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Home My WebLink AboutOCSD 00-07 (REPEALED)RESOLUTION NO.OCSD 00-07 AMENDING RESOLUTION NO.OCSD 98-33 A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT AMENDING HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL The Board of Directors of Orange County Sanitation District, DOES HEREBY RESOLVE,DETERMINE AND ORDER: Section 1 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.C110.0O,Travel and Business Expenses,set forth in Attachment No.1,attached hereto and incorporated herein by reference. Section 2 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.Dl 0.00,Leave of Absence With Pay,set forth in Attachment No.2,attached hereto and incorporated herein by reference. Section 3 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.D20.00,Leave of Absence Without Pay,set forth in Attachment No.3,attached hereto and incorporated herein by reference. Section 4 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.D30.00,Holidays,set forth in Attachment No. 4,attached hereto and incorporated herein by reference. Section 5 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.D40.00,Conferrat/Donation of Leave,set forth in Attachment No.5,attached hereto and incorporated herein by reference. Section 6 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.D60.00,Benefit Option Plan,set forth in Attachment No.6,attached hereto and incorporated herein by reference. Section 7 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.Dl00.00,Reimbursement Policy for Obtaining and Renewing Technic~3l and’~rofessional Licenses,Certifications and Registrations,sei’forth i4~ttaØ~rñent No.7,attached hereto and incorporated herein by ref~r~,ce~ REPEALED BY OCSD 15-18 Section 8 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.E60.00,Internet Usage,set forth in Attachment No.8,attached hereto and incorporated herein by reference. Section 9 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by adding Policy No.E70.00,E-mail Usage,set forth in Attachment No. 9,attached hereto and incorporated herein by reference. Section 10 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.F20.00,Hours of Work-Non-Exempt Employees,set forth in Attachment No.10,attached hereto and incorporated herein by reference. Section 11 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.F20.10,Hours of Work-Exempt Employees, set forth in Attachment No.11,attached hereto and incorporated herein by reference. Section 12 Exhibit “A”of Resolution No.OCSD 98-33 is hereby amended by amending Policy No.F70.00,Discipline,set forth in Attachment No. 12,attached hereto and incorporated herein by reference. Section 13 That all other terms and conditions of Resolution No.OCSD 98-33 shall remain in full force and effect. Section 14 That all future amendments to Resolution No.OCSD 98-33 be made by Resolution. PASSED AND ADOPTED at a regular meeting held April 26,2000. c~y AU T:~4iz4,/~2.2~ Board Secr~ry H:\wp.dta\admin\BS\ResoIutions\2OOO~DO-O7.doc Orange County Sanitation District Policy Number:C110.00 Effective Date:April 26,2000 Subject:TRAVEL AND BUSINESS EXPENSES Supersedes:May 13,1998 Approved by 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for reimbursing employees for travel and business expenses. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all current employees regardless of their organizational unit. 3.0 DEFINITIONS 3.1 InuIuwnt~ub are Per Diem i6 money ~~“employee ~‘‘~“while on travel for the DiBtricts for meals,aratuitios anu inuiu~niw~ 4.0 POLICY 4.1 It is the District~€&~policy to reimburse employees for travel and business expenses in accordance with the procedures of this policy. 5.0 PROCEDURE 5.1 The Districts will reimburse employees for reasonable travel and other expenses incurred in the course of representing the Districts.on official business provided that approval is obtained in advance.All reimbursement claims for such expenses must be submitted on a Roguect for Travel Authorization and Expense Reimbursement form ~it~~~ an~aj~uIré~~A cj~plong with appropriate receipts and mutt meet conditiong and roouirempr~..~,1 ~L..£L.. orovigiong ~,u condition~u’i~ 6.0 EXCEPTIONS 6.1 — 6.2 Page 1 of8 7.0 PROVISIONS AND CONDITIONS 7.1 ~EFOP~A77~ 7.1 .1 ~ ~.~ re~ns~ad~s~21days in vanceJr~vel req ue~t~~ro to bo gubmitted a~f3r in ~dv~nce ~c po~sibIe to take advantage of discounted or reduced fares,etc. 7.1.2 ~pRsenefrTh~nd is ~ ~c~ip~ 7.1.3 ~ ~~ r~~ 7.1.5 Employees are to exercise every effort to minimize travel and meeting expenditures.When alternatives are available,the employee will utilize the least expensive alternative. 7.1.7 ~ ~ ~—~** 7.1.8 If the reacon for travel is to __ ~ ~on a panel or to give a presentation on behalf of the Districts prior written approval mutt have been i~gu~d by the General Manager Failure to do so may preclude attendance. Meeting registration is generally prepaid by the Districts and will be paid based on prior approval.If an employee is attending a meeting as a member of a professional organization related to their job responsibilities,the Distncts shall pay the entire cost of registration.If not,the employee chall pay the difference between member and non member reaictration foe 7.2 L~G~IN~ Page 2 of 8 7.2.1 Lodging shall be in a hotel,motel or lodge.S~wj!o room ratee thaIl app(y for authorized overnight travo ~~ifi~táiitIird ~~co i ~r~r~pioyee~ ~~~ ~ ~~~~~~ ~wr~.~ n,advance.~Meals or other ~ ~the daily reimbursement maximum agaln6t the per diem allowance 7.2.2 ~ >~~p”—. ~ r ~.~~~—~ ~r~,-i~l\~,whI,~~- 7.2.3 ~ -~:~~~~ ~~~~--~~ doe ~ ~ ~ ~ ~t~r~-~~~~ ~ ~~-~~~~--e’~r~ ~Automobile mileage reimbursement is given if an employee is required to use a personal vehicle for travel within the District’s general geographical area,which includes Orange,Los Angeles,Ventura,San Bernardino,Riverside,San Diego,Imperial and Kern Counties.Mileage 4€reimburged at the IRS rate per mile.Thic figure i~~dju~ted periodically based on IRS approved mileage allowancoc The District shall pay local transportation costs from the employee Els residence to the departure airport.If the employee uses their personal vehicle,then mileage will be paid at the current IRS-approved rate. Alternate travel to a departing airport shall be by bus,shuttle or taxi only. ‘are not allowed unle~prior aDnroval i~obtained ~ ~~ ~ 7.3.3 ~ 7.3.4 ~Ii~tpt~~ 7.3.5 The Di~trictc €hall pay travel expen€er p”~ degtination airport to the meeting €ite Page 3 of 8 7.3.6 Travel while at the local destination s1a41.may be by shuttle,bus or taxi, as needed.A rental car may be allowed.(compact,mid or full size),th9 least costly to be determined by the designated travel agency,if prior rsrr~tal is obtained 7.3.7 Parking at the departure airport shall be in a reduced fee lot only~ Parking shall be paid for the actual cost at other local area meetin9c~s reimbursable with receipts. 7.4 AUTO RENTALS Rented autos shouldonly be used when no other nieañs Of transportation is economically feasible Use of airport or hotel shuttles !s encopraged. 7.4.2~~~mt ni~,1i~iti~er ~t~nd~rr4 mr~d~l m~1~~izé cCr ~Cla~sC)~,~or ~b t~ed. I i ie )r.dinal copy th~~Travel —- - lñ~uirance~—The Di~trict is insured 6riélf~irisiired for datha~Wtb ré’ntál cars used on company business.ONLY the “Loss Damage Waiver Fee”is..to be accepted and is reimbursable Any additional insura~ purchased for the rentalcaris not reimbursable. 7.4.4~Refltal Contract -When completing the rental agency contract,sign far the District,not as an individual (i.e.Orange county Sanitation Districtj CA,by (name) 7.4.5 Gas Sürchirge The Di~trict will nbt pay fuel surchárges. I 7 A ~Dàmàge -In the éventof damage to rentalcars,alldetails of me event reported to the police and/or the rental firm must also be ~ DisthctSafet~Mañáger within’24 hours of the incident. 75 AIR TRAVEIJ The Di~trictbeiitraIizes airline and ren travel through’Woildview Travel in orc cost savings Nuñ’ther~to cafl1for res~ Business Wàrtd~iéwTr Contact PeNon Cherie Lowe Address Di~frictTraveiCdnsuItant 535MtonBlvd.,Suite 160 Costa Mesa,CA 92626 BüsiñéssPtióflé - (7~~4~540~7400 Business Phone 2 1-800-627-8726 Business FAX - !~~94~ E-mail -- cheñe@wàrldvmew corn Page 4 of 8 company~policy~The towist practical ~f~?es st~all bé~s~lected ~An ~ ~9~j~e%~it ~Awf~ro~are for coach ~~~~ to be made or’”through the Digtrict~E degiqn3ted ‘~“~‘ shaH determine the Ie3ct coetly ~irf3re for the trip A~~p~p~g TI~ U 7.5.2 Airline Reservations -Employees must not make company bü~iness arrangements directly with airlines,other travel agencies,or use an Internet service for business travel.Such transactions must go through designated travel coordination staff for the District to claim its negotiated rebates on volume purchases.Ticketing must occur within 24 hours of making the reservation to preserve ~the quoted airfare price. 7~3 Frequent FlyerMilés -E~i~loyee~who hélong to frequent flyer progréms á~e éntitléd to personally use all bonuses accrued by them on company business. Under no circumstances,however,may employees purchase more expensive tickets in order to accumulate frequent flier mileage or upgrade the class of service.First or Business Class upgrades may be used as long as The ticket still represents the lowest practica!airfare. 7.54 -.- Excess Baggage Fees The Di~t~i~t ~ill i~ot ~imbu~é for e~cess baggage fees if not related to company business.This includes sporting equipment.. 7.5.5 Altèrñátive Ai~pth~tè-Altemàtive airports within close prbximity (Los Angeles, Long Beach,and Ontario)must be used if the savings exceed $150. 7.5.6 Lost Ticket Application—Once an emplbyée á~cë~tsa District paid ticket~he or she is responsible for it.If an employee loses a ticket,the replacement of the District-paid ticket and all related fees are the employee’s responsibility.: Woridview Travel may not be used for this purpose;however,employees mist contact Woridview Travel immediately,requesting them to file a Lost Ticket Application with the airline.If and when the District is reimbursed,the emplàyee will be entitled to the cost of the original ticket less any fees incurred.Employees must take extra precautions to avoid losing ticket(s),which result in extra fees and delays for refunds: ~4~•Unüséd Fli~ht Tickets-Uñus~d fli~ht tickets ü~fbe~etumèd to division: clerical staff within seven days of issuance.Clerical staff will retain the unused. flight ti~ket for future District air travel by the same person. 7.5.10 S if the~stá~err~~il~in signthcant~co~st~savings to the~Di~tnct !n~genera!~it ,Sr ~~‘~~ Page 5 of 8 Saturday night etay over reduced/air fare ~aving~exceed the lodging and per diem expen~e~for the added travel dayE,the Dictrictc may require employees to travel-accordinolv. ~~fro~n1’~ ~ 7.6 MEAL~EN7~A}p~ST 7.6.1 7.6.2 ~~e meeting includes a portion of a day the per diem ~~In?bursement will be prorated based on ~the following ~ $10.00 per day (Breakfast $6.00;Lunch:$10.00;Dinner:$18.00~. Rêiä~uèd~fá?~reimbLir~ieiit1 An-employee shall not be eligible for full per diem on came day travel for meetings within Orange County.The cost of lunch or may be reimbursed if not included in registration fee. a meeting includes 3 mandatory meal that is greater than the meal allowances listed in Section 7.7,per diem ~jöijt’will be adjusted by the difference between the allowances in Section 7.7 and-th~e required meal charge (generally paid as part-of registration feet) 7~6!4Pió~idid~Miit~Miáliê ~ ~~~i>~~ ~ employee shall not be eligible for per diem when meals are provided by air or other common carriers. If a meal is included in the registration fee paid by the Districts-an employee shall not be entitled to per diem for that meal ~ p ?~W~e~es1f ~ ~I~j!Jde~ ~~~•1~has been incurred ~~.Depaent~nurnbepthe~chargedl~ ~umnvoj~e~ en ~~-w,—~‘r~ee~,~‘~.~.‘rr ‘~er ,~zr?.~-~Es~etth~dua~maxwnumson.a~ ~ TBg~$~AAV~ Page 6 of S — ~ ~4~Z ~ ~ ~ J8~3$~l~enr~l p ~ ~ ~ ~ ~9~~4rn ~~~W~4 ~~ ~ ~~~ ~Di~trict~chall reimbur~.e employees for one telephone call to home per day at a rate not to exceed $1.25 per day.Calls to the Di~trict€thall be made by Di€trictc provided credit card or collect.~uginegs related faxec will be reimbureed if a receiot jg providod~ mInImumfe~Jest amo~u~t ~~To re~i~ ~~R~uest~fo~ ~~~~ reimbursable~un1ess there artenuating~circumstances~approved~bydhe:~E~nco& not allowed a&defined in this policy are not reimbursable without prior written approval.such expen~e€include but are not limited to entertainment,recreation tonal ILWET1~ ~~CJothr~g~and)toiletne~ ______~~~~~~~ InSUrance ~~ ~ - Page 7 of 8 ~44~~ ~The~ áII~he~ithbneñt~ä~ckáge.The~ ~ ~4 ~~~— ~to~re,mburse~ ~~~*..~~ ~copies~ ~is~pt ~to~t ernpIoyee’~and~to the Acc~un~ ~ 7.14.1 ~ ~shall ~~~request vouche~ to AM ~a~i4 f~F p~~g~co~y of ~jithgg~j~ttet~ ~ 8.0 RELATED DOCUMENTS 8.1 ‘for Travel Authoriz3tion and Expense Reimbursement”form 8.2 ~ 8.3 RI n~fo~ 8.4 ~ 8.5 f~~Nc~f&&i 8.6 CSDOC Q~S~Administrative Standards and Procedures Guidelines, Section 111-22,Travel and Training Page 8 of 8 ORANGE COUNTY SANITATION DISTRICT REQUEST FOR TRAVEL EXPENSE REIMBURSEMENT After approval,submit this form,a completed Daily Expense Breakdown Form and receipts to Training or Accounts Payable.Receipts are to be taped to 8-1/2x11 white sheets.If expense receipts are missing,an approved &ceptions Memo”must also be attached to the package. Duration: .- ouw,Lu~dtk Budget Subledger#orCapital Fund :Div.#Object #Attendee Div.#Project #Subsidiary #or Phase #~‘ Preparer’s Signature: ____________________________________ Date: ___________________ Ext. CERTIFICATION I hereby certify that the above expenses were incurred by me in connection with business for the District in accordance with the Policies set forth that said expenditures are true and just,and that payment thereof has not been received. Submission of fraudulent expenses shall be grounds for immediate dismissal. E:Costs incurred within the final 90 days of service will not be reimbursed unless specifically authorized. Employee Signature: ____________________________________ Date: ___________________ Ext. ______________ Travel Expense Reimbursement Form/Travel Expense Reimb.Form ‘‘—Revised i iii w~*~i ORANGE COUNTY SANITATION DISTRICT DAILY EXPENSE BREAKDOWN RECORD (Totals are to be entered in Section II of Travel Expense Reimbursement Form.Attach this sheet and receipts that have been taped onto 6-1/2 x 11 white sheet(s)to Travel Expense Reimbursement Form and submit to Accounts Payable) Date ~Weekday~:$J 6’00~. ~Eb~ ~$10 O0~ ~pthnér $1800 :~ ~ ;~baiiy. ~TptaIs Include tax and tip.Receipts are required for reimbursement.NOTE: $6 per day is allowed for incidentals for overnight travel only.This is to be noted separately on Travel Expense Reimbursement form. $- .___________ $- $- $- $- $- $- TOTAL $- ~CCO.MMODA~flONSt~~~ ~iithi~ ~ ~pàtó:~ ~DQp~rtwe ~b1t~k* ~Nq~ofj ~ti~ ~Roofl~1 ~Rat~~ Lodging Amount ~(#Night&k~Rate) Hotel: Phone No: Detailed receipt required. AiiNE~i1~oRMkrtdN~~~L ~~~~ ~1 ~Date~ ,‘~ ~:‘~~~ ~~To ~“~.‘ ~.~1Depart~ ti~i1~ ~ArrWat ~ $ ‘~Airfarè~, Amount’ ~: ~ Airline Name: Departure Flight No.:I Connection Fliqht No.: Return Flight No.: Connection Flight No.: Confirmation No:TOTAL: Attach copy of itinerary and ticket receipt TOTAL: ~R~N~A:N~ ~ ~ ~ ,~‘“‘~~~ ‘~ ~R~ate~ “~~ No~D~,s ReñtalFe ‘~‘ ~~Rätex’Term Car Rental Agency:$- Confirmation No.:TRANSPORTATION GRAND TOTAL:$- Attach detailed receipt $ $ $ A receipt must be provided for each expense for which reimbursement is requested.If for any reason a receipt cannot be provided,an “Exceptions Memo”to the Accounts Payable Dept.must accompany the Expense Reimbursement package that explains why a receipt has not been provided (e.g.,lost,not issued,etc.).Otherwise,reimbursement will not be paid for the item(s)in questions.The Exceptions Memo shall be signed by the Department Head. Page 2 of 2 ORANGE COUNTY.SANITATION DISTRICT TRAVEL AUTHORIZATION REQUEST Note:This form must be fully completed and submitted as an email attachment when requesting authorization from your immediate Supervisor to travel on OCSD business. ~~ SEC~QN~EMPL~QY~Ei1NFORMATIQN ~~~~4~Th~t ~~‘,~i I~ Name:IEmpl.#I I Date:I iMeeting E Training:LI Purpose: . Duration:From:ITO:Location: ~~SE~Qf~INf~k~:~~r Fund Budget Div.#Object #Attendee Div.# Subledger #or Capital Project #Subsidiary #or Phase # .. Mileage:District Vehicle:fl Personal Vehicle:LI Miles:x $0325 $- Air Fare:Reg:$Saturday Stay:$$ Transportation:Car Rental/Shuttle/Taxi (including tips)$ Parking Fees:$ Meals:(Guideline:$6 Breakfast,$10 Lunch,$18 Dinner,$6 Incidentals)$ Registration Fees:$ Lodging Fees:$ Telephone Personal -$4.25 per day Calls:Plus Business Calls and Fax $- EMERGENCY Cash Advance ($100 minimum.Overnight only) (Emergency Cash Advance Form required)$ ~TO~TAL~$- Note:If any portion of the above expenses will be paid by an outside agency,written confirmation from the hosting agency must be submitted with this request. Trip will originate from LJOCSD LHome Lbther Departure Address: Destination Address: SEC~ONjlV~How~lll th ~upport the goats~of ~~id~1~~1&~3~$~ CERTIFICATION By submitting this request,I agree to abide by current OCSD Policy and Procedures, understand that I must provide a receipt for each item for each reimbursement item and that failure to attend may impact my performance review. uLu/uu April 4,2000 MEMORANDUM TO:Accounts Payable FROM: SUBJECT:Training/Meeting Expense Reimbursement —Lost/Unavailable Receipts The following receipt(s)have been lost or are unavailable: 1. 2. Other expenses not pre-authorized: I incurred the following unforeseen expenses: 1. 2. Contact me at Ext.if you have questions. (Employee Signature) (Department Head Signature)• REQUEST FOR EMERGENCY CASH ADVANCE EMPLOYEE NAME:AMOUNT: ________________________ DATE DUE/PAYABLE: Employee ID No.: — PREPARED BY: ________________ DATE: — EMPLOYEE: ___________________ DATE: — SUPERVISOR: ___________________ DATE: MANAGER:_________________DATE: DEPARTMENT HEAD: ___________________ DATE: FINANCE APPROVAL: ___________________ DATE: PURPOSE AND DESCRIPTION ITEM FUND#DIV#OBJ#SUBLEDGER#QTY UNITPRICE TOTALAMOUNT 99 10538 $- Attach signed Justification Memo before submitting to Accounting. Emergency Cash Advances may only be used for overnight travel. Minimum Cash Advance amount:$100 Maximum Cash Advance amount:$250 *****GRAY AREA FOR ACCOUNTING DIVISION USE ONLY ***** SUPPLIER NUMBER INVOICE NUMBER SPECIAL HANDLING BATCH NUMBER VOUCHER NUMBER I I I I I I I I SECTION III 22.0 OFF-SITE MEETINGS AND TRAINING The District is committed to the standards of a “high-performance work place.”In order to achieve this goal the District has made funds available,through the Annual Budget, to provide~support in the development,implementation,and delivery of training programs,whether local or out of state. Forms for travel-meeting authorizations and expenses can be found in Ntglobal/Forms in the Travel and Meetings —Authorizations and Expenses folder. I.PRE-TRAVEL The following guidelines are in accordance with the District’s Human Resources Policies and Guidelines,Policy CIlO,“Travel and Business Expenses.”Please refer to this policy for specific provisions and conditions associated with this topic. A.AUTHORIZATION •District employees participating in off-site training functions or meetings must complete a “Request for Travel Authorization”form at least 21 days before the training function or meeting are to take place.This form is available in Outlook under Tools/Forms. •Upon completing the “Request for Travel Authorization”form,the form shall be forwarded to the employee’s Department Head for approval.A copy of the approved form shall be forwarded to the Employee Development Division for budget tracking purposes. •The “Request for Travel Authorization”form shall remain in the employee’s division,filed according to their divisional filing structure.This form does NOT need to accompany reimbursement packages or payment requests. B.REGISTRATION The designated division travel coordinators are responsible for registering division employees for training functions or meetings.Payment for registration is usually required before the date of the training function or meeting.To process registration payment the division travel coordinator shall: 4.Prepare a “Registration Payment Request Voucher”form Revision Date:1/20/00 Section.Ill 22-1 4.Attach a copy of the registration form or supporting documentation to the “Registration Payment Request Voucher”form 4.Obtain proper division signatures 4.Forward the paperwork to the HR Employee Development Division (Training)for training events or the Accounting Division for meetings/conferences. NOTE:If the function is charged to 51520,51530 or 51540,the paperwork must be submitted to the HR Employee Development Division (Training);if the function is being charged to 51420,51430,51440,the paperwork should be submitted directly to the Accounting Division. C.AIR TRAVEL 1.OCSD centralizes airline and rental car reservations for business travel through Worldview Travel in order to gain efficiency and obtain cost savings.Numbers to call for reservations and ticket delivery are: Business Woridview Travel Contact Person Cherie Lowe Address OCSD Travel Consultant 535 Anton Blvd.,Suite 160 Costa Mesa,CA 92626 Business Phone (714)540-7400 Business Phone 2 1-800-627-8726 Business FAX (714)979-6040 E-mail cherie@worldview.com Web Page http://www.worldviewtravel.com 2.Worldview Travel -The Woridview Travel Agency will determine air travel routes,class of service,carriers,and auto rentals according to company policy.The lowest practical airfare including discounts and non refundable fares shall be selected.An employee will not be reimbursed for airline tickets obtained from an unauthorized source unless it is an emergency. 3.Airline Reservations -Employees must not make company business Revision Date:1/20/00 Section Ill 22-2 arrangements directly with airlines,other travel agencies,or use an on line service for business travel.Such transactions must go through designated travel coordination staff for OCSD to claim its negotiated rebates on volume purchases.Ticketing must occur within 24 hours of making the reservation to preserve the airfare price quoted. 4.The Division Travel Coordinator is responsible for preparing the Airfare Blanket Purchase Order Request form as soon as a flight is booked with the travel agent.This form is found in Ntglobal/Forms in the Travel and Meeting -Authorizations and Expenses folder. 5.Obtain proper division signatures on the Airfare Blanket Purchase Order Request form. 4.Forward the paperwork to the HR Employee Development Division (Training)for training events or the Accounting Division for meetings/conferences. NOTE:If the function is charged to 51520,51530 or 51540,the paperwork must be submitted to the HR Employee Development Division (Training);if the function is being charged to 51420,51430,51440,the paperwork should be submitted directly to the Accounting Division. II.POST-TRAVEL A.Completing the Expense Reimbursement Form (Step-by-Step Instructions) Before preparing the expense report,make sure all receipts are taped to 8-1/2x1 1 white sheets.If any are missing,an exceptions memo must be prepared detailing the date, the expense and the amount and why the lack of a receipt.The memo must be signed by the Department Head and attached to the Expense Reimbursement package. 1.Open Excel and g:\Ntglobal\forms\Travel and Meeting Expense folder. 2.Click on and open the Travel Expense Reimbursement Form document. 3.Click on the tab at the bottom of the screen named Daily Expense Breakdown worksheet.If completing the package by hand,print the form and complete in ink.If completing it on the computer,fill in the required information: A.Out-of-Pocket Expenses Using either meal or hotel receipts,complete the daily expense form by noting actual expenses for meals including tax Revision Date:1/20/00 Section Ill 22-3 and tip.There is a $34/day maximum reimbursement for meal expenses. If meals are provided by airlines or included in registration additional reimbursement for that meal will not be allowed. B.Lodging Accommodations Fill in requested information.This may be done prior to travel.A copy of the hotel/motel bill must be attached to the package. C.Airline Information Fill in requested information.This may be done prior to travel.A copy of the itinerary and the ticket receipt are to be attached to the package. D.Transportation If a rental car is used,complete this section.A copy of the receipt must be attached with the package. A copy of this form shall be included in the Travel Expense Package 4.Click the tab at the bottom of the first worksheet entitled Travel Expense Reimbursement Form worksheet SECTION I —EMPLOYEE AND BUDGET INFORMATION Use the Tab key to move through the document. Fill in:Name Employee Number Today’s Date Check whether a Meeting or Training Purpose Duration —From:To: Site/Location Complete the Accounting Information: Budget Div.#is the Division number the travel is charged to (either 520-Training or traveler’s Division number. Object#-If travel is for Training,use 51530;if for meeting,use 51430. Attendee Div.#is the traveler’s Division number. Subledger #or Capital Project #is for charging to specific projects. Subsidiary #or Phase #is for charging to specific projects. SECTION Il—ITEMIZED EXPENDITURES Automobile:Check if using Company Car (mileage will not be reimbursed). If using Personal Car,figure mileage using Yahoo!Maps on the Internet.Mileage is reimbursed at current IRS rate. Air Fare:Insert fare from itinerary or ticket receipt. Revision Date:1/20/00 Section III 22-4 Transportation:Insert total from Transportation section of Daily Expense Breakdown worksheet,or the total of expenses paid for taxis, shuttles,buses,etc.as evidenced by receipts.If receipts are missing or unavailable,then an Exceptions memo must be prepared and approved by Department head and submitted with the Expense package. Parking Fees:Total of all parking (hotel,event,airport)fees paid, evidenced by receipts.If receipts are missing or unavailable,then an Exceptions memo must be prepared and approved by Department head and submitted with the Expense package. Registration Fees:Place an ‘x’before either OCSD Check or Procard to indicate how the registration was paid.Insert the amount in the prepaid section.If registration was paid on site,insert that amount in the “Actual”column,and attach a receipt as proof of expenditure. Meals:Insert total from Out-of-Pocket Expense section of Daily Expense Breakdown form. Incidentals:A $6 per day allowance is provided to cover incidentals.No receipts are required.Multiply the number of days of travel (overnight is 2)by $6 and insert that total. Lodging Fees:From the hotel/motel bill,insert the total charge for the room, including any taxes.Deduct other charges and include in the proper category,i.e.meals,telephone calls,parking,etc. Telephone Calls:A $4.25 per day allowance is provided for a personal call. All business calls and faxes,as evidenced by receipts,are reimbursable.If calls are made from a hotel/motel,the charges will appear on that bill.A ‘P’(personal)or ‘D’(District business)shall identify each call.If the traveler has a District-paid cellular phone, the $4.25 per day allowance may not be paid. Other Expenses:For expenses that can not be included in any of the above sections,prepare an Exceptions Memo detailing the expense and attach the receipt.Insert the total in the “Actual”box. Emergency Cash Advance:If the traveler has received an Emergency Cash Advance,insert the amount in the “(A)Pre-Paid)column.It will automatically be subtracted from the total amount due. At this point,save the document according to your division computer filing structure, Revision Date:1/20/00 Section III 22-5 using ‘SAVE AS.’Print both worksheets.Staple the receipt sheets behind the forms and obtain signatures. NOTE TAKE FIVE MINUTES BEFORE SIGNING THE FORMS TO REVIEW THE INFORMATION FOR ACCURACY.If Accounts Payable finds errors in a Travel Expense Reimbursement form,the package will not be processed and will be returned to the traveler’s Department Head for review. Preparer’s Signature:Whoever completes the form for signature approvals must sign and date it.Signing the form acknowledges that the information submitted is accurate and in accordance with District policy as evidenced by the information provided by the traveling employee. Employee Signature:The person requesting reimbursement shall sign the form before submitting for approval.Signing the form acknowledges that the information submitted is accurate and in accordance with District policy. SECTION III —EXPENSE REIMBURSEMENT APPROVAL SECTION Depending on the total of the incurred expenses,signatures are required per the Delegation of Authority Resolution,No.99-23. After approvals are received,the Reimbursement package is submitted to: A.Training first,if the travel was required to attend a training session,or B.Accounts Payable if the travel was necessary to attend a meeting or conference. Reimbursement is usually received within two weeks. Revision Date:1/20/00 Section III 22-6 SECTION III 22.1 ON-SITE TRAINING The Human Resources Employee Development Division handles the coordination of all on-site training except safety and compliance training.Safety and compliance training is coordinated through the Safety and Emergency Response Division.The mission statement of the Human Resources Employee Development Division is as follows: “Through cost effective,well-coordinated training and development activities, the Employee Development Division provides performance improvement support and learning programs to meet individual,departmental and organizational goals.” A.TRAINING CALENDAR A schedule of upcoming training classes is currently accessible through the District’s Intranet website. The Training Schedule lists all on-site training scheduled by the Human Resources and Employee Development Division based on training requirements and the approved budget for the fiscal year. This calendar provides managers and supervisors with information to assist in planning and scheduling training for the employees within their division(s)and employees with information regarding training classes for which they are scheduled. B.ENROLLMENT All District training is scheduled through the employee’s Division Supervisor and/or Manager.Contact your Supervisor andlor Manager if you would like to enroll in training. C.CENTRALIZED RECORDKEEPING SYSTEM The Human Resources and Employee Development Division utilizes Training ServerTM,a database management system,to track District training information.Training ServerTM is a training records management system;however,it does much more than simply manage records.It provides a comprehensive link between employees present training records and their future training requirements.It allows training to be scheduled in advance,and detects various conflicts,such as individual schedules,training locations and training times. D.TUITION REIMBURSEMENT PROGRAM This program is designed to encourage self-development of District employees.It provides qualifying employees with tuition reimbursement for job-related educational courses at accredited colleges, universities,or other approved institutions.The program requires that such cpurses are primarily for the purpose of increasing capabilities in present positions,prepare employees for positions to which the employee could be reasonably expected to advance or update professional and/or technical capabilities that are pertinent and beneficial to the District. E.CERTIFICATION REIMBURSEMENT PROGRAM The purpose of this program is to encourage employees to attain District approved certification that verify levels of competency.To meet this goal,the District will provide qualifying employees with financial reimbursement for the fees associated with acquiring and maintaining District approved technical and professional licenses,certifications and registrations.This policy is also designed to cover the certification/license expenses for employees who participate in voluntary certification Revision Date:1/20/00 Section Ill 22—1 programs either required or preferred by the Districts. F.COMPUTER BASED TRAINING (CBT) Computer-based software training is an interactive training tool that helps you learn a computer application right at your desktop PC.Information is delivered to your screen,questions are posed, and you receive feedback on your responses.You navigate your way through the training process in a graphically enhanced environment,and finish with an exam that measures how much you have retained.This training gives you flexibility,by letting you take each course at your own pace,at your own workstation,and at a time that is best for you.For computer based software training,the Education and Training Division utilizes a system called SkillVantageTM Manager 2.3,a trademark of NETg. G.RESOURCES The Human Resources Employee Development Division has a library of various videos,books, audiotapes,magazines and periodicals that are available to District employees.Employees wishing to check out material should contact the staff of the Human Resources and Employee Development Division for assistance. Revision Date:1/20/00 Section III 22-2 Orange County Sanitation District Policy Number:D10.00 Effective Date:April 26,2000 Subject:LEAVE-OF-ABSENCE WITH PAY Supersedes:April 22,1998 Approved by 1.0 PURPOSE 1 .1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of the District’s leave-of-absence with pay program. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 All District’s employees. 3.0 DEFINITIONS 4.0 POLICY 4.1 Vacation Leave Except as otherwise provided,regular full-time employees accrue vacation leave,in accordance with the following schedule: Years of Service Hours-Biweekly Hours-Annually In years 0 through 1 3.08 80 In years 2 through 4 3.08 80 In years 5 through 10 4.62 120 Inyearll 4.93 128 Inyearl2 5.24 136 Inyearl3 5.54 144 Inyearl4 5.85 152 In year 15 and over 6.16 160 4.1.1 Vacation leave begins to accrue after a new employee has completed six months of continuous service.After the first six months of service,the employee’s account will be credited with 40 hours.After that time,the employee will accrue vacation hours consistent with the above chart.Vacation leave may only be utilized in increments of one-half hour or more.Vacation leave is accrued for all paid hours,including hours actually worked and hours in a paid-leave payroll status.A full-time,regular employee will be granted pro rata vacation leave credit during any pay period in which he/she is absent without pay for one (1)full working day.A part-time,regular employee will not be granted vacation leave credit during any period he/she is absent without pay on his/her regular working day.Employees may have a maximum accumulation of 200 hours as of the last day of the final pay period in December of each year.In the event an employee accrues vacation leave in excess of 200 hours, it must be used prior to said December date,all other remaining hours in excess of 200 will be paid to the employee in the first pay period in January at the employee’s then current hourly rate of compensation. 4.2 Sick Leave Sick leave is an insurance or protection provided by the District to be granted to employees in circumstances of adversity to promote the health and welfare of the individual employee.It is not an earned right to take time off from work.Sick leave is defined as the absence from duty of an employee because of a bona fide illness,injury, or pregnancy,or to attend to the illness or injury of a family member as hereinafter defined.Temporary employees are not entitled to sick leave benefits. 4.2.1 Sick-Leave Accrual.Full-time employees hired prior to November 27,1981,accrue paid sick leave at the rate of three and one-half (3.5)hours for each biweekly pay period of continuous service (ninety-one (91)hours per year).Full-time employees hired on or after November 27,1981,accrue paid sick leave at the rate of three (3.0) hours for each biweekly pay period of continuous service (seventy-eight 78]hours per year),beginning with the first day of employment. 4.2.2 Sick-Leave Credit.A full-time,regular employee shall be granted pro rata sick-leave credit during any pay period in which he/she is absent without pay.A part-time, regular employee shall not be granted sick-leave credit during any period he/she is absent without pay on his/her regular working day.In the event an employee is required to work part-time by direction of his/her physician,sick-leave credit shall be prorated,except that sick leave shall continue to accrue if an employee is absent due to an injury arising out of or in the course of his/her employment and is entitled to Workers’Compensation benefits. 4.2.3 Annual Payoff.Employees may elect annually to be paid for any unused sick leave hours accrued through the end of October at their current hourly rate according to the following payoff schedule or as specified in a Memoranda of Understanding. Accrued Sick Leave Hours Rate of Payoff 0-100 0% 101-240 25% 241-560 35% Over 560 (mandatory)50% 4.2.4 Sick Leave Incentive Plan.The Sick Leave Incentive Plan applies to Executive Management,Management,Supervisory and Professional and the Confidential Groups.The Plan will be administered on an individual Group basis.If the average sick leave usage of employees in a Group is under 40 hours per year,calculated on annualized actual time off during the period from January 1 to December 31 exclusive of catastrophic illness or injury requiring absence in excess of 200 hours or industrial injury leave in excess of 80 hours,the annual payoff for unused sick leave will be as follows: Accrued Sick Leave Hours Rate of Payoff 0-100 10% 101-240 40% 241-560 50% Over 560 (mandatory)60% 4.2.5 Employees who separate for any reason other than retirement or death shall be compensated for any accrued and unused sick leave according to the above schedule.Employees who retire or decease shall be paid at the fifty percent (50%) rate for all accrued and unused sick leave. 4.2.6 Permissible Uses Sick leave may be applied only te~when: a.~The ~mrlnv~c~~~erfórth his;or h~èr normal •hr ss~injury,~~a.medicaI condition. b or ie purp6~)f dbthinrng professional diagnosis or treatment ~ur ~rrieui~ai,condiuonof the employee or.the absence is due to medical and dental office appointments of an employee when approved by the employee’s supervisor. c The absence i~for other miducal reasons of the employee such as pregnancy or obtaining a physical examination. d.The absence is for the care of the employee’s parent,f3ther father-in-law. mother,mother-in-law,brother,sister,hu~b~nd,wif9 spous~,child,step-child.’ grandchild,grandparent,legal guardian,or any family member with whom the employee resides. e.The ~bs~ènceis due to a job-related injury. f.In accordance with Labor Co .Section 233,the absence is~ec~ü~e thé employee’s~presence is i~eeded’to-atte~nd to an illness of aparenr(biological, foster or ~adoptive),step parent,legal guardian:spoUse,child .(biblogical;foster or adopted),step child,legal ward or a child of a person standing in !oco pare ntis, provided that no more than the amount of sick leave that wni 11(1 ~rr.ri ip tn th~ employee during six (6)months at the employee’s then current rate of accrual shal!be applicable to this type of sick leave in each calendar year. 4.2.7 General Provisions To qualify for sick-leave pay,the employee must notify the District at or in advance of the time the employee is scheduled to report for duty. Minimum charge to the employee’s sick-leave account shall be one-half (.5)hour and thereafter in one-half (.5)hour increments. 4.2.8 The Director of Human Resources shall be responsible for control of abuse of the sick-leave privilege.If notified in advance by a manager or supervisor,the employee may be required,at any time,to furnish a certificate issued by a licensed physician or nurse,or other satisfactory evidence of illness;however,for absences of ten (10) consecutive working days or more,a request for leave and a medical statement,on prescribed forms,stating expected date of return must be submitted to Human Resources.Upon return to work,a written doctor’s release must be submitted to Human Resources.For absences of one or more working days in an unpaid status, a request for leave and a medical statement,on prescribed forms,stating expected date of return must be submitted to Human Resources. 4.2.9 If the need for leave is due to the employee’s serious health condition,as defined in the Family and Medical Leave Act (“FMLA”)or the California Family Rights Act (“CFRA”),the certification requirement shall comply with provisions of these Acts. 4.3 Personal Leave Personal leave is provided to allow employees time off with pay for vacation,personal business and non-job-related illness or injury.Personal leave is accrued by full-time employees for all paid hours,including hours actually worked and hours in a paid-leave payroll status,on a biweekly basis as follows: Personal Leave Hours Years of Service Biweekly Annual O through 1 2.31 80* 2through4 5.38 140 5throughl0 6.92 180 11 7.23 188 12 7.54 196 13 7.85 204 14 8.15 212 15 and over 8.46 220 *OnIy 60 hours may be taken in the first year;the 20 additional hours shall be credited to the accrual balance following successful completion of one year’s service. 4.3.1 Scheduled Time Off Management shall make a reasonable effort,considering the operational needs of the District,to accommodate all employee requests for time off. Scheduled time off should normally be requested at least two weeks in advance to increase the likelihood of those dates being approved.However,in the event unforeseen circumstances prevent such advance notification,employees may request scheduled time off with as little as one day’s notice.Employees with at least one year’s service must request at least 40 hours off each year.Preference among employees who request time off at least six months in advance shall be based on seniority.Requests received less than six months in advance shall be scheduled in the order received.Personal leave may only be reported in in€remontc of one-half- hour or ~o~e 432 ~Unscheduled Time Off Personal leave that is classified as unscheduled time off provides income protection to an employee who is unable to work due the following: a.The employee is physically or mentally unable to perform his or her n~rri~iài’ functions due to illness,injury,or a medical condition. b.The absence is for the purpose of obtaining professional diagnosis or treatment for a medical condition of the employee or the absence is due to medical and dental office appointments of an employee when approved by the employee’s supervisor. c.The absence is for other medical reasons of the employee,such as pregnancy or obtaining a physical examination. d.The absence is for the care of the employee’s parent,fathor father-in-law, mother,mother-in-law,brother,sister,husband,wife child,~~il~i ~grandparent,legal guardian,or any family member with whom the employee resides. e.~due to a job-related injury. ~~~rn ~—rn~*~r ~~~ -~-~~*~7 ~~employee s4presen ~(biological;~~ ~ ~~~- prov~dedtthat~no ~sic~leav~f t~ul~ccru~to the ~4 r ~- ~ to illness,injury or pregnancy,or who is caring for an ill or injured member of his/her immediate family or for other personal emergencies./\n~employee must account for Unscheduled time off must be accounted for by ~Unscheduled Time Off Report form (coo attached)upon ~return to work.,except that two days of Personal Loavo may be charged to Unscheduled Time Off each calendar year without documentation.When an employee h~s an unechoduled and undocumented absence,the employee’s supervisor will file an Unscheduled Time Off Report form indicating that the absence is unscheduled ~nd undocumented. ‘“~‘-‘ieduled and undocumented absences will be considered when determining the employee’s total number of unscheduled occurrences.For all other days Er~ployees may be required to submit medical documentation Q~@11 their injury or illness.It is the responsibility of District’s management to control the potential abuse of unscheduled time off privileges.Tardiness under ~T~1~Ji1 15 minutes shall not be deducted from the employee’s pay,but numerous occurrences will be addressed through the progressive discipline procedures T~di ~f~öiWhour ~r~j~~ll1 ~ 4.3.3 An employee’s attendance record shall be reviewed with an employee after five separate occurrences of unscheduled time off,including the two undocumented days referred to in Section 1.3.2 to provide an opportunity to assess problems that could potentially lead to disciplinary action.The accumulation of the sixth and seventh occurrence within a calendar year shall result in a verbal warning.The eighth occurrence shall result in a written warning.Employees who are charged with ten occurrences of absence within a twelve-month period shall be subject to termination. Absences of multiple consecutive days involving the same injury or illness shall be considered a single occurrence.The District also has the right to discipline employees on the basis of total absences away from work.Employees must notify their supervisor prior to the start time of their shift when they are unable to report for work.Employees returning from an extended leave should notify their supervisor as soon as possible to facilitate personnel scheduling. 4.3.4 The Director of Human Resources shall be responsible for control of abuse of the unscheduled leave privilege.The employee may be required,at any time,to furnish a certificate issued by a licensed physician or nurse,or other satisfactory evidence of illness;however,for unscheduled absences often (10)consecutive working days or more,a request for leave and a medical statement,on prescribed forms,stating expected date of return must be submitted to Human Resources.Upon return to work,a written doctor’s release must be submitted to Human Resources.For absences of one or more working days in an unpaid status,a request for leave and a medical statement on prescribed forms,stating expected date of return must be submitted to Human Resources. 4.3.5 Personal Leave and Workers’Compensation Leave Employees who are injured in the course of their employment are placed on Workers’Compensation Leave,and receive wage loss benefits to which they are entitled under the Workers’ Compensation Act.Employees may request to receive prorated Personal Leave pay to supplement their Workers’Compensation payments in an amount such that the sum of both is equal to the employee’s regular base pay. 4.3.6 Personal Leave Payoff Employees (or their estate)who separate,retire or die shall be paid in full at their current rate of pay for all Personal Leave hours accrued. 4.3.7 Maximum Accrual Employees may only accrue up to 400 hours of Personal Leave as of the last day of the final pay period in December of each year.Employees may request to be paid in full for up to 40 such hours in excess of the 400 limit;any remaining time shall be scheduled off by the District. 4.3.8 Sick Leave Bank Employees who elect to bank sick leave accrued prior to the implementation of Personal Leave provisions may elect to use such time off for absence due to illness or injury once 40 continuous hours of Personal Leave have been used.Employees who retire or die shall be paid at the 50 percent rate for all Banked Sick Leave hours;an employee who separates shall be compensated for Banked Sick Leave as follows. Banked Sick Leave Hours Rate of Payoff 0-100 0 percent 101 -240 25 percent 241 -560 35 percent Over 560 50 percent 4.3.9 If the need for leave is due to the employee’s serious health condition,as defined in the Family and Medical Leave Act (“FMLA”)or the California Family Rights Act (“CFRA”),the certification requirement shall comply with the provisions of these Acts. 4.4 Jury Duty Leave Any full-time,including probationary,employee who is called for jury duty shall,upon request on prescribed forms approved by the Director of Human Resources,be entitled to his/her regular pay for those hours of absence due to performance of the jury duty for a period up to twenty-two (22)working days,provided that his/her fees for such service,exclusive of mileage,are submitted to the District for deposit in the General Fund of the District. 4.4.1 Prior to jury duty service,each employee must complete the District’s Leave-of- Absence Form and turn it in to Human Resources with a copy of the summons.To be entitled to receive regular pay for such jury leave,t ~mployees~must report for work during their regularly scheduled work shift when they are relieved from jury duty service,unless there is less than one-half (1/2)of their regular shift remaining at the Di~trictg for time not actually retained on jury €ervice of one (1)hour or more priorto ~noior upon completion of each day’c gervico,exclucive of travol timo Employees are not compensated for jury duty occurring on scheduled days off. 4.4.2 An employee serving jury duty must obtain an attendance slip from the court to be submitted to Payroll with his/her time sheet in order to be eligible for regular pay for those hours of absence due to jury duty. 4.5 Witness Leave Any full-time,including probationary,employee,who is required to be absent from work by a subpoena properly issued by a court,agency or commission legally empowered to subpoena witnesses,which subpoena compels his/her presence as a witness,except in a matter wherein he/she is named as a defendant or plaintiff or as an expert witness,shall,upon request on Leave-of-Absence Forms approved by the Director ~Human Resources,be entitled to the time necessary to comply with such subpoena, provided any fees received for such service,exclusive of mileage,are submitted to the District for deposit in the General Fund of the District. 4.5.1 An employee so subpoenaed must submit a copy of the subpoena with his/her time sheet in order to be eligible for pay for such absence.To be entitled to receive regular pay for such witness leave,the employee must report for work at the District for time not actually retained on witness service of one (1)hour or more prior to and/or upon completion of each day’s service,exclusive of travel time. 4.6 Military Leave A request for military leave shall be made upon Leave-of-Absence Forms approved by the Director of Human Resource and shall state the date when it is desired to begin the leave-of-absence and the date of anticipated return.A copy of the orders requiring such military service shall be submitted with the request. 4.6.1 Provisions of the Military and Veterans Code of the State of California,Sections 395- 395.5 shall govern military leave.In general,current law provides that an employee having one year or more service with a public entity is entitled to military leave with pay not exceeding thirty (30)days per year if the employee is engaged in military duty ordered for purposes of active military training or encampment.An employee who is required to attend scheduled service drill periods or perform other inactive duty reserve obligations is entitled to military leave without pay,not exceeding seventeen (17)calendar days per year,although the employee may,at his or her option,elect to use vacation or personal leave time to attend the scheduled reserve drill periods or to perform other inactive drill period obligations.Employees who participate in weekend military drill duty are not eligible for leave with pay for such activity,but may have their regular work schedule changed to accommodate the required time off. 4.7 Bereavement Leave Using the prescribed forms,approved by the Director of Human Resources,any full-time employee,whether probationary or regular,shall receive a maximum of three (3)days off with pay for the death or funeral of an immediate family member.Immediate family member is defined as the employee’s father,father-in-law, mother mother-in-law brother sister husband wife child step child st~jp~~ grandchild,grandparent,legal guardian,or any family member with whom the employee resides s~fie~~ 5.0 PROCEDURE 6.0 EXCEPTIONS Section 4.1,Vacation,including Subsections 4.11 and 4.12,of this policy does not apply to employees covered under the provisions of Personal Leave in the Operations and Maintenance (including General Services Administration employees)Memorandum of Understanding. Section 4.2,Sick Leave,including Subsections 4.21 through 4.28,of this policy does not apply to employees covered under the provisions of Personal Leave in the Operations and Maintenance (including General Services Administration employees)Memorandum of Understanding. Section 4.3,Personal Leave,including Subsections 4.31 through 4.39,of this policy applies only to those employees covered under the provisions of Personal Leave in the Operations and Maintenance (including General Services Administration employees)Memorandum of Understanding. Vacation leave is not accrued for overtime hours worked. Accrued balances of vacation leave,compensatory leave,and personal leave may be cashed out at the employee’s request on an annual basis in December of each calendar year. 7.0 PROVISIONS AND CONDITIONS 7.1 Employees may have a maximum accumulation of 200 hours of vacation as of the last day of the final pay period in December of each year. 7.2 In the event an employee accrues vacation leave in excess of 200 hours,it must be used prior to the December date,all other remaining hours in excess of 200 will be paid to the employee in the first pay period in January at the employee’s then current hourly rate of compensation. 7.3 Employees are not eligible to schedule vacation leave until the completion of six months continuous service. 7.4 Employees may not maintain a negative balance on vacation,sick,compensatory,or personal leave accruals. 8.0 RELATED DOCUMENTS 8.1 Operations and Maintenance MOU 8.2 Administrative and Clerical MOU 8.3 Engineering MOU 8.4 Technical Services MOU 8.5 Supervisory and Professional MOU 8.6 Personal Leave Unscheduled Time Off Report Form Orange County Sanitation District .~ Policy Number:D20.00 Effective Date:April 26,2000 Subject:LEAVE-OF-ABSENCE WITHOUT PAY Supersedes:October 22,1997 1.0 PURPOSE Approved by: 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of the District’s leave-of-absence without pay program. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 All District’s employees. 3.0 DEFINITIONS 4.0 POLICY 4.1 It is the policy of the District to grant employees extended leave-of-absences under certain circumstances.Except as stated below,employees shall not receive compensation during an extended leave-of-absence. 4.1.1 Family and Medical Leave Act and California Family Rights Act Leave Using the prescribed forms,approved by tho Dir9ctor of Human Resources,any full-time,including probationary,or part-time employee with at least fifty-two (52)weeks of service and at least one thousand two hundred fifty (1,250)hours of service,may be granted an FMLA or CFRA leave-of-absence without pay,not to exceed twelve (12)weeks in a twelve (12)month calendar period.A request for leave-of-absence without pay must be made upon prescribed forms in all instances where an employee is absent without pay for more than five (5)consecutive working days,or for absences often (10)consecutive working days or more when using paid sick leave accruals. ~2j~Subst~tution of Paid Leave Employees who request FMLA or CFRA leave for qualifying purposes other than the employee’s own “serious health condition”shall be required to use all vacation and other leave accruals,except sick leave accruals,before unpaid leave is granted. Vacation,personal leave and sick leave credit shall not accrue during any pay period that an employee is absent without pay for more than one day.~ c~~ _Uco€. applied only to cg;~~i,A4~ Page 1 ~e,ic~jury or pregra~,y of an employee.Tfi~L ~ ____~e~~~jury,or~~~mc 4.,~~nditto,~ ________________ ~ ~Ab~onco due to medical and dental office appointments of a porcon when approved by tho employeo’c cupeMcor p ~— d.Absence for the care of the employee’s ~father,father in law, mother,mother in law,brother,ci~ter,hucbandT wife ~child, ~grandparent legal guardian,or anj family member with whom the employee recidec. JJUL related ~ju~y 4.2 Permissible Uses The following are FMLA and CFRA leave permissible uses: 4.2.1 FMLA Leave Unpaid FMLA leave may be used for 1)child care following the birth or placement of a child,2)the care of a j5~Fé’1i~,father father-in-law,mother,mother-in-law,brother,sister,hueband,wife ~child,step-child,grandchild,grandparent,legal guardian,or any family member with whom the employee resides who has a “serious health condition,”as defined in the Act or 3)for the employee’s own “serious health condition”that renders the employee unable to perform the essential functions of his or her position,including incapacity due to pregnancy. 4.2.2 CFRA Leave Unpaid CFRA leave may be used for the same purposes as FMLA Leave,and shall run concurrently except that an employee’s incapacity due to pregnancy is not eligible for CFRA leave.However, such incapacity may entitle an employee to up to four (4)months of pregnancy disability leave,with medical approval,plus another twelve (12)weeks of FMLA leave,to care for the child,in a twelve (12)month period. 4.3 General Provisions The following general provisions shall apply: 4.3.1 Requests for FMLA and CFRA Leave Where the need for leave is foreseeable,the District requests thirty (30)days advance notice. 4.3.2 Medical Certification As a condition of FMLA or CFRA leave because of a “serious health condition,”the District may require certification by a health care provider. 4.3.3 Medical and Dental Premiums During FMLA and CFRA leave,the District shall pay for medical and dental benefits at the same level as coverage would have been provided if the employee was not on leave. The employee shall be required to pay his or her share of medical and dental premiums. 4.3.4 Reinstatement Upon expiration of FMLA or CFRA leave,the employee shall be reinstated to the same or a comparable position unless the employee would not otherwise have been entitled to that position for reasons unrelated to such leave (e.g.,lay-offs),in which case the District’s obligation to continue health and dental or other benefits shall cease. Page 2 4.3.5 Failure to Return to Work If,upon the expiration of FMLA or CFRA Leave,or any District-approved extension thereof,an employee fails to return to work,the employee shall be considered to have automatically resigned from his/her position.The District shall review vacancies to determine whether or not a vacant position exists that the employee is qualified to perform with or without reasonable accommodation.If the employee is still unable to perform the essential duties of his/her positioh,the employee shall be considered to have automatically resigned from his/her position,unless eligible for disability retirement. 4.3.6 Bridge of Service If an employee automatically resigns from his/her position as a result of a ‘bona-fide”injury or illness,and then is rehired to a position within the District within one year,the District shall bridge the employees’service date.“Bridging of service”means adding the total number of days away from work to the employees’original date of hire. 4.4 Married Employees Employees of the District who ére married to each other shall be limited to a ibi~iè~j total of twelve (12)weeks FMLA or CFRA Leave in a twelve (12)month calendar period if the lé éi~’táken:for the care of a parent or newly born or placed child (1)o ~irefór th~iiIdIfter&1~th: (2)ioyee for adoptio no foster Where the hü bá~di~id~ifibóthuséà pà~ibr~of thitotar I 2LekFMLAIéEve entitlement for one of the above purposes,the husband andwife would each be entitled to the difference between the amount~he or she has taken individuafly and .12 weeks for FMLA leave ~u~9rhe~own serious health condition. 4.5 Six Month Limit on Unpaid Leaves-of-Absence.In no event thaIl a combination o~Authorized leave of-absences whether paid or unpaid ~ai(~j~exceed six (6) months in a twenty-four (24)month period,unless required by the FMLA,CFRA or other law. 4.6 General Leave Subject to Section 4.5,“Month Limit on Unpaid Leaves of Absence,”employees may be granted a general leave-of-absence to attend to personal matters,or for FMLA or CFRA qualifying events,after the expirations of previously authorized leave,if the Director of Human Resources determines that an extended period of time away from the job shall be in the best interests of the employee and the District. 4.6.1 During a general leave-of-absence,the employee shall be required to pay both the District’s and the employee’s share of medical and dental premiums. 4.7 Return to Work Policy for Non-Work-Related Leave An employee who has been absent from work due to a medical,non-work-related reason shall be subject to a Return-to-Work medical evaluation. 4.7.1 If it is determined that the job demands of the position last held by the employee are not compatible with the employee’s restrictions (with reasonable accommodation if the employee is disabled within the Page 3 meaning of the ADA)and the employee is willing to return to work, placement in an alternative position,if available,shall be considered. The employee shall be re-classified as “medically disqualified”while alternative positions are being considered.Such time off shall be without pay;however,the employee may elect to use accrued leave hours,such as vacation,sick or personal,to receive compensation.Placement of an employee in an alternative position requires a pre-placement medical evaluation for the alternative job. 4.7.2 If it is determined that the job demands of the position last held by the employee are not compatible with the employee’s restrictions (and cannot be reasonably accommodated if the employee is disabled within the meaning of American with Disabilities Act)and there is not an alternative position,or the employee’s restrictions are not compatible with an alternative position,or the employee is not willing to return to work,the employee shall be re-classified as “medically disqualified”and not permitted to work.Thereafter,the employee shall be retired for disability,if eligible,or dismissed.Such dismissal shall not constitute disciplinary action for cause.If requested,the employee’s file will indicate the employee left for personal reasons. 4.8 Compliance with Law These Leave-of-Absence provisions shall be interpreted and applied in a manner that is consistent with the provisions of FMLA,CFRA, ADA and all other laws.In the event there is a direct conflict between these provisions,as written or applied,the provisions of law shall govern. 5.0 PROCEDURE 6.0 EXCEPTIONS 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS 8.1 Operations and Maintenance MOU 8.2 Administrative and Clerical MOU 8.3 Engineering MOU 8.4 Technical Services MOU 8.5 Supervisory and Professional MOU Page 4 Orange County Sanitation District Policy Number:D30.00 Effective Date:April 26,2000 Subject:HOLIDAYS Supersedes:May 13,1998 Approved by 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for holidays. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all current employees regardless of their organizational unit. 3.0 DEFINITIONS 4.0 POLICY 4.1 It is the District’s policy to grant employees 12 paid holidays per year in accordance with this policy. 5.0 PROCEDURE 5.1 Full-time employees shall receive holiday pay if their entire scheduled work shift immediately preceding and following the holiday is in a paid payroll status.When an employee’s work schedule requires that they work on an observed holiday, the employee shall be paid at the employee’s regular rate of pay for the holiday or receive an equivalent amount of holiday compensatory time off,and shall also receive overtime pay at the rate of one-and-one-half times their regular hourly rate for all hours actually worked. 5 2 Holiday pay for ~art time employees is based on a nine (9)hour workday It is paid on the fpllowing prorate.d basis~ Noi~Lv SCHEDULED HouAs ~F WORK PER WEEK PERCENTBENEATI$USIPV 0—under 19 None 20—ündér 29 50%-(4.5)hbur~ 30—39 75%-(6.75)hours 5.3 When a holiday occurs on an employee’s regularly scheduled day off,the employee will accrue compensatory time off for those hours.In no case may an employee accumulate more than 50 hours holiday compensatory time off. 5 4 The days listed below are observed by the District as holidays for 2000,2001 and 2002~ SCHEDULE A HOLIDAY 2000 aooi 2002 New Year’s Day Friday December31 Monday Jinuary 1 Tueäday January 1 Lincoln’s Birthday Friday February 11 Monday Febrtiary 12 Tuesday February 12 Presid~ent’s Day M~mpriaJ Day Mo~dáy,Febi’üary 21. Monday May29 Mónd~y,Fébruiry 19 Monday May28 M~ri~dày,FOb~ry 18 Moxcday May27 Independence Day Tue~day Juiy 4 W~driesday July 4 Thursday July 4 Labor I~ay Mó~nday Sept~ñ~ber 4 Monday S~tembor 3 Morrday S~tembor 2 Veteran’s Day Friday November10 Monday Novêii~ber 12 Monday November11 Thanksgiving Day Thursday November23 Thu~iday Nóvembä~r 29 Thursday Nãvëmber 28 Day after Thanksgiving Friday November24 Friday Novemb~ër 30 Friday November29 Day before Christmas Monday December 25 Monday December 24 Ttiesday Dé~Cmber 24 Christmas Day Tue~dáy,Dé uiber 26 Tu~dáy,D~ecethber 25 Wëdh~ésdày ~De~eniber25 Floating Holiday ***~ SCHEDU LE B HO LIDAY 2000 2001 2002 New Year’s D y saturday,January 1 Mouidáy.~Jahtiary 1.TUesday,January 1 Lincoln’s Birthday Saturday February 12 Moliday February 12 Tuesday February 12 President’s Day Monday Februar~T2i Monday Febrüãry 19 Monday February 18 Memorial Day Monday May29 Monday May28 Moñ~ay May27 Inclependence Day Tue~day Juiy 4 Wednesday July 4 Thursday July 4 Labor Day 4 Mondly,September 3 ~~y,:k~ñber 2 Veteran’s Day Saturday November11 Sunday November 11 Monday Noveniber 11 Tha~ksgivirig Day Thursday November23 Thursday NOvember 29 Thursday NOvember 28 Day after Thanksgiving Friday November24 Friday November30 Friday November 29 Day before Christmas Sunday December24 Monday D~cember 24 Tuesday DeCember24 Qt1ristn~as Day Monday Pecïmber 25 Tüêsdày,December25 W,~k~déy ,P~O’~1b~r 25 Floating ~olida~?***~*4~ **Employees may elect one day during each year as a “Floating Holiday”.The “Floating Holiday”must be used within the year it is accrued.Every effort shall be made to grant an employee’s request for a “Floating Holiday”off providing an employee gives sufficient notice to their supervisor. 6.0 EXCEPTIONS 6 1 When an employee is on medical or pregnancy leave,holidays will be paid only during disability waiting period if employee is in a Continuous paid status All other holidays that occur outside the waiting period will not be paid,regardless if employee is in paid status or not~ 7.0 PROVISIONS AND CONDITIONS 7.1 If a regularly scheduled holiday occurs on a Saturday,the previous Friday shall be taken off as the “holiday”for pay purposes.If a regularly scheduled holiday occurs on a Sunday,then the following Monday shall be taken off as the “holiday” for pay purposes. 8.0 RELATED DOCUMENTS Orange County Sanitation District Policy Number:D40.00 Effective Date:April 26,2000 Subject:CONFERRAL/DONATION OF LEAVE Supersedes:October 22,1997 1.0 PURPOSE Approved by: 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of the Districts~conferral of leave program. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 All District&-employees. 4.0 POLICY 4.1 Employees may on occasion face catastrophic medical conditions involving either themselves or their immediate family that result in their exhausting all of their accrued sick,vacation,personal or other paid leave.Such employees may request,or be nominated for,conferral of certain forms of paid leave by other employees. 4.2 Employees may,on a onc time case-by-case basis and in accordance with the provisions of the Districts’s policy regarding Conferral of Paid Leave,elect to donate accrued and unused Personal Leave,Vacation Leave or Compensatory Time Off to an individual employee who has depleted his or her own paid leave as a direct result of a catastrophic medical condition. 4.3 All donations shall be volunteered on a form provided by the Director of Human Resources.Employees may donate vacation,compensatory or personal leave time to the eligible employee. 5.1 Upon receipt of a request or nomination for donation of paid leave,the Director of Human Resources shall request approval by the General Manager to implement the provisions of the Conferral of Leave Policy. 5.2 Upon such approval,all employees shall be notified of the program. 3.0 DEFINITIONS 5.0 PROCEDURE Page 1 5.3 The vacation,compensatory or personal leave time donated to an employee shall be converted to a dollar value based on the hourly rate of the donor. 5.4 Those dollars shall then be converted into sick leave at the hourly rate of the recipient of the donation,and added to their account. 6.0 EXCEPTIONS 6.1 Employees who have not exhausted their paid leave -vacation,sick,personal and compensatory time off -are not eligible to participate in the Conferral of Leave Program. 6.2 6.3 Sick leave may not be donated by one employee to another. 7.0 PROVISIONS AND CONDITIONS 7.1 To be eligible to participate in the Donation of Leave Program,employees must have exhausted all of their paid leave,including vacation,sick,personal and compensatory time off. 7.2 Employees may be requested to provide medical documentation of a catastrophic health condition involving their child,parent or spouse,or involving the employee’s own catastrophic health condition. 7.3 All such time must be conferred on a form provided by the Director of Human Resources. 7.4 Donations must be made in whole hour increments,and are irrevocable. 7.4.1 Any such hours that remain at the conclusion of the leave period shall remain available for the use of the recipient and shall be treated as regularly accrued sick leave. 8.0 RELATED DOCUMENTS 8.1 Donation of Leave Donation Form. Page 2 Orange County Sanitation District Policy Number:D60.00 Effective Date:April 26,2000 Subject:BENEFITS OPTION PLAN (BOP) Supersedes:October 27,1999 Approved by 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for administering the Benefits Option Plans (BOP). 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to employees in the Professional,Supervisory,Management and Executive Management Groups. 3.0 DEFINITIONS The Benefits Option Plan is a provision in the District’s policies that provides employees in the Professional,Supervisory,Management and Executive Management groups with supplemental income that can be used for a variety of purposes as specified herein. k The~relmbui~sè~ment period is defined as the s&months pnor to the month in which the BQP.~is;to be!paid.out. 4.0 POLICY 4.1 It is the District’s policy to allow employees in the Professional,Supervisory, Management and Executive Management groups to participate in the BOP in accordance with this policy. 5.0 PROCEDURE 5.1 Employees in the Professional,Supervisory,Management and Executive Management group who have successfully completed their probationary period are entitled to participate in the BOP ~ ~Under the provisions of the BOP,Professional employees will receive $1,000 annually,and Supervisors, Management and Executive Management employees will receive $1250 annually to offset the cost of professional licenses,memberships,subscriptions,tuition reimbursement and medical expenses.The Benefits Option Plan will be distributed semi-annually in January and July of each year. 6.0 EXCEPTIONS 6.1 Employees who are within their initial six-month probationary period are not eligible for BOP. 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS Orange County Sanitation District Policy Number:D100.00 Effective Date:April 26,2000 Subject:TECHNICAL AND P-ROFESSIONAL -LICENS~ REGISTRATION AND CERTIFICATION Supersedes:November 17,1999 ~ REIMBURSEMENT PROGRAM Approved by 1.0 PURPOSE 1.1 The purpose of this program is to encourage employees to broaden and further develop their job skills.To meet this goal,the District will provide qualifying employees with financial reimbursement for the fees associated with acquiring and maintaining District-approved city,county,state and federal technical and professional licenses,certifications and registrations.This policy is also designed to cover the certification/license expenses for employees who participate in voluntary certification programs either required or preferred by the District for the purpose of: 1.1.1 Increasing capabilities in their present positions within the District. 1.1.2 Updating professional and/or technical capabilities that are pertinent and beneficial to the District. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all District’regular,full-time employees. 3.0 DEFINITIONS 3.1 Qualifying Employees:regular,full-time employees who have completed their initial probationary period. 3.2 Regular Full-time Employees:employees who regularly work an 80-hour, biweekly,full benefit pay period. 3.3 Certification Reimbursement:a program of eligible expense reimbursement for qualifying employees who acquire and maintain District-approved city,county, state and federal technical and professional licenses,certifications and registrations on their own time. 4.0 POLICY 4.1 The District will reimburse employees who successfully complete approved required or preferred licenses,certification and/or registration requirements in Page 1 of3 compliance with section 1.0 PURPOSE,that are in an effort to increase technical proficiency or promote cross-training for other positions approved by the General Manager. 5.0 REQUIREMENTS 5.1 Employees who need training to prepare for a license,certification,registration or examination,required as a condition of employment,is considered job-essential and will normally be covered through regular training procedures. 5.2 Employees who pursue training to prepare for license,certification or registration solely for the purpose of advancement or access to promotional opportunities can be reimbursed under the Tuition Assistance Program as part of career development. 5.3 Organization and Association Membership Fees are not eligible for reimbursement. 6.0 PROCEDURE 6.1 Pre-Approval Process 6.1 .1 Prior to applying for an original License,Registration or Certification, the Human Resources and Employee Development Division must receive a LICENSE,REGISTRATION or CERTIFICATION REIMBURSEMENT PRE-APPROVAL APPLICATION form from the employee,with sections 1,2 and 3 (manager’s review and pre-approval) completed. 6.1.1.1 For a renewal or upgrade of a license,registration or certification,omit Section 6.1 .1 of the Pre Approval Process and proceed to Section 6.2.1 of the Reimbursement Process. 6.1.2 The Human Resources and Employee Development Division Manager will review the application for approval. 6.1.2.1 Upon approval,the application will be signed and a copy will be forwarded back to the employee with a LICENSE, REGISTRATION or CERTIFICATION REIMBURSEMENT APPLICATION form 6.1.2.2.Upon non-approval,the application will be forwarded back to the employee with a status form indicating the reason(s)for non-approval. 6.1.2.2.1 Non-approved applications that are incomplete must be corrected and returned to the Human Resources and Employee Development Division by the date indicated on the status form. Page 2 of 3 6.2 Reimbursement Process 6.2.1 Within 60 calendar days of obtaining License,registration or certification, the employee will submit the LICENSE,REGISTRATION or CERTIFICATION REIMBURSEMENT APPLICATION form,with Section 1 completed,to the Human Resources and Employee Development Division with the following documents attached: 6.2.1.1 Proof of payment,such as:copy of both sides of cancelled checks or copy of monthly credit card statement (black-out non applicable transactions) NOTE:a photocopy of the front side of a personal check does not qualify as valid proof. 6.2.1.2 Printout of fees paid from issuing body 6.2.1.3 Proof of license,registration or certification i.e. photocopy of certificate,card or license 6.2.1.4 Official transcript or photocopy of final grade (for original certification,licensure or registration) 6.2.2 The Human Resources and Employee Development Division Manager will review the LICENSE,REGISTRATION or CERTIFICATION REIMBURSEMENT APPLICATION form for approval. 6.2.2.1 Upon approval,the Human Resources and Employee Development Division Manager will sign the application and forward it to the Accounting Division and a copy indicating their reimbursement status will be sent to the employee. 6.2.2.2 Upon non-approval,a copy of the application will be forwarded back to the employee with a status form indicating the reason(s)for non-approval. 7.0 EXCEPTIONS 7.1 Because they are provided compensation under the District’s Benefits Option Plan to pay for their certifications,licenses or registrations,employees in the Professional,Supervisory,Management and Executive Management Groups are ineligible for participation in this program. 8.0 PROVISIONS AND CONDITIONS 8.1 Reimbursement will be at the discretion of the District provided the employee meets the criteria specified in this policy. Page 3 of 3 Orange County Sanitation District Policy Number:E60.00 Effective Date:April 26,2000 Subject:INTERNET USAGE Supersedes:October 22,1997 Approved by 1.0 BACKGROUND 1.1 To estab 11th uniform guideline s.f o1:l.nt~.rnet Us 1.2 The District makes every effort to provide its employees with technology-based resources in order to conduct official business more effectively.In this regard,the District has installed personal computers,local area networks (LAN5),electronic mail (e-mail)and access to the Internet. 2.0 SCOPE 2.1 This po icy statem ntappiies to all District ernploye es contractoro and ooneultantc Additionally,all personnel who perform any services for the District and who h~a~aççe~s tQ the Internet,jegard I S of the ~:émpIoym ent :~~ 3.0 DEFINITIONS Attachment An application specific file,such as a Wordor Excel document that is transported with an e-mail message.The recipient must have suitable software for viewing the attachment. E-mail A message,possibly with attachments,composed on a computer and received by a computer.A network,potentially including the Internet,is the transmission medium. Internet A worldwide network of computers,adhering to universal standards that are capable of exchanging data with each other. 4.0 POLICY 4.1 Department Heads must authorize Internet use.Connection is initiated by filling out an Internet Connection Request form and submitting it to Information Technology.Each employee will be responciblo for the soourity of his/her account password and hold responsible for the use or misuse of tho account. 4.2 All data created on all District resources,including printed material and e mail,arc owned by the District.Management reserves the right to monitor and access all a mail fibs created, stored or received on all District systems,at any time,with no prior notice.There is NO expectation of personal privacy in tho use of the Internet and p mail. 1.3 The District is not responsible for items originating in the lntomet. 4.4 The District reserves the right to restrict access to portions of the Internet A Relevant,existing District policies apply to Internet usage.In partioular: 4.5.1 Internet resources shall not be used to obtain or disseminate any sexually oriented material A ri~.of the Internet to send threatc”~ ig messages is prohibited Page lof3 4.5.3 The use of any District resource f,,r ‘~erconal gain is pi 4.5.4 Copyrighted software shall not be downloaded unless it is a “demo” nrovidcd by thc vendor. 4.5.5 All downloadcd data and software must bc scanncd for viruses. ionoryptea,con~iocniiai aocumcnts ...~~...e man. 4.5 When using e rcmernu~..i UJUL ~employee rcprccents the District unless ““are authorized 4 1 Access to the Internet is designed to facilitate communication thiong users and’oth~r business associates for information,messages,or memoranda Access to this resource ~s provided to facilitate communication with other governm~nt entities,companies,ançi individualsJor•the benefitof the District. 4 2 Internet access is intended primanly for District busin~ss The syst&n is clot to ~eus!d~or personal gain or to support or advocate non District-related business or~j~\es~AlI ~ and other electronic messages within this system are the property of ~ computer systems are not completely secure,the Internet is not intende&to~transmthsensitiv~ material Public agency transmittals are found to be pj~lic recoLd~nd rn~y~~b~e ~ubj~ct ~th~ right1o-know~aws,dependiflg upon their content 4 3 The District’s Information Technology Department purchases,owns,and admin~t~ers tt~ necessary software and licenses to provide access to Internet services ~Us~s~rnay1b~ held responsible for any damages caused by unauthonzed software or vi~s~s t~y intrQduce into the system. 4 4 Management reserves the right to monitor and access all Internet ~ received on all District systems,at any time,with no prior notiô~e ~ of personal privacy in the use of the Internet The District may reviQw ~ traftsmitted communications pver its syst satany time. 4.5 The Di net is hot re~ponsibleJor items originàtihg from tP!e J~t~rr~it. 4 6 The District reserves the right to restrict employee acc~ss to the Int~met or to ce~ain Internet content.: 4.7 Prohibited Uses 4 7 1 Internet resources shall not be used to obtain or d~~min~te ~ny s~xu~IIy oriented material,images or me~sages. 4 7 2 The use of the Internet to send threatening,slanderous,racially apc~/or ~~palIy rassk~g messages is prohibited. 4 7 3 The use of Internet resources for personal gain,solicitation of commercial ventures religious or political causes or other non-job~~elated so1icitati~ns is prohibited. 4 7 4 Copyrighted software shall not be downloaded unless it is a “demo~package prpvided by the yendor and must be sqanr~d for iru~ 4 7 5 Unencry~iied confidential documents must never be sent via the ln~ñ~et 4 7 6 Any other use that may compromise the integrity of the Distnct a~d its ~usi~e~s in any way is striçtIyp~phibited~ Page 2 of 3 4.7.7 When using the frte~t ~ Do not speak for the District unless ypué~t~oriz~çQ:Øo~ö. 5~0 PROCEDURES 5.1 Internet Messages, The Internet provides the District with significant access and dissemination~of information to individuals outside of the District Like all e mail messages,Interhet messages are cap~b~e of being forwarded without the express permission of the original author Users must use caution in the transmission and dissemination of mes~ages outside of the District,and mu~t comply with all state and federal Iáws~ 5 2 Signature Block All correspondence using the Internet sy~tem should include a signature block at the end~of all transmitted messages This usually consists of the sender’s name titLe,and compafly nam e,direct telephone humber,fax qumber,’and e-ail ~q~ss; 6.0 ENFORCEMENT 6.1 A violation of standards,procedures or guidelines established pursuant to this policy shall be presented to the District’s Management for appropriate action and may result in disciplinary action including termination.If,based on the District’s audit and review of an employee’s Internet usage,the District has reason to believe that an employee’s use of the Internet violates the law in any manner,the District may refer to matter to the proper authorities for prosecution. 7.0 EXCEPTIONS 8.0 PROVISIONS AND CONDITIONS 8.1 Thic policy will be reviewed by each err first use of any Internet related rocourco 9.0 RELATED DOCUMENTS 9.1 E-mail Usage Policy E70.OO Page 3 of 3 Orange County Sanitation District Policy Number:E70.00 Effective Date:April 26,2000 Subject:E-mail Usage Supersedes:November 4,1999 Approved by 1.0 PURPOSE 1.1 To establish uniform guidelines for electronic mail usage. 1.2 This administrative regulation sets forth the District’s policy with regard to access to and disclosure of electronic mail messages sent or received by District employees with the use of the District’s electronic mail system.It also sets forth policies and procedures on the proper use of the electronic mail system provided by the District. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all District employees.Additionally,all personnel who perform any services for the District and who have access to the network,regardless of their employment status,are covered by this policy. 3.0 DEFINITIONS Attachment An application specific file,such as a Word or Excel document,which is transported with an e-mail message.The recipient must have suitable software for viewing the attachment. E-mail A message,possibly with attachments,composed on a computer and received by a computer.A network,potentially including the Internet,is the transmission medium. Internet A worldwide network of computers,adhering to universal,standards that are capable of exchanging data with each other. 4.0 POLICY 4.1 The District’s electronic mail system (e-mail)is designed to facilitate communication among users and other business associates for messages or memoranda.Access to these resources is provided to facilitate communication with each other,other government entities,companies,and individuals for the benefit of the District. 4.2 The e-mail system is District property and intended for District business.The system is not to be used for personal gain or to support or advocate non-District-related business or purposes.All data and other electronic messages within this system are the property of the District.Since computer systems are not completely secure,the e-mail system is not intended to transmit sensitive material. 4.3 Employees should be aware that all records,whether on paper or computerized,are subject to the mandatory public disclosure requirements of the Public Records Act, subject to the exceptions provided under the Act. 4.4 The District’s Information Technology Department purchases,and administers the necessary software and licenses to provide access to e-mail and Internet services. Users may not rent,copy or loan the software or its documentation,nor provide Page 1 alternative software to access the system.Users may be held responsible for any damages caused by unauthorized software or viruses they introduce into the system. Department Heads are responsible for the implementation and adherence of this policy within their departments. 4.5 Management reserves the right to monitor and access all e-mail accounts and e-mail messages that are created,transmitted or received on District systems,at any time, with no prior notice.There is NO expectation of personal privacy in the use of the e mail system.The District may review the contents of all transmitted communication over its electronic systems at any time. 5.0 PROCEDURES 5.1 Passwords Users will define their own confidential password,but should be aware that this does not mean that the system is for personal confidential communication,nor does it suggest that e-mail is the property of the user.To ensure the security of the e-mail system,the system will prompt the user to change their password every six months and requires that passwords contain a minimum of 10 characters.The system will not let the user reuse their last 24 passwords.Should the user forget their password and attempt to input a password they are not sure of,the system will lock them out after three failed attempts.Users should not share their passwords with anyone else. 5.2 Internet Messages The Internet provides the District with significant access and dissemination of information to individuals outside of the District.Like all e-mail messages,internet messages are capable of being forwarded without the express permission of the original author.Users must use caution in the transmission and dissemination of messages outside of the District,and must comply with all state and federal laws. 5.3 Signature Block E-mail should include a signature block at the end of all transmitted messages.This usually consists of the sender’s name,title,company name,direct telephone number, fax number and e-mail address. 5.4 Prohibited Uses E-mail messages should be sent with appropriateness and good judgement at all times.The following are examples of e-mail uses that are prohibited: 5.4.1 Communication that in any way may be construed as disruptive,offensive, abusive or threatening; 5.4.2 Communication of sexually explicit images or messages; 5.4.3 Communications that contain ethnic slurs,racial epithets or anything that may be construed as harassment of others based on race,color,national origin,sex,age,disability or religious beliefs. 5.4.4 Solicitation of commercial ventures,religious or political causes,outside organizations,chain-letters or other non-job-related solicitations;and 5.4.5 Any other use that may compromise the integrity of the District and its business in any way. Page 2 5.5 Electronic Mail Is Not Archived And Shall Not Be Used As A Permanent Storage Medium 5.5.1 Electronic mail is not backed-up on a permanent basis.The District stores electronic mail only to the degree that allows the District to restore current electronic mail in the event of a systems failure. 5.5.2 Electronic mail is not a permanent storage medium and staff is expressly forbidden to use it as such.Electronic mail in-trays and out-trays shall be purged on a regular basis,and upon implementation of the appropriate technology,the District may,in its discretion,purge any such mail on an automatic basis. 5.5.3 If employees wish to maintain any electronic mail as a permanent record,they must save the electronic mail as a disk file or print it out in hard copy form for permanent filing. The Information Technology Department recommends that users exit Outlook and log off the computer every evening and reboot at least once a week.DO NOT shut down the computer. To ensure that deleted messages are not automatically backed up: •Before leaving each evening,right-click on the “Deleted Items”icon and select “Empty ‘Deleted Items’Folder”or, •Configure Outlook,upon exit,to automatically delete the deleted items.Select Tools, Options,Other and click on the “Empty the Deleted Items Folder Upon Exiting”checkbox. 5.6 “Everyone”E-mails The primary purpose of sending “Everyone”e-mail is to communicate District-wide related information.This information should be of a high-priority nature and pertain to all users.This information can be routed to all users utilizing the “Everyone”e-mail distribution list that has been created in Outlook.Contact the Communications Department if clarification is required prior to sending an “Everyone”e-mail. To send a non-District-related message to “everyone”,such as items for sale,discussion items,etc.,a “Bulletin Board”folder has been created in Outlook,located in the Public Folders section.The following guidelines should apply when sending this type of e-mail: •User’s name is recorded on the posting •The time of day is recorded. •User is responsible for using District’s time and facilities prudently These e-mail messages are similar to printed communication and the user should exercise good judgement when utilizing the e-mail system. If further clarification is required prior to sending an “Everyone”e-mail,please contact the Communications Department. 6.0 ENFORCEMENT 6.1 A violation of standards,procedures,or guidelines established pursuant to this policy shall be presented to District’s Management for appropriate action and may result in disciplinary action,up to and including termination,If,based on the Districts audit and review of user’s e-mail and Internet usage,the District has reason to believe that the user has violated the law in any manner,the District may refer this matter to the proper authorities for prosecution. 7.0 EXCEPTIONS Page 3 8.0 PROVISIONS AND CONDITIONS 9.0 RELATED DOCUMENT 9.1 Internet Usage Policy No.E60.OO Page 4 Orange County Sanitation District • Policy Number:F20.00 Effective Date:April 26,2000 Subject:HOURS OF WORK — NON-EXEMPT EMPLOYEES Supersedes:December 9,1998 Approved by 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of the District’s work hours. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all District non-exempt employees in all organizational units and departments unless otherwise specified. 3.0 DEFINITIONS The Day Shift is an assigned work shift of at least seven consecutive hours between the hours of 6:00 a.m. and 6:00 p.m. The Night Shift is an assigned work shift of at least seven consecutive hours between the hours of 6:00 p.m.and 6:00 a.m. Flextime is the option of employees to choose the starting and finishing times of their shift,with supervisory pre~approval. Overtime is the number of hours in paid status in excess of 40 during a workweek unloec accignod to an alternative work echodulo. Nonexempt Employees are employees who are covered by the minimum wage and overtime provisions of the Fair Labor Standards Act,as amended.Such employees,because of the type of work that they perform and their earnings level,are subject to receiving overtime pay in addition to any entitlement otherwise provided for in applicable Memoranda of Understanding or other policies. Core Hours are the hours between 8:00 am.and 4:00 p.m.on any given day. Payday is the Wednesday before the end of the subsequent pay period. Pay Periods are bi week’y beginning at 12:01 a.m.on the Friday following payday and continuing for a 11 - ——+kn Thi ~~nht~ta,inn tha nnvf ——- uiy perioci ending 3L micir.~ht un ....~.,.......p~yu~y ~ ~ti~Th1~y~ Workweek meanc a coven day period starting at 12:01 a.m.Fri&3nd ending at midnight on the following Thureday means 40-hours of work per 168-hour period for full tim omployoos.The workweek is a fixed and recurrina oeriod of 1 68-hours.or se.v~n r.nnsecutive 24-hour nerir s Distrir.t emolovee workweeks ~re structured on.an individual and/or qrniin h~cis~~o that40-hntjrs of work rent ilarly occurs during the fixed ~nd regularly reôurring;periodc 168-I ?1 specific.irk ek.for eac E iloyee is fixed by the General Manager,or his designee..id is i ~i by the ;ot ngpayrol ~f Page 1 4.0 POLICY 4.1 It is the policy of the District to establish the time and duration of working hours as required by work load,operations flow,customer service needs,the efficient management of human resources,and any applicable law. 5.0 PROCEDURE 5.1 Normal Business Hours Administrative and business functions are normally performed between the hours of 7:30 a.m.and 5:30 p.m.,Monday through Thursday,and between the hours of 7:30 a.m.and 4:30 p.m.on Friday.However,the District allows flextime for employees to choose their starting and finishing times as long as employees whose jobs involve contact with the public or outside organizations are present between the core hours of 8:00 a.m.and 4:00 p.m.In addition,department heads may deny flextime to certain employees for reasons of business necessity,work flow,or customer service needs. 5.2 Core Hours Individual divisions may schedule work beyond the core hours of 8:00 a.m.and 4:00 p.m.,subject to approval by the department head,to meet specific operating or service requirements in the most cost-effective and efficient manner.Actual starting and ending times of an employee’s shift may vary depending on the operational requirements of each department. 5.3 Shift Schedules.For time record keeping ~nd pccounting purpo€ec,the work schedule for full time employees is ‘10 hours per wook bated on a biweekly payroll period of 80 hours.The actual work periods may be scheduled in shifts of four 9 hour clays each week and one additional 8 hour chift on alternate weeks IQIBO cch~dule),five 8 hour days each week (10/80 schedule’Fr~..,r r4.~u,, each week (8/80sch~dule).Operations employees may work three 12 hour chift€each week and one additional 8 hour shift on alternate wool’s (7/80 schedule oitimeF~ord k~~ii~~d1 ij~ir~oses the work~i~W~Ffull-t,me employees is 40 hours p~r~1 ~peri6~d~io 6è paid on a biweekly payroll basis of 80 hours worked The actual work’periodsmay~be sct~ëduled mi shifts of four 9-hour days and one 4-hour day each workweek (9/80 schedule),five 8-hour!.1a~/s eaàl~ workweek (10/80),four 10-hour days each workweek (8/80),or three 12-hour days and 6nèi~4-houn day each workweek (7/80)The starting and ending times of mnd~ual employees’workweek~~~y vary.~Day shifts typically begin between 5:00 a.m.and 8:00 a.m. 5.4 Overtime Supervisors may schedule overtime or extra shifts as necessary.Supervisors will assign overtime to nonexempt employees in the particular job for which overtime is required.Non-exempt employees are not permitted to work overtime without the prior written or verbal approval of their supervisor,division manager,or department head. 5.5 Meeting Attendance Employee attendance at lectures,meetings,and training programs will be considered as part of an employee’s work hours if attendance is requested by management. Overtime or compensatory time may be allowed for such attendance only in unusual circumstances and must be approved by the department head in advance of the meeting. 5.6 Make-up Time At their discretion,supervisors may allow nonexempt employees to make-up lost time during a given workweek.However,make-up time may not be allowed if the lost time results from conditions the employee could control,if there is no work the employee is qualified to do,or if adequate supervision is not available. 5.7 Time Sheets -Nonexempt Employees All employees are required to complete an individual time record,hereinafter referred to as a “time sheet”showing the daily hours worked.The following points should be considered by employees in fifling out time sheets: 5.7.1 Employees should record their total hours worked for each workday on their time sheets and sign their own time sheets at the end of the pay period. 5.7.2 Employees are not permitted to begin work before their normal starting time or work after th normal quitting time without the prior approval of their supervisor. Page 2 5.7.3 Employees are required to take scheduled lunch breaks and are required to take scheduled morning and afternoon breaks. 5.7.4 Employee time sheets should be checked and signed by the supervisor involved. 5.7.5 Unapproved absences are not considered as hours worked for pay purposes.Supervisors should inform employees if they will not be paid for certain hours in which they are or were absent from work. 5 7 6 Filling out another employee s time sheet~witl~putman~gemenjauthorizatton,~or falsifying any time sheet is prohibited and may be grounds for disciplinary action,up to and including termination. 5.7.7 Time sheets must be completed in ink.Time worked should be charged to the appropriate work order category,and time sheets must be signed by both the employee and supervisor. If an employee is unable to complete their time sheet due to absence,the timesheet must be completed by the supervisor or designee ~~ ~and submitted to timekeeping When the employee returns to work,another copy of the timesheet should be signed by both the employee and the supervisor and sent to timekeeping. 5.7.8 An employee must record all time taken as paid or unpaid leave.Any day with less than the typical amount of time for that shift recorded,usually 8,9,10 or 12 hours,must be supported by an explanation of the missing hours in an appropriate space on the sheet.Total hours recorded for each day or shift must agree with the total time for the pay period. 5.7.9 Time sheets will be distributed and collected by supervisors or other designated individuals and submitted to Timekeeping in the Accounting Office no later than Friday noon each week. Time sheets may vary depending upon the operational needs of each department,but will conform to the above requirements.Supervisors are responsible for ensuring that time sheets are submitted in a timely manner.Corrections to a time sheet entry may only be made by supervisors drawing a single line through the incorrect entry,writing the correct entry in the margin,and initialing the change. 5.8 Payday Paychecks are distributed on the Wednesday immediately preceding the close of a pay period.Checks received on Wednesday cover the period worked during the previous pay period.If a payday falls on a holiday,checks will normally be distributed on the last working day preceding the holiday.Employees who will not be at work on payday may request that their checks be held, forwarded to their supervisor,or mailed directly to them.Unclaimed checks will be held in the Payroll Office.Checks of individuals who terminate their employment with the District,or are separated,will be mailed directly to them on the next regular payday subsequent to the separation date unless other arrangements are made to hold the check. 6.0 EXCEPTIONS 6.1 Flextime does not apply to the Operations and Maintenance Department and General Services Administration Department. 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS 8.1 Fair Labor Standards Act,as amended. Page 3 Orange County Sanitation District Policy Number:F20.10 Effective Date:April 26,2000 Subject:HOURS OF WORK —EXEMPT EMPLOYEES Supersedes:December 9,1998 Approved by 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of the District’s working hours. 2.0 ORGAN IZATIONAL UNITS AFFECTED 2.1 This policy applies to all District exempt employees in all organizational units and departments unless otherwise specified. 3.0 DEFINITIONS Exempt Employees are employees who are not covered by the minimum wage and overtime provisions of the Fair Labor Standards Act.Such employees are considered exempt by virtue of their duties in conformance with the Act’s definition of Executive,Administrative and Professional employees. Flextime is the option of employees to choose the starting and finishing times of their shift. Overtime is the number of hours in paid status in excess of 40 during a workweek. Memo time is the number of hours in excess or short of the normal working hours for an employee in a single workday.The normal working hours could be 8,9,10 or 12 depending on the employee’s assigned schedule. Make-up time is time worked in the second week of the pay period to make-up for a shortage of time in the first week of the pay period. Core Hours are the hours between 8:00 a.m.and 4:00 p.m.on any given day. Payday is the Wednesday before the end of the subsequent pay period. Pay Periods are bi weekly beginning at 12:01 a.m.on the Friday following payday and continuing for a 11 day period ending at midnight on the Thur6day following the next payda~~ calculated on the basis of 80-hours worked for full-time ~mpIoyees. Workwook moans a c~v~~~~4---m ~~ding at midnight on trip following Thur€d ~means 4O-~u.s d i&.The workweek is ~fixed~ - and re wring period o 1 8-/E I i ;trict employee workweeks~are4 structu~~d on an indivi u I I ~(‘i irly occurs during the fixed’anc regular ‘recurring per of o ‘f ~yee is fixed by the General Manag r,or his desigr ~1 c 1 r 4.0 POLICY 4.1 It is the policy of the District to require exempt employees to complete weekly timesheets.Exempt employees must use sick time,vacation time or compensatory time for any partial-day absences. Page 1 4.2 In certain situations employees may not be required to use leave time for partial-day absences and !fl~Y be eligible to use “make up time”or “memo time”if they will be working more than eighty (80) hours in the same pay period.(Please refer to the sample timesheet.) 5.0 PROCEDURE 5.1 Normal Business Hours Administrative and business functions are normally performed between the hours of 7:30 a.m.and 5:30 p.m.,Monday through Thursday,and between the hours of 7:30 a.m.and 4:30 p.m.on Friday.However,the District allows flextime for employees to choose their starting and finishing times as long as employees whose jobs involve contact with the public or outside organizations are present between the core hours of 8:00 a.m.and 4:00 p.m.In addition,department heads may deny flextime to certain employees for reasons of business necessity,workflow,or customer service needs. 5.2 Core Hours Individual divisions may schedule work beyond the core hours of 8:00 a.m.and 4:00 p.m., subject to approval by the department head,to meet specific operating or service requirements in the most cost-effective and efficient manner.Actual starting and ending times of an employee’s shift may vary depending on the operational requirements of each department. +kn ,n,nrl,c.rkrs~1.In fnr f,,II_+bnn~1Shift Schedules.For time rocord keeping 3nd accounting -~.Ar~I,•~,nnt,~n,, ..biweekly oavroll oorio-d of 80 hours.The actual ~om~oyou~ periodt may be ~chedulod in ghiftc of four 9 hour dave each week and one additional 8 hour shift on- altQrnate week~(~/fi~flft.i~j,ii~u p IIuuI “-~r~ru echodule),~‘~‘.TL :10 hour da~ each wool’(8/80 cchedule)at tho diccrotion of the ~uporvi~or FóF ti~me recordkè ~~r~iE~i äEo~F~ii~ purposes,the ~oikwê~èk foriuli n~~s~i 40 hours per 168-hour period ~to be paid on a biweekly payroll basis of 80 hours worked The actual work periods may be schedul~in shi~ts~of fóui~ 9-hour days and one 4-hour day each workweek (9/80 schedule),five 8-hour days each w~rkweel (10/80)four 10-hour days each workweek (8/80)or~three 12-hour days arid one 4-hour day each’ yvorjcwëek(7/80)at the discretion of the supervisor5 5.4 Meeting Attendance Employee attendance at lectures,meetings,and training programs wUl be considered as part of an employee’s work hours if attendance is requested by management.Overtim or compensatory time may be allowed for such attendance only in unusual circumstances and must be approved by the department head in advance of the meeting. 5.5 Time Sheets -Exempt Employees Personnel,as defined by the exempt job classifications generally of the Fair Labor Standards Act,are not eligible to receive overtime pay;however,exempt employees must account for daily attendance. 5.5.1 Time sheets for exempt employees should indicate the days worked during the pay period and include all time taken as paid or unpaid leave.Timesheets should report a total of eighty (80)hours per pay period plus any applicable memo time. 5.5.2 Hours in excess or short of the daily total should be accounted for in the work description line titled “Memo Time”.(Please see the attached timesheet example).The appropriate subledger number should be entered,and the time sheet signed by the appropriate management level.When using subledger numbers time should be recorded in blocks of half hours or more. 5.5.3 Employees may be able to draw hours from their “memo time”in certain situations.Memo time is NOT compensatory time and will NOT be granted on an hour for hour basis.It is to be used on an exception basis and must be approved in advance by the supervisor.For example,if Employee works 48.5 total hours in week one and needs to use 2.5 hours to go to a doctor’s appointment in week two,the supervisor may approve using memo time.(Please refer to the attached sample timesheets).Memo time,in some occurrences,may be allowed for an entire day. 5.5.4 Make-up time may be used if the employee will need to use the 2.5 hours in the first week the pay period and will work an extra hours (of a least 2.5 hours)in the second week of the Page 2 pay period to “make up”for the shortage of hours.Again,it is to be used on an exception basis and must be approved in advance by the supervisor. 5.5.5 Exempt personnel time sheets should be submitted to Timekeeping in the Accounting office no later than Friday of each week.In addition,exempt employees will not receive overtime compensation (except as specifically agreed to in an applicable bargaining unit MOU)but occasionally may be eligible for time-off after working abnormally long hours. 5.5.6 Time sheets must be completed in.Time worked should be charged to the appropriate work order category,and time sheets must be signed by both the employee and supervisor,If an employee is unable to complete their time sheet due to absence,the timesheet must be completed by the supervisor or designee ~ _~—_,—,—~~~~and submitted to timekeeping When the employee returns to work,another copy of the timesheet should be signed by both the employee and the supervisor and sent to timekeeping. 5 5 7 Coworkers~if~ái ~áufti~5i~zatiBñ completing another coworker s time sheet or employee’s falsifying any timesheet is prohibited and may be grounds for disciplinary action, up to and including termination. 6.0 EXCEPTIONS 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS 8.1 Fair Labor Standards Act,as amended. 8.2 Professional and Supervisory M.O.U. Page 3 Orange County Sanitation District Policy Number:F70.00 Effective Date:April 26,2000 Subject:DISCIPLINE Supersedes:October 22,1997 1.0 PURPOSE Approved by: 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of fair and consistent discipline in instances where employees have exceeded the limits of acceptable behavior or performance. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 All District employees. Discipline is the occurrence of any of the following actions taken for just cause with respect to any ~mpIoyee:oral reprimand,counseling memo,written warning,suspension with or without pay, deferral or dcnial of a merit increace reduction in pay,demotion to a classification with a lower tep step maximum rat~of pay,or dismissal. Dismissal is the separation from District employment of a non-probationary employee initiated by the District for proper cause.“Termination”means dismissal,and the terms are used interchangeably throughout this policy manual. 4.1 The District is committed to practicing supervisory and management practices and procedures which support effective operations in the interest of the District and of our employees.Such procedures include the administration of fair and consistent discipline in instances where employees have exceeded the limits of acceptable behavior or performance.Employment with the District is voluntarily entered into,and employees have the right to resign at any time to pursue other interests.Similarly,the District has the right to conclude an employment relationship for proper cause when it is believed to be in the District’s best interests. 4.2 The General Manager is authorized and directed to exercise supervision over all employees and to impose discipline,for just cause,upon any person employed under the provisions of this Policy for both general and serious violations. 4.3 The General Manager shall establish rules and guidelines pertaining to the procedures governing such actions. 3.0 DEFINITIONS 4.0 POLICY Page 1 4.4 The General Manager is authorized to delegate his authority herein to the Department Heads,Division Mangers,Director of Human Resources and other management and supervisory employees,as the General Manager deems appropriate.Notwithstanding the foregoing,“at-will”Executive Management employees may be dismissed at any time, without notice or just cause. - 4.5 Notwithstanding the foregoing,Executive Management and contract employees who have •signed an agreement to serve at the pleasure of the Joint Boards or General Manager are “at-will”and may be dismissed at any time,without notice or just cause. 5.0 PROCEDURE 5.1 Discipline occurs when any of the following actions are taken for just cause with respect to any employee:oral reprimand,counseling memo,written warning,suspension with or without pay,deferral or denial of amcrit increase reduction in pay,demotion to a classification with a lower top step maximum rate of pay or dismissal Dismissal is the termination from District employment,of a non-probationary employee,initiated by the District for proper cause. Employees exempt from overtime pursuant to the Fair Labor Standards Act,however,shall not be subject to suspension without pay for less than one week except for major safety violations. 5.2 A Notice of Intent to impose disciplinary action is not required when the disciplinary action involves an oral reprimand counseling memo written warning or suspension with~ut pay for five or fewer working days (or without pay)or deforral or denial of a merit increase 5.3 A Notice of Intent to impose disciplinary action is required and wUl be given to an employee whenever the disciplinary action involves suspension without pay for more than five working days,reduction in pay demotion to a classification with a lower top-step maximum rate of pay or dismissal.The Notice of Intent shall be given to the affected employee either by delivery in person or by Certified Mail sent to the employee’s last know address.The Notice of Intent shall indicate the date on which it was personally delivered or deposited in the mail,which shall be the date of issuance. 5.3.1 The Notice of Intent shall contain a description of the disciplinary action intended,the effective date of the action,the reasons for the proposed action,and a copy of the charges and materials upon which the action is based.The Notice shall also provide a statement of the employee’s right to respond,either orally or in writing to the authority initially imposing the discipline,the person to whom any response must be directed,and the fact that such response must be received within ten business days of the date of issuance of the notice.The Notice will also advise the employee of their right to representation. 5.4 Prior to the effective date of any proposed disciplinary action requiring a Notice of Intent,the employee will be given an opportunity to responsd either orally or in writing to a management representative with authority to make an effective recommendation on a proposed action. After review of an employee’s response,the District will notify the employee in writing of any action to be taken.Such action may not involve discipline more severe than that described in the Notice of Intent;however,the District may reduce discipline without further notice. 5.5 Dismissal shall be proceeded by at least one written warning,except in those situations in which the employee knows or reasonably should have known that the performance or conduct was unsatisfactory.Such performance or conduct may involve,but is not limited to: dishonesty,possession,use,sale or being under the influence or drugs or alcohol,theft or misappropriation of District’s property,falsification of District’records,fighting on the job, insubordination,acts endangering people or property,or other serious misconduct.The Page 2 District may also substitute a documented suspension,with or without pay,in lieu of the written warning requirement herein. 5.6 If a Notice of Intent is upheld and the disciplinary action is imposed,the employee may request a post-disciplinary hearing.The request must be submitted to the Director of Human Resources within ten business days after the date of issuance of the notice of disciplinary action.The Director of Human Resources shall schedule a post~disciplinary hearing with the General Manager or his designee.The General Manager,or his designee,may uphold the disciplinary action,which has been taken or may reduce such discipline without the issuance of further notice.The decision of the General Manager or his designee shall be final. 5.7 The above procedure,including the right to post disciplinary hearing,shall apply to the discipline and dismissal of Executive Management employees,who have not signed an at-will employment agreement and who are not governed by a memorandum of understanding. 5.8 The District may place an employee on investigatory adrninistr~tive’leave without prior notice in order to review or investigate allegations of conduct which,in the District’s view,would warrant relieving the employee immediately from all work duties.If,upon conclusion of the investigation,neither suspension without pay nor dismissal is determined by the District to be appropriate,the employee shall be paid for the leave.Although an investigatory administrative leave may exceed fifteen business days if a suspension without pay is determined to be the appropriate discipline,a maximum of fifteen business days of the investigatory a ni ttiv~leave period may be applied to such suspension without pay. 6.0 EXCEPTIONS 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS 8.1 Policy B100.OO Employee Separation. Page 3