Item C03'
CM
ounty of onroe
BOARD OF COUNTY COMMISSIONERS
Mayor Heather Carruthers, District 3
Mayor Pro Tem George Neugent, District 2
TheFloridaKeys
Danny L. Kolhage, District 1
David Rice, District 4
Sylvia J. Murphy, District 5
County Commission Meeting
August 17, 2016
Agenda Item Number: C.3
Agenda Item Summary #1890
BULK ITEM: DEPARTMENT:
Yes Employee Services
TIME APPROXIMATE:STAFF CONTACT:
Teresa Aguiar (305) 292-4458
N/A
AGENDA ITEM WORDING:
Approval of a Resolution to amend the Personnel Policies and
Procedures Manual to increase the time in which two employees may fill the same budgeted
position from up to 30 days to up to six months for regular positions and up to one year for
department heads to allow for training during transitions; clarifies policy for paid time off and
membership fees for employees who participate in job related organizations as members and
officers; clarifies that departments may pay for job related employee training in advance instead of
employee being reimbursed; authorizes a $1,500 ($125 per month) payment for employees obtaining
a degree beyond what is minimally required for the position but adds value to the department;
clarifies that incentive pay is calculated on top of salary and not included in salary; clarifies that an
employee must physically work over 40 hours in order to get overtime in accordance with
Department of Labor rules; adds wording to include possible termination if employee pleads to an
offense; and adds wording to allow for purchase of travel insurance as previously approved by the
BOCC on June 15, 2016.
ITEM BACKGROUND:
The Personnel Policies and Procedures Board met on April 27, 2016,
May 13, 2016 and July 28, 2016 and voted to make the following changes:
2.
02 B Position Control Change to allow for training and transitional purposes for two individuals
to hold the same position from 30 days to 6 months for regular positions. Department Heads up to
one year.
2.
10 (new) Membership and Participation Clarifies allowing employees to participate in job related
organizations as members, speakers and officers during work time. Leadership Monroe is included.
Also clarifies that membership fees and travel fees may be paid in advance or reimbursed.
2.
11 Employee Training Clarifies that department may pay for training in advance instead of
employee being reimbursed. Also clarifies that the employee must complete the course within one
year from the date of receiving the advance, or repay the funds.
2.
12 G (new) Degree While Employed Allows for $1500 ($125 per month) to be added to the
the employee has obtained a degree which is beyond what is minimally required
for the position and adds value to the department. Policy to become effective May 1, 2016.
4.
08 H Certification Salary Increase Revised wording so that incentive pay is added on top of
salary instead of included in salary so that if an employee is reclassified, transferred, promoted or
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receives other type of salary increase, the incentive pay will always be on top of the annual salary
(and not lost). Also addresses travel payments may be made in advance.
5.
02 Overtime work for Non-Exempt, Non-Emergency Response Employees Further clarifies the
policy that vacation time, sick time and holidays are to be paid at straight time and any hours
physically worked over 40 hours per week will be paid or the employee will be granted
compensatory time at one and one-half times their regular rate of pay. This is the minimum
Department of Labor requirement.
9.
13 Indictments, Prosecutions, Arrests Addition of wording made to include pleads to the offense
as recommended by the County Attorney.
15.
01 Travel Addition of wording to allow for purchase of travel insurance as previously approved
by the BOCC on June 15, 2016.
PREVIOUS RELEVANT BOCC ACTION:
The last revision to the policy was approved by the
BOCC on September 16, 2015.
CONTRACT/AGREEMENT CHANGES:
None
STAFF RECOMMENDATION:
Approval
DOCUMENTATION:
Resolution Personnel PP changes meeting 8 17 16
Personnel Policy revised clean version 9 16 15 with proposed changes on August 2016
FINANCIAL IMPACT:
Effective Date: August 17, 2016
Expiration Date: N/A
Total Dollar Value of Contract: N/A
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match
:
Insurance Required:
None
Additional Details:
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REVIEWED BY:
Teresa Aguiar Completed 07/28/2016 2:44 PM
Assistant County Administrator Christine Hurley Completed
08/02/2016 9:26 AM
Cynthia Hall Completed 08/02/2016 3:12 PM
Budget and Finance Completed 08/02/2016 4:31 PM
Maria Slavik Completed 08/02/2016 4:34 PM
Kathy Peters Completed 08/02/2016 4:36 PM
Board of County Commissioners Pending 08/17/2016 9:00 AM
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RESOLUTION NO. ______ -2016
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, PROVIDING PROPOSED CHANGES TO
THE PERSONNEL POLICIES AND PROCEDURES.
WHEREAS,
County Code requires that any proposed changes be reviewed by the
Personnel Policies and Procedures Board prior to presentation to the BOCC for approval;
WHEREAS
, the Personnel Policies and Procedures Board met on April 27, 2016, May 13,
2016, and July 28, 2016 to review the proposed changes; and
NOW, THEREFORE, BE IT RESOLVED
by the Board of County Commissioners of Monroe
County, Florida, that effective immediately:
1.
The Monroe County Personnel Policies and Procedures shall be amended as follows:
2.02 B. For training and transitional purposes, two individuals may fill a budgeted position
simultaneously for up to thirty (30) calendar days six (6) months contingent on available funding.
Department Head positions may have two individuals fill a budgeted position simultaneously for up
to one year. Both individuals shall accrue full benefits and be classified as a Full-time Regular
employee.
2.10 EMPLOYEE ASSOCIATION MEMBERSHIPS AND PARTICIPATION
Employees may be permitted time off from work with pay to be a speaker at a function, which is
not required of his/her position with the County, to attend organization membership meetings and
participate in officer roles. Leadership Monroe is also a qualified event under this policy.
s job duties with the County.
Requests to participate during working hours must be provided to the applicable Department Head,
in writing, with final approval by the County Administrator.
Employees are attending these events on a volunteer basis and time allowed for attending such
events does not constitute hours worked for the purpose of computing required overtime payments.
The department the employee works in may pay for membership fees and other related fees,
including travel. Payment for all associated costs may be made in advance by the department or the
employee will be reimbursed.
2.101. EMPLOYEE TRAINING
The County may require any employee to attend any and all training deemed necessary to perform
his or her job duties adequately and safely. Prior to employment with Monroe County, it is the
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employed, any certification or training deemed necessary for continued employment is to be paid by
the individual with reimbursement made after successful completion. See 2.112, item A.
Departments may have ongoing training or education requirements for certain positions. In some
cases, courses, books, tuition, testing and other related fees associated with the education or training,
including travel may be paid for in advance by the department in which case the employee will not
be required to be reimbursed. In other cases, the employee may pay for the courses, books, tuition,
testing and other related fees, and travel expenses, and be reimbursed. In those cases, the
expenditures require prior approval of the department head. Supporting documentation
acceptable to the Clerk must be submitted for reimbursement. Acceptability to the Clerk is
based on generally accepted accounting principles and such laws, rules and regulations as
may govern
Employees must complete the course within one year from date of receiving any advance
payment. If course is not completed within one year, the employee must refund to the
County the entire advance payment within one month.
2.112 EDUCATIONAL ASSISTANCE PROGRAM
G. OBTAINING A DEGREE WHILE EMPLOYED
Effective May 1, 2016, employees who obtain a degree from an accredited institution, which is
beyond what is minimally required for the position that he/she holds with the County and that
degree adds value to the department as well as the County, will receive a $1,500 per year ($125 per
month) salary increase for each degree obtained. The incentive pay shall be divided and shall be
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paid 1/26 per pay period. In the event the employee reaches the maximum of their current pay
range, the amount is to continue to be added to
In the event the employee has a personnel action which results in a reclassification, transfer,
hire through promotional opportunity or if the employee receives any other type of salary
increase in accordance with these personnel policies and procedures, the incentive pay shall
be added to any base pay received as a result of the personnel action as long as that degree
is not a requirement of the position and the degree continues to add to the value of the
department as well as the County.
2.123 EMPLOYEE SAFETY
2.134 PROMOTIONAL OPPORTUNITIES
2.145 EQUAL OPPORTUNITY POLICY
2.156 EMPLOYEE RECOGNITION
4.08 SALARY RANGES, PROGRESSIONS, INCREASES
H. Certification Incentive Salary Increase
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This provision is intended to provide an incentive for employees to obtain certifications beyond
their current minimum job requirements which will enhance the knowledge in their current position
and add value to the department as well as the County.
A.Certifica
grievance procedure unless it is alleged that such a decision was made based upon unlawful
discrimination. In the case of a claim of a decision being based upon unlawful
discrimination, the affected employee shall follow the procedures outlined in Section 2.145
of the Personnel Policy.
B.To be eligible for a certification incentive salary increase consideration, the affected
employee must:
a.currently be employed by the County in a career service status position;
b.have been continuously employed with the County for at least one calendar year
prior to the date of registration of the certification;
c.
performance evaluation, must currently be performing at an acceptable level, and
may not have been issued a written warning within the previous twelve (12) months;
and
d.not exceed two certifications per calendar year (renewal of a certification will not net
any additional increase in pay).
C. An employee must submit the completed Request for Certification Form to the Department
Head and Human Resources for approval prior to the employee enrolling in the course.
D. C. $1,500, or dollar amount as stated in Administrative Instruction 4006 and 6402,will be
th
The incentive pay shall be divided and shall be paid 1/26
per pay period.
E. D. The certification incentive salary increase must not place the employee above the maximum
of their current pay range. In the event the employee reaches the maximum of their current pay
th
range, $125 per month (1/26 per pay period) for $1,500 incentive, or incentive amount divided by
F. In the event the employee has a personnel action which results in a reclassification, transfer, hire
through promotional opportunity or if the employee receives any other type of salary increase in
accordance with these personnel policies and procedures, the certification salary increase shall be
added to any base pay received as a result of the personnel action as long as that certification is
not a requirement of the position and the certification continues to add to the value of the
department as well as the County.
G. Employees are solely responsible for keeping certifications active and obtaining re-certifications.
In the event the certification lapses, the Department Head is responsible for completing the
appropriate Personnel Action Form to remove incentive pay. Expired certifications will result in the
C. H. Certification incentive salary increases recommended under this provision are subject to the
availability of funds.
The Human Resources office will review the request and make a recommendation to the County
Administrator.
Procedure:
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To request a certification incentive salary increase, the respective employee shall complete the
Certification Incentive form and obtain approvals prior to registering in the certification course or
program.
a. The employee shall complete the form and submit it to the Department Head for their
approval of the recommendation.
b. The Employee Services Director will review the request and shall approve or deny the
request.
c. Human Resources will officially notify the employee of the approval (or denial).
d. Upon satisfactory completion of the certification program, the employee shall provide
sufficient proof to Human Resources. Human Resources will prepare and process the PAF
form to be effective on the date of certification.
e. The department the employee works in will pay for the courses, books, tuition, testing
and other related fees, including travel, associated with achieving the certification and
recertification. Payment for all associated costs to obtain the certification may be made in
advance by the department or the employee will be reimbursed once he/she achieves the
certification. Employees must complete the course within one year from date of
receiving any advance payment. If course is not completed within one year, the
employee must refund to the County the entire advance payment within one month.
The employee shall remain in the county for at least one (1) year after achieving the
certification or any costs associated with the employee achieving the certification shall be
A certification salary increase for any employee is treated as a permanent salary increase as
long as the employee retains the same position.
5.02 OVERTIME WORK FOR NON-EXEMPT, NON EMERGENCY RESPONSE
EMPLOYEES
A. STATEMENT OF POLICY
4.Employees who use vacation time, sick time, or when a holiday is during a work week, will be
paid at their straight time rate of pay for all hours physically worked in excess of forty (40) hours
in any work week. Hours physically worked in excess of forty (40) hours in a work week will be
paid or the employee will be granted compensatory time overtime at one and one-half times
their regular rate of pay for all hours worked over forty (40), or will be granted time off
(compensatory time) in lieu of overtime if the employee consents in writing.
8.01 ADMINISTRATIVE LEAVE
C. MEETINGS
In cases where it is deemed by the Department Head to be beneficial to the County, an employee
may be granted leave with pay to attend such professional meetings (See Section 2.10) or
conferences as may contribute to the effectiveness of his employment (See Section 15 - Travel - for
reimbursement procedures).
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9.13 INDICTMENTS, PROSECUTIONS, ARRESTS
It is the responsibility of Monroe County to maintain a proper workforce. Employees who are
arrested, indicted by a Grand Jury, or on whom information has been filed by a prosecuting official,
shall be given a pre-determination hearing to determine the effect said action and/or circumstances
surrounding said actions have on his or her employment with the County, which may result in
disciplinary action. If the employee is tried and found guilty and the conviction is not reversed or
pleads to the offense, he or she may be terminated from his or her position in the County Service.
15.01 TRAVEL
E. The County Administrator shall authorize reimbursement for lease, rental cars and/or aircraft
where it is deemed by the County Administrator to be the most advantageous to the County.
Employees are to waive all insurance on rental car contracts, and no reimbursement for insurance
costs shall be authorized under this section. When justifiable circumstances exist, a traveler is
authorized to purchase and be reimbursed for the purchase of a refundable airline ticket and/or
travel insurance that authorizes reimbursement for cancelled or delayed travel.
F. All requests for travel reimbursement shall be submitted in writing on State of Florida Voucher
for Reimbursement of Travel Expenses which shall give date(s) of travel, purpose, all applicable
receipts, and amount due the traveler. Advance payment for travel must be requested by submitting
voucher form for approval by the applicable Assistant County Administrator or County
Administrator. Supporting documentation acceptable to the Clerk must be submitted for
reimbursement. Acceptability to the Clerk is based on generally accepted accounting
principles and such laws, rules and regulations as may govern
2. The above changes shall be incorporated into the Monroe County Personnel Policies and
Procedures Manual.
3. This resolution shall become effective upon approval unless otherwise stated above.
PASSED AND ADOPTED, by the Board of County Commissioners of Monroe County, Florida at
a regular meeting on said Board on the _____ day of ________, A.D., 2016.
Mayor Heather Carruthers ________
Mayor Pro Tem George Neugent ________
Commissioner Danny L. Kolhage ________
Commissioner Sylvia J. Murphy ________
Commissioner David Rice ________
(SEAL) BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
ATTEST: Amy Heavilin, CLERK
By: ___________________ By: ________________________
Deputy Clerk Mayor Heather Carruthers
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PERSONNEL POLICIES & PROCEDURES MANUAL
Table of Contents
Sections Pages
Preamble-4
Introductio-8
1. -13
2. Employment -25
3. Classificatio-27
4. Pay P-35
5. Hours of -38
6. Holid-40
7. Leave with Pay -45
8. Leave of Ab-58
9. Standards of Employment, Disciplinary Actions -65
10. Employee Complaint/Grie-67
11.
12. Soli
13. Employee Performa
14. Employee Insurance -74
15. Tr
16. App
17.Violence in the W-78
18. Children in the
19. Cash Management Procedur
20. Fire Alarm Procedures
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P R E A M B L E
ADMINISTRATION CODE OF ETHICS
An employee in the public service must always demonstrate the highest standards of personal integrity, truthfulness,
honesty and fortitude in all public activities in order to inspire public confidence and trust in public institutions.
Perceptions of others are critical to the reputation of an individual or a public agency. Nothing is more important to
public administrators than the public's opinion about their honesty, truthfulness and personal integrity. It
overshadows competence as the premier value sought by citizens in their public officials and employees.
Any individual or collective compromise with respect to these character traits can damage the ability of an agency to
perform its tasks or accomplish its mission. The reputation of the administrator may be tarnished. Effectiveness may
be impaired. A career or careers may be destroyed.
The best insurance against loss of public confidence is adherence to the highest standards of integrity, honesty,
truthfulness and fortitude.
Public administrators are obliged to develop civic virtues because of the public responsibilities they have sought and
obtained. Respect for the truth, for fairly dealing with others, for sensitivity to rights and responsibilities of citizens
and for the public good must be generated and carefully nurtured and matured.
If one is responsible for the performance of others, the reasons for the importance of integrity must be shared with
them. They must be held to high ethical standards and taught the moral as well as the financial responsibility for the
public funds under their care.
If one is responsible only for his or her performance, then he or she must not compromise honesty and integrity for
advancement, honors, or personal gain.
We must strive to be discreet, respectful of proper authority and our appointed or elected superiors, and sensitive to
the expectations and the values of the public we serve. We must practice the Golden Rule: doing to and for others
what we would have done to and for us in similar circumstances.
One should be modest about his or her talents, letting the work speak for itself and be generous in their praises of the
good work of our peers and associates. We must be ever mindful to guard the Public Purse as if it were our own.
No matter whether an official or an employee, by our own example, we should give testimony to our regard for the
rights of others, acknowledging their legitimate responsibilities and not trespassing upon them. We must concede
gracefully, quickly and publicly when we have erred and be fair and sensitive to those who have not fared well in their
dealings with our agencies and their applications of the law, regulations, or administrative procedures.
The only gains one should seek from public employment are salaries, fringe benefits, respect and recognition for
work. One's personal gains may also include the infinite pleasure of doing a good job, helping the public, and
achieving career goals.
No elected or appointed public servant should borrow or accept gifts from the staff or any corporation which buys
services from, or sells to, or is regulated by his or her governmental agency. If one's work brings him or her in
frequent contact with firms supplying the government, he or she must be sure to pay his or her own expenses.
Public property, funds and power should never be directed toward personal or political gain. We must make it clear
by our own actions that we will not tolerate any use of public funds to benefit one's self, family or friends.
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And finally, we must serve the public with respect, concern, courtesy and responsiveness, recognizing that service to
the public is beyond service to oneself.
END
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INTRODUCTION
INTENT
It shall be the intent of the Board of County Commissioners and other grants, agencies or elected officials who so
request to adopt these policies and procedures that:
A. The employees of Monroe County are productive persons who perform useful County functions.
B. There shall be no employees on the County payroll for whom there is no employment need.
C. All officials and employees shall comply with and assist in carrying out the personnel program.
D. All appointments to the County Service are to be made in accordance with the rules, regulations and procedures
established and adopted by the Board of County Commissioners.
E. These Policies and Procedures generally cover the information concerning the policies, regulations and benefits
for the employees of Monroe County. These Policies and Procedures and the representations made in them do not
constitute any form of employment contract or guarantee. If an employee seeks information which is not covered in
these Policies and Procedures, or if an employee wishes clarification of any policy or procedure, he or she should
check with his or her Supervisor and/or Department Head.
The County, of course, may change its Policies and Procedures with regard to matters covered herein and such
changes may not be reflected in these Policies and Procedures at the time the employee reads them. Existing policy as
determined from time to time by the County Administrator or the Board of County Commissioners shall supersede
any written information previously distributed to employees.
F.In accordance with Ordinance #038-1988, the Board of County Commissioners established a Personnel Policies
and Procedures Review Board whereby any employee may submit proposed changes to the Monroe County
Personnel Policies and Procedures to the Human Resources office at any time. Proposed changes will be discussed
by the Review Board and recommendations will be made to the County Administrator who will review said
recommendations for his approval. If there are any recommendations that do not meet with the approval of the
Administrator, those changes will again be reconsidered by the Review Board. If approved, said changes will be
presented to the Board of Commissioners for a final decision. If there is one or more proposed changes on which
the Review Board and the Administrator cannot agree, the final decision will be made by the Board of
Commissioners. These changes will be adopted by resolution. Forms for proposed changes may be obtained in the
Human Resourcesoffice.
SCOPE
For the purpose of expediency, these policies may refer to either the male or female gender, or both with no intent to
discriminate. All policies apply to both genders.
The personnel policies, regulations and procedures as adopted shall apply to all personnel in the County Service
falling under the jurisdiction of the Board of County Commissioners and any other agency grant, board or department
which so requests. All County officials and employees, including but not limited to elected officials, contracted
employees, and advisory board members, shall comply with the standards of conduct set forth herein.
Any action which these procedures authorize to be taken at a particular level of authorization may be initiated or
taken by anyone in a position of higher authority, within the chain of command.
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THE COUNTY SERVICE
The County Service shall consist of all existing positions and any positions hereinafter created in the County with the
following exemptions:
A. The Board of County Commissioners and any positions which are exempt under Chapter 69-1321, Section 3,
Laws of Florida.
B. Other elected officials.
C. Members of Boards, Committees and Commissions, unless they are also County employees.
D. Persons employed in a professional capacity on a contractual, fee or retainer basis or hired to perform specific
services, as defined herein, including but not limited to investigations or inquiries on behalf of the County
Commissioners, or a committee thereof, or other elected officials.
E. Volunteers.
HUMAN RESOURCES
It is the responsibility of the County Administrator to render service to the County government in the fields of
personnel management and employee relations, and to ensure uniform, fair and efficient personnel administration. In
this regard, the County Administrator shall establish and oversee the administration of a Human Resources office,
through the Department of Employee Services. In addition to the duties imposed by personnel policies and
regulations, it is the responsibility of the County Administrator, through the Human Resources office, to:
A. Apply and carry out personnel policies and regulations as adopted by the Board of County Commissioners.
B. Foster and develop programs for the improvement of employee effectiveness and morale.
C. Conduct evaluations and studies to determine the effectiveness of the personnel program, and periodically submit
a report of findings and recommendations to the Board of County Commissioners.
D. Ensure that all personnel have been employed in accordance with the provisions of personnel policies and
procedures.
E. Maintain a classification plan for all employees in the County Service.
F. Maintain a pay plan for all employees in the County Service.
G. Develop and administer tests and examinations as deemed necessary to determine the fitness and abilities of
applicants for jobs in the County Service, and promotional opportunities.
H. Prepare, or have prepared, and submit to the Board of County Commissioners, corrected, revised or additional
personnel policies and procedures for their approval.
I. Perform any other lawful acts considered necessary to carry out the purpose and provisions of the personnel
policies and procedures.
J. Perform interviewing, background investigations and otherwise pre-qualifying candidates for County employment.
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K. Prepare any County Affirmative Action Plan.
L. Recruit qualified applicants to fill departmental vacancies.
M. Perform induction of all newly-hired personnel including completion of required personnel and payroll forms,
arranging physical examinations and providing employee orientation.
N.Provide staff support to the Board of County Commissioners in regard to personnel matters.
O.Administer B.O.C.C. adopted drug and alcohol programs.
RECORDS OF HUMAN RESOURCES
The efficient administration of the County's Human Resources officedepends on accurate information about the
County and each of its employees. In order to keep personnel records up to date, employees must notify their
Supervisor and the Human Resources office immediately of any change of name, address, telephone number, whom
to contact in case of emergency, insurance beneficiaries, dependents eligible for family coverage of insurance,
information for income tax withholding, driving status and other similar information.
The County respects the privacy of its employees' rights and, in this regard, will keep all information in its personnel
files confidential -- to the extent permitted under Florida law.
All requests from sources outside the Countyfor personnel information concerning applicants for employment,
current employees, and former employees shall be directed to the Human Resources Office. The Human Resources
office will release information to outsiders in accordance with the standards as set forth in Administrative Instruction
4903.
RISK MANAGEMENT - SAFETY/LOSS CONTROL
A. RISK MANAGEMENT
It is the responsibility of the County Administrator to protect the County from financial loss due to public
liability exposures and/or property damage. This may be accomplished by either the utilization of fully
insured or self-insured programs or policy contracts, as approved by the Board of County Commissioners.
The Risk Managementoffice will maintain all insurance policies, property schedules, etc., and will properly
distribute all insurance premiums to the budgetary units.
The County Administrator will institute recognized risk management techniques, with the cooperation of all
Department Heads, the County Attorney's office, and Constitutional Officers (where applicable), to further
identify potential exposures, recommending to the County Commission the best course of action to properly
protect the interests of Monroe County.
INSURANCE
A. EMPLOYEE BENEFITS (Group Insurance and Workers Compensation)
The County Administrator will oversee all employee benefit programs, including, but not limited to Life
Insurance and Health Insurance for Board employees, as well as Constitutional Officer employees (if
participated in by those entities). All enrollment records, claim files and the proper distribution of expenses
will be assigned to Employee Benefits, with final approval of program types and levels of benefits remaining
with the Board of County Commissioners.
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B. SELF-FUNDED PROGRAMS
Where the Board of County Commissioners has determined that the use of a self-funded program is in its best
interest, it will be the County Administrator's responsibility to oversee the Administration of said programs.
Any proposed change to the self-funded health insurance program that would constitute a material reduction
in benefits or change in cost to current employees and retirees that will be presented to the Board of County
Commissioners will be preceded by a two week written notice to the affected employees and retirees.
C. MONROE COUNTY EMPLOYEE SAFETY COMMITTEE
In accordance with the Monroe County Safety Policies and Procedures, and County Administrator
Instructions, the Monroe County Employee Safety Committeefunctions to prevent accidents through review
of accident/incidents reported to the Human Resource Office, and recommends safety-related policies and
procedures to the County Safety Office.
D. ADMINISTRATIVE INSTRUCTION SYSTEM
The County Administrator will establish a standardized administrative instruction system for initiating,
preparing, controlling, monitoring and promulgating all Monroe County Administrative Policies and
Procedures by way of rules and guidelines, which clarify those adopted Monroe County Administrative
Policies and Procedures. These Administrative Instructions shall only be further detailing, by instructions or
rules, of those Policies and Procedures provided in this manual, where, for ministerial purposes, policy
clarifications are particularly applicable. Where conflict may occur, the Board of County Commissioners
reserves the authority of final determination as to ministerial function. This system will be structured
according to Monroe County Administration Instruction 1000, issued February 2, 1989, but may be deleted,
changed, revised or altered at any time by the County Administrator. Reference to these Administrative
Instructions will be made throughout these policies.
All employees will be responsible for being familiar with and complying with these instructions. Department
Heads will be responsible for appropriate dissemination of these instructions.
All references to Administrative Instruction should be construed to mean most current revision. Suffix
numbers change with revisions.
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GENERAL POLICIES
SECTION 1
1.01 CAREER SERVICE
A. DEFINITION
In accordance with Chapter 69-1321 Laws of Florida, as amended, employees designated in this Act,
having at least one (1) year of continuous satisfactory service, shall be considered career service
employees, except as set forth in these policies and procedures.
B. APPLICATION FOR CAREER SERVICE
Approximately one month prior to the employee's anniversary date, except as provided for in Section
2.04 herein, the Human Resources office will provide the Department Head with notice to evaluate
the employee in accordance with Administrative Instruction 4003. The evaluation form shall be
forwarded to the Human Resources office and placed in the employee's personnel file. (See Section
2.04.) If a positive recommendation is made to retain the employee by the appropriate Department
Head and approved by the County Administrator, the employee will be eligible for Career Service
upon completion of one (1) year of continuous, satisfactory employment. Temporary employees who
transfer to or are hired in a regular County position must serve a 12-month probationary period in the
County position before being eligible for Career Service.
C. CONTRACT EMPLOYEE
The County Commission may waive, at its option, the necessity for the probationary service of a
contract employee after the commencement ofemployment by the County into a regular position
under the Career Service rules. In no event, however, may the County waive such probationary
requirement unless the affected employee has served at least one (1) year in the capacity for which the
probation has been waived.
D. FLORIDA RETIREMENT SYSTEM SENIOR MANAGEMENT
Positions deemed Senior Management in accordance with Florida Statutes 121.055(1) shall
acknowledge and waive their right to career service designation on a form prescribed by the County
1.02 POLITICAL ACTIVITY
A. No employee shall use any promise, reward or threat to encourage or coerce any person to support or
contribute to any political issue, candidate or party.
B. No employee shall use his official authority as an employee to influence or attempt to influence, coerce or
attempt to coerce a political body or to in any way interfere with any nomination or election of any person to
any public office.
C. Nothing will prohibit any employee from expressing his opinion on any candidate, on issues, or from
participating in any political campaign during his off-duty hours.
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D. Nothing herein contained shall affect the right of the employees to hold membership in, and support, a
political party, to vote as they choose, to express opinions on all political subjects and candidates, to maintain
political neutrality, and to attend political meetings during off-duty hours.
E. Employees shall at all times comply with all provisions of Section 104.31, Florida Statutes, which is
generally stated in part in 1.02 (A) & (B) above, as may be amended from time to time.
1.03 OUTSIDE EMPLOYMENT
A.Full-time employees are not restricted from engaging in other employment during their off-duty hours.
However, County employment must be considered the primary employment. Employees shall not, directly or
indirectly, engage in a
Examples include, but are not limited to, outside employment which:
1)Prevents the employee from being available for work beyond normal working hours, such as emergencies
2)
3)Utilizes County telephones, computers, supplies, or any other resources, facilities, or equipment;
4)May reasonably be perceived by members of the public as a conflict of interest or otherwise discredits
public service.
B. Employees shall not be instructed or allowed to perform work for private individuals or other governmental
agencies as part of his/her County employment except in those instances where such work is part of contract
arrangements entered into by the Board of County Commissioners with such private individuals or government
agencies, or in those cases where under prior Board of County Commission policy, the employee is to give service
in an emergency situation.
1.04 USE OF COUNTY PROPERTY, PROCEDURES OR FACILITIES
Equipment, facilities, vehicles, property, or any resource or procedure of the County shall not be used by any
employee, or use of same authorized for anyone by an employee for any reason or purpose beyond that
deemed de minimis use by the Internal Revenue Service Code for anything other than County business. The
use of same for personal gain or use may be cause for termination. See Administrative Instruction 4725 for
additional information.
1.05 CODE OF ETHICS
A. All employees must be aware of, and comply with, Section 112:311 (6) Florida Statutes which currently
provides in part: "It is declared to be the policy of the state that public officers and employees, state and local,
are agents of the people and hold their positions for the benefit of the public. They are bound to uphold the
Constitution of the United States and the State Constitution and to perform efficiently and faithfully their
duties under the laws of the federal, state, and local governments. Such officers and employees are bound to
observe, in their official acts, the highest standards of ethics consistent with this code and the advisory
opinions rendered with respect hereto regardless of personal considerations, recognizing that promoting the
public interest and maintaining the respect of the people in their government must be of foremost concern."
B. Employees may not, either directly or indirectly, use their official position with the County or information
obtained in connection with their employment for private gain, for themselves or others.
C. Employees shall not accept any gift, favor or service from any member of the public, including but not
limited to Christmas and/or birthday gifts in an amount that exceeds an estimated value of $25.00.
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Employees shall not accept any gift, favor or service with the understanding that it was provided to him/her
in order to obtain special treatment. Elected and appointed officials of the County are subject to the State
1
Statute for acceptance of gifts.
D. No employee shall make any false statement, certification or recommendation of any employment under
any provision of these policies, or in any manner, commit or attempt to commit any fraud preventing the
impartial execution of the provisions of these policies, with regard to employment, promotion or transfer.
E. Conflict of interest rules shall be in accordance with the established laws of the State of Florida.
No County employee shall transact any business in his or her official capacity with any business entity of
which that employee is an officer, agent or member, or in which he or she holds a material interest.
If an employee is uncertain as to whether he or she may be in violation of this policy, clarification may be
obtained from the Human Resources office.
The County Administrator may at any time, require a statement of disclosure from any employee if he has
reason to believe that said employee may be in violation of this policy. The Human Resources office will be
responsible for investigating any alleged incident of conflict of interest and when needed, the County's legal
counsel will interpret Florida Statute 112.311-112.326. If a violation of this policy is found, appropriate
disciplinary action may be initiated.
F. Employees shall not conduct personal business while in County uniform while on duty Employees shall
not consume alcoholic beverages while on duty, nor on off-duty hours while in uniform.
G. Employees shall not consume or be under the influence of alcoholic beverages while on duty or in County
uniform, nor shall they use, be under the influence of, consume or possess illegal substances while on duty, in
County uniform or on County property at any time. It is the intent of Monroe County to create and maintain
a drug-free workplace for Monroe County employees, in accordance with the Drug-Free Workplace Act of
1988. (See Monroe County Administrative Instruction 4703.)
H. Any violation of the provisions of this policy shall be subject to review and appropriate disciplinary action.
If the employee has any doubt as to the application of the policy as it relates to his or her position, the
possible violations should be discussed with the Department Head or his or her designee, who shall either
approve or forbid the activity, or refer the question to the Human Resources Office. The County
Administrator, Department Heads, their Deputies and other employees holding positions of high public trust
and/or authority will be held to higher disciplinary and ethical standards than other employees.
1.06 DISCLOSURE OF INFORMATION/RECORDS
Information of a sensitive or confidential nature which is obtained in the course of official duties shall not be
released by any employee other than by those charged with this responsibility as part of their official duties.
All county offices shall comply with any request for records and/or information and appropriately disclose
such in accordance with the standards as set forth in Administrative Instruction 4903.
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1.07 RESTRICTION OF EMPLOYMENT OF RELATIVES
Restrictions on employment of relatives shall be in accordance with Florida Statute 112.3135 (2) (a) as
amended, which currently reads, "A public official may not appoint, employ, promote, or advance, or
advocate for appointment, employment, promotion, or advancement, in or to a position in the agency in
which he is serving or over which he exercises jurisdiction or control, any individual who is a relative of the
public official." The definition of relative will be in accordance with Florida Statute 112.3135(1) (d) and will
include Domestic Partner. Nothing set forth herein shall prohibit the employment of more than one (1)
member of the same family. The Human Resources Office will be responsible to investigate any alleged
incident of nepotism. Upon investigation if it is found that a potential conflict or that a relationship exists
that could be interpreted as such, action may be taken so that the situation no longer exists. When needed, the
County's legal advisor will furnish current information to the Human Resources office on Florida Statute
116.111.
Where a State or Local statute regarding nepotism exists which is more restrictive than this policy, the eligible
applicant should follow the State and Local statute in lieu of this policy.
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Definition: Domestic Partner -
lives in a committed family relationship of mutual caring. Two individuals are considered to be Domestic
Partners if:
(1) they consider themselves to be members of each othe
(3) neither of them is married or a member of another Domestic Partnership;
(4) they are not blood related in a way that would prevent them from being married to each other under the
laws of Florida;
(5) each is at least of the legal age and competency required by Florida Law to enter into a marriage or other
binding contract;
(6) they each sign of Declaration of Domestic Partnership as provided in for Section 14.03
(7) they reside at the same residence.
1.08 VOLUNTEERS
Monroe County recognizes the importance of work performed by volunteers.
The Department Head will be responsible for obtaining authorization through the Human Resources office
before allowing work to be performed by anyone on a volunteer basis. Volunteers will not, under any
circumstances, be considered County employees, but will be responsible for following proper procedures and
schedules as outlined by the Department Head.
(See Section 8.01 I regarding voluntary Emergency Response Team for County employees.)
1.09 VETERANS PREFERENCE DURING HIRING AND RETENTION
At the hiring stage, if no qualified applicant is selected in-house after a seven (7) calendar day posting period,
available positions will then be offered to the general public, unless in-house and general public notice are
authorized by the Director of Human Resources concurrently. Eligible veterans as defined in Chapter 295,
Florida Statutes, will receive preference with the exception of those positions which are exempt. Exempt
assistant county administrators,
department heads, temporary employees, and attorneys.
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Preference will also be granted to veterans at retention in accordance with the rules set forth in Chapter 295,
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EMPLOYMENT POLICIES
SECTION 2
2.01 APPOINTING AUTHORITY
The Board of County Commissioners shall be the appointing authority for the County Administrator and
County Attorney. All other positions under the jurisdiction of the Board of County Commissioners shall be
employed and supervised by the County Administrator. Employment of Department Heads will require the
confirmation of the Board of County Commissioners. The County Administrator will be responsible for:
A. Approval of all changes in employee status ensuring that all changes are in accordance with the Personnel
Policies and Procedures and the Pay/Classification Plan.
B. Ensuring that all positions in all Departments have been fairly and equally evaluated, rated and classified in
accordance with Personnel Policies and Procedures and the Pay/Classification Plan.
2.02POSITION CONTROL
All positions in the County Service are established and maintained through a budget each fiscal year,
approved by the Board of County Commissioners.
A. The establishment of new additional positions, or an increase in hours of a position can only be
authorized by the Board of County Commissioners and the County Administrator, subject to adequate
justification of need and availability of funds.Establishment of Emergency Disaster positions on a year to
year basis do not require the prior approval of the Board of County Commissioners. The personnel in
these positions will be trained and utilized on an as needed basis before, during, or after an emergency or
disaster and will be paid for by the Hurricane Account Funds.
Positions created on a temporary basis as described below in 2.03 B (3&4) do not require the prior
approval of the Board of County Commissioners.
B.For training and transitional purposes, two individuals may fill a budgeted position simultaneously for up to
six (6) months contingent on available funding. Department Head positions may have two individuals fill a
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thirty (30) calendar days
budgeted position simultaneously for up to one year. Both individuals shall accrue full benefits and be
classified as a Full-time Regular employee.
C.Personnel to fill approved new positions shall be appointed after the position has been evaluated, classified
and assigned a pay grade.
2.03 TYPES OF EMPLOYMENT
A. Original employment is subject to budgetary restrictions. When a person is initially employed in a position
in County Service, he shall be employed in at least one of the following types of original employment status:
1. Full-Time Regular Employee
2. Substitute Employee
3. Temporary Employee
4. Emergency Temporary Employee
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5. Part-Time Employee
6. Trainee
7. Contract
8. Florida Retirement System Senior Management
Participation in the Social Security program and the Florida State Retirement System will be in accordance
with the rules and regulations governing said programs.
Any employee paid on an hourly basis will not be eligible for fringe benefits.
B. Definitions of types of original employment:
1. Full-Time Regular Employee
a. Full-Time Regular employment will be made to a classification for regularly budgeted
County positions, working 25 hours or more per week.
b. A Full-Time Regular employee shall be eligible for all County fringe benefits as set forth in
these policies.
c. An employee serving in a full-time regular position shall be eligible for career service status
as described in Section 1.01.
2. Substitute Employee
a. Substitute employment may be made to fill positions for which leaves of absences are
granted to a regular employee.
b. Substitute employment shall be only for a period of time for which the regular employee is
granted leave.
c. A substitute employee shall not be eligible for County fringe benefits.
d. A substitute employee shall be exempt from career service status if employed for less than
one continuous year.
3. Temporary Employee
a. Temporary employment may be made when the work of a department requires the services
of one or more employees on a seasonal or intermittent basis, or in a position not classified as
a regular County position.
b. An employee shall not be allowed to serve on temporary employment of more than 12
consecutive months or, in the case of intermittent employment, for more than 1,040 hours
during any 12-month period, except as set forth below.
c. A temporary employee shall not be eligible for County benefits or paid holidays, except as
stated in 'e' below.
d. A temporary employee shall be exempt from career service status.
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e. All employees who are employed under special grants/projects shall be temporary
employees throughout the duration of the grant/project. Such employees shall at no time be
considered regular employees of the County, and shall only have the rights of temporary
employees as set forth in these policies and procedures, except as might be specifically set
forth in the special grant or project requirements. Grant employees, who do not qualify as
temporary employees, are entitled to the same benefits as a regular employee except for Career
Service status, and any benefit not eligible for reimbursement under the grant funding for the
position.
4. Emergency Temporary Employee
a. Emergency temporary employment may be made when a short-term emergency exists.
b. Emergency temporary employment may be made without regard to the person's training or
experience.
c. No person shall be given one or more emergency employments for more than three (3)
calendar months.
d. An Emergency Temporary Employee shall not be eligible for County fringe benefits.
e. An employee hired on an emergency basis shall be exempt from career service status.
5. Part-Time Employee
An employee is to be considered part-time if the employee works less than twenty-five (25) hours per
week. The salaried part-time employee who works at least twenty (20) hours per week will accrue
vacation and sick leave according to scheduled work hours. Anyone working less than twenty (20)
hours per week will not accrue sick or annual leave.
6. Trainee Employee
An employee appointed to fill an established position on a regular full-time or part-time basis shall be
given trainee status when qualified applicants are not available for the position and the employee does
not meet the minimum training and experience requirements for the position. (Refer to Section 4.07.)
7. Contract Employee
Anyone whose employment is project specific will be a contract employee. Said employee(s) will not
attain Career Service Status. Each proposed contract will be submitted by the County Administrator
to the Board of Commissioners for approval.
8. Florida Retirement System Senior Management
The Board of County Commission may designate in accordance with Florida Statutes 121.055(1)
positions within County Administration that meet the minimum requirements to be included in the
Senior Management Class, as long as that position encumbant acknowledges and waives their right to
the policy.
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2.04 PROBATIONARY PERIOD
A. The standard probationary period for new employees will be twelve (12) months from the date the
employee begins working as a regular employee for the County. If at any time during the probationary period
it is determined that the employee does not meet performance standards, the employee may be terminated
without recourse. The County Administrator, or a designee, shall either: (1) approve, in writing, retention of
the employee, at which time the employee shall be granted career service status: or (2) decide that the
probationary period will be extended for no longer than an additional 90 days if the employee has not met
performance standards : or (3) in the event the County shall fail to approve the employees' retention the
employee shall automatically be separated from employment with the County, said separation being absolutely
final, with no rights of appeal to any authority, including the grievance procedure contained herein.
Temporary employees, Federal or State Grant employees as well as employees originally hired under the
CETA Program will retain their original date of hire if transferred to or hired in a regular County position for
use in procedures governing fringe benefits and evaluation purposes, when applicable. Said employee must
then serve the standard 12-month probationary period, before becoming eligible for career service status.
B. During the probationary period, the Department Head or duly-appointed representative must observe the
employee's work habits, attitude and attendance to see if continued employment in the job is desirable.
C. In the event an employee receives a promotion through the promotional opportunity process, said
employee will serve a 90 day probationary period, or the remainder of their original probationary period,
whichever is greater. If during this probationary period the employee does not meet performance standards,
he or she may be terminated without right of appeal if recommended by the Department Head and approved
by the Administrator, but will be able to apply for another County position through the promotional
opportunity system for 1 year, after which time he or she must wait until a desired position is open to the
public.
D. Any employee whose position evolves into accepting additional or different duties and/or responsibilities
within the same department may be reclassified to another pay grade and/or title upon recommendation of
the Department Head and approved by the Administrator but will not serve an additional probationary
period. (See Section 3.04 and 3.05.)
2.05 DEFINITION OF SERVICE
A. Creditable Service shall be defined as service during which the employee was on the payroll of the County,
or on approved leave of absence without pay.
B. An employee's continuous service date shall be established as the most recent date of hire and may not
precede the date of actual job performance.
C. Authorized leaves of absence to the extent provided in Section 8 of these policies shall not be considered a
break in service effective at the end of the employee's regular shift on the last day of work.
D. If an employee has a break of service of 48 hours or more, he/she cannot be reinstated to his/her former
employment status. If he/she is selected for County employment after such a break in service, he/she must
begin as a new employee in all respects, except for Retirement Benefits which are governed by Florida
Statutes.
E. Any unauthorized leave without pay for three consecutive work days or more may be considered a break
in service, and may result in termination.
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2.06 MEDICAL EXAMINATIONS
A. In order to maintain a vigorous and healthy work force the County shall require post offer medical
examinations by a physician designated by the County.
B. The County Administrator may require that an employee submit to a physical and/or psychiatric
examination by a physician or other qualified practitioner at any time during their employment, which may
include blood and/or urine testing for drug or alcohol usage. Charges for same will be the responsibility of
the County.
Grant Programs will provide funding for medical examinations for their employees in their respective budgets.
C. Should an examination result in disclosure of inability to meet the required minimum standards of the
specific occupation, the results of the examination shall be reviewed by the Human Resources office and the
employee's Department Head. Findings and recommendations shall be forwarded to the County
Administrator for final disposition. Payment of any expense incurred by the applicant/employee other than
the initial examination required by the County will be the responsibility of the applicant/employee.
D An employee determined to be physically or mentally unfit to continue working in his/her current
classification may be terminated, but may apply through the promotional opportunity system for any available
position for which said employee is determined to be qualified as well as physically and mentally fit to perform
all required duties of the position. Said employee will have promotional opportunity rights for one year after
his/her termination date.
E. If a Department Head has reasonable suspicion that an employee is under the influence of, or using
alcoholic or illegal substances, that Department Head may require that said employee be examined by a
physician who may include blood and/or urine testing.
2.07 BASIS FOR CHANGE OF STATUS
Selection of applicants for new hire and in-
perform the job as outlined in the job description of the position being filled. The job description shall
identify the specific knowledge, skills, and abilities necessary for the successful performance of the duties of
the position.
or certification as outlined on the employment application shall be compared to the required minimum
qualifications of the position. All applicants who appear to possess the required minimum qualifications shall
be evaluated according to uniform and consistently applied selection techniques established by Personnel
Policies and Procedures. These selection techniques shall be designed to provide maximum validity,
reliability, and objectivity and result in selection from among the applicants who are most qualified for the
position.
Other than as described in Section 1.09, Veterans Preference, in determining change of status as a result of
demotion, recall from layoff or transfer, job performance shall be the sole criterion. Job performance being
equal, length of continuous service shall be the criterion.
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2.08SELECTION PROCESS
All interviews whether for new hire or in-house promotion must follow the interview procedures outlined in
Administrative Instruction 4705.
2.09 TRANSFERS
A. The County Administrator may, at any time, transfer an employee from one area to another and/or from
one position to another when he determines that it is in the best interest of the operation of the County to do
so. Transfers will be made by the County Administrator based upon a recommendation by the employee's
Department Head.
B. Employees will be notified in writing of the County Administrator's decision to transfer them. Employees
who claim that a transfer is made arbitrarily and capriciously or that it is being recommended for disciplinary
reasons may appeal a transfer decision pursuant to Section 10 (Employee Complaint/Grievance Procedure).
2.10 EMPLOYEE ASSOCIATION MEMBERSHIPS AND PARTICIPATION
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Employees may be permitted time off from work with pay to be a speaker at a function, which is not required
of his/her position with the County, to attend organization membership meetings and participate in officer
roles. Leadership Monroe is also a qualified event under this policy. Participation during work hours must be
provided to the applicable Department Head, in writing, with final approval by the County Administrator.
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Employees are attending these events on a volunteer basis and time allowed for attending such events does
not constitute hours worked for the purpose of computing required overtime payments.
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The department the employee works in may pay for membership fees and other related fees, including travel.
Payment for all associated costs may be made in advance by the department or the employee will be
reimbursed.
2.11. EMPLOYEE TRAINING
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The County may require any employee to attend any and all training deemed necessary to perform his or her
to provide proof of completion of said training requirements. Once employed, any certification or training
deemed necessary for continued employment is to be paid by the individual with reimbursement made after
successful completion. See 2.12, item A.
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Departments may have ongoing training or education requirements for certain positions. In somecases,
courses, books, tuition, testing and other related fees associated with the education or traning, including travel
may be paid for in advance by the department in which case the employee will not be required to be
reimbursed. In other cases, the employee may pay for the courses, books, tuition, testing and other related
fees, and travel expenses, and be reimbursed. In those cases, the expenditures require prior approval of the
department head. Supporting documentation acceptable to the Clerk must be submitted for reimbursement.
Acceptability to the Clerk is based on generally accepted accounting principles and such laws, rules and
regulations as may gov
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Employees must complete the course within one year from date of receiving any advance payment. If course
is not completed within one year, the employee must refund to the County the entire advance payment within
one month.
2.12 EDUCATIONAL ASSISTANCE PROGRAM
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3
A. EDUCATIONAL ASSISTANCE POLICY
The County may provide financial assistance to County employees for educational courses which are
applicable to the employee's field of work, or of such nature and quality to directly contribute to the
employee's value and potential growth in the County service. Employees required to maintain
training and certification requirements as a condition of employment are also eligible for this program.
In the case of a degree-seeking student; although attainment of said degree may provide job
enhancement for the employee, courses taken in the pursuit of the degree must have some relation to
County employment.
B. ELIGIBILITY
An employee will be considered eligible for participation in the Educational Assistance Program if he
has been a full-time employee of the County for one year or more, and is so recommended by the
Supervisor and Department Head.
An exception may be made for those employees referred to in Ordinance No. 008-1987, as approved
by the Board of Commissioners.
C. APPLICATIONS
An Employee must submit the completed Request for Educational Assistance Form to the immediate
Supervisor and Department Head for approvalprior to the employee enrolling in the course.
The Department Head shall review the employee's eligibility to participate in the Educational
Assistance Program and shall be responsible for the administration of the program.
Upon enrollment in the course, the employee shall submit to the Department Head the enrollment
receipt and textbook receipt.
Upon completion of the course, the employee shall submit to the Department Head the proof of
successful completion. The tuition and textbook receipts, the Audit Slip or Purchase Order and the
proof of successful completion will be sent to the Finance Department for processing. A copy of all
the documentation will be sent to the Human Resources office and el
file.
D. TIME OFF FROM WORK
Qualified employees may be permitted time off from work with pay to attend educational training
classes or seminars which are related to their job duties but which are not available during non-
working hours, if approved by the applicable Department Head. Allowable time off will be restricted
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to a maximum of 160 hours in any calendar year unless specifically otherwise approved by the County
Administrator.
Employees are attending this training on a volunteer basis and time allowed for attending such training
does not constitute hours worked for the purpose of computing required overtime payments.
E. REIMBURSEMENT
1. Upon the successful completion of approved courses, the employee will be eligible for
reimbursement of tuition, textbooks, online access fees, distance learning fees, and lab fees. The
employee must present a certification of successful course completion and a paid receipt for tuition,
textbooks, online access fees, distance learning fees, and lab fees to the Department. Requests for
reimbursement must be made within sixtydays after completion of the course.
2.Textbook reimbursement allowance is limited to $125 per course. The employee is responsible
for paying any difference.
3.Reimbursement for tuition will be made only to employees who are on the active payroll when
payment is due.
4. Where tuition is covered under benefits from the Veterans Administration or a philanthropic
source, qualified employees may participate only in the "time off from work" feature of the
program.
5. Reimbursement under the Educational Assistance Program constitutes income to the employee.
The County must withhold taxes from this income and report to government agencies in the
same manner.
6. Employees must provide their own transportation to and from training.
7. Refunds shall be limited subject to the availability of funds and the number of participants in the
program.
8. This program may be amended or terminated at any time, however, such amendment or
termination will not affect any courses of study previously approved.
F. CONDITIONS OF REIMBURSEMENT
Employees who obtain reimbursement for any educational assistance program shall remain with the
County at least one (1) year after completion of courses, otherwise any reimbursement which was
made by the County to the employee shall be refunded to the County, if the employee terminates
within less than one (1) year from date of completion of educational assistance courses. Further
funding to the County shall be accomplished by deducting all reimbursement due from the employee's
final paycheck.
G. OBTAINING A DEGREE WHILE EMPLOYED
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Effective May 1, 2016, employees who obtain a degree from an accredited institution, which is beyond what is
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a
minimally required for the position that he/she holds with the County and that degree adds value to the
department as well as the County, will receive a $1,500 per year ($125 per month) salary increase for each
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th
degree obtained. The incentive pay shall be divided and shall be paid 1/26 per pay period. In the event the
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employee reaches the maximum of their current pay range, the amount is to continue to be added to the
In the event the employee has a personnel action which results ina reclassification, transfer, hire through
promotional opportunity or if the employee receives any other type of salary increase in accordance with these
personnel policies and procedures, the incentive pay shall be added to any base pay received as a result of the
personnel action as long as that degree is not a requirement of the position and the degree continues to add to
the value of the department as well as the County.
2.13 EMPLOYEE SAFETY
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It is the responsibility of the County to promote and pursue a safe and healthy environment for all employees.
Monroe County has a viable safety program administered and enforced by the Monroe County Safety Officer
according to the Safety Policies and Procedures adopted by the Board of County Commissioners.
Employees will observe all safety rules and regulations established by the State of Florida and County
Government. Department Heads and Supervisors are responsible for the observance of those rules within
their jurisdiction. Failure to comply may result in disciplinary action.
2.14 PROMOTIONAL OPPORTUNITIES
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A.It is the policy of the Board of County Commissioners to consider qualified County employees for
promotional opportunities before applicants from the general public are considered. An employee must
remain in his or her respective position for a period of at least six (6) months before transferring to
another position through the Promotional Opportunity system. If it is thought to be in the best interest
of the County to waive this rule, prior approval of the appropriate Department Head(s) and the County
Administrator must be obtained. Please review Section 2.04 Probationary Period. Promotional
Opportunities will be posted on bulletin boards throughout the County system for seven (7) calendar
days.
a.Contractual Commissioner Aide positions (Executive Assistants) will not be required to be posted
and/or advertised unless at the request of the Commissioner with the vacancy.
B. An eligible employee wishing to apply for a promotional position will complete the Promotional
Opportunity Application Form within the seven (7) day period (date of posting is day one (1)) and submit it to
the Human Resources office. The Human Resources office will review these completed forms and forward
all in-house applications to the Department with the vacancy for consideration.
C. During the seven (7) days the position is posted, any qualified County applicant is to be given preference
in the vacant position. All Promotional Opportunity applications must be reviewed by the department with
the vacancy.
It is the responsibility of the hiring department to review in-house applications and conduct interviews for
qualified County applicants. Any qualified employee filing a Promotional Opportunity within the required
seven (7) day period is to be considered a priority. In the event the Promotional Opportunity is not received
within the seven (7) day period, the in-house employee shall lose preferential treatment.
D.
following reinstatement or reemployment in accordance with the rules set forth in Chapter 295, Florida
.
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2.15 EQUAL OPPORTUNITY POLICY
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A. The County is firmly committed to equal employment opportunity, and does not discriminate in any
employment-related decisions on the basis of race, color, religion, national origin, sex, sexual orientation,
gender identity or expression, pregnancy, age, disability or other similar factors that are not job-related.
The County's policy of equality of opportunity applies to all organizational levels of the County and to all job
classifications. It is the responsibility of each elected or appointed public official, Assistant County
Administrator, Department Head and Supervisor to give the County's non-discrimination policy full support
through leadership, and by personal example. In addition, it is the duty of each public official and each
employee to help maintain a work environment which is conducive to, and which reflects, the County's
commitment to equal employment opportunity.
B. All personnel actions shall be based solely on ability and fitness of the individual.
C. The Human Resources office shall see that information about job opportunities is readily available to all
employees and citizens of the County, and a continuing program shall be conducted to make the Equal
Employment policies known to all citizens of the County.
D. In this capacity, the Human Resources office will be responsible for anticipating problems, formulating
solutions, presenting complete analysis of alternatives and recommended corrective actions and coordinating
the recommended actions with public officials,Assistant County Administrator, Department Heads and
employees.
In the implementation of this policy, the County will aggressively seek personnel for all job levels within the
organization through upgrading and recruitment from minority group members and women.
This policy is specifically included and will be a continuing and essential component of the Personnel Policies
and Procedures.
E. Harassment of any kind is prohibited and will not be tolerated. A violation of this policy will subject an
employee to disciplinary action, up to and including termination of employment. Any violation which cannot
be remedied through the disciplinary process set forth in these policies and procedures may be considered by
the Board of County Commissioners for any other avenues legally available, such as, but not limited to,
contractual remedies, no trespass orders, injunctive relief, removal of workplace accommodations which have
been abused, or through federal or state laws protecting workers in the workplace.
Harassment is defined as verbal or physical conduct which:
1.Denigrates or shows hostility or aversion toward an individual because of his or her race, color,
religion, gender, national origin, age, veteran status, marital status, familial status, sexual orientation,
gender identity or expression, pregnancy, or disability/handicap, or that of his or her relatives,
friends or associates.
2.Has the purpose or effect of creating an intimidating, hostile or offensive working environment;
3.Has the purpose or effect of unreason
4.
Prohibited harassing conduct includes, but is not limited to, epithets, slurs, jokes, negative stereotyping, or
threatening, intimidating or hostile acts that relate to race, color, religion, gender, age, national origin, veteran
status, marital status, familial status, sexual orientation, gender identity or expression, pregnancy, or
disability/handicap. Prohibited harassing conduct includes written or graphic material that is placed on walls,
bulletin boards or elsewhere on the premises or that is circulated in the workplace.
The above policy includes, but is not limited to, sexual harassment. Sexual harassment is defined as:
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1.Unwelcome sexual advances;
2.Requests for sexual favors;
3.Verbal or physical conduct of a sexual or otherwise offensive nature, particularly where:
a.submission to such conduct is made, explicitly or implicitly, a term or condition of
employment;
b.submission to or rejection of such conduct is used as a basis for decisions affecting an
c.such conduct has the purpose or effect of creating an intimidating, hostile or offensive
working environment.
4.Sexually offensive jokes, innuendoes, and other sexually oriented statements or behavior.
If an individual experiencesor observes any form of harassment of an employee by any person (regardless of
required to promptly report the incident to an Assistant County
Administrator, Department Head, the Human Resources Administrator or the County Administrator.
Assistant County Administrators and Department Heads are responsible for promptly reporting the
allegations or concerns to the Human Resources Administrator or the County Administrator. (It is
encouraged that the individual put such a complaint in writing). If the complaint is about the County
Administrator or any other person whose official or political position leads an employee to believe that the
complaint may be ignored or handled improperly, the individual who experiences or sees any prohibited form
of harassment which he/she is required to report may report the conduct to a county commissioner, who
shall see that it is properly processed by staff in an objective manner. The complaint will be immediately
investigated and kept confidential to the extent possible. Individuals who make complaints have an
If the County determines that an employee (including public officials, Assistant County Administrator,
Department Head, or supervisor) or third-party has harassed another individual, appropriate remedial action
will be taken against the offender, up to and including termination. If the harassment involves a third party
such as a contractor, vendor, supplier, or other visitors to County buildings or the workplace, that person may
be barred from the premises.
The County prohibits any form of retaliation or coercion (including intimidation, interference or
discrimination for lodging a bona fide complaint under this policy or for assisting in the investigation of a
claim of harassment. If an individual experiences or observes any form of retaliation by any person, employee
or non-omptly report the
incident to an Assistant County Administrator, Department Head, the Human Resources Administrator or the
County Administrator. Assistant County Administrators and Department Heads are responsible for promptly
reporting the allegations or concerns to the Human Resources Administrator or the County Administrator. It
is encouraged that the individual put such a complaint in writing. The complaint will be immediately
investigated and kept confidential to the extent possible. Individuals who make complaints have an obligation
any other person whose official or political position leads an employee to believe that the complaint may be
ignored or handled improperly, the individual who experiences or sees any prohibited form of harassment
which he/she is required to report may report the conduct to a county commissioner, who shall see that it is
properly processed by staff in an objective manner. The county will protect individuals who make a
complaint to the extent legally possible. Any bona fide complaint will in no way be used or held against an
employee (or non-
Individuals shall not assume that the County is aware of a harassment problem and are required to adhere to
this policy and make a report so that the problem can be resolved. Any questions concerning this policy
should be addressed to Human Resources.
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F. If one believes that the County has violated the equal opportunity policy, as stated in this section, he/she
should submit a written complaint to the EEO Coordinator. The EEO Coordinator shall investigate the
complaint and respond to the complaint.
2.16 EMPLOYEE RECOGNITION
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A - EMPLOYEE OF THE QUARTER/YEAR PROGRAM
Monroe County has established an Employee Service Award which is designed to recognize employees who
demonstrate superior performance and dedication to their work which is above and beyond the call of duty.
(See Monroe County Administrative Instruction Series 4000.) The employee selected for the quarter shall be
awarded a $300 one time lump sum payment and an appreciation plaque. The employee of the year shall
receive a one-time lump sum payment of $3,000 and an appreciation plaque.
B - YEARS OF SERVICE PROGRAM
Monroe County has established a program to recognize County employees who have been in the County
Service for Five, Ten, Fifteen, Twenty, Twenty-five, Thirty, and Thirty-five years. Grant and part-time
employees will be eligible for the years-of-service program.
office will send
Deparmtent Heads a list of employees that are eligible for a years of service award that month along with a
template letter for recognizing the employee and notifying the Payroll office. Each Department Head will be
responsible for completing and providing a letter of recognition to the employee along with providing a copy to
e years of service and the award that
paycheck. A letter to the Payroll Department will be completed by the Department informing Payroll what the
amount of the award shall be and a copy of the letter provided to Human Resources to be placed in the
Department
employee and together come to a decision as to whether the employee would like to be recognized at the
BOCC meeting. If the employee chooses to be recognized at the BOCC meeting, the Department must
coordinate with the Human Resources office regarding the appropriate award as outlined below, and with the
he following will
be provided ina lump sum payment to the employee:
a - For 5 years of service, a decorative pin and a $100.00 award;
b - For 10 years of service, a decorative pin and a $175.00 award and recognition at the BOCC Meeting;
c - For 15 years of service, a decorative pin and a $200.00 award and recognition at the BOCC Meeting;
d - For 20 years of service, a decorative pin and a $350.00 award and recognition at the BOCC Meeting;
e - For 25 years of service, a decorative pin and a $500.00 award and recognition at the BOCC Meeting;
f - For 30 years of service, a decorative pin and a $1,000.00 award and recognition at the BOCC
Meeting;
g For 35 years of service, an engraved Lucite desk clock and a $1,500.00 award and recognition
at the BOCC meeting.
C. EMPLOYEE SUGGESTION PROGRAM
The employee suggestion program is designed to incentivize ideas by providing monetary awards to
employees who provide suggestions. (See Monroe County Administrative Instruction Series 4010). All
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employees are eligible to submit suggestions with the exception of the County Administrator, Assistant
County Administrator(s), and the County Attorney.
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CLASSIFICATION PLAN
SECTION 3
3.01 CLASSIFICATION PLAN
A. SCOPE
The Classification Plan provides for a systematic and equitable arrangement of job classes and
provides for a complete inventory of all County positions. The purpose of the plan is to group
various positions into related classes based upon the range of duties, responsibilities and level of work
performed.
B. COMPOSITION OF THE CLASSIFICATION PLAN
The Classification Plan comprises written job descriptions for each class of work included in the
County service. Job descriptions are intended to be a general outline of job duties performed by
employees in a particular job. They are used as a guide in recruiting and examining candidates for
employment, in determining the lines of promotion and developing training programs, as guidelines in
determining salary relationships and in providing uniform job terminology to convey the same
meaning to all concerned. Job descriptions may be changed from time to time by the County. This
change may expand or reduce the job duties of any job classification. Employees will be given as
much advance notice of a change in their jobs as is practicable. The job descriptions are maintained
by the Human Resources office and should be reviewed and updated annually, or whenever a change
occurs in the duties of any position. Each job description will be approved by the Department Head,
the Assistant County Administrator (if applicable), and the County Administrator. Each employee will
receive a copy of his or her respective job description at the time of his or her employment, and any
time there is a change in his or her job description.
3.02 POSITION AUDIT PROCEDURE
The County Administrator is charged with the responsibility of initiating position audits of any or all County
service positions at any time. Other position audits may be initiated by written request to the County
Administrator from the Department Head or Assistant County Administrator in which the specific position is
located, or the incumbent of the position to be audited. All requests must be approved by the Department
Head and Assistant County Administrator.
Position information will be gained through completion of a Job Assessment Tool (JAT) by the incumbent or
by the Supervisor of the position if the position is vacant, and through field studies of the position, which may
include a personal visit with the position incumbent by a representative of the Human Resources office. The
applicable Department Head and Assistant County Administrator should review and make recommendations
to the County Administrator through the Human Resources office on all proposed new positions, changes,
and position descriptions.
3.03 DETERMINATION OF CLASSES
A. The Human Resources office upon certification of funds and findings that the proposed class or classes
are needed, shall propose new or revised classes of work as well as the abolition of existing or obsolete classes,
to the County Administrator for appropriate action.
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e first
consideration for a position in a similar classification that may arise in the County service for a period of one
year. However, if that employee refuses an offer for a similar position or, if that employee within the one-year
period elects to take any position in the County service, said employee shall be removed from preferential
consideration.
3.04 ALLOCATION AND RECLASSIFICATION OF POSITIONS
A. The Human Resources office, after having determined the content of the positions and having received
the certification of funds and findings that the proposed class or classes are needed, shall propose new or
revised classes of work as well as the abolition of existing or obsolete classes, to the County Administrator for
appropriate action. Recommendations for changes may be made by the Department Head, who must submit
sufficient documentation for the change, including assurance(s) that the respective departmental budget
contains sufficient funds.
B. An employee may be reclassified to a different title and/or pay grade at any time the County Administrator
deems appropriate, after receiving good and sufficient documentation. A temporary reclassification does not
constitute a promotion or demotion. A change in title and/or pay grade which results from an evolution into
a reduction of duties and/or responsibilities does not constitute a demotion.
3.05 STATUS OF AN INCUMBENT IN A RECLASSIFIED POSITION
When the incumbent of a position, through diligent application of work, is officially assigned more difficult
and significant additional responsibilities and duties which are at a higher level exceeding the regular duties of
his/her current classification or indicate that the current qualifications (key job requirements) are insufficient
to accomplish the successful execution of the work program of the operation the Human Resources office
shall perform a study of the present duties and responsibilities of the position. If it is determined after
recommendation by the Department Head, Assistant County Administrator and Human Resources that the
position should be reclassified, the County Administrator may require that the incumbent undergo a
prescribed test of fitness, depending on the conditions of the reclassification and the nature of the position to
be reclassified before approval. A revised job description will be submitted by the Department Head for
approval by the Assistant County Administrator (if applicable) and the County Administrator which includes
the additional duties of the position.
determination that the incumbent meets the minimum qualifications of the higher classification. An employee
reclassified in this manner will not serve an additional probationary period as a result of this reclassification.
3.06POSITION CONTROL
All positions are established and maintained through a budget each fiscal year in accordance with established budget
and accounting procedures. The establishment of a new or additional position can only be based on adequate
justification of need and the availability of funds. Such additions must be approved by the County Administrator and
the Board of County Commissioners. The provisions herein do not relate to the Pay Plan, but to position statuses
created by need and necessity only.
The Department of Employee Services shall maintain a position control system in the office of Human Resources.
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Important:
All additions, revisions, reclassifications or other personnel actions having a financial impact on the County
shall be reviewed by the Human Resources office and the OMB Department and approved by the County
Administrator.
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PAY PLAN
SECTION 4
4.01 PURPOSE
The Pay Plan is designed to provide a fair and equitable method for payment of employees in the County
service. It also establishes a set of rules and a uniform system of administration.
4.02 ESTABLISHMENT OF THE PAY PLAN
The Pay Plan shall be directly related to the Classification Plan and is the basis for payment of employees in
the County service. This plan shall be established with consideration being given to the following factors:
A. Relative difficulty and responsibilities existing between various classes of work.
B. Prevailing wage scales, for similar types of work, found in public and private industry in the local labor
market.
C. Availability of qualified personnel.
D. Economic conditions found in the area.
E. Fiscal policies of the Board of County Commissioners.
4.03 AMENDMENTS
The County Administrator shall make amendments to the Pay Plan when, in his discretion, economic
conditions, labor supplies, or other considerations indicate a need for such action.
Department Heads may recommend to the County Administrator possible amendments to the Pay Plan by
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providing sufficient justification to make an evaluation of the causes and conditions requiring the change
within the confines of their respective departmental budget.
4.04 PAY PLAN REVISIONS
The Board of County Commissioners must approve the County Administrator's recommended Plan of
Compensation and subsequent revisions for approval and adoption.
4.05 ADMINISTRATION
The Human Resources office, in conjunction with the OMB Department, shall have the responsibility for the
day to day administration of the compensation plan. Approval of all hiring rates and other payroll changes
shall require approval of the County Administrator in accordance with these personnel policies, except that
matters with respect to compensation of staff and support personnel of the office of the County Attorney
shall be set by the County Attorney, subject to budgetary approval of the Board of County Commissioners.
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4.06 APPLICATION OF THE PAY PLAN
All employees shall be employed and paid in accordance with the rates and policies established by the Pay
Plan for the specific job classification under consideration, unless otherwise stipulated in these policies.
positions may be an exception if the position does not have an assigned pay grade.
4.07 STARTING RATES
A. The minimum salary established for a position is considered the normal appointment rate for new
employees.
B. Appointments below or above the minimum salary may be authorized in the following situations:
1.In the event an applicant does not meet the minimum qualifications, but is expected to obtain said
qualifications within 6 months, the hiring authority may request appointment as a "trainee". In
such cases, the employee should be hired at an appropriate rate below the minimum starting salary.
2.Occasionally, certain jobs may have to be paid more at the time of hire to attract and retain
salary of any employee with the same position who has comparable or greater qualifications.
i. If the applicant's training, experience, education or other qualifications are substantially
above those required for the position, the County Administrator may approve employment at
a rate above the minimum established for the class. The need to make appointments in
excess of the minimum shall require written justification
experience, and unique competencies are directly related to the position. The pay range of all
positions represents a 30 year employment period and recommendations for above entry
level should take this into consideration when recommending salaries based on prior years of
directly related experience.
ii.The request shall be approved by the Department Head and be processed through the
Human Resources office and the OMB Department for review and determination of
compliance with the County policies and procedures and budgetary control.
iii.The Human Resources office shall provide a monthly report to the Board of County
Commissioners which shall reflect all newly hired employees who are employed above the
entry salary.
4.08 SALARY RANGES, PROGRESSIONS, INCREASES
No salary adjustment shall be approved unless there is availability of funds, and must be justified in writing by
the Department Head and approved by the County Administrator. All requests for salary increases shall be
processed through the Human Resources office and the OMB Department for review and determination of
compliance with the County policies and procedures and budgetary control.
In most cases, completion of the Job Assessment Tool (JAT) should be used to justify the increase. Anything
not covered on the JAT should be further detailed in memo format by the department.
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An employee may receive a salary increase by means of a promotion, reclassification, pay range adjustment, or
equity adjustment.
A.An employee reclassified, transferred or hired through promotional opportunity of one pay grade level or
higher shall receive the greater of the minimum salary of the pay range or a 5% salary increase per higher
level pay grade. An increase above 5% per higher level pay grade shall require justification (Above Entry
in accordance with Section 4.07 B (2). In no
case shall the
B.Effective January 1, 2013, when an employee is permanently assigned significant additional
duties/responsibilities not warranting a reclassification of his/her position but the new
duties/responsibilities
scope, and require a new skill set, a salary increase may be warranted. The salary increase should be
commensurate with the magnitude of the additional duties/responsibilities with consideration given to
change in key responsibilities, essential job functions, and number of employees supervised. A salary
to perform the new duties/responsibilities are similar to performing the removed tasks.
C.There are no provisions in the County Pay Plan for automatic salary advancements, as all increases are to
be based on availability of funds, work performance, and other pertinent factors as evaluated by the
employee's Supervisor and/or Department Head, and approved by the Assistant County Administrator
and County Administrator.
D.The Human Resources office shall provide a monthly report to the Board of County Commissioners
which shall reflect all personnel actions resulting in a salary increase for all current employees. This
report will exclude any cost of living/merit increases, etc. which are approved by the BOCC on an annual
or contractual basis.
E.Adjustments to salary may be granted to correct an equity problem. Adjustments must have the
appropriate support documentation that proves the inequity among those in similar county positions
doing the same level of work and responsibility along with having comparable qualifications including
training, experience, and education.
F.MERIT INCREASES
1. A meritincrease is a salary increase within the same pay grade, awarded for outstanding County
Service.
2. Merit increases are not automatic.
3. The amount of merit increase an employee receives, if any shall be determined by the availability of
funds, and the system/procedures proposed by the County Administrator and adopted by the Board
of County Commissioners each fiscal year. All salary adjustments must be approved by the County
Administrator.
4. An employee shall be eligible for consideration for a merit increase during the budget preparation
period after completion of their initial probation period.
Unless otherwise approved by the Board of County Commissioners each fiscal year, an employee will
receive a Merit Increase on their Anniversary Date (see Section 4.09 C).
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5. New employees hired below the minimum rate would be eligible for consideration six months from
the date they are adjusted into the minimum rate.
6. Once an employee has reached the maximum salary amount of the pay grade in which his or her
position is classified, the merit increase will be awarded as a one time lump sum payment on the
fiscal year), unless said position is reclassified to a higher pay grade (See Section 3 regarding
reclassifications). Nevertheless, the employee will still be evaluated in accordance with the County
evaluation system. All employees are expected to maintain a satisfactory or above performance level.
Failure to do so will result in appropriate disciplinary action.
7. The foregoing reflects the current procedure, however the County reserves the right to change or
eliminate the procedure whenever necessary.
NOTE: Time spent on a leave of absence without pay in excess of thirty days shall be deducted from the
employee's length of service record when determining the time required for advancement eligibility.
G.COST OF LIVING INCREASES
The decision whether to or when to grant a cost of living allowance, as well as the decision of the
amount of such increase (if any) will be made in the sole and exclusive discretion of the Board of
County Commissioners.
H.RECRUITMENT AND RETENTION INCREASES
Retention Salary Increase
This provision is intended to provide consideration of critical and/or unusual administration problems. A
the following provisions:
If the employee has received a documented bona fide job offer with an employer other than Monroe County
BOCC and the retention increase is a counter offer to retain the employee in their current position (job offers
from other Monroe County BOCC offices, Property Appraiser, Clerk of the Circuit Court, Supervisor of
Elections, Tax Collector, Sheriff or other office that reports to the Board of County Commissioners will not
be deemed a bona fide job offer with an employer other than the County under this provision). It is not the
intent of this policy to compete with the Monroe County Constitutional Offices. Under the provisions of this
policy, these offices shall not be considered as an employer other than Monroe County BOCC.)
A.
alleged that such a decision was made based upon unlawful discrimination.
B.To be eligible for retention increase consideration, the affected employee must:
1.currently be employed by the County in a career service status position;
2.have been continuously employed in their current position for at least one calendar year prior to
the date the bona fide job offer was made;
3.
must currently be performing at an acceptable level, and shall not have been issued a written
warning within the previous twelve (12) months; and
4.Shall not have received a total retention increase of the maximum (25%) within the past twenty-
four (24) calendar months from the date the increase request is submitted to Human Resources.
C.The County Administrator has sole authority to determine amount offered as a retention increase within
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retention increases as single or multiple salary adjustments; however, if multiple salary adjustments are
made for one retention increase, the total of those salary adjustments may not exceed 25% of
prior to the first retention increase.
D.The retention salary increase must not place the employee above the maximum for their current pay range.
E.Retention increases recommended under this provision are subject to the availability of funds.
Procedure:
To request a retention increase, the respective Department Head shall submit a retention increase request package to
his/her Assistant County Administrator (if applicable) and obtain his/her approval prior to submitting the request to
the Human Resources Office. Increase request packages will include, at a minimum, the following documentation
and shall be verified by the Human Resources office:
1.A cover memo addressed to the County Administrator with the written recommendation approved by the
department head and Assistant County Administrator (if applicable).
2.If the employee has another job offer:
(a)Validity of the job offer, preferably a copy of the written job offer;
(b)The respective independent verification of the job offer;
3.-four
(24) months. The detail shall prove that losing the investment of training costs would be more of a loss than
awarding the employee the recommended salary increase;
4.
s not been issued a written warning
within the previous twelve months);
5.that the Department
maximum for their current pay range;
6.salary comparison of other employees within the department with similar job duties, qualifications and years
of service;
7.recruitment and retention conditions in critical areas as may be demonstrated by (a) high turnover; (b)
declined job offers; or (c) copies of resignation letters from previous employees.
8.Importance of the position in relation to the Action Plans of the department.
The Human Resources office will review the request and make a recommendation to the County Administrator.
Certification Incentive Salary Increase
This provision is intended to provide an incentive for employees to obtain certifications beyond their current
minimum job requirements which will enhance the knowledge in their current position and add value to the
department as well as the County.
A.Certification incentive salary in
unless it is alleged that such a decision was made based upon unlawful discrimination. In the case of a claim
of a decision being based upon unlawful discrimination, the affected employee shall follow the procedures
outlined in Section 2.15 of the Personnel Policy.
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B.To be eligible for a certification incentive salary increase consideration, the affected employee must:
a.currently be employed by the County in a career service status position;
b.have been continuously employed with the County for at least one calendar year prior to the date of
registration of the certification;
c.
must currently be performing at an acceptable level, and may not have been issued a written warning
within the previous twelve (12) months; and
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d.not exceed two certifications per calendar year (renewal of a certification will not net any additional
increase in pay).
C.An Employee must submit the completed Request for Certification Incentive Form to the immediate
Department Head and Human Resources for approval prior to the employee enrolling in the course.
D.$1,500, or dollar amount as stated in Administrative Instruction 4006 and 6402,will be added to the affected
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The incentive pay shall be divided and shall be paid 1/26 per pay period.
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E.The certification incentive salary increase must not place the employee above the maximum of their current
pay range. In the event the employee reaches the maximum of their current pay range, $125 per month
th
(1/26 per pay period) for $1,500 incentive, or incentive amount divided by 12 months, will be added to the
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F.In the event the employee holding the certification has a personnel action which results in a reclassification,
transfer, hire through promotional opportunity or if the employee receives any other type of salary increase in
accordance with these personnel policies and procedures, the certification amount shall continue to be paid in
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salary increase
addition to the base salary for the position as long as that certification is not a requirement of the position and
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be calculated
the certification continues to add to the value of the department as well as the County.
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personnel action
G.Employees are solely responsible for keeping certifications active and obtaining re-certifications. In the event
the certification lapses, the Department Head is responsible for completing the appropriate Personnel Action
Form to remove incentive pay. Expired certifications will result in the salary increase for the incentive being
H.Certification incentive salary increases recommended under this provision are subject to the availability of
funds.
The Human Resources office will review the request and make a recommendation to the County Administrator.
Procedure:
To request a certification incentive salary increase, the respective employee shall complete the Certification Incentive
form and obtain approvals prior to registering in the certification course or program.
a. The employee shall complete the form and submit it to the Department Head for their approval of the
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recommendation.
b. The Employee Services Director will review the request and shall approve or deny the request.
c. Human Resources will officially notify the employee of the approval (or denial).
d. Upon satisfactory completion of the certification program, the employee shall provide sufficient proof to
Human Resources. Human Resources will prepare and process the PAF form to be effective on the date of
certification.
e. The department the employee works in will pay for the courses, books, tuition, testing and other related
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fees, including travel, associated with achieving the certification and recertification . Payment for all
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associated costs to obtain the certification may be made in advance by the department or the employee will be
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reimbursed once he/she achieves the certification. Employees must complete the course within one year
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from date of receiving any advance payment. If course is not completed within one year, the employee must
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refund to the County the entire advance payment within one month.
The employee shall remain in the county for at least one (1) year after achieving the certification or any costs
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associated with the employee achieving the certification shall be refunded to the County and deducted from
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¶
A certification salary increase for any employee is
4.09 DATE OF HIRE, PAYROLL CHANGES, ANNIVERSARY DATES & EMPLOYMENT STATUS
treated as a permanent salary increase as long as the
CHANGES
employee retains the same position.¶
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A. DATE OF HIRE
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The date an employee first begins work for the County shall be his/her date of hire, and shall be used
in relation to the procedures governing fringe benefits and evaluations when applicable. Any break in
employment of 48 hours or more will create the need for a new date of hire if that employee returns
to County Service.
B. CHANGES IN EMPLOYMENT STATUS
A promotion can occur when an employee is moved from a position in one class to another position
in a different class which has a higher maximum salary.
Any employee may be recommended for demotion by the Department Head with the approval of the
Assistant County Administrator (if applicable) and the County Administrator for cause. A demoted
employee may not be paid more than the maximum rate established for the new pay grade.
An employee moved into another position in the same job classification or to a different position with
the same pay range may not be eligible for a salary increase at the time of transfer.
C. ANNIVERSARY DATES
An employee's anniversary date is effective one year from a promotion, reclassification, or transfer
which also resulted in an increase in salary.
D. OTHER
When a temporary employee attains the status of regular employee in the same position, his
anniversary date will be his date of hire for evaluation purposes. Leave accrual and benefits will be
implemented in accordance with current rules and regulations governing same.
4.10 TEMPORARY - HIGHER CLASSIFICATION
Due to a vacancy of a budgeted position an employee may be assigned full-time to work in a higher
classification up to one year, unless otherwise determined by the County Administrator. An employee required
work in a higher classification 30 consecutive calendar days or less may be required to do so at no increase in
pay. If the employee is required to work beyond this period, he or she should be given a temporary transfer
to the higher classification and be paid the greater of the minimum salary of the pay range or a 5% salary
increase per higher level pay grade (whichever is greater) retroactively applied to day one he or she served in
such higher classification and every consecutive day thereafter. At the conclusion of the assignment, pay shall
revert to the authorized rate established for his regular position. Any such temporary increase granted shall
not affect the employee's eligibility for normal salary advancement.
One or more employees may be temporarily assigned duties/responsibilities of a vacant budgeted position up
to 30 consecutive calendar days or less which have a substantive impact
outside the normal scope, and require a new skill set. If the employee(s) is required to work beyond this
period, he employee(s) will be given a temporary adjustment in pay of 3% retroactively applied to day one he
or she served in such capacity and every consecutive day thereafter. At the conclusion of the assignment, pay
shall revert to the authorized rate established for his/her regular position. Any such temporary increase
4.11 WAGES DUE DECEASED EMPLOYEE
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In the case of the death of an employee for whom an estate is not raised, any wages, travel expenses or similar
amounts due the employee shall be paid by the County in accordance with the Florida Statute 222.15. An
employee who does not have living parents, spouse, or children shall have the right to designate a beneficiary
in writing.
4.12 BUDGET LIMITATIONS
The County Administrator must administer these Policies and Procedures within the amounts which are
contained in the budget as established by the Board of County Commissioners. Accordingly, all employees
are hereby placed on notice that the payment of salaries and the granting of salary increases is always subject
to the availability of funds.
4.13 COMPENSATION FOR EXECUTIVE ASSISTANT TO THE MAYOR
length of time he/she holds the position of Executive Assistant to the mayor. Said employee will
when the commissioner is no longer Mayor.
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HOURS OF WORK
SECTION 5
5.01 WORK DAYS AND WORK WEEK
A. No County Department may operate on less than a 37 1/2 hour normal work week, nor more than a 40
hour normal work week (exclusive of lunch breaks), unless authorized in advance in writing by the County
Administrator.
B. The work week shall start at 12:01 a.m. Sunday and end at 12:00 midnight Saturday, unless otherwise
approved by the County Administrator.
C. Effective May 1, 1991, all newly hired regular full-time employees will be required to work 40 hours per
week unless the authorized job posting states otherwise, or unless otherwise determined by the County
Administrator. When an employee changes his or her position through the Promotional Opportunitysystem
he/she will be required to work forty (40) hours per week, unless otherwise posted.
D. All full-time employees are required to be present on their assigned jobs for the total hours in their work
week, unless absence from duty is authorized by the appropriate authority in accordance with these personnel
policies.
E. Part-time employees are required to be present on their assigned jobs for the total number of hours for
which compensations are being received, unless absence from duty is authorized by the appropriate authority
in accordance with these personnel policies.
F. All absences shall be properly recorded and charged.
G.Nothing herein shall constitute a guaranteed minimum number of working hours per week.
H.Alternative work schedules (e.g.four 10 hour days) are implemented at the discretion of the Department
Head for operations and sections that can utilize manpower and equipment in a more productive manner with
the longer day.
I.Flextime Program In departments where operations permit a flexibleschedule, department heads may
authorize a flexible schedule under the following provisions:
1.While maintaining sufficient staffing during normal office hours (defined as Monday Friday, 8
am through 5 pm, staff may choose the following: (1) Continue working normal working
hours; (2) work 4 ten hour days (no earlier than 7 a.m. no later than 7 p.m.); (3) work 4 nine
hour days and one four hour day; (4) work 5 eight hour days and use only ½ hour for lunch and
arrive a half-hour later or leave a half-hour earlier; or (5) such other arrangement as are mutually
agreeable with employee, supervisor, and Department Head.
2.During weeks with holidays as detailed in Section 6 of Personnel Policies and Procedures (or as
otherwise granted by the BOCC), the employee will be granted time for the holiday (if not
worked) for what the employee would have normally worked for that day.
3.In situations where there are multiple requests for the same schedule that leaves the department
understaffed, the schedules will be rotated on the basis of seniority with the most senior county
employee getting their first choice for one month and the next most senior county employee
getting their schedule of choice during month two and so forth.
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4.Immediate supervisor or Department Head has the right to cancel an emplo
in the Flex Time Program due to hardship issues or abuse of the policy.
5.02 OVERTIME WORK FOR NON-EXEMPT, NON-EMERGENCY RESPONSE EMPLOYEES
Overtime is generally an unbudgeted expense, and should be approved prior to time worked.
A. STATEMENT OF POLICY
1. Overtime, whether compensated with cash or time off, must be approved by the Department Head
or other appropriate authority as stated in Administrative Instruction 4716 Series. The employment
and work program of each Department should be arranged so as to eliminate the necessity of
overtime work except in emergency situations.
2. Overtime is defined as work assigned and actually worked by any employee beyond the normal
scheduled work week.
3. Employees who work more than their normally scheduled hours will be paid at their straight-time
rate of pay for all hours worked up to and including forty (40) hours in a work week. Hours worked
in excess of forty (40) hours in a work week will be compensated as provided below.
4.Employees who use vacation time, sick time, or when a holiday is during a work week, will be paid
at their straight time rate of pay for all hours physically worked in excess of forty (40) hours in a
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work week. Hours physically worked in excess of forty (40) hours in a work week will be paid or
the employee will be granted compensatory time at one and one-half times their regular rate of pay.
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overtime
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for all hours worked over forty (40),
5. Compensatory time, if offered by the County, will be governed by the following conditions:
or will be granted time off (compensatory time)
in lieu of overtime if the employee consents in
writing
a. Must be authorized by the appropriate Department Head or other appropriate authority as
defined in A. 1. above and the employee must consent in writing to compensatory time in lieu
of time and a half monetary compensation;
b. One and one-half hours of compensatory time will be granted for each hour of overtime
worked;
c. Compensatory time may be "banked"; however, the maximum balance is 240 hours. When
an employee has accrued the maximum of 240 hours compensatory time, any additional
overtime hours worked {i.e., over forty (40)} will automatically be paid at the time and one-
half rate;
d. An employee's reasonable request to utilize accrued compensatory time will be considered;
however, the County reserves the right to exercise control of the use of time off based on
work load and scheduling but only if such work load and scheduling constitutes an undue
compensatory time request is not an undue burden.
e. Upon termination of employment, an employee will be paid for all unused authorized
compensatory time at a rate of compensation not less than:
(I) the average regular rate received by the employee during the last three years, or
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(ii) the final regular rate received by the employee, whichever is higher.
5.03 OVERTIME WORK FOR EMERGENCY RESPONSE EMPLOYEES
Overtime for Firefighters is outlined in the negotiated IAFF Union Contract.
5.04 OVERTIME WORK FOR EXEMPT EMPLOYEES
It is the general policy of Monroe County not to compensate for overtime those employees classified as
'exempt', from the Fair Labor Standards Act. However, an Assistant County Administrator or Department
Head designated by the County Administrator may approve compensation for overtime, either in
compensatory time or pay, for an exempt employee who has been required to work unusually large amounts
of overtime, such as during a disaster, etc.
5.05MEAL AND REST PERIODS
A. Employees classified as regular full time will receive a total of one hour for meal/rest period per work shift,
the time and sequence of which will be determined by the Supervisor and approved by the Department Head.
If it is necessary for the non-exempt employee to work without a meal/rest period he/she will be otherwise
compensated for that time. All other employees will receive meal or rest periods in an amount and time
deemed appropriate by their Supervisor.
Meal and rest periods shall be scheduled by the Department Head consistent with the effective operation
of the department and may be rescheduled whenever necessary.
B. Nursing Mothers
Section 7(r) of the Fair Labor Standards Act as amended by the Patient Protection Affordable Care Act:
ursing mothers will have a reasonable break time to express
breast milk for a nursing child and be provided a place, other than a bathroom, that is shielded from view
and intrusion from the public, which may be used to express milk.
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HOLIDAYS
SECTION 6
6.01 OFFICIAL HOLIDAYS
the following are holidays which shall be observed by all County offices in
which functions can be discontinued without adversely affecting required services to the public:
New Year's Day Labor Day
Presidents Day Columbus Day
Martin Luther King's Birthday Veterans Day
Good Friday Thanksgiving Day
Memorial Day Thanksgiving Friday
Independence Day Christmas Day
In addition to the above-designated holidays, the Board of Commissioners, in its sole discretion, may grant
other special holidays during the course of a year to some, or all, County employees.
A.Guardian Ad Litem Official Holidays
The positions of Case Coordinator and Paralegal Litigation shall observe the following holidays:
Labor Day
Christmas Eve Columbus Day
Veterans Day
Good Friday Thanksgiving Day
Memorial Day Thanksgiving Friday
Independence Day Christmas Day
State Attorney Official Holidays
The position of Sr.Systems Analyst shall observe the following holidays:
Labor Day
Birthday Veterans Day
Memorial Day Thanksgiving Day
Independence Day Thanksgiving Friday
Christmas Day
Public Defender Official Holidays
The positions of Hearing Reporter, Sr. Systems Analyst, and Indigence Examiner shall observe the
following holidays:
Labor Day
Veterans Day
Memorial Day Thanksgiving Day
Independence Day Thanksgiving Friday
Christmas Day
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6.02 ELIGIBILITY
All salaried employees on the active payroll on the date of the holiday shall be eligible for holiday pay at their
regular rate of pay. Hourly employees shall not be eligible for holiday pay. Employees must be working or on
approved leave with pay the entire day before and the day after a holiday to be compensated for said holiday.
6.03 WORK DURING HOLIDAYS
Each employee shall observe all holidays designated in this Section, provided that the work load of the
department is, in the discretion of the County Administrator, such that the employee's work load cannot be
discontinued without causing a hardship to the County.
In the event that the work load in any department does not permit the observance of any designated holiday,
all employees required to work on said designated holiday, or if holiday falls on employees designated day off,
may be granted another day's leave in lieu of the holiday or paid for the work performed on the holiday, as
determined by the Department Head.
6.04HOLIDAYS FALLING ON WEEKENDSOR WHEN COUNTY FACILITIES ARE NORMALLY
CLOSED
Unless otherwise specified by the Board of County Commissioners - when a holiday falls on a Saturday, the
preceding Friday shall be observed as a holiday - when a holiday falls on a Sunday, the following Monday shall
be observed as a holiday.
For County facilities normally open on Saturdays and Sundays, when a holiday falls on a Saturday or Sunday,
those facilities will observe the holiday on the actual holiday in lieu of the normally scheduled County Holiday.
For County facilities normally closed on Sundays and Mondays, when a holiday falls on a Sunday or Monday,
those facilities will observe the holiday on the following Tuesday.
6.05 HOLIDAY DURING PAID LEAVE
Employees on annual or sick leave during periods when designated holidays occur, shall not have the day of
the holiday charged against their accrued leave.
6.06 OBSERVANCE OF RELIGIOUS HOLIDAYS
Employees who choose to observe other "holidays" for religious or other reasons must do so by utilizing
annual leave pursuant to Section 7.
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LEAVE WITH PAY
SECTION 7
7.01 ANNUAL LEAVE
A. ELIGIBILITY
All salaried employees with regular status working 20 hours or more per week shall earn and accrue
annual leave with pay. Hourly employees will not accrue annual leave.
B. ACCRUAL
Annual leave for regular, employees shall be earned in accordance with the following table:
Years of Hours of Leave Earned Hours of Leave Earned
Continuous During Each Calendar During Each Calendar
Service Month Month
------------------- -------------------------------------------------------------------------------------
40 HPW 37 ½ HPW
1 through 3 years 4 hours per bi-weekly 3.75 hours per bi-weekly
pay period pay period
(13 working days per year) (13 working days per year)
4 through 10 years 5 hours per bi-weekly 4.75 hours per bi-weekly
pay period pay period
(16 1/4 working days per (16.5 working days per year)
year)
11 through 15 years 6 hours per bi-weekly 5.75 hours per bi-weekly
pay period pay period
(19 1/2 working days per (19.9 working days per year)
year)
16 through termination
of employment 7 hours per bi-weekly 6.75 hours per bi weekly
pay period pay period
(22 3/4 working days per (23.4 working days per year)
year)
Monroe County currently has a bi-weekly pay period system commencing at 12:00 a.m. Sunday,
ending two Saturdays later at 11:59 p.m. There are 26 pay periods per year.
Annual leave for employees working less than 40 hours per week, but more than 20 hours per week
will be prorated according to the hours worked.
When there has been a break in employment of 48 hours or more, the employee, upon reinstatement
or re-employment, will begin earning annual leave as a new employee.
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Employees who are on leave without pay status for more than 8 hours during a pay period will not
accrue annual leave for that pay period.
C.1. Annual leave may be used on a payday -to- payday basis as it is earned according to scheduling requirements
and may be accumulated up to 40 working days with a maximum of 320 hours. Any time earned in excess of this
st
amount as of April 1 of each year will be lost. Individual employees are responsible for monitoring their own
leave balance.
For example:
Average Hours worked per week Hours worked per day Maximum hours accrual
40 8 320
37.5 7.5 300
30 6 240
25 5 200
24 4.8 192
20 4 160
D.
1. All annual leave must be approved in advance by the applicable Department Head or the Assistant County
Administator/County Administrator depending on the position held by the requesting employee. The employee
shall fill out his Leave Request Form and submit it to the Department Head, who has the right to deny an
employee's request for annual leave, if granting such leave at that time would be detrimental to County
operations. Upon such denial, the employee may request the leave at another time.
The Department Head is responsible for verifying that the employee does have sufficient accrued leave to cover
the period of absence, and should return the leave request to the employee indicating approval or denial, within
seven (7) days of receipt of the request, unless a valid reason is given to the employee for the delay.
E. ANNUAL LEAVE PAY UPON SEPARATION
If the payment of annual leave is approved by the County, computing said leave pay will be based on the
employee's regular rate of pay and terms of separation.
Upon enrollment into DROP, all vacation time will be paid to the employee upon completion of the appropriate
payroll forms (Approved by BOCC June 10, 1998).
F. RESTRICTIONS
Annual leave may be used for any purpose; however, it is a privilege incident to County service and is not a right,
and may only be used by the employee if taken prior to termination for cause or in accordance with these policies,
with the following restrictions:
1. Annual leave may not be taken until accrued in accordance with these rules.
2. Employees will not accrue annual leave during a leave of absence without pay, a suspension
or when the employee is otherwise in a non-paying status.
3. Section 11.01-Resignations.
4. Employees who leave the County service without proper notice or who are terminated for
just cause may be denied payment of accrued annual leave.
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7.02 SICK LEAVE
A. ELIGIBILITY
All salaried employees with regular status working 20 hours or more per week shall have the privilege
of accruing sick leave in accordance with these policies. Hourly employees will not accrue sick leave.
Employees shall not be eligible to use sick leave until they have been in the County service for 90 days,
unless recommended by the Department Head and approved by the Assistant County Administrator
or County Administrator. Verification of illness by a physician may be required.
B. ACCRUAL OF SICK LEAVE
All regular, full-time employees will accrue 4 hours sick leave per pay period.
There will be no limit of the amount of sick leave that can be accrued.
Sick leave for employees working less than 40 hours per week, but at least twenty (20) hours per week
will be prorated according to the hours worked.
When there has been a break in service of 48 hours or more, the employee upon reinstatement or re-
employment will begin accruing sick leave as a new employee. Employees who are on leave without
pay for more than 8 hours during a pay period will not accrue sick leave for that pay period.
C. USE OF SICK LEAVE
1. Sick leave shall be used only with the approval of the applicable Department Head or the Assistant
County Administator/County Administrator depending on the position held by the requesting
employee, and shall not be authorized prior to the time it is earned and credited to the employee
except in cases of prearranged medical appointments, surgery or other health-related matters.
2. Sick leave shall be authorized only in the event of:
a. The employee's personal illness, injury or exposure to a contagious disease which would
endanger others.
b. Illness or injury of a husband, wife, domestic partner, father, mother, legal guardian, son or
daughter (including adopted or foster child).
c. The employee's personal appointments with a practitioner when it is not possible to arrange
such appointments for off-duty hours, but not to exceed the extent of time required to
complete such appointments.
d. Prearranged surgery or other health-related matters.
D. Monroe County has established a Sick Leave Pool for eligible full-time employees designed to aid the
employee suffering from an extended illness or injury (See Administrative Instruction 4702 for rules and
enrollment procedures).
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7.03 MEDICAL JUSTIFICATION
A. Sick leave is a privilege, and not a benefit. In fact, use of sick time actually causes a hardship on the
County. The County must, therefore, ensure that employees utilizing sick leave are complying with Section
7.02 of these policies and procedures.
Employees must meet the following conditions in order to be granted sick leave with pay:
(1) Notify his/her immediate Supervisor as soon as the employee learns that he/she will be unable to
report to work in accordance with individual department policy. The employee shall call in to his/her
immediate Supervisor at least one (1) time on each consecutive shift thereafter, that the employee will
miss work because of sick leave.
(2) File a written report (after returning to work) explaining the nature of the illness when required, by
her Supervisor or Department Head.
(3) Permit medical examination, nursing visit or any County inquiry (telephone call, visit to the
employee's house, etc.) deemed appropriate by the County to document the illness of the employee or
family member.
The Department Head is responsible for following up on sick leave use and for ensuring that there is no sick
leave abuse. The Department Head may require any employee to bring in a note from his or her personal
physician for absences of three (3) consecutive working days or more. However, if a Department Head
reasonably suspects that an employee is abusing sick leave, said Department Head may require that any use of
sick leave by the employee for herself or family member be justified by a note from a physician. Further, in
the event that a Department Head is unsatisfied with the initial doctor's note, he may require the employee or
family member to be examined by a County - designated physician at the County's expense.
B. If it is determined that the employee is unfit to continue working, the Department Head may require the
employee to use any part of his accrued sick leave, compensatory time or annual leave and may thereafter
require the employee to take such leave without pay as is medically determined sufficient to restore him to
normal health, however, this will in no way prevent the County from separating him from employment if the
absence would be of such duration as to pose a hardship on the operations of the Department.
C. The Department Head may require, at any time, an employee to present medical evidence that he is
physically or mentally fit to work and/or the Department Head may require an employee to be examined by a
County-designated physician or psychiatrist, at the County's expense.
7.04 NOTIFICATION OF ABSENCE
(SEE 7.03 A)
If absent for three consecutive work days without reporting to the Supervisor a reason sufficient to justify the
absence, the employee may be removed from the payroll as having voluntarily resigned without notice. The
Supervisor is to notify the Department Head. Any unauthorized absence may be cause for disciplinary action,
up to and including termination.
7.05 FUNERAL/BEREAVEMENT LEAVE
A. All employees covered under this policy shall be granted up to two working days off with pay in order to
attend a funeral of a member of the employee's immediate family. Additional time off (over and above the
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two working days herein provided) may be approved by the Department Head, and charged to sick or annual
leave. Additionally, the County may require proof of death of a family member before making payment for
leave.
The immediate family shall be construed to mean one of the following: Husband, Wife, father, mother, son,
daughter, sister, brother, uncle, aunt, first cousin, nephew, niece, domestic partnerfather
and mother, legal guardian, grandparent or in-lawsfather-in-law, mother-in-law, son-in-law, daughter-in-law,
brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half
brother, half sister.
7.06 HOLIDAYS DURING SICK LEAVE
Holidays occurring while an employee is on sick leave shall not be charged against the employee's sick leave
balance.
7.07 PAYMENT OF UNUSED SICK LEAVE
A. An employee who terminates with less than five (5) years continuous service shall not be paid for any
unused sick leave credits.
B. Employees with varying years of continuous service shall, upon separation, from the County in good
standing, death or retirement, receive incentive sick leave pay as follows:
5 to 10 years of service - 1/4 of all accrued sick leave, with a maximum of 30 days.
10 to 15 years of service - 1/2 of all accrued sick leave, with a maximum of 90 days.
15 years or more - 1/2 of all accrued sick leave, with a maximum of 120 days.
C. The payments made as terminal pay for unused sick leave, whether paid as salary or otherwise, shall not be
used in the calculation of average final compensation for retirement.
D. Employees who leave the County service without proper notice or who are terminated for just cause may
be denied payment of accrued sick leave.
7.08 TRANSFER OF LEAVE
An employee who resigns from any entity or organization to accept a position with the county will not be
credited with hours of unused sick or annual leave which was accrued while employed by that entity or
organization.
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LEAVE OF ABSENCE
SECTION 8
8.01 ADMINISTRATIVE LEAVE
Administrative leave is leave with pay that is not charged to the employee's sick or annual leave.
A. JURY DUTY AND COURT LEAVE
1. A full-time employee who is summoned to jury duty by a city, the County (Monroe), the State of
Florida, or the Federal Government or subpoenaed to appear in court as a witness in a criminal or
civil action arising from his or her county employment shall be granted time off with pay for the time
actually spent on jury duty or in the court appearance. Fees paid by the court will be retained by the
employee unless otherwise determined by the County Administrator. As conditions precedent to
receiving time off with pay for jury duty or court appearance of the aforesaid nature, the employee
must:
a. Notify his/her Department Head of the summons or subpoena immediately upon receipt,
produce the summons or subpoena to his/her Department Head upon request, and provide
the Department Head with an estimate of the duration of the absence;
b. Report to the Department Head immediately upon the conclusion or continuance of such
jury duty or court appearance;
c. Report status of jury duty to supervisor or designee on a daily basis.
2. Any employee on jury duty as specified above, and who is released or excused from jury duty
during normal working hours, will immediately contact his or her supervisor in order to determine
whether the employee will be required to report back to work. Employees who work a 24 hour shift,
will contact their Department Head (or designee) when released from jury duty. If the Department
Head (or designee) determines that the employee could not effectively complete his or her work shift,
the employee may be granted time off with pay for the remainder of the shift.
3. The County, in its discretion, may reschedule the working hours and days of work of an employee
employed on other than a full-time basis who is summoned to jury duty or subpoenaed to appear in
court as a witness by a city, the County (Monroe), the State of Florida, or the Federal Government in a
criminal or civil action arising from his or her county employment. If, in the County's judgment, it is
not feasible or practical to schedule the employee's hours of work around such, the County shall grant
the employee time off with pay for the time actually spent on jury duty or in the court appearance. As
conditions precedent to receiving time off with pay for jury duty or court appearance of the aforesaid
nature, the employee must abide by the provisions contained above in Section 8.01 A-1, (a) and (b).
4. If any employee is subpoenaed as a witness other than in the specific circumstances described
above, the County will grant the employee leave without pay to the extent that the Department Head
so approves.
5. Notwithstanding any of the provisions of Section 8.01-A above, no employee shall receive pay
from the County where the employee is a plaintiff, claimant, or witness against the County in a matter
contrary to the County's interests.
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6. Any employee subpoenaed or otherwise requested to be a participant in any legal matter related to
County business must inform the County Attorney's office as soon as possible after receiving said
notification.
B. ELECTIONS
An employee who is a properly registered voter and who lives at such distance from his assigned work
locations as to preclude his voting outside of working hours may be authorized by the Department
Head to have a maximum of two hours of leave with pay for this purpose. An employee shall not be
granted administrative leave to work at the polls during elections.
C. MEETINGS
In cases where it is deemed by the Department Headto be beneficial to the County, an employee may
be granted leave with pay to attend such professional meetings (See Section 2.10) or conferences as
may contribute to the effectiveness of his employment (See Section 15 - Travel - for reimbursement
procedures).
D. EXAMINATIONS
An employee may be granted leave with pay while taking examinations before a Federal, State or
County agency, provided such examinations are pertinent to his County employment, if approved by
the Department Head.
E. MILITARY LEAVE In accordance with F.S. 115
1.Military Training - Employees who are reserve enlisted personnel in the United States military
or naval service or members of the National Guard will be granted leave with full pay during days
which they are engaged in military or naval training. Leave shall not exceed 17 working days in any
one annual period (beginning October 1 and ending September 30 of the following year).
Additional time shall be without pay and shall be granted without loss of time or efficiency rating.
The employee will not be required to use annual leave or similar leave (comp time) in lieu of
LWOP. Does not include Armory Drills or Multiple Training Assemblies.
2.Military Service - Employees who are enlisted personnel in the National Guard or a reserve of
the U.S. Armed Forces will be granted leave to perform active military service for the first 30 days
with full pay. Paid leave shall also include the period during which a person in military service is
absent from duty on account of sickness, wounds, leave, or other lawful cause.
Period of active military service shall begin with the date of entering upon active military service and
shall terminate with death or a date 30 days immediately next succeeding the date of release or
discharge from active military service, or upon return from active military service, whichever shall
occur first.
Military earnings will be retained by the employee.
3.Examinations for Military Service - Any employee who is ordered by the Selective Service
Board to appear for a physical examination for induction into the military service shall be
granted leave with pay for this purpose.
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4.Re-employment National Guard Members A member of the National Guard who returns to
work after serving on state active duty will maintain seniority and other benefits as outlined in
F.S. 250.482.
F.USERRA Uniformed Service Employment and Reemployment Rights Acts of 1994. 'RHVQRWDSSO\WR
USERRA covers employees who are:
Active or reserve: Army, Navy, Marine Corps, Air Force, Coast Guard, Army National Guard, or
Air National Guard, Commissioned Corps of the Public Health Service, and Any other category
designated by the President in time of war or emergency. In addition, protects former and retired
members and applicants for future service with a uniformed service.
USERRA does not include temporary employees unless employment is for a brief period with no
reasonable expectation of continuance for a significant period of time.
USERRA covers voluntary and involuntary.
For purposes of military leave covered by USERRA
duty for training, initial active duty for training, inactive duty training, full-time National Guard duty,
absence for examination to determine fitness for any of the above forms of duty and funeral honors
duty by National Guard or Reserve.
Employees will receive up to 5 years military leave of absence (which includes reemployment rights).
-year maximum includes: Inactive
duty training (drills), annual training, involuntary recall to or retention on active duty, voluntary or
involuntary active duty in support of war, national emergency, certain operational missions, or
additional training requirements determined and certified in writing by the Service Secretary, and
considered to be necessary for professional development or for completion of skill training or
retraining.
Certain specific exceptions will continue to protect beyond the five-year time period: Service
required to complete an initial period of obligated service: Six-year active duty stint as an enlistee
person, is unable to obtain a release within the five-year limit; Required training for reservists and
National Guardsmen; Service under an involuntary order to, or to be retained on, active duty during
domestic emergency or national security related situations; Service under an order to, or to remain
on, active duty (other than for training) because of a war or national emergency declared by the
Service by volunteers who are ordered to active duty in support of a critical mission or requirement
in times other than war or national emergency and when no involuntary call-up is in effect; and
Federal service by members of the National Guard called into action by the President to suppress an
insurrection, repel an invasion, or to execute the laws of the United States.
st
1.BENEFITS WHILE ON LEAVE Beginning on the 31 day and beyond, there will be no health
insurance coverage. Employees will be offered coverage under COBRA.
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2.RE-EMPLOYMENT(Military time served must be satisfactory. Must not be
completion of military service.
Service of 1 30 days: the beginning of the next regularly scheduled work period on the first
full day following completion of service and expiration of an 8-hour rest period following safe
transportation home.
Service 31-180 days: application for reinstatement must be submitted no later than 14 days
after completion of military duty.
Service of 181 or more days: application for reinstatement must be submitted no later than
90 days after completion of military duty.
The deadline for reinstatement may be extended for employees who are convalescing due to a
disability incurred during service.
The employee must report back to work as soon as possible. Failure to report (unless through no
Returning em
service had occurred except in limited situations (regarding health benefits as defined under the
Act).
Upon re-employment, the employee has 3 times the length of service (not to exceed 5 years) to
make payments to any contributory plan and the County will fund any resulting obligation of the
plan within the same time).
When re-employed, the health insurance coverage will start from day 1 and there will be no
waiting period.
G.ADMINISTRATIVE LEAVE FOR RE-EXAMINATION OR TREATMENT BY VETERANS
ADMINISTRATION WITH RESPECT TO SERVICE-CONNECTED DISABILITY In accordance
with F.S. 110-119.
Any employee of the County who has been rated by the Veterans Administration to have incurred a
service-connected disability and has been scheduled by the Veterans Administration to be re-examined
or treated for the disability shall be granted administrative leave for such examination or treatment
without loss of pay or benefits. In no event shall the paid leave under this section exceed six (6)
calendar days a year. A leave request should be submitted to the Department Head for said leave as far
in advance as possible.
H.BLOOD DRIVES
Employees will be granted leave with pay to donate blood during the County's organized Blood
Drives.
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I.EMERGENCY RESPONSE VOLUNTEERS
1. Any employee who is a documented member of an Emergency Response Team will not be charged
annual or sick leave, or be required to use accrued compensatory time when called to respond to a
legitimate emergency. The County reserves the right to require documentation that an emergency did
in fact exist.
2.Any employee who is a member of an Emergency Response Team should inform the County at
the time of employment interview or if already employed by the County, upon becoming a
member of such a Team. Failure to do so could result in disciplinary action.
J. MENTORING PROGRAM
Pursuant to Resolution 100-2000, county employees may mentor a child in the Monroe County School
District for up to one hour per week (not to exceed five hours per calendar month). Leave will be
employee is granted administrative leave under this section and does not use the administrative leave
as authorized in this section, the employee shall not accrue or be paid for such unused leave.
8.02 DISABILITY LEAVE - WORKERS COMPENSATION
A. ELIGIBILITY
An employee, who sustains a County Service-connected disability which prevents the employee from
carrying out his regular duties or any other duties as assigned, shall be entitled to disability leave within
the guidelines of this Section.
B. DEFINITIONS
1. Date of Disability - The date on which the disability began, or the last day of duty following injury,
whichever is later.
2. Service-Connected Disability - A physical condition, resulting from accident or injury in the line of
duty, which prevents an employee from performing his regular duties or any other duties as assigned.
C. DISABILITY DETERMINATION
Determinations of the existence and service connection of a disability shall be made in accordance
with the Florida State Workers Compensation Act which provides that the employer is responsible for
furnishing employees, who have incurred service-connected disabilities, with such remedial treatment,
care and attendance under the direction and supervision of a qualified physician, surgeon or other
recognized practitioner. The County reserves the right under the provisions of this Section to specify
the physician or surgeon or recognized practitioner to handle any and all service-connected disability
cases.
Disability determination shall be made based on:
1. All facts in the service history of the case.
2. The findings of the medical examiner assigned by the Workers Compensation carrier.
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3. Such evidence as the employee may submit, at his own expense, of the service connection
of his disability.
4. Other relevant evidence submitted to the medical examiner.
5. There shall be no presumption that any disability is service-connected, unless such a
presumption exists as a matter of law.
6Any condition which is self-inflicted or caused by another person for reasons personal to
the employee and not because of his employment shall not be considered as disability under
this provision.
D. WORKERS COMPENSATION CLAIMS
1. It is the responsibility of the employee to report any and all job related injuries to his or her
immediate Supervisor as soon after the injury occurs as possible. All Notice of Injury must be
office.
It is the responsibility of the Supervisor to file a Notice of Injury Form and Supervisor's
Report with the Employee Benefits Section, as soon as possible. A fine of $500 will be
assessed against the County by the State of Florida for a claim that is not filed on a timely
basis. The Notice of Injury Form must be complete.
2.An employee who sustains a job-related injury resulting in disability that is compensable
under the Workers Compensation Law, Chapter 440, Florida Statutes, shall have a seven (7)
calendar day waiting period before Workers Compensation Benefit payments begin. During
this waiting period, an employee may elect to use sick leave, annual leave, or documented
compensatory time to receive normal salary.
3.Time spent obtaining medical treatment after seven (7) day waiting period related to the
workers compensation injury will be paid for by the employing department and will not be
that the employee not be charged sick/annual hours.
4. If disability continues into the eight (8th) calendar day, normal Workers Compensation
payments would begin at a rate of 66 2/3% of the employees gross salary, computed on their
average weekly wage for 13 weeks prior to the date of injury, in accordance with the Workers
Compensation Law.
5. If disability continues into the twenty-first (21st) calendar day, the employee will receive
Workers Compensation benefits retroactive to the date of injury, at the same rate discussed in
#2, in accordance with the Workers Compensation Law. Any sick leave, annual leave, or
compensatory time used by the employee for this seven (7) day period will be replaced on the
books, based percentage wise on Workers Compensation Benefits paid.
6. After seven (7) calendar days, the disabled employee will continue to receive Workers
Compensation benefit payments every two weeks until their physician releases them to return
to work.
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7. If requested by the employee, a review of the case will be made by a committee composed
of a representative of the Human Resources and/or Employee Benefits offices and the
employee's Department Head, and a written recommendation may be made to the County
Administrator that the employee be allowed to use annual leave, sick leave and/or approved
compensatory time in an amount necessary to receive a salary amount that will supplement
their Workers Compensation payments up to the total net salary received prior to the
disability. In no case shall the employee's salary and Workers Compensation benefits
combined exceed the amount of their regular salary payments.
If the Workers Compensation absence is designated as FMLA leave, the employee will not be
allowed to use annual leave, sick leave and/or approved compensatory time to supplement
leave, in accordance with Department of Labor rules.
8. The disabled employee will continue to accrue both sick leave and annual leave during the
period of disability.
9. An employee placed on light-duty by his or her physician, may enroll in the Light-Duty
Program as written in Administrative Instruction 8002.
10. When an employee on Workers Compensation can no longer perform his/her normal job
duties, he/she may be separated from employment, if approved by the County Administrator,
in accordance with the laws of the State of Florida governing Workers Compensation and
these policies and procedures.
8.03 PREGNANCY, MATERNITYAND CHILD CARE LEAVE
A. PREGNANCY
1. An employee who knows in advance that he/she intends to request Maternity or Child Care leave
shall notify, in writing, their Department Head or Supervisor at least thirty (30) days prior to the
Re
2. An employee whose duties may be considered hazardous enough to cause the employee to become
medically disabled anytime during the pregnancy will be required to furnish medical evidence of her
fitness to continue in the performance of her duties beyond that time. A Department Head may
request this determination at any time he/she deems necessary for the health or welfare of the
employee.
3. A pregnant employee may continue her employment as long as she is able to properly perform the
required duties of the job, and these duties are stated in writing by her physician to be non-hazardous
to the employee and the unborn infant.
B. MATERNITY LEAVE
1. Disabilities arising out of pregnancy, childbirth and recovery there from, shall be treated the same
as other temporary, non-job-connected disabilities in terms of eligibility for use of sick leave, annual
leave, or leave of absence.
2. A regular employee who has completed the standard probationary period may request a maternity
leave of absence without pay for childbirth, recovery and child-rearing following birth of up to six (6)
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months after all accrued sick and annual leave has been used. Such approval is subject to scheduling
and work load requirements. The County reserves the right to require employee(s) to return to work
when it is no longer medically necessary to be away from their job, if work load and scheduling
requirements require the employee's return in accordance with the Family and Medical Leave Act.
3. Any such leave must be requested in advance and approved by the applicable Department Head
ability to return to work.
4. An employee approved for maternity leave shall be eligible to return to work at any time during the
leave of absence upon presentation of medical certification indicating that she is able to satisfactorily
perform her original duties.
5. An employee returning from an approved maternity leave of absence shall resume her duties in the
position held prior to childbirth or a similar position with like pay.
6. An employee who fails to return from an approved maternity leave of absence shall be considered
to have abandoned her position and shall be terminated from the County Service, unless proper
resignation procedures are followed.
C. CHILD CARE LEAVE
Child Care Leave is an absence available to eligible employees under the Family Medical Leave Act for
up to 12 weeks (see Section 8.05).
8.04 LEAVE OF ABSENCE WITHOUT PAY
A. EDUCATIONAL LEAVE
1. An employee with at least twelve (12) months of satisfactory service may be granted leave of
absence without pay for the purpose of furthering his/her education, if it is determined by the County
Administrator, in his discretion, that such education will be of clearly foreseeable benefit to the
County.
2. Leaves of this type shall not normally exceed twelve (12) months; however, the Department Head
may approve an extension of such leave if an individual case is justified and approved by the County
Administrator.
B. PERSONAL LEAVE
1. If recommended by the Department Head, an employee with at least twelve (12) months of
satisfactory service may be granted leave without pay for reasons other than those stated in the
previous paragraphs for a period not exceeding six (6) months; provided the County Administrator
deems such leave to be justified, and not detrimental to the operations of the Department.
C. SCHEDULING AND APPROVAL OF LEAVE OF ABSENCE WITHOUT PAY
1.All leave of absence without pay must be approved in advance. The employee shall fill out the
Leave Request Form and submit it to the Department Head for approval. The Department Head
will submit the approved form to the Assistant County Administrator/County Administrator for
approval. A completed copy of the Leave Request Form will be forwarded to the Payroll
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Department along with the Employee's Time Sheet whenever possible and a copy placed in the
2.Leave without pay is not intended as a convenience for the employee but rather to help the
employee in cases where an emergency exists after all available time has been used. In cases of
short term absences (except as noted in 8.04 A & B) where the employee has no leave available,
such leaves may be processed without the prior approval of the County Administrator.
D. LEAVE OF ABSENCE - GENERAL PROVISIONS
1. RETURN FROM LEAVE OF ABSENCE
An employee returning from approved leave shall be entitled to employment in the same
Department and the same or equivalent classification wherein employed when said leave
began, provided the employee is physically capable of performing the required duties, and that
there is such a vacant and budgeted position available.
2. EFFECTIVE DATE
Leave of absence shall be effective the first date of approved absence and shall continue
through the last date of approved absence.
3. LIMITATIONS ON LEAVE WITHOUT PAY
a. Fringe Benefits - An employee shall not earn benefits while on leave without pay status.
This would include, but not necessarily be limited to, sick, vacation and holiday leave.
b. Wage Increases - The time during which an employee is on leave without pay may not
count toward eligibility for wage increases. Nor may an employee receive any wage increases
while on leave without pay; unless special approval is obtained from the County
Administrator.
c. Employees on an approved leave of absence without pay that is covered under the Family
and Medical Leave Act will not lose the benefits that the employee earned or was entitled to
before using FMLA leave.
E. INSURANCE COVERAGE WHILE ON LEAVE OF ABSENCE
1. The County will continue to maintain group insurance benefits for employees while on approved
paid leave status.
2. Employee Coverage - In most cases the County will not maintain Group/Health insurance benefits
for employees on leave without pay status, except in the case of debilitating/catastrophic illness, of the
employee or member of the immediate family for which the care of that family member is the
responsibility of the employee. In accordance with 8.04 (C), the Department Head or Assistant
County Administrator shall approve the absence and communicate with the Employee Benefits
Committee. The Employee Benefits Committee is comprised of the County Administrator, the
Employee Services Director and the Administrator, Benefits. The Committee will review each case
to determine whether employee coverage should be maintained as verified by a physician, up to six (6)
months. Employees covered under the Family and Medical Leave Act will be granted up to 12 weeks
of insurance benefits as stated in Section 8.05.
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During the period of leave without pay, said employees must continue to make monthly premium
payments for themselves in accordance with their bi-weekly payroll payment schedule in order to
continue health insurance coverage. Failure to make payment(s) on a timely basis will result in
termination of coverage.
3. Dependent Coverage - Monroe County employees elect dependent coverage under a group plan at
their own expense. Monroe County uses the bi-weekly payroll deduction system for payment of
dependent coverage premiums for employees. However, if for any reason an employee is not due to
receive a paycheck in an amount sufficient to deduct said premium, that employee is responsible for
making the premium payments to the Employee Benefits Section in accordance with their payment
schedule. As long as an employee is in good standing, as in the case of approved leave without pay
status, he or she may make premium payments and coverage will remain in effect. Failure to make
payments on a timely basis will result in termination of coverage.
4. Extension of Group Insurance benefits will be awarded in accordance with the Consolidated
Omnibus Budget Reconciliation Act (COBRA), effective October 1, 1986. Information regarding this
Act is available in the Employee Benefits Section.
8.05 FAMILY AND MEDICAL LEAVE OF ABSENCE (FMLA) (FAMILY AND MEDICAL LEAVE ACT OF
1993.
A family leave of absence, and/or medical leave of absence, is an approved absence available to eligible employees.
An eligible employee is entitled to 12 weeks of leave per calendar year (January December) (#1, 2, 3, and 5) or a
combined total of 26 weeks of leave (for #4) during the calendar year to care for:
1)-
foster care (leave must conclude within 12 months of placement and may be taken by
either parent);
2)-
3)-
4)-For the spouse, child, parent, or next of kin of a member of the Armed Forces,
including a member of the National Guard or Reserves, who is undergoing medical
treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on
the temporary disability retired list, for serious injury or illness.
5)-For the spouse, child, or parent, is on active duty, or because of notification of an
impending call or order to active duty in support of a contingency operation.
If the employee is requesting FMLA qualifying leave, all accrued sick and annual leave must be taken first. Paid leave
paid leave will be counted as FMLA leave within five (5) business days of making that determination. The notice
will be confirmed in writing to the employee on or before the following payday.
A. ELIGIBILITY
To be eligible, an individual must have been employed at Monroe County:
-For at least 12 months, and
-For at least 1,250 hours of service during the 12 month period immediately preceding
the leave.
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Subsequent eligibility will be determined by looking back to the beginning of that calendar year from the first day of a
new FMLA leave period which is requested by the employee. FMLA leave may not exceed twelve weeks during the
calendar year or a combined total of 26 weeks. An eligible employee shall be entitled to a combined total of 26 work
weeks of leave for family, medical and/or service member leave. Husbands and wives working for the same employer
are only granted a combined 12 weeks of leave; however, both spouses may each take 12 weeks to care for a child
with a serious health condition.
The determination of whether an employee meets the minimum service and hour requirements of the FMLA must be
made by Monroe County as of the date the leave commences, and Monroe County will advise the employee whether
he or she is eligible with five (5) business days after making a determination of eligibility.
B. PROCEDURES
notice and reporting requirements. The employee shall notify the Department Supervisor of the need for leave either
verbally or by completing the FMLA form. (In any event, the employee shall fill out a Leave Request Form in
and signing it, the employee or Supervisor must submit it to Human Resources for approval. Notification shall be
given at least thirty (30) days in advance of the effective date of the requested leave if the need for leave is foreseeable.
completed and signed by the health care provider. Failure
to have the form completed may result in a delay for the approval of leave.
C. BASIC REGULATIONS AND CONDITIONS OF LEAVE
1. Monroe County will require the employee to fill out a request for Family and Medical Leave of Absence form that
or next of kin in the case of service member
family leave.
2. Monroe County may, at its own expense, require a second medical opinion and periodic re-certification. If the
first and second medial opinions vary, Monroe County may, at its own expense, require the binding opinion of a third
healthcare provider, approved jointly by Monroe County and the employee.
3. If medically necessary, such leave may be taken intermittently or on a reduced work schedule. If FMLA leave is
for both birth and care or placement for adoption or foster care, use of intermittent leave is subject to approval.
The decision to grant leave or to temporarily transfer the employee on this basis rests solely with the County
Administrator based on a medical certification provided with the Family Medical Leave of Absence Form.
4. When husband and wife are both employed by Monroe County, together they are entitled to a total aggregate of
twelve weeks of Family Leave or a combined total of 26 weeks for service member leave.
5. Employees requesting FMLA qualifying leave will be required to substitute paid vacation and sick leave for all or
party of any (otherwise) unpaid FMLA leave.
6. While on any unpaid part of an FMLA qualifying leave, no time will be accrued by the employee. Upon return to
work, leave will accrue based upon established policy.
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D. DESIGNATION OF LEAVE
-week FMLA entitlement as soon as
e County will notify the employee that
his/her leave will be designated as FMLA leave within five (5) business days. The notification to the employee can
be oral, but will be confirmed in writing no later than the next regular payday.
Injuries entitling
-week FMLA entitlement as stated above. If it is found that the absence does not qualify under the
FMLA, Monroe County will withdraw the designation with written notice to the employee.
E. EMPLOYEE NOTICE AND REPORTING REQUIREMENTS
1. When FMLA qualifying leave is foreseeable, an employee must give Monroe County thirty (30) days advance
notice.
2. When such leave is not foreseeable, an employee must give notice as soon as practicable. According to the FMLA
in extraordinary circumstances.
3. If an employee fails to satisfy the thirty (30) day notice without reasonable excuse, Monroe County may, at its
discretion, postpone the leave until the notice requirement is satisfied.
status and intent to return to work. This requirement may be satisfied by the empl
or her immediate supervisor.
F. HEALTH BENEFITS DURING LEAVE OF ABSENCE
1. Monroe County will continue group health coverage for an employee on leave at the same level and under the
same conditions that existed while he or she was working. The employee must pay his/her individual premium and
dependent coverage premium for any unpaid leave. Payment for the individual and dependent coverage must be
received in the Group Insurance Office every payday in order to continue coverage. Failure to pay dependent
coverage during this unpaid leave will result in termination of coverage.
2. In the event that the employee does not return to work at Monroe County following FMLA leave, the employee
can be required to reimburse Mon
coverage during FMLA leave, unless the employee is unable to return to work due to a continuation, recurrence, or
onset of a serious health condition that would entitle the employee to FMLA leave or other circumstances beyond the
Questions regarding the FMLA should be addressed to the Human Resources office.
8.06DOMESTIC OR SEXUAL VIOLENCE LEAVE
Definitions:
gravated assault, battery, aggravated battery, sexual assault, sexual battery,
stalking, aggravated stalking, kidnapping, false imprisonment, or any criminal offense resulting in physical injury or
death of one family or household member by another family or household member.
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the age of 16; or luring or enticing a child; or sexual performance by a child; or any other forcible felony involving a
sexual act, regardless of whether criminal charges were filed, reduced or dismissed.
Employees are permitted to request and take leave in connection with domestic or sexual violence under
certain circumstances. This applies to employees who have been employed for 3 or more months.
Eligible employees can take up to 3 working days of leave in any 12 month period if the employee, or family or
household member of the employee, is the victim of domestic or sexual violence. Employees shall use annual
or sick leave when available to cover this leave. This leave applies if the employee is:
-Seeking an injunction for protection against domestic violence or an injunction for protection in cases of
repeated violence, dating violence or sexual violence;
-Obtaining medical care or mental health counseling, or both, for the employee or family or household
member to address physical or psychological injuries resulting from the act of domestic or sexual violence;
-Obtaining the services from a victim-services organization, including, but not limited to, a domestic or sexual
violence shelter or program or a rape crises center as a result of a domestic or sexual violence act;
-or sexual violence or to seek new
housing to escape the perpetrator; or
-Seeking legal assistance in addressing issues arising from the domestic or sexual violence or attending and
preparing for court-related proceedings arising from the domestic or sexual violence.
Except in cases of imminent danger to the health or safety of the employee, family or household member,
employees seeking such leave must provide their employer with appropriate advance notice of the leave as required by
policy (see Section 7.01 C(2) and 7.02 C) along with sufficient documentation of the domestic or sexual violence act
as required by the employer.
or sexual violence must be kept confidential.
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STANDARDS OF EMPLOYMENT, DISCIPLINARY ACTION
AND APPEALS
SECTION 9
9.01 INTENTION
It is the intention of the Board of County Commissioners that effective supervision and employee relations
will avoid most matters which necessitate disciplinary action. The purpose of rules and disciplinary action for
violating such rules is not intended to restrict the rights of anyone; but to ensure the rights of all, and secure
cooperation and orderliness throughout the County Service. For minor, non-serious offenses, whenever
possible, the administration of discipline will be characterized as constructive, corrective and progressive.
9.02 RESPONSIBILITY FOR ADMINISTRATION
It shall be the responsibility of the County Administrator, in cooperation with Department Heads and the
Board of County Commissioners to assure that disciplinary action is fair and consistent throughout the
County Service.
9.03 STANDARDS OF EMPLOYMENT
For the protection of Monroe County government and each employee, the following rules for personnel
conduct have been established. The list includes, but is not limited to, reasons which may require disciplinary
action, up to discharge. A violation of any reasonable standard of employment, whether or not specifically
listed herein, will result in appropriate disciplinary action, which may include discharge for the first offense,
depending upon the seriousness of the offense.
A. Willful or repeated violations of County, State or Federal law or of these policies and procedures.
B. Insubordination - Refusal to respond to authority's reasonable request(s) or instruction.
C. Misconduct - Behavior not conforming to prevailing standards - Misconduct may include, but is not
limited to the following: Fighting or inflicting bodily harm on another person, gambling, dangerous horseplay,
being under the influence or possession of illegal drugs or alcoholic beverages, immoral behavior, smoking in
restricted areas, any violent act or language which adversely affects morale, production, or maintenance of
discipline. Rudeness or acts of disrespect to members of the public, supervisors, or other employees; on duty
or off duty. Employees shall not consume or be under the influence of alcoholic beverages, while on duty or
in County uniform, nor shall they use or be under the influence of, consume or possess illegal substances
while on duty, in County uniform or on County property at any time.
D. Criminal, dishonest, infamous or notoriously disgraceful conduct adversely affecting the
employer/employee relationship (on duty or off duty).
E. Conviction of (or a plea of nolo contendere in connection with) a felony or gross misdemeanor, or
conviction of a misdemeanor or ordinance violation involving moral turpitude.
F. Theft or pilfering - Possessing, unauthorized use of, taking, removing, destroying or tampering with
County property without proper authorization.
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G. Fraud or Dishonesty - Falsification of County documents or records or failure to give complete
information for personnel records. Intentionally making false statement either oral or written about the
County, other employees, supervision, oneself or work situations.
H. Absenteeism or Abuse of Sick Leave - Habitual or excessive absence from work, or failure to return to
work promptly upon expiration of leave or vacation. Excessive absences, even if caused by a legitimate
illness, seriously impairs the County's operations, and such absences may be grounds for separation.
I. Tardiness - Failure to report to assigned work station on or before the scheduled starting time.
J. Leaving Assigned Work Area - Except for emergency reasons or with the Supervisor's approval, employees
are not to leave their assigned work area.
K. Misuse of Time - Sleeping or other acts of inattention or neglect of duty. Unauthorized sale of articles or
services, distribution or posting of literature, canvassing, polling or petitioning.
L. Abuse of County Policies and Procedures - Misuse or abuse of established County policies such as
vacation, leave of absence, excused absence, sick leave, or any rule, regulation, policy or procedure.
M. Safety Violations - Unauthorized possession and/or use of weapons, ammunition or explosives. Failure
to observe County and general safety practices and regulations. Neglect in the safety of others or the
committing of unsafe acts in the use and care of County property or equipment.
N. Illegal driving -Driving private or County vehicle while on County business when not possessing a valid
Florida and County driver's permit or liability insurance, in accordance with the Monroe County Safety
Policies.
O. Malicious or Negligent Destruction of Property - Willful or malicious destruction of County property.
Damage of property by failing to use proper equipment, care and good judgment.
P. Incompetence or Inefficiency - Inability or failure to perform work of an acceptable standard after a
reasonable trial and training period.
Q. Discrimination in Employment - Discriminating against an employee or an applicant for employment
because of race, color, national origin, sex, religion, creed, sexual preference, handicap or age as defined in
State and Federal laws.
R. Acceptance of unauthorized compensation.
S. Misfeasance - The doing of a lawful act in an unlawful or improper manner so that there is an infringement
on the rights of another.
T. Smoking Smoking of tobacco products (as defined in Florida Statute 386.203 (10) ) and the use of
electronic, simulated smoking materials (such as electronic cigarettes, pipes or cigars)is prohibited in all
Monroe County owned or occupied public facilities (buildings), vehicles, elevators, meeting rooms, hallways,
corridors, lobbies, water fountain areas, stairwells and entryways.
U. No Tobacco Use
Plan will be required to certify to not currently using or not having used tobacco products or be subject to
penalty. Administrative Instruction 4735 further details this policy.
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9.04 DISCIPLINARY ACTIONS
Disciplinary actions are a means of calling employees to accountability for some act of commission or
omission which is regarded as injurious to the employer/employee relationship. The act could be relatively
minor, or quite serious. Serious acts may warrant immediate discharge, even for the first offense. All
employees should be made aware that a system of discipline exists for the benefit of all, and will be
administered without favor for the sake of orderliness and proper compliance with reasonable rules and
regulations pertaining to conduct and the performance of work.
When it is necessary that disciplinary action be taken, the degree of action shall be based on the following
considerations:
1. There can be no mechanical formula for the application of discipline. Each instance of misconduct
or deficiency must be viewed and judged individually. For most lesser or first minor offenses, oral or
written reprimand shall be appropriate discipline.
2. When applicable, discipline for employees who commit multiple non serious offenses of a like or
different nature shall be more progressively stringent until the employee corrects the deficiency, or
failing this, discharge is considered to be necessary.
3. Department Heads, their Deputies, Assistant County Administrators, the County Administrator,
and others occupying positions of high trust and authority will be held to higher disciplinary and
ethical standards than that of other employees. Therefore the rules of progressive discipline for
violations of Personnel Policies and Procedures, and/or State and Federal Statutes may not be
applicable.
4. Disciplinary actions shall be severe enough to constitute a reasonable attempt to bring about
correction.
5. Acceptable disciplinary actions shall be oral warning, written warning, written reprimand,
suspension (with or without pay), discharge, and in some cases demotion, depending on the offense.
6. Discharge for continued commitment of non serious, minor offenses shall be resorted to only
when sufficient other efforts to bring about correction have failed, or when the offense is sufficiently
serious in and of itself to warrant termination.
7. In determining the appropriate disciplinary action to be imposed against an employee, the County
Administrator will consider, at a minimum, the following factors:
a. The seriousness and circumstances of the particular offense.
b. The past record of the employee and his length of service.
c. The lapse of time since the employee last received a disciplinary action.
d. The County's practice in similar cases.
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9.05 AUTHORIZATION FOR DISCIPLINARY ACTION
A. All written reprimands, suspensions and recommendations for suspension or discharge actions must be
approved by the Department Head and the letter concerning the action must be forwarded immediately to the
Human Resources office for review, and then approved by the County Administrator or his designee.
B. In case of a recommendation for discharge, the employee may be suspended pending approval of
discharge by the County Administrator.
C. Disciplinary actions applied to Department Heads or Assistant County Administrators may be initiated by
the County Administrator.
9.06 ORAL WARNING
An oral warning is given to an employee to take recognition of a violation of County policy, rule, regulation,
standard or of an unsatisfactory habit, practice or act which, if repeated or continued, will subject the
employee to a more severe disciplinary action. The oral warning should be noted in writing, a copy of the
notation placed in the employee's official personnel file, specifying the nature of the warning and the date
given.
9.07 WRITTEN REPRIMAND
A letter of reprimand constitutes formal action against an employee for more serious types of violation of
County rules or standards of employment, or where less stringent actions have not been successful in
correcting a deficiency. The letter of reprimand must identify the offense or deficiency and the correction
required.
A letter of reprimand can be used to impose restrictions on an employee, such as attendance, conduct or
special procedures to be followed. Restrictions so imposed shall be reviewed periodically and be removed,
modified, or continued with a follow-up letter. A copy of all letters should be placed in the employee's official
personnel file within 15 days of writing, whenever possible.
9.08 DEMOTION
Whenever it becomes apparent that an employee can no longer efficiently perform any or all of the duties and
responsibilities of his or her position, or when it is otherwise deemed to be in the best interest of the County,
an employee may be demoted. A demoted employee shall be notified by the County Administrator or his
designee at the time of demotion of the specific reason for the action and correction expected, if any. Such
notification shall be given the employee in writing. A copy of the notification will be placed in the employee's
official personnel file along with a written report on all appropriate information concerning the action.
An employee may be reclassified to a different title and/or pay grade at any time the County Administrator
deems appropriate. A temporary reclassification does not constitute a demotion, nor does a change in title
and/or pay grade which results from an evolution into a reduction of duties and/or responsibilities.
9.09 SUSPENSION
1. An employee may be suspended with or without pay by the Department Head and/or Assistant County
Adminsitrator with the approval of the County Administrator. The employee must be notified in writing of
the suspension period and citing the reason for the suspension.
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2.An employee may be verbally suspended with or without pay by a Supervisor for the balance of a work
shift, or a longer period of time if needed until the Department Head or appropriate authority can be
contacted, if the employee's conduct impairs normal working operations. The Supervisor must then
report the incident to the Department Head, who with the approval of the Assistant County
Administrator (if applicable) must either concur with, or cancel the action, in writing, to the employee
citing the reason for the suspension, and corrective action expected. Additional time of suspension may
be recommended by the Department Head with the approval of the Assistant County Administrator (if
applicable) and the County Administrator at that time. A copy of the suspension notification will be
placed in the employee's official personnel file along with a written report containing all appropriate
information concerning the action.
9.10 DISCHARGE
Discharge is appropriate for first offenses of serious misconduct as well as repeated offenses of less serious
misconduct.
Sufficient documentation must be present to merit recommendation by the Department Head and the
Assistant County Administrator (if applicable) to the County Administrator for discharge of any employee.
9.11 PROCEDURE FOR IMPOSING DISCIPLINE
1. This procedure shall apply in cases where an employee may be subject to suspension, demotion or
termination. Furthermore, this procedure shall not necessarily apply to contract employees, probationary
employees, temporary employees or grant employees.
2. When the County receives information that an employee has engaged in certain conduct which could
warrant disciplinary action (other than a verbal warning or written reprimand, which may be issued by the
appropriate Supervisor) the employee will be advised, in writing, that disciplinary action could possibly be
imposed against him/her.
3. The employee will be provided with a written statement of the charges including sufficient facts and
reasons therefore as will enable the employee to provide an explanation and/or defense. An employee against
whom disciplinary charges have been made will remain in pay status until such time as the County
Administrator renders his decision pursuant to paragraph 6(e), below. However, nothing herein shall preclude
the County Administrator, or other authorized personnel, from imposing immediate disciplinary action,
without advance notice, where it is believed by the person taking that action that giving such notice would
result in damage to the property of the County, would be detrimental to the interests of the County or would
result in injury to the employee, a fellow employee, or the general public. In such circumstances, said
employee will be given reasons for such action after it takes effect and thereafter will be entitled to utilize the
hearing procedure set forth in the following paragraphs.
4. The hearing shall be informal and shall not be in the nature of an evidentiary hearing. The employee may
bring an attorney or qualified representative to assist or advise him, but discovery, cross-examination, and
similar legal procedures are generally not permissible. An employee who wants to engage in discovery, cross-
examination, or other legal procedures must make an advance written application to the hearing officer. The
hearing officer's decision is final.
5. The informal hearing will be conducted before a hearing officer who shall be:
a.An Assistant County Administrator or the County Administrator where the employee charged is a
Department Head;
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b.The County Administrator or his designee where the employee charged is an Assistant County
Administrator; or
c.A Department Head or a designee where the employee charged is an employee holding Career
Service Status and to whom section A and B above do not apply.
d.The County Administrator may serve as hearing officer whenever he/she sees a need to do so.
6. The hearing will be informal and will be conducted as follows:
a. At least two working days prior to the hearing date, the employee shall provide the individual
conducting the hearing with a list of any witnesses or documents which the employee wishes to offer
at the hearing.
b. The employee may be accompanied by legal counsel of his/her choice. If the employee intends to
be represented by counsel at said hearing, notice of such must be provided to the hearing officer as far
in advance of the hearing as possible. The hearing officer may reschedule the hearing if necessary.
c. During the hearing, the hearing officer will orally review the charges with the employee. The
employee shall have the right to respond to the charge(s) made against him/her, either orally and/or
in writing. The employee may present documentation to the hearing officer and may, if appropriate,
be permitted to call witnesses in support of his/her case.
d. The hearing officer may consider any available documentation and may discuss the charges with
any witness he/she deems appropriate. The hearing officer shall decide what evidence -- either in the
form of witness testimony or documents -- may be introduced. Cumulative or irrelevant evidence will
not be permitted.
e. The hearing officer shall render a final written decision within ten (10) calendar days after the
hearing. In the event of extenuating circumstances, the final written decision may be extended beyond
the ten (10) calendar days upon mutual agreement of the Hearing Officer and employee. Such an
agreement shall be provided in writing from the hearing officer to the employee in order to officially
document the agreement. The final decision shall advise the employee of whatever action, if any, the
hearing officer is recommending to be taken against the employee. The hearing officer's
recommendation will be forwarded to the County Administrator (through the appropriate Department
Head, if applicable). Disciplinary action (except for verbal warning and written reprimand, which may
be issued by the appropriate Supervisor) becomes final when approved by the County Administrator.
7. Employees who are suspended without pay, discharged, given a reduction in pay or a demotion (as defined
herein) may appeal said disciplinary actions only to the Career Service Council as provided in Section 9.15.
Other forms of discipline may be appealed pursuant to Section 10.
8. During the period betweenthe first notice and the effective date of the action, the employee shall be
expected to perform his usual duties without disrupting fellow employees, or other persons, or the agency's
activities. If, however, it is deemed highly desirable or necessary that the employee not continue to perform
the same duties in the same location during this period, the County may temporarily assign the employee to
other duties.
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9.12 POSSESSION OF WEAPON OR FIREARM
It is the policy of Monroe County that no employee shall carry or otherwise possess a weapon while on duty
or in uniform, including firearms.
If the performance of job duties requires the use or possession of a weapon or firearm, prior approval from
the County Administrator must be obtained.
9.13 INDICTMENTS, PROSECUTIONS, ARRESTS
It is the responsibility of Monroe County to maintain a proper workforce. Employees who are arrested,
indicted by a Grand Jury, or on whom information has been filed by a prosecuting official, shall be given a
pre-determination hearing to determine the effect said action and/or circumstances surrounding said actions
have on his or her employment with the County, which may result in disciplinary action. If the employee is
tried and found guilty and the conviction is not reversed or pleads to the offense, he or she may be terminated
from his or her position in the County Service.
9.14 FAILURE TO COOPERATE IN A JOB-RELATED INVESTIGATION
1. As a condition of employment, any County employee may be required, upon due notice, to cooperate with
respect to any job-related hearing or investigation scheduled by the County, or any person, commission, board
or body authorized to act on its behalf. This duty of cooperation also extends to any "outside" agency, body
or court of law with respect to any job-related matters.
2. Any employee who refuses to appear at any such hearing or inquiry, or who having appeared fails to
answer questions related to the performance of their official job duties will be considered to have resigned
from their employment with the County.
9.15 APPEALS
A Career Service employee who has been suspended without pay, discharged, given a reduction in pay or a
demotion (as defined herein) shall have only the right to appeal said action to the Career Service Council by
filing a petition with said Council within thirty (30) days following such suspension, discharge, reduction in
pay, or demotion. Failure to file a timely appeal shall result in the forfeiture of all right to challenge/grieve the
discipline. There shall be no appeals to the Board of County Commissioners and/or the County
Administrator.
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EMPLOYEE COMPLAINT/GRIEVANCE PROCEDURE
SECTION 10
10.01 COMPLAINT/GRIEVANCES
In the event an employee believes that the rules contained in this manual have been misapplied/violated, he/
she must utilize the following procedure, except in the cases of suspension, reduction in pay, demotion or
termination - See 10.01 F. Claims of harassment, retaliation, or discrimination as described in Section 2.14
will be handled in accordance with the procedure outlined in that Section and are not considered grievable
under the Employee Complaint/Grievance Procedure. Failure of the grieving employee to follow the time
limits will automatically result in a final and binding denial of the grievance. If the County does not follow the
time limits, the appropriate County official will be deemed to have denied the grievance and it may proceed to
the next step.
A. Step 1: The aggrieved employee shall present his/her grievance in writing to his or her Supervisor within
fifteen (15) working days of the incident to be grieved. The immediate Supervisor will meet with the
employee, reach a decision, and communicate that decision in writing to the aggrieved employee within ten
(10) working days from the date the grievance was presented to him or her. Supervisors are not empowered
to make policy decisions.
B. Step 2: If the grievance is not resolved in Step 1, the employee shall, sign it, and present it to the
.
The Department Head shall attempt to resolve the issue(s) concerning the alleged grievance within ten (10)
working days of the receipt of the written grievance. The Department Head shall confer with the immediate
Supervisor and they shall attempt to obtain the facts concerning the alleged grievance, and within ten (10)
working days of receipt of the written grievance, answer the employee in writing or schedule a meeting with
the employee. If a meeting is held, the Department Head shall notify the aggrieved employee in writing of his
or her decision, no later than ten (10) working days after the meeting. The meeting may be rescheduled by the
Department Head for a valid reason.
C. Step 3: If the response from the Department Head is not satisfactory, within ten (10) working days from
receiptthe employee may present the grievance form to the Assistant
County Administrator, who may confer with anyone he/she deems appropriate to obtain the facts concerning
the alleged grievance, and may schedule a meeting with the employee, to be held within ten (10) working days
of receipt of the grievance. If the employee does not report to an Assistant County Administrator and reports
directly to the County Administrator, Step 3 is to be skipped and the employee may proceed to Step 4. If a
meeting is held, the Assistant County Administrator shall notify the aggrieved employee in writing of his/her,
decision no later than ten (10) working days after the meeting.
D. Step 4: If the response from the Assistant County Administrator is not satisfactory, within ten (10)
working days from receipt of the decision, the employee may bring the
grievance form to the Human Resources office, for review before the Employee Grievance Council. This
Council will provide an additional avenue for the employee to pursue in the processing of appropriate
complaints or grievances. By the establishment of the Employee Grievance Council, the employee whose
problem is not resolved by the Assistant County Administrator, may have the opportunity to appear before
this Council of peers and present his/her case. The Employee Grievance Council is empowered to call all
necessary witnesses before them and to subsequently make their recommendations concerning disposition to
the County Administrator. The decision of the Council is not binding; final determination will be made by the
County Administrator. (Please refer to Monroe County Administrative Instruction 4714 for rules and
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procedures governing the Council.) The County Administrator shall furnish a copy of his decision to the
aggrieved employee within fifteen (15) working days of receipt of the Councils recommendation(s).
E.Any complaint/grievance involving matters that pertain to the Personnel Policies and Procedures may be
addressed in writing to the Employee Grievance Council, (via the Human Resources office) who will forward
to the Council to determine whether the matter is appropriate to be considered by the Council. If deemed
appropriate by a majority of Council members, the Human Resources office will schedule the airing of the
Grievance at the earliest convenience. The Council is empowered to call all necessary witnesses and make a
recommendation concerning disposition to the County Administrator whose decision is final.
F.This Procedure does not apply to an individual who has been suspended, discharged, received a reduction
in pay or demoted. Such individuals shall appeal in accordance to Section 9.15 hereof.
G. If an employee does not answer to a Department Head and/or an Assistant County Administrator, the
Human Resources office will assist the employee in moving through the appropriate steps of this grievance
procedure.
H. The by-laws governing the establishment and operation of the Employee Grievance Council may be
reviewed in Administrative Instruction 4714.
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SEPARATIONS
SECTION 11
11.01 RESIGNATIONS
A resignation is defined as an action whereby an employee voluntarily leaves the County Service with or
without the giving of notice and/or as any employee conduct which is stated herein to constitute a
resignation. An employee wishing to leave the County Service in good standing shall file with the Department
Head a written letter of resignation stating the date and reasons for leaving, 14 calendar days prior to the
effective date of resignation. Failure to comply with this requirement may be cause for denying such
employees re-employment rights and payment of unused leave. Unauthorized absences of three (3) days or
more may be considered a resignation.
11.02 LAYOFFS
Should it become necessary to abolish a position or reduce the number of County employees because of lack
of work, shortage of funds, re-organized and transferred functions to an existing County employee, or for
other legitimate reasons, the County Administrator/Board of County Commissioners may lay off as many
employees as required, after two weeks notice. There shall be no appeal except the internal grievance
proceedings. No regular employee shall be laid off while there are temporary or probationary employees
serving in the same class in the same department. Such laid off employees shall be given priority of re-hire, in
the event the position(s) is/are re-established, based on seniority and previous performance evaluations, for a
period of time to their length of continuous service, but not to exceed one year. Such employees will also be
eligible for promotional opportunity privileges for a period of one year after date of lay-off.
11.03 RETIREMENT
Employee benefits upon retirement will be based upon the regulations of the State and County Government,
Employees Retirement System Law, Social Security Act, and any other provisions which may be in effect at
the time of retirement.
11.04 DISCHARGES
A discharge occurs when an employee has been involuntarily separated from County Service, usually for
cause. Employees discharged for disciplinary reasons may not be eligible for re-hire and may lose all seniority
and reinstatement privileges.
11.05 EXIT INTERVIEWS
It is the desire of the County to determine why good employees leave the County Service. An exit interview
program has been established for the purpose of determining the causes and possible solutions of turnover
among County personnel.
If an employee wishes, he or she may request an exit interview with Employee Services by contacting the
Human Resources office. The Employee Services Director or County Administrator may also request an
interview with an employee who has made known his or her intention to leave the County Service. The
information obtained during the interview will be used solely for the purpose of identifying or solving
problem areas and will not become part of the employee's personnel record unless authorized in writing by
the employee.
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SOLICITING
SECTION 12
12.01 SOLICITING
1. No employee shall be permitted to solicit any other employee during working time. Working time means
the time when either employee (solicitor or solicitee) is on duty and not on an authorized break or meal
period.
2. No employee shall be permitted to distribute leaflets, notices or other materials, or pass petitions during
working or non-working time in work areas. Such distribution can take place only in non-work areas and
during non-working time.
3. No non-employee shall be permitted to enter County premises or property at any time for the purpose of
soliciting employees or distributing or posting any written, printed or other material. Rules and procedures
regarding the use of county facilities can be obtained from Human Resources, Facilities Maintenance or the
4. Limited exceptions to the above rules may occur but only upon application to and approval by the County
Administrator such as in instances where contracted county vendors wish to make presentations, train or
educate the workforce (i.e. Employee Assistance Program, Health Insurance Providers, etc.).
5. It is intended that the above rules shall be interpreted and applied in accordance with applicable law.
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EMPLOYEE PERFORMANCE EVALUATIONS
SECTION 13
13.01 POLICY
All Departments shall evaluate the performance of all employees on an impartial basis using standard
evaluation forms and the Employee Performance Appraisal Handbook provided in Administrative Instruction
4003.
13.02 PURPOSE
Employee performance evaluations shall be used for, but not limited to, the following purposes:
A. To inform the employee of strong and weak points in his performance, as well as training needs and
improvements expected.
B. To recognize the employee's potential for promotion.
C. To determine the employee's eligibility for meritsalary advancements.
D. To provide a record of past performance.
E. To assist in determining the order of layoffs and reinstatements.
13.03 PROCEDURES
A.Each employee shall have his performance evaluated on a periodic basis as outlined in the Performance
Appraisal Handbook
1. All performance evaluations shall be made by the employee's immediate Supervisor (with input
from anyone deemed appropriate by the Supervisor) and reviewed by a higher level Supervisor
whenever possible. The immediate Supervisor's final evaluation shall not be changed by higher level
Supervisors; however, reviewing Supervisors shall certify that they reviewed the rating and may attach
any written comments they deem appropriate concerning the evaluation.
2.Department Head may authorize an evaluation at any time he or she deems appropriate.
3.The original, completed evaluation form, as well as any written material from the Supervisor, the
Department Head, or the employee, shall be placed in the employee's official Personnel File.
B. If an employee receives a below satisfactory rating in any category, the immediate Supervisor shall work
with the employee in an effort to assist him/her in improving job performance. Such employees, if retained
by the department, shall have their performance re-evaluated in the category(s) which do not meet
performance standards.
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EMPLOYEE INSURANCE COVERAGE
SECTION 14
14.01 COVERAGE
All full-time, regular employees are covered by life and accidental death and dismemberment insurance paid
for by the County. The amount of such insurance is determined by the Board of County Commissioners.
Group hospitalization insurance coverage for full-time employees is paid for by the County at a rate approved
by the Board of Commissioners. Dependent coverage will be available for those eligible at group rates, paid
for by the employee.
The County may change its benefit program at any time, for example, by adjusting benefits, changing
employee contributions, changing deductibles, and/or selecting other insurance carriers.
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14.02DEFINITIONS
A.
lives in a committed family relationship of mutual caring. Two individuals are considered to be
Domestic Partners if:
1.they consider themselves to be members of each others immediate family;
2.
3.neither of them is married or a member of another Domestic Partnership;
4.they are not blood related in a way that would prevent them from being married to
each other under the laws of Florida;
5.each is at least of the legal age and competency required by Florida law to enter into
a marriage or other biding contract;
6.they must each sign a Declaration of Domestic Partnership as provided for in
Section 14.03;
7.they both reside at the same residence.
B.
expenses while the domestic partnership is in effect if the partner is unable to provide for him or
herself. It does not meanthat the partners must contribute equally or jointly to basic living
expenses.
C.
to contract.
D.ed by two individuals who
have met the criteria listed above and file a Declaration of Domestic Partnership as described below.
E.
provided by the Human Resources Director. By signing it, two people swear under penalty of
perjury that they meet the requirements of the definition of domestic partnership when they sign the
statement. The form shall require each partner to provide a mailing address.
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F.
partnership and is:
1.A biological child or adopted child of a domestic partner; or
2.A dependent as defined under County employee benefit plan document.
3.A ward of a domestic partner as determined in a guardianship proceeding.
G.Employee means an employee of the Board of County Commissioners, the constitutional officers or
the Mosquito Control Board, except where the context is otherwise.
14.03ESTABLISHING A DOMESTIC PARTNERSHIP
A.An employee and his/her domestic partner as set out in Section 14.02 are eligible to declare a
Declaration of Domestic Partnership (hereafter DDP) in the presence of the Human Resources
Director, or the employee partner may present a signed and notarized DDP to the Human
Resources Director. The DDP shall include the name and date of birth of each of the domestic
partners, the address of their common household, and the names and dates of birth of any
dependents of the domestic partnership, and shall be signed, under the pain and penalties of perjury,
by both domestic partners and witnessed (two) and notarized.
B.As further evidence of two individuals being involved in a domestic partnership, two of the
following documents must be presented along with the DDP to the Human Resources Director:
1.A lease, deed or mortgage indicating that both parties are joint responsible;
2.
3.Passports for both partners showing the same address;
4.Verification of a joint bank account (savings or checking)
5.Credit cards with the same account numbers in both names;
6.Joint wills;
7.Powers of attorney; or
8.Joint title indicating that both partners own a vehicle.
C.An individual cannot become a member of a domestic partnership until at least six months after any
other domestic partnership of which she or he was a member has ended and a notice that the
partnership has ended was given as provided for in Section 14.04. This does not apply if their
domestic partners deceased.
D.Domestic partners may amend the DDP to add or delete dependents or change the household
address. Amendments to the DDP shall be executed in the same manner as the declaration of a
domestic partnership.
14.04TERMINATION OF A DOMESTIC PARTNERSHIP
A.A domestic partnership is terminated when:
1.one of the partners dies;
2.one of the partners marries; or
3.a domestic partner files a termination statement with the Human Resources Director. A
domestic partnership may be terminated by a domestic partner who files with the Human
Resources Director by hand or by certified mail, a termination statement. The person filing the
termination statement must declare under pain and penalties of perjury that the domestic
partnership is terminated and that a copy of the termination statement has been mailed by
certified mail to the other domestic partner at this or her last known address. The person filing
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the termination statement must include on such statement the address to which the copy was
mailed.
B.The termination of a domestic partnership shall be effective immediately upon the death of a
domestic partner. The voluntary termination of a domestic partnership by a partner shall be
effective thirty (30) days after the receipt of a termination statement by the Human Resources
Director. If the termination statement is withdrawn before the effective date, the domestic partner
shall give notice of the withdrawal, by certified mail, to the other domestic partner.
C.If a domestic partnership is terminated by the death of a domestic partner, there shall be no
required waiting period prior to filing another domestic partnership. If a domestic partnership is
terminated by one or both domestic partners, neither domestic partner may file another domestic
partnership until six (6) months have elapsed from effective termination.
D.It is the obligation of the employee domestic partner to notify the Human Resources Director of
the termination of a domestic partnership as soon as possible after it occurs.
14.05HUMAN RESOURCES DIRECTOR RECORDS
A.The Human Resources Director will keep a record of all employees DDPs, Amendments and
Termination Statements. The records will be maintained so that DDPs, Amendments and Termination
Statements will be filed to which they apply.
B.The Human Resources Director shall identify on the DDP what type of documents was presented for
further verification of the domestic partnership.
C.Upon determination by the Human Resources Director that the DDP is complete and that further
evidence of the domestic partnership has been presented as provided in Section 14.03 (B); the Human
Resources Director shall provide the employee with a copy of the DDP. The employee/domestic
partner shall become eligible to elect domestic partnership health and other employee fringe benefits as
provided in Secti
Section of their intent to enroll the domestic partner and/or any eligible dependents under the Monroe
County Employee Benefit Plan. Domestic partner/dependents enrolled in the Monroe County
Employee Benefit Plan are subject to the same rules and provision applicable to covered
spouses/dependents.
D.The Human Resources Director shall provide forms to employees requesting them.
E.The Human Resources Director shall allow public access to domestic partnership records to the same
extend and in the same manner as any other public record.
14.06EMPLOYMENT BENEFITS
A.The County shall provide the same health and other employment fringe benefits to employees with
domestic partners as to
active and retired employees of Monroe County that are eligible for benefits pursuant to state law,
County Ordinances, County employment policies, and collective bargaining agreements.
B.
oyee may opt to decline health insurance coverage for
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her or his domestic partner, without foregoing the right to obtain health insurance coverage or her
or his domestic partner during a future open enrollment period.
C.Upon termination of a domestic partnership by an employee, the non-employee domestic partner
health insurance and benefits lapses. If the employee domestic partner leaves employment with the
County, the health and benefit package of the non-employee domestic partner shall lapse on the
date
D.Upon termination of a domestic partnership by the death of an employee, the surviving domestic
employee, upon the death of such employee.
E.Board of County Commissioner employees shall be granted a leave of absence, with pay, for the
death of a domestic partner or family member of a domestic partner to the same extent as for a
spouse or family member of a spouse. -
include the relatives of a domestic partner.
F.Board of County Commissioner employees shall be granted sick leave to care for a domestic partner
to the same extent permitted to care for a spouse, and to care for a dependent of a domestic
partnership to the same extent permitted to care for a child.
G.Board of County Commissioner employees shall be entitled to take parental leave to take care of a
child born to his/her domestic partner or a newly adopted child to the same extent as a married
person.
14.07LIMITATION OF LIABILITIES
A.Nothing in this ordinance shall be interpreted to contravene the general laws of this state.
B.Nothing contained in this Ordinance shall be construed to impose liability upon a domestic partner
for the health or health expenses of his or her domestic partner.
14.08FORMS
A.The Human Resources Director shall distribute copies of the following forms to those individuals
who request them:
1.Declaration of Domestic Partnership
2.Domestic Partnership Information Sheet
3.Amendment to Declaration of Domestic Partnership
4.Termination Statement of Domestic Partnership.
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TRAVEL
SECTION 15
15.01 TRAVEL
It shall be the policy of the Board of County Commissioners to reimburse all employees, Board members and
other Department personnel for all authorized travel. Said reimbursement shall be made in the following
manner:
A.In County overnight travel will require the approval of the Department Head. Out of County travel will
require the prior approval of the applicable Assistant County Administrator or County Administrator. If
travel is to any county contiguous to Monroe County or if the travel can be completed within one
workday, not requiring overnight lodging, prior approval of the next-highest supervisory level can be
obtained.
B. Private use of individual vehicles for county business shall be reimbursed for travel mileage in accordance
with Monroe County Code, unless an automobile allowance is established pursuant to Section 112.061(7)(f),
Florida Statutes. The subsection requires that the traveler file a signed statement before the allowance is
approved by the agency head; the statement must provide an estimate for the annual amount based on places
approval of allowance shall be repeated at least annually.
C. Employees who use their personal vehicles for approved County travel shall be reimbursed in accordance
with the information reflected on the reverse side of Form #C676. These employees should be aware that
they may be subject to periodic odometer audit(s)
payer in case of an accident while or County business. Employees receiving an automobile allowance may still
use the form to request reimbursement for meals, lodging, tolls and parking fees. Further, those employees
who are receiving an automobile allowance shall not be entitled to file a claim for in-county mileage
reimbursement.
D. Individuals shall be entitled to per diem while on official travel in accordance with provisions contained in
Monroe County Code, except the Board may authorize the reimbursement of actual expenditures where
documented evidence is provided justifying actual expenses incurred.
E. The County Administrator shall authorize reimbursement for lease, rental cars and/or aircraft where it is
deemed by the County Administrator to be the most advantageous to the County. Employees are to waive all
insurance on rental car contracts, and no reimbursement for insurance costs shall be authorized under this
section. When justifiable circumstances exist, a traveler is authorized to purchase and be reimbursed for the
purchase of a refundable airline ticket and/or travel insurance that authorizes reimbursement for cancelled or
delayed travel.
F. All requests for travel reimbursement shall be submitted in writing on State of Florida Voucher for
Reimbursement of Travel Expenses which shall give date(s) of travel, purpose, all applicable receipts, and
amount due the traveler. Advance payment for travel must be requested by submitting voucher form for
approval by the applicable Assistant County Administrator or County Administrator. Supporting
documentation acceptable to the Clerk must be submitted for reimbursement. Acceptability to the Clerk is
based on generally accepted accounting priciples and such laws, rules and regulations as may govern the
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G. Travel shall be the most economical and practicable method available.
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APPEARANCE
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SECTION 16
16.01 APPEARANCE AND PROPER ATTIRE
All County employees should strive to be as neat and clean in appearance as possible. Proper attire conducive
to carrying out the functions of their respective positions should be worn by all employees.
The Department Head will be responsible to insure that the appearance of his or her employees properly
represents Monroe County in relation to their positions.
Proper clothing and equipment needed to insure employee safety is required to be utilized at all times in
accordance with the Monroe County Safety Policies.
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VIOLENCE IN THE WORKPLACE
SECTION 17
17.01 The purpose of this policy is to provide a safe environment for conducting County business for
employees, visitors, clients, and customers by prohibiting, preventing, and taking action in response to work-
related acts of violence.
17.02 Definitions:
For the purpose of this policy, acts of violence include, but are not limited to:
1. verbal abuse, assault, threatening or obscene language or behavior, or
2. aggressive, harmful, dangerous, or violent physical actions, or
3. actions which endanger county employees, directly or incidentally, or
4. improper or dangerous use or display of any weapon or object used as a
weapon.
For the purpose of this policy, work-related acts include, but are not limited to, those
which:
1. take place on County premises and affect county property, employees or
representatives, or
2. involve one or more County employees or representatives, acting in their
official County capacity, or
3. may occur off of County premises, but are related to County business, or
4. may occur outside of normal working hours, but are related to County
business or
5. involve the use of County equipment, vehicles, communications equipment
(phones, radio, FAX, etc.).
17.03 Procedures:
A. The County will take prompt remedial action against any employee, visitor,
client, or customer who engages in any behavior prohibited by this policy.
B. The County will establish security measures, to the extent practical, to ensure
that County facilities are safe and secure against actions prohibited by this policy.
C. Employees, supervisors, etc. will take reasonable immediate action to protect
victims of violent actions from further harm. Actions which will increase any danger
should be avoided. When necessary, local law enforcement agencies must be notified as
soon as possible.
D. After any imminent danger or threat has been dealt with, an employee, manager,
supervisor, etc. has a duty to notify their immediate supervisor, Safety Officer, Risk
Manager, or other appropriate person of any incident or activity which is in violation of
this policy. Reports made pursuant to this policy will be held in confidence to the extent
possible. The County will not tolerate any form of retaliation against anyone who makes
a report under this policy.
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E.The Human Resources office shall be notified of any prohibited acts by the affected
employee, their supervisor, or other appropriate person, as mentioned in the preceding
paragraph. Personnel shall determine the extent of remedial and disciplinary action to
be taken. In making this determination, Human Resources may consult with employees,
supervisors, safety or risk management representatives, law enforcement officials, etc.
Disciplinary action taken against employees who violate this policy will be carried out in
accordance with Monroe CountyPersonnel Policies and Procedures.
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CHILDREN IN THE WORK ENVIRONMENT
SECTION 18
1.The Purpose of this section is to establish the policy of the Administration concerning Monroe County
employees bringing children into the County work environment during normal working hours.
A.It is the policy of this Administration that County employees shall not routinely bring children into the
B.It is recognized that circumstances may with regard to caring for
their dependent children may be restricted for any number of reasons. Generally, it would be
expected that the employee would utilize vacation or sick leave, as appropriate, to resolve said matters.
However, on the rare occasion where there are no other alternatives, and/or the work requirements
Assistant County Administrator or
Department Head may grant a special exception.
C.An Assistant County Administrator or Department Head may grant a special exception in response to
unusual or emergency circumstances which would, for a very limited, specific period of time, permit
an employee to bring children into the environment. The applicable Asssistant County Administrator
or Department head shall then formally authorize said special exception in writing by completing the
the appropriate Department Head and the County Administrator, prior to the day the child is
expected to be present.
D.It is incumbent upon all Department Heads to insure that permitting children in the work
environment is a rare exception and not the rule and that the special exception provisions provided
above are not to be abused.
E.The parent(s) shall be responsible for the proper behavior of the child while in the workplace.
F.Children are not permitted in County vehicles at any time.
G.Children are totally barred from certain high-risk jobs and work locations (such as construction sites).
H.The County Administrator has the authority to waive the policy for special events (such as
Daughter/Son At-Work Days.
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CASH MANAGEMENT PROCEDURES
SECTION 19
To establish a standardized cash management procedure that will eliminate the risk of loss or misappropriation of
funds.
1.All Departments will have in effect a policy for all cash funds received to be deposited as quickly as possible,
but in any event, not later than three (3) business days from receipt.
2.Check vouchers should be date stamped. In cases where there is no voucher attached, paperwork
3.Advise OMB of the appropriate employees in each Department who will be responsible for the cash deposits
of the policy.
4.Department Heads are responsible for periodically reviewing the cash management procedure with their
supervisors to ensure efficiency and compliance with this policy.
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FIRE ALARM PROCEDURES
SECTION 20
The purpose of this instruction is to establish the procedure for building occupants to adhere to when fire alarm
systems located within County facilities annunciate. The definition of annunciate is to announce the alarm system.
1.When a fire alarm system located in a County Facility annunciate, building occupants are to turn off all
electrical equipment that will not delay their exit; and shall immediately evacuate the building, reporting to
their designated assembly area in accordance with posted fire evacuation plans located throughout County
Facilities.
2.Emphasis shall be placed on orderly evacuation under proper discipline, rather than on speed.
3.Once in the assemblyarea, each Office Representative will account for their personnel.
4.All personnel will remain in the designated assembly area, well clear of the building, until released by the Fire
Department and/or a representative from the Monroe County Public Works, Facilities Maintenance
Department.
5.Constitutional Officers and Department Heads are to ensure that all employees under their purview
familiarize themselves with this policy and Reference A Monroe County Safety Policies and Procedures
Manual, along with the designated assembly area.
6.Constitutional Officers, Department Heads, and the Monroe County Safety Officer are to ensure evacuation
routes are posted on bulletin boards throughout County Facilities, to include an assembly area for each office
to report to, in the event of a fire evacuation.
7.Constitutional Officers and Department Heads shall assign one person from each office the responsibility of
accounting for each employee that works in their office, in the event of a fire evacuation.
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