z ~° ~~
This report was prepared by Ray Associates. Inc., of Austin.
Texas, for Kerr County, Texas.
December 1985
TABLE OF CONTENTS
1.00 IPJTRODUCTION 1
1.01 About the County 1
1.02 Authority 1
1.03 Responsibility for Implementation
of Personnel Policies 1
1,04 Purpose 2
1.05 Applicability of Personnel Policies
1.06 Dissemination of Personnel Policies
1.07 Employee Suggestions 2
2.00 EMPLOYEE RESPONSI8ILITIES 3
2.01	General 3
2.02	Timeliness 3
2.03	Outside Activities 3
2.04	Gifts 3
2.05	Conflict of Interest 3
2.06	Political Activity 4
2.07	Time Reporting 4
3.00 WORK PERIOD AND TIME REPORTING 5
3.01 Administrative lJorkweek (Work Period)
3.02 Overtime Worked 6
3.03 Holidays Worked 7
4.00 HIRING PRACTICES 8
4.01	Equal Employment Opportunity 8
4.02	Affirmative Action 8
4.03	Physical Standards 8
4.04	Employment of Relatives 8
	Nepotism Charts 9
4.05	Age Requirements 10
4.06	Vacancies 10
4.07	Qualifications 10
4.08	Methods of Recruitment and Selection
4.09	Public Announcements 10
4.10	Consideration of Current Employees
4.11	Application for Employment 10
4.12	Testing 11
4.13	Prior Service with County 11
4.14	Disqualification 11
4.15	Selection 11
4.16	Orientation and Training 11
2
2
5
10
10
Continued
i
5.00 TYPES OF EMPLOYMENT 12
5.01 Categories 12
5.02 Probation 12
5.03 Assigned Staff 12
6.00 EMPLOYEE COMPENSATION AND ADVANCEMENT 13
6.01	Paydays 13
6.02	Check Delivery 13
6.03	Payroll Deductions 13
6.04	Classification Plan 14
6.05	Pay Plan 14
6.06	t-0erit Increases 14
6.07	Promotions 14
6.08	Lateral Transfers 14
6.09	Demotions 15
6.10	Pay Reduction for Disciplinary Reasons
6.11	Approving Authority 15
7,00 BENEFITS 16
7.01 Health/Medical and Life Insurance 16
7.02 Social Security 16
7.03 Retirernent Plan 16
7.04 Workers' Compensation 16
7.05 Unemployment Insurance 16
7.06 Vacation Time 16
7.07 Sick Leave 17
7.08 Educational and Professional Development
Benefits 17
7.09 Computing Benefits 17
8.00 LEAVE TIME 18
8.01	Definitions 18
8.02	Approval of Leave 18
8.03	Vacation Leave 18
8.04	Sick Leave 19
8.05	Extended Leave for Illness or
	Temporary Disability 20
8.06	Using Leave in Combination 21
8.07	Military Leave 22
8.08	Civil Leave 22
II. 09	Leave of Absence Without Pay 22
8.10	Administrative and Emergency Leave
ii
23
15

Continued

9.00 HOLIDAYS 24
9.01 General Policy 24
9.02 Holidays Falling on Saturday or Sunday 24
9.03 Work During Holidays 24
9.04 Holiday During Vacation 24
10.00 HEALTH AND SAFETY 25
10.01 Safety Policy 25
10.02 Employee Responsibilities and Reports 25
10.03 Employee Suggestions 25
10.04 On-The-Job Injuries 25
11.00 USE OF
11.01
11.02
11.03
11.04
COUNTY PROPERTY 27
General Policy 27
Use of Tools. Equipment, Property
and Vehicles 27
Valid Driver's License 27
Accident Reporting Z7
12.00 DISCIPLINE 28
12.01 Just Cause 28
12.02 Progressive Discipline 28
12.03 Suspension Following Indictment 29
13.00 SEPARATIONS 30
13.01 Types of Separations 30
13.02 Resignation 30
13.03 Retirement 30
13.04 Reduction in Force 31
13.05 Dismissal 31
13.06 Disability 31
13.07 Abandonment of Position 31
13.08 Death 32
13.09 Calculation of Termination Pay 32
13.10 Exit Interviews and Records 32
14.00 GRIEVANCES 33 ,
14.01 Policy 33
14.02 Final Authority 33
14.03 Procedure 33
Continued
iii

15.00 JOB (CLASS) DESCRIPTIONS AWD PERFORi4AfJCE EVALUATIONS 34
15.01	Job Descriptions	34
15.02	Distribution 34	
15.03	Requests for Clarific	ation 34
15.04	Employee Performance	Evaluation 34
16.00 PERSONNEL FILES 35	
16.01	General 35	
16.02	Personnel Action Form	35
16.03	Contents of Personnel	Files 36
16.04	Leave Records 36	
17.00 REIMBURSEMENT Of EXPENSES	37
17.01	General Policy	37
17.02	In-County Travel	37
17.03	Out-of-County Travel	37
17.04	Subsistence Expenses	37
17.05	Limitations 37	

iv

KERR COUNTY PERSONNEL POLICIES
1.00 INTRODUCTION
1.01 Kerr County's governmental organization is established by the
ABOUT THE Constitution of the State of Texas and by state statutes. Its
COUNTY operations are governed by state and federal law and by
actions of the commissioners court.
The commissioners court consists of four county commissioners,
each elected by the voters of a commissioner's precinct, and the
county judge, elected by all of the voters of the county. This
is the policymaking body of the county.
Under the direction of elected officials and department heads,
Kerr County employees provide important services to the public
which include: maintaining property records; preserving law and
order; operating the jail; constructing and maintaining roads;
operating recreational areas; assisting farmers and homemakers;
and planning for the efficient operation of the county govern-
ment. In addition, county employees are involved in conducting
elections; assessing and collecting taxes; performing judicial
functions in county and district courts; prosecuting law
breakers; providing legal advice to county officials; and
managing county finances.
1.02 These policies are established by the commissioners court; and
AUTHORITY any amended, revised, or new policies must be approved by the
court.
1.03 Responsibility for personnel functions in Kerr County are divided
RESPONSIBILITY FOR among county offices as follows:
IMPLEMENTATION OF
PERSONNEL POLICIES County ,fudge oversees general personnel policies;
• County Treasurer maintains the official personnel, records
pertaining to time and attendance, payroll, resignations,
and unemployment; and
• Elected Officials and Department Heads maintain all other
personnel files on departmental employees and are
responsible for administration of the personnel policies
within their own departments or units. ^
1.04 These policies set forth the primary rules governing employment
PURPOSE with the county. The policies contained here inform employees of
the benefits and obligations of employment with the county. They
have been prepared and adopted in order to promote consistent,
equitable, and effective practices by both employees and super-
visors which will result in high quality public service.
1.05	These personnel policies apply equally to all employees of the
APPLICABILITY OF	county unless a class of employees is specifically exemoted.
PERSOPJfJEL POLICIES	
	In cases where federal or state laws or regulations supersede
	local policy for specific groups of employees, such laws or
	regulations will substitute for these personnel policies only
	insofar as necessary to comply.
	Elected officials and other officers are covered to extent
	allowed by laws governing their offices.
1.06	The county judge maintains complete sets of the personnel poli-
DISSEMINATIOPJ	cies with all revisions for reference by employees. The county
OF PERSONNEL	judge will also provide a complete copy of this manual and copies
POLICIES	of all subsequent revisions to each elected official and
	department head, who makes the updated manual available to em-
	ployees. In addition to this manual, the county makes summary
	information on personnel policies available to employees iri an
	Employee Handbook. A copy of this handbook can be obtained from
	the county treasurer's office.
1.07	Employees are encouraged to make constructive suggestions for
EP4PLOYEE	improvements in these policies or in work procedures or
SUGGESTIONS	conditions. Suggestions should be given to your supervisor or
	the appropriate elected official or department head.
2.00 EMPLOYEE RESPONSIBILITIES
2.01 The county is a public tax-supported organization. Its employees
GENERAL must adhere to high standards of public service that emphasize
professionalism, courtesy, and avoidance of even the appearance
of illegal or unethical conduct. Employees are required to carry
out efficiently the work items assigned as their responsibility,
to maintain good moral conduct, and to do their part in maintain-
ing good relationships ~,vith the public, county officials, other
government employees and officials, their supervisors, and their
fellow employees.
2.02 Employees are to be punctual in reporting for work, keeping
TIMELINESS appointments, and meeting schedules for completion of work.
An employee who expects to be late for or absent from work must
report the expected tardiness or absence to his or her supervisor
immediately unless emergency circumstances exist.
2.03 Employees may not engage in any outside employment, activity, or
OUTSIDE ACTIVITIES enterprise determined by the elected official or department head
(1) to be inconsistent or incompatible with employment with the
county or (2) to affect the employee's job performance
adversely.
In the sheriff's department, an employee must have the advance
approval of the sheriff to engage in any outside employment
including self-employment.
2.04 Employees will not accept gifts from contractors, vendors, or
GIFTS other persons who have business dealings with the county.
2.05 An officer of the county will neither have financial °interests
CONFLICT OF in the profits of any contract, service, or other work performed
INTEREST by the county nor personally profit directly or indirectly from
any contract, purchase, sale, or service between the county and
any person or company.
An officer or employee may not: (1) solicit or accept or agree to
accept a financial benefit, other than from the county, that
might reasonably tend to influence his or her performance of
duties for the county or that he or she knows or should know is
offered with intent to influence the employee's performance; (2)
accept employment or compensation that might reasonably induce
him or her to disclose confidential information acquired in the
Continued
2.05	performance of official duties; (3) accept outside employment or
CONFLICT OF	compensat	ion that might reasonably tend to impair independence of
INTEREST	judgment	in performance of duties for the county: (4) make any
(Continued)	personal	investment that might reasonably be expected to
	create a	substantial conflict bet~,veen the employee's private
	interest	and duties for the county; or (5) solicit or accept or
	agree to	accept a financial benefit from another person in
	exchange	for having performed duties as a county employee in
	favor of	that person.
2.06	Employees	of the county are encouraged to vote and to exercise
POLITICAL	other pre	rogatives of citizenship consistent with state and fed-
ACTIVITY	eral law	and these policies.
	A county	employee may not:
	1.	Use his or her official authority or influence to
		interfere with or affect the result of an election or
		nomination for office; or
2. Directly or indirectly coerce, attempt to coerce,
command, or advise a local or state officer or employee
to pay, lend, or contribute anything of value to a
party, committee, organization, agency, or person for a
political purpose.
In addition, any county employee who is subject to the provisions
of the federal liatch Act may not be a candidate for elective
office in a partisan election (a partisan election is an election
in which candidates are to be nominated or elected to represent a
party whose candidates for presidential electors received votes
in the last preceding election at which presidential electors
were selected). County officers and employees are subject to
this additional Hatch Act restriction if their principal
employment is in connection with an activity which is financed in
whole or in part by loans or grants made by the federal
government.
County employees are not required to contribute to any political
fund or to render any political service to any person or party
whatsoever, and no employee shall be removed, demoted, reduced in
pay, or otherwise mistreated for refusing to do so.
2.07 Employees shall keep records of all hours worked and released
TI~~tE REPORTING time taken and, where appropriate, hours credited to particular
projects. Forms for this purpose are provided by the county.
Time records must be signed by the employee, the employee's
immediate supervisor, and the appropriate elected official or
department head. Completed time reports must he turned in to the
county treasurer's office.
4
3.00 IJORK PERIOD AND TIME REPORTING
3.01	The official work	period for most employees of	the county,	except
ADMINISTRATIVE	for sheriff department and jail personnel, is a	seven-day	period
I•lORKWEEK (WORK	beginning at 5:01	p. m. on Friday and ending at	5:00 p.m.	on the
PERIOD)	following Friday.	Normal working hours are	flonday	through
	Friday, 8:00 a.m,	to 5:00 p. m. with one hour	for lunch,	for a
	total of 40 hours	per workweek. A morning and	an afternoo	n break
	of 15 minutes each	is available to each employ	ee, but thi	s time
	does not accumulat	e if not taken.		
Elected officials and department heads paid wholly or partially
from county funds may make variances from the regular workday
hours to serve the public better. If an exception is made in the
regular workday hours of an employee, the elected official or
department head shall place notice of such an exception in the
personnel file of the employee. Further, the department head
must file notice of the variance with the county judge and must
request an amendment to the department's budget if the change
involves a regular work schedule of more or less than 40 hours
per week.
Employees are expected to report punctually for duty at the
beginning of the assigned workday and to work the full workday
established. When leaving the job during working hours, an
employee must obtain permission from his or her supervisor,
stating the reason for leaving, the destination, and expected
time of return. Employees are expected to return to work as soon
as their reason for leaving has been accomplished.
Employees of the county's sheriff department work in shifts. In
accordance with the exception allowable under Section 7(k) of the
Fair Labor Standards Act (ELBA), the county has established the
following work period for the county's sheriff's department:
• The official work period consists of 28 days with three
shifts consisting of 8 hours per day for five days followed
by two days off, then repeating the seven-day work- schedule
for three more cycles. This results in a total of 1G0
scheduled working hours each 28-day work period. The county
anticipates the heed for each deputy to work an additional
11 unscheduled hours per 28-day work period as needed.
Therefore, each deputy's regular hourly rate for the purpose
of computing the time and one-half overtime rate will be
based on 171 working hours per 28-day work period; and time
and one-half overtime pay will commence with the 172nd hour
worked in a Z8-day period.
5

3.01	Each work period will begin at 7:01 a. m. and end at 7:00 a. m. 28
ADMINISTRATIVE	days later. The sheriff must notify affected employees at least
WOR'!WEEK (bJORK	annually of the beginning and ending dates and times of the first
PERIOD)	28-day work period. Subsequent work periods follow the calendar
(Continued)	in 28-day cycles.
	Each elected official or department head determines the number of
	hours worked by an employee for the compensation to be received
	subject to laws governing pay and working hours and subject to
	the provisions of the county budget.
3.02	The policy of the county is to keep overtime to a minimum. How-
OVERTIME WORKED	ever, employees may be required to provide services in addition
	to normal hours or on weekends or holidays. Overtime is defined
	as hours worked in excess of the allowable number of hours under
	the Fair Labor Standards Act (ELBA).
Elected officials, department
administrative, and professional
overtime provisions of the Fair
are expected to render necessary
with no additional compensation.
factor in granting or denying p
sick leave.
heads, and other executive,
employees are exempt from the
Labor Standards Act (ELBA) and
and reasonable overtime services
This overtime may be used as a
sid leave other than vacation or
Nonexempt employees are compensated for overtime worked by being
given (1) equal time off, if taken within the same work period
(usually one week); or (2) compensatory time off at one and
one-half times the number of hours worked up to a maximum number
of hours which may be accrued (480 hours for law enforcement
employees and 240 hours for others); or (3) payment at the rate
of one and one-half times the employee's regular hourly rate.
Each county fob description designates whether persons hired in
that classification are covered by or exempt from the overtime
provisions of FLSA.
The commissioners court discourages time and one-half, payment for
overtime, which may be authorized by the elected official or
department head in charge only if adequate funds are available in
the department's budget. In addition, the court discourages the
accumulation of compensatory time off at one and one-half times
the number of hours worked because of the contingent liability
this creates for the county. The preferable method for overtime
compensation is to schedule equal time off for the affected
employee during the same work period in which the overtime was
worked.
The appropriate elected official or department head decides which
method, consistent with budgetary constraints, to use to
compensate for overtime worked.
6
3.03 If a nonexempt employee must work during a scheduled holiday, he
HOLIDAYS tJORKED or she will be compensated for the holiday time worked by being
granted equal time off if taken within the same work period, or
payment at the usual hourly wage for the time worked. This is in
addition to the hourly rate for the holiday, which is already
included in the employee's paycheck. This total wage is actually
twice the employee's regular amount.

4.00 HIRING PRACTICES
4,01 No discrimination will be allowed against any person in job
EQUAL Ei~1PL0YP1ENT structuring, recruitment, examination, selection, appointment,
OPPORTUNITY placement, training, upward mobility, discipline, or any other
aspect of personnel <,dministration based upon race, age,
religion, color, handicap, national origin, sex, political
affiliation or belief, or any other non-meriC factor. Personnel
decisions will be made only on the basis of occupational qualifi-
cations and job-related factors such as skill, knowledge, educa-
tion, experience, and ability to perform a specific job.
4,02 The county will take affirmative action to see that applicants
AFFIRMATIVE ACTICN are employed, and employees are treated during employment,
without discrimination based upon race, age, religion, color,
handicap, national origin, sex, political affiliation or belief,
or any other non-merit factor.
4.03 Knowledge of physical conditions and existing health problems of
PHYSICAL STANDARDS employees is necessary to avoid occupational injuries and to
ensure that it will be possible to differentiate any future
job-related injuries from existing medical problems.
For these reasons, the elected official or department head may
require prospective new employees for specific job classes within
the county to have a physical examination as a condition of
employment. The physical examination will be made by a physician
of the county's choice and will be paid for by the county.
4.04
EMPLOY'~IENT OF
RELATIVES
(NEPOTISM)
Nepotism is the showing of favoritism toward a relative. The
practice of nepotism in hiring personnel or awarding contracts
is forbidden by the county.
No person may be hired who is related within the second"degree of
affinity (marriage) or within the third degree by consanguinity
(blood) to any member of the commissioners court, an elected
official or department head for whom he or she works. No person
may continue in county employment who is related in one of the
prohibited degrees unless the employee has been employed
continuously by the county for a period of at least one year
prior to the election or appointment of the county officer.
Continued
8

4.04
EMPLOYIdEW i OF
RELATIVES
(NEPOTISf4)
(Continued)
Nepotism Chart
Prohibited degrees of relationship are defined in the following
Figures 1 and 2.
r~rwn \ wiu+re
;,~
_ r
_ -',
_ _
\ Jj;,.
_~
AFFINITY KINSHIP CHART
..~ ,

Spouses of relatives within the first or second degree of consanguinity (i.e.,
son-in-law, mother-in-law, aunt-in-law, nephew-in-law, etc.) are also included in
the prohibition.
9

4.05 Persons under 16 years of age will not be employed in any
AGE REQUIREMENTS full-time regular position. Persons under 18 years of age will
not be hired in any hazardous occupation.
Other age limitations will be only as required by state or
federal law applicable to the county.
4.06 Vacancies on the county staff are filled on the basis of merit,
VACANCIES whether by promotion or by initial appointment. Selections of
the best qualified persons are made only on the basis of occupa-
tional qualifications and job-related factors such as skill,
knowledge, education, experience, and ability to perform the
specific job.
4.07 The county maintains a job (class) description which establishes
QUALIFICATIONS the required knowledge, skills, and abilities for each staff
position and the acceptable levels of experience and training for
each. The job description sets forth the minimum acceptable
qualifications to fill the position.
4.08	The county has four methods of recruiting and selecting persons
METHODS OF	to fill vacancies: (1) promotion from within;	(2) lateral
RECRUITP1ENT	transfer from within; (8) public announcement and	competitive
AND SELECTION	consideration of applications for employment; or	(4) selec-
	tion from a valid current eligibility list.	Each elected
	official or department head determines the method of	selection to
	be used in filling a vacancy.	
4.09	Public announcements of position openings at the	county, for
PUBLIC	which there will be competitive consideration, are	disseminated
ANNOUNCEMENTS	by the respective elected official or department	head in the
	manner most appropriate for the particular position	being filled.
4.10 Employees of the county will be notified by the, appropriate
CONSIDERATION OF elected official or department head of vacancies in the organiza-
CURRENT EP1PLOYEES tion for which competitive applications will be accepted by
posting such announcements in a central place and employees will
be permitted to apply for positions for which they believe
themselves to be qualified.
4.11 Each applicant for employment is required to submit a written
APPLICATION FOR application and other pertinent information regarding training
Ef•1PLOYMENT and experience. The elected official or department head will
make appropriate inquiries to verify experience, character,
and suitability of applicants.
10
4.12 The only tests administered far employment or promotion will
TESTING be standard typing and shorthand tests, where applicable, or
specifically job-related ("piece-of-the-job") tests (e.g.,
operating equipment, tabulating columns of numbers, drafting
examples, or writing samples).
4.13 Employees entering service with the county who have had prior
PRIOR SERVICE service with the county may be considered for appointment above
',JITH COUNTY the customary entry salary level. A break in continuous service
with the county forfeits any benefits accrued prior to the break.
4.14 An applicant is disqualified from employment by the county if he
DISQUALIFICATIOP! or she (1) does not meet the minimum qualifications for perfor-
mance of the duties of the position involved, (2) knowingly has
made a false statement on the application form, (3) has committed
fraud during the selection process, or (4) is not legally per-
mitted to hold the position.
4.15	Once a selection is made, the elected official or department head
SELECTION	will submit to the commissioners court a Personnel •Qction Form
	listing the name of the applicant, the requested classification,
	beginning salary, and the effective date of employment. A copy
	of the applicant's resume or application for employment will be
	attached to the Personnel Action Form. When approved, a court
	order containing this information will be recorded in the minutes
	of the court and the minute order number recorded on the Person-
	nel Action Form. A copy of the court order will then be provided
	to the county treasurer for payroll purposes and the Personnel
	Action Form will be placed in the employee's personnel file.
4.16	The county treasurer's office provides a general orientation for
ORIENTATION	new employees about employment with the county. During this
AWD TRAINING	orientation, employees are given a copy of the Employee^ Handbook
	as well as information about county benefit programs.,
Before an individual begins performing his or her actual duties,
he or she will be given a brief orientation conducted by the
elected official or department head for o-rhom he or she will be
working or by that person's designated representative. The
purpose of this session is to enable a new employee to understand
his or her job better and its relationship to •the overall
operation of the county government.
Training an employee is the responsibility of the elected offi-
cial or department head for whom he or she works. 4Jhenever
possible, employees receive on-the-job training under close
supervision.

5.00 T'fPES OF E~~IPLOYh1EfJT
5.01 The county has three categories of employment.
CATEGORIES
s Regular Full Time. A regular full-time employee is employed to
hold an authorized position that involves, on the average, 40
work hours per week.
m Regular Part Time. A regular part-time employee is employed to
hold an authorized position that involves, on the average, fewer
than 40 work hours per week, He or she is entitled to vacation
and sick leave on a proportional basis; and is eligible for
retirement if working more than 900 hours per year; but is not
eligible for insurance benefits.
s Temporary. A temporary employee is a nonregular employee hired
to complete a specific project within a specified period of time.
Temporary employees may be full time or part time. They are not
entitled to the county's fringe benefits other than holiday
leave, workers' compensation, and in some instances unemployment
insurance.
5.02 Regular employees, either full time or part time, are probation-
PROBATION ary fora period of six months.
The probationary period will be utilized for closely observing
the employee's work, for securing the most effective adjustment
of a new employee to the position, and for dismissing any em-
ployee whose performance does not meet the required work stan-•
Bards.
At any time during the probationary period, the elected official
or department head may remove an employee if in his or her
opinion the employee is either unable or unwilling to perform the
duties or the employee's dependability does not merit continuance
of county employment; or for other reasons as provided elsewhere
in these policies.
5.03 Staff who are assigned to the county but are paid directly by
ASSIGNED STAFF another government or private organization are not employees of
the county. Benefits are as specified in the individual's
contract for services. As a condition of their assignment, such
staff are governed by all terms of these policies not in conflict
with their contract for services.
12

6.00 Ef•iPLOYEE CO^iPENSATION AND ADVANCEh1ENT
6.01
PAYDAYS
6.02
CHECK DELIUERY
6.03
PAYROLL DEDUCTIOfJS
Paychecks are iss•~ed on the fifteenth and the last day of each
month.
If payday falls on Saturday or Sunday, the preceding Friday will
be payday. If payday falls on a holiday, checks will be issued
on the last working day preceding the holiday.
Paychecks will not be issued other than on the days set out
above.
The county treasurer is responsible for the proper distribution
of paychecks. Checks may be released only to the individual
responsible for their proper distribution within a department.
No pay advances or loans will be made to any employee for any
reason.
An employee must bring any discrepancy in a paycheck (such as
overpayment, underpayment, or incorrect payroll deductions) to
the attention of the county treasurer.
Deductions will be made from each employee's pay for the follow-
ing:
• Federal income taxes;
• Social Security;
• Court ordered child support;
• Texas County and District Retirement System contributions
(for regular full-time and covered part-time employees); and
• Any other deductions required by law. •
In accordance with policies and general procedures approved by
the commissioners court, deductions from an employee's pay m~ be
authorized by the employee for:
• Group health/medical insurance for dependents;
• Group life insurance for dependents; and ,
• Such other deductions as may be
missioners court.
13
authorized by the com-

6.04 The county maintains a classification plan by which each class of
CLASSIFICATION positions is assigned to a pay group based on the principle of
PLAPJ equity among positions requirinn, similar knowledge, skills, and
abilities and having similar levels of responsilility.
6.05 Pay ranges for each pay group and for exempt positions are estab-
PAY PLAN lished by a pay plan approved by the commissioners court as a
part of the county budget.
6.06 The commissioners court may provide authority for eler_ted offi-
MERIT INCREASES cials and department heads to grant merit pay increases to
employees. Each merit increase must be submitted to and approved
by the commissioners court before it can take effect.
.Merit increases may be granted for exceptionally good and consis-
tent performance in the same position. They are not used to
recognize increased duties and responsibilities (a promotion) and
are granted without regard to cost-of-living factors or longevi-
ty. Merit increases recognize outstanding performance and
therefore are accompanied by a performance evaluation of the
employee, the results of which are one factor used in merit pay
decisions. The commissioners court will review recommendations
for merit increases submitted by department heads twice a year in
September and f4arch,and any authorized increases will became
effective in October and April.
6.07 A promotion is a change in the duty assignment of an employee
PROP10TIOfJS from a position in one classification to a position in another
classification in a higher pay group. A promotion recognizes
advancement to a higher position requiring higher qualifications
and involving greater responsibility. A promoted employee will
receive a pay increase.
Promotions are approved by the elected official or department
head and must be within the staffing pattern and budgetary limits
approved by the commissioners court.
Upon promotion, an employee is probationary in the new position
fora period of 90 days and inay be returned to a lower job
classification at any time during the probationary period if his
or her performance is inadequate.
6.08 A lateral transfer is the movement of an employee between posi-
LATERAL TRAPJSFERS tions in the same pay group within the county work force.
Lateral transfers inay be made witi~in the same department or
between departments of the county and are subject to a 90-day
probationary period.
14
6.09 A demotion is a change in duty assignment of an employee from a
DEP10TIOfdS position in one classification to a position in another classifi-
cation in a lower pay group. An employee who is demoted will
have his or her pay reduced. Demotions may be made for the
purpose of voluntary assumption of a less responsible position;
as a disciplinary measure, because of unsatisfactory performance
in a higher position; or as a result of a reclassification of the
employee's position.
0.10 An employee's pay for continued performance in the same position
PAY REDUCTION may be reduced as a disciplinary measure to a lower rate in the
FOR DISCIPLINARY pay group for that position or to a rate in the next lower pay
REASONS group. This type of disciplinary action may not exceed 60 days.
6.11 The commissioners court is the approving authority for all
APPROVING payrolls and for any pay increases, decreases, or payroll
AUTHORITY transfers granted under the terms of (1) these policies, (2) the
classification and pay plans, or (3) the annual budget.

15
7.00 BENEFITS
7.01 The county provides group health/medical and life insurance
HEALTH/MEDICAL AND coverage for regular employees. Premiums for employees are paid
LIFE INSURANCE in full by the county. An eligible employee may add dependent
coverage for his or her family members at the employee's expense.
7.02 All employees of the county are covered by Social Security. The
SOCIAL SECURITY county matches each employee's contribution to the"Social Se-
curity System dollar for dollar,
7.03 The county is a member of the Texas County and District Re-
RETIREh1EP1T PLAN tirement System. Membership in the retirement system is man-
datory for all regular full-time employees (defined by T.C. D.R.S
as an employee who works in excess of 900 hours per year). Both
the employee and the county contribute to the employee's re-
tirement account. Employees who leave county employment prior to
retirement will, upon request, be refunded their portion of the
retirement account plus interest earned on their portion.
	Retirement benefits are determined by a formula that involves
	age, the number of years of creditable service, and the amount
	deposited in the employee's account. A new employee receives a
	brochure about the county's specific retirement coverage and
	options under T. C. D. R. S. at the time of employment.
7.04	All employees of the county are covered under the Texas Associa-
WORKERS'	tion of Counties' Workers' Compensation Self Insurance fund, and
COh1PENSATION	the county pays the premium. This coverage provides medical and
	salary continuation payments to employees who receive bona fide,
	work-related, on-the-.lob injuries.
7.05	A71 employees of the county are covered under the
UNEMPLOYMENT	Texas Unemployment Compensation Insurance program and the
INSURANCE	county pays this tax. This program provides payments for un-
	employed workers in certain circumstances.
7.06	Regular full-time employees and regular part-time employees who
VACATION	work at least one-half time (20 hours per week or more) are
TIME	eligible for vacation leave. Temporary employees are not eli-
	gible for vacation leave. Detailed information on vacation leave
	is found in the next section of these policies.
16

7.07 Regular full-time employees and regular part-time employees who
SICK LEAVE work at least one-half time (20 hours per week or more), are
entitled to sick leave. Temporary employees are not eligible for
sick leave. Detailed information on sick leave is found in the
next section of these policies.
7.08	The county encourages its employees to pursue educational and
EDUCATIONAL AND	professional development opportunities, If the training is
PROFESSIONAL	approved by the appropriate elected official or department head,
DEVELOPP4ENT	there are sufficient funds in the department's budget; and it is
BENEFITS	authorized by the commissioners court, the county will reimburse
	the employee for the cost of such training upon presentation of
	proof of satisfactory completion of job-related course or seminar.
7.09	Employee benefits are computed based on the month of employment
COf4PUTING	rather than on the actual date of employment. An employee will
BENEFITS	be credited with benefits for the full month regardless of
	whether his or her date of employment is the first of the month
	or the 20th.


17
8.00 LEA'JE TI~4E
8.01 Leave Time. Leave time is time during normal working hours in
DE=INITIONS which an employee does not engage in the performance of job
duties. Leave time may be either paid or unpaid. Holidays are
days designated by the commissioners court when county offices
ar•e closed on what would otherwise he regular business days,
Unauthorized Absence. An unauthorized absence occurs when an
employee is absent from regular duty without the permission of
the appropriate elected official or department head. Employees
are not paid for unauthorized absences, and such absences are
cause for disciplinary action.
8.02 All leave taken by county employees must be approved by the ap-
APPROVAL OF LEAVE propriate elected official or department head.
Sick Leave Approval. Approval of sick leave for nonemergency
medical, dental, or optical appointments must be secured in
advance. In all other instances of use of sick leave, the
employee must notify his or her supervisor as early as practical
on the first day of absence and request that approval of sick
leave be granted.
Verification. Elected officials and department heads are
responsible for determining that leave time is accrued and
available for use in the amounts requested by an employee.
8.03 County employees are encouraged to take regular vacations at
VACATION LEAVE least annually.
No vacation leave benefits may be used by a new county em-
ployee during the initia] six months of employment.
Upon completion of the initial six-month probationary period, va-
cation leave benefits, figured from the date of employment, are
credited to the employee. Thereafter, vacation leave is -earned
and credited to the employee's leave record the first day of each
month.
Regular, full-time employees earn vacation leave as follows:
Years of Emplovment Vacation Da ys
• first through 10th year 10 days per yegr
• 11th through 20th year 1~ days per year
• Zlst year and beyond 20 days per year
inu
18

8.03 Regular part-time employees who work at least one-half time (20
VACATION LEAVE hours per week or more) earn vacation leave in the proportion
(Continued) that the employee's work time bears to a regular 40-hour
workweek. Temporary employees, full-time or part-time, do not
earn vacation leave.
Earned vacation leave can be used after six months of employment.
The maximum allowable accumulation of unused vacation leave is 10
days. At the end of each fiscal year, any annual leave balance
in excess of the maximum is reduced to the maximum without
compensation.
Employees terminating during the initial six-month probationary
period will not be paid for accumulated vacation leave.
8.04 Sick leave is earned at the rate of one day per month and is
SICK LEAVE posted to an employee's record on the first day of each month.
Earned sick leave may be utilized as it is earned from the date
of employment with the county if the employee is absent from work
due to:
1. Personal illness or physical or mental incapacity;
2. Medical, dental, or optical examinations or treatments;
3. Medical quarantine resulting from exposure to a con-
tagious disease; or
4. Illness of a member of the employee's immediate family
who requires the employee's personal care and atten-
tion. For this purpose immediate family is defined as
the employee's spouse, child(ren), or any other rela-
tive of the employee who resides in the employee's
household.
Employees are expected to return to work as soon as their ~ reason
for leaving has been accomplished.
Employees are responsible for notifying their supervisor of the
need to be placed on sick leave not later than the first day of
such absence, preferably promptly at the beginning of the first
workday absent. Failure to do so may result in the employee's
being placed on leave-without-pay status. The supervisor,
elected official, or department head may require a doctor's
verification of the illness.
Regular part-time employees, who work at least one-half time (20
hours per week or more), earn sick leave in the proportion the
employee's work time bears to the regular 40-hour workweek.
ntinued
19
Fi.04 Temporary employees, full-time or part-tim?, do not earn sick
SICK LEAVE leave.
(Continued)
Medical Statement. The elected official or department head may
request, and employees must provide upon request, written
verification by a physician of medical disability precluding
availability for duty at any time that sick leave benefits are
requested.
Earning Sick leave. One day of earned sick leave is credited to
each full-time regular employee's account the first day of each
calendar month.
Use of Sick Leave. Sick leave can be used from the date of
employment as it is earned for the purposes specified in this
manual.
Accumulation of Sick Leave. Sick leave not used during the year
in which it accrues accumulates and is available far use in suc-
ceeding years up to a maximum allowable accumulation of 120 days.
On the employee's anniversary date, any sick leave balance in
excess of the maximum is reduced to the maximum without compen-
sation.
Exhaustion of Sick Leave. An employee who has exhausted earned
sick leave benefits may request leave of absence without pay.
In the case of an on-the-job, work-related injury requiring
absence from work, the county will pay emergency sick leave for
all or part of the initial seven days if the employee does not
have adequate accrued sick leave. No advance of unearned sick
leave benefits will be made for any reason.
Illness While on Vacation ;.eave. When an illness or physical
incapacity occurs during the time an employee is on vacation
leave, sick leave may be granted to cover the period of illness
or incapacity and the charge against vacation leave reduced
accordingly. Application for such substitution must be supported
by a medical certificate or other acceptable evidence.
Cancellation Upon Termination. Unused sick leave is cancelled
upon termination of employment without compensation to the
employee.
8.05 Employees may request approval to use accumulated sick leave and
EXTENDED LEAVE vacation leave for the purpose of paid release time to recover
FOR ILLNESS OR from an extended illness or temporary disability or may request
TEMPORARY approval for an unpaid leave of absence for these purposes. A
DISABILITY request for leave for an extended illness or disability must be
filed at least 10 working days prior to the first day of leave
Continued
20
8.05 unless emergency conditions exist. An employee also must provide
EXTENDED LEAVE a statement from a doctor reflecting the expected length of con-
FOR ILLNESS OR finement and recuperation, and a statement from the employee
TEMPORARY concerning his or her intentions about returning to work at the
DISABILITY county.
(Continued)
Pregnancy. Pregnancy will be treated in the same manner as any
other extended illness or temporary disability.
Paid Leave. Upon written approval of the appropriate elected
official or department head, an employee may use accrued sick
leave and vacation leave for the purpose of paid absence from
duty during an extended illness or temporary disability.
Unpaid Leave of Absence. Upon ~aritten recommendation of the
appropriate elected official or department head and approval by
the commissioners court, an employee may be granted up to six
months of unpaid leave of absence for the purpose of recovery
from an extended illness or temporary disability. During this
time, an employee accrues no additional vacation or sick leave
benefits but retains those already accrued. Other benefits are
retained during unpaid leave of absence unless otherwise
prohibited by the terms or provisions of the benefit program.
Hospital insurance can be continued if paid in advance by the
employee.
Conditions. The appropriate elected official or department head
may require an employee requesting a paid or unpaid leave for
extended illness or temporary disability to provide a medical
doctor's statement as to the date upon which the employee is no
longer able to perform his or her duties and the expected length
of the recuperation period. The elected official or department
head may also require the employee to provide periodic statements
from a medical doctor as to whether or not the employee is able
to return to work. During an unpaid leave of absence, an
employee must contact the appropriate supervisor at leant once
each workweek to report on his or her condition.
8.06 Unless an employee who is absent on sick leave requests leave
USING LEAVE Tfl without pay upon exhaustion of sick leave, he or she will auto-
COMBINATION matically be placed on vacation leave status until vacation leave
is exhausted.
Sick leave cannot be used for vacation purposes when vacation
leave is exhausted.
With the approval of an employee's supervisor and the appropriate
elected official or department head, ofher types of leave can b:e
used in combination with holidays, if it is determined to be in
the best interest of the county and the employee.
~1
8,07 Regular employees of the county who are members of the State
MILITARY LEAVE Military Forces or members of any of the Reserve Components of
the Armed Forces of the United States are entitled to leave of
absence from their duties, without loss of time or efficiency
rating, vacation time, or salary, on all days during which they
are engaged in authorized training or duty ordered by proper a
authority, for not more than 15 days in any one calendar year.
Requests for approval of military leave must have copies of the
relevant military orders attached. Military leave in excess of
15 days will be charged to vacation leave or leave without pay.
Regular employees of the county who are called to or recalled to
active duty with the State Military Forces or with the Armed
Forces of the United States are entitled to be restored to
employment subject to the provisions of the law upon honorable
release from active duty. The leave of absence without pay
granted upon entry to active duty will not exceed the period of
time necessary to complete the involuntary tour of active duty
the employee was ordered to perform.
8.08 Employees will be granted civil leave with pay for jury duty, for
CIVIL LEAVE serving as a subpoenaed witness in an official proceeding, and
for the purpose of voting.
When an employee has completed service, he or she must report for
county duty for the remainder of the day.
8.09 Leave of absence without pay is an approved absence from duty in
LEAVE OF ABSENCE a non-pay status. Granting a leave of absence without pay is at
WITHOUT PAY the discretion of the appropriate elected official or department
head, but such leave is not authorized unless there is a reason-
able expectation that the employee will return to employment with
the county at the end of the approved period. Employees on leave
of absence receive no compensation and accrue no benefits.
However, previously accrued benefits are retained during leave of
absence unless otherwise prohibited by the terms or provisions of
the benefit programs. Medical insurance can be continued if paid
in advance by the employee.
Upon returning to work after a leave of absence without pay, an
employee will receive an adjusted employment date and adjusted
anniversary date which reflect the period of time that the
employee used as leave of absence.
Continued
22
8.09 A leave of absence without pay may be revoked upon receipt of
LEAVE OF ABSENCE evidence that the cause for granting such leave was
WITHOUT PAY misrepresented, or has ceased to exist.
(Continued)
At the expiration of a leave of absence without pay, if no
vaeancy exists and a reasonable effort has been unsuccessful to
place the employee in another position, the employee will be
terminated and paid accrued benefits. See also section on
military leave for specific provisions relating to leave of
absence without pay for involuntary call or recall to military
service and return from such service.
A leave of absence without pay may be appropriate for the fol-
lowing reasons:
• Military service (see also section on this type of leave);
• Recovery from extended illness or temporary disability (see
also section on this type of leave);
• Public service assignments; or
• Such other reasons as the commissioners court may consider
justifiable.
8.10 General. The department head is authorized to grant admini-
ADMINISTRATIVE strative or emergency leave to an employee in certain limited
AND Eh1ERGENCY circumstances.
LEAVE
Administrative Leave. The commissioners court may, upon recom-
mendation by the appropriate elected official or department head,
authorize administrative leave with pay for an employee when
warranted by unforeseen circumstances not otherwise provided for
in these policies.
Emergency Leave. Emergency leave with pay may be granted ,by the
appropriate elected official or department head in the event of a
death in an employee's family. For purposes of emergency leave,
family includes spouse,• child, parent, brother, sister, uncle,
aunt, grandparent of an employee or employee's spouse, or any
other relative living in the employee's household. Emergency
leave is limited to no more than three days per occurrence. The
length of time granted for emergency leave must be approved by
the appropriate elected official or department head in advance
and will depend upon the immediate circumstances.
23
9.00 HOLIDAYS
9.01 Holidays are established each year by the commissioners court.
GENERAL POLICY The following are normally observed as paid holidays for
regular county employees. Other days may be established by the
commissioners court as needed.
• New Year's Day
• President's Day
• Good Friday (Friday before Easter)
• Memorial Day
• Independence Day
• Labor Day
• Columbus Day
•Veteran's Day
	• Thanksgiving Day
	• Friday after Thanksgiving
	• Christmas Eve Day
	• Christmas Day
9.02	Whenever a legal holiday listed above falls on a Saturday, the
HOLIDAYS FALLING	Friday before will be the paid holiday. If the holiday falls on
ON SATURDAY OR	a Sunday, the following Monday will be the paid holiday.
SUNDAY	
9.03	It is not always feasib•1e to grant holidays at the scheduled time
IdORK DURING	to employees assigned shifts of an "around the clock" operation.
HOLIDAYS	Any elected official or department head who finds it necessary to
	do so may direct some or all employees of the department to
	report for work on any holiday. For information on work
	compensation during holidays, please see the overtime gection of
	this manual.
9.04	If an official holiday falls within a regular employee's vaca-
HOLIDAY DURING	tion, the employee will be granted the holiday and not charged
VACATION	for a day of vacation.
24
10.00 HEALTH AND SAFETY
10.01	The policy of the county is to make every effort to provide
SAFETY POLICY	healthful and safe working conditions for all of its employees.
10.02	Employees are responsible for conducting their work activities in
EMPLOYEE	a manner that is protective of their own health and safety, as
RESPONSIBILITIES	well as that of other employees.
AND REPORTS	
	An employee must report every on-the-job accident, no matter how
	minor, to his or her supervisor. Employees, supervisors and
	department heads are responsible for immediately filing with the
	county treasurer an accident report on every accident that
	involves any injury,
10.03	Employees shall report immediately to their supervisors any con-
EMPLOYEE	ditions that in their judgment threaten the health and safety of
SUGGESTIONS	employees or visitors. Employees are encouraged to make sugges-
	tions to their supervisors of improvements that would make the
	county work place safer or more healthful.
10.04	Insurance, The county provides Workers' Compensation Insurance
ON-THE-JOB	for all of its employees. This insurance provides medical
INJURIES	expenses and a weekly payment if an employee is absent from work
	because of a bona fide on-the-iob and work-related injury for
	more than seven days.
	Compensation. If an employee sustains an on-the-job and work
	related injury which renders him or her unfit for performing
	the duties of the job, the employee will receive pay as follows:
	• For up to five working days the employee receives his or her
	regular pay for that period with the time charged tQ emer-
	gency sick leave.
• Beginning on the sixth working day and for any working days
thereafter that the employee is unfit for duty, the employee
receives payments from the insurance carrier in accordance
with law. The employee may use accrued sick leave or
vacation leave to provide additional compensation above the
insurance payment.
Medical Attention, An employee who sustains an on-the-job, work
related injury may seek medical attention from the medical
facility or professional of his or her choice. The county
ntinued
25
10.04 requires statements of medical condition and of release to
OPd-TNE-JOB return to work from the attending physician. An employee may
INJURIES be required to submit to examination by an independent physician
(Continued) as determined by the county at the county's expense.
Reporting. While on leave because of an on-the-job injury, an
employee must contact the appropriate supervisor at least once
each workweek to report on his or her condition. Failure to
provide the required medical status reports or to contact the
appropriate supervisor as required is grounds for taking dis-
ciplinary action.
Return to Service, All employees must return to work after the
approval of the attending physician, failure to return to work
when directed will result in appropriate disciplinary action, An
employee who is able to return to work in light duty status may
be required to work in a different department or to perform
duties not contained within his or her current classification.
At time of final release or settlement of a workers' compensation
claim, if no vacancy exists and a reasonable effort has been made
to place the employee in another position, he or she will be
terminated and paid accrued benefits.
The time during which an employee received worker's compensation
payments steal] not be used in the determination of employee
benefits, i. e., vacation, sick leave, or other benefits.


26
11.00 USE OF COUNTY PPOPERTY
11.01	The county attempts to provide each employee with adequate tools,
GENERAL POLICY	equipment, and vehicles for the county job being performed, and
	expects each employee to observe safe work practices and safe and
	courteous operation of vehicles and equipment in compliance with
	all municipal, county, and state regulations.
11.02	Employees who are assigned tools, equipment, or vehicles by their
USE OF TOOLS,	departments are responsible for them and for their proper use and
EQUIPMENT, PROPERTY	maintenance.
AND VEHICLES	
	No personal use of any county property, materials, supplies,
	tools, equipment, or vehicles is permitted,' Violations may
	result in discharge and possible prosecution.
11.03	All operators of county vehicles and equipment are required to
VALID DRIVER'S	have the valid State of Texas driver's Ticense necessary for that
LICENSE	vehicle or equipment and to keep supervisors informed of any
	change of status in their license.
	Suspension or revocation of the driver's license of an employee
	who is assigned as a vehicle or equipment operator may result in
	a demotion or discharge.
11.04 Any employee operating county equipment or vehicles must report
ACCIDENT REPORTING all vehicular accidents and property damage or liability claims
to his or her supervisor and to the police immediately.
Each vehicular accident, no matter how minor, must be reported to
the police department so that an official accident report can be
filed. The appropriate elected official or department head shall
send the county treasurer a copy of all accident reports
involving county equipment or vehicles as soon as investigation
is completed.

27
12.00 DISCIPLINE
12.01 Disciplinary action may be taken against an employee for just
JUST CAUSE cause. Just cause for disciplinary action includes but is not
limited to the following:
• Insubordination;
• Absence Without Leave including absence without permission,
failure to notify a supervisor of sick leave, and repeated
tardiness or early departure;
• Endanoerino the Safety of Other Persons through negligent or
willful acts;
• Intoxication or Drug Abuse while on duty or in a county
vehicle;
• Unauthorized Use of Public Funds or Property;
• Violation of the Requirements of These Personnel Policies;
• Conviction of a felony;
• Conviction of Official Misconduct or oppression;
• Falsification of Documents or Records;
• Unauthorized Use of Official Information or unauthorized
disclosure of confidential in ormation;
• Unauthorized or Abusive Use of Official Authority;
• Incompetence or Neglect of Duty; or
• Disruptive Behavior which impairs the performance of others.
12,02 The elected official or department head may take disciplinary
PROGRESSIVE action, including dismissal, affecting an employee at any time.
DISCIPLINE However, to the greatest extent practical; the county uses a
progressive discipline system as follows:
• Verbal Warnings with records of each warning maintained by
the supervisor;
• Written Reprimands which the supervisor must in all cases
cause to be transmitted through the appropriate elected
official or department head to the employee's personnel
file; or
Continued
28
12.02	•Reduction in pay without	demotion; or suspension from duty
PROGRESSIVE	without pay	for up to 30	days; or Demotion; or Separation by
DISCIPLINE	involuntary	dismissal.	
(Continued)			
	Actions other	than verbal	or written warnings require the
	approval of the	appropriate elected official or department head.
Except in the case of verbal warnings, disciplinary action is
accomplished or preceded by written notice to the employee
involved. Notice includes a description of the just cause of the
action and, except in the case of dismissal, states the likely
consequences of further unsatisfactory performance or conduct.
Written notice of disciplinary action is included in the
employee's personnel file.
Disciplinary action does not automatically or permanently
disqualify an employee from consideration for future promotion,
pay increases, commendations, or other beneficial official
personnel action.
12.03 If the appropriate elected official or department head determines
SUSPENSION that suspension is in the best interests of the county and the
FOLLOWING public, he or she may dismiss or suspend with or without pay an
INDICTMENT employee indicted fora felony, or accused by information of
official misconduct or oppression.
29
13.00 SEPARATIONS
13. J1 All separations of employees are designated as one of the follow-
TYPES OF ing types:
SEPARATIONS
• Resignation;
• Dismissal;
• Retirement;
• Disability;
• Reduction in Force; or
• Death.
13.02 An employee who intends to resign must notify his or her super-
RESI6NATION visor in writing at least 10 working days prior to the last day
of work. The supervisor is responsible for immediately notifying
the appropriate elected official or department head and the
county treasurer.
An employee who resigns without sufficient notice is subject to
having a written reprimand placed in his or her personnel file
documenting this violation of personnel policies.
13.03 The county is a member of the Texas County and District Retire-
RETIREP4ENT ment System. Employees who retire must submit their retirement
resignation to the county treasurer's office in time for an
application to retire to be received by the office of the Texas
County and District Retirement System at least 30 days and not
more than 90 days prior to the date on which the retirement is to
become effective. The effective date specified in the
application must be the last day of a calendar month and shall
not be a date preceding the termination of the member's
employment with the county.
The mandatory retirement age for all employees of Kerr County is
age 70, provided that the effective date of retirement occurs at
the end of the fiscal year in which the retirement age is
reached. The commissioners court may approve the continuation of
employment of persons beyond the end of the fiscal year in which
their 70th birthday occurs if specific action to 'do so is
requested by the employee and approved by the department head in
the department in which the employee works. Extensions are
reviewed by the court annually thereafter and may be renewed only
on a year-to-year basis.
30
13.04 An employee may be separated when his or her position is
REDUCTION IN FORCE abolished, or when there is either a lack of funds or lack of
work.
When reductions in force are necessary, decisions on individual
separations will be made after considering (1) the relative
necessity of each position to the organization, (2) the perfor-
mance record of each employee, and (3) qualifications of the
employee for remaining positions.
13.05 In addition to termination for just cause, anew employee may be
DIShISSAL dismissed at any time during the probationary period when, in the
judgment of the supervisor and the appropriate elected official
or department head, the quality and performance of his or her
work do not merit continuation on the county staff,
An empioyee who has completed his or her initial probationary
period may be dismissed only for just cause by the appropriate
elected official or department head.
Prior to dismissal, a regular employee will be given an oral or
written notiee of the charges against him or her and the employ-
er's evidence thereof and will be granted an opportunity to pre-
sent to -the appropriate elected official or department head
reasons why the action should not be taken. Reasons can be
presented by the emp]oyee orally or in writing at the employee's
option.
13.06 An empioyee wiTi be separated when an appointed physician deter-
DISABILTTY mines that, for physical or mental reasons, the employee cannot
perform the duties of the job. The county judge will appoint a
physician who will examine the employee, make his or her
recommendation(s) to the county, and be paid by the county. The
appointed physician's finding is final.
Voluntary separations based on reasons of disability must be
substantiated by medical evidence if the disability may be a
factor or condition of a retirement plan covering the employee.
13.07 An employee who is absent without leave for more than one day is
ABANDONI4ENT deemed to have resigned his or her position.
OF POSITION
Unless the appropriate elected official or department head
determines otherwise, the resignation is not in good standing and
the employee will not be reemployed.
31
13.08 If a county employee dies, his or her estate receives all earned
DEAT4 pay and any earned and payable benefits.
13.09 Upon separation from county employment, employees who have
CALCULATION OF completed the initial probationary employment period will be
TERMINATION PAY paid for accrued and unused vacation leave up to the limit of
their maximum allowable accumulation. Payment for such leave
balances will be included in the employee's final paycheck and
will be calculated in the following manner:
The total work time and allowable vacation leave time (as if
worked) will be laid out on the calendar. If the result
covers a full pay period or periods, the employee will be
paid the full pay period(s) amount. If the result requires
payment for less than a full pay period, the employee will
be paid a prorated share of the full pay for the period (for
example, three days of a 12 workday pay period would receive
3/12 of the fu71 pay period amount).
Partial days will be paid on an hourly basis based on 2080
working hours per year.
The employee will receive his or her final paycheck on the
scheduled pay day that falls on or immediately follows the
employee's last workday.
13.10 The appropriate elected official or department head of an
EXIT INTERVIEWS employee who is separated shall discuss with the employee the
AND RECORDS reason(s) for the separation in an exit interview whenever
possible. Reason(s) for the separation are stated in writing on
a Personnel Action Form or the Exit Interview Form which is
signed by the supervisor and initialed by the employee except in
unusual or emergency circumstances.
32
14.00 GRIEVANCES
14.01 It is the policy of the county insofar as possible to prevent the
POLICY occurrence of grievances and to deal promptly with those which
occur. No adverse action will be taken against an employee for
reason of his or her exercise of the grievance right.
A grievance may be filed by an employee on one or more of the
following grounds: improper application of rules, regulations,
and procedures; unfair treatment; illegal discrimination based on
race, religion, color, sex, age, handicap, or national origin;
disciplinary action taken without just cause; improper
application of fringe benefits; or improper working conditions.
14.02	Grievances can be appealed through the immediate supervisor to
FINAL AUTHORITY	the appropriate elected official or department head, whose
	decision is final.
14.03	Informal Grievances. The first step in the grievance procedure
PROCEDURE	is for the employee to attempt to resolve the grievance by
	informal conference with his or her immediate supervisor. If
	informal conference with the supervisor does not result in a
	resolution of the problem(s) that is satisfactory to the employ-
	ee, he or she may file a formal grievance.
	formal Grievances. Formal grievances must be in writing, signed
	by the employee, and presented to the employee's immediate
	supervisor. A statement of the specific remedial action reques-
	ted by the employee must be included in the written grievance.
	After being presented with a written and signed grievance, the
	immediate supervisor will (1) consult with his or her supervisor,
	(2) attempt to resolve the grievance within five working days
	after receipt of the grievance, and (3) communicate the decision
	to the employee in writing.
An employee who either receives no written resolution by the
close of the fifth working day following the day the written
grievance was presented, or is not satisfied with the proposed
resolution, may within the next three working days appeal in
writing to the appropriate elected official or department head.
The appropriate elected official or department head will respond
in writing to the employee by the close of the fifth vro rking day
following the day the written appeal was received.
The decision of the elected official or department head is final.
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15.00 J08 (CLASS) DESCRIPTIONS
AND PERFORMANCE EVALUATIONS
15.07 The commissioners court establishes and periodically reviews
JOB official job (class) descriptions for all classified positions in
DESCRIPTIONS the county. In August of each year the commissioners court also
reviews the status of the complete classification and pay plans
and ensures that any changes approved during the previous year
have been made in the appropriate official documents.
15.02 The job description and performance evaluation form for each
DISTRIBUTION employee's position will be (1) given to each employee, (2)
reviewed by the employee, and (3) placed in the employee's
personnel file along with a certification that the employee
reviewed it.
15.03 In the absence of any request for clarification, each employee is
REQUESTS FOR considered to understand the responsibilities assigned to the
CLARIFICATION position which he or she occupies.
15.04 Supervisory personnel conduct performance evaluations of each
EMPLOYEE county employee together with an evaluation interview at least
PERFORMANCE twice each year. Performance evaluation records are maintained
EVALUATION in individual employee personnel files.
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Ib.QO PERSONNEL FILES
16.01 Records pertaining to time and attendance, payroll, resignations,
GENERAL and unemployment are maintained by the county treasurer. A11
other personnel records are filed in a personnel file maintained
by the elected officials and department heads. All personnel
information related to an employee shall be filed in the
appropriate personnel file.
Information in an employee's personnel file must be disclosed
upon request unless specific items are excepted from disclosure
by law. No information from any record placed in an employee's
file will be communicated to any person or organization except by
the department head, county treasurer, or an employee authorized
to do so by the department head or county treasurer.
Each employee may choose whether the county discloses the
employees home address and telephone number to the public on
request. If anew employee does not request confidentiality
within the first 14 days of employment, the home address and
telephone number on file are considered public information.
However, employees may change their election for disclosure or
confidentiality at any time. A form for designating this
information as confidential or public is available from the
county treasurer's office,
An employee or his or her representative designated in writing
may examine the employee's personnel file upon request during
normal working hours at the county offices.
When a supervisor requires access to the personnel file of an
employee under his or her supervision for the handling of person-
nel matters, the supervisor must obtain authorization from the
appropriate elected official or department head.
Employees are expected to inform their supervisors of any changes
in or corrections to information recorded in their irfdividual
personnel file such as home address, telephone number„person tc
be notified in case of ,emergency, or other pertinent information.
16.02 The Personnel Action form is the official document for recording
PERSONNEL ACTION and transmitting to the personnel file each personnel action,
FORM This form is used to promote uniformity in matters affecting:
• Position Title and Classification,
• Group and Pay Rate,
Continued
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16.02 • AnnualSaiary, and
PERSOIJPJEL ACTION
FORt4 Other Actions Affecting the Employee's Status.
(Continued)
Each Personnel Action Form becomes a permanent part of the
employee's personnel file, and a copy is given to the employee.
16.03 Employees' personnel files contain:
CONTENTS OF
PERSONNEL FILES • A copy of the employee's application for employment;
• A signed copy of the employee's acknowledgment of receiving
the employee handbook and the fob (class) description for
the position he or she currently occupies, and a copy of
the county's personnel evaluation form;
• Personnel action forms;
• Performance evaluation records;
• Records of any citations for excellence or awards for good
performance;
• Records of any reprimands or other disciplinary actions;
• Records of leave accrued and taken; and
• Any other pertinent information having a bearing on the
employee's status.
16.04 Official records of annual leave and sick leave accrual and of
LEAVE RECORDS leave usage will be kept for each employee by the county treas-
urer. Leave records are updated at the end of each month. Leave
balances are shown on the official record to reflect any re-
maining leave to which an employee is entitled. It is the
responsibility of each department head or appropriate "elected
official to provide this information to the county treasurer.

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17.00 REIMBURSEMENT OF EXPENSES
17.01 The policy of the county is that employees are to be fully
GENERAL POLICY reimbursed for necessary and reasonable job-related expenses
incurred in the authorized conduct of county business. All
requests for reimbursement of expenses are subject to require-
ments of documentation and reasonableness, and will be honored in
conformance with adopted policies and procedures. Expenses which
are not permitted under the terms of grants, contracts, or
agreements with other agencies will not be charged as costs to
those grants, contracts, or agreements.
17.02 A11 necessary travel by county employees for authorized conduct
IN-COUNTY TRAVEL of county business within the county is authorized. Reimburse-
ment for the use of private automobiles by employees is made
monthly upon submission of required report and request forms.
Mileage is reimbursed at the maximum non-taxable rate allowed by
the Internal Revenue Service at the time the mileage is incurred.
Employees are expected to report the shortest distance between
destinations for all travel. Travel between an employee's
residence and a county office is not allowable for reimbursement.
17.03 Out-of-county travel by county employees is permissible provided
OUT-OF-COUNTY that it 'is authorized in advance by the appropriate elected
TRAVEL official or department head and does not exceed departmental
budgetary limitations, Reimbursement for out-of-county travel
costs is based upon the most economical conveyance that is
reasonably available. When private automobiles are used for
out-of-county travel, reimbursement is allowed an the basis of
actual mileage traveled or tourist class air fare, whichever is
less. If no air service is available to the authorized destina-
tion, actual mileage is allowed. The difference in cost between
first-class air accommodations and less-than-first-class air
accommodations 9s una]lowable except when less-than-first-class
air accommodations are not reasonably available.
17.04 Employees engaged in necessary and authorized travel in the
SUBSISTENCE conduct of county business are reimbursed for actual subsistence
EXPENSES expenses. Subject to documentation and reasonableness, sub-
sistence expenses will generally be for registration, lodging,
telephone, parking tolls, taxi or limousine, meals, ahd reason-
able gratuities.
17.05 Costs of personal entertainment, spouse's expenses, amusements,
LIMITATIOPJS social activities, or alcoholic beverages are not allowable for
reimbursement.
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