Section 2.90.010 Use and revision of personnel policies handbook.
The purpose of this handbook is to provide you with information about working conditions, employee benefits, and some of the policies affecting your employment. You should read, understand, and comply with all provisions of the handbook. It describes many of your responsibilities as an employee and outlines the programs developed by Vanderburgh County to benefit our employees. One of our objectives is to provide a work environment that is conducive to both personal and professional growth.
Nothing in this handbook is intended to, in any sense, constitute a contract of employment. Vanderburgh County is an "at will" employer, which means that either the employee or the County can end the employment relationship at any time with or without cause.
No employee handbook can anticipate every circumstance or question about policy. As the County continues to grow, the need may arise to change the policies described in the handbook. Vanderburgh County, therefore, reserves the right to revise, supplement, or rescind any policies or portion of the handbook from time to time as it deems appropriate. Employees will, of course, be notified of such changes as they occur.
These policies and procedures apply to all Vanderburgh County employees, except when in conflict with special employment conditions by the appropriate authorities such as collective bargaining agreements.
Section 2.90.015 Equal Employment Opportunity.
A. Equal employment opportunity policy: It is the County's policy that equal employment opportunities be available to all persons without regard to race, sex, age, color, religion, national origin, disability, citizenship status, military status or any other category protected under federal, state or local law. This policy applies to employees and applicants and to all phases of employment including hiring, promotion, demotion, treatment during employment, rates of pay or other forms of compensation, and termination of employment.
The County will take appropriate steps to provide reasonable accommodations upon request to qualified individuals with disabilities so long as doing so does not cause an undue hardship for the County.
B. Anti-Harassment policy: The County is further committed to providing a workplace free of harassment of any employee because of the employee's race, sex, religion, age, national origin, military status, disability, or any other category protected under federal, state, or local law. The County does not condone or tolerate, any harassing conduct based on an employee's race, sex, age, religion, national origin, military status, disability, or any other category protected under federal, state, or local law. Any such harassment, whether in the office, at work assignments out of the office, at company-sponsored functions or elsewhere, is unacceptable and will not be tolerated.
Harassing conduct may include, among other things, (1) epithets, slurs, stereotyping, or threatening, intimidating, or hostile acts that relate to race, sex, age, religion, national origin, military status or disability; and (2) written or graphic material that denigrates or shows hostility or aversion toward an individual or group because of race, sex, age, religion, national origin, or disability. The County is committed to protecting employees from such harassment whether from other employees or non-employees such as vendors, contractors, visitors, citizens, or officials.
Specifically included in this policy is a commitment to provide a workplace free of sexual harassment. Such harassing conduct may include, among other things:
If you believe you or any other employee is being subjected to conduct or comments that violate this policy, you have a responsibility to immediately report these matters to your Department Head. If for any reason you do not feel comfortable reporting your concerns to your Department Head, you may report your concerns to a member of the Board of County Commissioners.
Supervisors or Department Heads who become aware of any potential violation of this policy must timely report the potential violation to the Board of County Commissioners. Failure to timely report potential violations will result in appropriate discipline, up to and including discharge.
The Board of County Commissioners or its designee will begin investigation of the alleged harassment no later than the next business day after having received a report. Confidentiality will be maintained throughout the investigatory process to the extent practical and appropriate under the circumstances. All employees must cooperate with any such investigation.
An accurate record of objectionable behavior is necessary to resolve a complaint of harassement. All complaints of harassment must be reduced to writing by either the reporting individual or one of the individuals who received the complaint.
The County will not retaliate against any individual who makes a report of harassment. Retaliation is considered a very serious violation of this policy and should be reported immediately. Any individual found to have retaliated against any employee who makes a report or against anyone participating in the investigation of a complaint of harassment may be subject to appropriate disciplinary action, up to and including discharge.
The County will take prompt remedial measures to immediately end harassment. If an individual is found to have violated this policy against harassment, the investigating body will recommend disciplinary action, including, but not limited to, reprimand, reasignment of responsibilities, or discharge.
This Anti-Harassment Policy will be reviewed by legal counsel every two (2) years, commencing January 1, 2004, and continuing January 1 of each successive even-numbered year.
Please help us maintain a comfortable work environment free from discrimination and harassment.
C. Non-discriminatory service policy: The County is committed to ensuring that all citizens, visitors, contractors, suppliers, or other individuals who are served by the County or provide products or services to the County are treated with the highest regard irrespective of their race, sex, age, color, religion, national origin, ancestry, disability, or any other category protected by law. It is the responsibility of all managers and employees to treat all persons equally in providing service to them.
All individuals will be provided the same rights, privileges, and services, unless an individual's medical condition poses a direct threat to the health and safety of the individual, employees, or the public, or poses an undue hardship on the County's business.
The County recognizes that the use and abuse of drugs and alcohol can seriously impair an employee's ability to perform his/her duties safely and efficiently. Drug and alcohol use and abuse not only jeopardize the public's and co-workers' safety, they undermine the public's confidence in the County, our services, and its people. The County has established this policy as part of its ongoing efforts to maintain a drug- and alcohol-free workplace.
All employees are expected to report to work free from the influence of alcohol and illegal drugs and not to sell, distribute, dispense, possess, or use or conspire to sell, distribute, dispense, possess, or use an illegal drug or alcohol on the County's premises or during working time. Likewise, all employees are expected not to misuse or abuse any prescription or nonprescription medications.
In any reasonable cause situation, the County will ensure that the employee is transported to an appropriate facility and then transported back to the work site, where a spouse, family member, or other individual will be contacted to transport the employee home. If the employee refuses to agree to any of these procedures and attempts to operate his/her own vehicle, the County will take appropriate efforts to discourage the employee from doing so, up to and including contacting local law enforcement officials. Any employee failing to cooperate with any of the procedures described above will be subject to discharge.
C. Post-accident testing: Drug or alcohol testing will be required in the event of an "accident" during work time. An "accident" is an event which results in (a) death; (b) bodily injury that requires medical treatment away from the scene of the accident; or (c) significant property damage. As soon as possible, the County will test each employee whose performance or conduct either may have contributed to the accident or cannot be completely discounted as a contributing factor to the accident.
D. Voluntary identification and rehabilitation/treatment: Any employee who voluntarily identifies himself as having a drug- or alcohol-related problem will not be subject to discipline for volunteering that fact. Rather, the employee will be permitted to take an unpaid leave of absence for the purpose of undergoing rehabilitation or treatment to permit the employee an opportunity to eliminate dependence on drugs or alcohol or to comply with other treatment plans as recommended by a substance abuse professional.
Employees who volunteer such information and participate in a rehabilitation/treatment program are not relieved of their obligation to comply with applicable rules concerning alcohol and drugs and will be subject to disciplinary action, including termination, for their violation.
Since the key to the County's rehabilitative efforts is an employee's willingness to admit and seek to remedy the problem, this provision is not available to an employee who requests protection after being asked to submit to testing or after the employee's use of drugs or alcohol becomes a personnel issue based on direct observation or evidence obtained from an arrest or criminal conviction for a drug- or alcohol-related offense.
If the employee has successfully completed the rehabilitation/treatment program as verified in writing by the program's administrator, the employee will be allowed to return to work when work is available for which the individual possesses the skills, qualifications, and experience or in accordance with the employee's rights under the Family and Medical Leave Act. Return from rehabilitation may also be conditioned upon the employee's compliance with individual responsibilities, which may include obtaining follow-up counseling and/or treatment.
Any costs associated with the voluntary rehabilitation/treatment program will be at the expense of the employee unless the charge is specifically covered under the County's insurance policy, and the employee is an active participant in the insurance program.
E-mail, computer, and voice mail systems are County property and are intended for business, not personal, use. The systems are not to be used for personal use unless specifically authorized. Employees should not have any expectation of privacy as to any information or file maintained in or on County's property or transmitted or stored through County's electronic information systems or other technical resources.
The County strives to maintain a workplace free of harassment and is sensitive to the diversity of its employees and customers. Therefore, the County prohibits the use of its electronic information systems in ways that are unlawful, disruptive, offensive to others, or harmful to morale. For example, the display or transmission of images, messages, and cartoons that may offend others because of their sex, race, age, national origin, disability, or religion is prohibited. Such misuse includes, but is not limited to, ethnic or racial slurs, racial or sexual comments or jokes, or any other communication that shows disrespect for others on the basis of sex, race, national origin, disability, religion, or age.
Employees should remember that when they are using the County's electronic information systems, they are creating County documents by using County property. These documents are not private and may be read by others at the County and, under some circumstances, by others outside the County.
Employees should also be aware that even though a message may be deleted from the system, a record of it may remain either on the daily backups of all data or in other ways. It is possible to re-create a "deleted" message. Therefore, ultimate privacy of messages is not assured to anyone.
In the event that any employee is using the County's electronic information systems to communicate with legal counsel, all messages should be marked with the following in capital letters at the top of the message: "Confidential Communication — Attorney/Client Privilege." In addition, such messages should not be sent to a distribution list, should not be forwarded to anyone else, and should not be retained on the system.
Under certain circumstances, the County may access information stored in its electronic
information systems. While it is impossible to list all of the circumstances under which access
may occur, some examples follow:
Violations of this policy may result in disciplinary action up to and including termination.
Employees learning of any misuse of the County's electronic information systems or a violation
of this policy must notify the County of such misuse or violation immediately.
Nothing is more important to the County than the safety and security of its employees. Threatening, intimidating, malicious, or violent behavior directed toward employees or other individuals by anyone on County property or during work time will not be tolerated.
The County will initiate an appropriate response to inappropriate behavior. This response may include, but is not limited to, suspension and/or termination of a business relationship, reassignment of job duties, suspension or termination of employment, and/or criminal prosecution of the person(s) involved.
All employees are responsible for notifying their supervisor or the Board of County Commissioners of any possible violations of this policy. Possible violations include threatening, intimidating, malicious, or violent behavior of which an employee has been the target, has witnessed, or has heard about from another individual if the behavior is job-related or has been or might be carried out on County property. Employees are responsible for making this report regardless of the relationship between the individual who initiated the inappropriate behavior and the person who was the target of the behavior.
If you receive or overhear any threatening communications from an employee or outside third party, report it to your supervisor at once. Do not engage in either physical or verbal confrontation with a potentially violent individual. If you encounter an individual who is threatening immediate harm to an employee or anyone else on our premises, contact an emergency agency (such as 911) immediately.
All reports of work-related threats will be kept confidential to the extent possible, investigated, responded to, and documented. Employees are expected to report and participate in an investigation of any suspected or actual cases of workplace violence.
The County expects all employees to help create a safe and secure work environment by complying with the letter and spirit of this policy.
Persons honorably discharged from the military or naval service of the United States, by reason of disability resulting from wounds or sickness incurred in the line of duty, shall be preferred for appointment to civil offices, provided they are found to possess the capacity necessary for the proper discharge of such offices. (Indiana Code 5931)
The County shall allow preference points to eligible armed forces veterans who are being examined for fulltime employment. Preference points awarded to such veterans on each such examination shall be ten percent (10%) of the total number of points which may be obtained thereon.
To be eligible to receive preference points, under this chapter, a person must have: (a) Served on active duty in the armed forces of the United States for at least one hundred eightyone (181) days and (b) Received an honorable discharge.
The County Commissioners have the sole authority to enter into contracts on behalf of Vanderburgh County, except to the extent that these powers and duties are expressly assigned to other elected officers by state statute.
Authorization to recruit and hire, to fill a vacancy in an existing or newly created position, rests solely with the elected official and designated department heads.
Basic qualifications of formal education, background and experience shall be determined before recruiting begins and shall be based upon job requirements as well as dictates of applicable federal, state and local laws and approved by the Vanderburgh County Personnel Administration Committee (Job Study).
Open and new job opportunities, insofar as practicable, shall be afforded employees in line with seniority principles subject to ability and job qualifications, to be reasonably determined by management. Open and new jobs may be posted on County work days, during which time any employee may make application in writing.
Whenever vacancies occur or new positions are created, this information may be publicly posted within County facilities. Bulletin boards located in County Government buildings will be used for posting job openings. The County encourages internal promotion and transfer whenever possible.
At the discretion of management and based upon the urgency and specialization of the job requirements, newspaper and trade journal advertising may be used in recruiting employees. Advertisements will describe the position, basic qualifications and state that the County is "An Equal Opportunity Employer."
Applications. All applicants are required to complete a Vanderburgh County application form. The County's standardized job application form shall be maintained by the County Commissioners. Applications are in the County Auditor's office, County Commissioners office and County Council office and made available to elected officials, department supervisors, and applicants upon request.
Applications for County employment shall request only that information necessary for rational decision making. Only questions specifically related to occupational standards shall be asked.
All applicants must complete the County's Employment Application in its entirety. Applicants must account for periods of employment and unemployment.
The County relies, upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the County's exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.
Applications will be retained in active files for ninety (90) days. Applications will be returned to the County Auditor prior to hiring or being placed on the County payroll.
A. Full-Time/Part-Time
B. Salaried/Hourly
C. Exempt/Non-Exempt
D. Regular/Temporary/Probationary E. Other Employment Categories (2.90.055, Added, 11/10/2003, Replaced 2.88.)
Section 2.90.060 Overtime/Compensatory time.
All non-exempt County employees will be paid overtime pay at the rate of one and one-half (1.5) times their regular rate of pay for all time worked in excess of forty hours per week. Only time actually worked by the employee will be used for the purpose of calculating overtime pay. In other words, compensation for hours attributed for vacation, holidays or compensatory time off will not be included for the purposes of calculating overtime pay.
Due to budgetary constraints, the County encourages the use of compensatory time in lieu of overtime pay. Compensatory time off is earned at the rate of one and one-half times the actual time worked. For example, an employee who works one hour of overtime will receive 1.5 hours of compensatory time. Employees may utilize compensatory time off with advance notice and approval of their supervisor.
A. Compensatory TimeOff Banks: Non-exempt employees who elect to receive compensatory
time in lieu of overtime pay may accumulate compensatory time off as follows:
Upon separation of employment, these employees who elected to receive compensatory time are
paid for all accrued but unused compensatory time at a rate of compensation not less than the
employees' average rate for the last three years of employment or the final regular rate,
whichever is higher.
B. Departmental Leave: All exempt employees who work over forty
(40) hours in a work
week shall be granted one (1) hour of departmental leave time for each hour worked in excess of
forty (40) hours in a week. All time taken off for departmental leave must have prior written
approval of the employee's supervisor. A request for departmental leave can be denied in the
supervisor's sole discretion.
No employee shall accrue more than eight (80) hours of departmental leave at any time. Departmental leave is not payable at termination of employment with the County. Departmental leave may not be carried over to the next calendar year in excess of twenty (20) hours. Additional leave may be carried over in exceptional circumstances (e.g. a large number of hours accrued at the end of the year) with written approval of the County Commissioners. Leave will only be granted for hours actually worked over forty (40) in a work week (ie: if an employee takes eight (8) hours of vacation in a week and works thirty-five (35) additional hours no departmental leave will be granted).
Accurate personnel records should be kept on file for each employee, in the Auditor's office, for a period of not less than seven (7) years and should be used to substantiate and support the employment decision in the event of inquiry.
Officeholders/department heads shall maintain an accurate personnel file for each employee. The personnel file should reflect each employee's employment history and contain the following items: Officeholders/department heads shall also maintain a separate medical file for each employee that contains any medical or Worker's Compensation documentation provided to the County.
The County Auditor shall maintain an accurate personnel file for each employee. The personnel file should reflect each employee's history and contain the following items: A. ACCESS TO PERSONNEL FILES: Personnel files are the property of the County, and access to the information they contain is restricted. Generally, only officials and representatives of the County who have a legitimate reason to review information in a file are allowed to do so. With reasonable advance written notice, an employee may review material in his or her file. Upon request, the County will provide an employee copies of any documents contained in his or her personnel file.
B. PERSONNEL INFORMATION CHANGES: It is the responsibility of each employee to promptly notify the Auditor's office payroll and benefits clerks and the County Council Executive Assistant of any changes in personnel data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, educational accomplishments, and other such status reports should be accurate and current at all times.
Name and address change forms are available in the County Auditor's office.
All employees who are authorized to make long distance calls/faxes in the course of conducting County business are issued a personal code number to enter during the placing of all long distance calls. Except for emergencies, no personal calls should be made on county business phones. Any long distance personal calls should be reported immediately to the department head and be reimbursed to the county.
All new employees of elected office holders must have an appointment form (pink slip) processed and signed by the office holder by whom they are employed before payroll will be processed. All other new employees must have an appointment form (pink slip) processed and signed by the County Commissioners before payroll will be processed.
The probationary period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. The County uses this period to evaluate employee capabilities, work habits, and overall performance.
All new and rehired employees work on a probationary basis for the first 90 calendar days after their date of hire. By statute, merit (Sheriff Deputies) deputies are required to have at minimum, a one year probation period. Any significant absence will automatically extend a probationary period by the length of the absence. If the County determines that the designated probationary period does not allow sufficient time to thoroughly evaluate the employee's performance, the probationary period may be extended for a specified period.
Upon satisfactory completion of the probationary period, employees enter the "regular" employment classification.
During the probationary period, new employees are eligible for those benefits that are required by law, such as worker's compensation insurance and Social Security.
They may also be eligible for other employerprovided benefits, subject to the terms and conditions of each benefits program. Employees should read the information for each specific benefit program for the details on eligibility requirements.
Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, daytoday basis. Additional formal performance reviews may be conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths and discuss positive, purposeful approaches for meeting goals.
An employee may hold a job with another organization as long as he or she satisfactorily performs his or her job responsibilities with the County. All employees will be judged by the same performance standards and will be subject to the employer's scheduling demands, regardless of any existing outside work requirements.
If the County determines that an employee's outside work interferes with performance or ability to meet the requirements of the employee's position with the County, as it is modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain employed with the County.
Outside employment will present a conflict of interest if it has an actual or potential adverse impact on the County. County employees are encouraged to file a conflict of interest statement with the County Clerk, State Board of Accounts and Auditor whenever an employee's outside business activities are directly or indirectly linked to the County in a business relationship such as vendor, supplier, contractor or independent subcontractor.
Occasionally, employees of the County are contacted by outsiders for information about the organization's policies, practices or projects. All such requests must be referred to the officeholder/department head.
Except for the special tour of duty rules applicable to law enforcement employees, the work week for all County employees shall consist of forty (40) hours, comprised of five (5) consecutive days, during each of which the employee works eight (8) hours. Normal work days shall be Monday through Friday.
Individual department heads and supervisors may arrange individual employee schedules, set meal periods, starting and quitting times, according to the needs of each office and department.
All County offices shall open for business by 8:00 a.m. and shall remain continuously open until 4:30 p.m. from Monday through Friday. Employees' work schedules and breaks are the discretion of the officeholder/department head.
The County installed and adopted the Factor Evaluation System (FES) of job classification for all County jobs. It is regularly monitored and revised to reflect changes in job duties as they occur.
All County positions, except those of elected officials have been described and systematically grouped into job classes based on their fundamental similarities. Job descriptions have been prepared for all County positions. These descriptions are on file in the offices of the Auditor and County Council and are adopted by reference.
The job classifications are as follows:
(2.90.115, Added, 11/10/2003, Replaced 2.88.)
Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to replace. When using property, including County telephones, employees are expected to exercise care, perform required maintenance and follow all operating instructions, safety standards and guidelines.
Please notify the supervisor if any equipment, machines, tools or vehicles appear to be damaged, defective or in need of repair. Prompt reporting of damages, defects and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The supervisor can answer any questions about an employee's responsibility for maintenance and care of equipment or vehicles used on the job.
Employees operating County vehicles shall maintain the ability to legally operate assigned vehicles. County owned vehicles shall not be driven out of Vanderburgh County unless they are being used for official County business.
The improper, careless, negligent, destructive or unsafe use or operation of equipment or vehicles, as well as excessive or avoidable traffic and parking violations, will result in disciplinary action, up to and including discharge.
All County employees who use their personal vehicles for County business must have the proper insurance and a valid drivers license. Employees traveling outoftown on County business will be reimbursed for mileage at the current rate set by the County Council per mile traveled.
Section 2.90.131 Use of credit cards.
Personal use of County facilities, vehicles and equipment is prohibited.
The County expects the work areas of all employees to be well organized, clean and attractive.
Employees working in high risk jobs will be offered BLOOD BORNE Pathogen training and a series of Hepatitis B vaccinations for their protection. The County will provide this service free of charge for those employees wishing to participate in this program.
The County has described and evaluated all of its positions according to (FES) guide charts as to their relative degree of difficulty and responsibility, and grouped them into classifications based on their similarities. Pay schedules have been developed and adopted for each job category. The County Council conducts an annual wage and salary analysis that is reviewed during budget hearings. County Council sets the pay rates for all positions during annual budget hearings. Approved pay rates generally become effective at the beginning of the next budget year, unless otherwise indicated. All appropriate County documentation must be provided to the Auditor prior to an employee being compensated.
Any change in job classifications or pay rates must be approved by the County Council. The Vanderburgh County Personnel Administration Committee (Job Study) oversees maintenance of the job classification and pay plan. This Committee serves in an advisory capacity.
In the event that an elected official or department head wishes to create a new position not currently classified or reorganize jobs within a department, review seniority, abolish a position, or if an employee desires to have a job classification review made of his/her position, the County has established the following procedures:
Job Classification Review Form(s) are available with the County Council Executive Assistant. Upon completion and return of the Review Form and provision of any other supplemental information, the Committee and personnel professionals retained by the County will meet to evaluate the requested action and make recommendations to the County Council.
Accurately recording time worked is the responsibility of every nonexempt employee. The County Auditor shall keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties.
Nonexempt employees should accurately record the time they begin and end their work, as well as the beginning and ending time of each meal period. They should also record the beginning and ending time of any split shift or departure from work for personal reasons. Overtime work must always be approved before it is performed.
Tampering, altering, or falsifying time records, or recording time on another employee's time record shall result in disciplinary action, up to and including discharge.
The payroll schedule is established by the Vanderburgh County Auditor. Generally the County has two pay days per month. Employees need to contact supervisor for their scheduled paydays.
Since employment with the County is at-will and based upon mutual consent, both the employee and the County have the right to terminate employment at any time, with or without cause.
Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is separated:
Resignation: Voluntary employment termination initiated by an employee. Although advance notice is not required, the County requests at least two weeks written notice from the employee.
Discharge: Involuntary employment termination initiated by the County.
Layoff: Involuntary employment termination initiated by the County for nondisciplinary reasons.
Retirement: Voluntary employment termination initiated by the employee meeting County retirement criteria, such as age and length of service.
Exit interviews are scheduled by the department head/elected office holder at the time of employment termination to afford an opportunity to discuss such issues as employee benefits, conversion privileges, repayment of outstanding debts to the County, or return of Countyowned property. Suggestions, complaints and questions should be expressed. Such suggested changes, complaints or questions shall be submitted to the Office of the Board of Commissioners by the department head/elected office holder within 3 business days of the exit interview. Employees will receive their final pay in accordance with applicable state law.
The County shall provide all eligible retired County employees (and, where applicable, to the employee's surviving spouse and dependents) the group health insurance programs it maintains from time to time for its active employees, all in accordance with and subject to the terms and conditions of I.C. 51081 through 5 1084.
The eligible retired employee securing coverage under this section must file a written request for such insurance coverage with the County Auditor within ninety (90) days after his or her retirement date, and shall follow the written procedures prescribed by the County Auditor for collection and payment of the insurance premium.
Employees are responsible for all property, materials, or written information issued to them or in their possession or control. All property must be returned by employees on or before their last day of work. When permitted by applicable laws, the County may withhold from the employee's check or final paycheck the cost of any items that are not returned when required. The County may also take all action deemed appropriate to recover or protect its property.
The County Council has a seven step longevity pay schedule for all fulltime PAT – COMOT EXECUTIVE classified positions. Each step qualifies the employee for longevity pay increments. The amount of longevity step increments shall be determined annually by the County Council. Employees in a bargaining unit have their wage package covered by contract language.
The longevity pay schedule is as follows:
Step 1. six months of service
Step 2. 2 years of service
Step 3. 5 years of service
Step 4. 10 years of service
Step 5. 15 years of service
Step 6. 20 years of service
Step 7. 25 years of service
POLE positions are designed base salaries, plus seniority increments each (3) years, effective pay period following the anniversary date of hire.
PAT/MED longevity is determined in (3) year increments.
Eligible employees in the County are provided a wide range of benefits. A number of the programs (such as Social Security, worker's compensation, state disability and unemployment insurance) cover all employees in the manner prescribed by law. Benefits eligibility is dependent upon a variety of factors including employee classification. As prescribed by the County's insurance carrier, there is a fulltime employee active service requirement for employees to qualify for life and medical benefits.
The Auditor's office Insurance Clerk can identify the programs for which you are eligible. Details of many of these programs can be found elsewhere in the employee handbook. Some benefit programs may require contributions from the employee.
Paid vacation is available to regular full-time employees to provide opportunities for rest, relaxation and personal pursuits. Annual vacation benefits are based upon an employee's length of service and are calculated on a calendar year basis. Employees will not be entitled to vacation benefits, and none will be paid upon separation from employment, during the first calendar year of his/her employment with the county. All vacation benefits will be determined as of December 31 of the prior year and be available, subject to scheduling as provided below, starting on January 1 of the current year.
Vacation benefits accrue in accordance with the following schedule:
Employees must request advance approval from their supervisors prior to utilizing vacation. Requests will be reviewed based on a number of factors, including business needs and staffing requirements. Vacation time off is paid at the employee's base pay rate at the time of vacation. Vacation days must be taken in the benefit year earned.
Upon separation of employment, an employee will be compensated for unused vacation time. In addition to the unused vacation time available on January 1 of the current year, the employee shall be paid, on a pro rated basis based upon the date of separation, for time worked in the current year which would have been available on January 1 of the succeeding year. Vacation benefits must be used by December 31 of the applicable year. Vacation benefits will not be rolled over into the next year unless prior approval is obtained from the department head/office holder due to unforeseen circumstances necessitating the cancellation of scheduled vacation in December at the request of the employer. Approval from the Board of Commissioners shall be obtained prior to such scheduling of vacation to be rolled over into a succeeding year. Such carried over vacation shall be taken by the employee in January of the succeeding year, if at all possible, unless the Board of Commissioners direct otherwise.
Employees who fail to give two (2) weeks notice prior to resignation or who are discharged for cause forfeit any right to receive compensation for unused vacation time.
All regular fulltime employees will receive regular pay for those holidays designated by the County Commissioners. Regular parttime and temporary employees do not receive compensation for holidays.
To be eligible for holiday pay, an employee must work the last scheduled working day before and the next scheduled working day after each holiday, unless the employee is on a paid vacation, sick or bereavement leave. If an eligible employee works on a recognized holiday, he or she will receive holiday pay wages at one and onehalf times his or her straighttime rate for the hours worked on the holiday. Straighttime or base rate pay is the employee's annual salary divided by scheduled hours for that calendar year.
The Family and Medical Leave Act of 1993 provides eligible employees with up to 12 weeks of unpaid leave for their own serious illness, the birth or adoption of a child or the care of a seriously ill child, spouse or parent. For an employee to be eligible for medical leave, he or she must have been employed by the County for at least one year and have worked 1,250 hours within the previous 12 month period. The County utilizes a rolling 12-month period measured backward from the date an employee uses any leave under the FMLA for computing eligibility for leave.
When an employee plans to take Family or Medical Leave under this policy, the employee is required to give the County 30 days written notice or if this is not possible, as much notice as is practical. Requests for leave of absence forms must be submitted to the Department Head and thereafter given to the Board of County Commissioners for final approval. An employee undergoing planned treatment is required to make a reasonable effort to schedule the treatment to minimize disruptions to County operations.
The County may require an employee to report periodically during the leave period on the employee's leave status and the employee's intention to return to work. Employees returning from FMLA leave will be given the same job or an equivalent job with equivalent pay, benefits and other employment terms. The County will consider an employee's failure to report to work at the end of the leave period as an employee resignation.
The County may require medical certification to support a claim for leave for an employee's serious illness or the serious illness of a child, spouse or parent. For an employee's own medical leave, the certification must include a statement that the employee is unable to perform the functions of his or her position.
For leave to care for a seriously ill child, spouse, or parent the certification must include an estimate of the amount of the employee's time that will be needed to care for the child, spouse or parent. The County reserves the right to require a second medical opinion from an independent medical provider. The County will pay for the second opinion and will designate a provider who is not an employee of the County of Vanderburgh. If the two opinions conflict, the employer will pay for a third opinion. The opinion of the third provider is final and binding on both the County and employee.
All accrued sick leave and vacation leave will be applied to leave for pay purposes. Unused sick leave in an employee's sick leave bank must also be used during the leave period. Accruals for benefit calculations, such as vacation, sick leave or holiday benefits, will not be affected by the taking of family and medical leave.
The provisions of this policy shall be governed by the Family and Medical Leave Act of 1993.
The County provides paid sick leave benefits to all regular full-time employees for periods of temporary absence due to illness or injuries. Parttime, temporary and probationary employees are not eligible for this benefit.
Eligible employees will receive regular pay for illness or injury for up to nine (9) days each calendar year. New employees employed only a portion of the year will receive up to 6 hours per month. Unused sick leave "rolls over" into employees' sick leave bank at the end of each calendar year. Department heads shall report sick days to the Auditor’s Office with the payroll reports.
Upon separation of employment, an employee will be compensated for unused sick leave on a pro rated basis based upon the date of separation. Employees who fail to give two (2) weeks notice prior to resignation or who are discharged for cause forfeit any right to receive compensation for unused sick leave.
The following conditions and stipulations shall apply to sick leave:
A. Sick leave may be taken only for reasons of sickness or injury. Sick leave may be granted: B. Employees who are unable to report to work due to illness or injury should notify their direct supervisor before the scheduled start of their workday if possible. The direct supervisor must also be contacted on each additional day of absence.
C. To be eligible for payment for sick leave of more than three (3) consecutive days, an employee must submit to his/her supervisor a physician's report certifying that the employee has been ill or injured and unable to perform his/her employment during the period of his absence.
D. If sick leave is taken the day before or the day after a holiday, the employee shall provide satisfactory proof of the genuine necessity thereof to his/her department head or supervisor.
Misuse or abuse of sick leave will result in disciplinary action, up to and including discharge. Sick leave benefits will be calculated based on the employee's base pay rate (an employee's annual salary divided by scheduled hours for that calendar year).
The Auditor must be provided a report of employee sick days used each payroll period. Proper documentation must be available upon employee retirement for an employee to be compensated unused sick days.
A sick leave "bank" shall be established for the purpose of relieving its memberemployees from undue financial burdens owing to absence from work for an extended period of time because of severe and prolonged illness or injury. Each employee contributes to the "bank" the number of unused annual sick days for each year of employment up to the maximum of nine (9) days per year.
Use of the "bank" (paid sick leave) shall be granted only after the participating employee has exhausted all of the current year's sick leave days and has presented to the employee's supervisor or department head a written statement of a physician setting forth the nature of the medical problem and the physician's opinion that such extended absence from county employment is necessary. Each department head and supervisor will maintain records certified by each supervisor or department head of the number of and dates of sick leave and the individual accounts of each employee participating in the leave "bank". A duplicate of all records shall be provided to the County Auditor.
At the time of retirement or separation of employment, employees with at least three years of continuous service shall be entitled to receive payment, at the current rate of pay, for sick leave accumulated in the employee’s sick leave bank up to a maximum of sixty (60) days. Employees who fail to give two (2) weeks notice prior to resignation or who are discharged for cause forfeit any right to receive compensation for unused time in the sick leave bank.
Employees who have completed one year service with the County will be permitted up to fifteen (15) days of compensated Temporary Leave per calendar year.
Employees who have completed one year of service with the County will be permitted a number of days of compensated Active Duty Leave equal to the number of days such employees are on Active Duty Leave.
In the case of both Temporary Leave and Active Duty Leave, compensation will consist of the employee's regular rate of County pay minus the earnings received by such employee from the military service for the period of the Temporary Leave or the Active Duty Leave, as applicable.
Compensation is contingent upon the County receiving adequate advance written notice of the Temporary Leave or Active Duty Leave and receipt of official documentation from the military service of compensation received by the employee from the military service for the period of the Temporary Leave or Active Duty Leave. New employees who are required to perform military service for more than fifteen (15) days in a calendar year may elect to use their vacation time in conjunction with Temporary Leave or Active Duty Leave.
Subject to the terms, conditions and limitations of the applicable plans for which the employee is otherwise eligible, the employer will continue to provide health insurance benefits for up to eighteen (18) months of Temporary Leave or Active Duty Leave. The employee must continue to pay the employee’s share of the premium for such health insurance benefits.
Employees on Temporary Leave are required to return to work with the County for the first regularly scheduled shift after the end of the Temporary Leave, allowing for reasonable travel time. Employees on Active Duty Leave must notify the County of the intent to return to employment in accordance with all applicable state and federal laws.
In the event of a death in a non-probationary employee’s immediate family (employee’s step-mother, step-father, mother-in-law, father-in-law, brother, sister, grandchildren, or grandparents), the employee shall be entitled to be absent from work for a period of up to, but not more than, three (3) consecutive working days for the purpose of making necessary arrangements and attending the funeral. An employee shall be eligible for up to five (5) consecutive working days for the death of the employee’s mother, father, spouse or child. An employee shall be eligible for one (1) day off work for the death of a brother-in-law, sister-in-law, spouse’s grandparents, step-brother or step-sister. During such absence, the employee shall be compensated at his regular straight-time rate, not in excess of eight (8) hours per day of leave. Absence compensation shall not include any pay for lost overtime, premium pay, or holidays.
Additional unpaid funeral leave will be at the discretion of the County Commissioners upon request from the officeholder/department head.
Funeral leave may be taken as necessary to settle the affairs of the deceased other than at the time of the funeral; provided, however, that the employee submits proof of necessity for attendance at court hearings or in conference with an attorney.
The County encourages employees to fulfill their civic responsibilities by serving jury duty when required. Employees shall be paid their regular salary minus the amount of jury duty pay while on jury duty leave. Regular fulltime employees qualify for paid jury duty leave.
Employees must show the jury duty summons to their supervisor as soon as possible so that the supervisor may make arrangements to accommodate the employee's absence. Of course, the employee is expected to report for work whenever the court schedule permits.
An employee subpoenaed to testify as the result of employment by the County shall receive regular pay, if such employee is required to testify during the regular work schedule. Any such employee receiving a subpoena should immediately either notify the County Attorney or the County Prosecutor.
Either the County or the employee may request an excuse from jury duty if, in the employer's judgement, the employee's absence would create serious operational difficulties.
The employer will continue to provide all regular benefits for the full term of the jury duty absence.
With the approval of the department head or supervisor, release time may be granted for the attendance at seminars, workshops, training programs, or other employment related educational functions. Outoftown travel requires approval by the County Commissioners.
Each regular full time employee will receive four (4) days personal leave per year with pay for the transaction of personal business and/or the conduct of personal or civic affairs provided two (2) days notice is given, except in case of special circumstances. Personal leave days shall not accumulate from year to year and are forfeited if not taken. No more than two (2) personal leave days may be taken in succession.
Like vacation and sick leave, employees will receive a pro rata share of personal days upon separation of employment. Employees who fail to give two (2) weeks notice prior to resignation or who are discharged for cause forfeit any right to receive compensation for unused personal leave.
Regular fulltime employees may be granted, after 1 year of service, a leave of absence without pay not to exceed six (6) months. A leave of absence should be taken for reasons which are in the best interest of the County and/or employee upon sufficient notice and at the discretion of the County Commissioners.
During such period the employee will not accrue time for any other benefit provided herein. Sick leave and vacation leave shall not accrue and such employee shall not receive compensation for designated holidays.
Upon return to employment, the employee will, for the purpose of accrual and eligibility for benefits, be reinstated in the position or comparable position the employee was assigned at commencement of the leave of absence.
The County provides a comprehensive worker's compensation insurance program at no cost to employees.
This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, worker's compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.
Any employee who sustains a workrelated injury or illness should inform his or her supervisor immediately. No matter how minor an onthejob injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify for coverage as quickly as possible.
Neither the County nor the insurance carrier will be liable for the payment of worker's compensation benefits for injuries that occur during an employee's voluntary participation in any offduty recreational, social or athletic activity sponsored by the County.
If an employee is injured on the job and sent to the designated health care facility for evaluation/treatment, the time that the employee is gone on that day for treatment is credited as time worked.
The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under the employer's health plan when a "qualifying event" would normally result in the loss of eligibility. Some common qualifying events are separation of employment, or death of an employee; a reduction in an employee's hours or a leave of absence; an employee's divorce or legal separation; and a dependent child no longer meeting eligibility requirements.
Under COBRA, the employee or beneficiary pays the full cost of coverage at the employer's group rates plus an administration fee.
The County Auditor provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under the employer's health insurance plan. The notice contains important information about the employee's rights and obligations.
Upon written request of a discharged employee, it shall be the duty of the officeholder/department head to provide a letter to the employee setting forth the reasons for termination, if any. This letter also will outline the nature and character of the services rendered by the employee and the duration of employment.
All full time salaried County employees, with the exception of law enforcement personnel, judges and the prosecutor are covered by PERF, a retirement program established and maintained by the State of Indiana. PERF pays benefits to cover workers or their dependents upon retirement, death and, in certain cases, serious illness or injury. The contributions and accumulated interest credits are refundable when an employee terminates employment prior to being eligible for benefits. PERF's Employer Financed Pension requires 10 years of service to become vested, and is paid by the County based on an employee's length of employment, average salary and age at retirement. Questions concerning the program, should be directed to: Public Employees' Retirement Fund of Indiana, Harrison Building, Suite 800, 143 West Market Street, Indianapolis, Indiana 462042899; phone (317) 2331615.
In order to achieve and to promote maximum economy and efficiency in county government, the County Commissioners establish the following employee incentive plan:
All suggestions are to be submitted in writing, dated and signed by the employee. The County Commissioners' office on receipt shall mark with date and time of receipt. In the event of same or similar suggestions, the earliest filed suggestion shall be accepted in lieu of other same or similar suggestions. The number of days leave awarded shall be in addition to all other leave benefits accrued and may be accumulated and carried forward. A record of such accumulated days off leave shall be maintained by each department head or supervisor and a duplicate thereof furnished to the County Auditor.
The County provides medical group health insurance for elected officials and regular fulltime County employees. Specific details are contained in the County's insurance plan, of which copies are provided to eligible employees. Questions regarding insurance benefits should be directed to the County Auditor's office.
A. Group Health Insurance Plan for Retired