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Home My WebLink AboutOCSD 04-30 (REPEALED)RESOLUTION NO. OCSD 04-30 AMENDING RESOLUTION NO. OCSD 98-33 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE ORANGE COUNTY SANITATION DISTRICT AMENDING THE HUMAN RESOURCES POLICIES AND PROCEDURES ***************************** The Board of Directors of the Orange County Sanitation District, DOES HEREBY RESOLVE, DETERMINE AND ORDER: Section 1: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. 010.00, Leave of Absence with Pay, set forth in Attachment No. 1, attached hereto and incorporated herein by reference. Section 2: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. D50.00, Insurance, set fourth in Attachment No. 2, attached hereto and incorporated herein by reference. Section 3: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. 051.00, Pro-Rata Benefits for Part-Time Employees, set fourth in Attachment No. 3, attached hereto and incorporated herein by reference. Section 4: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. D90. 00, Tuition Reimbursement Program, set fourth in Attachment No. 4, attached hereto and incorporated herein by reference. Section 5: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. D110.00, Catastrophic Illness Leave Donation Program, set fourth in Attachment No. 5, attached hereto and incorporated herein by reference. Section 6: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by adding Policy No. D130.00, Domestic Partnership, set fourth in Attachment No. 6, attached hereto and incorporated herein by reference. Section 7: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. F20. 00, Hours of Work -Non-Exempt Employees, set fourth in Attachment No. 7, attached hereto and incorporated herein by reference. Section 8: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by amending Policy No. F20.10, Hours of Work-Exempt Employees, set fourth in Attachment No. 8, attached hereto and incorporated herein by reference. Section 9: That Exhibit "A" of Resolution No. OCSD 98-33 is hereby amended by adding Policy No. F100.00, Smoking, set fourth in Attachment No. 9, attached hereto and incorporated herein by reference. REPEALED BY OCSD 15-18 .. • Section 1 O: That all other terms and conditions of Resolution No. OCSD 98- 33, as previously recommended, shall remain in full force and effect. Section 11: That all future amendments to Resolution No. OCSD 98-33 be made by Resolution. PASSED AND ADOPTED at a regular meeting held December 15, 2004. ,,.:, Classification Title General Manager Assistant General Manager Director of Engineering Director of Finance!Treasurer Director of Human Resources Director of Information Technology Director of Operations & Maintenance Director of Technical Services Orange Coun nitation District Classification and Compensation Plan Sorted by Bargaining Group Pay Hourly Hourly Hourly Grade Minimum Midpoint Maximum 120 $73.096 $91.370 $109.644 114 $63.035 $78.793 $94.552 110 $57.104 $71.380 $85.656 109 $55.712 $69.639 $83.567 108 $54.350 $67.938 $81.525 108 $54.350 $67.938 $81.525 108 $54.350 $67.938 $81.525 108 $54.350 $67.938 $81.525 :k\&~'$;~:;:~/)flii.'J+Ji"~~-.¢1\;fi!)<iiiJ"f4 <!•:'•"€"' .. \'''f' OirE?.ctQrJof;~oiTimlfrjicatiqh~1&t~aministrauvec'SeNices"&:'r,;,;:@V·:0 94 $46.158 $51.928 $57.698 1~ ~ . , __ 94 $46.158 $51.928 $57.698 ~dministrative Services Manager 91 $42.868 $48.226 $53.585 Senior CIP Project Manager 92 $43.938 $49.431 $54.923 Chief Scientist 90 $41.820 $47.048 $52.275 Legal & Regulatory Affairs Liaison 90 $41.820 $47.048 $52.275 CIP Project Manager 88 $39.803 $44.778 $49.754 Principal Contracts Administrator 88 $39.803 $44.778 $49.754 Senior Engineer 88 $39.803 $44.778 $49.754 Principal Information Technology Analyst 87 $38.829 $43.683 $48.537 LIMS Administrator 86 $37.883 $42.618 $47.354 Senior Regulatory Specialist 86 $37.883 $42.618 $47.354 Senior Scientist 86 $37.883 $42.618 $47.354 Engineer 84 $36.055 $40.562 $45.069 Principal Accountant 84 $36.055 $40.562 $45.069 Principal Financial Analyst 84 $36.055 $40.562 $45.069 Principal Public Info Specialist 84 $36.055 $40.562 $45.069 Principal Staff Analyst 84 $36.055 $40.562 $45.069 Senior Engineering Data Management Specialist 84 $36.055 $40.562 $45.069 Utilities Management Specialist 84 $36.055 $40.562 $45.069 FLSA Status Employee Group Exempt Executive Management Exempt Executive Management Exempt Executive Management Exempt Executive Management Exempt Executive Management Exempt Executive Management Exempt Executive Management Exempt Executive Management Exempt Executive Management Exempt Executive Management Exempt Executive Management Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Classification Title ~enior Information Technology Analyst Regulatory Specialist Safety & Health Specialist Scientist ,,,·· 7 Orange County Sanitation District Classification and Compensation Plan Sorted by Bargaining Group Pay Hourly Hourly Hourly Grade Minimum Midpoint Maximum 83 $35.183 $39.581 $43.979 82 $34.320 $38.610 $42.900 82 $34.320 $38.610 $42.900 82 $34.320 $38.610 $42.900 ... ;;;;;, $34.320,'" .. : ' ··d)h)';: '.h'-·· ' , ::;, : w±t4t0,t-: i($'. Seeurity & 8i~.k Management Specialist · ·i •· 82 •.• 1"'f. ,~,~ ;>>$38.E)10; . /¥4.$42:.900 / Senior Contracts Administrator 82 $34.320 $38.610 $42.900 Associate Engineer Ill 80 $32.672 $36.756 $40.840 k;~st Estimator ., . .'t· .. !'% ·> .dv80 $32:6z2.·,~ ,A -.>'>./;'%:::'' . :::~$<id:B4'o:l i• J : .. $36:Wh'ri) Engineering Data Management Specialist 80 $32.672 $36.756 $40.840 Maintenance Specialist 80 $32.672 $36.756 $40.840 ~tr::.Afib:, ' .. '. : A ' 11.>'.· .t". ~ 1¥80. '== "'~',,;:, ,A(G: /•., v~kh,#.r;p.<' "i:$J~.aap~5; PlannertSchedul~h •.• t " . : "• .. $32·.672>/" $36¥756·>·· Principal Environmental Specialist 80 $32.672 $36.756 $40.840 Senior Engineering Associate 80 $32.672 $36.756 $40.840 Information Technology Analyst Ill 79 $31.874 $35.858 $39.842 Principal Laboratory Analyst 77 $30.337 $34.129 $37.921 Associate Engineer II 76 $29.594 $33.293 $36.992 Contracts Administrator 76 $29.594 $33.293 $36.992 Records Management Specialist 76 $29.594 $33.293 $36.992 Senior Accountant 76 $29.594 $33.293 $36.992 Senior Buyer 76 $29.594 $33.293 $36.992 Senior Environmental Specialist 76 $29.594 $33.293 $36.992 Senior Financial Analyst 76 $29.594 $33.293 $36.992 Senior Public Information Specialist 76 $29.594 $33.293 $36.992 Senior Safety & Health Representative 76 $29.594 $33.293 $36.992 Senior Slaff Analyst 76 $29.594 $33.293 $36.992 Information Technology Analyst II 75 $28.874 $32.483 $36.092 Human Resources Information Systems Analyst 73 $27.480 $30.915 $34.350 Senior Laboratory Analyst 73 $27.480 $30.915 $34.350 Associate Engineer I 72 $26.811 $30.162 $33.513 '1Vironmental Specialist 72 $' $30.162 $33.513 FLSA Status Employee Group Exempt Professional Exempt Professional Exempt Professional Exempt Professional ~:ix:,4~~~~~·\ · .. ~· X•-;;~~";K·'.•., xf':; ;>. · ·c:;:.1tlf,,P..rJ:>f~s 519nat4i >s? Exempt Professional Exempt Professional ~~~·~ii\'Pi ·; •· ·; :d )i:-.\.:t•:· :.<;;:::;;\,d':ti!45•> .. '.\'.· :x \ tW ~~XP~9fe5s1opal · ·. Exempt Professional Exempt Professional i':'i:iff~ilf(pt': £~: >:: :0'" llP' 'f'•:··AA·••. ''@%'!ll"'ell'%Y" l: :.s::.;ti:J:r~f~s.sJ9'.'Mii:¥s: Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Classification Title Information Technology Analyst I fA,ccountant Buyer Financial Analyst Public Information Specialist ~afety & Health Representative Staff Analyst Human Resources Analyst Laboratory Analyst Graphics Coordinator II Executive Assistant Administrative Assistant Contracts/Purchasing Assistant Graphics Coordinator I Human Resources Assistant Payroll Technician ..:eail .sli1re~eeper · .. . ••,,.•I ·I ... ·. ;r;;ijl~xr, · Accounting Assistant II Orange Coun nitation District Classification and Compensation Plan Sorted by Bargaining Group Pay Hourly Hourly Hourly Grade Minimum Midpoint Maximum 71 $26.155 $29.425 $32.694 70 $25.518 $28.708 $31.898 70 $25.518 $28.708 $31.898 70 $25.518 $28.708 $31.898 70 $25.518 $28.708 $31.898 70 $25.518 $28.708 $31.898 70 $25.518 $28.708 $31.898 69 $24.900 $28.013 $31.125 69 $24.900 $28.013 $31.125 71 $26.155 $29.425 $32.694 69 $24.900 $28.013 $31.125 67 $23.700 $26.663 $29.625 67 $23.700 $26.663 $29.625 67 $23.700 $26.663 $29.625 67 $23.700 $26.663 $29.625 67 $23.700 $26.663 $29.625 :.~:r .. '.{.r ··:'~~ ..... . <;$20. 9,45J:'· i:''i;$2$)~f?3.~x >1:k$26~aAfii, 58 $18.978 $21.351 $23.723 '+iii\ \\§+i' ·~Fer;' ... •h\\{V: ·'l? Seoioi:,Storekeeper • .· 1'' .• :>•··.:,,o/.L: .. /. x~'·t;·;.<'.~:~ 58 $18.978 $21.351 $23.723 II 58 $18.978 $21.351 $23.723 Inventory Control Technician 56 $18.060 $20.318 $22.575 Library Technician 56 $18.060 $20.318 $22.575 Program Assistant 56 $18.060 $20.318 $22.575 Accounting Assistant I 54 $17.192 $19.341 $21.490 M ~ ~ ~ Office Assistant 50 $15.577 $17.524 $19.471 1~ • • 3 FLSA Status Employee Group Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Exempt Professional Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical il,•?•Jibji,i-£X• l!fi 1 <i%NPniExempl2:1' ·7r:: 0trc~t~~rifint'Qt~~~r~t Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical Non-Exempt OCEA -Admin/Clerical ~laR el{9mJjl GGeA AllmiRIGleFisal Non-Exempt OCEA -Admin/Clerical NaR el{emJll GGeA MmiRIGleFisal IL .... tion Title Human Resources Manager Human Resources Supervisor Principal Human Resources Analyst ~ecretary to the Board of Directors Senior Human Resources Analyst ~ecretary to the General Manager Orange County Sanitation District Classification and Compensation Plan Sorted by Bargaining Group Pay Hourly Hourly Hourly Grade Minimum Midpoint Maximum 91 $42.868 $48.226 $53.585 85 $36.965 $41.585 $46.206 81 $33.489 $37.675 $41.862 80 $32.672 $36.756 $40.840 75 $28.874 $32.483 $36.092 73 $27.480 $30.915 $34.350 FLSA Status Employee Group Exempt Confidential Exempt Confidential Exempt Confidential Exempt Confidential Exempt Confidential Exempt Confidential Executive Assistant 69 $24.900 $28.013 $31.125 Non-exempt Confidential 4 Orange County Sanitation District Subject: INSURANCE 1.0 PURPOSE Policy Number: D50.00 Effective Date: December 15, 2004 Supersedes: February 25, 2004 Approved by: Lisa L. Tomko 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of Orange County Sanitation District's (OCSD's) insurance benefits program. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 All OCSD employees and legal dependents who are covered under OCSD's insurance provided Summary Plan Description (SPD). Domestic partners are considered legal dependents as long that they meet the criterion set forth in policy D130.00. 3.0 DEFINITIONS 3.1 Summary Plan Description is a booklet published by an insurance carrier that provides detailed information about how the plan works. 3.2 Qualifying event occurs when an employee becomes legally married, a parent to a natural, step, or adopted child(ren), ordered by a court to cover a dependent under his/her health plan, or receives registration approval as a domestic partner from the California Secretary of State. 4.0 POLICY 4.1 OCSD shall provide medical-health insurance coverage through both health maintenance organizations and an indemnity type group health plan, life insurance, and disability insurance for the benefit of full-time employees. Part-time employees receive insurance benefits as set forth in policy D51.00. 4.2 All insurance coverage for OCSD employees shall become effective on the first day of the month following date of hire, regardless of hire date. Insurance coverage for an employee's legal dependent(s), as defined in each insurance SPD, will become effective once his/her insurance coverage becomes effective or upon a qualifying event. An open enrollment period shall be held annually in the month of June. 5.0 PROCEDURE 5.1 Medical. OCSD shall contribute 90% of employee only premiums for the HMO medical health plans, 80% of employee only premiums for the POS medical plans, and 80% for the employee + 1 dependent and full family premiums. Any change in insurance rates shall be shared equally in same ratio as premiums are currently paid by OCSD and employees. Before the renewal of any OCSD's sponsored health insurance plan, the parties agree to meet and confer as to the plan. Page I of3 5.1.1 Any changes in insurance rates caused by a carrier after November 25, 1996 are subject to the applicable provisions of the various Memorandums of Understanding approved by the Board of Directors. 5.2 Life. OCSD provides term life insurance coverage for most employees. OCSD shall pay the full premium for term life insurance as established for each employee covered under a Memorandum of Understanding or as otherwise agreed upon. 5.3 Short Term Disability. OCSD shall provide a non-work related, short-term disability indemnity plan that pays up to a maximum of $490 per week for up to 26 weeks following a fourteen calendar day waiting period. Employees may request to receive prorated sick leave, personal leave or vacation pay to supplement their short term disability payments in an amount such that the sum of both is equal to the employee's regular base pay. 5.4 Long-Term Disability. OCSD offers, at the employee's expense, a non-work related, long-term disability indemnity plan that pays two-thirds of the employee's rate of pay in effect at the time of such disability, not to exceed $5,000 per month, following a 90-day waiting period of continuous disability. OCSD provides this coverage at OCSD's expense after five years of employment. 5.5 Dental. OCSD provides a dental plan for regular, full-time employees and their eligible dependents at no cost for employee-only coverage and $9.00 per month for full family coverage. 5.5 Vision. OCSD shall provide a vision insurance plan for regular, full-time employees and their eligible dependents. 5.6 Retiring Employees. OCSD shall pay, for employees hired prior to July 1, 1988, two and one-half months' premium for each year of continuous service of a retiring employee towards the premium costs of coverage for the employee and eligible dependents under OCSD's medical plan. 5.6.1 OCSD shall enter into an agreement with the Orange County Employee Retirement System (OCERS) to implement the retiree medical health premium offset program established by the County of Orange wherein the cost of health premiums are offset by $10 per month for every year of service up to a maximum of 25 years or $250 per month. 5. 7 Deceased Employees. In the event of the death of an active employee OCSD shall pay the premium cost for a period of one year from the date benefits would otherwise terminate for the surviving dependents covered under the deceased employee's medical and dental insurance plans. 5.8 Workers Compensation Insurance. OCSD's Workers Compensation program is self- funded and administered by a third party administrator. Workers' Compensation insurance provides coverage for injuries arising out of employment with OCSD and occurring in the course of employment. 5. 9 Reimbursement Account. Section 125 of the l nternal Revenue Code permits employees to use pretax dollars to pay for their portion of the cost of benefits under the plan through salary redirection arrangements. The available options are summarized below. For complete information regarding Flexible Spending Accounts employees must refer to the plan booklet available in the Human Resources Department. Participation in this Program does not affect OCSD's contribution to the Orange County Employees Retirement System. The amount deducted shall then be repaid to the employee through OCSD's provided Reimbursement Program. Page 2 of3 5.9.1 Medical Care Reimbursement Account. The purpose of this account is to provide a method through which an employee can accumulate pretax funds in a Medical Care Reimbursement Account for the purposes of reimbursing the employee for payment of health care costs not otherwise covered by the health and medical insurance. 5.9.2 Dependent Care Assistance Account. The purpose of this account is to provide a method through which an employee can accumulate pretax funds in a Dependent Care Assistance Account for the purposes of reimbursing the employee for child care expenses or day care for a disabled dependent. 6.0 EXCEPTIONS 6.1 Contract workers and student interns are not entitled to and are ineligible to join or participate in any benefit plans offered to those individuals listed on OCSD's payroll as regular employees. 7.0 PROVISIONS AND CONDITIONS 7.1 No combination of disability or sick leave pay shall result in more than an employee's regular rate of pay. Employees may not receive short-term and long-term disability benefits at the same time. An employee who is otherwise not eligible for OCSD paid long-term disability may purchase such coverage at their own expense. 7.2 In the event OCSD adds additional optional insurance plans, OCSD's share of the premium shall be the same as for existing plans as set forth above. In the event ocso changes underwriters for existing insurance plans, OCSD's share of the premium shall be the same as for existing insurance plans as set forth above. 8.0 RELATED DOCUMENTS 8.1 Policy D20.00, Leave-of-Absence Without Pay 8.2 Policy D51.00, Pro Rata Benefits for Part-Time Employees 8.3 Policy D70.00, Retirement 8.4 D80.00, Employee Assistance Program 8.5 Policy D130.00, Domestic Partnership 8.6 Local 501, Operations and Maintenance Unit MOU 8. 7 Administrative and Clerical Unit MOU 8.8 Engineering Unit MOU 8.9 Technical Services Unit MOU 8.10 Professional Group MOU 8.11 Supervisor Group MOU Page 3 of3 Ej Orange County Policy Number: D51.00 Sanitation District Effective Date: December 15, 2004 Subject: Pro Rata Benefits for Supersedes: October 24, 2002 Part-Time Employees Approved by: Lisa L. Tomko 1.0 PURPOSE 1.1. The purpose of this policy is to establish uniform guidelines for use in the administration of the benefits program provided for regular employees working in a part-time status. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1. All regular Orange County Sanitation District (OCSD) employees authorized to workiAg in a part-time status. 3.0 DEFINITIONS 3.1 Part-time employees -Employees who are authorized to regularly work less than 80 hours in a bi-weekly pay period. 3.2 Pro rata insurance benefits -Part-time employees are responsible for payment of pro- rated insurance benefit premiums. Insurance benefits consist of medical, dental, vision, life, and short and long-term disability. 4.0 POLICY 4.1 Notwithstanding any other provision herein, the General Manager is authorized to confer the benefits set forth under OCSD's policies and procedures regarding leave of absence with or without pay (excluding jury duty), vacation leave, sick leave, personal leave, bereavement leave, holidays, tuition reimbursement, and insurance benefits. These benefits shall apply to regular part-time employees on a prorated basis, as follows: HOURS OF WORK PER WEEK PERCENT BENEFIT/SUBSIDY 0-19 None 20-29 50 percent 30-39 75 percent 4.2 On occasion, employees may request or be asked to transition from part-time to full-time status or vice-versa. It is the right of OCSD, at its sole discretion, to schedule working hours and assign work that may be necessary to operate OCSD in the most efficient and economical manner and in the best interest of the public it serves. Due consideration will be given to an employee's input and concerns prior to implementation of a schedule Page I of2 change. Multiple transitions to full-time or part-time, requested by the affected employee, shall be deemed as an abuse of this privilege and factored into future considerations for approval. A thirty (30) day written notice for work schedule changes must be given to an affected employee prior to the change. 5.0 PROCEDURE 5.1 With respect to insurance, employees pay premiums through monthly payroll deduction, according to the chart in section 4.1. 6.0 EXCEPTIONS 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS 8.1 Policy 010.00, Leave-of-Absence with Pay 8.2 Policy 020.00, Leave-of-Absence without Pay 8.3 Policy 030.00, Holidays 8.4 Policy 050.00, Insurance 8.5 Policy 090.00, Tuition Reimbursement Program 8.6 Policy F20.00, Hours of Work -Non-Exempt Employees 8. 7 Policy F20.10, Hours of Work -Exempt Employees 8.8 Local 501, Operations and Maintenance Unit MOU 8.9 Administrative and Clerical Unit MOU 8.10 Engineering Unit MOU 8.11 Technical Services Unit MOU 8.12 Professional Group MOU 8.13 Supervisor Group MOU Page 2 of2 Orange County Sanitation District Subject: TUITION REIMBURSEMENT PROGRAM 1.0 PURPOSE Policy Number: D90.00 Effective Date: December 15, 2004 Supersedes: October 24, 2002 Approved by: Lisa L. Tomko 1.1 This program is designed to encourage self-development of Orange County Sanitation District (OCSD) employees by providing qualifying employees with tuition reimbursement for job-related educational courses at accredited colleges, universities, or other institutions approved by the Employee Development (ED) Division, provided that such courses are primarily for the purpose of: 1.1.1 Increasing capabilities in the employee's present position within OCSD; 1.1.2 Preparing for positions to which the employee could be reasonably expected to advance within OCSD; and/or 1.1.3 Updating professional and/or technical capabilities that are pertinent and beneficial to OCSD. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all OCSD employees who have completed their initial probationary period of employment and work more than 19 hours per week. This policy does not apply to student interns or temporary employees. 3.0 DEFINITIONS 3.1 Qualifying Employees -All OCSD employees who have completed their initial probationary period of employment and work more than 19 hours per week. 3.2 Tuition Reimbursement -A program in which qualifying employees who successfully complete OCSD -approved courses, on their own time, at accredited colleges, universities or other institutions approved by the ED Division, within the guidelines of this policy, can be reimbursed for eligible expenses incurred. 4.0 POLICY 4.1 OCSD will reimburse employees who successfully complete educational courses that serve the mission and goals of OCSD, at the sole determination of OCSD, in compliance with this policy based upon the number of hours worked per week as follows: HOURS OF WORK PER WEEK PERCENT OF REIMBURSEMENT 0-19 NOT ELIGIBLE -0% 20-29 50% 30-39 75% 40 100% Page I of4 5.0 4.2 Employees may be reimbursed for the following: 4.2.1 Specific, job-related Associate, Baccalaureate, and Graduate degree program courses. 4.2.1.1 Requests for reimbursement of courses above the Bachelor degree level require special approval by the Department Head, Human Resources and the General Manager. Such requests will be subject to a more extensive process, including an analysis to determine the value to OCSD of the proposed courses or degree program. 4.2.2 Specific, job-related courses through accredited colleges or universities. 4.2.3 Specific, job-related courses offered through an institution of study approved by the ED Division. 4.2.3.1 The employee's Division Manager is responsible for determining whether or not the course is "job-related." 4.3 When an employee successfully completes a course with a grade of "C" or better and within the guidelines of this policy, OCSD will reimburse the employee for eligible expenses incurred, based on the number of hours worked per week, not to exceed $5,250 per calendar year. Reimbursements are paid through payroll. Examples of eligible and ineligible expenses are: Eligible ExE!enses Ineligible ExE!enses • Tuition • Travel • Registration fees • Optional student fees • Laboratory fees • Doctoral dissertation fees • Parking fees • Masters thesis fees • Health fees • Supplemental textbook costs • Application fees • Supplies and materials used for the • Required textbooks and materials course and retained by the employee per the course syllabus after course completion (i.e., paper, • Supplies required per the course pencils, notebooks, diskettes, etc.) syllabus not to exceed $100.00 • Graduation or diploma fees per course PROCEDURE 5.1 To participate in the Tuition Reimbursement Program, employees must submit a completed Tuition Reimbursement Application and a copy of the course description which includes the course cost, course starUend date, and number of units for each course to the ED Division or HR Department NO LATER THAN one day prior to the course start date. Tuition Reimbursement Applications received in the ED Division on or after the course start date will not be approved. 5.1.1 The Director of Human Resources (or designee) will sign completed applications. A copy of the approved application will be forwarded to the employee to be re- submitted upon course completion. 5.1.2 Incomplete applications will be returned to the employee with explanation(s) attached. 5.2 Upon course completion, the employee must complete and submit a Request for Tuition Reimbursement along with ( 1) an official record of the final grade, (2) itemized receipts Page 2 of4 for eligible expenses, (3) a copy of the course syllabus (if requesting reimbursement for required textbooks, materials and/or supplies) and (4) a copy of the original approved Tuition Reimbursement Application for each course to the ED Division within 60 calendar days following the course end date. 5.2.1 The Director of Human Resources (or designee) will sign completed requests. Copies of the approved request will be forwarded to the employee and submitted to the Accounting Division for reimbursement. 5.2.2 Incomplete requests will be returned to the employee with explanation(s) attached. 6.0 EXCEPTIONS 6.1 If an employee terminates employment or gives notice of termination prior to the completion of a course, no reimbursement will be made. 6.2 This policy does not apply to interns or temporary employees. 7.3 Reimbursement may be authorized whenever the employee's manager and HR Manager (or designee) determines that there is substantial benefit to be derived by OCSD when an employee takes a course that does not meet the requirements of this policy. 7.0 PROVISIONS AND CONDITIONS 7.1 Requests for Tuition Reimbursement received in the ED Division more than 60 days after the course end date will not be approved. 7 .2 Tuition Reimbursement Applications received in the ED Division on or after the course start date will not be approved. 7.2.1 Reimbursement requests must be received by payroll by the second-to-last pay period of the calendar year to be applied to an employee's reimbursement limit for that calendar year. 7.2.2 Reimbursement requests received by payroll on or after the last pay period of the calendar year will be applied to the employee's reimbursement limit for the following year. 7.3 Employees who voluntarily terminate employment with OCSD and received reimbursement through the Tuition Reimbursement Program within 36 months of resignation, shall be subject to the following: 7.3.1 Should an employee voluntarily terminate employment with OCSD 1-12 months after receiving reimbursement, he/she shall repay OCSD 100% of the funds received through this program within the twelve-month period prior to the date of his/her voluntary termination. 7.3.2 Should an employee voluntarily terminate employment with OCSD 13-24 months after receiving reimbursement, he/she shall repay OCSD 66% of all funds received through this program within the twenty-four month period prior to the date of his/her voluntary termination. 7.3.3 Should an employee voluntarily terminate employment with OCSD 25-36 months after receiving reimbursement, he/she shall repay OCSD 33% of all funds received through this program within the thirty-six month period prior to the date of his/her voluntary termination. Page 3 of4 7.4 Reimbursement will be at the discretion of OCSD provided the employee meets the criteria specified in this policy. 8.0 RELATED DOCUMENTS 8.1 Fair Labor Standards Act, as amended. 8.2 Sections 127 and 132-J8 of the Internal Revenue Code. 8.3 Tuition Reimbursement Pre-Approval Application 8.4 Request for Tuition Reimbursement Page 4 of4 ~ Orange County Policy Number: D110.00 Sanitation District Effective Date: December 15, 2004 Subject: Catastrophic Illness Supersedes: February 25, 2004 Leave Donation Program Approved by: Lisa L. Tomko 1.0 PURPOSE 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of Orange County Sanitation District's (OCSD's) Catastrophic Illness Leave Donation Program. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 All OCSD employees. 3.0 DEFINITIONS 3.1 Catastrophic Illness or Injury: • Debilitating illness or injury that is expected to incapacitate the employee for an extended period of time and that creates a financial hardship due to the exhaustion of all accrued leave. • A debilitating illness or injury of a child, parent, spouse, or domestic partner that results in the employee being required to take time away from work for an extended period to care for the family member, therefore creating a hardship due to the exhaustion of the employee's accrued leave. 4.0 POLICY 4.1 Employees may on occasion face catastrophic medical conditions involving themselves or their immediate family that results in the exhaustion of all accrued sick, vacation, personal or other paid leave time. Such employees may request, or be nominated for allocations of leave time according to OCSD's Catastrophic Illness Leave Donation Program. 4.2 Employees may, in accordance with the provisions of OCSD's policy regarding the Catastrophic Illness Leave Donation Program, elect to donate accrued and unused personal leave, vacation leave or compensatory time off to an individual employee qualified and approved to receive allocations of leave time. 4.3 Paid leave time categories authorized for donation by one employee to another include vacation, compensatory or personal leave. 5.0 PROCEDURE 5.1 Requests or nominations for donated leave time are subject to the approval of the Director of Human Resources or designee, pursuant to this policy. Page I of3 5.2 Requests for donated leave time are to be submitted to the Human Resources Supervisor using the form "Application for Use of Catastrophic Illness Leave Hours". This form is located on the HR intranet site. 5.3 Communicating the request to OCSD employees for leave time donations shall be made in the following manner: 5.3.1 The employee or nominator will submit a draft e-mail to Human Resources for review informing employees of the request for leave time donations. 5.3.2 Human Resources will send the approved e-mail announcement to the employee's immediate work division, and may also send it to the department. It can later be sent to other divisions or departments if requested. 5.4 To make a leave time donation, employees should complete a "Catastrophic Illness Leave Donation Form" and submit the form to Human Resources. This form is located on the HR intranet site. 5.5 The vacation, compensatory or personal leave time donated by an employee shall be converted to a dollar value based on the hourly rate of the donor. 5.6 At the time of allocation, those dollars shall then be converted into sick leave or personal leave at the hourly rate of the recipient of the donated leave time. 6.0 EXCEPTIONS 6.1 Employees who have not exhausted their paid leave -vacation, sick, personal and compensatory time off -at the time of request or nomination will not be considered for allocation of leave time until their paid leave time is exhausted. 6.2 Sick leave may not be donated by one employee to another. 7 .0 PROVISIONS AND CONDITIONS 7.1 To be eligible to receive allocations of leave time as provided by the Catastrophic Illness Leave Donation Program, employees must have exhausted all of their paid leave, including vacation, sick, personal and compensatory time off. 7.2 The maximum allocation of donated leave that an employee may receive is 480 hours per individual per 12 month period except in the event the leave period terminates due to the employee's death. If death occurs, remaining donated hours may exceed 480 to be paid out as a survivor benefit. 7.3 Employees will be requested to provide medical documentation of a catastrophic health condition involving their child, parent or spouse, domestic partner, or involving the employee's own catastrophic health condition. 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 be returned to the donors on a pro-rated basis per the hourly salary of the originally donated hours. Page2of3 7.4.2 In the case of an employee's death during the leave period, donors may be given the option of having their donated hours remain in the deceased employee's leave account to be paid out as a survivor benefit. 8.0 RELATED DOCUMENTS 8.1 California Labor Code, Section 233 8.2 Application for Use of Catastrophic Illness Leave Hours Form. 8.3 Catastrophic Illness Leave Donation Form Page 3 of3 Orange County Policy Number: D130.00 Sanitation District Effective Date: December 15, 2004 Subject: Domestic Partnership Supersedes: Approved by: Lisa L. Tomko 1.0 PURPOSE 1.1 The purpose of this policy is to recognize the status of domestic partners and to establish uniform guidelines and procedures for providing eligibility for programs (e.g., benefits) and ensuring equal access to those programs. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 All Orange County Sanitation District (OCSD) employees. 3.0 DEFINITIONS 3.1 Domestic Partners are two adults who have chosen to share one another's lives in an intimate and committed relationship of mutual caring and who have met the criteria set forth in California Family Code, Sections 297and 298. 4.0 POLICY 4.1 It is the policy of OCSD to recognize employees who meet the definition of domestic partners provided for within this policy and who have registered with the California Secretary of State. 4.2 No one shall discriminate against or harass any person or couple on the grounds of domestic partner status, gender, sexual orientation, or any other protected class as outlined in OCSD's non-discrimination and harassment policies. 4.3 The use of any available sick or personal leave entitlement to attend to an illness of a domestic partner is permitted as outlined in OCSD's Leave-of-Absence with Pay policy. 4.4 Employees who are registered domestic partners on or after January 1, 2005 shall be extended the same rights, responsibilities, and duties as married couples and shall be afforded the same protections and benefits. 5.0 PROCEDURE 5.1 Registered domestic partners must file with the Human Resources Department, a copy of all applicable documentation that establishes approved domestic partnership status, in order to receive all available benefits outlined in OCSD policies, procedures, and applicable Memorandums of Understanding (MOUs). 6.0 EXCEPTIONS 7 .0 PROVISIONS AND CONDITIONS 7.1 To be eligible to receive the same allocation of benefits extended to married couples, employees must register with the California Secretary of State and file approved documentation with OCSD's Human Resources Department. 8.0 RELATED DOCUMENTS 8.1 California Family Code, Sections 297and 298 8.2 California Domestic Partner and Responsibilities Act of 2003 8.3 Declaration of Domestic Partnership Registration Form 8.4 Policy 820.00, Nondiscrimination in Employment 8.5 Policy 830.00, Harassment Policy 8.6 Policy D10.00, Leave-of-Absence with Pay 8.7 Policy D20.00, Leave-of-Absence without Pay 8.8 Policy D50.00, Insurance 8.9 Policy D110.00, Catastrophic Illness Leave Bank Program 8.10 F10.00, Rules of Conduct 8.11 F70.00, Discipline 8.12 Local 501, Operations and Maintenance Unit MOU 8.13 Administrative and Clerical Unit MOU 8.14 Engineering Unit MOU 8.15 Technical Services Unit MOU 8.16 Professional Group MOU 8.17 Supervisor Group MOU Orange County Sanitation District Subject: HOURS OF WORK - NON-EXEMPT EMPLOYEES 1.0 PURPOSE Policy Number: F20.00 Effective Date: December 15, 2004 Supersedes: July 21, 2004 Approved by: Lisa L. Tomko 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of Orange County Sanitation District's (OCSD's) working hours. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all OCSD non-exempt employees in all organizational units and departments unless otherwise specified. 3.0 DEFINITIONS 3.1 Non-exempt 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 other entitlement provided for in applicable Memorandums of Understanding and/or other OCSD policies. 3.2 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. 3.3 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. 3.4 Flextime is the option of employees to choose the starting and finishing times of their shift, with supervisory pre-approval. 3.5 Overtime is the number of hours, which are counted as time worked, in excess of 40 hours during a workweek. For the purposes of overtime, all time charged to unscheduled leave will not be counted as time worked. 3.6 Core Hours are the hours between 8:00 a.m. and 4:00 p.m. on any given day. 3.7 Payday is the Wednesday before the end of the subsequent pay period. 3.8 Pay Periods occur bi-weekly and are calculated on the basis of 80-hours worked for full-time employees. 3.9 Workweek means 40-hours of work per 168-hour period. The workweek is a fixed and recurring period of 168-hours, or seven consecutive 24-hour periods. OCSD employee workweeks are structured on an individual and/or group basis so that 40-hours of work regularly occurs during the fixed and regularly recurring period of 168-hours. The specific workweek for each employee is fixed by the General Manager, or his designee, and is maintained by the accounting payroll office. Page I of4 4.0 POLICY 4.1 It is the policy of OCSD 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. 4.2 It is the policy of OCSD to require non-exempt employees to complete weekly timesheets. 4.3 On occasion, employees may request or be asked to transition from part-time to full-time status or vice-versa. It is the right of OCSD, at its sole discretion, to schedule working hours and assign work that may be necessary to operate OCSD in the most efficient and economical manner and in the best interest of the public it serves. Due consideration will be given to an employee's input and concerns prior to implementation of a schedule change. Multiple transitions to full-time or part-time, requested by the affected employee, shall be deemed as an abuse of this privilege and factored into future considerations for approval. A thirty (30) day written notice for work schedule changes must be given to an affected employee prior to the change. 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, OCSD 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, or designee, 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, or designee, 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 and accounting purposes, the "workweek" for full- time employees is 40 hours per 168-hour period, to be paid on a biweekly payroll basis of 80 hours worked. The actual work periods may be scheduled in shifts of four 9-hour days and one 4-hour day each workweek (9/80 schedule), five 8-hour days each workweek (10/80), four 10-hour days each workweek (8/80), or three 12-hour days and one 4-hour day each workweek (7/80) at the discretion of the supervisor. The starting and ending times of individual employees' workweeks may vary. 5.4 Overtime. Supervisors may schedule overtime or extra shifts as necessary. Supervisors will assign overtime to non-exempt 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. Using discretion, supervisors may allow non-exempt 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. Page 2 of4 5.7 Timesheets -Non-exempt Employees. The following points shall be considered when filling out timesheets: 5. 7 .1 Employees shall record their total hours worked for each workday on their timesheets and sign their own timesheets 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 their normal quitting time without the prior approval of their supervisor. 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 timesheets shall be checked and signed by their supervisor or designee. 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 timesheet without management authorization, or falsifying any timesheet is prohibited and may be grounds for disciplinary action, up to and including termination. 5.7.7 Timesheets must be completed in ink. Time worked should be charged to the appropriate work order category, and timesheets must be signed by both the employee and supervisor. If an employee is unable to complete their timesheet due to absence, the timesheet must be completed by the supervisor or designee (e.g., designee authorized by management to process employee's timesheet while on a leave-of-absence) 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 Accounting in the Finance Department. 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 Timesheets will be distributed and collected by supervisors or other designated individuals and submitted to Accounting no later than Friday noon each week. Timesheets may vary depending upon the operational needs of each department, but will conform to the above requirements. Supervisors are responsible for ensuring that timesheets are submitted in a timely manner. Corrections to a timesheet 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. Paychecks received on Wednesday cover the period worked during the previous pay period. If a payday falls on a holiday, paychecks will normally be distributed on the last working day preceding the holiday. Employees who will not be at work on a payday may request that their checks be held, forwarded to their supervisor, or mailed directly to them. Unclaimed paychecks will be held in Accounting. Paychecks of individuals who terminate their employment with OCSD, 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. Page 3 of 4 6.0 EXCEPTIONS 6.1 Flextime does not apply to the Operations and Maintenance Department. 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS 8.1 Fair Labor Standards Act, as amended 8.2 Policy 051.00, Pro Rata Benefits for Part-Time Employees 8.3 Policy F10.00, Rules of Conduct 8.4 Policy F20.10, Hours of Work -Exempt Employees 8.5 Local 501, Operations and Maintenance Unit MOU 8.6 Administrative and Clerical Unit MOU 8.7 Engineering Unit MOU 8.8 Technical Services Unit MOU Page 4 of4 Orange County Sanitation District Subject: HOURS OF WORK -EXEMPT EMPLOYEES 1.0 PURPOSE Policy Number: F20.1 O Effective Date: December 15, 2004 Supersedes: April 26, 2000 Approved by: Lisa L. Tomko 1.1 The purpose of this policy is to establish uniform guidelines and procedures for use in the administration of Orange County Sanitation District's (OCSD's) working hours. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all OCSD exempt employees in all organizational units and departments unless otherwise specified. 3.0 DEFINITIONS 3.1 Exempt Employees are employees who are not covered by the minimum wage and overtime provisions of the Fair Labor Standards Act (FLSA), as amended. Such employees are considered exempt by virtue of their duties in conformance with FLSA's definition of Executive, Administrative and Professional employees. 3.2 Flextime is the option of employees to choose the starting and finishing times of their shift with supervisory pre-approval. 3.3 Overtime is the number of hours, which are counted as time worked, in excess of 40 hours during a workweek. For the purposes of overtime, all time charged to unscheduled leave will not be counted as time worked. Overtime only applies to non-exempt employees. 3.4 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. 3.5 Core Hours are the hours between 8:00 a.m. and 4:00 p.m. on any given day. 3.6 Payday is the Wednesday before the end of the subsequent pay period. 3.7 Pay Periods occur bi-weekly and are calculated on the basis of 80-hours worked for full-time employees. 3.8 Workweek means 40-hours of work per 168-hour period. The workweek is a fixed and recurring period of 168-hours, or seven consecutive 24-hour periods. OCSD employee workweeks are structured on an individual and/or group basis so that 40-hours of work regularly occurs during the fixed and regularly recurring period of 168-hours. The specific workweek for each employee is fixed by the General Manager, or his designee, and is maintained by the accounting payroll"office. 3.9 Leave time is any authorized leave-of-absence with pay outlined in OCSD's policies and procedures, such as vacation leave, sick leave, personal leave, etc. Page I of4 4.0 POLICY 4.1 It is the policy of OCSD 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. 4.2 It is the policy of OCSD to require exempt employees to complete weekly timesheets. Exempt employees must use approved leave time for any partial-day absences unless "memo time" is authorized. 4.3 In certain situations employees may not be required to use leave time for partial-day absences and may be eligible to use "memo time." This situation may occur if the employee received advance approval from his/her supervisor and if the employee makes up the scheduled time off in the same pay period week. 4.4 On occasion, employees may request or be asked to transition from part-time to full-time status or vice-versa. It is the right of OCSD, at its sole discretion, to schedule working hours and assign work that may be necessary to operate OCSD in the most efficient and economical manner and in the best interest of the public it serves. Due consideration will be given to an employee's input and concerns prior to implementation of a schedule change. Multiple transitions to full-time or part-time, requested by the affected employee, shall be deemed as an abuse of this privilege and factored into future considerations for approval. A thirty (30) day written notice for work schedule changes must be given to an affected employee prior to the change. 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, OCSD 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, or designee, 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, or designee, 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 and accounting purposes, the "workweek" for full- time employees is 40 hours per 168-hour period, to be paid on a biweekly payroll basis of 80 hours worked. The actual work periods may be scheduled in shifts of four 9-hour days and one 4-hour day each workweek (9/80 schedule), five 8-hour days each workweek (10/80), four 10-hour days each workweek (8/80), or three 12-hour days and one 4-hour day each workweek (7/80) at the discretion of the supervisor. The starting and ending times of individual employee workweeks may vary. 5.4 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. 5.5 Timesheets -Exempt Employees. Exempt employees are not eligible to receive overtime pay; however, exempt employees must account for daily attendance. The following points shall be considered when filling out time sheets: Page 2 of 4 5.5.1 Timesheets for exempt employees shall 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 refer to the sample timesheet). The appropriate subledger number should be entered, and the timesheet signed by the appropriate management level. When using subledger numbers, time should be recorded in blocks of half hour increments or more. 5.5.3 Employees may be able to draw hours from their "memo time" in certain situations; however, 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 an employee schedules 2.5 hours off and makes up that time during that pay period week, "memo time" may be used. (Please refer to the attached sample timesheets). Memo time, in some occurrences, may be allowed for an entire day, but may not replace the use of leave time, such as vacation time, when practical. For example, memo time may not be used in conjunction with vacation, sick or personal leave time. In addition, "memo time" shall not be authorized for more than one day in a pay period, if using memo time creates a negative "memo time" accrual balance, or if it is not scheduled in advance with the supervisor. 5.5.4 Exempt personnel timesheets shall be submitted to Accounting in the Finance Department no later than Friday of each week. In addition, exempt employees will not receive overtime compensation, except as Extraordinary Services Compensation agreed to in applicable bargaining unit MOUs. 5.5.5 Timesheets must be completed in ink. Time worked shall be charged to the appropriate work order category, and timesheets must be signed by both the employee and supervisor. If an employee is unable to complete their timesheet due to absence, the timesheet must be completed by the supervisor or designee (e.g., designee authorized by management to process employee's timesheet while on a leave-of-absence) 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. 5.5.6 Filling out another employee's timesheet, without management authorization, or falsifying any timesheet is prohibited and may be grounds for disciplinary action, up to and including termination. 5.6 Payday. Paychecks are distributed on the Wednesday immediately preceding the close of a pay period. Paychecks received on Wednesday cover the period worked during the previous pay period. If a payday falls on a holiday, paychecks will normally be distributed on the last working day preceding the holiday. Employees who will not be at work on a payday may request that their checks be held, forwarded to their supervisor, or mailed directly to their residence. Unclaimed paychecks will be held in Accounting. Paychecks of individuals who terminate their employment with OCSD, 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 7.0 PROVISIONS AND CONDITIONS Page 3 of 4 8.0 RELATED DOCUMENTS 8.1 Fair Labor Standards Act, as amended 8.2 Policy 051.00, Pro Rata Benefits for Part-Time Employees 8.3 Policy F10.00, Rules of Conduct 8.4 Policy F20.00, Hours of Work -Non-exempt Employees 8.5 Professional Group MOU 8.6 Supervisor Group MOU Page 4 of4 @ Orange County Policy Number: F100.00 Sanitation District Effective Date: December 15, 2004 Subject: Smoking Supersedes: Approved by: Lisa L. Tomko 1.0 PURPOSE 1.1 This policy has been developed to protect employees and the general public from the dangers associated with second-hand smoke. 2.0 ORGANIZATIONAL UNITS AFFECTED 2.1 This policy applies to all Orange County Sanitation District (OCSD) employees, contractors, and the general public who are in or on OCSD property. 3.0 DEFINITIONS 3.1 Public Building - A building owned and occupied, or leased and occupied, by the State, County, City, City and County, or a California College District. In or inside a public building includes all indoor areas of the public building, except for covered parking lots. 4.0 POLICY 4.1 GENERAL INFORMATION 4.1.1 OCSD provides designated smoking areas that meet regulatory requirements and the operational needs of the organization. This policy defines employee, contractor, and general public conduct, as related to smoking, in or on OCSD property. 4.1.2 EMPLOYEE, CONTRACTOR AND PUBLIC CONDUCT 4.1.3 No OCSD employee, contractor, or member of the general public shall smoke any tobacco product in an OCSD public building or vehicle. Smoking is prohibited at OCSD except in designated areas that are clearly posted. 4.1.4 Failure to comply with the requirements of this policy shall result in disciplinary action, which includes, but isn't limited to: 4.1.4.1 Progressive disciplinary action for OCSD employees, which may result in termination for repeated violations. 4.1.4.2 Removal of contractor personnel from an OCSD public building facility or vehicle and/or termination of the contract. 4.1.4.3 Removal of a member of the general public from the impacted OCSD public building or vehicle. Page I of2 4.2 LOCATING DESIGNATED SMOKING AREAS 4.2.1 All designated smoking areas shall be located outdoors and at least 20 feet from a main entrance, exit, and/or operable window. 4.2.2 All designated smoking areas shall be clearly posted and delineated by OCSD. 4.2.3 Ash trays will be provided at each designated smoking area and will be maintained by OCSD. 5.0 PROCEDURE 5.1 RECORDKEEPING 5.1.1 A database within the Computer Maintenance Management System (CMMS) shall be implemented to properly maintain the location of all designed smoking areas at OCSD. 6.0 EXCEPTIONS 7.0 PROVISIONS AND CONDITIONS 8.0 RELATED DOCUMENTS 8.1 Code of Federal Regulations, Title 49 (Subpart D) 8.2 California Government Code, Sections 7597-7598 8.3 California Labor Code, Section 6400-6413.5 8.4 All signed and implemented MOUs between OCSD and designated Bargaining Units/Employee Associations 8.5 Policy F41.00, Vehicle Usage 8.6 Policy F70.00, Discipline Page 2 of2