[Ord. No. 11-0218 §§ 1
— 2, 6-28-2011; Ord. No. 13-0364 § 1, 9-9-2013; Ord. No. 15-0302 §§ 1
— 3, 6-23-2015; Ord. No. 18-0507, 12-10-2018]
A. Policy.
1.
Holidays Observed. The following holidays will be observed as
paid holidays for eligible employees:
[Ord. No. 22-0184, 3-16-2022]
New Year's Day
|
First day of January
|
Martin Luther King Day
|
Third Monday of January
|
Lincoln's Birthday
|
12th day of February
|
Presidents' Day
|
Third Monday of February
|
Truman's Birthday
|
Eighth day of May
|
Memorial Day (observed)
|
Last Monday in May
|
Juneteenth
|
Nineteenth day of June
|
Independence Day
|
Fourth day of July
|
Labor Day
|
First Monday in September
|
Columbus Day
|
Second Monday in October
|
Veterans Day
|
11th day of November
|
Thanksgiving Day
|
Fourth Thursday in November
|
Friday following Thanksgiving Day
|
Fourth Friday in November
|
Christmas Day
|
25th day of December
|
2.
When any of the County-observed holidays fall on a Saturday
or a Sunday, the preceding Friday or the following Monday will be
recognized as a paid holiday.
3.
The County Executive, with the concurrence of the County Council,
may designate additional holidays to be observed as paid holidays
for eligible County employees.
4.
Eligibility Requirements.
a.
All full-time regular employees are eligible to receive holiday
pay. Regular part-time employees will receive holiday pay only for
those holidays that fall on one (1) of their regularly scheduled workdays.
Part-time employees will be compensated for the number of hours they
would have normally worked on the regularly scheduled workday. Seasonal
and temporary employees are not eligible for holiday pay.
b.
Employees are required to work their regularly scheduled hours
the day preceding and the day following a holiday in order to receive
holiday pay. A scheduled vacation day or any other paid day off, in
accordance with standard personnel policy, is considered a day worked
for purposes of holiday pay eligibility. Failure to obtain advanced
supervisor approval of a paid day off may result in forfeiture of
holiday pay.
[Ord. No. 22-0184, 3-16-2022]
c.
Should a County-observed holiday occur during an employee's
vacation, the employee will not be charged for vacation on that holiday.
d.
Employees on unpaid leave at the time of a holiday shall not
be paid for the holiday.
5.
Work On A Holiday.
a.
Exempt Employees. Exempt employees who work on a holiday will
receive an alternate day off, in lieu of taking the holiday, at a
time determined by his/her elected or appointed County Officer.
b.
Non-Exempt Employees. Non-exempt employees required to work
on a holiday will receive holiday leave time for the hours worked
on the holiday at a time determined by his/her elected or appointed
County Officer. Holiday leave time will be kept separately from annual
leave and other compensatory time off. Holiday leave time will be
used before annual leave or other compensatory time is taken.
c.
Upon termination of employment, an employee will be compensated
for accrued holiday leave time.
B. Procedure.
1.
On or about November 1 of each year, the Human Resources Manager
will prepare the holiday schedule for the next calendar year. The
schedule will list the actual days on which each holiday will be observed.
2.
The holiday schedule will be forwarded to the Director of Administration
for review and approval.
3.
In mid-December of each year, the Human Resources Manager will
distribute the holiday schedule to all employees.
[Ord. No. 11-0218 §§ 1
— 2, 6-28-2011; Ord. No. 13-0364 § 1, 9-9-2013; Ord. No. 15-0302 §§ 1
— 3, 6-23-2015; Ord. No. 18-0507, 12-10-2018; Ord. No. 23-0484, 11-27-2023]
A. Policy.
1.
Jefferson County grants paid annual leave (vacation) to eligible
employees based on several factors, including length of continuous
service and active employment during the year. All full-time regular
employees (excluding elected officials) are eligible to earn paid
annual leave.
2.
Calculation. For the purpose of calculating earned annual leave
time, each employee's full-time anniversary date of hire is considered
the annual leave year. The amount of annual leave an employee is entitled
to earn depends upon the employee's length of service with the County
as of his/her anniversary date each year.
3.
Annual Leave Entitlement. For full-time regular employees:
Years of Service
|
Annual Leave
|
---|
During year 1
|
4 hours per pay month
|
During year 2 through year 7
|
8 hours per pay month
|
During year 8 through year 14
|
12 hours per pay month
|
During year 15 through year 19
|
16 hours per pay month
|
During year 20 and each year thereafter
|
Add 8 hours per year up to a maximum of 240 hours annual leave
per year
|
4.
An employee will continue to earn annual leave during a period
of paid leave. An employee will not earn annual leave during a pay
month in which the employee was on leave without pay for more than
fifteen (15) calendar days.
5.
Annual leave compensation will be computed at the employee's
base salary at the time vacation is taken.
6.
A previous employee of Jefferson County, who worked at least
three (3) years of continuous full-time employment for the County
and is rehired, may be credited with one (1) year of service and granted
annual leave in the appropriate amount. No credit is given for previous
service less than three (3) years.
7.
Employees may not maintain a monthly balance in excess of the
annual entitlement for the current anniversary year. Only by an exception
basis and with the written consent of the Director of Administration
is annual leave carryover allowed. Carryover approved by the Director
of Administration must be taken during the anniversary year in which
it was granted, or within a time period specified by the Director
of Administration, whichever is less. Annual leave in excess of the
amount of entitlement for the current year not taken will be forfeited,
unless carried over by written consent of the Director of Administration.
8.
Annual leave may be taken any time during the year with the
advance approval of the elected or appointed County Officer based
on departmental needs.
9.
Upon termination from County employment, an employee will be
compensated for unused annual leave.
B. Procedure.
1.
Employees are required to discuss their annual leave plans with
their department official and to obtain approval in advance of taking
any annual leave.
2.
Employees must request time off through the time off request
function in the automated payroll system, subject to supervisor approval.
3.
Employees may not take days without pay if there are accruals
available to them in their vacation bank.
[Ord. No. 11-0218 §§ 1
— 2, 6-28-2011; Ord. No. 13-0364 § 1, 9-9-2013; Ord. No. 15-0302 §§ 1
— 3, 6-23-2015; Ord. No. 18-0507, 12-10-2018]
A. Policy.
1.
Full-time regular employees (excluding elected officials) shall
earn and accrue sick leave benefits at the rate of eight (8) hours
per pay month up to a maximum of nine hundred sixty (960) hours.
2.
An employee will continue to earn sick leave during a period
of paid leave. An employee will not earn sick leave during a pay month
in which the employee was on a leave without pay for more than fifteen
(15) calendar days.
3.
An employee may use sick leave only for a bona fide illness,
injury, pregnancy, or for medical, dental, or psychiatric examination
or treatment.
4.
Loss of work time due to illness in the immediate family of
an employee, which requires the personal care and attention of the
employee, may be charged against the accumulated sick leave of the
employee. The term "immediate family" (or step) shall mean children,
spouse, parents, grandparents, grandchild, brother or sister, and
parents of the employee's spouse. Unusual cases will be handled on
an individual basis by the Director of Administration.
5.
Sick leave exceeding three (3) consecutive days or sick leave
that is extended and is subject to a short-term disability will require
a physician's certification stating that the employee cannot perform
the essential duties of the job. The County reserves the right to
initiate a leave if the employee is unable to perform the essential
duties of the job.
6.
Upon termination from County employment, an employee will not
be reimbursed for unused sick leave except when the employee retires
after the age of fifty-five (55) and the employee is a vested employee.
An employee is vested after five (5) years of continuous employment
with the County. Vested, retiring employees will be compensated for
unused sick hours at a rate of fifty percent (50%) of accrued sick
hours at the date of termination of employment. This provision applies
only to employees hired before June 6, 2006. Employees hired after
the effective date of this policy will not be reimbursed for unused
sick leave upon termination for any reason.
B. Procedure.
1.
Employees are expected to call in on each occasion of absence
from work. The employee shall contact the County in accordance with
departmental procedure, as approved by the Director of Administration,
giving as much notice as possible, but no later than the start of
their regularly scheduled shift. Employees should understand that
calling in, by itself, does not justify an absence.
2.
It is the responsibility of the elected or appointed County
Officer and, if necessary, the Human Resources Manager to determine
that absence from work is due to actual illness or injury.
3.
Employees may be required to furnish a doctor's certification
to support their absence and/or verifying the fitness to return to
work.
4.
Excessive absenteeism is grounds for disciplinary action up
to and including termination.
5.
The elected or appointed County Officer must verify records
of the use of each employee's sick leave and verify the accuracy as
reported on the employee's monthly time record.
6.
Sick leave absences during the employee's final thirty (30)
calendar days of employment shall be reviewed by the Director of Administration,
in consultation with the elected or appointed County Officer, who
may deny or rescind the paid sick leave for absences longer than three
(3) consecutive workdays without a physician's statement, or for unexplained
absences that are not consistent with the employee's prior attendance
record.
7.
Employees shall not have the option to take a sick day unpaid
if they have accruals available to them in their bank.
[Ord. No. 11-0218 §§ 1
— 2, 6-28-2011; Ord. No. 13-0364 § 1, 9-9-2013; Ord. No. 18-0507, 12-10-2018]
A. Policy.
1.
It is the policy of Jefferson County to provide eligible employees
with an unpaid leave of absence in accordance with the Federal Family
and Medical Leave Act of 1993, as revised effective January 16, 2009, and applicable
State laws for the following circumstances:
a.
The birth of a child or the placement of a child for adoption
or foster care and in order to care for the child;
b.
To care for a child, spouse, or parent with a serious health
condition;
c.
The employee's own serious health condition that renders the
employee unable to perform the essential functions of his/her position.
d.
A qualifying exigency arising out of the fact that an employee's
spouse, son or daughter or parent is on active duty or is called to
active duty in support of a contingency operation as a member of the
National Guard or Reserves.
e.
The employee is the spouse, son or daughter, parent or next
of kin of a covered service member with a serious injury or illness.
2.
Jefferson County reserves the right to designate any qualified
absence of an employee as family and medical leave to be counted against
the twelve (12) weeks [or up to twenty-six (26) weeks of military
caregiver leave] of leave with or without a request from the employee.
The employee will be notified in writing of any such designation.
3.
Definitions. As used in this Section,
the following terms shall have these prescribed meanings:
CHILD
A biological, adopted, or foster child, stepchild, legal
ward, or a child of an employee standing in loco parentis (in place
of a parent), who is under eighteen (18) years old or older than eighteen
(18) years if incapable of self-care because of a serious health condition.
MILITARY CAREGIVER LEAVE (ALSO KNOWN AS "COVERED SERVICE MEMBER
LEAVE")
To care for an ill or injured service member with a serious
illness or injury incurred in the line of duty on active duty, including
veterans who are undergoing medical treatment, recuperation or therapy
for serious injury or illness that occurred any time during the five
(5) years preceding the date of treatment.
NEXT OF KIN
The closest blood relative of the injured or recovering service
member.
PARENT
Biological parent or individual who stood in loco parentis
to an employee when the employee was a child.
QUALIFYING EXIGENCY
Includes:
a.
Issues arising from a covered military member's short-notice
deployment. Short-notice deployment is a call/order to active duty
seven (7) days prior to the date of deployment. Leave is limited to
seven (7) calendar days beginning on the date the military member
is notified of deployment.
b.
Military events and related activities such as official ceremonies,
programs or events sponsored by the military or family support or
assistance programs, and informational briefings sponsored or promoted
by the military service organization or the American Red Cross.
c.
Certain child-care and related activities arising from the active
duty or call to active duty status of a covered military member, such
as arranging for alternative child care, providing child care on a
non-routine, urgent, immediate-need basis, enrolling or transferring
a child into a new school or day-care facility, and attending certain
meetings at school or a day-care facility, if necessary, due to circumstances
arising from the active duty or call to active duty of the covered
military member.
d.
Making or updating financial or legal arrangements to address
a covered military member's absence.
e.
Attending counseling provided by other than a health care provider
for oneself, the covered military member or the child of the covered
military member, the need for which arises from the active duty or
call to active duty status of the covered military member.
f.
Attending certain post-deployment activities, including attending
arrival ceremonies, reintegration briefings and events, and other
official ceremonies or programs sponsored by the military for a period
of ninety (90) days following the termination of the covered military
member's active duty status and addressing issues arising from the
death of a covered military member.
g.
Any other event that the employee and employer agree is a qualifying
exigency.
SERIOUS HEALTH CONDITION
An illness, injury, impairment, or physical or mental condition
that involves inpatient care in a hospital, hospice, or residential
medical care facility, or continuing treatment by a health care provider
lasting three (3) or more days.
SPOUSE
A husband or wife as defined or recognized under State law
for purposes of marriage, including common law marriage in states
where it is recognized.
4.
Eligibility. To be eligible for a leave under Jefferson County's
family and medical leave policy, an employee must be employed by the
County for at least twelve (12) months, or fifty-two (52) weeks, at
the time the leave commences. Employment need not be consecutive weeks.
However, the employee must have completed at least one thousand two
hundred fifty (1,250) hours of service with Jefferson County during
the twelve-month period immediately preceding the leave commencement
date. Employees that are not eligible for family and medical leave
may apply for a general leave of absence.
5.
Duration.
a.
Leaves may be taken for up to twelve (12) workweeks during any
rolling twelve-month period measured backward from the date an employee
requests leave. Where two (2) spouses are both employed by the County,
their aggregate leave will be limited to twelve (12) workweeks during
any rolling twelve-month period, except in the case of their own serious
health condition, or to care for their spouse or child with a serious
health condition, in which case both spouses will be eligible for
the full twelve (12) weeks of leave during a rolling twelve-month
period.
b.
An eligible employee may take up to a total of twenty-six (26)
weeks for military caregiver leave during a single rolling twelve-month
period. Approved leave already taken under FMLA will be deducted from
the total of twenty-six (26) weeks available annually.
6.
Notification. Employees requesting leave that is foreseeable
must provide the County with thirty (30) days' advance notice of leave.
When the leave is not foreseeable, such as the birth of or a placement
of a child or treatment of a serious health condition, and begins
in less than thirty (30) days from the commencement of leave, notification
must be made as soon as practicable.
7.
Intermittent Leave.
a.
Employees may take leave to care for a child, spouse, or parent
with a serious health condition or for the employee's own serious
health condition on an intermittent basis or on a reduced schedule
leave.
b.
Employees requesting leaves for these purposes must make a reasonable
effort to schedule the treatment, either for themselves or for their
child, spouse, or parent, so as not to unduly disrupt the County's
operations. The employee should endeavor to secure the approval of
his/her own or covered family member's health care provider to reasonably
schedule the treatment to avoid such disruption.
c.
If an employee requests intermittent or reduced schedule leave
that is foreseeable based on planned medical treatment, the County
may require the employee to transfer temporarily to an alternative
position of equal status for which the employee is qualified to better
accommodate the recurring periods of leave. Employees transferred
in such circumstances will receive pay and benefits equivalent to
that of their regular position.
8.
Certification.
a.
For A Serious Health Condition.
(1) Employees requesting leave for their own or a covered
family member's serious health condition will be required to provide
medical certification to substantiate their leave request. Certification
must be provided to the County thirty (30) days in advance of the
onset of the leave or as soon as practicable.
(2) The County reserves the right to have an employee
or covered family member examined by a health care provider of its
choice for a second opinion, at any time, at its discretion. The County
will pay for any such second opinion examination.
(3) In the event a conflict exists between the medical
opinion of the employee's or covered family member's health care provider
and that of the County in the second opinion examination, a third
examination will be required to be performed by a health care provider
mutually agreed upon by the employee and the County, and paid for
by the County. In such instances, the opinion of the third health
care provider will be final and binding on the County and the employee.
(4) Employees may be required to provide additional
medical certification to substantiate the continuing necessity of
the leave. Certification may be required as often as every thirty
(30) days throughout the duration of the leave.
b.
Qualifying Exigency For Military Leave. Requests for exigent
leave must be supported by certification submitted by the employee.
(1) A complete and sufficient certification to support
a request for FMLA leave due to a qualifying exigency includes written
documentation confirming a covered military member's active duty or
call to active duty status in support of a contingency operation.
A complete and sufficient certification also includes any available
written documentation which supports the need for leave. Such documentation
may include a copy of a meeting announcement for informational briefings
sponsored by the military, a document confirming an appointment with
a counselor or school official, or a copy of a bill for services for
the handling of legal or financial affairs.
(2) If leave is requested to meet with a third party
(such as to arrange for child care, to attend counseling, to attend
meetings with school or child-care providers, to make financial or
legal arrangements, to act as the covered military member's representative
before a Federal, State, or local agency for purposes of obtaining,
arranging or appealing military service benefits, or to attend any
event sponsored by the military or military service organizations),
a complete and sufficient certification includes the name, address,
and appropriate contact information of the individual or entity with
whom the employee is meeting (i.e., either the telephone or fax number
or e-mail address of the individual or entity).
c.
Military Caregiver Leave. A complete and sufficient certification
to support a request for FMLA leave due to a covered service member's
serious injury or illness includes written documentation confirming
that the covered service member's injury or illness was incurred in
the line of duty on active duty and that the active service member
is undergoing treatment for such injury or illness. The certification
must be issued by the United States Department of Defense (DOD) health
care provider who is either a United States Department of Veteran
Affairs (VA) health care provider, a DOD Tricare network authorized
private health care provider, or a DOD non-network Tricare authorized
private health care provider to verify that the service member is
undergoing medical treatment, recuperation, or therapy, or is otherwise
in outpatient status, or is on temporary military retired list for
a serious injury or illness.
9.
Use Of Accrued Leave Time. Employees shall be required to use
all available paid time during their FMLA absence. The employee will
receive his/her paid leave, and the leave will also be considered
protected FMLA leave and counted against the employee's FMLA leave
entitlement. The remainder of the FMLA leave, if any, will be unpaid
leave unless the employee is able to receive any statutory benefits
in accordance with applicable State law and the terms of each respective
benefit plan.
10.
Benefit Continuation During Leave. Group health insurance will
continue while an employee is on leave at preleave benefit and premium
contribution levels. If the leave is unpaid, the employee will be
required to pay his/her regular premium contribution, if any, for
the coverage to continue. Benefits that operate on an accrual basis
(annual leave, sick leave) will not accrue during a pay month in which
the employee was on unpaid leave for more than fifteen (15) calendar
days. An employee's eligibility for qualified benefits (pension, 457
contribution plan, etc.) will be governed according to the terms of
each respective benefit plan.
11.
Return To Work. Employees will be required, at least once every
thirty (30) days while on leave, to contact their elected or appointed
County Officer to report on their status and intentions with respect
to returning to work. Before being permitted to return to work from
a leave for the employee's serious health condition, the employee
will be required to provide certification from his/her health care
provider that he/she is able to return to work and perform all essential
functions of the job, with or without reasonable accommodation.
12.
Reinstatement After Leave.
a.
Eligible employees taking leave under this policy will be reinstated
to their former position or to a position of equal status with equivalent
benefits and other terms and conditions of employment. No employee
is entitled under this policy to any right, benefit, or position other
than that to which the employee would have been entitled had he/she
not taken leave.
b.
The County also reserves the right to deny leave reinstatement
to key employees, where such denial is necessary to prevent substantial
and grievous economic injury to the County's operations. "Key employees"
are defined as the highest paid ten percent (10%) of the employees
employed by the County within seventy-five (75) miles of the facility
at which the employee is based.
c.
Key employees will be notified of the County's intention to
deny leave as soon as a determination is made. In the event such notice
is given to a key employee already on leave, the employee will be
offered the opportunity to terminate his/her leave and immediately
return to work. In the event that the key employee decides not to
return to work, he/she will remain on leave for the balance of the
leave period and then be terminated.
d.
If an employee is unable to return to work after his/her FMLA
leave expires due to his/her own serious health condition, and the
employee has exhausted his/her accrued paid vacation, sick and compensatory
time, the employee may file a request for general leave of absence.
Employees will only be reinstated at the end of the general leave
if a position is available for which the employee is eligible, with
or without reasonable accommodation. If the leave request is denied
or no request for general leave is made, the employee will be considered
as having resigned as of the last day of the approved FMLA leave.
e.
An employee who does not return from family and medical leave
for any reason other than his/her own serious health condition that
makes the employee unable to perform all essential functions of his/her
position with or without accommodation and has exhausted all other
paid leave may file a request for a general leave of absence. If the
leave request is denied or no request for general leave is made, the
employee will be considered as having resigned as of the last day
of the approved leave.
B. Procedure.
1.
The Human Resources Manager coordinates FMLA certifications
and procedures. An employee requesting a leave of absence under the
Family and Medical Leave Policy must notify his/her elected or appointed
County Officer as soon as practicable of the need for leave and complete
the request forms available in Human Resources.
2.
An employee requesting leave for his/her own serious health
condition, a covered family member's serious health condition or military
caregiver leave must provide medical certification to substantiate
his/her leave request prior to approval. These forms are available
from the Division of Human Resources.
3.
Employees requesting leave for a qualifying exigency due to
a military member's deployment must be supported by certification.
These forms are available from the Human Resources Manager in the
Department of Administrative Services.
4.
The employee will return the completed request form and medical
or qualifying exigency certification forms to Human Resources.
5.
Human Resources will determine if the leave qualifies as family
and medical leave under the County's policy. The employee will be
notified in writing of the determination, and the employee's supervising
elected or appointed County Officer will be notified. The County may
deny the commencement of requested FMLA leave if the employee fails
to provide adequate or timely certification.
6.
An employee may appeal the decision of the Human Resources Manager
to the Director of Administration. The decision of the Director of
Administration shall be final.
7.
If the leave qualifies as family and medical leave, the employee
must make arrangements with the Division of Human Resources for the
copayment of any group health insurance benefits. If the leave does
not qualify as family and medical leave, the employee may request
a general leave of absence.
8.
Prior to commencement of the leave, or as soon after as is practicable,
the employee's elected or appointed County Officer will complete an
employee status change form placing the employee on leave of absence
status at the commencement of the leave and forward it to the Division
of Human Resources for processing.
9.
An employee returning to work at the end of a leave of absence
for his/her own serious health condition will provide certification
from his/her health care provider that he/she is able to return to
work and perform all essential functions of the job, with or without
reasonable accommodation.
10.
The elected or appointed County Officer will complete an employee
status change form removing the employee from leave of absence status
at the end of the leave, attach the return-to-work certification,
and forward it to Human Resources for processing.
11.
FMLA, when identified, runs concurrently with other forms of
leave, paid or unpaid. When employees have accrued or earned leave
time, absences qualifying for family medical leave shall be designated
as FMLA and run concurrently with paid leave.
12.
A copy of all documentation of the leave will be placed in a
confidential medical file.
[Ord. No. 11-0218 §§ 1
— 2, 6-28-2011; Ord. No. 13-0364 § 1, 9-9-2013; Ord. No. 18-0507, 12-10-2018]
A. Policy.
1.
Elected or appointed County Officers may recommend a leave of
absence without pay for approval by the Director of Administration
based on departmental need. A leave of absence normally will not be
granted for periods in excess of twelve (12) months. Notice of a grant
for leave of absence without pay will be made a part of the employee's
personnel file.
2.
For a leave of absence without pay due to the employee's own
serious health condition, not covered by FMLA, the employee will be
required to furnish a doctor's statement attesting to the employee's
inability to perform the essential requirements of his/her position
with or without accommodation and the estimated time of recovery.
The employee will be required to exhaust accrued sick and annual leave
and any unused comp time prior to being granted a general leave of
absence, whether for the employee's own serious health condition or
other purposes.
3.
Employees will be required, at least once every thirty (30)
days while on leave, to contact their elected or appointed County
Officer to report on their status and intentions with respect to returning
to work. Before being permitted to return to work from a leave for
the employee's own serious health condition, the employee will be
required to furnish certification from his/her health care provider
that he/she is able to return to work and perform all essential functions
of the job, with or without reasonable accommodation.
4.
Without proper medical necessity, as certified by the employee's
doctor, an employee granted leave without pay for pregnancy, not covered
under FMLA, will return to work within sixty (60) calendar days after
delivery.
5.
Benefits that operate on an accrual basis (annual leave, sick
leave) will not accrue during a pay month in which the employee was
on unpaid leave for more than fifteen (15) calendar days. An employee's
eligibility for qualified benefits (pension, 457 contribution plan,
etc.) will be governed according to the terms of each respective benefit
plan.
6.
Employees will only be reinstated at the end of a general leave
if a position is available for which the employee, in the County's
opinion, is qualified, with or without reasonable accommodation.
7.
An employee who is not reinstated at the expiration of the leave
will be terminated.
B. Procedure.
1.
An employee requesting a general leave of absence must notify,
in writing, his/her elected or appointed County Officer as soon as
practicable of the need for leave and complete the request forms available
from the Human Resources Manager. An employee requesting leave for
his/her own serious health condition must also provide medical certification
to substantiate his/her leave request prior to approval.
2.
Prior to commencement of the leave, or as soon after as is practicable,
the Human Resources Manager will notify the employee of the acceptance
or denial of the general leave request.
3.
The employee's elected or appointed County Officer will complete
an employee status change form placing the employee on leave of absence
status at the commencement of the leave and forward it to the Human
Resources Manager for processing.
4.
An employee returning to work at the end of a leave of absence
for his/her own serious health condition will provide certification
from his/her health care provider that he/she is able to return to
work and perform all essential functions of the job, with or without
reasonable accommodation.
5.
The employee's elected or appointed County Officer will complete
an employee status change form removing the employee from a leave
of absence status and attach the return-to-work certification, if
applicable. If the employee does not return from leave of absence
at the expiration of the leave or if no position is available, the
elected or appointed County Officer will also note that on the employee
status change form as reason for termination and forward the form
to Human Resources for processing.
6.
A copy of all documentation of the leave will be placed in the
employee's personnel file or in a confidential medical file.
[Ord. No. 11-0218 §§ 1
— 2, 6-28-2011; Ord. No. 13-0364 § 1, 9-9-2013; Ord. No. 18-0507, 12-10-2018; Ord. No. 23-0484, 11-27-2023]
A. Policy.
1.
The County will reimburse full-time and part-time regular employees their base salary for scheduled hours of work when they are summoned to jury duty or subpoenaed as a witness as outlined in Section
120.190(A)(2) and
(A)(3). All other employees summoned to jury or witness duty will be given the necessary time off without pay.
2.
Full-time and part-time regular employees will be granted paid
time off for testifying under subpoena as a witness in criminal court,
responding to questioning by a police agency, or attending a deposition
hearing as a witness in a criminal case.
3.
All employees summoned to court for participation in civil court
actions, other than as a juror, will not be granted paid time off.
No paid time off will be granted to any employee where the employee
is a defendant in a criminal case. Employees may be permitted to utilize
accrued annual leave time for court participation in civil court actions.
4.
If the employee receives payment for serving as a juror or giving
testimony or deposition, reimbursement for time off will supplement
the payment equal to the amount of the employee's regular base salary.
B. Procedure.
1.
On the next workday following the date of receipt of a summons
to serve on a jury or a subpoena to appear as a witness, the employee
will present the summons or subpoena to his/her elected or appointed
County Officer. The employee will then complete an appropriate time
off request electronically in the payroll system indicating jury duty
as the reason for the request.
2.
After the period of jury duty is completed, the employee must
furnish his/her elected or appointed County Officer with written proof
of having served on a jury or as a witness for the time claimed. This
documentation will be forwarded to Human Resources for file purposes.
3.
Employees will not keep any pay received for serving as a juror
or giving testimony in a deposition. The employee will contact the
Payroll Specialist upon completion of jury duty and furnish the documentation
needed for reimbursement of the time off.
[Ord. No. 11-0218 §§ 1
— 2, 6-28-2011; Ord. No. 13-0364 § 1, 9-9-2013; Ord. No. 18-0507, 12-10-2018]
A. Policy.
1.
An employee will be granted a maximum of three (3) days' paid
leave in the event of a death in the employee's immediate family.
2.
Immediate family (or step) for the purpose of this policy includes
spouse, parents, children, brothers, sisters, grandparents, father-in-law,
mother-in-law, son-in-law, daughter-in-law, or any legal dependent
as defined by the Internal Revenue Code.
3.
Employees will be granted one (1) day off from work without
loss of pay in the event of the death of an employee's aunt, uncle,
or spousal siblings (brother-in-law and sister-in-law).
4.
If a death occurs while an employee is on vacation, the employee
will not be charged annual leave time for those days used as bereavement
leave.
5.
The County reserves the right to handle unusual cases on an
individual basis at the discretion of the Director of Administration
after consulting with the elected or appointed County Officer.
B. Procedure.
1.
The employee will notify his/her elected or appointed County
Officer immediately of the death in the family and the days he/she
will need for bereavement. The employee or supervisor will then complete
a time off request electronically in the payroll system indicating
bereavement as the reason for the request.
[Ord. No. 11-0218 §§ 1
— 2, 6-28-2011; Ord. No. 13-0364 § 1, 9-9-2013; Ord. No. 18-0507, 12-10-2018]
A. It is the policy of Jefferson County to comply with all State election
law requirements with respect to providing employees, when necessary,
time off to vote.
B. If an employee has three (3) consecutive hours either between the
opening of the polls in his/her community and the beginning of the
workday or between the end of the workday and the closing of the polls,
the employee will be deemed to have sufficient time outside his/her
normal working hours in which to vote.
C. If an employee has fewer than three (3) consecutive hours outside
of normal working hours, the employee may take off as much working
time as will give the employee the three (3) consecutive hours to
enable him/her to vote.
D. For non-exempt employees, not more than one (1) hour of working time
taken will be paid, and the time will be taken only at the beginning
or end of the employee's workday as designated by the employee's department
official.
E. Employees requiring working time off to vote will be required to
notify the County not less than two (2) working days before the day
of the election.
[Ord. No. 11-0218 §§ 1
— 2, 6-28-2011; Ord. No. 13-0364 § 1,9-9-2013; Ord. No. 18-0507, 12-10-2018]
A. Policy.
1.
It is the policy of Jefferson County to provide leaves of absence
for employees who serve in the United States Armed Forces and to reservists
and National Guard members. Leave will be granted for:
c.
To meet military-related obligations, such as reporting for
periodic physical fitness examinations.
2.
Jefferson County will provide a military leave of absence, with
pay and any other rights or benefits to which they may otherwise be
entitled, to employees who are members of the National Guard or of
any reserve component of the Armed Forces of the United States for
all periods of military service during which they are engaged in the
performance of duty or training for a period not to exceed a total
of fifteen (15) calendar days in any Federal fiscal year.
3.
The County will grant unpaid leaves of absence for extended
periods of military service up to five (5) years in accordance with
applicable Federal and State laws.
4.
All County benefits received by an employee taking military
leave (paid or unpaid) will be continued by the County, on the same
terms and conditions as if the employee were not on leave, for a period
of up to thirty-one (31) days.
5.
A returning veteran must meet the following criteria to be eligible
for reemployment:
a.
He/she must have been a regular employee of the County who left
employment for the purpose of entering active military duty or training,
inactive duty for training, full-time National Guard duty, or to undergo
a fitness-for-duty examination.
b.
The employee or an officer of the service must have provided
the County with advance written or verbal notice of the military service,
unless giving notice is precluded by military necessity.
c.
The cumulative length of the absence for military service must
not be longer than five (5) years.
d.
He/she must have been discharged or released from active duty
under honorable conditions.
e.
The employee must notify his/her elected or appointed County
Officer within the proper time frame of the intent to return.
f.
The employee must comply with the County's requests for documentation
to establish any of the above criteria.
6.
Application For Reemployment.
a.
Federal law requires, as a condition of reinstatement, that
veterans apply for reemployment within ninety (90) calendar days of
the date they are unconditionally released from military service if
the period of service is more than one hundred eighty (180) days.
b.
Persons who provide uniformed service for more than thirty (30)
but less than one hundred eighty-one (181) days must submit an application
for reemployment within fourteen (14) days of completing their stint
of service.
c.
Individuals performing uniformed service of less than thirty-one
(31) days must provide the County notice of an intent to reapply for
employment no later than the beginning of the first full regularly
scheduled work period that starts at least eight (8) hours after the
person has been safely transported from the place of uniformed service.
If reporting by that time is impossible or unreasonable through no
fault of the individual, he/she must report as soon as possible after
the eight-hour period. The same rule applies to persons required to
report for examinations to determine the person's fitness to serve
in the uniformed service.
7.
An employee who is re-employed after a military leave of one
hundred eighty-one (181) days or more may not be discharged without
cause for one (1) year after the date of reemployment. An employee
who is re-employed after a military leave of thirty (30) days but
fewer than one hundred eighty (180) days may not be discharged without
cause for six (6) months after the date of reemployment. Employees
who are re-employed after military leave of fewer than thirty (30)
days are not protected from discharge without cause.
8.
An employee who fails to report to work or to reapply for employment
within the appropriate time frame will be considered as having resigned
as of the last day in which he/she would be eligible to reapply for
employment.
B. Procedure.
1.
Employees requiring a military leave of absence are required
to submit copies of relevant military orders to their department official
as soon as practicable. A copy of the military orders will be forwarded
to the Human Resources Manager for the employee's personnel file.
2.
Prior to commencement of the leave, or as soon after as is practicable,
the employee's elected or appointed County Officer will complete an
employee status change form placing the employee on military leave
of absence status and forward it to the Human Resources Manager for
processing.
3.
To receive military training pay, the employee must present
his/her endorsed military pay voucher or check to the Payroll Specialist
for up to the first two (2) weeks of the military training period.
4.
An employee returning to work at the end of a military leave
of absence must notify his/her elected or appointed County Officer
within the proper time frame of the intent to return. The employee
must comply with the County's requests for any documentation needed
to determine eligibility for reemployment.
5.
The elected or appointed County Officer will complete an employee
status change form removing the employee from military leave of absence
status and attach all documentation. If the employee fails to return
to work or to reapply for employment within the appropriate time frame,
the elected or appointed County Officer will also note that on the
employee status change form as reason for termination and forward
the form to Human Resources for processing.
6.
A copy of all documentation of the leave will be placed in the
employee's personnel file.