ORDER NO. 18016 APPROVAL OF AMENDMENT TO SECTION 4.15 OF THE KERR COUNTY PERSONNEL POLICY MANUAL On this the 21st day of July 1988, upon motion made by Commissioner Ray, seconded by Commissioner Holland, with Commissioners Holland, Ray and Baldwin and County Judge Edwards voting "AYE" and Commissioner Lich voting "NAY", said motion carrying by a majority vote, approving Amend- ment to Section 4.15 of the Kerr County Personnel Policy Manual, so as to provide for a mandatory physical examination for all prospective Kerr County Employees, which physical shall include standard drug testing procedures. MINUTES 1 ~ o L. (~ .',j ri / NO. 18016 APPROVAL OF A?1EN D^LNT TO SECTION 4.15 Ok TAE KERR COUNTY PERSONNEL POLICY p1ANUAL On this the 21st day of July 1988, upon motion made by Commissioner Ray, seconded by Commissioner Holland, with Commissioners Holland, Ray and Baldwin and County Judge Edwards voting "AYE" and Commissioner Lich voting "NAY", said motion carrying by a majority vote, approving amendment to Section 4.15 of the Herr County Personnel Policy Manual, so as to provide for a mandatory physical examination for all prospective Herr County Employees, which physical shall include standard drug testing procedures. (Attached to ORDER rc: ti hT:ttR OD11P71'Y PERSIRYVEI. FVLIC'f MAh'lllV. -ERRING F`RACTICES "4.15 once a selection is made, the elected official or department head SII,ECfIoN will give to the prospective enq~loyee, a doctor's requisition, to be taken to the doctor, selected by the county, £or a physical P+:~+~~tion, the cost o£ which will be paid for iR' the county. After the results fran the doctor's examination is received bl' the elected official or department head, he will sutmit to the car missioners' court a Personnel Action Form listing the Wane of the applicant, the requested classification, beginning salary, and the effective date of e~loyment. A copy of the applicant's resume or application for ac’~loyment, physical ev~~*+~tion re- sults, and E77noloyment Eligibility Verification (Form 1-9) will be attached to the Personnel Action Form. When approved, a court order containing this information will be recorded in the nunutes of the court and the minute order number regorded on the Personnel 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." o-o-o-o-o-o-o-o-o-o 4.00 HIRING F•/:AGT L6 L. 4.15 Once a selection is made, the elected official or department head SElEOT10N will give to the prospective employee, a doctor's re ~•: isition, to be taken to the doctor, selected by the county, for a physical ti examination, the cost of which will be paid for Dy the county. Llf ter the results from the doctor's examination is received by the elected official or department head, he will submit to the com- mi55ioners' court a Pe rSOnne1 Action 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, physical examination re- silts, Lnd Employment. Eligibility Verification (Form I-9) will be attached to the Personnel Action Form, When aDOroved, a court order containing this information will be recorded in the minutes of the court and the minute order number recorded on the Personnel Action Form. A ropy 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. ORDER NO. 19215 APPROVAL OF AMENDMENT TO SECTION 7.01 OF THE KERR COUNTY PERSONNEL POLICY MANUAL On this the 13th day oft November 1989, upon motion made by Commissioner Morgan, seconded by Commissioner Baldwin, the Court unanimously approved Amendment to Section 7.01 of the Kerr County Personnel Policy Manual, so as to provide for a 30 day probationary period for insurance on new employees. ORDER N0. 19848 AMENDMENTS TO THE KERB COUNTY PERSONNEL POLICY MANUAL AND ADOPTION OF EMPLOYEE POLICY ACKNOWLEDGMENT AS PART OF KERR COUNTY EMPLDYMENT PROCEDURE b On this the 27th day of September 1990 came on to be considered by the Court amendments to the Kerr County Personnel Policy Manual as recommended by the Assistant County Attorney, Stan Reid, and the adoption of a new form titled "Employee Policy Acknowledgment" as part of Kerr County employment procedures. On motion made by Commissioner Holekamp, seconded by Commissioner Ray, with Commissioner's Holekamp, Ray, Morgan and Baldwin voting "AYE", and Judge Edwards voting "NAY", said amendments, as per the memorandum attached and made a part hereof, and the adoption o£ the "Employee Policy Acknowledgment", were approved by a majority vote. MEMORANDUM TO: Commissioners Court FROM: Stan Reid DATE: September 13, 1990 RE. PERSONNEL POLICY - RECOMMENDED AMENDMENTS I have reviewed the Personnel Manual and suggest that the Court repeal and delete from the County Personnel Policy the following: a. Delete last two sentences of paragraph 1.06 b. Delete the second sentence of paragraph 4.16 c. Delete para graph 5.02 d. Delete the last sentence of paragraph 6.07 e. Delete the words "... and are subject to a 90-day probationary period." from the last sentence of paragraph 6.08. f. Delete the last sentence of paragraph 6.10 g. Delete the word "... probationary ..." in the third sentence of paragraph 8.03 h. Delete the word "...probationary ..." in the last sentence in the last sentence of paragraph 8.03 i. Delete paragraph 12.01 j. Delete the last two paragraphs of paragraph 12.02 k. Delete paragraph 13.05 1. Delete the words "... who have completed the initial probationary employment period ..." in the first sentence of paragraph 13.09 m. Delete paragraphs 14.01, 14.02 and 14.03 COUNTY OF KERB EMPLOYEE POLICY ACKNOWLEDGMENT KERB COUNTY DEPARTMENT EMPLOYEE STATEMENT: I understand that I am an "at will" employee and my employment may be ended at any time with or without cause. I further understand that the decision of the County is final and is not subject to review by any other official or body. Finally, I understand and agree that no term or condition of my employment is to be considered as a contract. Date EMPLOYEE'S SIGNATURE EMPLOYEE'S PRINTED NAME CK-13 TABLE OF CONTENTS 1.00 INTRODUCTION 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 RESPONSIBILITIES 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 II 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 d3 6.02 Check Delivery 13 6.03 Payroll Deductions 13 6.04 Classification Plan 14 6.05 Pay Plan 14 6.06 Merit 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 7.02 7.03 7.04 7.05 7.06 7.07 7.08 7.09 Health/Medical and Life Insurance 16 Social Security 16 Retirement Plan 16 Workers' Compensation 16 Unemployment Insurance 16 Vacation Time 16 Sick Leave 17 Educational and Professional Development Benefits i7 Computing Benefits 17 8.00 LEAVE TIME 18 8.01 Definitions 18 8.02 Approval of Leave i8 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 Civii Leave 22 8.09 Leave of Absence Without Pay 22 8.10 Administrative and Emergency Leave 23 15 Continued ii 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 ro 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 COUNTY PROPERTY 27 11.01 General Policy 27 11.02 Use of Tools, Equipment, Property and Vehicles 27 11.03 Valid Driver's License 27 11.04 Accident Reporting 27 12.00 DISCIPLINE 28 12.01 Just Cause 28 12.02 Progressive Discipline 28 12.03 Suspension Following Indictment 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 13.10 Exit Interviews and Records 14.00 GRIEVANCES 33 14.01 Policy 33 14.02 Final Authority 33 14.03 Procedure 33 32 29 32 Continued iii 15.00 JOB (CLASS) DESCRIPTIONS AND PERFORMANCE 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 Judge oversees general personnel policies; • Count.y 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. ti 1.05 These personnel policies apply equally to all employees of the APPLICABILITY OF county unless a class of employees is specifically exempted. PERSONNEL 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_. ~DISSEMINATION OF PERSONNEL POLICIES r A,na n d e d 4_ Z 1, 4o The county judge maintains complete sets of the personnel poli- ties with all revisions for reference by employees. The county judge will also provide a complete copy of this manual and copies of all subsequent revisions to each elected official and department head, who makes the updated manual available to em- ployees. ~rcJ 2 r /J~O. ( /~ g/f g ~ Py1~y~~JIF1 ~~1~11d~F Vif ....~_...,. ...I .. ..FFJ.... {Iy~~~/~r~~M~~ ~i~ 1.07 Employees are encouraged to make constructive suggestions for EMPLOYEE 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 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 onaintain good moral conduct, and to do their part in maintain- ing good relationships with 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 leer 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 tiie 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 3 2.05 performance of official duties; (3) accept outside employment or CONFLICT OF compensa tion 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 between the employee's priv ate interest and duties for the county; or (5) solicit or accept or agree to accept a financial benefit from another person in exchange for hav)eng 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 prerogatives 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 Hatch 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 TIME 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 be turned in to the county treasurer's office. 4 3.00 WORK 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 WORKWEEK (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 Monday through Friday, 8:00 a. m. to 5:00 p. m. with one hour for lunch, for a total of 40 hosts per workweek. A morning and an afternoo n break of 15 minutes each is available to each employee, 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 leer 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 need 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 28-day period. Continued 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 WORKWEEK (tJORK 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 go"Gerning 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 heads, and other executive, administrative, and professional employees are exempt from the overtime provisions of the Fair Labor Standards Act (ELBA) and are expected to render necessary and reasonable overtime services with no additional compensation. This overtime may be used as a factor in granting or denying paid leave other than vacation or sick leave. 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 job description designates whether persons hired in that classification are covered by or exempt from the overtime provisions of FLSA. The cornrnl5sioners 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 WORKED or she will be compensated for the holiday time worked by being granted equal time off if taken within tfie same work period, or payment at the usual hourly wage for the time worked. This 1s in addition to the hourly rate for the holiday, wlilch 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 EMPLOYMENT structuring, recruitment, examination, selection, appointment, OPPORTUNITY placement, training, upward mobility, discipline, or any other aspect of personnel administration based upon race, age, religion, color, handicap, national origin, sex, political affiliation or belief, or any other non-merit 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 ACTION 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 Nepotism is the showing of favoritism toward a relative. The EMPLOYMENT OF practice of nepotism in hiring personnel or awarding contracts RELATIVES is forbidden by the county, (NEPOTISM) No person ma y be hired who is related within the second degree of affinity (ma rriage) 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 EMPLOYMENT OF RELATIVES (NEP07ISM) (Continued) Nepotism Chart Prohibited degrees of relationship are defined in the following Figures 1 and 2. .~ <~"' a..a- ~ .R~ ~ ,~~ _~~ ~~ o ~~~- AFFINITY KINSHIP CHART .FOR 2 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 CONSANGUINITY KINSHIP CHART ~~ 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 RECRUITMENT transfer from within; (3) 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 ANNOUtdCEt~1ENTS 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 EMPLOYMENT 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 for 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 WITH 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 DISQUALIFICATION 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 Of~ II will submit to the commissioners court a Personnel Action Form A ~c ~c~ ad listing the name of the applicant, the requested classification, beginning salary, and the effective date of employment. A copy `1- z I- $ 8 of the applicant's resume or application for employment will be attached to the Personnel Action Form. When approved, a court C~~~le ~ //o. /80/G 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. ~er+wt~blww AND TRAINING .~,:;ra:~:::~i~ylwyoaw~i.g' `1 `~' ~ - ~ ~ Before an individual begins performing his or her actual duties, ~r~ e ~ y~ ~9 8~ g he or she will be given a brief orientation conducted by the elected official or department head for whom 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. Whenever possible, employees receive on-the-job training under close supervision. 11 5.00 TYPES OF EMPLOYMENT 5.01 CATEGORIES 5.02 PROBATION ~~na~.=lec~ y-.z -r-9o ~'rc~ c r /1/p ~ 9 S/~' g > Reoular Full Time. A regular full-time employee is employed to hold an authorized position that involves, on the average, 40 work hours per week. The county has three categories of employment. > 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. > 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. Regu employees, either full time or part time, are pr ion- ary for eriod of six months. The probationar rio~~~eutilized fo osely observing the employee's wor or securing the mo fective adjustment of a new employee to position, or dismissing any em- ployee whose performance not et the required work stan- dards. At any time during the or department head opinion the emp a is duties or t mployee's of coun mployment; or in a policies. r~ationary pe the elected official remove an employ if in his or her wither unable or unwi to perform the dependability does not in continuance for other reasons as provide lsewhere 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 EP-1PLOYEE COMPENSATION AND ADVANCEMENT 6.01 Paychecks are issued on the fifteenth and the last day of each PAYDAYS 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 las t working day preceding the holiday. 6.02 Paychecks will not be issued other than on the days set out CHECK DELIVERY 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. 6.03 Deductions will be made from each employee's pay for the follow- PAYROLL DEDUCTIONS 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_y be authorized by the employee for: • Group health/medical insurance for dependents; • Group life insurance for dependents; and • Such other deductions as may be authorized by the com- missioners court. 13 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 PLAN equity among positions requiring similar knowledge, skills, and abilities and having similar levels of responsibility. 6.05 pay ranges for each pay group and for exempt positions are estab- PAY PLAN lished by a ~ay plan approved by the commissioners court as a part of the county budget. 6.06 The commissioners court ,m~a,y provide authority for elected 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 March, and any authorized increases will become effective in October and April. 6.07 PROMOTIONS 9-1.,'1-5'0 LJr~yG r~/a. ~ l p7~ A promotion is a change in the duty assignment of an employee 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. 6.08 A lateral transfer is the movement bf an employee between posi- LATERAL TRANSFERS tions in the same pay group within the county work force. ri,.tie-~ de d Lateral transfers inay be made within the same department or d _ Z ~ _ c~ p between departments of the county, ~~Y rCr l~~/~'fO 14 6.09 A demotion is a change in duty assignment of an employee from a DEMOTIONS 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 positYfln. 6.10 q rn e ,.de~J An employee's pay for continued performance in the same position PAY REDUCTION 9-a-7-SD 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 Cra~er /!lc/98Nd~Jroup. +T~..'.~~e~ _ _rf~rW 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 /-} m e nclc ~ 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 u~Je3 iG'pq /y,Z1S coverage for his or her family members at the employee's expense. /~ 30aa.y ~rn ~r~ f'r~x _~J i0o r.., a( F s.~ e. vi .J e~.~i~e5. 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- RETIREMENT 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 COMPENSATION the county pays the premium. This coverage provides medical and salary continuation payments to employees who receive bona fide, work-related, on-the-.io6 injuries. 7.05 All 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, DEVELOPMENT 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 fob-related course or seminar. 7.09 Employee benefits are computed based on the month of employment COMPUTING 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 LEAVE TIP4E 8.01 Leave Time. Leave time is time during normal working hours in DEFINITIONS 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 are closed on what would otherwise be 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. Elected Officials' and Department Heads' Responsibility for 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. ~'m ~ noe ~ _ ~,~_ ;' No vacation leave benefits may be used by a new county em- ployee during the initial six months of employment. '~rc~CrN~ l9t?N~8 Upon completion of the initial six-month ~a+~.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 Employment • First through 10th year • 11th through 20th year • 21st year and beyond Vacation Days 10 days per year 15 days per year 20 days per year Contin 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. s 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 prsifiinwrr~. 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 woCk 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. Continued 19 8.04 Temporary employees, full-time or part-time, 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 1s 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 for use 1n 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 Leave. 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 inay 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 written 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 least 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 IN 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, other types of leave can be used in combination with holidays, if it is determined to be in the best interest of the county and the employee. 21 - 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 nqt 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 LEAUE OF ADSENCE 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 vacancy 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 emp]oyee in certain limited AND EMERGENCY 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 feasible to grant holidays at the scheduled time IJORK 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 section 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. ti 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 to 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 in 25 10.04 requires statements of medical condition and of release to ON-THE-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 shall not be used in the determination of employee benefits, i. e., vacation, sick leave, or other benefits. 26 11.00 USE OF COUNTY PROPERTY 11.01 The county attempts to provide each employee with adequate tools, GENERAL POLICY equipment, and vehicles for the county dob 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 license 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 D iplinary action may be taken against an employes for st JUST CAUSE cau Just cause for disciplinary action, includes but i not II limit to the following: r'1 P -n c~ e C ~_ ~ ~ _ 9~ Ins rdination; ,"'~ee ~~ C~r~e ~ /l/o. / q Si}- g Absence ithout Leave including absence witho permission, failure t notify a supervisor of sick lea and repeated tardiness o early departure; • Endanoering th Jatet willful acts; • Intoxication or Dr F vehicle; • Unauthorized Use of Put • Violation of the Reyuir • Conviction of a felo ; • Conviction of Of vial rough negligent or whil~on duty or in a county or~ppression; • talsiiicatio r vocuments or itecoras; • Unauthori d Use of Official Information r unauthorized disclos a of confidential in ormation; • Unau orized or Abusive Use of Official Authorit_ • coin etence or Neglect of Dut.v; or • Disruptive Behavior which Impairs the performance of oth s. 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 pav 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 i~"~'C r ~ ° `) approval of the appropriate elected official or department head. i-a-`7-46 C~de~~/c. /98΅b t in the case of verbal warnings, disciplinary action acco hed or pr$ceded by written notice to the oyee involved. ice includes a description of the jus use of the action and, ex in the case of dismissal, es the likely consequences of fu unsatisfactory ormance or conduct. Written notice of dis nary a is included in the employee's personnel file E Disciplinary action not automa lly or permanently disqualify an a ee from consideration •o ture promotion, pay incre commendations, or other benefi official perso 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 m ay 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 13.01 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 RESIGNATION visor in writing at least of work. The supervisor i the appropriate elected county treasurer. resign must notify his or her super- 10 working days prior to the last day s responsible for immediately notifying official or department head and the 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- RETIREMENT 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 shalt 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 eachhposition to the organization, (2) the perfor- mance record of each employee, and (3) qualifications of the employee for remaining positions. 13.05 In ition to termination for dust cause, anew employee be DISMISSAL dismis at any time during the probationary period w in the ~ ,,,~ ~ ~1 e ~ 3udgment o he supervisor and the appropriate ele official or department d, the quality and performanc his or her `!-,Z..?- 4D work do not meri ntinuation on the county ff. D ~~ e ~ ~O•l~ 8΅g An employee who has co ,ted~s or er initial probationary period may be dismissed on for cause by the appropriate elected official or department Prior to dismissal, a re ar employe 111 be given an oral or written notice of th arges against him her and the employ- er's evidence ther and will be granted an ortunity to pre- sent to the ropriate elected official or artment head reasons wh a action should not be taken. Re ns can be present y the employee orally or in writing at the loyee's opt' 13.06 An employee will be separated when an appointed physician deter- DISABILITY mines that, for physical or mental reasons, the employee cannot perform the duties of the dob. The county fudge 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 snore than one day is ABANDONtdENT 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 DEATH pay and any earned and payable benefits. 13.09 Upon separation from county employment. employees wi~e~aw~ CALCULATION OF ^^Tp~^+^-' +~^ a^++:_, ,,..^~.~+~^..~.,., ^._^,_..___+ -- .-.+ will be TERMINATION PAY paid for accrued and unused vacation leave up to the limit of p,rt ~ ~ G ~ their maximum allowable accumulation. Payment for such leave balances will be included in the employee s final paycheck and ~ _ ~,~ -SD will be calculated in the following manner: vrde~ Ado, 198/{8 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 full 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 v~~~e tt -14:~e ~~A~us~s- 14.01 is•the policy of the county insofar as possible to prevent e POLICY oc rrence of grievances and to deal promptly with those ich occ No adverse action will be taken against an employe for reas of his or her exercise of the grievance right. A griev ce may be„ filed by an employee on one or mo of the followin grounds: improper application of rules, r ulations, and proce res; unfair treatment; illegal discrimina on based on race, relig n, color, sex, age, handicap, or nat nal oriyin; disciplinary action taken without just ca e; improper application o fringe benefits; or improper works conditions. 14.02 Grievances can be ppealed through the imm late supervisor to FINAL AUTHORITY the appropriate a cted official or de rtment head, whose decision is final. 14.03 Informal Grievances. Th first step the grievance procedure PROCEDURE is or the employee to ttempt t resolve the grievance by informal conference with h or h immediate supervisor, If informal conference with th sup visor does not result in a resolution of the problem(s) t a is satisfactory to the employ- ee, he or she may file a formal rievance. Formal Grievances. Formal gr eva es must be in writing, signed by the employee, and pre nted the employee's immediate supervisor. A statement o tiie spec is remedial action reques- ted by the employee must a included the written grievance. After being presented ith a written a signed grievance, the immediate supervisor ill (1) consult with is or her supervisor, (2) attempt to res ve the grievance with five working days after receipt of t grievance, and (3) Comm icate the decision to the employee writing. An employee w either receives no written re lution by the close of th fifth working day following the the written grievance w presented, or is not satisfied with he proposed resolutio may within the next three working day appeal in writing the appropriate elected official or depar ent head. The app priate elected official or department head wil respond in wri ng to the employee by the close of the fifth wor 'ng day foll ing the day the written appeal was received. decision of the elected official or department head is final. 33 15.00 JOB (CLASS) DESCRIPTIOPS AND PERFORMANCE EVALUATIONS 15.01 The commissioners court establishes and periodically reviews JOB official job (class) descriptions for all classified positions in DESCRIPTIONS the county. In ~ugust 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. 34 16.00 PERSONNEL FILES 16.01 Records pertaining to time and attendance, payroll, resignations, GENERAL and unemployment are maintained by the county treasurer. All 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 ar public is available from the county treasurer's office. An employee or his or her representative designated in wr icing may examine the employee's personnel file upon request during normal working hours at the county offices. lJhen 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 individual personnel file such as home address, telephone number, person to 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 35 x'16.02 • Annual Salary, and -' PERSOWNEL ACTIOFJ FORtd • 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. ti 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 job (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. 36 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 reirq~ursement 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 All 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. 14ileage 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. Tradel 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 J 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 on 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 is unallowable 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, and reason- able gratuities. 17.05 Costs of personal entertainment, spouse's expenses, amusements, LIMITATIONS social activities, or alcoholic beverages are not allowable for reimbursement, 37