obtained from the Payroll Clerk.
This program shall comply with all requirements of the Health Insurance Portability and Accountability Act of 1996.(Revised 1/27/04)
SECTION 6: EMPLOYEE CONDUCT AND PROCEDURES
5.9: ADOPTION LEAVE:
When an employee’s personal care and attention is required in connection with the adoption of a child, loss of time that is supported by appropriate documentation will be referred to as adoption leave. Such leave will be charged against the employee’s accumulated sick leave unless the employee elects to use annual leave or compensatory time. The final decision concerning the granting of leave under this section shall rest with the Administrative Authority and shall be based upon the degree to which the employee is responsible for providing personal care and attention. Adoption leave requests should be made and evaluated in accordance with the Family Medical Leave provision outlined in Section 5.1 of this manual.
(4/21/05)
6.1: PROFESSIONALISM:
Boone County employees represent County government and are particularly susceptible to public criticism. Therefore, all employees should conduct themselves in a professional manner. Honesty from every employee is expected and required while conducting County business.
Employees should always display professionalism and courtesy while dealing with the public. The employees can often prevent negative encounters with citizens, if employees remain calm and courteous.
Because County employees are working for the citizens of BooneCounty, the time spent on the job should be used to the fullest extent in order to maximize efficiency. Wasted time is costly and may be very damaging to the public’s perception of County government.
State law governs public access to County records. Employees with access to closed records and information should keep them in strict confidence until public access is authorized. Questions concerning the status of records or information under the Open Meeting Laws should be directed to the appropriate Administrative Authority.
6.2: PERSONAL APPEARANCE:
Each employee’s appearance is a reflection of our County government. In addition, dress, grooming, and personal cleanliness standards contribute to the morale of all employees. Therefore, employees are encouraged to dress in an appropriate and professional manner consistent with their position.
County personnel perform a wide variety of duties. As a result, it is not possible to establish a specific dress code.
Administrative Authorities may establish specific dress codes. In the absence of an established dress code, the following items are considered inappropriate attire:
* Short shorts
* Cut-offs or denim shorts* Clothing with large holes or frayed edges
* T-shirts or sweatshirts with slogans that could be considered crude, contain racial slurs, etc.
* Flip-Flop (thong style) rubber shoes
Employees should consult their supervisor or Administrative Authority if they have questions regarding appropriate attire.
6.3: DRUG FREE WORK PLACE:
It is the policy of the County to provide safe, dependable, and economical services to its citizens, to provide safe working conditions for its employees, and to comply with the requirements of federal laws and regulations related to the Drug Free Work Place Act of 1988. It is also the policy of the County to provide healthy and satisfying working environments for its employees.
To promote this objective, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner.
No employee may use, possess, distribute, sell or be under the influence of alcohol or illegal drugs while on Boone County premises or while conducting business-related activities off County premises. Certain exceptions may be made in the case of law enforcement personnel. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee’s ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.
Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment or may require participation in a substance abuse rehabilitation or treatment program at the employee’s expense. Such violations may also have legal consequences.
Employees who use County equipment which requires a Commercial Drivers License (CDL) are also subject to drug and alcohol testing regulations implemented by the Department of Transportation (Omnibus Transportation Employee Test Act of 1991).
6.4: DRIVER’S LICENSE SUSPENSION/REVOCATION:
If an employee’s state issued operator’s license is suspended or revoked, the Administrative Authority will review the employment status in the current position, which may result in re-assignment to another position with a corresponding pay adjustment.
6.5: VEHICLE ACCIDENT REPORTING PROCEDURE:
When an accident occurs involving the use of a County vehicle or an employee driving their own vehicle while on authorized County business, the employee must adhere to the following procedure:
1. Employee must contact law enforcement (911) when a vehicle accident occurs involving a County owned vehicle. The concerned parties must complete an accident report. The steps outlined in the Workers’ Compensation Procedures section of this manual should be followed in accidents where the employee sustains injuries.
6.6: WORKER’S COMPENSATION PROCEDURE:
An employee at the scene of the accident should obtain as much information as possible from the other individuals involved in the accident and any witnesses. An employee should never assume financial liability for the County or responsibility for the accident. In addition, an employee must not sign any statement or talk with a representative of an insurance company or attorney without first talking to the County Clerk and then to the County’s attorney. The employee involved in such an accident is required to notify employees of the County Clerk no later than the next working day by completing an “Employee Incident Report”. The employee’s supervisor will complete a “Supervisor’s Incident Report”.
All work-related injuries must be reported to the employee’s Administrative Authority as soon as possible. The Administrative Authority will complete the “Report of Injury” forms.
1. Reporting Requirements: Any individual who is involved in an accident resulting