Article IV Policies Regarding Benefits

Vacation policy.

Full-Time Regular Employees shall be frontloaded paid time off hereinafter referred to as "PTO" (earned according to the following schedule:

Years of Continuous Service	Number of Days Earned
1 through 7 Years of Service	10 days
8 through 12 Years of Service	15 days
13+ Years of Service	20 days

Newly hired full-time employees shall be pro-rated from their date hire to the end of the calendar year and will be entitled to utilize that bank of PTO after ninety (90) calendar days of employment and during the subsequent twelve (12) months. On January 1st and each subsequent January 1st following their hire, newly hired employes shall receive their ten (10) days of PTO frontloaded and shall be afforded the use per this policy. Current employees shall be entitled to utilize PTO immediately.

A "day" of PTO is calculated as eight (8) hours.

Part-time regular employees, temporary or seasonal employees. Accrue (earn) paid time off "PTO" vacation according to the following:

Part-time, temporary, or seasonal employes will accrue (earn) one (1) hour of vacation time for every forty (40) hours worked in a twelve (12) month period, up to a maximum of forty (40) hours in a twelve (12) month period. The definitions of full-time, part-time, temporary or seasonal employee can be found on page 4 of this employee handbook.

A year of service is calculated based on the employee's date of hire. An employee completes one (1) year of service on the anniversary of their date of hire and an additional year of service on their anniversary date every year thereafter.

An employee's hours of PTO are accrued (earned) in the current year of service but available to use at the beginning of the year. An employee must be employed on the last day of the pay period to accrue for that pay period.

If a situation arises for which an employee needs time off and does not have time accrued, the employee may request time off without pay. For information regarding the Time Off Without Pay policy, refer to that policy in the handbook. PTO time, by policy, must be taken before the end of the year in which it becomes available. PTO time may not be accumulated from year to year, meaning that the amount of PTO time an employee may have at the beginning of any service year shall not exceed the total of the current year's available vacation time. This policy will be followed for all full-time employees with the exception of the "grandfathered" vacation time bank for full-time employees hired prior to January 1, 2024.

To assist the County in maintaining a consistent workforce and for employees to have the best selection of PTO time, it is highly recommended that the employee request vacation time from their supervisor as far in advance as possible. All PTO time must be scheduled with the employee's supervisor or supervisor's designee and is subject to approval. Supervisors are aware of the appropriate staffing levels required to maintain departmental operations and will not be able to approve PTO time, if it results in staffing below that appropriate level.

Paid Leave for All Worker's Act Policy (PLAWA). In accordance with PLAWA, all employees are to be afforded a maximum of forty (40) hours of PLAWA leave (hereinafter PL) per twelve (12) month period to be earned at a rate of one (1) hour of PL for every forty (40) hours worked in a twelve (12) month period, up to a maximum of forty (40) hours of PL in a twelve (12) month period. Monroe County currently provides full-time employees with Paid Time Off "PTO" per the above schedule. It is the intention of the County that the forty (40) hours of PL is to be taken from the PTO days. If an employee does not specify a reason prior to or at the time of their leave it shall be presumed to be PL up to the maximum forty (40) hours. Part-time employees shall accrue PTO/PL at the rate one (1) hour of PL for every forty (40) hours worked in a twelve (12) month period, up to a maximum of forty (40) hours of PL in a twelve (12) month period. Employees shall be paid their regular hourly rate of pay for PL.

The twelve (12) month period for purposes of calculating PL shall be the calendar year. Employees shall be permitted to use accrued PL beginning on March 30, 2024 or ninety (90) days after the commencement of their employment, whichever is later. Part-time employees may at the end of a twelve (12) month period, carry over accrued, unused PTO/PL into the next twelve (12) month period, full-time employees shall not be entitled to carry over any PTO/PL. An employee, however, may not use more than forty (40) hours of accrued PL in a twelve (12) month period and may not carry over more than forty (40) hours of accrued PL in a twelve (12) month period and may not carry over more than forty (40) hours.

Monroe County does not credit PL under this policy to any other employee vacation bank or paid time off (PTO) bank. As a result, in accordance with PLAWA, Monroe County does NOT compensate employees for accrued, unused PL upon termination or separation from employment.

PL use. Monroe County requires employees to provide seven (7) calendar days' notice of the employee's intent to take PL. If, however, the employee's need to take PL is not foreseeable, the employee must provide notice as soon as is practicable after the employee is aware of the necessity of taking PL. Monroe County may deny an employee's request to use PL if granting leave would significantly impact County operations. The following is an illustrative (not exhaustive) list of reasons why requests to use PL may be denied: 1) Staffing would fall b below minimum levels necessary to provide effective public service; 2) Emergency circumstances exist requiring employee attendance; 3) Employee absence would hamper Monroe County's ability to meet critical workflow obligations or deadlines. An employee is not required to search for or find a replacement worker to cover the hours during which the employee will be on PL. Employees may take PL in increments as small as two (2) hours unless the employee's scheduled workday is less than two (2) hours, in which case, the employee's scheduled workday shall be used to determine the amount of PL taken. An employee may take PL for any reason of the employee's choosing. An employee is not required to provide Monroe County with a reason for taking PL. Monroe County will not require the employee to provide documentation or certification of the reason that PL was taken. An employee may choose whether to use PL under this policy prior to using any other leave provided by Monroe County or State law. If an employee does not specify a reason prior to or at the time of their leave it shall be presumed to be PL. Employees shall be paid their regular hourly rate of pay for PL.

(5)

If an employee is separated from employment with Monroe County and is rehired within twelve (12) months of separation from Monroe County, previously accrued PL that had not been used by the employee shall be reinstated, and the employee shall be entitled to use it at the commencement of reemployment.

** This policy does not apply to anyone covered under a collective bargaining agreement.

Time off without pay. The County realizes there may be circumstances whereby an employee requires additional personal time off during a given year. Employees may request up to an additional two (2) days of unpaid time off per year with the prior approval of their supervisor. (Example: Funerals not included in Bereavement policy.)

Paid time off for sickness; full-time regular employees. Accrue (earn) paid time for sickness according to the following schedule:

Full-time regular employees accrue (earn) 3.08 hours of sick time per pay period.

Paid time for sickness is not available to be used by the employee until it has been accrued and it is accrued by pay period. An employee must be employed on the last day of the pay period to accrue sick time for that pay period and it becomes available for use in the following pay period. The County expects good attendance and believes in rewarding employees who make every effort to be on the job consistently. Therefore, unused sick time may be carried over and accumulated from one year to the next as a benefit for medical hardships. However, accumulated sick time will not be paid out upon termination, resignation or retirement, unless otherwise addressed in a collective bargaining agreement.

Definition. Paid time off for sickness is a benefit given to employees under the following circumstances:

An employee cannot perform their duties or might infect other individuals.

For the illness or injury of the employee's child, stepchild, spouse, domestic partner, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent.

For medical or dental appointments of the employee's child, stepchild, spouse, domestic partner, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent. Time must be used in increments of one (1) hour or more.

For time off for the employee's child, stepchild, spouse, domestic partner, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent in excess of five (5) days will be granted when the employee's care is required, and other arrangements have been attempted but cannot be made.

This time off is provided as a "financial buffer" for an employee who is injured or too ill to work but is not to be used as additional time off work.

Notification. In order to be paid for time off due to sickness, an employee must notify their supervisor or the supervisor's designee as soon as feasible for planned procedures. (i.e. – minor elective surgery, medical testing and medical or dental appointments). For unplanned sickness (i.e. – colds, flu, accidents, etc.) the employee should notify their supervisor as soon as possible, but no less than one (1) hour prior to their scheduled start time. Employees who do not report unplanned sickness per the County's attendance policies may not qualify for paid time for sickness.

If an employee is off of work three (3) or more consecutive days due to illness, they must supply medical certification verifying that they have been unable to work and that they have been released by their health care provider to return to work. This certification should be submitted to the supervisor upon the employee's return to work and before beginning work.

IMRF service credits. Sick time that an employee has accumulated, but has not used at the time of retirement, may be counted and converted to service credit towards IMRF retirement only as permitted under IMRF rules and consistent with IMRF rules. Employees should refer to their IMRF plan documents regarding conversion of sick pay to service credit for IMRF purposes.

Policy abuse. The County will not deny an employee the right to use personal sick leave benefits as required or discharge, threaten to discharge, demote, suspend, or in any manner discrimination against an employee for using personal sick leave benefits, attempting to exercise the right to use personal sick leave benefits or asserting a claim based on the use of personal sick leave benefits. However, in order for Monroe County to meet operational obligations to the public, it is imperative that the County has a dependable and consistent workforce. Work priorities are more easily managed around scheduled time off, whereas unscheduled and unplanned time off makes it extremely difficult for the County to meet its operational obligation to the citizenry. Subsequently, good attendance is an expectation of employment, regardless of the amount of paid time the employee has accumulated. Therefore, abuse of the sickness policy is taken very seriously by Monroe County and will be subject to disciplinary action, up to and including termination.

Time off under this Policy for a reason that qualifies for any other mandated leave entitlement by an employee eligible for the mandated leave will count against the employee's mandated leave entitlement.

§ 11-4-5 Family Medical Leave.

Monroe County complies with the federal Family Medical Leave Act (FMLA) and provides eligible employees up to twelve (12) weeks of unpaid leave in a rolling twelve (12) month period, measured backwards from the date of leave, for designated family and medical reasons. FMLA is granted for one or more of the following reasons:

The birth of a child or the placement of an adopted child or foster child in the family (limited to the first year after the birth or placement).

To care for the employee's spouse, child or parent who has been diagnosed with a serious medical condition (as defined by federal regulations).

Due to an employee's own diagnosed serious medical condition that has rendered the employee unable to perform the functions of their position under normal working conditions (as defined by federal regulations).

The need to care for a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in "outpatient status," or is otherwise on the temporary disability retired list, for a "serious injury or illness" or a veteran who is undergoing medical treatment, recuperation, or therapy, for a serious injury or illness and who was a member of the Armed Forces (including a member of the National Guard or Reserves) at any time during the five (5) years before the date on which the veteran undergoes that medical treatment, recuperation or therapy (Covered Service Member) who is the employee's spouse, son, daughter, parent or "next of kin."

A "qualifying exigency" as defined by law, arising from the fact that a spouse, child or parent of the employee is a military member on "active duty" (or has been notified of an impending call or order to "active duty") in the Armed Forces in support of a "contingency operation," a member of a reserve military force and is called to active-duty status in support of a contingency operation, an employee whose family member is on active duty or called to active-duty status in support of a contingency operation as a member of the regular armed forces is not eligible to take leave because of a "qualifying exigency."

To be eligible for FMLA Leave, the employee must meet both of the following conditions:

Have been an employee of the County for a minimum of twelve (12) months (need not be consecutive except for breaks in service of seven (7) years or more)

Have worked at least one thousand two hundred fifty (1,250) hours during the twelve (12) month period immediately preceding the commencement of a requested leave.

Employer Notification. The standard advance notification to the employer for foreseeable leave is thirty (30) days. If leave is necessitated by an emergency, notification to the County is required on the day of the emergency or on the next business day. If the leave is requested for a "qualifying exigency," the employee must notify the employer of their request for leave as soon as is "reasonable and practicable" upon learning of the necessity for leave.

When the employee seeks leave due to a FMLA qualifying reason for which the County has previously provided FMLA protected leave, the employee must specifically reference the qualifying reason for leave when reporting the absence or the need for FMLA leave or the absence may not be protected. In most circumstances, the employee is required to follow the County’s absence reporting procedures when reporting the need for FMLA leave for a chronic condition. Failure to give notice as required may result in delay or denial of leave and may subject the employee to disciplinary action up to and including termination for any unauthorized absences. In the case of foreseeable leaves, the County may delay the leave for up to thirty (30) days from the date the employee notified the County of the need to take FMLA leave and may subject the employee to disciplinary action up to and including termination for any unauthorized absences.

Leave certification. If the leave is necessitated by the serious health condition of the employee or their spouse, child or parent, then medical certification is required prior to the commencement of the leave or as soon as is practical after the leave begins (maximum of fifteen (15) working days from receipt of Notice of Rights and Responsibilities). The employee will be requested to recertify the condition consistent with applicable regulations. If the employee is requesting leave to care for a service member the employee must provide a certification that the employee is needed to care for a covered service member of the armed forces who is undergoing medical treatment, recuperation, or therapy, or is in "outpatient status" or on the temporary disability retired list for a "serious injury or illness." The employee may be requested to provide certification of the employee's relationship to the covered service member. If the leave is for a "qualifying exigency," the employee shall be required to provide certification that the service member is on, or has been called to, active duty. If the leave is to meet with a third party the County may also contact the third party to verify the meeting and its purpose.

Benefits. The employee's health and dental insurance coverage will be maintained on the same basis as if they were not on leave. The employee will continue to pay their contributory amount where applicable. Employees who are members of IMRF should speak with Human Resources in regard to maintaining their service credits while on unpaid leave. Coverage of all insurance may stop if the employee fails to pay the employee's portion of the premiums or if the County learns the employee does not intend to return to employment or does not return to employment. In these cases, the County may request the employee to reimburse it for any premiums it has paid on the employee's behalf during the leave unless the reason the employee did not return was because of a continued serious health condition or for other reasons beyond the employee's control as defined by the Family and Medical Leave Act.

Use of paid time off. Employees who qualify for FMLA Leave might be required to use accrued vacation, sick or compensatory time or other accrued paid time off as part of the leave, dependent on their departmental policy and applicable collective bargaining agreement. This provision is enacted to provide as consistent a workforce as possible upon completion of leaves. Any unused paid time off benefits (such as vacation, sick or compensatory time) that were accrued prior to taking the leave will be retained by the employee, but the employee will not earn any benefit time while on leave. Paid time off benefits will resume being earned when the employee returns to work. Leaves that qualify for FMLA status will be counted toward the twelve (12) month benefit, regardless of the employee's request.

(K)

Amount of leave. An eligible employee may take up to twelve (12) workweeks of unpaid leave (or twenty-six (26) workweeks for military Caregiver Leave). For all leave other than Military Caregiver Leave the County uses a rolling twelve-month period. Accordingly, a request for leave will not be approved if you have already used the maximum leave under this policy during the twelve (12) months preceding the date leave would begin. For Military Caregiver Leave, the twelve (12) month period begins upon the first date of the need for Military Caregiver Leave. If you do not take all of your twenty-six (26) weeks of leave during the twelve (12) month period, the remaining part of the twenty-six (26) weeks of leave entitlement for Military Caregiver Leave is forfeited.

(L)

Married couples working for Monroe County. A husband and wife who both work for Monroe County is permitted to take a combined total of twelve (12) weeks or twenty-six (26) weeks of leave during any twelve (12) month period under the following circumstances:

Birth of a child (twelve (12) weeks)

Placement of an adopted or foster child (twelve (12) weeks)

§ 11-4-6 Extended Leaves Following FMLA.

Military Caregiver Leave (twenty-six (26) weeks)

(M)

Intermittent leave or reduced work schedules. When leave is necessitated by the employee's or eligible family members' serious health condition, a "qualifying exigency" or a military caregiver circumstance, the leave may be taken intermittently or on a reduced schedule at the employee's request and upon submission of proper certification. (i.e. - weekly dialysis treatments, reduced work schedules while recovering from a heart attack or surgery or intermittent leave while acting as a caregiver). It is the employee's obligation to make a reasonable effort to schedule treatments so as not to unduly disrupt the County's operations. Therefore, employees should discuss options with their supervisor prior to scheduling appointments or treatments to devise a mutually acceptable schedule.

Intermittent or Reduced Schedule leave will be counted on an hourly basis to apply toward the maximum leave entitlement. The County may require the employee to work in a different position or on a different schedule during the period of an intermittent or reduced schedule leave that will better accommodate the necessities of the employee's foreseeable schedule. The alternative position will have the same pay and benefits as the position held prior to the beginning of leave. The County retains the right to deny an intermittent or reduced schedule leave when leave is taken for the birth, placement or adoption of a child.

(N)

Reinstatement. According to FMLA requirements, an employee will be able to return to the same job or a job with equivalent status, pay, benefits and other employment terms upon return from FMLA Leave.

An employee returning from FMLA leave due to the employee's serious health condition must provide a fitness for duty medical certification that the employee is able to resume working. Prior to returning to work, the employee must contact Human Resources to submit the medical clearance to return to work and to determine when to report for duty. Failure to follow these procedures may result in delay when the employee is ready to come back to work and may subject the employee to disciplinary action for any unauthorized absence up to and including discharge.

Failure to return to work at the end of the leave or upon exhaustion of the employees leave entitlement under this Policy may be considered a resignation. The employee is responsible for contacting Human Resources if the employee cannot return to work upon the expiration of the employee's leave, or the exhaustion of the employee's leave entitlement and to explain why the employee cannot return to work. Failure to do so or report to work as expected upon the end of the leave may be considered a resignation.

(O)

Concurrent benefits. Leaves which qualify as FMLA, Short-Term Disability or Worker's Compensation may, and frequently do, run concurrently with paid time for vacation, sick, personal or compensatory time. However, these leaves are governed independently by each one's specific policy. FMLA's specific purpose is to provide job protection, job restoration and insurance protection.

The specific purpose of Short-Term Disability or Worker's Compensation leaves is to provide reimbursement of medical expenses and/or replacement of wages. Thus, leaves that qualify must be granted FMLA protection while concurrent with other benefits that provide medical reimbursement and/or wage replacement, but which do not protect job restoration or insurance continuance.

(P)

FMLA and Worker's Compensation. Time taken for an injury or illness that is covered under Workers' Compensation that also qualifies as a serious health condition under this Policy will count against the employee's maximum leave entitlement under this Policy. If the employee is released to return to modified duty and the employee accepts modified duty the time the employee is on modified duty will not count against the employee's leave entitlement under this Policy. The time the employee is on modified duty will also not count against the employee's right to reinstatement, however, the employee's right to reinstatement will expire at the end of the applicable FMLA period (one (1) year from the date leave was taken for the employee's injury or illness).

The employee may also decline the modified duty and continue to remain on a leave of absence under this Policy for the time period the employee continues to have a serious health condition that prevents the employee from performing the essential functions of the employee's position until the employee can either perform the employee's position or the employee exhausts the employee's leave entitlement under this Policy, whichever occurs first. The employee's rejection of modified duty and election to continue to remain on a leave of absence under this Policy may cause the employee to lose Workers' Compensation temporary total disability payments. If the employee loses temporary total disability payment the County may require the employee to substitute paid leave (such as vacation) for any remaining period that the employee remains on leave.

(Q)

Failure to comply with this policy. If an employee fails to follow the guidelines in the policy or falsifies any information related to the certifications, the employee's leave may be delayed or denied and discipline, up to and including discharge, may result.

Engaging in gainful employment during a leave of absence under any of the County's leave policies will be considered a voluntary resignation unless prior written approval was obtained.

Non-work-related. When an employee has exhausted FMLA Leave for a non-work-related health issue and is not released by a physician to return to their job, the employee may request an Extended Leave. In that situation, the employee must complete a new "Request for Leave of Absence" form and submit it to the County for approval. The employee will also be given a Certification to be completed by their health care provider and returned to the County. Extended Leave, if approved, will be granted for up to a maximum of three (3) months and may be used for intermittent or reduced schedules, if needed, within the three (3) month period.

Use of paid time off. Employees granted an Extended Leave my be required to concurrently use any earned vacation, sick or compensatory time. Additional vacation time or sick time will not accrue while an employee is on such a leave. After vacation and sick time has been exhausted, the remainder of the leave will be unpaid by the County.

Inability to return to work. An employee who is not released by a physician to return to work at the end of the maximum three (3) month Extended Leave period will be placed on "Inactive" status. An employee on "Inactive" status is removed from the County's payroll, will not be eligible to accrue any additional benefits and will no longer be entitled to job restoration rights, but is considered "in good standing." Inactive status will end at the earliest of the following:

The individual resigns from their position.

The individual is released by their health care provider and is capable of returning to the job.

The individual begins to receive total or permanent disability from IMRF or Social Security Disability.

The individual has been on leave for a maximum of one (1) year.

If the individual is released by a physician and requests to return to work, they may apply for any open position for which they are qualified. An inactive employee who applies for an open position must meet the minimum qualifications for the position and will be given the same consideration for employment afforded to other candidates with similar qualifications. An inactive employee who is re-hired within one (1) year of being placed on "Inactive" status will retain all seniority rights to which they were entitled in their previous position.

Work-related. When an employee has exhausted his/her FMLA leave for a work-related incident that is covered by Workers' Compensation insurance and they are not released by a health care provider to return to their job, they may request Extended Leave. The employee must complete a "Request for Leave of Absence" form and submit it to the County for approval. They will also be given a Certification to be completed by their health care provider and returned to the County. Such Extended Leaves, if approved, will be granted for up to a maximum of forty (40) weeks.

Insurance continuation. Extended Leave is a qualifying event for purposes of Insurance Continuation. Eligible employees will be offered continuation coverage under IMRF and/or the Consolidated Omnibus Budget Reconciliation Act (COBRA). All rights and obligations pertaining to these programs will be communicated to the employee at that time. For work-related health issues, the County will pay a portion of the premium (similar to that paid for active employees) for the first six (6) months of continuation coverage, if elected. After that six (6) month period, the employee will be obligated to pay the full insurance premium plus any applicable administrative fees. Continuation is at the employee's option.

Use of paid time off. Employees granted an Extended Leave may be required to concurrently use any earned vacation, sick or compensatory time. Additional vacation or sick time will not accrue while an employee is on such a leave. After vacation and sick time has been exhausted, the remainder of the leave will be unpaid by the County.

Inability to return to work. An employee who is not released by a physician to return to work at the end of the forty (40) week Extended Leave period will have been granted total leave of one (1) year (twelve (12) weeks of FMLA Leave plus forty (40) weeks Extended Leave) and will have exhausted all leave under this policy and will be placed on "Inactive" status. An employee on "Inactive" status is removed from the County's payroll, will not be eligible to accrue any additional benefits and will no longer be entitled to job restoration rights, but is considered "in good standing." "Inactive" status will end at the earliest of any of the following situations:

The individual resigns from his/her position.

The individual is released by his/her health care provider and is capable of returning to the job.

The individual begins to receive total or permanent disability from IMRF or Social Security Disability.

The individual has been on leave for a maximum of one (1) year.

If the individual is released by his/her health care provider and requests to return to work, the inactive employee may apply for any open position for which they are qualified. An inactive employee that applies for an open position must meet the minimum qualifications for the position and will be given the same consideration for employment afforded to other candidates with similar qualifications. An inactive employee who is re-hired within one (1) year of being placed on "Inactive" status will retain all seniority rights to which he/she was entitled in their previous position.

§ 11-4-7 Non-FMLA Leaves of Absence.

There may be instances when a leave is requested and either the employee or the circumstances do not qualify for FMLA Leave. When such a situation occurs, the County has the following policies pertaining to leaves of absence which do not qualify under FMLA.

Non-work-related. An employee who has been employed with the County for a minimum of one (1) year but has not worked sufficient hours in the prior twelve (12) month period to qualify for FMLA Leave may request a Non-FMLA Leave of Absence for health-related issues. The standard advance notification to Human Resources for foreseeable leave is thirty (30) days. However, in the case of an emergency, the request should be made on the day of the emergency or on the next business day. The employee must complete a "Request for Leave of Absence" form and submit it to Human Resources for approval. The employee will also be given a Certification to be completed by their health care provider and returned to Human Resources. Such a leave, if approved, will be granted for up to a maximum of eight (8) weeks.

Insurance continuation. Non-FMLA Leave is a qualifying event for purposes of Insurance Continuation. Eligible employees will be offered continuation coverage under IMRF and/or the Consolidated Omnibus Budget Reconciliation Act (COBRA). All rights and obligations pertaining to these programs will be communicated to the employee at that time. Continuation is at the employee's option, and the employee will be obligated to pay the full insurance premium plus any applicable administrative fee.

Use of paid time off. Employees granted a Non-FMLA Work-Related Leave my be required to concurrently use any earned vacation and/or sick time. Additional vacation or sick time will not accrue while an employee is on such a leave. After vacation and sick time has been exhausted, the remainder of the leave will be unpaid by the County.

Inability to return to work. An employee who is not released by a physician to return to work at the end of the maximum eight (8) weeks of Non-FMNLA Leave will be placed on "Inactive" status. An employee on "Inactive" status is removed from the County's payroll, will not be eligible to accrue any additional benefits and will no longer be entitled to job restoration rights, but is considered "in good standing." "Inactive" status will end at the earliest of any of the following situations:

The individual resigns from his/her position.

The individual is released by his/her health care provider and is capable of returning to the job.

The individual begins to receive total or permanent disability from IMRF or Social Security Disability.

The individual has been on leave for a maximum of one (1) year.

Work-related. If an employee does not meet the eligibility requirements of FMLA because he/she has not been employed by the County for a sufficient period of timer (one (1) year) or has not worked at least one thousand two hundred fifty (1,250) hours during the twelve (12) month period immediately preceding the start of a requested leave and requires a leave for a work-related incident covered by Workers' Compensation insurance, he/she may request a Non-FMLA Work-Related Leave. The employee will be required to complete a "Request for Leave of Absence" form and submit it to the County for approval. The employee will also be supplied with a Certification to be completed by their health care provider and returned to the County. Such a leave, if approved, will be granted for up to a maximum of fifty-two (52) weeks.

Insurance continuation. Non-FMLA Work-Related Leave is a qualifying event for purposes of Insurance Continuation. Eligible employees will be offered continuation coverage under IMRF and/or the Consolidated Omnibus Budget Reconciliation Act (COBRA) Continuation. All rights and obligations pertaining to continuation under these programs will be communicated to the employee at that time. For work-related health issues, the County will pay a portion of the insurance premium (similar to that paid for active employees) for the first six (6) months of continuation coverage, if elected. After that six (6) month period, the employee will be obligated to pay the full insurance premium plus any applicable administrative fees. Continuation is at the employee's option.

Use of paid time off. Employees granted a Non-FMLA Work-Related Leave may be required to concurrently use any earned vacation and/or sick time. Additional vacation or sick time will not accrue while an employee is on such a leave. After vacation and sick time has been exhausted, the remainder of the leave will be unpaid by the County.

Inability to return to work. An employee who is not released by a physician to return to work at the end of the fifty-two (52) week period will have had a total leave of one (1) year and will have exhausted all leave under this policy and will no longer have job restoration rights. The employee will be placed on "Inactive" status. An employee on "Inactive" status is removed from the County's payroll, will not be eligible to accrue any additional benefits and will no longer be entitled to job restoration rights, but is considered "in good standing." "Inactive" status will end at the earliest of any of the following situations:

The individual resigns from his/her position.

The individual is released by his/her health care provider and is capable of returning to the job.

The individual begins to receive total or permanent disability from IMRF or Social Security Disability.

The individual has been on leave for a maximum of one (1) year.

If the individual is released by his/her health care provider and requests to return to work, the inactive employee may apply for any open position for which they are qualified. An inactive employee who applies for an open position must meet the minimum qualifications for the position and will be given the same consideration for employment afforded other candidates with similar qualifications. An inactive employee who is re-hired within one (1) year of being placed on "Inactive" status will retain all seniority rights to which he/she was entitled in their previous position.

§ 11-4-8 Employees Ineligible for Leave.

Release to return to work. Employees returning from any of the above leaves will be required to submit to their supervisor a physician's "Release to Return to Work" no less than three (3) days prior to returning to the job. Without a physician's release, the employee will not be allowed to return to work.

Nothing in this policy shall be construed to prohibit the County from assigning an employee to light duty.

An employee who has worked for the County for less than one (1) year is ineligible for a leave of absence unless it is work-related and subject to worker's compensation. An employee may resign and when they are subsequently released by a physician to return to work, they may apply for any open position for which they are qualified. A former employee that applies for an open position must meet the minimum qualifications for the position and will be given the same consideration for employment afforded other candidates with similar qualifications. If an employee chooses not to resign, they will be discharged.

§ 11-4-9 Victim's Economic Security and Safety Act (VESSA).

The County recognizes that an employee who has been the victim of domestic or sexual violence or who has a family or household member who is a victim of domestic or sexual violence may need to take time away from work to attend to needs caused by domestic or sexual violence. This Victim's Economic Security and Safety Act Leave policy is designed to meet those needs in a manner that is beneficial to employees, their families and the County. It also represents the intent of the County to comply with the requirements of the Illinois Victims' Economic Security and Safety Act ("VESSA").

Reasons for leave. An employee who is a victim of domestic or sexual violence or has a family or household member (spouse, parent, son, daughter, and persons jointly residing in the same household) who is a victim of domestic violence or sexual violence whose interests are not adverse to the employee as it relates to the domestic or sexual violence may take unpaid leave from work to address domestic or sexual violence by:

Seeking medical attention for, or recovering from, physical or psychological injuries caused by domestic or sexual violence to the employee or the employee's family or household member;

Obtaining services from a victim services organization for the employee or the employee's family or household member;

Obtaining psychological or other counseling for the employee or the employee's family or household member;

Participating in safety planning, temporarily or permanently relocating, or taking other actions to increase the safety of the employee or the employee's family or household member from future domestic or sexual violence or ensure economic security; or

(5)

Seeking legal assistance or remedies to ensure the health and safety of the employee or the employee's family or household member, including preparing for or participating in any civil or criminal legal proceeding related to or derived from domestic or sexual violence.

Requests for leaves of absence in situations other than those governed by the VESSA, such as personal leave, are not addressed in this Policy.

Amounts of leave. An eligible employee may take up to a total of twelve (12) workweeks of leave during any twelve (12) month period. Leave under this policy is not in addition to any leave entitlement that the employee has under the County's FMLA policy. The total amount of leave that an employee may take under County's FMLA policy, and this policy shall not exceed twelve (12) workweeks/twenty-six (26) workweeks if leave has been taken under County's FMLA Policy for an injured Service Member.

Compensation and benefits during leave. Leaves of absence under this Policy are generally without pay, where permitted by law. An employee who is entitled to take paid or unpaid leave (including family, medical, sick, annual, personal, or similar leave) from employment under law or the County's policies may elect to substitute any period of such paid or unpaid leave for an equivalent period of leave under this policy.

The employee will not lose any employee benefit accrued before the date on which the employee's leave is to begin. The County will continue coverage for the employee and any family or household member under any group health plan during the employee's leave under this policy. The employee is responsible for paying the employee's benefits, including health insurance, during this leave. Payments must be made to the County on the first day of the month.

Notifying the county. The employee shall provide the County with at least forty-eight (48) hours' advance notice of the employee's intention to take the leave under this policy. If such notice is not practicable then the employee must notify the County that the employee's absence was for a reason that qualifies for leave under this policy within one to two business days following the employee's absence. Failure to give notice as required may result in a delay or denial of leave and may subject the employee to disciplinary action up to and including termination for any unauthorized absences.

Certification. The employee must provide certification to the County that:

The employee or the employee's family or household member is a victim of domestic or sexual violence; and

The leave is for a reason specified in this policy.

Such certification must be provided within fifteen (15) days of the County's request for such information.

Restoration of same or equivalent position. When the employee returns from a leave under this Policy, the employee will be returned to the same position or a position with equivalent seniority status, employee benefits, pay and other terms and conditions of employment. The employee will not lose any seniority or benefits because of leave under this Policy, although the employee will not accrue any additional vacation, sick or other benefits during the period of leave. The County may deny the employee restoration due to conditions unrelated to the employee's exercise of leave under this Policy.

Failure to return to work upon expiration of leave. The County will treat the employee's failure to return to work as expected upon expiration of leave under this Policy as the employee's voluntary resignation. The employee is responsible to contact the County before the expiration of the employee's leave under this Policy if the employee learns that the employee will not be able to return as expected to determine whether there are any other forms of leave available to the employee or to seek an extension of leave under this Policy. If there are no other forms of leave available to the employee and/or the employee is not entitled to an extension of leave under this Policy, then the employee will be expected to return to work and will be treated as having resigned if the employee fails to do so.

If the employee's failure to return from leave is for a reason other than the continuation, recurrence, or onset of domestic or sexual violence that would qualify for leave under this Policy or other circumstances beyond the employee's control, the County may seek to recover the premium that it paid for maintaining coverage for the employee and the employee's family or household member during the employee's leave. The County may require certification of the reason for the employee's failure to return from leave.

Designation of FMLA leave. The County has the right to designate as FMLA leave all leave time taken under this Policy for reasons that qualify for leave under the County's FMLA policy.

Non-discrimination. The County prohibits any discrimination or retaliation against any employee because of the employee:

Is or is perceived to be a victim of domestic or sexual violence;

Attended, participated in, prepared for, or requested leave to attend, participate in, or prepare for a court proceeding relating to an incident of domestic or sexual violence where the employee or a family or household member of the employee was a victim;

Requested accommodation in response to actual or threatened domestic or sexual violence, regardless of whether the request was granted; or

Because the workplace was disrupted or threatened by the action of a person whom the employee states has committed or threatened to commit domestic or sexual violence against the employee or the employee's family or household member.

Reasonable accommodation. The County will make reasonable accommodation to the known limitations resulting from circumstances relating to being a victim of domestic or sexual violence of an otherwise qualified individual who is an applicant or employee who is:

A victim of domestic or sexual violence; or

§ 11-4-10 Volunteer Emergency Worker Job Protection Act.

With a family or household member who is a victim of domestic or sexual violence whose interests are not averse to the employee or applicant as it relates to the domestic or sexual violence; unless the accommodation would impose an undue hardship on the County's operations.

(K)

Failure to comply with this policy. If the employee fails to follow the guidelines in this Policy or falsifies any information related to the leave under this Policy, the employee's leave may be delayed or denied. In addition, the employee may be disciplined, up to and including discharge.

Engaging in gainful employment during a leave of absence will be considered a voluntary resignation.

Monroe County will fully comply with all the regulations of the Volunteer Emergency Worker Job Protection Act. The definition of a "volunteer emergency worker" is a firefighter, licensed EMT, ambulance driver or attendant, ESDA or "First Responder," according to the EMT System's Act, who provides services to a fire department, fire protection district or other governmental entity without receiving compensation. If a Monroe County employee is involved in such a role, the County employee must provide verification of their role per the County's request. If an employee is going to be absent or late for an assigned shift due to volunteer emergency duties, it is the employee's responsibility to make a reasonable effort to notify their supervisor. The employee will be requested to provide documentation of their volunteer service, which resulted in their absence or tardiness. The employee will not be subject to discipline for absence or tardiness due to their service, however, their time off the job will not be paid.

§ 11-4-11 Bereavement Leave.

Unpaid child bereavement. Employees are entitled to use a maximum of two (2) weeks (ten (10) workdays) of unpaid bereavement leave to:

Attend the funeral or alternative to a funeral of a child;

Make arrangements necessitated by the death of the child;

Grieve the death of the child.

Leave must be completed within sixty\ (60) days after the date on which the employee receives notice of the death of the child.

In the event the death of more than one child in a twelve (12) month period the employee may take up to a total of six (6) weeks of bereavement leave during the twelve (12) month period.

Leave under this policy is not in addition to any leave entitlement that the employee has under the County's FMLA policy. The total amount of leave that an employee may take under County's FMLA policy, and this policy shall not exceed twelve (12) workweeks/twenty-six (26) workweeks if leave has been taken under County's FMLA Policy for an injured Service Member.

Notifying the county. The employee shall provide the County with at least forty-eight (48) hours' advance notice of the employee's intention to take leave under this policy. If such notice is not practicable then the employee must notify the County that the employee's absence was for a reason that qualifies for leave under this policy within one (1) to two (2) business days following the employee's absence. Failure to give notice as required may result in a delay or denial of leave and may subject the employee to disciplinary action up to and including termination for any unauthorized absences.

Certification. The County may require reasonable documentation of the employee's need for leave. Such certification must be provided within fifteen (15) days of the County's request for such information.

Designation of FMLA leave. The County has the right to designate as FMLA leave all leave time taken under this Policy for reasons that qualify for leave under the County's FMLA policy.

Non-discrimination. The County prohibits any discrimination or retaliation against any employee because the employee has requested or used leave under this policy.

Engaging in gainful employment during a leave of absence will be considered a voluntary resignation.

Paid bereavement. Full time employees who have completed their Introductory period are entitled to up to three (3) consecutive workdays of paid bereavement leave for the loss of the employee's immediate family member (parent, stepparent, stepchild, siblings, stepsiblings, parent-in-law, son or daughter-in-law, grandparent or grandchild) or up to five (5) workdays of paid bereavement leave for the loss of a spouse, domestic partner, or child. The next to last day may be the day of the funeral or other form of memorial or rite except for the case of a spouse, domestic partner or child where two days of leave may be taken after the funeral or memorial. Part-time employees who have completed their Introductory period are entitled to up to two (2) consecutive scheduled workdays of paid bereavement leave for the loss of the employee's spouse, domestic partner, parent, stepparent, child, stepchild, sibling, parent-in-law, son or daughter-in-law, grandparent or grandchild. One day may be taken after the funeral or memorial. Supplemental employees are ineligible for paid bereavement leave.

Full time employees may receive one (1) day of paid bereavement leave to attend the right of non-immediate relative (brother and sister-in-law, aunt, uncle and spouses' or domestic partner's grandparent) with prior Supervisory approval.

To receive bereavement, pay supporting documentation must be submitted to the Payroll Manager and Human Resources within two (2) days of the employee's return to work. Examples of documentation would be a death certificate, obituary, or statement from a funeral home.

§ 11-4-12 Jury Duty.

The County recognizes the employee's obligation as a citizen to serve on jury duty. An employee must notify their supervisor promptly and provide them a copy of the jury duty notice to report. The employee will be required to report to work when released from jury duty, if more than one-half (1/2) of their workday remains. While serving jury duty, the County will pay an employee the difference between the employee's regular pay and jury duty pay up to a maximum of thirty (30) days. The employee must submit their record of appearance statement from the jury duty jurisdiction to the supervisor upon returning to work before pay will be issued. Any other reimbursements which an employee receives from the Courts will be retained by the employee.

§ 11-4-13 School Visitation.

Monroe County will grant employees unpaid time off to attend school conferences or classroom activities pursuant to the Illinois School Visitation Act. To be eligible, an employee must have exhausted all other accrued time off with the exception of accrued sick time. In that event, the employee is eligible for a maximum of eight (8) hours in a given school year, of which no more than four (4) hours may be taken at a time. To qualify, the employee must submit a written request for the time off to their supervisor at least seven (7) working days prior to the time off, unless it is an emergency situation and, in that case, twenty-four (24) hours' notice shall be required. For regularly scheduled and non-emergency events, the employee is expected to schedule school visitations during non-working hours.

§ 11-4-14 Voting.

Pursuant to Illinois Voting Leave, the County permits an employee up to two (2) hours of paid time from their scheduled workday to vote in primary, general and special elections or elections which are submitted to a popular vote in the State of Illinois, if polls are not open at least two (2) hours before or after the employee's regular scheduled hours. The employee must notify their supervisor at least the day prior to the election to be eligible for excused time, and the supervisor may specify what time the employee can utilize (i.e. – at the start, end or during their scheduled work hours). If notification is provided by the employee, they will experience no negative repercussions for the time away from their job. However, if notification is not provided, an employee is subject to counseling action, up to and including termination.

§ 11-4-15 Military Leave.

A military leave of absence will be granted in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA) to employees who are absent from work due to service in the United States uniformed services. Advance notice of military service is required, unless military necessity prevents such notice, or it is otherwise impossible or unreasonable. A copy of the employee's duty orders should also be provided to the employee's supervisor and will be forwarded to Human Resources for placement in the employee's personnel file.

The military leave will be unpaid. However, employees may use accrued vacation time and/or compensatory time for the absence. The employee will be treated as though they were continuously employed for purposes of determining benefits based on length of service.

Employees who are members of a national or state reserve unit and who must complete annual duty commitments will be allowed to do so up to a maximum of two (2) weeks. It is the employee's responsibility to provide duty orders to their supervisor at the earliest possible date for departmental scheduling purposes. Such time off shall be unpaid, unless the employee chooses to take all or part of their earned vacation time or compensatory timer as part of the time off.

§ 11-4-16 Family Military Leave.

The County recognizes that employees occasionally need to take time away from work to spend time with spouses or children who are called to military service either under federal or State deployment orders. This FAMILY MILITARY LEAVE policy is designed to meet those needs in a manner that is beneficial to employee, their families and the County when you or your need for leave does not qualify for SERVICE MEMBER LEAVE or MILITARY EXIGENCY LEAVE under the County's FMLA Policy. You will not be permitted to use this leave to exceed twelve (12) workweeks or twenty-six (26) workweeks (in case of an injured service member) within a twelve (12) month period. It also represents the intent of the County to comply with the requirements of the Illinois Family Military Leave Act of 2005 ("FMLA")

Reasons for leave. An eligible employee may be entitled to take an unpaid leave of absence when the employee's spouse or child is called to military service lasting longer than thirty (30) days with the State or United States pursuant to the orders of the Governor or the President of the United States.

Requests for leaves of absence in situations other than those governed by the FMLA, such as personal leave, are not addressed in this Policy.

Eligibility. To be eligible for a leave of absence under this Policy, an employee must:

Be the spouse or parent of an individual who is called to military service lasting longer than thirty (30) days with the State or United States pursuant to orders of the Governor or the President of the United States;

Have been employed by the County for at least twelve (12) months;

Have worked at least one thousand two hundred fifty (1,250) hours during the twelve (12) months before the beginning of the requested leave;

Have exhausted all accrued vacation leave, personal leave, compensatory leave and any other leave that may be granted to you, except sick leave, disability leave and leave for which you are eligible under the County's FMLA policy.

(5)

The County may require that an employee provide certification from the proper military authority to verify the employee's eligibility for leave under this Policy.

Amounts of leave. An eligible employee may take up to:

Fifteen (15) days of unpaid family military leave during the time Federal or State deployment orders are in effect if the County employs between fifteen (15) and fifty (50) employees; or

Thirty (30) days of unpaid family military leave during the time Federal or State deployment orders are in effect if the County employs over fifty (50) employees.

Compensation and benefits during leave. Leaves of absence under this Policy are generally without pay, where permitted by law. The employee will not lose any employee benefit accrued before the date on which the employee's leave is to begin. However, the continuation of the employee's benefits, including health insurance, during this leave is at the employee's expense. Payments must be made to the County on the first day of the month.

Notifying the county.

Leaves of five (5) or more consecutive days. The employee must notify the County at least fourteen (14) days in advance of the intended date for leave to begin under this Policy.

Leaves of less than five (5) days. The employee must notify the County of the intended date of leave as soon as it is practical to do so. In most cases, the employee should notify the County at least orally within one (1) day of when the employees learn when the employee will need the leave.

Scheduling leave. Regardless of the length of leave the employee is required to consult with the County regarding the scheduling of leave under this Policy so as not to unduly disrupt the County's operations.

Failure to comply. Failure to give notice as required may result in delay or denial of leave and may subject the employee to disciplinary action up to and including termination.

Designation of FMLA leave. The County has the right to designate as FMLA leave all leave time taken under this Policy for reasons that qualify for leave under the County's FMLA policy.

(K)

Failure to comply with this policy. If the employee fails to follow the guidelines in this Policy or falsify any information related to the leave under this Policy, the employee's leave may be delayed or denied. In addition, the employee may be disciplined, up to and including discharge.

§ 11-4-17 Worker's Compensation.

All work-related injuries are insured through Worker's Compensation Insurance according to State of Illinois law. All employees are covered under this plan. All work-related accidents or illnesses, regardless of how minor, should be reported to a department head or the department head's designee.

Coverage includes payment for medical treatment and, in qualifying cases, partial income replacement. There is a waiting period (dictated by State of Illinois law) that must expire before employees are eligible to receive benefits for lost time and/or income. The amount of this benefit is established by State of Illinois law and depends upon the nature and extent of the injury.

Employees returning to the job from an injury that qualified under Worker's Compensation must submit a written release from the attending health care provider before returning to normal duties. To assure maximum coverage, an employee's responsibilities include:

Making an immediate report about the injury to their supervisor.

Cooperation in completing a "First Report of Injury Form" for submission to the County's insurance carrier.

Failure to report to work after being released by the attending health care provider will result in counseling action, up to and including termination.

§ 11-4-18 Holidays.

Monroe County observes the following paid holidays for Full-Time Regular and Introductory employees. Except for Paramedics and EMT Basic employees, holidays falling on Saturday will be observed on the Friday prior to the holiday and holidays falling on Sunday will be observed the Monday following the holiday. Holidays falling on Saturday or Sunday are observed on the actual holiday for Paramedics and EMT Basic employees. A County holiday schedule will be provided to employees annually. The holiday schedule is subject to change by the County Board.

•	New Year's Day
•	Martin Luther King, Jr. Day
•	President's Day
•	Good Friday
•	Memorial Day
•	Independence Day
•	Christmas Day
•	Labor Day
•	Columbus Day
•	Veteran’s Day
•	Thanksgiving Day
•	Thanksgiving Friday
•	Christmas Eve

Eligibility. To qualify for holiday pay, an employee must be present for work on the last scheduled workday before the holiday and the next scheduled workday after the holiday, unless on an approved vacation or approved leave of absence. If the employee is not present on one of the aforementioned days yet can supply a medical certification (physician or dentist) verifying illness, the employee will qualify for holiday pay.

24/7 operations. Due to the nature of County business, the Sheriff's Department and Ambulance Service operate twenty-four (24) hours per day and seven (7) days per week. Therefore, staffing in these departments will require working on holidays. Such work assignments will be made by the department heads or their designees and apply to all employees.

§ 11-4-19 Employee Training.

The County believes in assisting employees in their job training to the fullest extent possible. To meet that objective, the County will provide training opportunities by offering:

In-house Training.