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Home My WebLink About20211605.tiffSec. 3-2-50. - Vacancies. Vitta4 7,t)/ ,dreed 5/7/ 6/4:-,047i A. Because there are times when it is necessary to fill the position as quickly as possible, the County may find it expedient to advertise concurrently in the outside market at the same time the position is advertised internally. B. Applications are screened by the Department of Human Resources by comparing the applicant's qualifications to the job requirements. In specialized professional fields, departments may assist in the screening process. The Department of Human Resources w41 ce-Ftifyis able to provide a list of names of the applicants that meet the minimum qualifications to the departments and refer the most qualified applicants to the department head or elected official for interview and final selection. -Department he -acs -or elected -officials may not i r4e cview Iicants u n les h•ey-h-ave-b- -n-c-e -fi-ed-by-th-e Department of Human Resou-rces. Department heads or elected officials are the only authorized appointing officials for the County. This authority cannot be delegated. C In all instances of transfer, the employee will be subject to a promotional review period of six (6) months. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2007-4) Sec. 3-2-90. - Employee definitions. A. Initial review. New employees are on initial review status for the first twelve (12) months of employment. The initial review status may be extended beyond the first twelve (12) months at the supervisor's discretion. Upon satisfactory completion of the review period, the employee will become a regular employee. Employees on an initial review, whether for the twelve (12) months or extended initial review, may not file a grievance as described in Section 3-4-40 of this Chapter. B. Promotional/transfer review. Employees promoted or transferred into a new position will be under an initial review status for six (6) months. The promotional/transfer initial review status may be extended beyond the first six (6) months at the supervisor's discretion. Upon satisfactory completion of the review period, the employee will become a regular employee. Employees on an promotional/transfer review whether for the six (6) months or extended initial review, may not file a grievance as described in Section 3-4-40 of this Chapter. C. Special review. A department head or elected official may institute a special review period due to performance that was not up to department standards. The length of the special review period shall be at the discretion of the department head or elected official. D. Regular. A regular employee is a full-time employee who is not on an initial review or promotional/transfer review period. All personnel policies and procedures are applicable to regular employees, including grievance procedures. Regular employees may take advantage of benefits, including insurance, time off and retirement. E. Full-time. A full-time employee is an employee who is regularly scheduled to work at least forty (40) hours per week. Depending on the situation, any of the above definitions may apply to full-time employees. F. Seasonal. A seasonal employee is hourly, working forty (40) hours per week, but for only part of the year. There is no paid leave time, but seasonal, forty -hour -per -week employees may participate in the health insurance program. These employees have none of the grievance rights as described in this Chapter and may not participate in the Retirement Plan G. Temporary. A temporary employee is paid only for the hours worked. The employee is not paid for any leave time. Temporary employees have none of the grievance rights as 2021-1605 described in this Chapter. The employee does not participate in the Retirement Plan or in any other County benefits. H. Part-time. A part-time employee is regularly scheduled to work less than forty (40) hours per week. The part-time employee who consistently works at least twenty (20) hours per week may participate in most County benefits on a pro rata basis based on standard hours worked listed below. The employee has no grievance rights as described in this Chapter and may not participate in the Retirement Plan. I. Special funded. An at -will position which is funded through grant or other special funding. Benefits will vary and be dependent on the funding that is provided. J. Employee. A person who is in County service and is not working in an exempt position as defined in Section 3-1-30A. of this Chapter. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2005-14; Weld County Code Ordinance 2014-12 ; Weld County Code Ordinance 2015-18 ; Weld County Code Ordinance 2016-08 ; Weld County Code Ordinance 2019-07 ) Sec. 3-2-100. - Employees taking in-service distribution retirement benefits. Employees covered by the Weld County Retirement Plan may take in-service distribution retirement benefits once the employee reaches normal retirement age without separating their regular employment from the County. To comply with IRS regulations for in-service distribution retirement benefits, normal retirement age is age 65, or the employee has reached age 55 and meets the "Rule of 80". To meet the "Rule of 80" requirements under the Weld County Retirement Plan employees must be eligible to retire (age fifty-five [55]) and whose service and age, when added together at retirement, equals eighty (80) or more (example: fifty-five [55] year old individual, with twenty-five [25] years of service). e We d County Reti-rement P a LI retirement make retirement plan contribute eve disabisua e nay be eligible -far -health, den 1, vision, life insurance an -d --other .employee be -Refits u-nty e m p i e ees. e Upon repeal and reenactment of this Section 3-2-100, County employees currently taking in- service distribution retirement benefits are reclassified from "Working Retiree" status to "Regular Full -Time" status. As a result, "Working Retiree Agreements" are no longer necessary. Employees retiring from County service under the State of Colorado PERA retirement program shall be governed by PERA rules and regulations for employees working after service or disability retirement. Refer to PERA rules and regulations. If an employee transfers from a department with one of the County's retirement plans to a department with a different retirement plan (i.e. from the County Retirement Plan to PERA or from PERA to the County Retirement Plan) the retirement deduction coming out of their pay will not change until the new pay period. (Weld County Code Ordinance 2019-07 ) Editor's note Weld County Code Ordinance 2019-07 , adopted June 19, 2019, amended § 3-2- 100 in its entirety to read as herein set out. Former § 3-2-100, pertained to working after retirement, and derived from Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2005-11; Weld County Code Ordinance 2005-6; Weld County Code Ordinance 2008-6; Weld County Code Ordinance 2008-14; Weld County Code Ordinance 2010-8 ; Weld County Code Ordinance 2014-12 . Section 3-2430 NEW SECfO ON WeOd County T eDeworking Guidelines, A. Weld Cour ..v ray a ow eE <Ploytoes m good standing to tet.ework _ when •gyp{0ortunrues exist for improved ernfoloyee performance, refer ►►lion and improved operationa efficiencies whi e a intaininoi a Nc h level of customer and client satisfaction. T elewor fig may not be suitab e for all cmoloyees and/or positions. Tele orkin„} is typica ly vo untan/ unless spech9caliy stated as a conditi0l of emaLgyment or recuired under an emergent circumstance byre Board of County Commissioners. 7eleworking is not an omploj ee rice' �t and may be discontinued as°a a time. Employees may also be allowed to te ework tern oorarjy when the kNeld County Board or Commissioners declares an event occurrhg as emergentcy in nature. T eleworkinq arrangements are designed to provide a relatively iono-term working arrangement and shoo d not oe used as a series of sho arrangements. B. Permission to end aqe in te eworking is, at the thscreido of tHe Department Head or F ected ?uriciak Requess to telework may be considered wnen. ?Li emp[oyee has demonstrated and sustained a high eve] of loeriorr ante, and when the su oervisor/manac er boHeves that the employee can maintain C. the expected op anti' ard ryality of work while te eworkin CQuality of work and de ivery of services cal be aindaSned to the cenera puoiic and to the departments/offices of Weld County, and clients/custome�s see no differences the evel ©f service or support they receive. c) Te eworkin is aororoproate considering the nature oft The employecvs oft he emplo ee has been employed by the apartcent for a minimum of soya (6) months. requirement nay be waived a to discretio t of the Department mcnt I {eaa or Elected '._ 1cia e) The employee is schedu otherwise specified by tC� fa em 0 oyee is inte ed to work full e Depa ested i e n t i me (40 ead or ho rs ected er week), un ificial. ess eworking, they sh, uid submit a request to and receive support from 'reir immediate Suporvosorhinger. When to eworking terms are determined, and the im 2nedia to supervisor/rnanager or division head (as apgropriate are in support of tre arrangement, the guide ines and approphate docunrentation shod Department Head a d be com Elected °chida oleted and submitted to t c for review and approval. Permssion to to ework is deaendent upon the emp oyee laving a suitable a'terna rive worksite location at the off -site preTise(st and on their conrpua. ce to the guide ines. A Depa rime t i-Cead or Elected o fficia nay require verification of the wort( location(s) and proof of the suitability of the alternative worksite through pictures or other reasonable means. D. If a teleworking arrangement is granted it is granted on a tempora and revocable basis and may be discontinued by the department/office at any time and for any reason. In addition, an employee may discontinue participation in teleworking at any time (except in those circumstances where teleworking is required of the position or an event declared an emergency by the Board of County Commissioners requires an employee to telework). Teleworking arrangements are reviewed annually and may be modified at any time due to the business needs within the deoartment/office, employee performance, or other unforeseen factors. If teleworking is approved due to an emergent event, teleworking is approved for the duration of the event only. Seco 3-2-140 NEW SECT0ON Alternative Work Schedules: An Alternative Work Schedule is an arrangement that allows an employee to alter the starting and/or e nd time of her/his workday. Employees still work the same number of scheduled hours as they would u nder a traditional work schedule. Alternative Work Schedule is an arrangement that allows an e mployee to alter the start and end times of their workday around the normal County established hours of operations Monday - Friday 8 a.m.-5 p.m. Alternative Work Schedule for the employee should not negatively affect the workload or productivity of coworkers either by shifting burdens or creating delays and additional steps in the workflow. The department head/elected official shall ensure that other employees in the same department/office understand how and why workplace flexibility functions. The use of an alternate work schedule option does not preclude an employee's attendance, if n ecessary, at meetings, training sessions, or similar events or occurrences scheduled on days or at times when the employee would customarily not be working due to an alternate schedule option. It is the employee's responsibilit to communicate with their supervisor/manager regarding their availability during standard business hours while using the alternative work schedule option. All exempt employees are sub:ect to on -call procedures and may be contacted 24/7/365. A. Exernot/Nonexempt Employee: Exempt positions are excluded from overtime regulations. Nonexempt employees, as the term implies, are not exempt from FLSA requirements. Employees who fall within this category must be paid at least the federal minimum wage for each hour worked and given overtime pay of not less than one -and -a -half times their hourly rate for any hours worked beyond 40 each week. See Sec. 3-7-30 in the Weld County Code for more information for overtime rules. B. Request and Approval: The employee initiates the request for Alternative Work Schedule by submitting a formal proposal to their supervisor/manager and/or Department Head or Elected Official. C. Alternative Work Schedule arrangements shall be initiated on a trial basis and may be discontinued at any time at the request of either the employee or the department. The department/office reserves the right to immediately suspend the arrangement in case of unanticipated circumstances regarding employee performance or operational needs. D. If the employee and the department agree to an Alternative Work Schedule arrangement, they must complete the Alternative Work Arrangement Form. Agreements shall be time -specific with a date for review and reconsideration. Modifications and/or renewals shall be appropriately documented. The original shall be maintained in the employee's personnel file, with copies for the employee and supervisor/manager/department head/elected official and Accounting. An Alternative Work Schedule is not appropriate for all positions, or in all settings, or for all employees. An Alternative Work Schedule during the employee's probationary period is not acceptable unless approved by the Department Head or Elected Official. Operational needs, staffing patterns, space considerations, and health and safety issues may preclude granting a request for an Alternative Work Schedule. The employee must be willing and able to alternate their work hours as requested by the department/office to attend to operational needs. There may be times when the employee will be required to work or travel outside of scheduled work hours. In the event that more employees request Alternative Work Schedule arrangements than a department/division can reasonably manage, the department head shall respond to requests that are consistent with these guidelines in ways that are fair to all employees and in the best interest of the County. Among the measures that might be adopted are telecommuting, staggering work hours, and rotating periods of Alternative Work Schedules between employees. In certain circumstances, an employee's alternative worksite, either on short -notice or on a recurring basis to respond to work/life needs of an employee and/or operational needs of the organization may need to change. The alternative worksite schedule must continue to support the needs of the organization and allow for appropriate oversight of the employee's work. Seca 3-4-3®0 - Grieving a dismissal. If inea regular employee (as described in Section 3-2-90) is dismissed pursuant to these procedures, the employee may exercise the right to grieve such dismissal without the necessity of complying with Steps 1, 2, 3 and 4 of the grievance procedure in Section 3-4-60. (Weld County Code Ordinance 2003-4) Sec. 3-4-40. - Employee grievance. A regular employeejas described in Section 3-2-90) who feels that the policies set forth in this Chapter are not being properly applied, or has any disciplinary action taken against him or her that results in an immediate loss of pay, may file a grievance. These actions include termination, demotion and/or suspension resulting in loss in pay. (Weld County Code Ordinance 2003-4) Sec. 3-4-60. - Grievance procedure. The employee grievance procedure is as follows: A. Step 1. Appeal to immediate supervisor. All grievances must first be presented to the employee's immediate supervisor within five (5) days of the incident which is the subject matter of the grievance. B. Step 2. Immediate supervisor response to appeal. The immediate supervisor will give the employee an answer within five (5) days of the presentation of the grievance. C. Step 3. Appeal to the department head or elected official. 1. If the employee is not satisfied with the supervisor's answer to the grievance, the employee may, within five (5) days of receiving the supervisor's answer, appeal the supervisor's answer to the department head or elected official. Such an appeal must be presented in writing. The writing shall state the nature of the grievance and explain the employee's position. 2. Timeliness of appeal. In all cases, failure to submit a written appeal to the department head or elected official within twenty (20) days of the incident which is the subject matter of the grievance shall constitute a stale grievance and waiver of grievance rights for the incident. 3. Appeals directly to the department head or elected official. In those instances when the discipline is being administered directly by the department head or elected official, the employee grievance procedure begins at Step 5. D. Step 4. Department head or elected official response to the appeal. The department head or elected official shall give a written answer to the grieving employee within five (5) days of the presentation of the grievance. E. Step 5. Filing a formal written grievance. If the employee disagrees with the department head or elected official's answer or discipline resulting in loss of pay, or if grieving a dismissal from employment, the employee may file a formal written grievance with the Department of Human Resources within ten (10) days of receiving the department head's or elected official's written response or dismissal from employment, or discipline resulting in loss of pay. The written grievance must clearly state the employee's side of the case and must include the following: specifically what decisions or actions the employee is grieving; what remedy the employee is seeking in the grievance; the specific facts as they are known to the employee; any documentation to substantiate the facts; and a summary of the answer of the supervisor and department head or elected official. F. Step 6. Reconciliation. The Director of Human Resources may attempt to reconcile the differences. If the Director of Human Resources is administering the discipline, the CIO/Director of Gen rag ServicesAdministration will attempt reconciliation. If reconciliation is undertaken and it is not successful, a grievance hearing will be scheduled. G. Step 7. Scheduling the grievance hearing. The Director of Human Resources has fifteen (15) days from receipt of the written grievance to set a grievance hearing date and to notify the employee and department head or elected official of the hearing date. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2005-14; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2014-12 ; Weld County Code Ordinance 2016-08 ) ARTICLE VI - Leave Time Benefits Sec. 3-6-10. - Vacation leave. A. No annual leave is earned during the first six (6) full pay periods of employment. Upon successful completion of the first six (6) full pay periods, employees eligible for vacation accrual will be awarded earned vacation hours. Successful completion means that the employee meets or exceeds appraisal standards on the employee's six-month performance appraisal. Employees may schedule vacation leave after the successful completion of the first six (6) full pay periods. B. Vacations must be scheduled in advance with the employee's supervisor. Vacation time will only be paid if taken on days the employee is scheduled to work. No vacation time will be paid for normal days off At no time will an employee be paid regular pay and vacation pay for the same time. Vacations shall not conflict with work requirements of the department. Scheduled vacations may be canceled at any time for any reason by the department head or elected official. Annual vacation is earned according to length of County service as shown on Table 3.4. Accrued vacation hours must be earned prior to being available to the employee. W.C. An employee must have vacation time available for employees to use when taking time. Only the department head or elected official can approve leave without pay for time taken if the employee has no vacation time available. Table 3.4 Annual Vacation Accrual Continuous Service Years of County Hours upon Accrued completion Monthly of full (earned pay period) Part weekly Time Accrual hours) (based on .50 .75 Under 5 8 4 6 5 through 9 10 5 7.5 10 through 19 12 6 9 20 13.33 6.5 10 CD. An employee cannot accumulate in excess of three hundred twenty (320) hours (prorated for benefit eligible part time employees, based on Table 3.1). Vacation time cannot be used in conjunction with a termination. The last day worked will be considered the termination date, with the exception of retiring employees. Earned but unused vacation is only payable upon termination of employment. h;. Official holidays occurring during vacation leave are counted as holidays, not as vacation. Illness and emergency closure days during vacation periods are counted as vacation days. E.F. Department heads, chief deputies and elected officials designated by the Home Rule Charter and the Board of County Commissioners do not accrue paid vacation. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2012-8 ; Weld County Code Ordinance 2015-18 ; Weld County Code Ordinance 2016-08 ; Weld County Code Ordinance 2017-07 ; Weld County Code Ordinance 2019-07) Sec. 3-5-20. - Sick leave® A. Sick leave is not a right. It is a privilege given to eligible employees to be used in the following circumstances: 1. When an employee is unable to perform the job duties because of illness, injury or any other medically disabling condition. 2. When the employee has medical, surgical, dental or optical examinations or treatment. a. When planning medical treatment or appointments an employee should consult with his or her supervisor and make a reasonable effort to schedule the treatment so as not to disrupt unduly the employer's operations. The employee and supervisor will attempt to work out a schedule for such leave that meets the needs of both the employer and the employee. In cases where a disruption may occur, the employee shall notify their supervisor as soon as they are aware of the treatment or appointment. 3. An employee who is required to care for members of his or her immediate family, as defined under the Federal Family Medical Leave Act (FMLA), (spouse, child or parent) who are ill, may use their accumulated sick leave. For the purposes of the FMLA, the employee's child must be under the age of eighteen (18), still in school, or if older there must be medical certification showing the child is disabled. 4. Sick leave during, and as the apparent result of, a pandemic health emergency which has been declared by the County Health Officer shall be addressed in the same manner as regular sick leave, with no change in the rules set forth in this Article, except for modification as detailed in the rules set forth in Subsections E and F below B. All reg a -I -a -l- es a re-etigi-b-I-e-for -ick leave after ore-(1)-ff-e-m-pleySThe accrual rate is shown on Table 3.5: Table 3.5 Sick Leave Accrual Rates ,-- Sick Accrual Hours Accrued Monthly (earned upo?4-cor Je- i full pay period)(prorated for partial months and for Part-time employees) Regular Employee Part Time .75 Part Time 30 8 6 4 C. For employees hired prior to January 1, 1985, accumulated sick leave is payable upon termination at one-half (%) the hours of accumulated unused sick leave, not to exceed one (1) month's salary. Employees hired after January 1, 1985, will not be paid for accumulated sick leave upon termination of employment. D. An employee is to report his or her absence daily directly to his or her supervisor within one (1) hour prior to the employee's regular starting time. Failure to report may be considered cause for denial of paid sick leave for the period of absence unless the employee furnishes an acceptable explanation. Not calling in and obtaining an approved absence for three (3) days is considered abandonment of job and may result in termination. E. Employees who are entitled and have earned sick time, may use this time on their normally scheduled work_ -days. No sick time will be paid for normal days off. At no time will an employee be paid regular pay and sick pay for the same time. Sick leave hours and regular hours may not exceed their normal scheduled shift. F. An employee may be required to provide a medical doctor's verification that the employee has been seen at a clinic for an illness or a medical doctor's verification of fitness for duty at any time. Abuse of sick leave or excessive absenteeism may result in the loss of the privilege to accumulate sick leave or may result in other disciplinary actions, including termination. An employee who is absent from work for medical reasons for more than three (3) days, or is absent intermittently for the same condition, may be required to provide a doctor's certification and to complete all forms as directed under the Family Medical Leave Act. No medical doctor's verification shall be required when the serious health condition occurs during, and is the apparent result of, a pandemic health emergency which has been declared by the County Health Officer. 0. All employees who are eligible to accrue sick leave are authorized five (5) sick leave occurrences in any rolling twelve-month period. A sick leave occurrence is defined as a minimum of one (1) sick leave day (standard work day is eight [8] hours), a number of consecutive sick leave days taken at any one (1) time or a combination of hours equaling one (1) sick day (prorated for standard hours worked in a day up to eight [8] hours). Employees who exceed the five (5) occurrences are subject to disciplinary action, including but not limited to the revocation of all sick leave privileges as set forth in this Section, suspension, leave without pay and/or termination. Sick leave which occurs during, and as the apparent result of, a pandemic health emergency which has been declared by the County Health Officer shall not be considered as a sick leave occurrence pursuant to this Subsection. H. Advanced sick leave is not permitted. Employees may not carry negative sick hours. The County will not pay out earned sick leave in lieu of taking the time. I. An employee who calls in sick when scheduled for any mandatory eve -f_ ,,rework -time, will be able to use their sick time. The sick time will count as an occurrence and possibly lead to disciplinary action. J. An employee cannot accumulate in excess of four hundred eighty (480) hours of sick leave (prorated for benefit eligible part time employees). (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2005-14; Weld County Code Ordinance 2009-10; Weld County Code Ordinance 2010-8 ; Weld County Code Ordinance 2012-11 ; Weld County Code Ordinance 2014-12 ; Weld County Code Ordinance 2015-18 ; Weld County Code Ordinance 2016-08 ; Weld County Code Ordinance 2017-07 ; Weld County Code Ordinance 2018-08 ; Weld County Code Ordinance 2019-07) Sec. 3-6-40. - COVID-19 leave policy. Response Act (FFCRA), effective April 2, 2020. The FFCRA aff a -I Leave Act (FMLA). These are temporary changes to This policy does not apply to J. Public Safe J Department, Sheriffs Office, and Work Release. J C. The limits on COVID-19 sick leave, FMLA and pay are set by FFCRA and will apply to any �y. Once those limits are exhausted, employees will IC 6 employees) for an employee's COVID 19 related absence at their current rate of pay. An employee may use this category for his or her first 80 hours of COVID 19 related leave. his or her work from home or work Ins, use _le r s cc eave, vaca_io or personal leave days. If an employee is sick or caring for a sick family member, the employee may go into negative sick . 2. An emp y who is sick may be eligible for short term disability after COVID-19 thirty (30) days. Employees working from horn leave c -ay -s - E. COVID-19 FMLA Rules are as follows: employees both full and al hours worked from home as r-eg-utime, urs up to eighty thirty (30) days, COVI Ioyees administrator wi condition applies. ei sera c oc_or or se 1-cer days of being employed anc 0 MLA h COVID-19 18) whose school or day care have access to paid eave. This lies. This paid time is subject to limits set by federal law. F. As stated above, Health f Emergency Management, Public Works Department, Sheriffs Office, and quarantine order and not exhibiting possible symptoms. Meaning, mission-criti related ac 6 uarantine order or isolation order, but not for chi n Thi polio , hill r �n-effec- it December 31, 2020. 8 ; Weld County Code Ordinance 2020-09 ) Sec. 3-6-90. - Leave of absence without pay (not to include FMLA Leave or military leave). A. An employee's status with respect to benefits during leave of absence shall be as follows: 1. While the employee is on unpaid leave, the employee's vacation and sick leave accruals will stop. 2. While the employee is on unpaid leave, health benefits will continue at the same level and under the same conditions as if the employee had continued to work, as long as the employee pays the employee's and employer's portions of the premium. The employee must continue to make this payment, either in person or by mail. The payment must be received in the Department of Accounting by the end of each month. If the payment is more than thirty (30) days late, the employee's health care coverage may be dropped for the duration of the leave. 3. If an employee is enrolled in a supplemental life insurance plan, this coverage will stop during a leave of absence. The Weld County Life Insurance Plan requires that an employee be actively working to be eligible for coverage; therefore, the County will discontinue the employee's basic life plan as well as any supplemental life coverage during the leave period. 4. If health and/or life benefits are terminated during the leave of absence due to nonpayment of the premium, the employee will be required to wait until open enrollment to re -enroll in those benefits. B. The maximum length of such leave of absence will be ninety (90) days. Time taken off for other leaves of absence or any paid leave shall be included as part of the ninety -day maximum. This leave may be extended only with approval of the Board of County Commissioners and then only upon written application giving compelling reasons. If an extended leave is approved, all accrued vacation will be paid out at the time of approval. Upon return from the leave, an employee will have the normal waiting period for benefits to begin. If an employee does not return to work on or before the agreed -upon date or come to an agreement with management on an extension, the employee will be terminated. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2010-8 ; Weld County Code Ordinance 2012-8 ; Weld County Code Ordinance 2014-12 ; Weld County Code Ordinance 2017-07 ) Sec. 3-6-100. - Jury duty/witness. April employees who is regularly employed, as defined by Section 13 71-126, C.R.S., and who is are required to serve as a witness in a case involving the County government or as a juror during scheduled work time, is entitled to paid leave not to exceed three (3) weeks (based on a 40 -hour week) - up to one hundred twenty (120) hours (prorated for benefit eligible part time employees, based on Table 3.1). An employee who serves on a jury shall pay to the County all amounts received for the jury service. In order to be granted leave for jury duty, the employee must submit a copy of the summons and all forms furnished by the Clerk of the Court relative to the time of service. Mileage allowances can be retained by the employee. An employee who is subpoenaed to appear as a witness in a case unrelated to County business must use paid leave, if available. If no paid time is available, the time off will be leave without pay. Employees must avoid situations in which they, through their voluntary actions, may be called to testify in private civil matters, wherein knowledge of confidential facts, circumstances or opinions they have obtained in the scope and course of their work may be revealed. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2008-6; Weld County Code Ordinance 2015-18 ; Weld County Code Ordinance 2016-08 ) Sec. 3-6-110. - Closure of County operations. A. In the event the County closes operations or facilities due to inclement weather or other emergencies, regular and part time employees scheduled to work will be paid the maximum of 8 hours per day, for a full day closure, reduced by actual hours worked based on an 8 -hour day. Partical days will be based on an 8am-5pm work -day and the number of hours operations closed, less any actual hours worked. A.B. Th B. An employee already on leave of any type on a closure day shall be charged for that leave day as if County operations were normal. C. B. An employee unable to be in attendance due to inclement weather or other emergencies when County operations and facilities are open shall be charged appropriate leave. D. An employee who would normally teleworks on the day a county closure is declared should communicate with their manager to determine if they are required to continue to telework during the closure or use county closure time. are 8 hours for full ----day closures. Closure n Pe -reduced -by -actual hours worked based on an -8 -hour day. E. Departments with 24 -hour oo-w-e4perations: 1. Department Heads/Elected Officials should determine if normal staffing levels can be reduced and allow their employees to receive County Closure Hours. Department Heads/Elected Officials should determine if, staff scheduled would be at risk to travel into work in unsafe conditions, and, if so, they should be granted County Closure Hours. 3. Staff will be paid for no more than their scheduled hours for the day up to 8 hours a day. Department Heads/Elected Officials will need to notify the Controller of the employee's name and the specific time have been granted for County Closure Hours. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2014-12 ; Weld County Code Ordinance 2016-08 ) Sec. 3-6-120. - Professional leave. Upon approval of the department head or elected official, an employee may be granted professional leave to attend professional and technical conferences, meetings and training that pertain to an employee's current or expected duties. No more than the actual time needed, plus travel time, will be /649 EMI Hit vF r e:=:: }� ,s s-,.-_ nee A. Any elected official, department head or employee who is a member of the National Guard or reserve forces is entitled to receive up to o-ne hun-drec twenty (120) hoursl 5 days (prorated for part time employees) per calendar payroll year of military leave of absence �mi l ita ry leave)-. -vl-l+t,a --leave is granted witht pay, seniority, s , pr onma-n-ce rating, vac --alien leave- c leave or other acn fits for all of the time indi i-d-ual is e ng-a-ged-i n_t ra-in-i-n g or ser-vice r-vic e as ordered b y --a n -a oar-i a t e m i i-i-t a -ry a uk: h o-r-i ty: B. Employees are responsible for communicating to Human Resources their need for military leave prior to commencing this leave, to discuss benefit eligibility and coverage and/or premium payments. As soon as an employee comes back from their deployment the employee is again responsible for contacting Human Resources. tr.- -Upon-Returning to -work, he -e l-ect-ed-of f i-c i s 1, department head or empto-yce s fta-I4 p -a -y to th time s -p c n pe-r f or -m i-ng--re-c-u-i-red-m-i-I -y rain-i-n-g or se rvI-ee; e-x-du-s-i ore -o -ra -e-1 allow -a --rice or other c� p, it as inoicatcd on the mi-l• ar„ vo cher. The individual has the- o p t i o n -o f keeping -his or liter m i-i-t a-ry- p a y in l i-e u o f -re ee i v i-n g kis or h e r re -g ul a r pa -y- r the C o u my for tote -time d u-4n-g-wh i c i he or s h -c was e n -g a g e d -i-n t h-e--m-i-t-i t a r y s -e -r v-i-ce. If an employe -e -e l -e cts to keep the- , e i ; a ry pay, the -County reguta-r-paWbe r €ems the -per —Gay -rate -of the -1 -it -a ry-pay-fov-c a _ ch- wo rkd ay-s-er-v-ed—u p -to one nuns red -twenty (120) hours (ororated for benefit eligible oart time ern-p--l-oyccs). The p -L d -a y -r a- i-s--e-te-r-ni-rte-d--by-th-e-a- -e-u-n-t o f -t he basic pay-cl -iv i- d -e d by the n u-rn-loer-o d-ays erve forces for the served as ind4eated on th slit pay vouch-er. The -employee must provide a Leave and Ear-n1-ntate-ment (LES) f-e-r-the--i-m e period served to determineper-day r-a-te--n d s within thirty (30) days of return i n-g-to-wo-rk -at- e •Ceu i c. If an elected official, department head or employee's military status changes from reserve to active in time of war or other emergency as declared by proper military authority (-exten g beyond the fifteen [15] days p-e-r-calnndar year (up to 120 rlours)), the individual shall be entitled to leave without pay until reinstated following the active service time. D. Employees who serve in the armed forces reserves t -at -who must take leave from the County due to a conflict in the department work schedule and an armed forces assignment will indicate on their time sheet the leave time as military leave (Ml_T). This code witHaeis designated as unpaid leave; however, upon return the elected official, department head, or e mployee may submit their LES (Leave and Earnings Statement) to the Accounting Department to receive differential pay-unl-ess pro -per documentation is submitted to the Department of Human Resources and Pa yr-o-14. E. To receive lar Co y pay for the military leave time (u -o to -one hundred twenty (120) h ours per calendar year is permitted (prorated for oenefit dig;--ble cart time employees), the employee must provide orders to -the De -p runt -a -f Human Resources prier -to entering a employee is r esponsibl-e-fo- p --'Ming the Department--e=-Human Resources the LES for the time period in -question in order to be paid for t- se military days. F. -Upon returning to work from training there are 2 options the elected official, department head or e mployee may choose regarding pay 1. Keep military pay without differential pay. If this option is chosen there is no additional action needed. 2. Keep pay and receive the differential pay. If this option is chosen, the LFS must be turned into the Accounting Department within 30 days of your return. F. Leave of absence for extended military orders de lo mr�ent), elected official, department head, or e mployee will be placed on leave of absence at the start of the pay period following the order G. An employee's status with respect to benefits during a military leave of absence shall be as follows: 1. While the employee is on unpaid military leave, the employee will continue to earn vacation and sick leave for up to twelve weeks. 2. While the employee is on unpaid leave for their military service, health benefits will continue at the same level and under the same conditions as if the employee had continued to work. An employee who is out for twelve weeks or less will need to reimburse the County for the employee portion of their premium. If an employee is out for longer than twelve -weeks they will need to pay the employee and employer's portion of their health premium. The employee must continue to make this payment, either in person or by mail. The payment must be received in the Human Resources Department by the end of each month. If the payment is more than thirty (30) days late, the employee's health care coverage shall be dropped for the duration of the leave. 3. If an employee is enrolled in a supplemental life insurance plan, this coverage will stop during a leave of absence. The County will discontinue the employee's basic life plan as well as any supplemental life coverage during the military leave of absence. This coverage will stop the first pay period after the employee starts their Leave of Absence. 4. If any health benefits are terminated during the leave of absence due to nonpayment of the premium, the employee's coverage will lapse. Once an employee returns from their military leave of absence, these benefits may be reinstated immediately. F , if the employee wants to oe paid the wage done; �,�i T, the em-o'oyce must orovice-a -i--i-t-ary LES for the time period which covers- ryI-eave. The docu-ments s -h o u l d be s-e-nt te-the Department of H u m -a n -R e s o E,krees -i- h+n- 6 ty- (3-0) days of retu-n-i n -g - to work a--t-h-e-Ge-u-nty. _ Th e-De-p-a-rt-m- n-t-ofH u-rna Re -so -u rces w i WW -d et e rm-fn-e the amount of w -e e s t wi I I be o to h-e---e-m e -I e- ae The amount i s c a I-eu-I-a-te-d by fa cte-ri r_ y te--p-a-i-d from the mil —A , —BASE wages only and then -mu -1 i p-I-y-i-n-g-the-ca-u-n-ty-pe-r ay -rate by the number ef-- ays entered -a -s m+1i t-ar ea-: G. Please note-tomf the o-rde&s-e-r an -authorized attend-ance- of -d - re th-e-D-spa rt me n t of Human Re-s-e-u--r-c e s and P--a-yr o I -I , tnen n t m remain u-i-d--and no -fug, -her -action is noedec to supply -the military LES; however, if an emp ley ee-d-i-d-prev4-d e the orders -o -r a uto n z e `e -n -dance of d r-i-l-l-a--ssa g n m e -n t e m a Ws o that the -m -144 —to —r — y I e -a -v -e s -paid- the C e tth-e n the m i4 --it a ry-=Em-u st b e -receive— the One -f ra m e- fel-I w l n -e -f t hre employee -from the m i4 i-ta ry---as ry-leav-e--p-a-� ' t e County will all -b -e duo back to the C o u- -e -n t email -is n -at (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2012-8 ; Weld County Code Ordinance 2015-18 ; Weld County Code Ordinance 2016- 08 ) Sec. 3-7-70. - Compensatory time off. Compensatory time off (comp time) in lieu of overtime may be given if there is an understanding between the County Department and the employee to provide time off as compensation for overtime. To maintain a record of this understanding, a comp time form is available from the Accounting Department -Human Pre -sources. If an employee is eligible for comp time and is promoted to a d-ifferen- --salaried position, the employee will be paid out all earned comp time at the rate of pay prior to their promotion, and is no longer eligible for comp time. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2017-07) Sec. 3-10-120. - Mechanics of the pay system. A. New hires should begin at the entry level step for the classification. Exceptions to this must be approved by the Director of Human Resources and requires justification that the individual exceeds the minimum standards for the classification as established by the class description and specifications, as well as having an increased level of experience. The department head or elected official must submit the justification to the Department of Human Resources to request approval to hire beyond step one of the classification. This request must document the fact that the applicant's training and experience warrants the higher pay level. No commitment to hire at other than the entry level should be made to an applicant without written approval from the Department of Human Resources. The practice of hiring at other than entry level is limited. B. Performance evaluation dates and pay step dates should be made to coincide with pay periods. That is, for most employees it would be the sixteenth of the month. C. Promotions and reclassifications. 1. When a County employee is promoted to a 4g r 4cveihigher-level classification in the same classification series, the employee will be placed at the entry level step for the classification. Promotions will ensure a minimum of five percent (5%) in pay increase. In the event the promotion in the classification series is less than five percent (5%), the employee shall be placed at the step which provides a minimum increase of five percent (5%). A six-month promotional review period shall exist for the employee in all cases of promotion. 2. Employees who are promoted and, due to the five -pereentfive percent -increase rule, are placed outside of the current pay table range for that classification will receive only the initial pay increase of five percent (5%). They will then be placed in the grandfathered category and treated as such. 3. When a position is determined to be misclassified and is changed to a higher classification, the incumbent employee must qualify for the e -I- higher -level position within one (1) year. The incumbent employee will be placed in the new pay grade at their current step and step date. 4. A promoted employee entering the classification at higher than the entry level due to the minimum pay increase requirement of five percent (5%) will still have the promotional review period. Pay movement will be based upon the normal movement to the higher step. For example, an employee placed at the proficient step initially will not move to the third - year proficient step until the employee has been at the proficient step for two (2) years. D. Employees that transfer to new positions and/or departments. 1. In all cases, transferring employees are under a six-month review period. If a County e mployee takes a new position in a class series other than his or her current series, the e mployee will be hired at the entry level step of the new classification. (Example: Office Technician to Deputy Sheriff). 2. In the case of a lateral transfer, meaning the person transfers to the same classification into a different department, the employee shall retain the current pay step. 3. In the case of a transfer into a different department, the minimum promotional rule of five percent (5%) described will not apply unless it is within the same career ladder. This determination is made by the Director of Human Resources. E. Demotions and loss of pay include dropping to a lower level classification and/or reduction to a lower pay step within the same classification. 1. In the case of a voluntary demotion to a lower classification in the same class series by an e mployee, the department head or elected official has the discretion to place the individual within the pay range but may not place the pay of the individual beyond the maximum for that pay range. 2. In the case of an involuntary demotion, the department head and/or elected official has the discretion to place the individual within the pay range but may not place the pay of the individual beyond the maximum for that pay range. 3. If at any time the employee's performance drops below the performance standards of the classification or position, the employee may be placed on a special review period and reduced in pay to the next lower step or a reduction of three percent (3%). If improvement is made at the conclusion of the special review period, the employee may be returned to the pay level and pay step occupied prior to the reduction, along with the previous step date. F. Upon an employee's termination/retirement of employment and once all time has been entered into the payroll system and approved an employee will receive their final pay in one of two ways: 1. If the pay is being process during the normal monthly payroll cycle the check will be a direct deposit into the account the employee has given to payroll. 2. If the check needs to be processec outside of the normal monthly payroll processing (off - cycle) the pay will be -goaded onto -,a -Rai,/ ca -rd for the Employee and mailed to the address on f processed in the off- HycF ecycle processing on the second Tuesday and direct deposited to the account on file. (Weld County Code Ordinance 2003-4p Weld County Code Ordinance 2007-4o Weld County Code Ordinance 2014-12 ) Sec. 3-12-30. - Procedure to correct piNtralferrors in pay. A. When an error in pay is identified by either the department head or elected official or the employee, notification should be made to the Accounting Department or Human Resources immediately so corrections may be made. It is the responsibility of the Accounting Department, the department head or elected official and the employee to review pay information monthly to assure accuracy and to report errors in a timely manner. B If any error that results in an underpayment is from time not being entered in the system by the employee or not resolving timesheet errors, the additional pay will be processed with the next regular payday cycle. C. If an error results in an underpayment, and is anything other than employee error, a separate cheek the correction will be processed on the second T ue,day of the month or the next regular p -ay whicne- e-r--iis first. as an off -cycle pay check. D. All overpayments discovered will result in a collection action for the total amount immediately. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2010-8 ; Weld County Code Ordinance 2014-12) APPENDIX 3-A - DRUG USE AN ALCOHOL MISUSE SERVICE PROVIDERS AND ANSWERS FOR UESTINS The following entities provide services pursuant to this Policy: Substance Abuse Professional: (referred by Weld County) Michael P Giglio, LMFT Qualified Substance Abuse Professional "SAP) Cynthia Fravel, LRC, CAC It O-u-ali-S d -S -u -b -s -t-- n c b e Prnf e s s i on -a -I -(SAP) 155 W Harvard St. Ste #201 Fort Collins, CO 80525363 W. Dr -a -k -e -Road, Suite 2 Fort Collins, CO 80526 FAX: 970--221-98182-04-7884 Phone: 970--218-0612495 4852 Substance Abuse Professional: Charity Grimsley-Hinkley, MA, LPC, LAC, MAC Qualified Substance Abuse Professional (SAP) 4045 Wadsworth Blvd. Ste 306 Wheat Ridge CO 80033 FAX: 720-306-3572 Phone: 720-295-4852 Laboratory: MEDTOX Laboratories 402 West County Road D St. Paul, MN 55122 1-800-832-3244 Medical Review Officer: Medical Technical Review Dr. Jeff Larsen, M.D., Chief MRO P. O. Box 490 Dr. Christine Lasser, M.D., Associate MRO Hudson, WI 54016 1-800-880-4444 Persons with questions regarding Weld County's Policies Implementing the Federal Transit Administration Regulations on Drug Abuse and Alcohol Misuse should contact: Michelle Raimer Weld County Department of Human Resources mraimer@co.weld.co.us 970-3-56 4000 x4233400-4233 - Office 970-352 9019400-4024 - Fax (Weld County Code Ordinance 2003-3; Weld County Code Ordinance 2005-14; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2010-8 ; Weld County Code Ordinance 2014-12 ) Michelle Raimer Weld County Department of Human Resources mraimer@co.weld.co.us 970-356-400-0 x-423-3400-4233 - Office 970-352 9019100-4024 - Fax (Weld County Code Ordinance 2003-3; Weld County Code Ordinance 2005-14; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2010-8 ; Weld County Code Ordinance 2014-12 ) Sec. 3-2-50. - Vacancies. A. Because there are times when it is necessary to fill the position as quickly as possible, the County may find it expedient to advertise concurrently in the outside market at the same time the position is advertised internally. B. Applications are screened by the Department of Human Resources by comparing the applicant's qualifications to the job requirements. In specialized professional fields, departments may assist in the screening process. The Department of Human Resources wti- epti-lyis able to provide a list of names of the applicants that meet the minimum qualifications to the departments and refer the most qualified applicants to the department head or elected official for interview and final selection. Department heads or elected offic1als may not interview —applicants un-less they have -been certified by the Deoartment of Human Resources. Department heads or elected officials are the only authorized appointing officials for the County. This authority cannot be delegated. C In all instances of transfer, the employee will be subject to a promotional review period of six (6) months. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2007-4) Sec. 3-2-90. - Employee definitions. A. Initial review. New employees are on initial review status for the first twelve (12) months of employment. The initial review status may be extended beyond the first twelve (12) months at the supervisor's discretion. Upon satisfactory completion of the review period, the employee will become a regular employee. Employees on an initial review, whether for the twelve (12) months or extended initial review, may not file a grievance as described in Section 3-4-40 of this Chapter. B. Promotional/transfer review. Employees promoted or transferred into a new position will be under an initial review status for six (6) months. The promotional/transfer initial review status may be extended beyond the first six (6) months at the supervisor's discretion. Upon satisfactory completion of the review aerioc, the employee will become a regular employee. Employees on an promotional/transfer review whether for the six (6) months or extended initial review, may not file a grievance as described in Section 3-4-40 of this Chapter. C. Special review. A department head or elected official may institute a special review period due to performance that was not up to department standards. The length of the special review period shall be at the discretion of the department head or elected official. D. Regular. A regular employee is a full-time employee who is not on an initial review or promotional/transfer review period. All personnel policies and procedures are applicable to regular employees, including grievance procedures. Regular employees may take advantage of benefits, including insurance, time off and retirement. E. Full-time. A full-time employee is an employee who is regularly scheduled to work at least forty (40) hours per week. Depending on the situation, any of the above definitions may apply to full-time employees. F. Seasonal. A seasonal employee is hourly, working forty (40) hours per week, but for only part of the year. There is no paid leave time, but seasonal, forty -hour -per -week employees may participate in the health insurance program. These employees have none of the grievance rights as described in this Chapter and may not participate in the Retirement Plan C. Temporary. A temporary employee is paid only for the hours worked. The employee is not paid for any leave time. Temporary employees have none of the grievance rights as described in this Chapter. The employee does not participate in the Retirement Plan or in any other County benefits. H Part-time. A part-time employee is regularly scheduled to work less than forty (40) hours per week. The part-time employee who consistently works at least twenty (20) hours per week may participate in most County benefits on a pro rata basis based on standard hours worked listed below. The employee has no grievance rights as described in this Chapter and may not participate in the Retirement Plan. I. Special funded. An at -will position which is funded through grant or other special funding. Benefits will vary and be dependent on the funding that is provided. J. Employee. A person who is in County service and is not working in an exempt position as defined in Section 3-1-30A. of this Chapter. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2005-14; Weld County Code Ordinance 2014-12 ; Weld County Code Ordinance 2015-18 ; Weld County Code Ordinance 2016-08 ; Weld County Code Ordinance 2019-07 ) Sec. 3-2-1000 oyees taking in-service distribution retirement benefits. Employees covered by the Weld County Retirement Plan may take in-service distribution retirement benefits once the employee reaches normal retirement age without separating their regular employment from the County. To comply with IRS regulations for in-service distribution retirement benefits, normal retirement age is age 65, or the employee has reached age 55 and meets the "Rule of 80". To meet the "Rule of 80" requirements under the Weld County Retirement Plan employees must be eligible to retire (age fifty-five [55]) and whose service and age, when added together at retirement, equals eighty (80) or more (example: fifty-five [55] year old individual, with twenty-five [25] years of service). os under the WeRetirement Plan taking in serviGe e distribution retirement benefits w of make retire -men-: p -an contritutions and will no longer ceverage, but may be eligible for health, dental, vision, life insu n- r-Caumy employees. mployee benefits Upon repeal and reenactment of this Section 3-2-100, County employees currently taking in- service distribution retirement benefits are reclassified from "Working Retiree" status to "Regular Full -Time" status. As a result, "Working Retiree Agreements" are no longer necessary. Employees retiring from County service under the State of Colorado PERA retirement program shall be governed by PERA rules and regulations for employees working after service or disability retirement. Refer to PERA rules and regulations. If an employee transfers from a department with one of the County's retirement plans to a department with a different retirement plan (i.e. from the County Retirement Plan to PERA or from PERA to the County Retirement Plan) the retirement deduction coming out of their pay will not change until the new pay period. (Weld County Code Ordinance 2019-07 ) Editor's note Weld County Code Ordinance 2019-07 , adopted June 19, 2019, amended § 3-2- 100 in its entirety to read as herein set out. Former § 3-2-100, pertained to working after retirement, and derived from Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2005-11; Weld County Code Ordinance 2005-6; Weld County Code Ordinance 2008-6; Weld County Code Ordinance 2008-14; Weld County Code Ordinance 2010-8 ; Weld County Code Ordinance 2014-12 . Section 3-2-x 30 NEW SECTION Weld County T e&eworking Guidelines A. Weld County may allow employees in good standing to telework when opportunities exist for improved employee performance, retention and improved operational efficiencies while maintaining a high level of customer and client satisfaction. Teleworking may not be suitable for all employees and/or positions. Teleworking is typically voluntary unless specifically stated as a condition of employment or required under an emergent circumstance by the Board of County Commissioners. Teleworking is not an employee right and may be discontinued at any time. Employees may also be allowed to telework temporarily when the Weld County Board of Commissioners declares an event occurring as emergentcy in nature. Teleworking arrangements are designed to provide a relatively long-term working arrangement and should not be used as a series of short-term arrangeme its. B. Permission to engage in teleworking is at the discretion of the Department Head or Elected Official. Requests to telework may be considered when: a) The employee has demonstrated and sustained a high level of performance, and when the supervisor/manager believes that the employee can maintain the expected quantity and Quality of work while teleworking. b) Quality of work and delivery of services can be maintained to the general public and to the departments/offices of Weld County, and clients/customers see no differences in the level of service or support they receive. c) Teleworking is appropriate considering the nature of the employee's job. d) The employee has been employed by the Department for a minimum of six (6) months. This requirement may be waived at the discretion of the Department Head or Elected Official. e) The employee is scheduled to work full time (40 hours per weer,), unless otherwise specified by the Department Head or Elected Official. C. If an em Dlovee is interested in teleworkin they should submit a rec uest to and receive support from theft immediate Supervisor/Manager. When teleworking terms are determined, and the immediate supervisor/manager or division head (as appropriate) are in support of the arrangement, the guidelines and appropriate documentation should be completed and submitted to the Department Head or Elected Official for review and approval. Permission to telework is dependent upon the em oloyee having a suitable alternative worksite location at the off -site premise(s), and on their compliance to the guidelines. A Department Head or Elected Official may require verification of the work location s and :•roof of the suitabilit of the alternative worksite through pictures or other reasonable means. D If a teleworking arrangement is granted, it is granted on a temporary and revocable basis and may be discontinued by the department/office at any time and for any reason. In addition, an employee may discontinue participation in teleworking at any time (except in those circumstances where teleworking is required of the position or an event declared an emergency by the Board of County Commissioners requires an employee to telework). Teleworking arran ements are reviewed annually and may be modified at any time due to the business needs within the department/office, employee performance, or other unforeseen factors. If teleworking is approved due to an emergent event, teleworking is approved for the duration of the event only. Sec. 3-2-140 NEW SEC TOG` Alternative Work Schedules: An Alternative Work Schedule is an arrangement that allows an employee to alter the starting and/or e nd time of her/his workday. Employees still work the same number of scheduled hours as they would u nder a traditional work schedule. Alternative Work Schedule is an arrangement that allows an e mployee to alter the start and end times of their workday around the normal County established hours of operations Monday - Friday 8 a.m.-5 p.m. Alternative Work Schedule for the employee should not negatively affect the workload or productivity of coworkers either by shifting burdens or creating delays and additional steps in the workflow. The department head/elected official shall ensure that other employees in the same department/office understand how and why workplace flexibility functions. The use of an alternate work schedule option does not preclude an employee's attendance, if n ecessary, at meetings, training sessions, or similar events or occurrences scheduled on days or at times when the employee would customarily not be working due to an alternate schedule option. It is the employee's responsibility to communicate with their supervisor/manager regarding their availability during standard business hours while using the alternative work schedule option. All exempt employees are sub'ect to on -call procedures and may be contacted 24/7/365. A. Exempt/Nonexempt E pDoyee: Exempt positions are excluded from overtime regulations. Nonexempt employees, as the term implies, are not exempt from FLSA requirements. Employees who fall within this category must be paid at least the federal minimum wage for each hour worked and given overtime pay of not less than one -and -a -half times their hourly rate for any hours worked beyond 40 each week. See Sec. 3-7-30 in the Weld County Code for more information for overtime rules. B. Request and Approval: The employee initiates the request for Alternative Work Schedule by submitting a formal proposal to their supervisor/manager and/or Department Head or Elected Official. C. Alternative Work Schedule arrangements shall be initiated on a trial basis and may be discontinued at any time at the request of either the employee or the department. The department/office reserves the right to immediately suspend the arrangement in case of unanticipated circumstances regarding employee performance or operational needs. D. If the employee and the department agree to an Alternative Work Schedule arrangement, they must complete the Alternative Work Arrangement Form. Agreements shall be time -specific with a date for review and reconsideration. Modifications and/or renewals shall be appropriately documented. The original shall be maintained in the employee's personnel file, with copies for the employee and supervisor/manager/department head/elected official and Accounting. An Alternative Work Schedule is not appropriate for all positions, or in all settings, or for all employees. An Alternative Work Schedule during the employee's probationary period is not acceptable unless approved by the Department Head or Elected Official. Operational needs, staffing patterns, space considerations, and health and safety issues may preclude granting a request for an Alternative Work Schedule. The employee must be willing and able to alternate their work hours as requested by the department/office to attend to operational needs. There may be times when the employee will be required to work or travel outside of scheduled work hours. In the event that more employees request Alternative Work Schedule arrangements than a department/division can reasonably manage, the department head shall respond to requests that are consistent with these guidelines in ways that are fair to all employees and in the best interest of the County. Among the measures that might be adopted are telecommuting, staggering work hours, and rotating periods of Alternative Work Schedules between employees. In certain circumstances, an employee's alternative worksite, either on short -notice or on a recurring basis to respond to work/life needs of an employee and/or operational needs of the organization may need to change. The alternative worksite schedule must continue to support the needs of the organization and allow for appropriate oversight of the employee's work. Sec. 3-4-30. - Grieving a dismissal. If tea regular employee (as described in Section 3-2-90) is dismissed pursuant to these procedures, the employee may exercise the right to grieve such dismissal without the necessity of complying with Steps 1, 2, 3 and 4 of the grievance procedure in Section 3-4-60. (Weld County Code Ordinance 2003-4) Sec. 3-440. - Employee grievance. A regular employee (as described in Section 3-2-90 who feels that the policies set forth in this Chapter are not being properly applied, or has any disciplinary action taken against him or her that results in an immediate loss of pay, may file a grievance. These actions include termination, demotion and/or suspension resulting in loss in pay. (Weld County Code Ordinance 2003-4) Sec. 3-4-60. - Grievance procedure. The employee grievance procedure is as follows: A. Step 1. Appeal to immediate supervisor. All grievances must first be presented to the employee's immediate supervisor within five (5) days of the incident which is the subject matter of the grievance. S. Step 2. Immediate supervisor response to appeal. The immediate supervisor will give the employee an answer within five (5) days of the presentation of the grievance. C. Step 3. Appeal to the department head or elected official. 1. If the employee is not satisfied with the supervisor's answer to the grievance, the employee may, within five (5) days of receiving the supervisor's answer, appeal the supervisor's answer to the department head or elected official. Such an appeal must be presented in writing. The writing shall state the nature of the grievance and explain the employee's position. 2. Timeliness of appeal. In all cases, failure to submit a written appeal to the department head or elected official within twenty (20) days of the incident which is the subject matter of the grievance shall constitute a stale grievance and waiver of grievance rights for the incident. Appeals directly to the department head or elected official. In those instances when the discipline is being administered directly by the department head or elected official, the employee grievance procedure begins at Step 5. Step 4. Department head or elected official response to the appeal. The department head or elected official shall give a written answer to the grieving employee within five (5) days of the presentation of the grievance. E. Step 5. Filing a formal written grievance. If the employee disagrees with the department head or elected official's answer or discipline resulting in loss of pay, or if grieving a dismissal from employment, the employee may file a formal written grievance with the Department of Human Resources within ten (10) days of receiving the department head's or elected official's written response or dismissal from employment, or discipline resulting in loss of pay. The written grievance must clearly state the employee's side of the case and must include the following: specifically what decisions or actions the employee is grieving; what remedy the employee is seeking in the grievance; the specific facts as they are known to the employee; any documentation to substantiate the facts; and a summary of the answer of the supervisor and department head or elected official. F. Step 6. Reconciliation. The Director of Human Resources may attempt to reconcile the differences. If the Director of Human Resources is administering the discipline, the CIO/Director of General Servi -sAdministration will attempt reconciliation. If reconciliation is undertaken and it is not successful, a grievance hearing will be scheduled. G. Step 7. Scheduling the grievance hearing. The Director of Human Resources has fifteen (15) days from receipt of the written grievance to set a grievance hearing date and to notify the employee and department head or elected official of the hearing date. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2005-14; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2014-12 ; Weld County Code Ordinance 2016-08 ) ARTICLE VI - Leave Time Benefits Sec. 3-6-10. - Vacation leave. A. No annual leave is earned during the first six (6) full pay periods of employment. Upon successful completion of the first six (6) full pay periods, employees eligible for vacation accrual will be awarded earned vacation hours. Successful completion means that the employee meets or exceeds appraisal standards on the employee's six-month performance appraisal. Employees may schedule vacation leave after the successful completion of the first six (6) full pay periods. B. Vacations must be scheduled in advance with the employee's supervisor. Vacation time will only be paid if taken on days the employee is scheduled to work. Ns o vacation time will be paid for normal days off At no time will an employee be paid regular pay and vacation pay for the same time. Vacations shall not conflict with work requirements of the department. Scheduled vacations may be canceled at any time for any reason by the department head or elected official. Annual vacation is earned according to length of County service as shown on Table 3.4. Accrued vacation hours must be earned prior to being available to the employee. B.C. An employee must have vacation time available for employees to use when taking time. Only the department head or elected official can approve leave without pay for time taken if the employee has no vacation time available. Table 3.4 Annual Vacation Accrual Continuous Service Hours Accrued upon completion Monthly of full (earned pay period) Part weekly Time Accrual hours) (based on Years of County .50 .75 Under 5 8 4 6 5 through 9 10 5 7.5 10 through 19 12 6 9 20 13.33 6.5 10 CD. An employee cannot accumulate in excess of three hundred twenty (320) hours (prorated for benefit eligible part time employees, based on Table 3.1). Vacation time cannot be used in conjunction with a termination. The last day worked will be considered the termination date, with the exception of retiring employees. Earned but unused vacation is only payable upon termination of employment. DT.E. Official holidays occurring during vacation leave are counted as holidays, not as vacation. Illness and emergency closure days during vacation periods are counted as vacation days. .f . Department heads[Bclj hlected Officials • do not accrue paid vacation. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2012-8 ; Weld County Code Ordinance 2015-18 ; Weld County Code Ordinance 2016-08 ; Weld County Code Ordinance 2017-07 ; Weld County Code Ordinance 2019-07) Sec. 3-6-20. - Sick leave. A. Sick leave is not a right. It is a privilege given to eligible employees to be used in the following circumstances: 1. When an employee is unable to perform the job duties because of illness, injury or any other medically disabling condition. 2. When the employee has medical, surgical, dental or optical examinations or treatment. a. When planning medical treatment or appointments an employee should consult with his or her supervisor and make a reasonable effort to schedule the treatment so as not to disrupt unduly the employer's operations. The employee and supervisor will attempt to work out a schedule for such leave that meets the needs of both the employer and the employee. In cases where a disruption may occur, the employee shall notify their supervisor as soon as they are aware of the treatment or appointment. 3. An employee who is required to care for members of his or her immediate family, as defined under the Federal Family Medical Leave Act (FMLA), (spouse, child or parent) who are ill, may use their accumulated sick leave. For the purposes of the FMLA, the employee's child must be under the age of eighteen (18), still in school, or if older there must be medical certification showing the child is disabled. 4. Sick leave during, and as the apparent result of, a pandemic health emergency which has been declared by the County Health Officer shall be addressed in the same manner as regular sick leave, with no change in the rules set forth in this Article, except for modification as detailed in the rules set forth in Subsections E and F below Alt-ul-aare-eligthte-for siGk leave after one (1) full pay period -of employ -men -The accrual rate is shown on Table 3.5: Table 3.5 Sick Leave Accrual Rates Sick Accrual Regular Employee Part Time .75 Part Time .50 Hours Accrued Monthly y pert e }(prorated for partial months and for Pan -time employees) ADV 8 6 4 For employees hired prior to January 1, 1985, accumulated sick leave is payable upon termination at one-half (%) the hours of accumulated unused sick leave, not to exceed one (1) month's salary. Employees hired after January 1, 1985, will not be paid for accumulated sick leave upon termination of employment. D. An employee is to report his or her absence daily directly to his or her supervisor within one (1) hour prior to the employee's regular starting time. Failure to report may be considered cause for denial of paid sick leave for the period of absence unless the employee furnishes an acceptable explanation. Not calling in and obtaining an approved absence for three (3) days is considered abandonment of job and may result in termination. E. Employees who are entitled and have earned sick time, may use this time on their normally scheduled work_ -days. No sick time will be paid for normal days off. At no time will an employee be paid regular pay and sick pay for the same time. Sick leave hours and regular hours may not exceed their normal scheduled shift. F. An employee may be required to provide a medical doctor's verification that the employee has been seen at a clinic for an illness or a medical doctor's verification of fitness for duty at any time. Abuse of sick leave or excessive absenteeism may result in the loss of the privilege to accumulate sick leave or may result in other disciplinary actions, including termination. An employee who is absent from work for medical reasons for more than three (3) days, or is absent intermittently for the same condition, may be required to provide a doctor's certification and to complete all forms as directed under the Family Medical Leave Act. No medical doctor's verification shall be required when the serious health condition occurs during, and is the apparent result of, a pandemic health emergency which has been declared by the County Health Officer. G. All employees who are eligible to accrue sick leave are authorized five (5) sick leave occurrences in any rolling twelve-month period. A sick leave occurrence is defined as a minimum of one (1) sick leave day (standard work day is eight [8] hours), a number of consecutive sick leave days taken at any one (1) time or a combination of hours equaling one (1) sick day (prorated for standard hours worked in a day up to eight [8] hours). Employees who exceed the five (5) occurrences are subject to disciplinary action, including but not limited to the revocation of all sick leave privileges as set forth in this Section, suspension, leave without pay and/or termination. Sick leave which occurs during, and as the apparent result of, a pandemic health emergency which has been declared by the County Health Officer shall not be considered as a sick leave occurrence pursuant to this Subsection. H. Advanced sick leave is not permitted. Employees may not carry negative sick hours. The County will not pay out earned sick leave in lieu of taking the time. I. An employee who calls in sick when scheduled for any mandatory overtirnework-time, will be able to use their sick time. The sick time will count as an occurrence and possibly lead to disciplinary action. J. An employee cannot accumulate in excess of four hundred eighty (480) hours of sick leave (prorated for benefit eligible part time employees). (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2005-14; Weld County Code Ordinance 2009-10; Weld County Code Ordinance 2010-8 ; Weld County Code Ordinance 2012-11 ; Weld County Code Ordinance 2014-12 ; Weld County Code Ordinance 2015-18 ; Weld County Code Ordinance 2016-08 ; Weld County Code Ordinance 2017-07 ; Weld County Code Ordinance 2018-08 ; Weld County Code Ordinance 2019-07 ) Sec. 3-6-40. - COVID-19 leave policy. A. On March 18, 2020, President Trump sig c Department, C Ii We fare Caseworkers, Adu t Protection Caseworkers, Coroner's Office, B. Except as desc neec le Office, an -d Work Release. r own ea nee me 0 r D. COVID-19 Emergency Sick Leave Rules are as follows: me employees. 's-COVID-19 related absence at their current rate of pay. An After exhaust -ton of this COVID-19 leave ca his or her work from home or work must use their sick leave, vacation, accrued comp time thirty (30) days. ort actual hours worked from home (80) hours, and then must use their sicc leave days. eave, vacation, accrued com o time or ersona II employees t-Rirty (30) says, COV D- 9 expancec famil seeking to use administrator with either a doctor or se f -certification that specifies which COVID-19 condition applies. is closed or unavailable for reasons related to CO e cess FMLA ill apply for FMLA through the County's FMLA administrator with -either a doctor or self -certification that specifies which COVID-19 condition applies. This paid time iss Caseworkers, Adult Protection Caseworkers, Coroner's Office, Public Safet rltmnortmnnt (lffir'c of Gmirricnnxi U_ononcmcnt Di iklir' 1/1/nrizc iic nartmont WorK Re ease are exc ucec from COV D-'9 orovis o is u nc e r Pec era aw. -owever, _he County interprets this exclusion to apply only for employees not under an isolation or may access COVI D-19 leave for the first 80 ho t i :h COVID-19 related copy of an isolation or quarantine order. This policy shall remain in effect until December 31, 2020. Id Canty Code Ordinance 2020-09 ) Sec. 3-6-90. - Leave of absence without pay (not to include FMLA Leave or military leave). A. An employee's status with respect to benefits during leave of absence shall be as follows: 1. While the employee is on unpaid leave, the employee's vacation and sick leave accruals will stop. 2. While the employee is on unpaid leave, health benefits will continue at the same level and under the same conditions as if the employee had continued to work as long as the employee pays the employee's and employer's portions of the premium. The employee must continue to make this payment, either in person or by mail. The payment must be received in the Department of Accounting by the end of each month. If the payment is more than thirty (30) days late, the employee's health care coverage may be dropped for the duration of the leave. 3. If an employee is enrolled in a supplemental life insurance plan, this coverage will stop during a leave of absence. The Weld County Life Insurance Plan requires that an employee be actively working to be eligible for coverage; therefore, the County will discontinue the employee's basic life plan as well as any supplemental life coverage during the leave period. 4. If health and/or life benefits are terminated during the leave of absence due to nonpayment of the premium, the employee will be required to wait until open enrollment to re -enroll in those benefits. B. The maximum length of such leave of absence will be ninety (90) days. Time taken off for other leaves of absence or any paid leave shall be included as part of the ninety -day maximum. This leave may be extended only with approval of the Board of County Commissioners and then only upon written application giving compelling reasons. If an extended leave is approved, all accrued vacation will be paid out at the time of approval. Upon return from the leave, an employee will have the normal waiting period for benefits to begin. If an employee does not return to work on or before the agreed -upon date or come to an agreement with management on an extension, the employee will be terminated. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2010-8 ; Weld County Code Ordinance 2012-8 ; Weld County Code Ordinance 2014-12 ; Weld County Code Ordinance 2017-07 ) Sec. 3-6400. - Jury duty/witness. A-nll employees rho is r-egularly er, y-ud-, as defined by Section 13 71-126, C.R.S., and -who is are required to serve as a witness in a case involving the County government or as a juror during scheduled work time, is entitled to paid leave not to exceed three (3) weeks (based on a 40 -hour week) - up to one hundred twenty (120) hours (prorated for benefit eligible part time employees, based on Table 3.1). An employee who serves on a jury shall pay to the County all amounts received for the jury service. In order to be granted leave for jury duty, the employee must submit a copy of the summons and all forms furnished by the Clerk of the Court relative to the time of service. Mileage allowances can be retained by the employee. An employee who is subpoenaed to appear as a witness in a case unrelated to County business must use paid leave, if available. If no paid time is available, the time off will be leave without pay. Employees must avoid situations in which they, through their voluntary actions, may be called to testify in private civil matters, wherein knowledge of confidential facts, circumstances or opinions they have obtained in the scope and course of their work may be revealed. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2008-6; Weld County Code Ordinance 2015-18 ; Weld County Code Ordinance 2016-08 ) Sec. 3-6-110. - Closure of County operations. A. In the event the County closes operations or facilities due to inclement weather or other emergencies, regular and part time employees scheduled to work will be paid the maximum of 8 hours per day, for a full day closure, reduced by actual hours worked based on an 8 -hour day. Particial days will be based on an 8am-5pm work -day and the number of hours operations closed, less any actual hours worked. A.B. B. An employee already on leave of any type on a closure day shall be charged for that leave day as if County operations were normal. C. B. An employee unable to be in attendance due to inclement weather or other emergencies when County operations and facilities are open shall be charged appropriate leave. D. An employee who wo-u-td—normally teleworks on the day a county closure is declared should communicate with their manager to determine if they are required to continue to telework during the closure or use county closure time. The .maxi rn u rn C cum per day are 8 hours for full day closures. Closure h-Gurs paid will red -us urs worked based on an 8-hou-r d -ay. E. Departments with 24 -hour oewel-d-perations: 1. Department Heads/Elected Officials should determine if normal staffing levels can be reduced and allow their employees to receive County Closure Hours. 2. Department Heads/Elected Officials should determine if, staff scheduled would be at risk to travel into work in unsafe conditions, and, if so, they should be granted County Closure Hours. 3. Staff will be paid for no more than their scheduled hours for the day up to 8 hours a day. Department Heads/Elected Officials will need to notify the Controller of the employee's name and the specific time have been granted for County Closure Hours. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2014-12 ; Weld County Code Ordinance 2016-08) Sec. 3-6-120. - Professional leave. Upon approval of the department head or elected official, an employee may be granted professional leave to attend professional and technical conferences, meetings and training that pertain to an employee's current or expected duties. No more than the actual time needed, plus travel time, will be . with -their sun for an illness prior to c: rt_rnent heads will schedule s. P a cleat --h .-d&-m-ay use up -to-- meinh-s-e-f leave disability. Any extension over the six (6) eard of County (Weld County Code Ordinance 2003 /13 Sec. 3 Wel ilitary leave *f rice® A. Any elected official, department head or employee who is a member of the National Guard or reserve forces is entitled to receive up to e-ne hunc rec twenty (1 20) hours15 days (prorated for part time employees) per ca-I-enc-a-r payroll year of military leave of -a4. nc-e ( iaita - - eav }. 4ilita; eave is granted withou-t-loss of pay, sen. is, oerform-an-ee rating, vacation leave, sick-l-eave or other benefits -for al of the time tie incli idual is e -n -g a-g-eel-i-n t ra-i n i-n-g-or-se-rvi c e as ordered n-a-pja -i-a t-e-m-it+t a-ry authority. B. Employees are responsible for communicating to Human Resources their need for military leave prior to commencing this leave, to discuss benefit elicibility and coverage and/or premium pp_ayments. As soon as an employee comes back from their deployment the employee is again responsible for contacting Human Resources. B. Upon returning to work, the elected official, department had -of employee shall - tote Cou received from t erformin-g required m - as inc -ard or reserve for i-ve--of---a-n-y-t rave I i s at ca on the m i ki oche -r. T -h -e i n d i„i d u i' --- the option -o -f -kee p i ng-h-i s er her military pay in l-i-e u o f -r e -c c i v i n -g -h i s or h e r -i - a -1 -a -e p -a fro m the Cou c durin ; which he or she was engaged in the military training or service. I -f a -n em-p-loyee elects to keep �e e� ei e Coi intY Y will be red --u c-ed-by-t-h-e-p-e -day rate of the m-i-1 iota-ry pay for each workday served, up to one hundrec twenty (20) hours (prorated for oenefit c is i o -e part time employees). The per day rate -is d ete-r rr--i n ed by the amount of the-b-as-i c pay divided by -the -Rum be r of-d-ays serve -c indieated on the m4 m-u-st-e- wa rd e employee must provid d serye-El- -cop y -the Department -e4 --H u man -Resources within thirty -(-3-0)--d ays-&f c a Leave and - c. If an elected official, department head or employee's military status changes from reserve to active in time of war or other emergency as declared by proper military authority ce*t-e-n-o i n-g--b-e y o n d the -fifteen [15] days -per -calendar -year -4p -to 120 h o u rte}) , the individual shall be entitled to leave without pay until reinstated following the active service time. D. Employees who serve in the armed forces reserves that -who must take leave from the County due to a conflict in the department work schedule and an armed forces assignment will indicate on their time sheet the leave time as military leave (MLT). This code will beis designated as unpaid leave; however, upon return the elected official, department head, or employee may submit their LES (Leave anc Earnings Statement) to the Accounting Department to receive differential pay- I I ! u-mentation is submitted to the - 1-u man lie -s o-u-rc-e-s-a- P a nu�ered-twemy (120) year i- -pe rite d (pro -rested for benefit -e-i-i-g-i-b l e part time employees), the e-nn-p1oyee must provide orders to the Department of Hu —man Resources prior to en-tering teary -I -cave. Since orcers are n -o- y ed for weekend duty drills, the responsible -for providing -the Department of H -u -man Resources the-LES for the time pe4oc in - es ion in ordar to be paid for these military days. E. --Upon returning to work from training there are 2 options the elected official, department head or employee may choose regarding pay 1. Keep military pay without differential pay. If this option is chosen there is no additional action needed 2. Keep pay and receive the differential pay. If this option is chosen, the LES must be turned into the Accounting Department within 30 days of your return. . Leave of absence for extended military orders (deployment), elected official, department head, or employee will be placed on leave of absence at the start of the pay period following the order G. An employee's status with respect to benefits during a military leave of absence shall be as follows: 1. While the employee is on unpaid military leave, the employee will continue to earn vacation and sick leave for up to twelve weeks. 2. While the employee is on unpaid leave for their military service, health benefits will continue at the same level and under the same conditions as if the employee had continued to work. An employee who is out for twelve weeks or less will need to reimburse the County for the employee portion of their premium. If an employee is out for Ion er than twelve -weeks they will need to pay the employee and employer's portion of their health premium. The employee must continue to make this payment, either in person or by mail. The payment must be received in the Human Resources Department by the end of each month. If the oayment is more than thirty (30) days late, the employee's health care coverage shall be dropped for the duration of the leave. 3. If an employee is enrolled in a supplemental life insurance plan, this coverage will stop during a leave of absence. The County will discontinue the employee's basic life plan as well as any supplemental life coverage during the military leave of absence. This coverage will stop the first pay period after the emoloyee starts their Leave of Absence. 4. If any health benefits are terminated during the leave of absence due to nonpayment of the premium, the employee's coverage will lapse. Once an employee returns from their military leave of absence, these benefits may be reinstated immediately. , if the employee wants to be paid i I I ferehtial, the employee must provide -a military-LES i t a yyL. E S for the tine-p-e-r-i-o-dwh4 c h ---covers the use of military leave. The-d-e-eu-ments s -h -e -u -1 d-13 sent -to the D -e -p -a n of --H-u m a -n Resou-rces o u-rce s within thirty (3 0) Gays of retu-rn i-n-g- to work at the County. The Depa-rt nt of Humus Res rces will determine the amount -of wages -that w i l•1-be--o-,a-i-el--te-th e employee. T- h -e a mo-u nt is cal -cu -rated by f a-cto ► in-g-aa-pe pai-cl-fram the rn i l it-- BASE des only and then mu -Who -lying the county per--d-ay-rate by the number -of -d--- . teed as m-i-lit-a-ry leave. f' lea se -note th-at, _ i#-the--orders or an a -u wed- att-e-n-d,a-n ce of -drill a -s- -g-n-ran-t email is n o L r cei-ved by th-e-Depa rt-of Human Resources--a-nd---P?ayrol1, then the military hours will - remain unpaid and n -o4 --r te--r action is needed to suooly thmilitary I_ES; howe er, if an employee chi -e, provi-de the orders o r a u -t ho r i-z-e-d-atte-nd a n cc of d r-i i--a&s1g-n-mend-e m a i-l-so h -at - the mi-l-i-tar when the mi•within the th1-rty--d-a-y t -+m o frame f o n -owing -the r e t u-rn of -the e m p l-oy ro m the r itit-a- y- a -s -s i g n or e nt-&r the -military leave paid byhe Coup iH a1l-oe due back to the -County. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2012-8 ; Weld County Code Ordinance 2015-18 ; Weld County Code Ordinance 2016- 08 ) Sec. 3-7-70. - Compensatory time off. Compensatory time off (comp time) in lieu of overtime may be given if there is an understanding between the County -Department and the employee to provide time off as compensation for overtime. To maintain a record of this understanding, a comp time form is available from the Accounting Department of Human ;e-so-u-FGGS. If an employee is eligible for comp time and is promoted to a different salaried position, the employee will be paid out all earned comp time at the rate of pay prior to their promotion, and is no longer eligible for comp time. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2017-07 ) Sec. 340-120. - Mechanics of the pay system. A. New hires should begin at the entry level step for the classification. Exceptions to this must be approved by the Director of Human Resources and requires justification that the individual exceeds the minimum standards for the classification as established by the class description and specifications, as well as having an increased level of experience. The department head or elected official must submit the justification to the Department of Human Resources to request approval to hire beyond step one of the classification. This request must document the fact that the applicant's training and experience warrants the higher pay level. No commitment to hire at other than the entry level should be made to an applicant without written approval from the Department of Human Resources. The practice of hiring at other than entry level is limited. B. Performance evaluation dates and pay step dates should be made to coincide with pay periods. That is, for most employees it would be the sixteenth of the month. C. Promotions and reclassifications. 1. When a County employee is promoted to a -nigher Ie-e4higher-level classification in the same classification series, the employee will be placed at the entry level step for the classification. Promotions will ensure a minimum of five percent (5%) in pay increase. In the event the promotion in the classification series is less than five percent (5%), the employee shall be placed at the step which provides a minimum increase of five percent (5%). A six-month promotional review period shall exist for the employee in all cases of promotion. 2 Employees who are promoted and, due to the - ,�-e-p-ercentfive percent -increase rule, are placed outside of the current pay table range for that classification will receive only the initial pay increase of five percent (5%). They will then be placed in the grandfathered category and treated as such. 3. When a position is determined to be misclassified and is changed to a higher classification, the incumbent employee must qualify for the higher levelhigher-level position within one (1) year. The incumbent employee will be placed in the new pay grade at their current step and step date. 4. A promoted employee entering the classification at higher than the entry level due to the minimum pay increase requirement of five percent (5%) will still have the promotional review period. Pay movement will be based upon the normal movement to the higher step. For example, an employee placed at the proficient step initially will not move to the third - year proficient step until the employee has been at the proficient step for two (2) years. D. Employees that transfer to new positions and/or departments. 1. In all cases, transferring employees are under a six-month review period. If a County employee takes a new position in a class series other than his or her current series, the employee will be hired at the entry level step of the new classification. (Example: Office Technician to Deputy Sheriff). 2. In the case of a lateral transfer, meaning the person transfers to the same classification into a different department, the employee shall retain the current pay step. 3. In the case of a transfer into a different department, the minimum promotional rule of five percent (5%) described will not apply unless it is within the same career ladder. This determination is made by the Director of Human Resources. E. Demotions and loss of pay include dropping to a lower level classification and/or reduction to a lower pay step within the same classification. 1. In the case of a voluntary demotion to a lower classification in the same class series by an employee, the department head or elected official has the discretion to place the individual within the pay range but may not place the pay of the individual beyond the maximum for that pay range. 2. In the case of an involuntary demotion, the department head and/or elected official has the discretion to place the individual within the pay range but may not place the pay of the individual beyond the maximum for that pay range. 3. If at any time the employee's performance drops below the performance standards of the classification or position, the employee may be placed on a special review period and reduced in pay to the next lower step or a reduction of three percent (3%). If improvement is made at the conclusion of the special review period, the employee may be returned to the pay level and pay step occupied prior to the reduction, along with the previous step date. F. Upon an employee's termination/retirement of employment and once all time has been entered into the payroll system and approved an employee will receive their final pay in one of two ways: 1. If the pay is being process during the normal monthly payroll cycle the check will be a direct deposit into the account the employee has given to payroll. 2. If the check needs to be processed outside of the normal monthly payroll processing (off - cycle) the pay will be loaded o -n -to a-p�„, c rd f the emplo ee f processed in the off-eyc-i--ecycle processing on the second Tuesday and direct deposited to the account on file. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2014-12 ) Sec. 3-12-30. - Procedure to correct payroll errors in pay. A. When an error in pay is identified by either the department head or elected official or the employee, notification should be made to the Accounting Department or Human Resources immediately so corrections may be made. It is the responsibility of the Accounting Department, the department head or elected official and the employee to review pay information monthly to assure accuracy and to report errors in a timely manner. B If any error that results in an underpayment is from time not being entered in the system by the employee or not resolving timesheet errors, the additional pay will be processed with the next regular payday cycle. C. If an error results in an underpayment, and is anything other than employee error, a separate -check the correction will be processed on- e s rid —T c y of the month or the next regular payday, w-hc-h-ever is first as an off -cycle pay check. D. All overpayments discovered will result in a collection action for the total amount immediately. (Weld County Code Ordinance 2003-4; Weld County Code Ordinance 2007-4; Weld County Code Ordinance 2010-8 ; Weld County Code Ordinance 2014-12) APPENDIX 3-A - DRUG USE AND ALC ISUSE SE 1VICE PROVIDERS A D ANSWERS F QUESTIONS The following entities provide services pursuant to this Policy: Substance Abuse Professional: (referred by Weld County) Michael P Giglio, LMFT Qualified Substance Abuse Professional (SAP) -C Qualified Substanc 155 W Harvard St. Ste #201 Fort Collins, CO 80525 F -o rt Co Iiims-pa-7:0-8-05-2-6 O--86 5-2-6 FAX: 970--221-9818204 7881 - Phone: 970--218-06124-5 4852 o -ad, Suite 2 Substance Abuse Professional: Charity Grimsley-Hinkley, MA, LPC, LAC, MAC Qualified Substance Abuse Professional (SAP) 4045 Wadsworth Blvd. Ste 306 Wheat Ridge CO 80033 FAX: 720-306-3572 Phone: 720-295-4852 Laboratory: MEDTOX Laboratories 402 West County Road D St. Paul, MN 55122 1-800-832-3244 Medical Review Officer: Medical Technical Review Dr. Jeff Larsen, M.D., Chief MRO P. O. Box 490 Dr. Christine Kasser, M.D., Associate MRO Hudson, WI 54016 1-800-880-4444 R Persons with questions regarding Weld County's Policies Implementing the Federal Transit Administration Regulations on Drug Abuse and Alcohol Misuse should contact: Hello