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Grant County Employee Manual

Revised February 2005

SECTION 1 - INTRODUCTION PAGE

1.1 History of Grant County 4

1.2 County Organization Chart 5

1.3 Chart of Elected Officials 6

1.4 Changes in Policy 7

SECTION 2 - HIRING PROCESS

2.1 Vacancies 7

2.2 Pre-Offer Stage 7

2.3 Selection Process 8

2.4 Employment 8

2.5 Conditional Offer State 9

2.6 Definitions of Employee Status 10

2.7 Employment Applications 10

2.8 Transfers/Promotions/Re-employment 10

SECTION 3 - EMPLOYMENT POLICIES

3.1 Non-Discrimination 11

3.2 Non-Disclosure/Confidentiality 11

3.3 New Employee Orientation 12

3.4 Probationary Period for New Employees 12

3.5 Office Hours 13

3.6 Lunch Periods 13

3.7 Break Periods 13

3.8 Personnel Files 14

3.9 Personnel Data Changes 14

3.10 Employee Performance Review 14

3.11 Corrective Action / Progressive Discipline 15

3.12 Employment Termination 16

3.13 Grievance Procedures 17

3.14 Complaint Review (Internal Investigation) 18

3.15 Safety 19

3.16 Health Related Issues 19

3.17 Worker's Compensation 20

3.18 Building Security 20

3.19 Parking 20

3.20 Use of County Vehicles 21

3.21 Solicitation 21

3.22 Release of Information 22

3.23 Theft 22

SECTION 4 - EMPLOYEE CONDUCT

4.1 Attendance/Punctuality 23

4.2 Absence Without Notice 23

4.3 Harassment 23

4.4 Telephone Use 24

4.5 Personal Appearance and Dress Code 25

4.6 Substance Abuse 25

4.7 Smoking 26

4.8 Internet Use 27

SECTION 5 - WAGE AND SALARY POLICIES

5.1 Preparation of Employee Time Sheets 28

5.2 Payday 28

5.3 Overtime 28

5.4 Shift Differential 29

5.5 Compensation Time 29

5.6 Call In Guarantee 29

5.7 Longevity Plan 29

5.8 Academic Incentive Plan 30

5.9 Payroll Deductions 30

SECTION 6 - EMPLOYEE BENEFITS

6.1 Paid Holidays 31

6.2 Vacation 31

6.3 Sick Leave 32

6.4 Family and Medical Leave 32

6.5 Funeral Leave 33

6.6 Group Health Insurance 33

6.7 Retirement 34

6.8 Training and Professional Development 34

6.9 Jury Duty 34

6.10 Military Leave 35

6.11 Time Off To Vote 35

6.12 Credit Union 35

6.13 Termination Benefits 35

SECTION 7 - EMPLOYEE COMMUNICATIONS

7.1 Staff Meetings 36

7.2 Bulletin Boards 36

7.3 Suggestion Box 36

SECTION 8 - SAMPLE FORMS

8.1 Employment Application

8.2 Employee Evaluation

8.3 Request For Vacation/Time Off

8.4 Notice of Accident Form

8.5 First Report of Accident

8.6 Accident Investigation Report

8.7 Exit Questionnaire

8.8 Expense Report Form (Mileage and Per Diem)


SECTION 1

INTRODUCTION

This Manual is designed to acquaint employees with Grant County and provide information about working conditions, benefits and policies affecting employment.

The information contained in this Manual applies to employees of Grant County. Following the policies described in this Manual is considered a condition of employment. However, nothing in this Manual alters an employee's status. The contents of this Manual shall not constitute, nor be construed as, a promise of employment or as a contract between the County and any of its employees. The Manual is a summary of County policies, which are presented here only as a matter of information. This document is an update of the Employee Manual dated March 19, 1992, and includes all resolutions passed and employment laws pertaining to employee policies since that date.

Employees are responsible for reading, understanding and complying with the provisions of this Manual. The County's objective is to provide employees with a work environment that is constructive to both personal and professional growth.

1.1 HISTORY OF GRANT COUNTY

Grant County was created by the New Mexico Territorial Legislature on January 30, 1868. The territory was taken from the western portion of Dona Ana County and was formerly part of the Republic of Mexico. Grant County is 3,967.5 square miles in size. Land within the county boundaries is owned by a number of entities including Native Americans, federal, state and local governments, as well as private landowners. Outside of the municipalities of Bayard, Hurley, Santa Clara, and Silver City, the county is characterized by rural single-family residential, agricultural land in fertile river valleys, ranching, and vast open spaces of which a significant portion is the Gila National Forest and its associated Wilderness Areas.

The culture of Grant County has been influenced by Native Americans, Spain, and Mexico. This heritage is reflected by the two languages that are widely spoken throughout the county, Spanish and English, and by cultures of the Native American peoples who populated the area prior to European settlement. The Mogollon Culture that occupied the Mimbres Valley perhaps as early as 300 B.C. was the forerunner of the Mimbres Culture which flourished in the area for hundreds of years. Hohokum culture influences and remains of settlements can also be found in the area. Western New Mexico University's Flemming Hall Museum maintains a unique collection of distinctive black-on-white Mimbres pottery.

There are historic reminders of Grant County's vast history. In Silver City, there is the Court House that was constructed in 1930, the 1887 Waterworks Building, and the Silver City Museum (which houses many displays of Grant County history and culture). Past personalities of Grant County include Billy the Kid, Geronimo, Madame Millie, Billy Casper and Harrison Schmidt. Geographic sites include the Catwalk, the City of Rocks, Bill Evans Lake, Gila Cliff Dwellings, and the Chino and Tyrone Mine sites.

1.2 COUNTY ORGANIZATION CHART


1.3 CHART OF ELECTED OFFICIALS

GRANT COUNTY

BOARD OF COMMISSIONERS

Commissioner District 1 Commissioner District 2 Commissioner District 3

Joseph F. Arellano Charles L. Kelly Henry Torres

2003 ? 2006 2003 ? 2006 Chairman

2005 - 2008

County Clerk

Henry ?Howie? Morales

2005 - 2008

County Assessor

Raul Turrieta

2003 - 2006

County Treasurer

Alfred Sedillo

2005 - 2008

Sheriff

Raul Holguin

2003 ? 2006

Probate Judge

JoAnn Salcido

2003 - 2006

1.4 CHANGES IN POLICY

This Manual supersedes all previous employee manuals and memos that may have been issued from time to time on subjects covered in this Manual.

However, since county organization is subject to change, Grant County reserve the right to interpret, change, suspend or cancel with, or without, notice all or any part of our policies, procedures and benefits at any time. Employees will be notified of any changes 30 days prior to the implementation of the changes. Changes will be effective on the dates determined by the County, and after those dates all superseded policies will be null.

Department Supervisors have the authority to set policies for their own offices/departments provided they are not in conflict with this Manual or any other enacted agreement, County Policy, Resolution or Ordinance. If you are uncertain about any policy or procedure, speak with your direct supervisor. The Employee Manual is reviewed and approved by the Board of County Commissioners.

SECTION 2

HIRING PROCESS

2.1 VACANCIES

Departments shall notify the County Manager?s Office of all employment vacancies and provide a job description of the position. The County Manager shall review and approve all Department?s hiring requests. Prior to advertising outside, the County Manager?s Office shall advertise the position ?in-house? for five (5) calendar days to all County Employees. The position advertisement shall state the following: position title, duties and responsibilities, qualifications, shift assignment and rate of pay. Departments requesting the position shall review all in-house applications and interview the selected candidates who meet the minimum qualifications. Qualified employees who apply for a vacant position within the County will be given first consideration. If no current employee of the County is selected for the position, the position shall be advertised to the public at large.

2.2 PRE-OFFER STAGE

The Department receives all applications for the vacancy and conducts the following checks as required by the job description:

  • Motor Vehicle Records check;
  • Driver?s License Check;
  • Confirmation of true identity;
  • Criminal warrants/history check;
  • Skills test and/or written examination;
  • Previous employer checks;
  • U.S. citizenship, or eligibility to work in the U.S. and;
  • Reference checks (3 minimum).
  • Interviews (limited to those candidates who meet the minimum qualifications and successfully pass the above checks and examinations);

2.3 SELECTION PROCESS

The Department shall review and select the best qualified candidate. This selection shall be based on the interview, applicant?s experience, personal and employment references, and skills test, where applicable. The County Manager grants final approval of all new hires by signing the payroll action form. Employee orientation is then scheduled through the Payroll Officer.

2.4 EMPLOYMENT

It is, and shall continue to be, the policy of the County that all persons are entitled to equal employment opportunity regardless of race, color, sex, religion, age, national origin, disability, veteran status, sexual orientation or marital status. Employment, promotion and advancement opportunities are provided in a non-discriminatory manner.

Candidates for regular, full-time employment must have reached their eighteenth birthday. However, persons who have reached their sixteenth birthday may be considered for employment within the limits of State and Federal laws.

Grant County does not strictly prohibit the employment of relatives, and the county does not wish to become involved in the consensual relationships between co-workers. However, under Sections 10-1-10 and 10-1-11 NMSA 1978, precautions must be taken to insure that individuals are not, and do not appear to be improperly influenced by the existence of close personal relationships.

For the purpose of employee selection, Grant County construes ?close personal relationship? as spouses, domestic partners, fianc?s, children, step children, step siblings, grandchildren, great grandchildren, siblings, parents, brothers-in-law, sisters-in-law, mothers-in-law, fathers-in-law, great grandparents, grandparents, aunts, uncles, nieces, nephews, and their respective spouses and domestic partners, and any other relationships that reasonably might be perceived as potentially compromising the employee?s ability to make independent, unbiased decisions on behalf of Grant County.

Employees may not directly supervise or otherwise participate in decisions regarding the hiring, retention, promotion, or compensation of another employee with whom they have a close personal relationship.

The above restrictions do not apply where the compensation of such an employee is $600 or less per year.

2.5 CONDITIONAL OFFER STAGE

Prior to the start of work, the selected candidate shall successfully complete:

  • Drug Screen;
  • Physical Examination;
  • Medical history questionnaire;
  • Physical fitness examination (per ?Position Specifications Functional Analysis? adopted by the department); and
  • Psychological exams shall be required for the Detention Center and Sheriff Department.

The employee must acknowledge by signing:

  • Any special requirements that must be met within the probationary period (e.g. Certification by the New Mexico Law Enforcement Academy within one year);
  • Receipt and understanding on all policies and procedures issued by the County and the Department;
  • Job description.

Upon receipt of the request and receipt of the applicant?s consent to the examinations, the Manager?s Office prepares all the necessary paperwork for the pre-employment physical examination and notifies the applicant of the time, date, and place of the exam. Grant County shall pay for all examinations requested by the Manager?s Office. Physical exam results will be kept in the employees personnel file. Results of any psychological exam shall be forwarded directly to the Department Supervisor for review. All results shall be kept confidential.

The job offer may be rescinded if:

? According to reasonable medical judgments the applicant cannot perform the essential functions of the job as specified on the functional analysis;

? The applicant fails the drug/alcohol screen;

? The applicant fails the psychological examination as required by the job description;

? The applicant lies about any part of employment application;

? The applicant lies about his/her medical history; or

? The applicant is unavailable to meet the employment start date.

2.6 DEFINITIONS OF EMPLOYEE STATUS

An ?employee? of Grant County is a person who regularly works for Grant County on a wage or salary basis. ?Employees? may include exempt, non-exempt, regular full-time, regular part-time, and temporary persons, and others employed with the County who are subject to the direction of Grant County in the performance of their duties.

Grant County employs non-union employees and employees represented by the American Federation of State, County and Municipal Employees (AFSCME), Council 18, Grant County Public Employees, Local 2516. This Manual shall serve as a guideline for all employees except where explicitly noted in the Union Contract handbook for represented employees.

Classifications of employees are as follows:

EXEMPT (SALARY)

Employees whose positions meet specific criteria established by the Fair Labor Standards Act (FLSA) and who are exempt from overtime pay requirements.

NON-EXEMPT (HOURLY)

Employees whose positions do not meet FLSA criteria and who are paid one and one-half their regular rate of pay for hours worked in excess of 40 hours per week.

REGULAR FULL-TIME

Employees who have completed the probationary period and who are regularly scheduled to work 40 or more hours per week. Generally, regular full-time employees are eligible for the County?s benefit package, subject to the terms, conditions, and limitations of each benefit program.

REGULAR PART-TIME

Employees who have completed the probationary period and who are scheduled to work less than 35 hours per week on a regular basis. These employees are eligible for limited benefits.

TEMPORARY (FULL-TIME or PART-TIME)

Employees hired either full-time or part-time for a specified period of time, not to exceed one year. Temporary employees are not eligible for employee benefits.

ELECTED OFFICIALS

Those positions that are filled by a public vote, or appointed to fill a vacancy. Employee benefits apply to these positions.

CONTRACT

Those positions that are filled by a contract for a set period of time. Benefits are specified in the contract.

2.7 EMPLOYMENT APPLICATIONS

Grant County relies upon the accuracy of information contained in the employment application and the accuracy of other data presented throughout the hiring process. Any misrepresentations, falsifications or material omissions in any of this information may result in exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.

2.8 TRANSFERS/PROMOTIONS/RE-EMPLOYMENT

It is the Policy of Grant County to provide all employees of the County the opportunity to apply for open positions within the County for which he/she may be qualified. All job openings within the County shall be posted on Employee Bulletin Boards for five (5) calendar days allowing interested employees to apply for the position. All interested employees shall notify their immediate supervisor of their intent to apply. An employee who is within the disciplinary process may not be considered for a transfer or promotion to another job. An employee may not apply for a transfer to a different department until he/she has completed the probationary phase of employment.

Employees interested in transferring must notify the Department Supervisor advertising the position of their desire to apply for the open position. The written notification must be received by the Manager?s Office within the five (5) calendar days that the position is posted. The Department Supervisor with the open position shall arrange to interview all qualified in-house applicants. If an employee is selected for the position, arrangements shall be made between the employee?s current Department and the hiring Department as to a feasible date of transfer.

Former employees who have resigned or retired in good standing may be considered for re-employment. Re-employment shall be based upon previous work performance, supervisory recommendations documented prior to termination, subsequent work record, or other job related factors. These applicants must go through the regular hiring process, and will not be considered in house applicants.

SECTION 3

EMPLOYMENT POLICIES

3.1 NON-DISCRIMINATION

Grant County is an equal employment opportunity employer, fully committed to ensuring equal employment opportunity to all employees and applicants regardless of age, marital status, gender, color, religion, national origin, sexual orientation, disability or veteran status. The County?s commitment to equal opportunity is reflected in advertising, recruiting, hiring, compensation, promotions, transfers, training, benefits and all other terms and conditions of employment. Grant County will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship on the County.

Employees with questions or concerns about discrimination in the workplace are encouraged to bring these issues to the attention of their supervisor, in writing. If the supervisor is directly involved in the complaint or non-responsive, the employee shall proceed to the next level of supervision, or finally to the County Manager. Employees may raise concerns and make reports without fear of reprisal. Any employee found to be engaging in discrimination shall be subject to disciplinary action which may include termination of employment.

3.2 NON-DISCLOSURE/CONFIDENTIALITY

During the course of County Business, employees may become aware of sensitive information. The protection of confidential information is vital to the interests and success of Grant County. Such confidential information includes, but is not limited to, the following examples:

? Compensation data

? Financial information

? Personnel/Payroll records

? Information or knowledge of employee or internal investigations

Employees who improperly use or disclose confidential County information shall be subject to disciplinary action, including termination of employment and legal action, even if they do not actually benefit from the disclosed information. If questions arise regarding the validity of a request for information or about the potential confidentiality of certain information, the employee shall discuss the issue with his/her Supervisor.

3.3 NEW EMPLOYEE ORIENTATION

Orientation is a formal welcoming process that is designed to make a new employee feel comfortable with his/her new position, informed about county government, and prepared for his/her responsibilities. New employee orientation is conducted by a County Manager?s Office representative and includes an overview of the County?s organization structure. In addition, the new employee will be given an overview of the benefits package, safety policies and personnel policies.

New employees shall be required to complete all necessary paperwork prior to commencing their new job, including medical benefits plan information, beneficiary designation forms, and appropriate federal, state and local tax forms. New employees are also required to present the county with information establishing their identity and eligibility to work in the United States in accordance with applicable federal law.

Employees are presented with all codes, keys and procedures needed to fulfill their responsibilities within the workplace. The new employee?s supervisor will introduces the new employee to staff throughout the County, review his/her job description and scope of position, explain the County?s evaluation procedures, and help the new employee get started on specific functions. Orientation is mandatory for all new employees and shall be compensated as ?hours worked.?

3.4 PROBATIONARY PERIOD FOR NEW EMPLOYEES

Every effort will be made to help new employees adjust to the new job. Once hired by the County, it is in the best interest of all concerned that new employees become thoroughly familiar with duties and responsibilities, and that new employees are properly trained. A probationary period of six (6) months will begin employment. The probationary period may be longer than six months under certain circumstances. A one year probationary period shall apply to law enforcement and detention officers who are uncertified. Employees who transfer from one department to another shall be required to serve new probationary periods in the new departments.

During the probationary period, supervisors shall provide training, assistance and close supervision to aid the new employee in becoming thoroughly familiar with duties and responsibilities. The new employee?s attitudes toward work and co-workers, the quality of work and willingness to assume responsibility shall be carefully observed. During the probationary period, supervisors shall observe and evaluate the abilities of the new employee. This period of time also gives new employees the opportunity to decide whether to continue service with the County.

During the probationary period, employees are eligible for approved holidays (with the exception of the personal holiday) and Group Health Insurance (after completion of the first 30 days). Vacation and sick leave are compensated after the probationary period is completed.

Upon completion of the probationary period (6 months), a performance evaluation shall be conducted by the employee?s immediate supervisor or Department Supervisor. Depending upon the performance of the employee, the employee?s supervisor may recommend continued employment; extend the probationary period for a specified length of time, not to exceed six (6) months; or discharge the employee for inability to perform responsibilities described in the employee?s job description. An employee may be discharged before completion of the probationary period for any reason (See Section 3.12).

3.5 OFFICE HOURS

Grant County Administrative Offices are open for business from 8:00 a.m. to 5:00 p.m. Monday through Friday, except for Holidays (See Section 6.1, Holidays). Departments may have different hours of operation depending on the needs of the individual department.

The standard workweek is 40 hours (see Section 5.3, Overtime). In the computation of various employee benefits, the employee workweek is considered to begin on Sunday (starting at 12:01 a.m.) through Saturday (ending at 12:00 a.m.).

Because some Departments have ?continuous operations,? employees must expect weekend and holiday duty. It is the County?s policy to attempt to schedule such assignments in a fair and equitable manner, subject to the needs of the public and the Department.

Department work schedules are established by the Department Supervisor and every attempt shall be made to prevent changes. Employees shall receive notice in writing five (5) calendar days prior to the commencement of a new work schedule. In a Department emergency, the Department Supervisor may change the employee?s schedule without notice.

3.6 LUNCH PERIODS

Employees are permitted a thirty-minute to one-hour lunch break, depending on the department or office supervisor?s discretion. Lunch breaks generally are taken between the hours of 11 a.m. and 2:00 p.m. on a staggered schedule so that absences do not create a problem for co-workers or customers. In the office, meals are to be eaten in non-work areas provided for that purpose. Lunch periods are unpaid.

3.7 BREAK PERIODS

Employees will be permitted one fifteen-minute break for each four-hour period during the work day. Break periods are not automatic and work load on any given shift may eliminate the break period, as determined by the direct supervisor. If employees have unexpected personal business to attend to, they must notify their direct supervisor to discuss time away from work and make provisions as necessary. Personal business should be conducted on the employee?s own time. Break periods are compensable. They may not be combined to extend meal periods or to go home early. Employees on break should not go into other work areas for non-business purposes and interfere with or distract other employees at work. Break periods must be arranged in such a way that a qualified employee is available to perform necessary duties.

3.8 PERSONNEL FILES

Employee personnel files shall include the following: job application, job description, r?sum?, records of participation in training events, salary history and documents related to employee performance reviews. Departmental records may contain more detailed information regarding performance evaluations, disciplinary warning notices, and letters of commendation.

Personnel files are the property of Grant County, and access to the information is restricted. Management personnel of Grant County, who have a legitimate reason to review a personnel file, are permitted to do so. Employees who wish to review their own file must contact the Manager?s Office. With reasonable advance notice, an employee may review his/her personnel file in County?s Manager?s Department in the presence of the Payroll Officer or his/her delegate.

3.9 PERSONNEL DATA CHANGES

It is the responsibility of each employee to promptly notify their supervisor and Grant County's Payroll Department of any changes in personnel data such as:

? Mailing address,

? Marital Status,

? Name,

? Telephone numbers,

? Name and number of dependents, and

? Individuals to be contacted in the event of an emergency.

An employee?s personnel data should be accurate and current at all times.

3.10 EMPLOYEE PERFORMANCE REVIEW

New employees shall be evaluated at the end of their probationary periods (see Section 3.4, Probationary Period for New Employees). After the initial review, the employee?s performance shall be reviewed annually.

The purpose of performance reviews is for the supervisor and the employee to discuss his/her current job tasks, encourage and recognize positive attributes, and discuss approaches for meeting work-related goals. Together, the employee and supervisor should discuss ways in which the employee can accomplish goals or learn new skills. The evaluations are designed for the employee and the supervisor to make and agree on new goals, skills, and areas for improvement. See Section 8 for a sample evaluation form.

3.11 CORRECTIVE ACTION / PROGRESSIVE DISCIPLINE

In deciding which corrective action would be appropriate, a supervisor shall consider the seriousness of the infraction, the circumstances surrounding the matter, and the employee?s previous record.

Though committed to a progressive approach to corrective action, Grant County considers certain rule infractions and violations of standards as grounds for bypassing certain discipline steps and enforcing more stringent disciplinary action, up to and including immediate termination of employment. Such violations include, but are not limited to, theft in any form, insubordinate behavior, vandalism or destruction of County property, untruthfulness about personal work history, skills, or training, divulging protected information, and misrepresentations of Grant County to the general public or another employee.

The County retains the right, under applicable laws and regulations, to direct employees in the performance of their duties; to take the necessary means to achieve the proper ends under emergency situations; and to hire, promote, transfer and assign employees as well as to suspend, demote, discharge or take disciplinary action against such employees for just cause.

Grant County holds each of its employees to certain work rules and standards of conduct (see Section 4). When an employee deviates from these rules and standards, the County expects the employee?s supervisor to take corrective action.

Corrective action at Grant County is progressive. That is, the action taken in response to an infraction or violation of standards or rules typically follows a pattern increasing in seriousness until the infraction or violation is corrected. The usual sequence of corrective actions includes:

? Verbal warning with corrective counseling

May occur when counseling concerning a problem fails to bring about the desired change. Verbal counseling may be documented and may contain a statement of the problem, methods of problem resolution and a time frame for correction. Consequences for non-compliance shall be addressed.

? Written warning

May occur when verbal counseling pertaining to a problem has not produced the desired results. A written warning may also occur when an infraction of county policies has occurred. Written warnings must contain a statement of the breach of policy as well as an action plan for correction of the problem. A time frame for correction of the problem and consequences for non-compliance shall be addressed. Probation may be extended during this period.

? Suspension (Disciplinary or Investigative)

Disciplinary Suspension may be implemented to address such issues as violation of rules, regulations, and policies, or substandard performance. It will typically follow a verbal and/or written warning. This type of suspension may be with or without pay and shall be no longer than a period of five (5) consecutively scheduled work days. Employee benefits shall continue during this time period; however no paid leave may be utilized during this period.

Investigative Suspension may occur as a result of a complaint concerning unacceptable behavior by an employee. Examples of this include, but are not limited to, allegations of drug or alcohol abuse, harassment and theft. This type of suspension is with or without pay and benefits. Investigative suspension may extend for a period of up to thirty (30) days. The investigation will be performed by appropriate personnel. An internal investigation may require external agencies to become involved. The results and findings of the investigation will be presented to the Department Supervisor and to the County Manager to determine the appropriate disciplinary action to be taken.

? Termination of employment.

3.12 EMPLOYMENT TERMINATION

Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are a few examples of some of the most common circumstances under which employment is terminated:

? Resignation ? voluntary employment termination initiated by an employee.

? Termination ? involuntary employment termination initiated by Grant County, usually due to disciplinary reasons.

? Layoff ? involuntary employment termination initiated by Grant County due to lack of work or for non-disciplinary reasons.

? Retirement ? voluntary termination of employment after qualifying years of service or age have been met.

When a non-exempt employee intends to terminate his/her employment with Grant County, he/she shall give Grant County at least two (2) weeks written notice. Exempt employees shall give at least four (4) weeks written notice.

Since employment with Grant County is based on mutual consent, both the employee and Grant County have the right to terminate employment at will, with or without cause during the Introductory/Probationary Period for New Employees (See Section 3.4, Probationary Period for New Employees).

Any employee who terminates employment with Grant County shall return all files, records, keys, and any other materials that are property of Grant County upon his/her termination. No final settlement of an employee?s pay will be made until all items are returned in appropriate condition, as approved by the Department Supervisor. The cost of replacing non-returned items shall be deducted from the employee?s final paycheck. Furthermore, any outstanding financial obligations owed to Grant County will also be deducted from the employee?s final check.

An exit interview will be performed by the Department Supervisor to provide employees the necessary information regarding benefits, health insurance coverage, and final paycheck arrangements. Employee?s benefits will be affected by employment termination. All accrued vested benefits that are due and payable at termination shall be paid. Some benefits may be continued at the employee?s expense (See Section 6, Benefits) if the employee elects to do so. The employee shall be notified of the benefits that may be continued and of the terms, conditions and limitations. During the interview, Separation Forms, Exit Interview Forms, and an Exit Questionnaire shall be completed (See Section 8, Sample Forms).

3.13 GRIEVANCE PROCEDURES

Every employee has the right to be treated fairly in matters arising from employment disputes with the County. Each employee should have the opportunity to be heard fully when he/she believes that his/her right to fair treatment has been violated. A carefully designed grievance process can help to reduce personnel dissatisfaction, increase morale, identify problems in the organization and increase the positive perception employees have of his/her employment with the County. Therefore, whenever an employee believes he/she has been treated unfairly with regard to the terms and conditions of his/her employment, he/she may initiate proceedings in order to resolve those matters.

The employee grievance must clearly state and define the situation through a written statement of the specific wrongful act or situation, the harm done and the facts upon which the grievance is based. The grievance must arise out of an act or failure to act that directly relates to the working conditions of the employee or to the employee?s employment relationship. It must be a matter that is within the control of the County and it must state the relief sought that is within the power of the County to grant.

Grievances shall be processed during normal working hours. Employees requested by either party to appear before any grievance hearing shall be notified by the Department Supervisor to appear and will do so on a paid status. Time limits may be extended in writing by mutual agreement. Failure to meet the time requirements, by either party, shall mean the matter is resolved in the other?s favor.

Steps in the grievance procedure are as follows:

Step 1: The grievant shall present the grievance within ten (10) calendar days of its alleged occurrence or its discovery to the Department Supervisor, who shall attempt to resolve the dispute. The Department Supervisor shall issue a written response to the grievance within ten (10) calendar days following receipt. If the Department Supervisor is unavailable, a designated representative of the Department shall handle the grievance.

Step 2: If the grievant is not satisfied with the response of the Department Supervisor, the grievant shall, within ten (10) calendar days following the receipt from the Department Supervisor, submit the grievance to the County Manager. The County Manager shall meet with the grievant in an attempt to settle the dispute. The County Manager shall render a decision within ten (10) calendar days following the meeting.

3.14 COMPLAINT REVIEW (INTERNAL INVESTIGATION)

It is the policy of Grant County to investigate complaints of alleged employee misconduct and to equitably determine whether the allegations are valid or invalid and take appropriate action. Employees shall not be subject to complaint review by the County unless their actions constitute one of the following:

? A violation of Federal, State or local law;

? A violation of written or verbal rules, policy, procedures or orders;

? Conduct unbecoming a County employee;

? Incompetence; or

? Failure to perform duties.

The primary responsibility for maintaining and reinforcing employee conformance with County standards of performance and conduct shall be with the employee and his/her immediate supervisor. Supervisors shall make every attempt to familiarize themselves with all subordinates and closely observe their general performance, conduct and appearance on a daily basis. Supervisors shall remain alert for indications of behavioral problems or changes that may affect an employee?s normal job performance. Such observations and information shall be documented by the supervisor. When a supervisor perceives that an employee may be having or causing problems, the situation is assessed and the most appropriate action is determined. Additional training or counseling may be required to determine the extent of any personal or job problems that may be affecting job performance and to discuss minor and infrequent rule violations. Supervisors shall document all instances of counseling or additional training used to modify an employee?s behavior.

All complaints pertaining to a County employee?s alleged misconduct shall be documented and investigated by the employee?s Department Supervisor. Any employee of the County who becomes aware of or receives information of potential misconduct by another employee shall notify his/her immediate supervisor. The supervisor shall have the reporting employee immediately prepare a written statement of the alleged misconduct and forward the statement on to the Department Supervisor for review. Citizen complaints may be taken by any supervisor who is approached for assistance. The supervisor receiving the citizen complaint shall attempt to resolve the complaint through application of County policies and procedures. The supervisor shall prepare a written report of the complaint and its resolution and forward it to the Department Supervisor or County Manager for review.

In determining when an investigation is necessary, the Department Supervisor of the employee against whom a complaint has been made, shall review the complaint and initial statements. For complaints satisfactorily resolved, no investigation may be necessary ? just the filing of the documents received and a note by the Department Supervisor. For complaints requiring follow-up review and investigation, the Department Supervisor or his/her designee will conduct a fair, accurate and thorough investigation of the allegations. The Department Supervisor shall review the investigation results and determine whether or not discipline should be administered. In the event the Department Supervisor needs assistance in to handling the complaint, he/she should contact the County Manager for advice and possible assistance.

All employees shall cooperate fully with any internal investigation of personnel matters conducted the County. The requirement of full cooperation with an internal investigation means that the employee shall make himself or herself available at any reasonable time during work hours for an interview concerning the matters under investigation and shall fully disclose any facts relevant to the investigation, of which the employee is aware. An employee who fails or refuses to cooperate fully with the internal investigation may receive appropriate disciplinary action. If the employee continues to refuse to cooperate fully with the internal investigation, the employee shall be subject to disciplinary action up to, and including, termination for failure to abide by County Policy.

3.15 SAFETY

Grant County is committed to the prevention of accidents and the promotion of a safe, healthy environment for our employees and visitors. Safety is a primary responsibility of all employees. Proper equipment and job instruction shall be provided to all employees to ensure that safety is an integral part of the work process. Grant County provides information to employees about workplace safety and health issues through regular internal communication such as:

? Training sessions

? Safety meetings

? Bulletin board postings

? Memorandums

? Other written communications

Each employee is expected to obey safety rules and exercise caution and common sense in all work activities. Employees must immediately report any unsafe conditions to their supervisor. Employees who violate safety standards, cause hazardous or dangerous situations, fail to report, or where appropriate, remedy such situations, may be subject to disciplinary action including termination of employment. The Grant County Safety Manual is given to each employee at orientation and each Department shall retain a copy. Each employee is responsible for becoming familiar with, and adhering to, the Safety Manual while performing his/her job.

In the case of an accident that results in injury, regardless of how insignificant the injury may appear, employees should notify their supervisor immediately.

3.16 HEALTH-RELATED ISSUES

An employee who becomes aware of any health-related issue that could affect his/her ability to perform his/her job safely should notify his/her supervisor immediately. An example of a health-related issue is an off the job injury or need for prescription medication. A written ?permission to work? from the employee?s doctor may be required at the time or shortly after notice has been given. The doctor?s note should specify whether the employee is able to perform regular duties as outlined in his/her job description.

A leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, the employee should contact his/her supervisor immediately. See Section 6 (Employee Benefits) for an explanation of leave options.

3.17 WORKER?S COMPENSATION

Every employee has the responsibility of notifying his/her supervisor of ANY JOB RELATED INJURY. Employees who experience an injury while on duty should immediately contact their supervisor and complete a First Notice of Accident Form (see Section 8, Sample Forms) within 24 hours of the injury. The supervisor shall notify the Safety Manager.

If the injury requires medical attention, the employee shall be sent to the designated County Physician for treatment. If the injury occurs after normal working hours, or where deemed necessary, the employee shall be sent to the Emergency Room. Injuries not requiring professional treatment still requires a First Notice of Accident Report to be submitted for possible lost time or a claim at a later date.

The supervisor shall forward the First Notice of Accident Report Form to the Manager?s Office within three (3) days of the accident. If the accident warrants, the supervisor may prepare an Accident Investigation Report. Failure of the employee and/or supervisor to provide the proper notifications and form preparation may delay or even prevent the disbursement of benefits. The Manager?s Office shall notify the Worker?s Compensation Insurer of all reported accidents or claims.

Employees who are off work due to ?on the job? injuries shall contact their supervisor on a weekly basis to report the status of their condition and their anticipated return to work date.

The County shall not be responsible for payment of worker?s compensation benefits for any injury which arises out of an employee?s voluntary participation in any off-duty activity which is not part of the employee?s work-related duties for the County. Attempting to collect worker?s compensation benefits for injuries which do not occur on the job and/or artificially inflating the value of a legitimate claim is considered fraud and is a violation of the law. Employees who fraudulently attempt to obtain benefits will be subject to immediate discipline up to, and including, termination and may be subject to criminal prosecution.

The Grant County Safety Manual provides more detailed instructions and procedures that must be followed in the event of job related injuries.

3.18 BUILDING SECURITY

All employees who are issued keys to County offices are responsible for their safekeeping. The last employee, or a designated employee, who leaves the office at the end of the business day assumes the responsibility to ensure that all doors are securely locked, the alarm system is armed, and all appliances and lights are turned off with exception of the lights normally left on for security purposes.

3.19 PARKING

County Employees provide services to residents of Grant County. Since most employees do not make frequent trips from their place of employment, employees are advised to park in areas not directly adjacent to their duty station except for persons with specific medical needs. Employees shall park away from County buildings and allow the residents of Grant County to utilize the spaces nearest the buildings.

3.20 USE OF COUNTY VEHICLES

Some employees may use County vehicles to perform specific job duties. Vehicles shall be provided for these purposes. Requirements to operate vehicles are as follows:

  • There is no smoking allowed in all County vehicles.
  • Only authorized County employees may operate County vehicles, and only County employees shall be transported as passengers, except when required by County business.
  • A valid New Mexico driver?s license must be carried by all persons operating motor vehicles. Truck and motorized road equipment operators must possess a license of proper classification.
  • All operators of County vehicles and equipment assume full responsibility for their safe operation.
  • Operators and passengers are required to use seat belts if available.
  • Operators shall inspect their vehicles prior to use. They shall assure that all safety equipment is operational. Any unsafe condition shall be reported, in writing, to their immediate supervisor. Employees shall not be permitted to operate an unsafe vehicle.
  • Any employee who operates a County vehicle while under the influence of alcohol or illegal drugs is subject to provisions under the Grant County Drug Free Work Place Policy (see Section 4.6).
  • Any employee who may become uninsurable is subject to disciplinary action which may include termination if his/her job requires the use of a driver?s license. Employees shall report any restrictions in driving privileges to the Department Supervisor, who shall notify the County Manager. Periodic checks of driving records are performed by the County.
  • The use of headset radios and/or tape players by employees shall not be permitted when operating motor vehicles or other equipment.
  • Any accidents involving County vehicles must be reported to a supervisor immediately. (see Grant County Safety Manual).
  • Cell phone use is limited to passengers. Drivers must pull off the road to use cell phones.

3.21 SOLICITATION

To maintain a proper business environment and to prevent interference with work performance, employees shall not engage in solicitation for any cause or distribute solicitation material of any kind during scheduled work time and in work areas. Persons not employed by the County may not solicit or distribute literature on County property at any time for any purpose. Work areas are defined as areas where work is performed and does not include areas such as employee break areas, lounges, locker rooms and parking lots. Employees uncertain as to whether or not what they propose is solicitation should check with their supervisor.

3.22 RELEASE OF INFORMATION

All requests for information from the media relative to County business or operations shall be referred to the appropriate Elected Official, Department Supervisor or the County Manager.

3.23 THEFT

The County shall not be responsible for the loss or theft of personal items. County property shall not be removed from the premises without written authorization in advance from the County Manager.

Theft of County property or the personal property of another shall result in disciplinary action. In the event of a theft, the victim or witness shall immediately notify his/her supervisor, prepare an ?Incident Report? and forward it to the Manager?s Office. The appropriate law enforcement agency shall be notified by the supervisor.

SECTION 4

EMPLOYEE CONDUCT

The rules and standards of conduct for Grant County employees are important, and designed to insure that the County provides an appropriate work environment. All employees are required to become familiar with these rules and standards. In addition, employees are expected to follow the rules and standards in performing their duties and conducting the County?s business. Any employee who deviates from these rules and standards may be subject to corrective action, up to and including termination of employment (see Section 3.11, Corrective Action).

While not intended to list all behavior that is considered unacceptable in the workplace, the following are examples of misconduct that may result in disciplinary action:

? Theft or inappropriate removal or possession of property;

? Falsification of timekeeping records (See Section 5.1 Time sheets);

? Working under the influence of alcohol or illegal drugs (See Section 4.6, Substance Abuse);

? Possession, distribution, sale, transfer or use of alcohol or illegal drugs in the workplace (See Section 4.6, Substance Abuse);

? Fighting or threatening violence in the workplace;

? Boisterous or disruptive activity in the workplace;

? Negligence or improper conduct leading to damage of County-owned property;

? Insubordination or other disrespectful conduct;

? Violation of safety or health rules;

? Smoking in the workplace;

? Sexual or other unlawful or unwelcome harassment (See Section 4.3, Harassment);

? Excessive absenteeism or any absence without notice (See also, Section 4.1 Attendance/Punctuality and 4.2, Absence without Notice);

? Unauthorized use of telephones or other County-owned equipment (See Section 4.4, Telephone Use);

? Using County equipment for purposes other than business (i.e. playing games on computers or personal Internet usage);

? Unauthorized disclosure of confidential information; and

? Violation of personnel policies.

4.1 ATTENDANCE / PUNCTUALITY

The County expects that every employee will be punctual in attendance. If an employee is unable to report to work as scheduled, he/she shall notify his/her immediate supervisor or Department Supervisor as soon as possible prior to his/her shift. Employees are responsible for speaking directly with their supervisor about absences. Consistent failure on the part of the employee to provide proper notification, or excessive absences or tardiness, may subject the employee to disciplinary action up to, and including, termination.

4.2 ABSENCE WITHOUT NOTICE

An employee absent from work for five (5) consecutively scheduled shifts without proper notification shall be considered to have resigned without notice.

4.3 HARASSMENT

It is the policy of Grant County to provide a work environment that is free of discrimination and harassment. No employee shall, either explicitly or implicitly, ridicule, mock, deride or belittle any person, nor participate in any violence in the workplace. Employees shall not make offensive or derogatory comments based on race, color, sex, religion, sexual orientation, or national origin either directly or indirectly to another person. Such harassment is a prohibited form of discrimination under state and federal employment law and is considered misconduct subject to disciplinary action by the County.

Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when:

? Submission to such a conduct is made either explicitly or implicitly a term or condition of employment; or

? Submission to or rejection of such conduct by an employee is used as the basis for employment decisions affecting the employee; or

? Such conduct has the purpose or effect of unreasonably interfering with an employee?s work performance or creating an intimidating, hostile, or offensive working environment.

If an employee believes that he/she has been the victim of harassment, or knows of another employee who may be a victim, should report it to a supervisor immediately. Employees may raise concerns and make reports without fear of reprisal from the County.

Any employee who becomes aware of possible harassment should promptly advise a supervisor, who will handle the matter in a timely and confidential manner. Each supervisor shall be responsible for preventing acts of harassment. This responsibility includes, but is not limited to:

  • Monitoring the work environment for signs that harassment may be occurring;
  • Counseling all employees on the types of behavior prohibited and County procedures for reporting and resolving complaints of harassment;
  • Stopping any observed acts that may be considered harassment and taking appropriate steps to intervene, whether or not the involved employees are within their line of supervision;
  • Taking immediate action to limit the work contact between employees where there has been a complaint of harassment, pending investigation.

Each employee of the County is responsible for assisting in the prevention of harassment by:

  • Refraining from participation in or encouragement of actions that could be perceived as harassment;
  • Reporting acts of harassment to a supervisor; and
  • Encouraging any employee who confides that he/she is being harassed to report these acts to a supervisor.

Employees encountering harassment shall tell the offending person that their actions are unwelcome and offensive. The employee shall document all incidents of harassment in order to provide the fullest basis for an investigation. An employee who believes that he/she is being harassed shall report the incident(s) to his/her supervisor as soon as possible. After investigation by the supervisor, and if warranted, steps may be taken to protect the employee from further harassment and further appropriate investigative and disciplinary measures may be initiated. When this is not practical, the employee may instead file a complaint with the Department Supervisor or County Manager. There shall be no retaliation against any employee for filing a harassment complaint or assisting, testifying or participating in the investigation of such a complaint. Failure to take action to stop known harassment may be grounds for discipline.

This policy does not preclude any employee from filing a complaint or grievance with another agency not affiliated with the County.

4.4 TELEPHONE USE

Proper phone etiquette includes:

? Answer properly and promptly;

? Identify yourself by name and Department;

? Give accurate and careful answers, speak clearly;

? Transfer calls tactfully;

? Always say ?please? and ?thank you;?

? Use a helpful and pleasant tone of voice at all times; and

? Hang up gently.

Grant County telephones are intended for purpose of conducting the County?s business. Personal calls must be kept to a minimum and should be made during break or lunch periods.

4.5 PERSONAL APPEARANCE AND DRESS CODE

All employees are required to maintain a neat appearance. Employees should recognize that their appearance is a reflection of the County and should groom themselves accordingly. Employees are expected to maintain themselves in a manner that will favorably impress members of the general public.

The following items are guidelines for proper attire and grooming:

  • Clean clothing appropriate for professional work;
  • Hair neatly trimmed and groomed;
  • Fingernails neatly groomed;
  • Shoes clean;
  • Hair styles, clothing and jewelry should conform to business and professional standards;
  • Hats shall not be worn while working indoors, especially in offices;
  • Hair styles may have to be altered if a safety hazard is created due to length;
  • Departments requiring employees to wear uniforms shall establish Department policy addressing the wear of uniforms.

If management occasionally designates "casual days," appropriate attire shall be worn. Consult your supervisor if you have any questions about appropriate business attire.

4.6 SUBSTANCE ABUSE

The County is committed to providing a safe and productive workplace for its employees. In keeping with this commitment, the following rules regarding alcohol and drugs apply to all County employees, regardless of rank or position, including both regular and temporary employees. The rules apply during working hours to all employees of the County while they are on County premises or elsewhere on County business.

? The manufacture, distribution, possession, sale or purchase of controlled substances on County property is prohibited.

? Use of illegal drugs, alcohol, or substances of abuse on County property is prohibited.

? Working while under the influence of alcohol or controlled substances including prescription drugs that impair performance is prohibited.

The following definitions shall apply:

County Property: All County owned or leased property.

Controlled Substance: Any substance listed in Schedules I-V of Section 202 of the Controlled Substance Act, as amended.

Drug: Any chemical substance that produces physical, mental, emotional, or behavioral change in the user.

Drug paraphernalia: Equipment, a product, or material that is used or intended for use in concealing an illegal drug, or otherwise introducing into the human body an illegal drug or controlled substance.

Illegal drug:

a. Any drug or derivative thereof, whose use, possession, sale, transfer, attempted sale or transfer, manufacture or storage is illegal or regulated under any federal, state or local law or regulation.

b. Any drug, including, but not limited to, a prescription drug, used for any reason other than that prescribed by a physician.

c. Inhalants used illegally.

Under the influence: A state of not having the normal use of mental or physical faculties resulting from the voluntary introduction into the body of an alcoholic beverage, drug or substance of abuse.

Consistent with the rules listed above, any of the following actions constitutes a violation of the County?s policy on drugs and may subject an employee to disciplinary action, up to and including, immediate termination.

? Using, selling, purchasing, transferring, manufacturing, or storing an illegal drug or drug paraphernalia, or attempting to or assisting another to do so, while in the course of employment.

? Working, or reporting to work, conducting County business while under the influence of an illegal drug or alcohol, or in an impaired condition caused by an illegal drug or alcohol.

In accordance with the Drug Free Workplace Policy, Grant County shall provide training for supervisors to assist them in identifying illegal drug use by employees and require them to refer employees for counseling when necessary. Drug Testing shall be performed in the following instances: Pre-employment Drug Testing, For-Cause Testing, Post-Accident Testing, Return-to-Duty Testing, and Random Drug Testing. Consult the Drug Free Workplace Policy in the Grant County Safety Manual for more details.

4.7 SMOKING

In order to provide a safe and comfortable working environment, the use of tobacco products is not permitted anywhere on the County?s premises except in authorized and designated locations. Employees must follow all rules posted in designated smoking areas and adhere to all policies associated with this policy. Smoking is not allowed in County vehicles. (See Sections 3.7, Break Periods and 3.15, Safety).

4.8 INTERNET USE

This policy applies to all elected officials, employees, volunteers, independent contractors, and associates of Grant County who use the County?s system for internet access and governs all internet access, communications, and storage using Grant County?s system. Department Supervisors have discretion in establishing additional reasonable and appropriate conditions for internet use on systems under their control. Such policies must be consistent with this policy and must be provided to the County Manager for review.

All data users must strictly observe the following rules when using the internet:

  • Users may not access or use the internet for personal business or personal commercial gain;
  • Users must have a relevant organizational purpose for any access and use of the internet;
  • Users may not access pornographic or other offensive websites including, but not limited to, sexist, racist, discriminatory, hate, or other sites that would offend a reasonable person in the same or similar circumstances. If the user has any doubt whether access to a specific site is proper, he or she shall seek an opinion/approval from his/her Department Supervisor;
  • Users may not use any other user?s password or other identification to access the internet, when passwords are required;
  • Grant County supports strict adherence to software vendors? license agreements. Users may not copy software in any manner that is inconsistent with the vendor?s license;
  • At any time, and without prior notice, Grant County reserves the right to audit internet access in accordance with this and other established personnel policies; and
  • Users shall report security problems with internet use and any violations of this, or other Grant County policies and procedures occurring during internet use.

The content of all web pages and electronic communications accessed with Grant County equipment or accessed during working hours must comply with local, state, and federal laws and internal policies and procedures. Grant County reserves the right to utilize web filtering software to prohibit access from within our system, to web sites and other electronic communications that are considered inappropriate for organizational use. Users of the internet, e-mail, and electronic resources shall have no expectation of privacy in the system Grant County uses to access the internet.

All supervisors are responsible for enforcing this policy. Elected officials and employees accessing the internet through Grant County?s system or while using County resources, that violate this policy, are subject to disciplinary action.

SECTION 5

WAGE AND SALARY POLICIES

5.1 PREPARATION OF EMPLOYEE TIME SHEETS

Each Department shall prepare and submit a time sheet for its employees. Time sheets, with the supporting time cards, shall be submitted to the Payroll Office in a timely manner, bi-weekly, at the end of each payroll period. Each time sheet shall contain hours worked and data on sick leave, vacation taken, and compensation hours for the pay period. Each Department is responsible for maintaining files containing employees? time sheets, as well as all requests for sick leave and vacation.

Department Supervisors shall not approve requests for leave until the employee has qualified for the benefits and has earned the hours for which leave is requested.

5.2 PAYDAY

The pay period is bi-weekly beginning on Sunday. Employees will be paid on a bi-weekly basis. Payday is 5:00 pm on the Wednesday following the end of the pay period. Employees may obtain paychecks from their Department Supervisor or his/her designee. Employees may designate in writing someone else to pick up his/her check. Employees may not receive paychecks before Wednesday unless approval has been obtained through the Payroll Office, following a written request. Requests for early checks for vacation shall utilize the leave form and shall be submitted no later than one week prior to the requested early pay date. An employee terminating employment needs to make arrangements with the Payroll Officer for his/her final paycheck.

5.3 OVERTIME

Overtime compensation is paid in accordance with federal and state wage and hour restrictions. Overtime is payable for all hours worked over 40 per week, or all hours worked in excess of eight (8) hours per day for a five (5) day shift, or in excess of ten (10) hours per day when working a four (4) day shift. The rate shall be one and one-half times the employee's regular hourly rate. At the discretion of the Department Supervisor, compensatory time may be granted in lieu of overtime. Time off on personal leave, holidays, or any leave of absence will not be considered hours worked when calculating overtime. Mandatory County related meetings will be counted as ?worked hours? for overtime compensation purposes.

Employees required to work holidays, as approved by the County Commission, will be paid at one and one-half (1 ?) times their regular rate for hours worked and their regular rate for the holiday.

All overtime work performed by an hourly employee must receive the supervisor?s prior authorization. Overtime worked without prior authorization from the supervisor may result in disciplinary action. The supervisor?s signature on a time sheet shall authorize payment for overtime hours.

5.4 SHIFT DIFFERENTIAL

Sheriff?s Department Employees and Detention Center Employees required to work shift work will be compensated an additional monetary rate for evening and night shifts. The additional compensation shall be as follows:

? Twenty cents (.20) per hour increase for those employees working the 3:00 p.m. until 11:00 pm (?swing?) shift.

? Thirty-five cents (.35) per hour increase for employees working the 11:00 pm until 7:00 am (?graveyard?) shift.

5.5 COMPENSATORY TIME

An employee may elect to receive compensatory time (at the overtime rate) in lieu of cash payment for overtime when prior arrangements have been made with the supervisor. No employee shall be awarded more than eighty (80) hours of compensatory time in lieu of cash payment for overtime during any calendar year nor shall any employee be allowed to accumulate more than eighty (80) hours of compensatory time. Any overtime hours worked in excess of these limits shall be paid as overtime. All compensatory time must be used within ninety (90) days of the date it is earned. If the compensatory time is not taken within this time, the Department Supervisor shall direct the Payroll Office to pay that compensatory time not used as overtime pay on the next regular pay check. An employee shall be permitted to take compensatory time off within a reasonable period after making the request if the time off requested does not unduly disrupt the operation of the Department. An employee shall be required to use all accumulated compensatory time before using other forms of leave.

5.6 CALL IN GUARANTEE

A regular, full-time employee called in to work after completing his/her normal work schedule will be guaranteed a minimum of two (2) hours pay for each such call-in. The employee shall be compensated for all such time at a rate equal to one and one-half (1 ?) times his/her regular rate of pay. Time worked shall be computed from the time the employee is contacted but shall not exceed thirty (30) minutes travel time. When a call in occurs before normal working hours begin, leave time may not be used to leave early.

5.7 LONGEVITY PLAN

Employees with more than eight (8) years of continuous service with Grant County shall be compensated an extra $50 per month. Employees with more than fifteen (15) years of continuous service with the County shall be compensated an extra $100 per month. The eight year and fifteen year compensation shall not be combined.

5.8 ACADEMIC INCENTIVE PROGRAM

An employee who has earned 35 credit hours from an accredited university, is currently enrolled, registered to complete at least three (3) credit hours per semester, has a degree plan that directly relates to his/her employment and maintains a ?C? or better Grade Point Average, may apply for Academic Incentive Pay. The first eighty (80) hours shall be paid at the rate of fifty cents (.50) per month per credit hour. These payments are to be made only after the employee has attained thirty-five (35) credit hours and is continuing his/her education. Further compensation is as follows:

  • A Bachelor?s Degree recognized by this program shall be compensated an extra $50 per month.
  • A Master?s Degree recognized by this program shall be compensated an extra $62.50 per month.
  • A Ph.D. recognized by this program shall be compensated an extra $75 per month.

Employees who qualify for the Academic Incentive Program must submit a letter to their Department Supervisor who shall verify the information and submit it to the County Manager for approval. This program does not apply to positions for which the degree is a requirement per the job description or to elected officials.

5.9 PAYROLL DEDUCTIONS

Grant County is required by law to deduct from an employee?s wages the following:

  • Federal withholding tax;
  • State withholding tax;
  • FICA;
  • Retirement Plan contributions;
  • Court ordered levies or garnishments; and/or
  • IRS levies.

Health Insurance Premiums, Credit Union, union dues, or other deductions must be authorized by the employee in writing. Forms are available in the Payroll Office. All employees are required to complete a ?W-4? form for the purpose of Federal and State income tax withholding.

SECTION 6

EMPLOYEE BENEFITS

Grant County offers a benefits program for its regular full-time and regular part-time employees. However, the existence of these programs does not signify that an employee will necessarily be employed for the required time necessary to qualify for the benefits included in, and administered through, these programs.

6.1 PAID HOLIDAYS

Regular full-time employees are eligible for the holidays designated by the County Commission. In addition, all regular full-time and regular part-time employees are entitled to one (1) Personal Day per year. Department Supervisors are to schedule employees off on the designated holidays whenever possible. Employees who must work a designated holiday shall schedule their day off within thirty (30) days before or after the holiday occurs. Employees taking their holiday in advance must have been employed at the time of the holiday. In the event that an employee takes a holiday prior to the actual holiday and is terminated prior to that date, the holiday pay will be deducted from the final paycheck. Employees who are still in the probationary period of employment shall be paid for holidays, with the exception of the ?Personal Leave Day.?

Grant County observes the following holidays per year:

New Year?s Day

Martin Luther King Jr. Day

Good Friday

Memorial Day

Independence Day

Labor Day

Veteran?s Day

Thanksgiving Day

Day after Thanksgiving Day

Christmas Eve

Christmas Day

New Year?s Eve

6.2 VACATION

Regular, full-time employees are entitled to vacation time after six (6) months of continuous employment. Employees accrue vacation at the rate of five (5) hours per pay period for each two (2) weeks of service, based on twenty-six (26) pay periods per calendar year. Regular, part-time employees accrue vacation time on a prorated basis according to the number of hours worked per pay period. Vacation will be scheduled by seniority preference, regardless of classification or rank. Pay for accrued vacation may be obtained by an employee prior to leaving on vacation by giving at least two (2) weeks notice to his/her Department Supervisor. When a legal holiday occurs during an employee?s vacation, that day will be charged as a holiday and not a vacation.

An employee may carry over any or all vacation time from one year to another up to two hundred and forty (240) hours. Upon termination from employment, the County shall pay non-probationary employees the full cash equivalent of accrued unused vacation time, up to two hundred forty (240) hours. If circumstances prevent the employee from taking vacation hours, those hours (over 240 hours) will be paid to the employee at the end of the calendar year.

6.3 SICK LEAVE

Regular, full-time employees are entitled to sick leave after six (6) months of continuous employment. Employees will accrue sick leave at the rate of four (4) hours per pay period based on twenty-six (26) pay periods per calendar year. Regular, part-time employees accrue sick leave on a prorated basis according to number of hours worked per pay period. The amount of sick leave that an employee may accrue will be unlimited. Sick leave may be granted, at the discretion of the Department Supervisor, for an employee illness, injury, legal matter, funeral leave, and to care for a family member who is ill or injured. When unable to work due to illness or injury, notification must be made to the Department Supervisor as soon as possible. Failure to make proper notification of intended sick leave absence may result in disciplinary action. The employee?s supervisor may, at his/her discretion, request a doctor?s statement of the employee?s condition at any time during the sick leave absence. Failure to keep the Supervisor informed on a weekly basis as to the estimated date of return or failure to submit a doctor?s certificate of release when requested may be considered as a voluntary resignation of employment.

Accrued sick leave hours in excess of two hundred forty (240) hours can be converted to annual leave at the rate of one for one, up to forty (40) hours per year. Employees shall receive one-half (1/2) the cash equivalent of up to 1,000 hours of accumulated sick leave upon separation from employment, provided the employee is not terminated from employment and leaves employment in good standing.

An employee may donate accumulated leave to another employee who has taken Family and Medical leave (See section 6.4 FMLA) because of that employee?s inability to work due to a serious health condition. Donated sick leave may not be utilized by an employee until he/she has utilized all of his/her available annual leave, sick leave, and compensatory time. Once he/she has utilized the twelve (12) weeks of Family and Medical leave, donated leave may be used for additional paid leave, at the discretion of the County Manager. The County shall transfer the donated sick leave to the sick leave account of the employee, by converting the dollar value of the donor?s hourly rate of pay, to the hours of leave based upon the recipient?s hourly rate of pay. Any unused donated leave shall not revert to the employees who donated the leave. Employees may donate leave to more than one employee, however, employees may not donate to the same employee more than once during a twelve (12) month period.

It is the responsibility of the employee in need of donated sick leave time to contact the Payroll Office for availability of donated sick leave hours. The necessary paperwork must be completed by both parties at least one (1) week prior to payday.

6.4 FAMILY AND MEDICAL LEAVE

An employee who has been employed by the County for at least twelve (12) months and for at least 1,250 hours during that 12 month period is entitled to receive a maximum of twelve (12) weeks of unpaid family and medical leave per year. Family and Medical leave may be taken for one or more of the following reasons:

  • For the birth of a child or to care for a newborn or recently adopted child;
  • To care for a foster child placed with the employee; and/or
  • To care for the employee, the employee?s spouse, parent, or a child with a serious health condition.

Once an employee has exhausted all available vacation, sick leave, and compensatory time, the employee shall be granted unpaid Family and Medical Leave. The employee may also utilize donated sick leave (see section 6.3).

When Family and Medical Leave is taken for the birth or placement of a child for adoption or foster care, the leave may not be taken intermittently or on a reduced work schedule. When leave is taken to care for a family member, the leave may be taken intermittently on a reduced schedule when necessary. When Family and Medical Leave is foreseeable, the employee shall provide at least thirty (30) days notice. If the date of leave is not foreseeable, the employee shall provide notice as soon as possible. The County may require that Family and Medical Leave request based upon the family member?s illness be supported by a certification of a healthcare provider.

An employee who takes Family and Medical Leave is entitled to return to the position he/she would have occupied had he/she not taken the leave, or to an equivalent position with equivalent pay, benefits, and other terms and conditions of employment. An employee shall not lose any accrued benefits or seniority that accumulated before the date the leave began. An employee shall continue to accrue benefits and seniority during the leave period, only if the leave is paid leave. Once Family and Medical Leave is taken during any given year, the employee is not eligible to take additional Family and Medical Leave until a date twelve (12) months after the leave period began. When the employee?s annual unpaid Family and Medical Leave has been exhausted, the employee may submit a request for an additional extended personal leave of absence without pay to the County Manager.

6.5 FUNERAL LEAVE

Regular full-time and part-time employees shall be allowed a maximum of three (3) days off with pay for the death of a member of an employee?s immediate family. An employee shall be allowed one (1) day of funeral leave with pay for the death of other family members, as defined below.

Immediate family is defined as the employee?s spouse, parent, child, brother, brother-in-law, sister, sister-in-law, mother-in-law, father-in-law, grandfather, grandmother, or grandchild.

Other family member is defined as aunts, uncles, nieces, nephews, or other relative living in the household of the employee.

If the employee is already scheduled off on other benefit time, the use of other benefit time shall be interrupted and funeral leave may be applied up to a maximum of three (3) days. If more time off is needed, arrangements shall be made with the employee?s immediate supervisor.

6.6 GROUP HEALTH INSURANCE

Health insurance coverage shall be made available to regular full-time employees. Enrollment for the insurance must be made within thirty (30) days of employment. Insurance coverage shall become effective the first of the month following thirty (30) days of employment. The County contributes a portion of the employee premium as approved by the County Commission. Employees are eligible for continuation of group health insurance coverage in accordance with COBRA (see Section 6.13, Termination Benefits). Enrollment for the group health insurance is administered through the Payroll Office.

6.7 RETIREMENT

All full-time employees are required to participate in the Public Employees Retirement Association (PERA). Enrollment into the retirement plan is administered through the Payroll Office. Employees may receive retirement benefits after accumulated years of service, age, or a combination of the two, in accordance with PERA guidelines. Contact the Payroll Officer for more information on retirement.

6.8 TRAINING AND PROFESSIONAL DEVELOPMENT

Grant County recognizes the value of professional development and personal growth for employees. Therefore, the County encourages its employees who are interested in continuing education and job specific training to research these opportunities further. Prior approval is required before signing up for seminars or courses.

Leave with pay may be authorized for an employee to attend official meetings as it pertains to the employee?s work and where the interests of the County are served, or to conduct County business at a location other than the employee?s regular work station.

Requests to attend job-related workshops and seminars must have prior approval of the Department Supervisor. Payment to attend approved job-related workshops and seminars may include the following:

  • Registration Fee;
  • Tuition;
  • Per Diem;
  • Mileage if use of personal vehicle is approved; and
  • Continuation of employee?s regular salary for no more than eight (8) hours per day. Overtime will not be paid.

See Section 8 for the Sample Expense Report Form

If the employee desires to attend a workshop or seminar that is not approved, the employee shall be responsible for his/her expenses. Arrangements must also be made with his/her supervisor to arrange vacation or leave without pay.

6.9 JURY DUTY

Employees shall be granted leave with pay when subpoenaed to appear in court as a witness or called to serve a as juror in court. The employee shall pay the County any witness or jury fees received by the employee for their service.

6.10 MILITARY LEAVE

Military Leave with pay shall be authorized for those employees who are members of the National Guard or Air National Guard of New Mexico, or any organized reserve unit of the Armed Forces of the United States, including the Public Health Service, for a period not to exceed fifteen (15) days in each calendar year. This leave is in addition to other authorized leave when employees are ordered to active duty training with such units. All employees called to active duty in emergencies declared by the Governor or the President for short periods of time shall be granted leave with pay, not to exceed fifteen (15) days in each calendar year. A copy of ?orders? must be attached to all requests for military leave. In addition, all employees who are members of an unorganized reserve component may be granted leave without pay not to exceed fifteen (15) days in each calendar year for the purpose of attending organized courses of instruction or training periods.

6.11 TIME OFF TO VOTE

Employees shall be allowed reasonable time off (not to exceed two (2) hours) with pay to vote if they are unable to do so before work or after work because of work scheduling. To be eligible for the time off with pay, the employee must obtain approval from the Department Supervisor. Employees are encouraged to vote before or after regular working hours, if the polls are open.

6.12 CREDIT UNION

Membership is available to employees of Grant County in the Chino Federal Credit Union and /or Fort Bayard Credit Union. Employees may make regular savings deposits and/or loan payments to the Credit Union through payroll deductions. Enrollment into the Credit Union is handled through the Payroll Office.

6.13 TERMINATION BENEFITS

An employee who terminates his/her employment after at least six (6) months of employment shall be paid any accrued and unused vacation time. An employee who terminates employment after at least six (6) months of employment and is in good standing (not under any disciplinary action) who has accrued sick leave hours, shall be paid for those hours at a rate of one (1) hour for every two (2) hours earned, up to 1,000 hours paid time equivalent.

Insurance programs (COBRA) shall remain in effect throughout the time frame paid by the employee. Employee health insurance benefits shall be provided to eligible employees in accordance with COBRA. All terminal benefits shall be handled through the Payroll Office. Terminal benefits shall be paid in the employee?s final paycheck. No exceptions shall be allowed unless approved by the County Manager.

SECTION 7

EMPLOYEE COMMUNICATIONS

7.1 STAFF MEETINGS

Departmental staff meetings will be held according to department procedure. These informative meetings allow employees to be informed on recent departmental activities, changes in the workplace and employee recognition.

7.2 BULLETIN BOARDS

Bulletin boards placed throughout the County?s facilities provide employees access to important posted information and announcements. The employee is responsible for reading necessary information posted on the bulletin boards. Under no circumstances shall information such as ?want ads,? ?for sale? items, or any information of a personal nature be posted on the bulletin boards.

7.3 SUGGESTION BOX

A ?suggestion box? is made available to all employees who have suggestions or ideas to improve the operation of the County. All suggestions shall be forwarded to the Manager?s Office. All reasonable suggestions will be responded to by the County Manager.

SECTION 8

SAMPLE FORMS

The following forms are samples of forms that are currently being used. They will be modified as needs of the forms change.

They are as follows:

Employment Application

Employee Evaluation

Request For Vacation/Time Off

Notice of Accident Form

First Report of Accident

Accident Investigation Report

Exit Questionnaire

Expense Report Form (Mileage and Per Diem)

GRANT COUNTY EMPLOYEE MANUAL:

PASSED, APPROVED and ADOPTED by the Board of Commissioners of Grant County, New Mexico, on the 24th day of April, 2005.

BOARD OF COUNTY COMMISSIONERS

____________________________________

HENRY TORRES, DIST. 3, CHAIRMAN

____________________________________

JOSEPH ARELLANO, DIST. 1

_____________________________________

CHARLES KELLY, DIST. 2

ATTEST:

_____________________________________

HENRY ?HOWIE? MORALES, CLERK

 
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