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(A) Under certain circumstances it may be necessary to close one or more County facilities due to natural hazards or catastrophes. If a facility is closed, employees will be notified via telephone, if possible. In the case of severe weather, employees should listen to local radio stations for information regarding closings and when the County will be open for business. Employees should also contact their Department Head to find out if their department is open.
(B) When a facility is closed, and an employee was scheduled to work that day, the employee is excused from work and will be paid their regular rate of pay for that day if he/she were scheduled to work. In the event that the employee is required to report for work during an emergency closing (such as maintenance or to secure records, etc.), the employee is not entitled to additional compensation.
(A) Pay Periods - Employees are paid every two weeks on Monday. The first day of the pay period is Monday and ends 14 days later on Sunday. Time sheets are used to determine the amount an employee is paid each pay period and serve as the official record of an employee's service to the County.
(B) Paydays - Paydays occur on Monday. No other person is allowed to “pick-up” an employee's paycheck without the employee's permission in writing.
(C) Payroll Deductions - There are two types of payroll deductions, those mandated by the government and those that employees choose to make.
(D) Mandated Payroll Deductions - Certain deductions are made from employees' paychecks as mandated by the state and/or federal government or court. These deductions include:
(1) Federal Income Taxes (as indicated by an employee on the W-4 federal income tax withholding form)
(2) State Income Taxes (as indicated by an employee on the state income tax withholding form)
(3) PERF Contributions
(4) Social Security (FICA) and Medicare (MCARE)
(5) Court ordered child support and garnishments
(E) Voluntary Payroll Deductions
(1) Employees may choose to have any or all of the following that apply to them deducted from their paychecks:
(a) Health insurance contributions
(b) 457 Supplemental retirement contributions
(c) Supplemental insurance plan contributions
(d) Credit Union
(e) U.S. Savings Bonds
(f) Political contributions
(g) Pre paid legal assistance
(h) United Way Contributions
(2) Employees may elect to have voluntary deductions taken from their pay only if they authorize deductions in writing.
(F) Direct Deposit of Paychecks - Employees may elect to have their paychecks directly deposited with most banks, credit unions and financial institutions.
(G) Paycheck Errors, Lost Paycheck, or Stolen Paychecks - Employees who discover a mistake in their paycheck, lose their paycheck, or have it stolen must notify their payroll clerk immediately. In the case of a mistake, the error will be remedied as quickly as possible. In the event of a lost or stolen paycheck, the employee may have to wait up to sixty (60) days before the check is reissued.
(A) This policy applies to all County employees including those covered by a collective bargaining agreement, unless the bargaining agreement or contract explicitly addresses the issue in a manner contrary to this chapter. In those instances, the terms of the bargaining agreement or contract will supersede the terms of this chapter.
(B) It is the policy of the County to set up orderly policies and practices to ensure consistency in normal changes to employee status. Changes in employment status may result from any one (1) of the following:
(1) Temporary Transfers - A temporary transfer is one that is needed to accommodate extended leave situations, temporary vacancies or any other situation involving an overload or crisis.
(2) Lateral Transfer - A transfer of personnel between departments for individuals meeting the job qualifications. Request for transfer must be made in writing and approved by the elected official overseeing that division or department.
(3) Promotions
(a) Job openings shall be posted in each department in a location accessible to all employees and in designated areas. Existing employees may be considered first.
(b) A number of factors may be considered in evaluating an employee for possible promotion including:
1. Ability to meet job qualifications
2. Previous employment evaluations
3. Educational qualifications
4. Experience
5. Prior attendance records.
(c) Current employees requesting a promotion to a vacancy must apply with the department with the vacancy and fill out the necessary paperwork.
(d) Any promotion shall be considered probationary for a period not to exceed ninety (90) days. The performance shall then be evaluated at that point and a final decision made. During the probationary period, the employee may not apply for any other open position.
(e) Although the County is committed to promoting its existing workforce, it reserves the right to hire outside personnel rather than promote from within a department for supervisory positions.
(4) Demotions
(a) An employee may request to be placed in a lower job classification for whatever reason provided the position is vacant and the employee is qualified for the position. Demotions may also occur due to reorganization.
(b) Demotions may also occur due to disciplinary issues and as an alternative to termination, providing the employee is able to perform the duties of the new position. Demotions for inadequate performance will be permitted as follows:
1. Demotions must be made upon documented evidence that the employee has received prior warning and assistance to attempt to overcome inadequacies and has not been successful.
2. The employee's previous position is not vacant.
3. If there is not a vacancy, the employee will be placed on a temporary leave of absence without pay until a position opens for which the employee is qualified.
(c) In the event that an employee is promoted or demoted, any balance of unused vacation, sick or personal days is transferred with the employee to his/her new position. The value of the transferred leave days shall be paid at the employee's new rate of pay. All remaining compensatory time must be used or it will be paid at the employee's old rate of pay.
(5) Reduction in Force
(a) Like all employers, certain conditions may arise where the County may find it necessary to reduce employment. A reduction in force or layoff may occur for one of the following conditions:
1. Lack of work,
2. Budgetary restraints
3. Reorganization which eliminates a position(s)
(b) In regard to recall rights, this policy does not apply to policy-making positions, part-time positions, temporary positions or probationary employees. The County will not layoff full time employees and replace those positions with part time employees. Layoffs may occur in any other order at the discretion of management. However, if all other qualifications are equal, seniority will be used as a determining factor.
(c) Employees who are subject to layoff will be given as much notice as possible of the reduction in force and at least two (2) weeks of notice in writing if the layoff is for more than five (5) working days. Laid-off employees are entitled to priority in recall if the old position becomes available during the six (6) month period following layoff or another position that the laid off employee is qualified for. Departments may extend this period beyond six months. Those laid-off last will be recalled first if qualified. In the event that two or more qualified employees were laid off on the same date the recall will be governed by seniority.
(d) Benefits available during lay-off
1. Vacation and sick time will remain intact for the first 30 days unless used. The employee will not accrue additional time during layoff.
2. No pension benefits will accrue.
3. Reimbursement for all unused compensatory time.
4. After 30 days an employee on layoff, the employee may continue health insurance benefits but will be solely responsible for payment of the premium (See COBRA Section for more details).
(6) Terminations
(a) All terminations must be documented in writing to the employee, the employee's personnel file, and the elected official over that division of government. All terminations for cause must be approved by the elected official. Terminated employees are entitled to payment for vacation time accrued but not taken during the year of separation. Terminated employees will not be paid for unused personal days or sick days but will be reimbursed for all unused compensatory time.
(b) An employee may be discharged for cause for any of the following, including but not limited to:
1. Unsatisfactory work performance
2. Failure to satisfy the conditions of employment
3. Conduct unbecoming a County employee
4. Malfeasance, including criminal conduct or conflict of interest
5. Insubordination
6. Violations of departmental rules and regulations
(c) Indiana is an “at-will” state and as such the County reserves the right to dismiss employees with or without cause as the need arises. Please see “Guidelines for Conduct” in the Employee Responsibilities section of this handbook for additional information.
(7) Resignation - If an employee chooses to voluntarily resign his/her position with the County, the separation is final and the employee is entitled to be paid for any vacation time, personal time and sick time accrued but not taken during the year of separation.
(8) Retirement - If an employee chooses to retire, he/she must advise the department head in writing at least thirty (30) days prior to the chosen date. The employee is entitled to payment for any vacation time, personal time and sick time accrued but not taken during the year of separation.
(9) General Rules Applying to Termination, Resignation, and Retirement
(a) It shall be the responsibility of the department head to complete the following upon termination (voluntary or involuntary) of an employee:
1. Retrieve all keys, tools, and any other County property the employee may have in his possession.
2. Retrieve employee I.D.
3. Complete a change of status form which can be obtained from Data Processing.
(b) All forms must be completed within seven (7) days of the termination.
(c) No severance pay of any type shall be paid to any employee of the County upon separation of employment.
(10) Exit Interviews
(a) When an employee leaves County employment voluntarily, an exit interview should be held by the department head to clarify and discuss the following:
1. Separation payments including discussion of payment of vacation or personal time (if applicable).
2. Status of benefits after termination.
3. Answer any other questions the employee may have at separation.
(b) A standard exit interview form may be obtained from Human Resources.
(11) Employee Death
(a) In the event that an active employee passes away, that employee's survivors are entitled to:
1. Payment of any unpaid work hours, overtime or compensatory time.
2. Payment of any unused vacation, sick and personal days.
3. Life insurance benefits if applicable.
4. Workmen's compensation benefits if the death results from a work-related accident.
(b) It shall be the responsibility of the Insurance Department to assist the employee's survivors in obtaining payments and insurance benefits.
(A) Performance evaluations are an important part of the employer-employee relationship. Evaluations provide a formal method of communication between an employee and his/her supervisor. All employees shall be evaluated on a regular basis by the department head or his/her designee. At a minimum, evaluations shall occur:
(1) At least one (1) week prior to the completion of the probationary period.
(2) At least annually.
(3) Whenever any change in employment status is initiated.
(B) The Human Resources Office shall provide the evaluation form to be used and the department head has the discretion to include any other evaluations which may be unique to the position. All completed evaluation forms shall be signed by the employee. Should the employee choose not to sign the evaluation, the evaluator shall mark “Refused” on the signature line, and initial that entry. A copy of all completed forms shall become part of the employee's permanent file (kept within the employee's department).
(C) Temporary Reassignment - In certain circumstances, an employee may be temporarily or seasonally reassigned to another department. Whenever such a reassignment occurs, that employee will be evaluated by the new supervisor. If the reassignment is less than one year, both the temporary and permanent supervisor will evaluate the employee.
(A) An employee's official personnel file is maintained by the department bookkeeper who has been entrusted with maintaining those files with strict confidentiality. Notes, letters, the employee's official evaluations and other matters that require documentation shall be provided to the bookkeeper for placement in the file. To assure that personnel files are maintained in accordance with state and federal regulation, it will be the decision of the department head as to whether a document is eligible for inclusion in a personnel file.
(B) The County will take every possible step to safeguard the confidentiality of an employee's personnel file. It is available for review/access by others only under the following circumstances:
(1) Ordered by a court;
(2) Requested by a department head or supervisor for review for a transfer, promotion, disciplinary or other personnel action;
(3) Required by state or federal law;
(4) Needed to be reviewed to answer a complaint of discrimination filed by the employee with the Indiana Civil Rights Commission, the E.E.O.C. or for compliance with any state or federal regulatory agency.
(5) The following information can be released to the general public including the news media as required by Indiana statute (IC 5-14-3-4):
(a) The name, compensation, job title, business address, business telephone number, job description, education and training background, previous work experience or date of first and last employment of present or former employment;
(b) Information relating to the status of any formal charges against the employee; and
(c) Information concerning disciplinary actions in which final action has been taken and that resulted in the employee being disciplined or discharged.
(C) As required by federal and state law, medical records, worker compensation files, sexual harassment complaints and requests for Family and Medical Leave, shall not be co-mingled with the employee's regular personnel file. Instead a separate file will be maintained for those issues.
(D) Employees may periodically review their personnel file during regular business hours. The employee may be asked to sign a log recording when the file was accessed. Employees should alert the department's bookkeeper to perceived discrepancies and work to resolve the matter. Should those efforts fail, the employee may file a grievance to correct any alleged discrepancies.
(A) Requests for references should be referred to the elected official or the department head for the division for which the employee worked. The County does not release detailed information regarding past performance; rather, it provides only basic information regarding employment such as dates worked and confirmation of position and pay. In those cases where an employee has been discharged due to an objectionable action, such inquiries will be referred to the attorney of record for that division of government.
(B) Requests for employment verification (such as start date and current pay rate) should be provided in writing (including by facsimile) to the payroll clerk for the division of government for which the employee worked.
(A) Out-of-Town Travel For Professional Development or Conference Attendance
(1) Authorized County Travel Generally A County Employee shall only be authorized to engage in County-related business travel in accordance with Sections (2) through (5) as noted below. “County Employee” shall exclude County Elected Officials (“County Official”). Hereinafter, “Travel” shall mean County-Related Business Travel. Further, “travel status” shall mean a County employee engaged in County related business as defined below.
(2) Authorized Travel by a County Employee
(a) The Employee's Travel must be approved in advance and in writing by the County Official the employee reports to, if the travel is outside the County and if the travel:
1. Is in excess of one hundred seventy-five miles one way from the person's home or station;
2. Is travel where the lodging selected by the employee includes or offers resort accommodations (i.e., golf, spa, gambling);
3. Involves three (3) or more people from the same Department to the same location and includes an overnight stay; or
4. Is estimated to cost in excess of One Thousand Two Hundred Fifty ($1,250.00) Dollars for total trip per person.
(b) Travel not covered under Section (2)(a), shall be approved by the County official the employee reports to. Travel of a routine nature necessary for employees to fulfill their normal responsibilities may be authorized by policy set by each unit of government (and approved by the respective County elected official). The written policy shall describe in sufficient detail the travel being approved.
(c) At the discretion of the County official, additional approvals may be requested.
(3) County Travel Form An “Authorization for Travel” shall be used to document the approval of the travel taken under paragraph (2)(a). When required by Section (2) above, County employees shall attach to their expense reimbursement requests a properly executed “Authorization for Travel” form. It shall be the duty of the employee's county official and subsequently the County Commissioner's Office to verify the County form “Authorization for Travel” is attached to the employee's expense reimbursement requests.
(4) Criteria for Approval of Travel
(a) Travel is designed to reimburse the expenses of an employee on County business and allowing up to one (1) day of travel time the day before and one (1) day of travel time the day after the meeting, depending on the actual circumstances as approved by the County official.
(b) Travel status should not start prior to, or end after, the normally required periods of time necessary to complete the official County business.
(c) The primary purpose for travel must be County business, but occasionally a person may be approved to take a trip that includes both personal (vacation leave or time off) time and business travel. The County form “Authorization for Travel” must indicate the complete period of time the person will be approved if it encompasses personal leave both before and after the official County business. A County employee shall exercise special care not to seek reimbursement for expenses that could be construed to be personal. If personal time is combined with any trip, the lodging and subsistence for the extra days of travel time are not eligible for reimbursement.
(d) County employees traveling to locations within four (4) hours drive time are generally expected to travel by automobile.
(e) Normally “side-trips” are not allowed in conjunction with County travel. A “side-trip” is defined as when a County employee needs to travel from City “A” to City “B” for county business and the County employees travel to City “C” either before or after going to city “B”. However, if the “side-trip” is previously, the costs associated with the “side-trip” shall not be reimbursed. If travel is by air, the allowable reimbursement would be lower of the commercial carrier fare one-way between cities “A” and “B” times two (2) or the round-trip fare between cities “A” and “B” determined based on the same data and time the County employees departed City “A”. Such reimbursable air fare shall be established and documented on the County form “Authorization for Travel” prior to approval of the form. If driving a personal vehicle, the County employee shall be reimbursed the round-trip map mileage between cities “A” and “B”. If driving a county-owned lease vehicle, the County employee shall declare the mileage in excess of the round-trip mileage as personal mileage. Additional time spent by the employee in traveling to City “C” shall be considered personal leave.
(5) Travel Arrangements
(a) When two (2) or more County employees are traveling the same general route using either a County-owned leased vehicle or private owned vehicle only one (1) vehicle shall be driven if it is administratively feasible.
(b) Prior to submitting the County form “Authorization for Travel”, the authorized County Travel Agency shall be contacted regarding reservations for lodging accommodations and airfare, or other travel arrangements.
(B) Reimbursement for County Travel
(1) Reimbursement for County Travel The county shall only make payment for, or reimburse for travel to or on behalf of a County employee who is entitled to it and in compliance with the terms and provisions of this policy.
(2) Reimbursement Terms and Conditions. The County may pay a travel expense to or on behalf of a County employee under the following terms and conditions:
(a) Payment of the travel expense is approved in writing by any person whose approval is required for authorization or ratification of the County employees under Section (A)(2);
(b) The travel giving rise to the travel expense has been authorized or ratified in accordance with this policy;
(c) With respect to a travel expense, the County employee submits an original receipt for the County travel expense along with such supporting documentation as is required by Section E;
(d) Paying the travel expense does not violate any law, statute, ordinance or regulation, or court order; and
(e) The travel expense was incurred in compliance with this policy.
(3) Travel Expense Limitations
(a) The County shall not pay a travel expense where another person or entity other than the authorized County employee pays the expense.
(b) If a travel expense has been approved in advance by the appropriate County official, the actual travel expense incurred by the County employee is payable only to the extent it is less than or equal to the approved travel expense. This requirement may be waived by the County official if its enforcement, under the circumstances, would be unfair, inequitable, impractical, unreasonable, or otherwise not consistent with the policies and principles underlying this policy.
(4) Conference Expenses A County employee may be reimbursed for the cost of registration fees associated with attendance at conferences. Only the County employee's portion of the registration fee, and not fees for any other accompanying the County employee, shall be paid.
(5) Allowable Reimbursements - Legal Required
(a) A Department or County employee may not receive, accept, or retain travel expense, lodging, transportation, meal, or any other good or service with respect to travel that is provided by another person or entity who is not legally obligated to do so unless such receipt, acceptance, or retention is legal, ethical, and does not raise the appearance of impropriety. Any such expense, allowance, good or service that has been improperly paid or accepted shall forthwith be refunded or otherwise paid for by the County employee.
(b) Each person requesting reimbursement for travel expenses shall submit a claim covering only the person's own expense. No reimbursement may be made for the expenses of another person. However, a person may receive reimbursement for the travel expenses of pupils, wards, patients, or offenders of County facilities, schools, agencies or institutions. The request for reimbursement for these expenses must be separately itemized and justified in the request for reimbursement.
(6) Rates of Reimbursement
(a) The rates of reimbursement for travel allowances shall be those established, in accordance with law and adopted by the County Council.
(b) Reimbursement rates for travel allowances, and/or maximum rates, are set and available from the County Auditor's Office.
(c) The rates of reimbursement for actual expenditure items shall be the amounts actually expended subject to any limits per the provisions of Section (B)(7)(b).
(d) All amounts claimed must be converted to United States currency. Proof of conversion rate(s) at the time the expense was incurred must be submitted for expenses paid in any other currency.
(e) A County employee traveling outside the continental United Stated may be reimbursed for the reasonable expenses associated with the travel:
1. Visas, passports and other travel documents;
2. Photographs for travel documents;
3. Inoculations;
4. Currency exchange; or
5. Airport taxes.
(7) Travel Bonuses
(a) It is the policy of the County that any premium, bonus or compensation acquired by any County employee as a result of the travel either paid or reimbursed by the County under this policy is the property of the County. This includes but not limited to bonuses, premiums and compensation for the following:
1. Airline travel;
2. Other common carrier;
3. Hotel or Motel; and
4. Rental vehicles.
(b) A County employee who earns any compensation, premium, or bonus while the County employee is traveling for the County and is governed by this policy shall turn in the compensation, premium or bonus to the County. All such travel bonuses, promotions and the like shall establish procedures to implement this policy and submit a copy of the procedures to the Lake County Board of Commissioners and Lake County Council.
(8) Recovery of Expenses Erroneously Paid The County may recover any expenses of allowance paid to any person or entity:
(a) Which was erroneously paid for any reason;
(b) When paid because of illegality or fraud on the part of any person or entity; or
(c) Which was paid under the mistaken belief, at the time payment was made, that such payment was in accordance with this policy.
(9) Preferred Travel Expense Method The County shall make payment when travel is by the preferred traveling method. The preferred traveling method is the least expensive or most effective means of travel which is also:
(a) Available at the time and place where it is needed;
(b) Necessary for the County travel involved;
(c) Appropriate, sufficient, and timely for the County travel involved;
(d) Reasonably safe; and
(e) Reasonably comfortable.
(10) Preferred Transportation
(a) When the County travel is within the County or two hundred fifty (250) miles of the County employee's station, the preferred traveling method is first by County owned/leased vehicle, and second by personal vehicle.
(b) When the County travel is greater than two hundred fifty (250) miles from the County employee's station, the preferred traveling methods rank as follows:
1. By commercial air;
2. By other commercial transportation;
3. By state owned/leased vehicle; or
4. By personal vehicle.
(11) Reimbursement for Vehicle Use
(a) If the travel of a County employee will be by vehicle, County owned/leased vehicles shall be used when available and practical.
(b) A county employee in a personal vehicle will be paid allowance for the lesser of the distance actually traveled of the distance between the destination and the County employee's station, and as provided by Section (B)(12).
(12) Mileage Payment of mileage with respect to County travel shall be made in compliance with this mileage section. A County employee is entitled to payment of mileage under the following terms and conditions:
(a) The mileage is incurred through the use of a private vehicle in accordance with the policy;
(b) The route or routes taken to and from the destination are the shortest and most cost effective and use the appropriate points of departure and return;
(c) Additional mileage, not to exceed ten percent (10%) of the “Shortest Route” mileage may be claimed when the usually traveled route entails the use of an interstate highway which is not the “Shortest Route”.
1. The ten percent (10%) additional mileage is a maximum deviation and not as automatic additional charge.
2. In no case shall the allowable mileage exceed the actual map mileage.
(d) For in-state travel, the mileage is computed from the current official State of Indiana Highway Map, but adjusted where appropriate.
(e) For out-of-state travel, the mileage is computed from a current reliable atlas;
(f) Additional travel within a city or town must be listed separately from travel between cities and towns.
(13) Parking and Tolls A County employee is travel status may be reimbursed for the cost of parking and tolls when using either a personal vehicle or a County owned/leased vehicle. Valet parking will only be reimbursed if “self-parking” is not available. Receipts satisfying the requirements of Section C.1. must be included with the claim for reimbursement. (For parking at public transportation terminals see Section C.8.).
(14) Travel by Air
(a) The coach class of travel by commercial air carrier will be reimbursed. “Super Saver” or other airfares carrying cancellation penalties shall be used in extreme caution. The penalty fee may be reimbursed only if legitimate County business prohibits the County employee from traveling.
(b) Occasionally, it may be cost effective for a County employee to travel on a weekend to obtain a less expensive airline fare. Lodging and meals for the weekend travel will be reimbursed to the employee if the net savings to the County exceeds One Hundred ($100.00) Dollars.
(c) Departments are encouraged to make all out-of-state travel arrangements through the County's Travel Agent to help reduce costs.
(d) The Board of Commissioners has the authority to adopt and enforce specific policies for air travel. For example, County employees could be required to travel to a particular airport or on a particular airline to avail the County of a reduced group airfare.
(15) Non-Commercial Air Transportation Written approval from the Board of Commissioners is required before making arrangements for non-commercial or charter air transportation.
(16) Other Main Travel Modes The cost of travel by railroad or bus may be reimbursed. To be reimbursed a County employee must submit acceptable receipts with the travel claim. The costs of sleeping cars are not allowable for reimbursement. The travel time provisions of Section A.5., apply to railroad or bus travel.
(17) Transportation to Terminal
(a) The cost of tax and other public transportation is reimbursable between a County employee's hotel and between the station and/or terminal.
(b) The cost of transportation between the terminal, the place of lodging and other places of business may be reimbursed. The County employee must either itemize such trips on the travel voucher or submit a log of such trips with the travel voucher stating the nature of the trips.
(c) The cost of parking at a terminal may be reimbursed at long-term rates. A County employee may use a personal vehicle for transportation to a terminal instead of using public transportation and may be reimbursed for the cost of round-trip mileage between the station and the terminal.
(d) Reimbursement for a second round-trip instead of reimbursement for parking at the terminal is allowable; however reimbursement for a second round-trip may not exceed the avoided long-term parking fees.
(18) Vehicle Rental
(a) Vehicle rental expense is reimbursable for Out-of-State travel when it is efficient and cost effective and when approved in advance by the County official. The least expensive practical vehicle shall be rented.
(b) The cost of renting a vehicle, in connection with travel by other modes of transportation, may be reimbursed if suitable local public transportation is not available or when rental is considered more advantageous to the County than the use of public transportation due to routing or scheduling considerations.
(c) The Department requesting the rental of a vehicle must submit a written request to the County official justifying the need for the rental of a vehicle prior to making arrangements for renting the vehicle. If the County official approves the request, the County Travel Agent or County employee shall make reservations for the most economical vehicle.
(d) Collision Damage Waiver (CDW), or Liability Damage Waiver (LDW), insurance covering use of the vehicle is a reimbursable expense. The cost of any other insurance will not be reimbursed and such costs must be deducted from the claim for reimbursement.
(e) Initial payment of the cost of renting a vehicle is the responsibility of the County employee. The County employee may be reimbursed for:
1. The cost of renting the vehicle;
2. The cost of additional fuel;
3. The cost of Collision, or Liability Damage Waiver (CDW) or (LDW) Insurance; and
4. Parking tolls.
(f) Each item of cost must be supported by receipts as required by Section E.1. The claim for reimbursement must itemize the business usage of the vehicle, showing point-to-point travel, the same as for a personal vehicle. The County employee may be reimbursed for vehicle rental, excluding any personal usage, according to the following formula:
Reimbursement = E x Ms
Mt
Mt
Where: Ms is the mileage traveled on County business
Mt is the total mileage traveled; and
E is the total expense for rental of the vehicle.
(g) It is the responsibility of the County employee to make sure both the beginning and ending mileage are on the receipt.
(C) Lodging
(1) Preferred Lodging
(a) Lodging arrangements with respect to travel shall be made in compliance with this Preferred Lodging Section.
(b) Reimbursement for In-State lodging is limited to the In-State Lodging Rate as set in Section D.5., without the prior written approval of the County Official.
(c) Reservations for Out-of-State lodging shall be made by the County official or the County's Travel Agent, if available.
(2) Reimbursement for Lodging A County employee in travel status may claim reimbursement for actual lodging expenses not exceeding the single occupancy room charge, including taxes, for overnight stays only. It is the County employee's responsibility to check out the accommodations in sufficient time to not be required to pay additional expenses for late checkout.
(3) Shared Accommodations
(a) If accommodations are shared by County employees:
1. The total room charge cannot be claimed by either traveler.
2. Each traveler shall request a hotel bill in the traveler's name.
3. Each traveler shall claim a pro-rata share of the total room charge as listed on the traveler's individual bill.
(b) If accommodations are shared by non-County employees:
1. A separate bill need not be issued if the expense of lodging is being shared with another person:
a. The County employee can claim the total bill divided by the number of occupants, if applicable, or
b. The County employee can claim the single occupancy rate.
(4) Lodging Provider-Limitation A County employee may not claim reimbursement for lodging when the lodging was provided by another individual who is not in the business of providing lodging.
(5) Lodging Rates-Limitation All individuals, including County employees and County officials, are urged to stay in hotels/motels offering reasonable government rates. These reduced rates usually must be requested of the hotel/motel in advance. To receive reasonable government rates, lodging establishments may require government identification. County employees who prefer accommodations at unreasonable rates will not receive full reimbursement. County employees should pay special heed to this policy when selecting anything other than modest accommodations. Staying in the “conference hotel/motel” is not necessarily required; conference hotels/motels should not be utilized as lower cost accommodations are available and practical.
SECTION 3- EMPLOYEE RESPONSIBILITIES
(A) It is a basic expectation that all employees are expected to report for work on a daily basis and in a punctual manner. Failure to do so will result in disciplinary action.
(B) Tardiness - In order to preserve and maintain effective operations, employees of the County should be present and ready to work by their assigned starting time. Tardiness can be cause for appropriate disciplinary action when an employee fails to show up on time. A supervisor should exercise discretion to not discipline for tardiness if there is a justifiable emergency and no pattern of chronic tardiness on the part of this employee; however, said discretion must be exercised uniformly in similar situations.
(C) Excused Absences and Illness - An employee shall be considered off with an excused absence provided the employee has received prior approval from a supervisor. Each division or department shall set its own procedure for calling off. If no departmental procedure is in place, then an employee who is absent due to illness must report off prior to or within ten minutes of his/her start time in order to be considered excused. Employees who call off later than fifteen (15) minutes after their start time shall be considered off with an unexcused emergency that impeded the employee's ability to make such contact.
(D) Absence Without Pay
(1) As an entity whose primary responsibility is to serve the public, unnecessary or unauthorized absence can have a very detrimental impact on operations. It is the general policy of the County not to allow employees to be absent without pay, and such notation will not be accepted by the County's payroll system (In certain circumstances, up to 10 (ten) days of unpaid absence may be granted in the twelve (12) month period following an approved Family and Medical Leave - See Family and Medical Leave in Section 4 for details).
(2) However, in certain circumstances, such as a work reduction or at the end of the calendar year where an employee may have already exhausted all of his or her paid leave, a non-paid absence may be granted with written permission of that employee's elected official or department head. Such permission must be granted in advance unless the situation is an emergency situation. Under no circumstances may an employee incur more than 2 (two) occurrences of unexcused absences in a calendar year or 1 (one) in a one month period unless the absence is due to a work reduction. Violations of this policy may be subject to disciplinary action.
(E) Unexcused Absences - An employee who fails to have authorization or has failed to notify his/her supervisor that they will not be at work is considered to have an unexcused absence and will not be paid. Three consecutive days of unexcused absence shall be considered voluntary resignation and will terminate the employee's position and accompanying benefits.
(F) Sick Days
(1) Sick days may only be used for the illness of the employee, care of one's spouse or child (under the age of 18 or as defined by the Family and Medical Leave Act). Certain conditions apply in regard to the use of sick days:
(a) Any employee who misses three (3) or more consecutive work days shall be required to provide a doctor's excuse upon return to work (including if that absence is due to the care of a spouse or child). Failure to do so will result in no pay for the days missed.
(b) Sick days shall only be taken in a minimum of 1/2-day increments.
(2) An employee must work 51% of the workdays of the preceding month in order to earn a sick day for that month's service. Paid vacation is to be included in the calculation. (See “Sick Time” in the Benefits section of this handbook for additional information.)
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