HomeMy WebLinkAboutOCSD 06-07 (REPEALED)RESOLUTION NO. OCSD 06-07
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. 090.00, Tuition Reimbursement Program, set forth 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. 0120.00, Professional and Technical Memberships and Fees, set forth 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. F100.00, Smoking, set forth in Attachment No. 4, attached hereto and
incorporated herein by reference.
Section 5: That all other terms and conditions of Resolution No. OCSD 98-33, as
previously recommended, shall remain in full force and effect.
Section 6: That all future amendments to Resolution No. OCSD 98-33 be made by
Resolution.
PASSED AND ADOPTED at a regular meeting held April 26, 2006.
Chair
ATTEST:
~1
Board Seer
-___ .. ~·
.,-;-<
, ,
,..
'''
r -
·"·
'1rJ· >:l;:, . •·) -
REPEALED BY
OCSD 15-18
Orange County
Sanitation District
Policy Number: 010.00
Effective Date: April 26, 2006
Subject: LEAVE-OF-ABSENCE WITH PAY Supersedes: July 20, 2005
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 the Orange County Sanitation District's (OCSD's) leave-of-absence with
pay program.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 All regular OCSD 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
In year 11 4.93 128
In year 12 5.24 136
In year 13 5.54 144
In year 14 5.85 152
In year 15 6.16 160
In year 16 6.46 168
In year 17 6.77 176
In vear 18 7.08 184
In year 19 7.39 192
In years 20 and over 7.69 200
Page 1 of9
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.
4.1 .2 Management shall make a reasonable effort, considering the operational needs
of OCSD, to accommodate all employee requests for vacation leave. Vacation
leave should normally be requested at least two weeks in advance to increase
the likelihood of submitted dates being approved. However, in the event
unforeseen circumstances prevent such advance notification, employees may
request vacation leave with as little as one day's notice. 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. Further guidelines for vacation leave are outlined in
applicable Memorandums of Understanding (MOU).
4.2 Sick Leave. Sick leave is an insurance or protection provided by OCSD 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.
Part-time employees receive pro-rated sick leave according to OCSD Policy
051.00.
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 MOU.
Page 2 of9
Accrued Sick Leave Hours Rate of Payoff
0-100 0%
101-240 25%
241-560 35%
Over 560 (mandatory) 50%
4.2.4 Employees who separatea for any reason other than retirement or death shall be
compensated for any accrued and unused sick leave according to the above
schedule.
4.2.5 Employees who retire or decease shall be paid a percentage of all accrued and
unused sick leave as follows:
Bargaining Unit Rate of Payoff
Orange County Employees Association Employees 50%
Supervisor/Professional Group Employees with 75%
less than 20 years of service
Supervisor/Professional Group Employees with 20 100%
years or more of service
4.2.6 Sick Leave Incentive Plan. The Sick Leave Incentive Plan applies to Executive
Management, Management, Supervisory and Professional 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 November 1 to October 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 made according to the following table or as otherwise stipulated in a
prevailing MOU.
Accrued Sick Leave Hours Rate of Payoff
0-100 10%
101-240 40%
241-560 50%
Over 560 (mandatory) 60%
4.2.7 Permissible Uses. Sick leave may be applied only when:
a. The employee is physically or mentally unable to perform his or her normal
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.
Page 3 of9
d. The absence is for the care of the employee's parent, father-in-law, mother-
in-law, brother, sister, spouse, domestic partner, child, step-child, grandchild,
grandparent, legal guardian, or any family member with whom the employee
resides.
e. The absence is due to a job-related injury.
4.2.8 General Provisions. To qualify for sick-leave pay, the employee must notify
OCSD 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.
4.2.9 Human Resources, along with the division management, 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.
4.2.1 O 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 Biweekly Annual Years of Service
0 through 1 2.31 80*
2 through 4 5.38 140
5 through 10 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
*Only 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.
Regular part-time employees accrue personal leave on a pro-rated basis according to
OCSD Policy 051.00.
4.3.1 Scheduled Time Off. Management shall make a reasonable effort, considering
the operational needs of OCSD, to accommodate all employee requests for
personal leave. Personal leave off should normally be requested at least two
weeks in advance to increase the likelihood of submitted 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. 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
Page 4 of9
advance shall be scheduled in the order received. Personal leave may only be
reported in one-half (.5) hour or one-hour increments.
4.3.2 Unscheduled Time Off. Personal leave that is classified as unscheduled time off
provides income protection to an employee who is unable to work due to the
following:
a. The employee is physically or mentally unable to perform his or her normal
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, father-in-law, mother-
in-law, brother, sister, spouse, domestic partner, child, step-child, grandchild,
grandparent, legal guardian, or any family member with whom the employee
resides.
e. The absence is due to a job-related injury.
Unscheduled time off must be accounted for by completion of an Unscheduled
Time Off Report upon the employee's return to work. Employees may be
required to submit medical documentation for their injury or illness. It is the
responsibility of OCSD management to control the potential abuse of
unscheduled time off privileges. Tardiness less than 15 minutes shall not be
deducted from the employee's pay, but numerous occurrences will be addressed
through the progressive discipline procedure. Tardiness of one hour or more
shall be considered an unscheduled occurrence.
4.3.3 An employee's attendance record shall be reviewed with an employee after five
separate occurrences of unscheduled time off to address 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.
OCSD 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 Human Resources, along with the division management, 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 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.
Page 5 of9
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 have a maximum accumulation of 400 hours
of Personal Leave as of the last day of the final pay period in December of each
year. In the event an employee accrues personal leave in excess of 400 hours, it
must be used prior to said December date, all other remaining hours in excess of
400 will be paid to the employee in the first pay period in January at the
employee's then current hourly rate of compensation.
4.3.8 Sick Leave Bank. Employees who elected to bank sick leave accrued prior to the
implementation of Personal Leave provisions may elect to use such time off for
absence due to a bon fide illness, injury, or pregnancy, or to attend to the illness
or injury of an immediate family member. 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 O 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 own 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 Jurv Duty Leave. Any full-time, including probationary, employee who is called for jury
duty shall 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.
4.4.1 Prior to jury duty service, each employee must complete OCSD's Leave-of-
Absence Form and submit it to Human Resources with a copy of the summons.
To be entitled to receive regular pay for such jury leave, employees 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 (%) of their regular shift
remaining. 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
Page 6 of9
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 Human
Resources, be entitled to the time necessary to comply with such subpoena. An
employee's regular pay will be reduced by the amount of witness leave pay received,
exclusive of mileage.
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
OCSD 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 Human Resources 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 Human Resources, any
full-time employee, whether probationary or regular, shall receive a maximum of 36 hours
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, domestic partner, child, step-child, step parent, grandchild,
grandparent, foster parent, foster child, legal guardian, or any family member with whom
the employee resides or who is identified in the employee's Memorandum of
Understanding (MOU), if applicable. Employees must submit a leave-of-absence form for
approval by the supervisor and Human Resources.
4.8 Administrative Leave. No more than forty (40) hours of administrative leave shall be
granted to employees in the Manager Group in any calendar year on January 1st.
4.8.1 Employees who are hired or promoted into the Manager Group shall be granted
administrative leave on a pro-rata basis in accordance with the following
schedule:
Percentage of Leave
Month of Hire/Promotion Granted
January -September 100%
October -December 50%
4.8.2 Administrative leave shall only be used in full day increments.
4.8.3 Any unused administrative leave, within the calendar year granted, will not be
carried over to the next calendar year.
Page 7 of9
4.8.4 Any unused administrative leave, within the calendar year granted, is not subject
to cash out or eligible for any mandatory payout.
4.8.5 Employees who cease to be part of the Manager Group for any reason will not
receive payment of any unused administrative leave.
5.0 PROCEDURE
6.0 EXCEPTIONS
6.1 Section 4.1, Vacation, including Subsection 4.1.1 of this policy does not apply to
employees covered under the provisions of Personal Leave in the Operations and
Maintenance Memorandum of Understanding and employees in the Confidential Group.
6.2 Section 4.2, Sick Leave, including Subsections 4.2.1 through 4.2.8, of this policy does not
apply to employees covered under the provisions of Personal Leave in the Operations
and Maintenance Memorandum of Understanding and employees in the Confidential
Group.
6.3 Section 4.3, Personal Leave, including Subsections 4.3.1 through 4.3.9, of this policy
applies only to those employees covered under the provisions of Personal Leave in the
Operations and Maintenance Memorandum of Understanding and employees in the
Confidential Group.
6.4 Section 4.8 of this policy, Administrative Leave, including all associated subsections,
applies exclusively to employees in the Manager Group.
6.5 Vacation leave is not accrued for overtime hours worked.
6.6 If any conflict is found to exist between this policy and an existing Memorandum of
Understanding, the M.O.U. provision shall prevail.
7.0 PROVISIONS AND CONDITIONS
7.1 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.
7.2 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.
7.3 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.
7.4 Employees are not eligible to schedule vacation leave until the completion of six months
continuous service.
7.5 Employees may not maintain a negative balance of vacation, sick, compensatory, or
personal leave accruals.
Page 8 of9
8.0 RELATED DOCUMENTS
8.1 California Labor Code, Section 233
8.2 Local 501, Operations and Maintenance Unit MOU
8.3 Administrative and Clerical Unit MOU
8.4 Engineering Unit MOU
8.5 Technical Services Unit MOU
8.6 Professional Group MOU
8. 7 Supervisor Group MOU
8.8 Personal Leave Unscheduled Time Off Report Form
8.9 Policy 8100.00, Employee Separation
8.10 Policy 051.00, Pro Rata Benefits for Part-time Employees
Page 9 of9
Orange County
Sanitation District
Policy Number: D90.00
Effective Date: April 26, 2006
Subject: TUITION REIMBURSEMENT
PROGRAM
Supersedes: December 15, 2004
Approved by: Lisa L. Tomko
1.0 PURPOSE
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 qualifying 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 1of4
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 Exeenses
• Tuition •
• Registration fees •
• Laboratory fees •
• Parking fees •
• Health fees •
• Application fees •
• Required textbooks and materials
per the course syllabus
• Supplies required per the course
syllabus not to exceed $100.00 •
per course
PROCEDURE
Ineligible Expenses
Travel
Optional student fees
Doctoral dissertation fees
Masters thesis fees
Supplemental textbook costs
Supplies and materials used for the
course and retained by the employee
after course completion (i.e., paper,
pencils, notebooks, diskettes, etc.)
Graduation or diploma fees
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 start/end 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.
Page 2 of 4
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
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 davs 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 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 This policy does not apply to student interns or temporary employees.
7.2 Requests for Tuition Reimbursement received in the ED Division more than 60 days
after the course end date will not be approved.
7 .3 Tuition Reimbursement Applications received in the ED Division on or after the course
start date will not be approved.
7.3.1 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.
7.3.2 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.
7.4 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:
7.4.1 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.
7.4.2 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.
Page 3 of4
7.4.3 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.
7.5 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 Forms
Page 4 of4
Orange County
Sanitation District
Policy Number: D120.00
Effective Date: April 26, 2006
Subject: PROFESSIONAL AND TECHNICAL Supersedes: October 24, 2002
MEMBERSHIPS AND FEES
Approved by: Lisa L Tomko
1.0 PURPOSE
1.1 This policy provides the guidelines for budgeting, approving and paying of
employee memberships in professional and/or technical organizations. This
program encourages employees to update and maintain professional and/or
technical capabilities that are pertinent and beneficial to the Orange County
Sanitation District (OCSD). The OCSD will pay the professional and/or technical
organization membership fees associated with acquiring and maintaining OCSD
approved memberships.
2.0 ORGANIZATIONAL UNITS AFFECTED
2.1 This policy applies to all OCSD qualifying 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.
4.0 POLICY
4.1 The OCSD shall pay for membership fees associated with acquiring and maintaining
OCSD-approved professional and/or technical associations that are deemed
pertinent and beneficial to the OCSD and employees.
4.2 All paid membership fees must be budgeted.
4.3 OCSD approved city, county, state and federal technical and professional
licenses, certifications and registrations are not eligible for payment through the
Professional and Technical Memberships and Fees policy. These
reimbursements are processed through the Certification Reimbursement
Program.
5.0 PROCEDURE
5. 1 Budgeting Membership Fees
5.1.1 Each division shall determine if the requested membership is pertinent
and beneficial to the OCSD and employee.
Page 1 of2
5.1.2 Membership fees shall be approved and budgeted by each department
and/or division prior to payment.
5.2 Processing Membership Fees for Payment
5.2.1 A photocopy of the membership invoice and an authorized payment
request voucher is required for the Finance Department to process the
payment request.
5.3 Upon non-approval, a copy of the payment request voucher will be forwarded
back to the employee with a status indicating the reason(s) for non-approval.
6.0 EXCEPTIONS
7.0 PROVISIONS AND CONDITIONS
7.1 This policy does not apply to student interns, part-time employees, or temporary
employees.
7.2 Payment will be at the discretion of the OCSD provided the employee meets the
criteria specified in this policy.
8.0 RELATED DOCUMENTS
8.1 Policy 0100.00 Certification Reimbursement Program
Page 2 of2
'
Orange County
Sanitation District
Subject: Smoking
1.0 PURPOSE
Policy Number: F100.00
Effective Date: April 26, 2006
Supersedes: September 28, 2005
Approved by: Lisa L. Tomko
1.1 This policy has been developed to protect employees and the general public from the
dangers of second-hand smoke and the potential hazards associated with ignition
sources near plant process components.
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.
3.2 Plant Process Component -An area, structure or pipe within OCSD facilities where
wastewater, biosolids, digester gas, or grit are collected, treated, stored, transported or
discharged.
3.3 OCSD Vehicles -All OCSD owned cars, trucks, carts, bicycles, and special motorized
equipment.
3.4 Designated Smoking Areas -Management designated locations where the smoking of
tobacco products is permitted.
4.0 POLICY
4.1 GENERAL INFORMATION
4.1.1 OCSD provides designated smoking and non-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.
4.2 EMPLOYEE, CONTRACTOR AND PUBLIC CONDUCT
4.2.1 Smoking on OCSD property is only permitted in designated smoking areas.
4.2.2 Failure to comply with this policy shall result in disciplinary action, which includes,
but is not limited to:
4.2.2.1 Progressive disciplinary action for OCSD employees, which may result in
termination for repeated violations.
Page 1 of2
'
4.2.2.2 Removal of contractor personnel from an OCSD public building, facility
or vehicle and/or termination of the contract.
4.2.2.3 Removal of a member of the general public from the impacted OCSD
public building or vehicle.
4.2.2.4 Prohibition from coming on to OCSD sites.
4.3 LOCATING DESIGNATED SMOKING AREAS
4.3.1 All designated smoking areas shall be clearly marked.
4.3.2 All designated smoking areas shall be located outdoors and at least 20 feet from
a main entrance, exit, and/or operable window of an OCSD building; within 20
feet of a building ventilation system intake or plant process component. No
OCSD employee, contractor, or member of the general public shall smoke any
tobacco product in an OCSD public building or vehicle.
4.3.3 Ash trays will be provided where necessary and will be maintained by OCSD.
5.0 PROCEDURE
5.1 Maps of designated smoking areas shall be maintained by the Human Resources
Department and the information shall be posted on OCSD's intranet.
5.2 Employees are required to contact their immediate supervisor if there are any concerns
regarding this policy.
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, Sections 6400-6413.5
8.4 Policy F41.00, Vehicle Usage
8.5 Policy F70.00, Discipline
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 2 of2