Sedgwick County Personnel Policy 2016

SEDGWICK COUNTY
PERSONNEL
POLICY
SEPTEMBER 18, 2000

HS OCTOBER 1, 2000
UPDATED APRIL 2001
REVISED 3-18-2003
REVISED 8-31-2006
REVISED 12-19-2006
REVISED 2-06-2007
REVISED CTSI APRIL 1, 2009
REVISED 8-11-2010
REVISED 11-13-2012
REVISED 3-30-2015
REVISED 11-17-2015
REVISED 3-15-2016
4-1-2009 REVIEWED COUNTY ATTORNEY MAX CARLSON

6-3-2010 REVIEWED COUNTY ATTORNEY MAX CARLSON
11-13-2012 REVIEWED COUNTY ATTORNEY JAMES WITTLER
3-30-2015 REVIEWED COUNTY ATTORNEY GEORGE ZEILINGER
3-8-2016 REVIEWED COUNTY ATTORNEY GEORGE ZEILINGER
Sedgwick County Personnel Policies
Page 1 of 64
PREFACE:
THIS HANDBOOK DOES NOT CONSTITUTE EITHER A CONTRACT OF
EMPLOYMENT OR ANY PROMISE OR OFFER BY THE EMPLOYER. YOU
SHOULD NOT RELY UPON THIS HANDBOOK AS CREATING A CONTRACT OF
EMPLOYMENT. THIS HANDBOOK IS MERELY A CONDENSATION OF VARIOUS
COUNTY POLICIES, PROCEDURES, AND EMPLOYEE BENEFITS TO ASSIST YOU
AS AN EMPLOYEE OF SEDGWICK COUNTY.
SEDGWICK COUNTY EXPRESSLY RESERVES THE RIGHT TO CHANGE THE
POLICIES AND BENEFITS OF THE HANDBOOK IN ACCORDANCE WITH THE
NEEDS OF THE COUNTY WITHOUT NOTICE. THE INFORMATION CONTAINED
IN THIS HANDBOOK IS THE MOST CURRENT AT THIS TIME AND SUPERSEDES
ALL PREVIOUS HANDBOOKS OR NOTICES BY SEDGWICK COUNTY.
Page 2 of 64
Table of Contents
I.
MANAGEMENT RIGHTS ................................................................................................................ 6
II. ORGANIZATION and ADMINISTRATION ............................................................................... 7
A. COUNTY GOVERNMENT ORGANIZATION ......................................................................................... 7

B. CODE OF ETHICS ....................................................................................................................................... 7
C. RIGHT TO MAKE CHANGES .................................................................................................................... 7
D. ORGANIZATION AND ADMINISTRATION ......................................................................................... 8
III. RECRUITMENT, SELECTION, AND APPOINTMENT ........................................................... 9
A. EQUAL EMPLOYMENT OPPORTUNITY: ............................................................................................. 9

B. NEPOTISM EMPLOYMENT OF RELATIVES/WORKPLACE RELATIONSHIPS: ..................... 9
C. MERIT PRINCIPLES: .............................................................................................................................. 10
D. PROMOTIONS/TRANSFERS: .............................................................................................................. 10
E. VACANCIES: .............................................................................................................................................. 10
F. IMMIGRATION ACT COMPLIANCE: ................................................................................................... 11
G. CONTINGENCIES FOR EMPLOYMENT OFFERS: ............................................................................ 11
H. INTRODUCTORY PERIOD: .................................................................................................................. 12
IV.
EMPLOYMENT DEFINITIONS.................................................................................................. 13
V.
CONDITIONS OF EMPLOYMENT.............................................................................................. 15
A.
B.
C.
D.
E.
F.
G.
H.
I.
INTRODUCTORY EMPLOYEE: ............................................................................................................ 13

FULL TIME EMPLOYEE: ........................................................................................................................ 13
PART TIME PERMANENT EMPLOYEE: ............................................................................................ 13
TEMPORARY / AND SEASONAL EMPLOYEE: ................................................................................ 13
WORK WEEK AND WORK DAY: ......................................................................................................... 13
PAY DAY: ................................................................................................................................................... 13
PAY PERIOD:............................................................................................................................................ 13
OVERTIME: .............................................................................................................................................. 13
GRIEVANT:................................................................................................................................................. 14
A. UNPAID MEAL BREAKS AND SHORT REST BREAKS: ................................................................. 15

B. RELIABILITY OF ATTENDANCE: ....................................................................................................... 15
C. EMERGENCY CLOSING: ......................................................................................................................... 16
D. STRAIGHT TIME:.................................................................................................................................... 16
E. OVERTIME PAY: ...................................................................................................................................... 16
F. EXCEPTIONS TO COMPENSATORY TIME OFF PAY POLICY:..................................................... 16
VI.
EXPECTATIONS OF CONDUCT ................................................................................................ 17
VII.
SUBSTANCE ABUSE POLICY .................................................................................................. 21
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
RESPONSIBILITY:................................................................................................................................... 17
CONFLICT OF INTEREST ...................................................................................................................... 17
POLITICAL ACTIVITIES: ....................................................................................................................... 17
ANTI-HARASSMENT POLICY:............................................................................................................. 17
SEDGWICK COUNTY SAFETY POLICIES: ......................................................................................... 18
HEALTH AND SAFETY GENERALLY: ................................................................................................. 18
REPORTING OF INJURIES AND ACCIDENTS: ................................................................................. 18
MEDICAL EXAMINATIONS: ................................................................................................................. 18
SEAT BELT REQUIREMENTS: .............................................................................................................. 19
JOB PERFORMANCE GENERALLY: ..................................................................................................... 19
Page 3 of 64
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
PURPOSE: ................................................................................................................................................. 21
DEFINITIONS: .......................................................................................................................................... 21
STATEMENT OF POLICY: ..................................................................................................................... 21
TREATMENT:........................................................................................................................................... 22
TESTING: ................................................................................................................................................... 23
DISTRIBUTION OF POLICY: ................................................................................................................ 25
INSPECTIONS AND SEARCHES: .......................................................................................................... 25
USE OF PRESCRIPTION AND/OR OVER-THE-COUNTER DRUGS:........................................... 25
PROCEDURES FOR PRE-EMPLOYMENT SUBSTANCE SCREENING: ......................................... 25
PROCEDURES FOR REASONABLE SUSPICION TESTING: ............................................................ 26
PROCEDURES FOR POST-ACCIDENT TESTING: ........................................................................... 27
PROCEDURES FOR RANDOM TESTING: .......................................................................................... 28
SUBSTANCE ABUSE POLICY SUMMARY:........................................................................................ 28
VIII. EMPLOYEE ACKNOWLEDGMENT OF THE SEDGWICK COUNTY SUBSTANCE

ABUSE POLICY ...................................................................................................................................... 30
IX. BENEFITS ...................................................................................................................................... 31
A. VACATION LEAVE: ................................................................................................................................. 31

B. SICK LEAVE: ............................................................................................................................................. 31
B-1 SICK LEAVE DONATION......31
C. FUNERAL LEAVE:.................................................................................................................................... 32
D. OTHER UNPAID LEAVE OF ABSENCE: ............................................................................................. 32
E. MILITARY LEAVE: ................................................................................................................................ 333
F. JURY DUTY: .............................................................................................................................................. 33
G. HOLIDAYS: ............................................................................................................................................... 33
H. FAMILY AND MEDICAL LEAVE COVERAGE: .................................................................................. 33
I. COBRA (INSURANCE PREMIUM PAYMENTS): ............................................................................... 35
J. UNEMPLOYMENT COVERAGE: ............................................................................................................ 35
K. RETIREMENT PLAN: ............................................................................................................................. 36
L. INCENTIVIZED RETIREE PLAN.........36
M. FLEXIBLE BENEFIT PLAN: ................................................................................................................... 36
N. HEALTH INSURANCE: .......................................................................................................................... 36
O. WORKMANS COMPENSATION COVERAGE: .................................................................................. 37
X. COMPENSATION ........................................................................................................................... 38
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
MANDATORY PAYROLL DEDUCTIONS: .......................................................................................... 38

WAGE GARNISHMENT:......................................................................................................................... 38
VOLUNTARY DEDUCTIONS: ................................................................................................................ 39
PROCEDURE TO CORRECT PAYROLL ERRORS: ........................................................................... 39
HOLIDAY PAY: ......................................................................................................................................... 39
LIMITING HOURS WORKED FOR NON-EXEMPTS: ....................................................................... 39
OVERTIME PAY:...................................................................................................................................... 39
EXCEPTIONS TO COMPENSATORY TIME OFF PAY POLICY: .................................................... 40
BUDGET APPROVAL POLICIES: .......................................................................................................... 40
ACCRUAL OF COMPENSATORY TIME OFF: ..................................................................................... 41
USE OF OVERTIME COMPENSATORY TIME OFF: ........................................................................ 41
SHERIFFS OFFICE OVERTIME: .......................................................................................................... 41
EXEMPT CLASSIFICATIONS: .............................................................................................................. 42
PAID TIME OFF FOR EXEMPT EMPLOYEES: ................................................................................. 42
Page 4 of 64
XI. REIMBURSEMENT FOR OUT-OF-POCKET EXPENSES ..................................................... 43

A. MILEAGE REIMBURSEMENT SLIDING SCALE: .............................................................................. 43
B. REIMBURSABLE EXPENSES: ............................................................................................................... 43
C. PRIVATE AUTOMOBILE: ...................................................................................................................... 43
D. COUNTY OWNED VEHICLES: .............................................................................................................. 44
E. USES OF COUNTY PROPERTY: ........................................................................................................... 44
F. AIRLINES, RAILROADS, BUSES, RENTAL CARS:............................................................................ 44
G. SALES AND ACCOMMODATIONS TAXES:........................................................................................ 44
XII. CORRECTIVE ACTIONS ............................................................................................................ 45

FITNESS FOR DUTY.47
XIII. GRIEVANCE PROCEDURES ................................................................................................... 48
A.
GRIEVANCE PROCEDURE FOR DISCRIMINATION AGAINST THE DISABLED: .................... 48
XIV. GRIEVANCE POLICY ................................................................................................................ 49

A.
B.
DEFINITIONS: .......................................................................................................................................... 49
FILING A GRIEVANCE:........................................................................................................................... 50
XV. JOB SEPARATION ...................................................................................................................... 51

A. RESIGNATION: ........................................................................................................................................ 51
B. JOB SEPARATION REQUIREMENTS: ................................................................................................ 51
C. RETIREMENT BENEFITS: ..................................................................................................................... 51
D. SICK LEAVE BENEFIT UPON QUALIFIED RETIREMENT: .......................................................... 51
E. REDUCTION IN FORCE:......................................................................................................................... 51
XVI. RECEIPT OF PERSONNEL MANUAL .................................................................................... 54

XVII. ADOPTION AND UPDATES .................................................................................................. 55
XVIII. APPENDIX A - FAIR LABOR STANDARDS ACT............................................................. 56
A.
EXEMPT EMPLOYEES: .......................................................................................................................... 56
XIX. APPENDIX B - JOB SEPARATION......................................................................................... 59

A.
SEDGWICK COUNTY EXIT INTERVIEW: ......................................................................................... 59
XX. APPENDIX C - SEDGWICK COUNTY COMPUTER USAGE POLICY ............................... 60

XXI. APPENDIX D - HIPAA PRIVACY POLICY ........................................................................... 62
A. PRIVACY OF PERSONAL HEALTH INFORMATION: ..................................................................... 62
B. PHI PROCEDURES MANDATED BY NEW LAW: ............................................................................ 62
C. PRIVACY OFFICER:................................................................................................................................. 62
D. POSTING OF NOTICE: ........................................................................................................................... 63
E. COMPLAINT PROCESS: ......................................................................................................................... 64
Page 5 of 64
I.
MANAGEMENT RIGHTS
This manual supersedes all previous Sedgwick County Personnel Policies and Manuals published prior to
this date. These policies apply to all Sedgwick County Employees.
This manual contains the Sedgwick County Personnel Policies and Procedures. It is designed to be used
by elected officials, department heads, supervisory and staff personnel, and employees in the day-to-day
administration of the county business functions.
The goal of these written policies increase understanding, minimize the need for personal decisions on
matters of established County-wide policy, and help to assure uniformity in the application of county
policy throughout the County. It is the responsibility of each and every department head and supervisor
to administer these policies in a consistent and impartial manner.
THESE POLICIES ARE NOT TO BE CONSIDERED AN EMPLOYMENT CONTRACT OR A
GUARANTEE OF ANY SPECIFIC LENGTH OF EMPLOYMENT. THE COUNTY RESERVES
THE RIGHT TO MODIFY, AMEND, REVOKE OR REMOVE ANY PROVISION IN THE
MANUAL, WITH OR WITHOUT NOTICE TO EMPLOYEES, AT ANY TIME BY ACTION OF
THE BOARD OF COUNTY COMMISSIONERS OR THEIR DESIGNEE.
Notwithstanding this reservation of management rights to the BOCC, it is the intention of the BOCC that
all elected officials, department heads and supervisors attempt to follow the provisions outlined herein to
the best of their understanding unless notified of changes.
Procedures and practices in the county are subject to modifications and further development in light of
changes in the law, experience, and merit principles. Each department head, supervisor, and employee
can assist in keeping policies up-to-date by notifying their Department Head whenever problems are
encountered or recommended improvements identified for the administration of these policies.
Policies may be developed by an elected official or department head for their specific office if they are
necessary only for their area and are not otherwise covered by established countywide policy. Policies
which are specific to a department or office will be printed and distributed to all employees to that
specific Department by the appropriate Supervisor.
For the purpose of this manual, Department Head and Elected Official are synonymous. Whenever the
male gender is used, i.e., he, his, him, it refers to male and female.
All policies in the manual will be administered in accordance with Equal Employment Opportunity laws,
Veterans Employment and the Federal Fair Labor Standards Act, ADA, FMLA, and any other applicable
laws or regulations.
Page 6 of 64
II.
ORGANIZATION and ADMINISTRATION
A. COUNTY GOVERNMENT ORGANIZATION

Sedgwick County is a political subdivision of the State of Colorado. By and through its elected
officials the business of the County is conducted in conjunction with the appointment of various
County officials and the employment of persons within the various offices and departments of the
County.
B. CODE OF ETHICS
Consistent with the public trust placed in government, all employees of Sedgwick County,
Colorado should aspire to the highest standards of behavior and conduct at work on a daily basis,
in accordance with the following:
1. Serve the public with respect, concern, courtesy, and responsiveness;
2. Demonstrate the highest standard personal integrity, truthfulness, and honesty and
shall through personal conduct inspire public confidence and trust in the county
system;
3. Recognize that personal gains from public service are limited to respect, recognition,
salary, and normal employee benefits;
4. Shall not use public service to bestow any preferential benefit on anyone related to
the public official or employee by family, business or social relationship;
5. Shall not disclose or use or allow others to use confidential information acquired by
virtue of county system employment for private gain;
6. Shall not accept any fee, compensation, gift, payment of expense, or any other thing
of monetary value, under circumstances in which the acceptance may result in;
a. An undertaking to give preferential treatment to any person;
b. Any loss of complete independence or impartiality; or
c. The making of a governmental decision outside official channels.
7. Shall not use County time, property, equipment or supplies for private gain or
partisan political purpose except as consistent with county facility use policies.
8. Support equal access and employment opportunities in the county system by all
citizens regardless of race, color, religion, sex, national origin, age, physical or
mental disability, creed, ancestry or any other characteristic protected by law.
C. RIGHT TO MAKE CHANGES

This policy is subject to change at the pleasure of the Board of County Commissioners.
Proposed changes will be presented to the other Elected Officials and Department Heads for
consultation and review. Those Elected Officials and Department Heads will be given
opportunity to accept or exclude those changes for their specific office. Any changes shall
become effective 30 days after the Board has approved the changes. Any changes in the policy,
Page 7 of 64
made by the Board, shall be made available to the employees within a reasonable time after the
change. Employees will be required to acknowledge receipt of the change.
D. ORGANIZATION AND ADMINISTRATION

The Board of Sedgwick County Commissioners and other Elected Officials have the authority to
direct County operations of their respective offices as provided for by the Statutes of the State of
Colorado. Included in this authority is the power for the Board of Sedgwick County
Commissioners to appoint and remove, according to statutory mandate (i.e. Director of Human
Services, Road & Bridge Supervisor, County Attorney, Weed and Pest District Manager, etc.)
Each department of County Government is accountable for handling specific personnel matters of
its area in accordance with applicable laws and this manual. This manual is not intended to
supersede such authority of the board of Sedgwick county commissioners or other Elected
Officials as is provided by the Statutes of the State.
Sedgwick County or the county refers to those Elected Officials or Department Heads responsible for
their respective offices.
Page 8 of 64
III. RECRUITMENT, SELECTION, AND APPOINTMENT

A. EQUAL EMPLOYMENT OPPORTUNITY:
Sedgwick County is committed to abide by all the laws pertaining to fair employment practices.
All persons having the authority to hire, discharge, transfer, or promote personnel shall support,
without reservation, a non-discriminatory policy of hiring or transferring to any vacancy, any
qualified applicant without regard to race, color, religion, national origin, age, sex, gender
orientation/identity, or disability. The County will offer equal opportunity for employment or
advancement to all qualified applicants and employees.
Positions will be filled with the best-qualified applicants. Every effort will be made to fill
vacancies by promotion from within the county whenever competent employees are available.
Employees will be considered for promotion in terms of present performance or specialized
background. Length of service will be a factor considered only when two or more applicants
possess substantially equivalent qualifications.
B. NEPOTISM EMPLOYMENT OF RELATIVES/WORKPLACE RELATIONSHIPS:

A member of an employees immediate family will be considered for employment by Sedgwick
County, either in the same or a different county department, if the applicant possesses all of the
qualifications for employment. An immediate family member of an employee includes persons
related by blood, marriage or adoption, including the following: parents, children, dependents,
siblings, spouse, grandparents, grandchildren, step-parents, step-children, in-laws, and any other
member of the employees household.
An immediate family member may not be hired, however, if the employment would:
1. Create either a direct or indirect supervisor/subordinate relationship with an
immediate family member, such as in managing, supervising or reviewing the
performance of the other; or
2. Create either an actual conflict of interest or the appearance of a conflict of interest
which might occur in situations where one family member works with or has access
to confidential information or personnel records regarding the other, or where either
would audit, verify, receive, or become entrusted with monies received or handled by
the other, or where one would otherwise occupy a position which has influence over
the others employment, promotions or salary administration.
These criteria will also be considered when assigning, transferring or promoting an employee.
Employees who marry or become members of the same household may continue employment as
long as there is not:
1. A direct or indirect supervisor/subordinate relationship between the employees; or
2. An actual conflict of interest or the appearance of a conflict of interest.
Sedgwick County may provide a reasonable time for related employees to resolve the matter if
their working relationship is contrary to this policy, or if their relationship causes or could cause a
Page 9 of 64
conflict of interest or management problems of supervision, safety, security or morale. We will

then ask the individuals involved to decide which one of them is to be transferred to another
available position. If that decision is not made within 30 calendar days, the board of County
Commissioners will decide who is to be transferred or, if necessary, terminated from
employment.
C. MERIT PRINCIPLES:
These personnel policies are adopted consistent with such principles as:
1. Recruiting, selecting and advancing employees on the basis of their relative ability,
knowledge and skills, including open consideration of qualified applicants for initial
appointment;
2. Providing equitable and adequate compensation.
3. Training employees, as needed, to the extent possible to assure high-quality
performance;
4. Retaining employees on the basis of the adequacy of their performances, correcting
inadequate performance and separating employees whose inadequate performance
cannot be corrected;
5. Assuring fair treatment of applicants and employees in all aspects of personnel
administration without regard to political affiliation, race, color, national origin, sex,
or religious creed, age, or handicap and with proper regard for their privacy and
constitutional rights as citizens. This fair treatment principle includes compliance
with the Federal Equal Employment Opportunity and nondiscrimination laws.
6. Assuring that employees are protected against coercion for partisan political purposes
and are prohibited from using their official authority for the purpose of interfering
with or affecting the result of an election or a nomination for office.
D. PROMOTIONS/TRANSFERS:
Promotions and transfers may be given to an employee for the purpose of better utilizing the
abilities of Sedgwick County employees. Sedgwick County is interested in employee
development and encourages all employees to prepare for advancement to higher or other desired
lateral positions. A part of a Transfer review application should be the evaluations of that
employee that are a current part of the employees file; this is to ensure that an introductory
period is not required.
E. VACANCIES:
Advertisement of job openings will be up to the discretion of the Department Head or Elected
Official. However, both internal and external methods of posting are highly recommended in
order to locate and consider the widest possible pool of well qualified applicants.
Promotions and transfers from within the County are made when appropriate and possible.
County employees are encouraged to apply for vacancies they are qualified for by completing an
application with that Department Head. County employees who meet the position criteria will be
selected for an interview for the position.
Applicants are screened by the Department Heads who compare the applicants qualifications to
the job requirements. The most qualified applicants meeting the job requirements are interviewed
and final selection is made. Department Heads and Elected Officials or their designed are the
Page 10 of 64
authorized appointing officials for Sedgwick County.

delegated.
This authority cannot be otherwise
The Department Heads or Elected Officials have the responsibility to make the decision regarding
whom to hire for vacancies in their respective offices. The Department Head or Elected Official
shall, upon final selection of the applicant for the job, forward a recommendation for hiring to the
Board of County Commissioners for final approval.
When it is decided to transfer or promote an existing County employee, a reasonable amount of
time (at least two (2) weeks) will normally be required to replace the transferring employee
before the transfer/promotion is effective.
Pay changes and review period of transferred or promoted employees will be in accordance with
the policies and procedures outlined in this manual.
Because there are EXCEPTIONAL times when it is necessary to fill the position as quickly as
possible, the County may find it expedient to advertise outside in the open market at the same
time the position is advertised internally.
F. IMMIGRATION ACT COMPLIANCE:

All employees hired must complete within 72 hours the I.N.S. Form I-9 and provide supporting
documentation. A photocopy of the documents used to prove identity and authorization to work
in the United States will be made for the files. New hires will not be put on the job until these
documents are received and reviewed.
G. CONTINGENCIES FOR EMPLOYMENT OFFERS:

1. PRE-EMPLOYMENT DRUG SCREENING - All new hires that will begin
employment with Sedgwick County shall be required to submit to a pre-employment
drug screening in accordance with the procedures outlined in the Substance Abuse
Policy section of this policy. Any offers of employment shall be contingent upon the
results of that screening.
2. PRE-EMPLOYMENT BACKGROUND CHECK - All new hires that will begin
employment with Sedgwick County shall be required to undergo a pre-employment
background check paid for by the County. Any offers of employment shall be
contingent upon the results of that background check.
3. PRE-EMPLOYMENT PHYSICAL New hires will be required to submit to a
physical examination to determine their ability to perform the essential duties of the
job if the job description or job classification requires such a physical. The County
will pay for the pre-employment physical examinations. Any offers of employment
shall be contingent upon the employee being cleared to perform the essential duties
of the job for which the employee was hired.
4. COMPLETE ALL FORMS REQUIRED BY FINANCE OFFICE All new hires
must complete any and all forms and payroll forms required by the finance office.
Completion of such forms is a condition of employment. The new hire may not begin
work and will not be paid until the forms are complete. It shall be the responsibility
of the Department Head or Elected Official to notify the finance office of the hiring
of a new employee and to inform the employee that he or she must contact the
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finance office to complete the necessary forms prior to employment. The finance
office shall contact the Department Head or Elected Official upon the new hire
successfully completing the required forms to the finance offices satisfaction. After
the finance department has informed the Department Head or Elected Official that
the required forms have been completed, the new hire can begin employment with
the County. The finance office shall report any violations of this provision to the
Board of County Commissioners.
H. INTRODUCTORY PERIOD:
All new employees, but not usually inter-county transfers, shall be employed on a basis of an
introductory period for the first six (6) months. In the case of an inter-county transfer who has
unsatisfactory evaluations on file or who has no evaluations on file, the issue of an introductory
period should be negotiated before the job is offered and accepted. Regular benefits will be
available during the introductory period based on the time the employee already has with the
county, if any.
The introductory period will be utilized to observe the employees work, work habits, general
work attitude, and the employees adjustment to their position and responsibilities. A
performance evaluation may be completed on new employees at the end of the introductory
period if desired by the Department Head or Elected Official.
An employee may be terminated during the introductory period for any reason other than political
affiliation or protected constitutional right.
The introductory period can be extended by the county for a period of no more than two (2)
additional months if the supervisor feels performance is marginal or the employer needs more
time for the evaluation. The employee shall be informed of the length of the extension in writing.
At the end of the extension, the employee shall either be terminated or promoted to full
employment.
Continual training will be provided to full employees as needed and to the extent possible to assure high
quality performance.
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IV.
EMPLOYMENT DEFINITIONS
As an employee, you are classified in one of the following categories that determine your salary and
fringe benefits:
A. INTRODUCTORY EMPLOYEE:
A new hire who is in the first six to 8 months of employment and is an active state of training and
evaluation regarding fitness for duty. An introductory employee has only the rights specified in
the section of Introductory Period.
B. FULL TIME EMPLOYEE:
Any employee who works 37.5 or more hours per week. Fringe benefits will be allotted to this
position after the individual time frames specified in each benefit section in this handbook or
otherwise as specified in Summary Plan Descriptions.
C. PART TIME PERMANENT EMPLOYEE:
Any employee who works less than 37.5 hours a week.
1. Any employee that works usually at least 30 hours per week during a year will
receive, National Holidays observed, Sick Leave, Holiday pay, Health Insurance and
Vacation Benefits proportionate to hours worked.
2. Any employee that usually works less than 30 hours per week during a year will
receive No benefits.
D. TEMPORARY / AND SEASONAL EMPLOYEE:
Any employee who works a defined schedule for a length of time not to exceed 4 months per
year, as based on temporary or seasonal status posted by the Supervisor. No Holiday, Sick leave,
Vacation or Health Insurance or Retirement will be allotted to this position.
E. WORK WEEK AND WORK DAY:
Normal Courthouse hours are 8:00 a.m. to 4:30 p.m. (Monday through Friday). Employees who
work at a county facility other than the County Courthouse may be on a different schedule.
Proper scheduling may require employees to work more or less than eight hours in one day in
order for a department to be more cost effective and/or better serve the public. The hours of any
department may vary from time to time depending on department needs.
F. PAY DAY:
Payday for county employees, including hourly employees, will be the last working day of the
month.
G. PAY PERIOD:
Pay periods are from the 21st day of the month to the 20th day of the following month.
H. OVERTIME:
Overtime is time worked by eligible employees in excess of 40 hours actually worked during an
established workweek of seven consecutive 24-hour periods. For the purpose of calculating
overtime hours, the normal workweek of Sedgwick County begins on Sunday at 12:00 a.m. and
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ends Saturday at 11:59 p.m. Time actually worked does not include any time off, whether paid
or unpaid, except for breaks of 15 minutes or less.
I.
GRIEVANT:
Any person who has filed a grievance with the county under one or more provisions. A grievant
may have different rights depending on his or her relationship to the county as applicant,
employee or citizen.
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V.
CONDITIONS OF EMPLOYMENT
These regulations are written to comply with the provisions of the Federal Fair Labor Standards Act. For
detailed definitions, consult the Code of Federal Regulations, title 29, Wage and Hour Division.
Continued employment with Sedgwick County Departments subsequent to the effective date of this
personnel code, or initiation of employment after the effective date of this personnel code, shall be
deemed as acceptance of the provisions contained herein substituting compensatory time on a limited
basis for overtime pay. In all cases such compensatory time shall be provided consistent with the
provisions of the Fair Labor Act.
A. UNPAID MEAL BREAKS AND SHORT REST BREAKS:

Short paid breaks of 15 minutes or less shall be given at the discretion of the supervisor. Rest
period breaks are not required to be given to county employees, but should be given if possible
for brief relief from duties and for bathroom breaks. Even if allowed, they may be considered an
unpaid absence from duty to the extent that they exceed 15 minutes by any unauthorized amount
of time that would be rounded up to the nearest reportable paid leave time (e.g., an unauthorized
25 minute break might be rounded up to one half hour and require taking a hour personal leave
or taking only an additional 5 minutes for lunch.)
Unpaid meal period breaks should be given if possible, they should normally be a least 20-30
minutes in length and the employee should be relieved of all job duties during that time, in which
case they can be counted as time off work.
Breaks are normally to be given at the discretion of the supervisor so as to minimize disruption of
the necessary work of the department. Personal business should be taken care of during breaks,
lunch, or after work.
You must take your lunch breaks everyday. You cannot save your lunch breaks up to use on
another day, nor can you work through that lunch break as overtime or compensatory or flex time
unless it is a bonafide emergency, and only upon approval of the board of County
Commissioners, Elected Official, or Supervisor.
No breaks shall be reported as unpaid if actually worked and no breaks shall be reported as paid if
they exceed 30 minutes.
B. RELIABILITY OF ATTENDANCE:
All employees are expected to be on time at the beginning of the shift and upon return from
breaks. If they are late or absent, it is their responsibility to contact their immediate supervisor as
soon as possible before the scheduled workday has begun and if returning late from breaks. It is
also the responsibility of the employee to record their late start or absence on their weekly
timecard.
It is the responsibility of the supervisor and the department head to verify, and sign off on, the
time reported on all time cards. Violations of these rules should be recorded and followed up
with employee and supervisor corrective action, time sheet corrections, and, if necessary,
discipline on the record.
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C. EMERGENCY CLOSING:
If the county offices are closed because of bad weather or other emergency, the board of county
commissioners will have that information passed on to department heads or elected officials.
Some county employees are considered essential personnel and must report to work regardless
of weather. If you are called, you are expected to come in. You will be compensated according
to the county overtime policy.
If the county offices are open but you cannot get to work in bad weather, you will have to use
compensatory time, vacation time or snow day time. If you do not have any earned compensatory
time, vacation time, or have used all three snow days, you will have to report leave without pay.
D. STRAIGHT TIME:
Hour for hour record of time worked, not legally required to be compensated for at one and onhalf times per the Fair Labor Standards Act (hereinafter FLSA).
E. OVERTIME PAY:
ALL TIME WORKED IN EXCESS OF THE NORMAL WORK WEEK IS TO BE
UNDERSTOOD AS BEING UNDER A COUNTY AND A DEPARTMENTAL
AGREEMENT WITH ALL EMPLOYEES TO GRANT COMPENSATORY TIME OFF
AT TIME AND ONE-HALF IN LIEU OF OVERTIME PAY. EXCEPT AS PROVIDED
IN THE EXCEPTIONS BELOW, ANY OTHER OVERTIME COMPENSATION IS NOT
EXPRESSLY AUTHORIZED UNDER THE BUDGET APPROVAL OF THE BOCC.
EVERY EMPLOYEE IS EXPECTED TO CONSENT TO THIS AGREEMENT FOR
OVERTIME-COMPENSATORY TIME OFF IN PLACE OF OVERTIME PAY.
Employees may be required to work overtime from time to time in order to meet staffing and
work needs of the department during times of an emergency or to meet statutory deadline. During
such times, an employee may be moved from one department to another when approved by both
the County Commissioners and the Elected Official(s) or Department Head(s) involved. An
employee in this instance would be a temporarily loaned employee and overtime laws would
apply to both county departments.
Paid leave time and paid non-worked Holiday pay will not be used to calculate overtime.
Holiday hours actually worked may be used to calculate overtime only in the case where it was a
scheduled workday or a bona fide emergency.
Regardless of the overtime request, if an employee is suffered or permitted to work, they are
entitled to appropriate overtime pay or time off at overtime rates, as provided in this policy and
under the FLSA.
F. EXCEPTIONS TO COMPENSATORY TIME OFF PAY POLICY:

Employees required to work overtime from time to time in order to meet staffing and work needs
of the department during times of an emergency or to meet statutory deadline may be paid
overtime pay rather than granted compensatory time off. Unless such overtime pay is preapproved by the Board of County Commissioners, the Department Head shall submit a written
request asking the Board to authorize overtime pay in such instances.
Road and Bridge Department employees, due to the unique staffing needs and work environment
of the Department, are to be paid overtime pay rather than granted compensatory time off.
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VI.
EXPECTATIONS OF CONDUCT
A. RESPONSIBILITY:
All employees are expected to act responsibly and act within the laws of the county, local
municipalities, the State of Colorado, and the U.S. Government. The county will not be
responsible for any violations or fines imposed upon an employee because of their failure to act
within the law. An employee who is asked to do something which is illegal has the right to refuse
the order on that basis. A written report of such request and refusal should be presented to the
department head as soon as possible for resolution.
B. CONFLICT OF INTEREST
No County officer, member of an appointed board, or employee shall have any financial interest
in any enterprise or organization doing business with Sedgwick County that might interfere with
the unbiased discharge of his duty to the public and the best interest of the County. This
restriction shall not apply where the officer, member of an appointed board, or employees
department has no direct contact nor business transaction with any such enterprise or
organization. All County employees need to comply with the provisions of Section 18-8-308,
C.R.S. 1973, as amended, regarding notice of a potential conflict of interest.
In the event a question arises as to possible conflict of interest between any county officer,
member of an appointed board, or employee, and any enterprise or organization doing business
with Sedgwick County, the question will be presented to the Department Head and/or the board
of County commissioners for review, investigation, decision and resolution. The judgment and
decision of the Department Head and/or the Board of County Commissioners shall be considered
final and shall be made a matter of public record.
C. POLITICAL ACTIVITIES:
No employee shall engage in any political activity during working hours. No public funds or
supplies or facilities shall be expended or used for political activity. If the BOCC wishes to allow
community or political groups the opportunity to use public meeting rooms they will authorize a
neutral booking process available without restrictions on legal purpose or content of the meetings.
D. ANTI-HARASSMENT POLICY:
All employees will be free of all forms of harassment including sexual harassment and offensive
language and behavior regarding an individuals race, religion, color, national origin, ancestry,
physical handicap, medical condition, marital status or sex.
Employees of the County shall be cautioned to consider their behavior and comments from the
perspective of anyone who may be offended by them.
The County does not condone, and will not tolerate, any form of discrimination, harassment, or
retaliation prohibited by federal, state and local laws.
If you feel that you are the victim of discrimination or harassment, you have the right to complain
about any offending behavior or comments and are encouraged to bring your complaint to your
Supervisor or Department Heads attention without fear of retribution or retaliation in any form
against you. To file a complaint, follow the procedure specified in the GRIEVANCE
PROCEDURES SECTION of this manual. There is one for all disability complaints and a
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second one for all EEO complaints and/or for any other type of Regular Employee grievance
allowed by that policy.
E. SEDGWICK COUNTY SAFETY POLICIES:

It shall be the policy of Sedgwick County and its Elected Officials to provide Sedgwick County
employees with a work place free of recognized hazards that may cause injury, illness, or death.
All employees are equally responsible for following this policy and for working in a safe, proper
manner to protect themselves and others.
We consider our employees to be our most important asset and expect each of them to care for
and conserve other county resources, including equipment, vehicles, buildings, and supplies. All
employees, at all levels, are required to make safety a vital part of every work effort, no matter
how small.
F. HEALTH AND SAFETY GENERALLY:

Employees are required to comply with all written and verbal safety rules and regulations.
Failure to do so will result in disciplinary action up to and including discharge. If an employee
has any questions concerning a departments written or verbal, the employee should contact his
supervisor.
Candles and candle warmers are not allowed in the workplace, even if they are just decorative.
Smoking is prohibited in our government buildings. You must smoke at least 15 feet from
doorways and in designated smoking areas.
G. REPORTING OF INJURIES AND ACCIDENTS:

If an employee has been injured on the job, even slightly, or suspects he has been injured, the
employee must report this fact to his immediate supervisor at once. The supervisor will see that
the employee gets first aid or, in case of a more serious injury, medical attention.
To be eligible for workers compensation benefits, an employee must be examined and treated
initially by a designated physician or the nearest hospital emergency room in the event of medical
emergency. An injured employee should inform the health care provider that the billing for the
treatment should be submitted to Sedgwick County Workers Compensation Pool. The County
will complete an Accident Incident Report and the injured employee will be required to sign it.
The Employees First Report of Accident Form must be submitted to the Department Head within
24 hours of the accident. Failure to do so may result in loss of a portion of the benefits. The
accident Incident Report must be submitted to the County Finance Office within 48 hours.
There are reasons for these regulations: Immediate treatment may prevent complications from
developing, such as infection. Prompt reporting of the accident that produced the injury will
enable the supervisor to make prompt investigation. The Investigation he makes might reveal a
hazardous condition or work practice which, if not corrected, could lead to a more serious injury.
H. MEDICAL EXAMINATIONS:
Employees may be required to take a post-employment physical exam to determine their ability to
perform the essential duties of the job.
If an employees ability to perform the essential duties of their job is deficient for any reason, the
supervisor may treat such failure to perform as grounds for corrective action unless the employee
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provides timely evidence under the FMLA or ADA that they are in need of time off for medical
treatment or reasonable accommodation. Failure on the part of an employee to address their work
performance issues does not excuse them from performing essential duties. Refusal to cooperate
with reasonable requests and procedures regarding fitness for duty questions raised by observable
and documented job performance issues may result in the employee being unprotected under
either law. For further information, consult the countys ADA and FMLA policies.
Employees shall submit to routine physical examinations if required by the employees job
description or job classification.
All employee physical examinations requested by Sedgwick County or required by the
employees job description or job classification will be paid for by Sedgwick County. Sedgwick
County administration will receive and retain the results of the physical examination under ADA,
ADAA and HIPAA privacy rules and will furnish the employee a copy upon request.
I. SEAT BELT REQUIREMENTS:

All operators, drivers, and passengers of Sedgwick County motorized equipment, Sedgwick
County motor vehicles, and personal vehicles used for Sedgwick County business (mileage and
expense reimbursement) shall use safety belts as equipped for the particular vehicle to the extent
required by Colorado law.
This policy becomes necessary because of the Colorado State Seat Belt Law which became
effective July 1, 1987 and requirements of the County Workers Compensation Pool Board of
Directors. If the County or its employees fail to adopt the policy and adhere to its intent, we can
become subject to penalty assessments in Workers Compensation claims in the future.
J. JOB PERFORMANCE GENERALLY:

Every county employee should be aware that they are public employees, and it is their duty to
maintain a standard of conduct that is consistent with the best interest of Sedgwick County.
Conduct which reflects unfavorably upon the County in the manner of job performance standards
is grounds for dismissal.
An employees job performance includes but may not be limited to his or her on the job behaviors
such as work habits, reliability, job skills, accomplishments and productivity, attention to detail or
safety matters, and the tangible products of his or her activities. Each employee will be evaluated
at least once a year by his/her supervisor.
Job evaluations, job corrective actions, or disciplinary actions can be taken at any time when the
nature, extent, seriousness and effect or omission committed warrants additional on the job
training, correction or more serious response. The following standards are not exclusive and
should be taken only as examples of standards that can be expected.
1. Any continuing or ongoing violation of any rule or policy of Sedgwick County
2. Violation of an EEO, harassment, discrimination or anti-retaliation conduct policies.
3. Incompetence, lack of courtesy or inefficiency in the performance of job duties.
4. Negligent or willful damage or waste of public property.
5. Refusal to comply with lawful orders or regulations.
6. Insubordination.
authority).
(Failure to follow reasonable instructions issued by proper
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7. Deliberate, offensive language or conduct toward the public or fellow employees.

8. Being under the influence of intoxicating or non-medically prescribed drugs or
narcotics.
9. Unexcused absence without being granted leave.
10. Accepting bribes in the course of employment.
11. Deliberate misstatement or a material omission in the application for employment.
12. Falsifying sickness or any other cause of absence.
13. Dishonesty relating to the performance of job duties or fitness for those duties.
14. Giving preferential treatment to individuals or groups or discrimination against
individuals or groups.
15. Breach of confidentiality relating to the performance of job duties or fitness for those
duties.
16. Failure to satisfactorily follow or complete corrective action plan given by the
employees supervisor.
17. Any other reason that, in the discretion of the employer, warrants corrective or
disciplinary action.
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VII. SUBSTANCE ABUSE POLICY

A. PURPOSE:
The County values the contributions of their elected officials, their appointed officials as well as
their employees and, likewise, have a joint interest in the safety of their work place and in their
job performance. Considering the widespread existence of substance abuse in our society, it is
necessary to emphasize the County's commitment to fostering a safe and healthy work
environment. Therefore, a policy regarding substance abuse in the work place has been
established.
B. DEFINITIONS:
1. Alcohol or Alcoholic Beverages - "Alcohol" means beer, wine, and all forms of
distilled liquor containing ethyl alcohol. Reference to use or possession of alcohol
including use or possession of any beverage, mixture, or preparation containing ethyl
alcohol.
2. CDL - Commercial Drivers License
3. Drug - Any substance (other than alcohol) that has known mind or function-altering
effects on a person. These substances include, but are not limited to, marijuana and
substances prohibited or controlled by Colorado and federal controlled substance
laws.
4. Management Management shall include Supervisors, Elected Officials, Department
Heads, and the Board of County Commissioners.
5. Motor vehicle accident - the term motor vehicle accident includes (a) an
occurrence during the course of performing job duties and involving a County
vehicle or the employees personal vehicle; and (b) an occurrence during off-duty
hours, but involving a County vehicle, and which results in bodily injury to anyone or
a citation for a moving traffic violation arising from the accident.
6. Negative Test A drug test which does not detect drugs in the employees system or
an alcohol test in which the employee has a blood alcohol content below 0.02.
7. Prescribed Drugs Any substance, except marijuana, prescribed for the individual
consuming it by a licensed medical practitioner and which is used in the manner,
combination, and quantity prescribed.
8. Positive Test A drug test which detects drugs in the employees system or an
alcohol test in which the employee has a blood alcohol content above 0.02.
C. STATEMENT OF POLICY:
1. To ensure a safe and productive work environment at all County facilities and to
safeguard County property, the unlawful manufacture, distribution, dispensation,
possession, use, sale, or transfer of alcohol, drugs or controlled substance on any
County premises, work sites or during County work time, is strictly prohibited,
except as provided for prescription drugs. The County therefore has a ZERO
tolerance policy towards use of drugs and alcohol. An employee who tests positive
for drugs or alcohol violates this policy and is subject to disciplinary action.
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2. No employee may report for work, or go to or remain on duty while under the
influence or impaired by alcohol or any drug, except as provided for prescription
drugs. If an employee reports for work, goes to or remains on duty while under such
influence, disciplinary sanctions will be imposed.
3. County vehicles or private vehicles operated for County purposes, as well as private
vehicles parked on premises or work sites are locations included within this
prohibition. At no time shall a County vehicle be operated while any employee is
under the influence of drugs or alcohol.
4. As a condition of employment, employees must agree to abide by this policy. Such
condition of employment does not create a contract of employment, but rather is a
prerequisite to hiring or continued employment of any employee.
5. As a condition of employment, employees must agree to report to Management any
criminal drug statute conviction for a violation occurring in the work place. Such
report must be made within five days of the date of conviction. "Conviction" means
a finding of guilt, a plea of nolo contender or imposition of a sentence by any
municipal, state or federal court. Such condition of employment does not create a
contract of employment, but rather is a prerequisite to hiring or continued
employment of any employee.
6. If the employee's job involves a contract with a federal agency for procurement of
goods or services for such agency, or federal grant funds, such conviction will be
reported to the federal agency within ten days of the County receiving the report
required.
7. As a condition of employment, employee must agree to participate in approved
testing for alcohol or controlled substances at a time and place and under such
conditions as designed by the Board of County Commissioners. Such testing may
occur when Management can articulate a reasonable suspicion that the subject
employee is actually performing on the job in an impaired condition. Such testing
may also occur randomly for those employees performing safety-sensitive jobs or
jobs regulated by federal regulations (i.e. U.S. Department of Transportation
regulations).
8. This policy applies to all (full time and/or part time and CDL) personnel employed
by the County. Compliance with this policy is required as a condition of continued
employment.
9. Any such employee found in violation of this policy will be subject to disciplinary
sanctions as set forth in the Sedgwick County Personnel Policy. The sanctions may
include dismissal.
Other actions, including notification of appropriate law
enforcement agencies, may be taken in response to a violation of the policy.
10. The County shall establish a drug-free awareness program. This program shall
inform the employees about the dangers of drugs in the work place; the Countys
policies set forth herein; the availability of community based programs; and
disciplinary sanctions that may be imposed upon employees for drug-abuse
violations.
D. TREATMENT:
It is the responsibility of the employee to initiate treatment for and to correct substance abuse or
dependency. The employee is also responsible for the cost of treatment; however, health
insurance plans include some coverage for drug and alcohol treatment. The County supports
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sound treatment efforts and an employee's job will not be jeopardized in the event the employee
seeks treatment or counseling, assuming this policy has not been violated. However, in situations
where substance abuse has a demonstrable impact on job performance or where there has been
policy violations, disciplinary measures, up to and including termination, will result. In those
circumstances, where an employee is required to seek professional treatment in lieu of being
terminated, refusal by the employee to participate in or failure to successfully complete treatment
will result in termination.
E. TESTING:
1. Pre-employment Substance Screening The County has a work-related concern
that employees who use drugs endanger the public, are at risk of injuring themselves
and others while on the job, and diminish overall workforce productivity.
Additionally, due to workforce size, the employees of the County are often required
to perform various duties (whether or not in their job description) such as drive
County vehicles, operate County equipment, machinery, and power tools, handle
cash and County monies, handle various chemicals, work with electricity, supervise
children, and interact with at-risk children and adults. The County does not have the
ability to observe potential new hires to access their work performance prior to hiring
them. Therefore, in order to protect other employees and the public, meet its
obligation to uphold the public trust, and to treat all new hires equally, the County
will utilize pre-employment drug screening for employees (full time and/or part
time or CDL) as a part of the selection hiring process. The purpose of such
screening will be to detect in job applicants the presence of legal or illegal drugs,
which could cause impaired or unsafe job performance.
2. Testing of Employees for Cause - If any employee is seen possessing or consuming
illegal drugs or alcohol while on duty, or gives Management reasonable suspicion
based upon specific facts and reasonable inferences drawn from those facts that the
employee is affected by the use of drugs or alcohol to the extent that job performance
is impaired, or to the degree that it may result in jeopardizing the safety and wellbeing of the individual, other employees, or the public, the County may require the
employee to submit to an appropriate test for alcohol or drug use. Indicia of
impairment include, but are not limited to, reduced level of work performance,
changed demeanor, unusual behavior (slurred speech, lack of balance, blood shot
eyes, excessive irritability, inability to focus for short periods of time, docility, dazed,
etc.), or any other evidence of drugs or alcohol in the body of an employee. Refusal
to submit to such a test is grounds for termination. A positive result to a drug or
alcohol test may result in either the employee being required to enter a treatment
program at their own expense and/or disciplinary action. In any event, no employee
is allowed to return to work until a negative test result equivalent to the ZERO
tolerance level is obtained.
3. Random Testing - Employees working in a safety-sensitive job, as defined by the
Board of County Commissioners from time-to-time in accordance with state and
federal law, in the Sheriffs Office, or in jobs which require a CDL are subject to
sporadic scheduled drug and alcohol tests performed throughout the calendar year at
various unannounced times. Being selected and subject to a random test (or being
tested for cause) does not remove the employee from future drawings. Therefore, it is
possible for any one employee to be drawn for any or all tests throughout the year.
No less than 50% of CDL holders shall be selected for random drug testing and no
less than 25% of CDL holders shall be selected for random alcohol tests, provided
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that such percentages may change in accordance with federal or state regulations.
Sheriffs Office employees may be subject to additional random testing requirements.
4. Return-to-Duty Tests (For Those Who Are Not Dismissed From Their Employment)
All employees who have tested positive for alcohol or drugs, as defined above, or
who have informed the County that they may have a problem associated with drug or
alcohol use must undergo a return-to-duty alcohol and/or drug test prior to returning to
duty requiring the performance of a safety-sensitive function. A return-to-duty alcohol
test must have a result of less than 0.02 blood alcohol concentration; a return-to-duty
drug test must have a verified negative result. Return-to-duty tests shall be paid for by
the County.
5. Follow-up Testing (For Employees Who Are Not Dismissed From Their
Employment) All employees who have tested positive for alcohol or drugs, as
defined in this Policy, or who have informed the County that they may have a problem
associated with drug use or alcohol misuse may also be required to submit to follow-up
testing following their return to work. The follow-up testing program will be designed
by a Substance Abuse Professional (SAP), as that person is defined in 49 C.F.R. Part
40. The employee will pay all costs associated with the SAP evaluation, SAP services,
and all required follow-up tests.
6. Post-Accident Testing
a. If an employees actions either contributed to a motor vehicle accident, or
cannot be discounted as a contributing factor to a motor vehicle accident, as
determined by Management, the employee shall provide, as soon as possible
after the motor vehicle accident, breath, urine and/or blood samples to be
tested for drugs and alcohol at a testing site designated by the County.
b. If an employees actions either contributed to damage to a vehicle or any
other property, or cannot be discounted as a contributing factor to damage to
a vehicle or any other property, as determined by Management, the employee
may be required to provide, as soon as possible after the motor vehicle
accident, breath, urine and/or blood samples to be tested for drugs and
alcohol at a testing site designated by the County.
7. Employee Refusal Any employee who refuses a reasonable suspicion,
post-accident, random, return-to-duty testing or follow-up testing will be terminated.
The following behavior constitutes a refusal:
a. Failure to provide adequate breath for testing without a valid medical
explanation.
b. Failure to provide adequate urine for controlled testing without a valid
medical explanation.
c. Adulterating or diluting the specimen, substituting the specimen, or sending
an imposter.
d. Failure to show up for scheduled testing unless documentation of a medical
reason is presented.
e. Failure to proceed to the testing site within 30 minutes of the time the
employee is told to report.
f.
Engaging in conduct that clearly obstructs the testing process.
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8. Appeal Process - After being notified of positive test results on a confirmatory test,
the employee may challenge the results and request that an additional test on the
same urine sample be conducted at a different, comparable, certified laboratory
which is agreed upon by the County and the employee. The additional test would be
at the expense of the employee if the test results are positive.
F. DISTRIBUTION OF POLICY:
1. Existing employees will receive a copy of the "Sedgwick County Substance Abuse
Policy" and sign an acknowledgment of said policy.
2. New-hires shall be given a copy of the "Sedgwick County Substance Abuse Policy"
by Management at the time of hiring and sign an acknowledgment of said policy.
G. INSPECTIONS AND SEARCHES:

County vehicles, lockers, desks, filing cabinets, files, etc., remain the property of the
County, and if Management has reasonable cause to suspect that employee(s) may be in
violation of the terms of this policy, such property may be subject to County-initiated
searches at any time and without notice.
H. USE OF PRESCRIPTION AND/OR OVER-THE-COUNTER DRUGS:

1. Prescribed Drugs are a Drug for purposes of this Policy. Employees may use
Prescribed Drugs as long as such use is in the manner, combination, and quantity
prescribed and such use is not prohibited by the employees licensed practitioner for
the employees working conditions.
2. Any employee who is using a prescribed or over-the counter drug and who has been
informed, has reason to believe or feels that the use of any such drug may affect his
or her ability to perform his or her job duties safely and/or efficiently is required to
report such drug use to his or her supervisor.
3. In those circumstances where the use of a prescribed or over-the-counter drug is
inconsistent with the safe and efficient performance of duties, an employee may be
required to take sick leave, a leave of absence, or other action determined to be
appropriate by Management.
4. Marijuana, for purposes of this policy, is not considered a prescription drug.
Marijuana possession and use, whether for medical use or otherwise, is not congruent
with the performance of any jobs of the County and violates this policy.
I. PROCEDURES FOR PRE-EMPLOYMENT SUBSTANCE SCREENING:

1. All job applicants (excluding current employees bidding on a promotional
opportunity, unless applying for a CDL or safety-sensitive job) will be given notice
that:
a. As a part of the County employment process, applicants will be asked to
submit to a drug screening; failure to comply with screening procedures may
disqualify them from employment.
2. Final contenders for a position will be asked to sign a consent form indicating their
willingness to participate in the drug screening and in having the results reported to
Management.
3. The collection of a urine sample will be required for the new hire selected for the
position. The collection of the sample will be done by a County appointed facility
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after a final offer has been made, but before employment begins. The County will
bear the expense.
4. The general procedure will be to have the laboratory perform an initial immunoassay
screen. In the case of a positive initial screen, a second more specific confirmatory
test will be performed on the same sample.
5. A written report on the screening results will be provided to Management. Negative
results, indicating the absence of any drugs or alcohol will indicate the individual
eligible to continue in the employment selection process. Positive results on a
confirmatory test, indicating the presence of drug may disqualify the applicant for
employment. Any prescribed drugs will be duly noted and unless that prescribed
drug prevents the applicant from performing their tasks as assigned, the applicant
may continue in the selection process.
J. PROCEDURES FOR REASONABLE SUSPICION TESTING:

If there is reasonable suspicion that an employee is in violation of this policy:
1. Management should take possession of any suspected contraband in plain view. If
the employee refuses to turn over the suspected contraband, do not use force, but
inform him/her that refusal may be grounds for discharge. Make sure that the
employee does not dispose of the suspected contraband, if at all possible. Put any
suspected contraband in containers and mark them for future identification and
testing.
2. Do not allow the employee to continue to work.
3. Notify other Management about the situation. Should it be deemed necessary to
conduct a search of the employee, contact the appropriate law enforcement agency.
Before proceeding with notification of any law enforcement agency you must contact
the County Attorney personally to obtain permission.
4. Allow the employee to have another employee present, if the employee requests.
5. Conduct an interview with the employee about the suspected violation and give the
employee a chance to explain the situation. There must be two Management persons
present during the interview.
6. Obtain a verbal consent and a written consent, signed by the employee, giving the
County permission to transport the employee to a facility which will conduct a drug
screening using urinalysis or, in the case of suspected alcohol usage, a breath test.
Always maintain a chain of custody. If the employee refuses to submit to such a test,
explain that refusal is grounds for discharge. If the employee still refuses, then
complete the interview, suspend the employee, and take appropriate disciplinary
action based on the available evidence. If the employee agrees to the testing, but
refuses to sign a waiver, proceed to Step 7 and document the employee's verbal
agreement to the test.
7. Transport the employee to the designated facility for obtaining screenings and tests.
After this part of the investigation is complete, suspend the employee without pay
pending receipt of the test results and/or other investigation.
8. If the employee is suspected of being under the influence of drugs or alcohol, be sure
to provide the employee with transportation to their residence. DO NOT allow the
employee to drive home.
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9. Prepare a detailed written report about the incident and obtain written statements
from witnesses. These reports are to be held in the strictest of confidence used on a
need-to-know basis by Management.
10. If during the investigation suspected contraband is found, Management shall contact
law enforcement. The agency shall then conduct a certified laboratory test to identify
such substance. Obtain a written report of the laboratorys test results.
11. Have a certified laboratory do initial screening on the urine or blood specimens to
determine if alcohol, drugs or controlled substances are present. If the test results are
negative, the employee probably was not under the influence. If the qualitative test
results are positive, the laboratory will conduct a confirmatory test to determine the
identity of the substance and the amount present in the specimen.
12. When test results are received, treat them as strictly confidential with access on a
need-to-know basis. Keep them in a locked file and do not mix them with other
personnel records. The designated custodian of these test results shall be the
Department Head or the County Clerk only. This information is not to be kept by the
elected officials.
13. If test results on the suspected contraband and specimens are negative, put the
employee back to work, with back-pay, and assure the employee that the
investigation is over and will not affect his/her employment with the County.
14. Post-accident testing will also include testing to determine any other physical
impairments of hearing, sight, possible heart or blood pressure problems and will
include all tests determined necessary due to the circumstances surrounding the
accident. This policy will insure the employee, as well as the County, of the exact
cause of the impairment of the employee which may not be reflected by the
employees' behavior or action.
15. If the test results are positive, the Department Head will review the policy violation.
Depending upon the violation, positive test results for drugs or alcohol will result in
either the employee being required to enter a treatment program and/or being
disciplined, up to and including termination. In any event, no employee will be
allowed to return to work until a negative test result is obtained. Should an employee
be required to enter a treatment program, the employee will be subjected to testing
for cause. If any test results are positive after the opportunity for treatment and/or
counseling, termination will be the normal consequences.
16. The Supervisor, Department Head and other Management, if applicable, (no less than
two Management persons), will meet with the employee and inform him/her of the
test results and any action to be taken.
17. Keep all records and information about any testing strictly confidential. Do not
discuss the matter with anyone other than the Department Head or the County
Attorney. All documentation and records are to be turned over to the Department
Head or County Clerk personally and no copies are to be kept in private personnel
files.
K. PROCEDURES FOR POST-ACCIDENT TESTING:

1. Employees must not consume alcohol after an accident until one of the following has
occurred:
a. A determination has been made by Management that a post-accident alcohol
test will not be required;
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b. The employee has completed the post-accident alcohol test; or

c. Thirty-two hours have elapsed since the accident occurred.
2. Employees who are involved in an accident involving bodily injury or in which the
employee has received a citation from state or local officials for a moving violation
must remain available for drug and alcohol testing for 32 hours after the accident.
3. Employees who do not remain readily available for drug and alcohol testing for the 32
hour period following an accident may be considered to have refused a test, and may be
disciplined accordingly.
L. PROCEDURES FOR RANDOM TESTING:

The County will contract with a third-party to conduct randomized testing of safetysensitive positions and positions requiring a CDL. Random testing will be done
throughout the year at various unannounced times. Being selected and subject to a
random test (or being tested for cause) does not remove the employee from future
drawings. Therefore, it is possible for any one employee to be drawn for any or all tests
throughout the year. The County will follow applicable U.S. Department of
Transportation regulations when conducting random testing required by the U.S.
Department of Transportation. The County will follow either the U.S. Department of
Transportation regulations or the suggested protocol of the third-party contractor in
conducting randomized testing of non-Department of Transportation regulated jobs.
Should other federal agencies require random testing of County employees performing
job duties in job classifications regulated by that agency, the County will follow the
agencys applicable protocol in regards to random testing.
M. SUBSTANCE ABUSE POLICY SUMMARY:

It is the policy of Sedgwick County to prohibit the unlawful manufacture, distribution,
dispensation, possession, or use of a controlled substance during duty hours or on County
premises or other work sites where employees may be assigned. Further prohibited is the illegal
use, sale, possession, distribution, dispensation, manufacture, or transfer of controlled substances
during non-working time to the extent such use impairs an employees ability to perform his job.
If any employee is seen possessing or consuming illegal drugs or alcohol while on duty, or gives
Management reasonable suspicion based upon specific facts and reasonable inferences drawn
from those facts, that the employee is affected by the use of illegal drugs or alcohol to the extent
that job performance is impaired, or to the degree it may result in jeopardizing the safety and
well-being of the individual, other employees, the public, or County; Sedgwick County may
require the employee to submit to an appropriate test for alcohol or drug use.
Excluded are prescribed drugs when used in the manner, combination and quantity intended,
unless job performance could be affected. Employees who must use an over-the-counter or
prescription drug that causes adverse side effects or may affect their ability to perform work in a
safe and productive manner must notify his supervisor prior to starting work. The supervisor or
manager, after proper inquiry, will decide if the employee can remain at work and what work
restrictions, if any, are deemed necessary.
Compliance with the above-stated policy is a condition of employment for all employees of
Sedgwick County. Further, any employee who is convicted under a criminal drug statute for a
violation occurring in the work place or who pleads guilty or no lo contender to such charges
must notify the county within (5) five days of such conviction or plea. Failure to do so will result
in disciplinary action, including possible termination from employment for a first offense.
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Employees convicted or who plead guilty or no lo contenders to such drug related violations are
subject to termination and/or mandatory attendance and successful completion of a drug abuse
assistance or similar program as a condition of continued employment.
Other departments may have additional legally required procedures for testing, such as the Road
and Bridge department. However, no testing policy or procedure may be used without the
express consent of the BOCC.
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VIII. EMPLOYEE ACKNOWLEDGMENT OF THE SEDGWICK

COUNTY SUBSTANCE ABUSE POLICY
I have received a copy of Sedgwick County Substance Abuse Policy and understand that
in order to continue my employment with Sedgwick County, I must abide by the terms of
that policy. I agree to notify my Department Head or County Attorney of any criminal
drug statute conviction or plea of guilty or nolo contendere for a violation occurring in
the workplace no later than five (5) days after such conviction or plea.
______________________________
EMPLOYEE SIGNATURE
_______________________________
DEPARTMENT
________________________________
DATE
Adopted this ______ day of _________, 20___.
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IX.
BENEFITS
Unless otherwise accrued as paid leave under the terms of this policy (or, for existing employees who
accrued paid leave under a prior policy), any leave is unpaid. For any periods of unpaid leave, paid leave
of any category will not accrue nor will any benefits except those required by law, such as retirement
contributions or continued payments for employee only healthcare premiums.
A. VACATION LEAVE:
All employees shall have been employed for at least 6 months before being eligible to use
accrued vacation time.
All employees shall have been employed for at least 1year before becoming eligible for job
separation compensation.
Scheduled time off for vacation shall be at the discretion of the Board of County Commissioners
and the appropriate Elected Official or Department Head. Maximum accrued hours of paid
vacation are 160 hours. Any hours accumulated above said amount by December 20 of each year
will be forfeited.
Employees shall accrue vacation time according to the following schedule:
Duration of Time Worked in County
Rate of Accumulation
0-9 Years
10-14 Years
1520 Years
20-24 Years
25 or More Years
12 Working days per year

***A working day is defined as an eight (8) hour day***
B. SICK LEAVE:
Every eligible employee shall earn paid sick leave credit of 1 day (8 hours) for each full month in
a calendar year from January through December. Sick leave can be used upon date of
employment. Sick leave accumulation is unlimited. Any employee, upon retirement after the
minimum age of 62 or becoming qualified disabled, (per qualifications of social security
regulations) shall be compensated based on regular pay for a maximum of 60 days (480 hours) of
accrued sick leave. Sick leave credit and payment therefore may be used only in the case of bonafide employee illness requiring absence from the job or immediate family illness or as allowed
under FMLA. Sick leave determinations shall be made by the Board of County Commissioners,
the appropriate Elected Official or the Department Head involved. Their decision shall be final. A
doctors certificate may be required to substantiate illness by Department Head, Elected Official,
or Commissioner.
B-1. SICK LEAVE DONATION:
Eligible employees will be allowed to donate their sick leave to another county employee if they
so choose. They will not be paid back those hours at any time after donating. Eligibility
requirements are as follows:
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1. You must have worked at least one year before donating.

2. You must retain a minimum of five days (40 hours) of sick leave in your personal account.
3. You must sign a release form and get approval from the Board of Commissioners.
4. There will be a maximum of 3 months (approx. 500 hours) of donation received per
employee per year.
5. The employee receiving the donated sick leave should have exhausted his or her sick,
vacation, compensatory and personal time before being allowed to accept the donated sick
leave.
6. The recipients use of the donated sick leave time is considered under the provisions of the
Family and Medical Leave Act (FMLA) and any use is included in the twelve weeks of leave
provided under this act, if applicable.
C. FUNERAL LEAVE:
A paid three-day funeral leave will be granted for any member of the immediate family (spouse,
child, step-child, mother, father, aunt, uncle, brother, sister, father-in-law, mother-in-law, brotherin-law, sister-in-law, grandparents, or step-parents or grandchildren). An unpaid funeral leave of
up to 3 days may be granted for any other family members. Request must be approved by the
supervisor. Paid leave will be granted only if the three days fall during regularly scheduled
workdays. You may also, with supervisory approval, use any available paid leave benefits for
additional time off as necessary.
An office or department may be closed for a funeral upon approval by the Board of County
Commissioners; i.e. death of an employee. In this case, employees will be allowed to attend on
county time.
For the purpose of calculating overtime, the time allowed to attend a funeral when the office or
department is closed by the BOCC will be considered as paid leave time.
D. OTHER UNPAID LEAVE OF ABSENCE:

Employees may be entitled to leave of absence without pay for good and sufficient personal
reason after exhausting all accumulated paid sick and vacation leave.
Application for leave of absence must be made in writing and must be approved in writing by the
Department Head/Elected Official before the commencement of leave.
Prior use of, or exhaustion of, FMLA leave regardless or reason and/or prior use of Workers
Compensation Leave will NOT be used as a sole reason for denying unpaid leave. On the other
hand, department workloads, the cost to the department of the additional absence(s), long-term
reassignment of workloads to other employees, lack of personnel to cover shifts, shortage of staff
for emergency coverage or vacations and other paid accrued leave are all valid reasons for
denying additional unpaid leave to an employee.
Prior squandering or misuse of employer provided leave accruals may also be considered if they
were not because of FMLA protected leave time or leave used due to a protected disability
condition. Seniority will not be affected if employee returns to work as soon as granted leave of
absence period is over. This leave may be extended only with approval of the Department Head
and then only on written application giving compelling reasons. Health Insurance benefits will
only be continued during this leave of absence if paid entirely by the employee.
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If an employee does not return to work from any approved leave on or before the agreed upon
date or come to a written agreement with management on an extension of time the employee may
mostly be considered to have terminated his/her employment.
E. MILITARY LEAVE:
Any officer or employee who is a member of the national guard or reserve forces under state or
federal law shall be given up to 15 days annual military leave without loss of seniority, pay,
status, efficiency rating, vacation, sick leave or other benefits for all of the time, up to the 15 day
limit, when he or she is engaged in training or service ordered by the appropriate military
authority. If the time for which leave with pay is exceeded they shall be entitled to leave without
pay and shall be reinstated following active service in time of war or emergency, or if otherwise
called to active service. This policy shall be in accordance with Sections 29-3-601 and 603, CRS,
1973. Copies of Orders should be submitted to the Department Heads two weeks prior to
beginning of leave. In addition, the amendments to the Family and Medical Leave Act allowing
time off for military-related medical needs or for military-related exigencies will be observed.
See FMLA provisions.
F. JURY DUTY:
Full time employees required to serve as a subpoenaed witness or juror during scheduled work
time are entitled to paid leave. In order to be granted leave for jury duty the employee must
submit a copy of the Summons and all forms furnished by the Clerk of the Court to the
Department Head. The employee shall reimburse the county all fees except mileage.
G. HOLIDAYS:
The county normally observes 10 paid holidays. They are; New Years Day, Martin Luther King
Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans
Day, Thanksgiving Day and Christmas. If a holiday falls on Sunday the following Monday will
be observed. If a holiday falls on Saturday, the previous Friday will be observed. There are 3
Administrative days or partial days off that may be changed without notice and are not paid
holiday days. They are: Day after Thanksgiving, Christmas Eve and New Years Eve.
H. FAMILY AND MEDICAL LEAVE COVERAGE:

1. Eligibility: An employee must have worked for the county for one year and 1250
hours to qualify to request FMLA. It is the duty of the County to review and respond
to these requests. In some cases bridging of prior county employment may apply.
a. All such inquiries should be directed to the payroll administrator for the
county or the department.
2. Qualifying Reasons for FMLA Protection: An employee who qualifies for family or
medical leave may take up to twelve weeks each year of unpaid leave for any of the
following:
a. The birth of a son or daughter.
b. The adoption or foster care placement of a child with an employee.
c. The care for a spouse, son, daughter, or parent of the employee for a serious
health condition.
d. Their own serious illness.
e. A qualifying exigency arising out of the fact that your spouse, son, daughter
or parent is on active duty or called to active duty status in support of a
contingency operation as a member of the National Guard or Reserves.
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f.
Because you are the spouse, son, daughter, parent or next of kin of a covered
service member with a serious injury or illness.
3. Employee Gives Notice to County: The employee must provide advance notice of 30
days for family leave (birth, adoption, or foster care placement) if practical. For
medical leave, if an employee, spouse, parent, or childs medical treatment is
planned; the employee must make a reasonable effort to schedule the treatment so as
not to be unduly disruptive to the employers operations. For emergencies no notice
is required.
4. Supervisor Gives Notice to County: Whenever a supervisor, manager or Elected
official is notified by an employee verbally or in writing, or learns of circumstances
that reasonably suggest that, an employee may qualify for FMLA leave as listed in
items 1-6 above, that person should immediately notify the payroll clerk or
administrator for that department and inform the employee to pick up the forms. The
payroll clerk or administrator for that department shall provide the employee with the
blank government forms for Notice of Eligibility and Notice of Authorization and
make a note to the file.
a. Whenever a supervisor, manager, or Elected official or payroll clerk or
administrator for that unit has observed or knows that an employee is or may
be absent for three or more days Or has a pattern of frequent, unexplained
absences for one of the reasons listed in items 1-6 above, that person should
immediately notify the payroll clerk or administrator for that department.
The payroll clerk or administrator for that department shall provide the
employee with the blank government forms for Notice of Eligibility and
Notice of Authorization and make a note to the file.
b. For purposes of the policy a pattern of frequent, unexplained absences is a
series of repetitive absences that is double that of the average (or median) for
the job title for the department, or most of which are unpredictable in nature
(i.e. call-ins that morning) or which in some other verifiable manner have
been disruptive to the work or scheduling of the department.
5. County Notice of Eligibility and Review is By Administrator: The County has 5
days to provide notice to the employee regarding the eligibility for FMLA: that is,
whether or not the employee has worked 12 months and 1250 hours. The County
also has 5 days to provide the necessary forms to the employee.
6. County Notice of Authorization of Leave after Certification is Complete: Sedgwick
County may require that the employee provide a doctors certification explaining the
personal or family medical condition for which leave is requested or other
certification documentation.
a. The employee then has 15 days to return the medical form completed. THE
MEDICAL INFORMATION SHOULD NOT BE RETURNED TO THE
SUPERVISOR BUT TO AN ELECTED OFFICIAL OR DESIGNATED
PAYROLL OR FMLA ADMINISTRATOR FOR THE COUNTY.
b. Within 5 days after the end of the 15 days, the Board must notify the
employee if the leave is FMLA protected or denied, or whether additional
certification information or another medical certification exam will be
required.
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7. RIGHT TO CURE: The employee may get an additional 7 days to cure if the leave is
denied. If the employee does not provide sufficient FMLA certification, the
employee jeopardizes his/her right to job protection under the FMLA leave.
8. FAILURE TO RESPOND: If an employee fails or refuses to identify or document an
FMLA or other qualifying reason for the absences, and invokes the protection of the
FMLA, then the supervisor is free to treat the absences as he would any other
performance issue.
9. ACCRUAL OF BENEFITS: If an employee is on unpaid leave, benefits will not
accrue during the employees absence. During a period of family or medical leave,
Sedgwick Countys employee will be retained on the health plan under the same
conditions that applied before leave commenced. To continue coverage, the
employee must continue to make any contribution they made to the plan before leave.
10. USE OF PAID LEAVE DURING FMLA: The county policy is to require an
employee on FMLA to use paid leave as appropriate: sick leave, vacation and other
leave may be used first as appropriate, then unpaid leave. County holidays are not an
FMLA leave day. Accrued overtime may be used at the employees option but is not
required to be used during FMLA. After all available paid leave is used then unpaid
leave will be allotted.
11. RETURN TO WORK RULES AFTER FMLA OR OTHER LEAVE: If an employee
fails to return to work of their own volition after taking any type of paid or unpaid
leave, without making specific arrangements as to a date they will return to work,
they may likely be understood to have quit or abandoned their job. It is an
employees duty to report clearly and in the case of FMLA, in writing, when they are
returning from any type of leave.
a. If the employee fails to return to work of their own volition after taking any
type of unpaid leave, without making specific arrangements as to a date they
will return to work under the family medical leave provisions, the employee
may be required to reimburse the county for any benefit payments made by
the county if they have not made a timely COBRA election to continue
paying (and to reimburse for) any insurance premiums then due and owing.
b. The only instance reimbursement is not required is if a serious health
condition OR OTHER CIRCUMSTANCE WHICH IS BEYOND THE
EMPLOYEES CONTROL prevents the employee from performing their
job.
I. COBRA (INSURANCE PREMIUM PAYMENTS):

Employees who depart the employment of the County for any reason, except gross misconduct
under the law, are entitled to exercise an option to continue to pay the health insurance premium
for themselves and family members. They are entitled to a notice of this right from the health
insurer and of other COBRA rights, and an explanation of how to exercise it.
Immediately contact your county health insurer for details if you depart the employment of the
county and are not informed of these rights at the time. There are time limits on your payment
requirements in order for you to participate.
J. UNEMPLOYMENT COVERAGE:
Any terminated employee has the right to apply for unemployment compensation benefits
provided by the State of Colorado after leaving employment. He or she is subject to all the
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requirements set by the state. Terminating voluntarily or termination for cause may subject the
claim to review.
K. RETIREMENT PLAN:
Sedgwick County is a member of Colorado County Officials and Employees Retirement
Association. All employees working 20 hours or more per week are required to participate as a
condition of employment after they have been employed for one year. Participation by Elected
Officials begins on the date they take office.
An employee joins the plan by signing the acceptance form furnished by Sedgwick County. This
authorizes the county to make contributions through payroll deductions. Employees should
request a copy of the Plan Summary from COERA for further details as the county is not the
plans administrator and is not authorized to explain the details of the plan.
Sedgwick Countys contribution is currently 3% of an employees regular annual salary.
Employees are required to contribute an amount equal to the countys 3%. Employees may
voluntarily contribute additional amounts according to the Association rules.
L. INCENTIVIZED RETIREE PLAN:
Employees who have worked a minimum of 5 years for Sedgwick County and who are between
62 and 65 years of age and who are retiring without the option of becoming a full time employee
elsewhere may be eligible for coverage. Incentivized Retirees eligibility for coverage would be
limited to coverage starting as early as the month in which they become 62 years of age and
ending at the end of the month in which they become 65 years of age. If you become a full time
employee elsewhere your benefits will cease immediately.
M. FLEXIBLE BENEFIT PLAN:

The county has adopted an IRS approved Cafeteria Plan. The current plan allows participation in
the area of health insurance premiums. The plan permits eligible employees to elect to defer part
of their salary compensation to pay their share of health insurance premiums with pre-tax dollars.
This plan reduces the amount of federal, state, and FICA taxes the employee must pay. To be
eligible, the employee must sign up for the program on an annual basis within the required month.
N. HEALTH INSURANCE:
Currently, Sedgwick County has health insurance provided to its employees and elected officials
through a coverage contract with County Health Pool. This coverage is available to all eligible
Employees. If it is not taken, the employee does not receive any compensation from the County
for the health premium because it is a part of the tax-deductible flexible benefits plan.
To enroll, a new employee must enroll after 30 days but before 60 days after starting work. After
30 days from their date of employment before the first day of the next month a new employee can
elect to take the Countys health insurance plan. Should they elect to be in the plan within that
time frame, no physical will be required. There are some limitations on pre-existing conditions,
but after those limitations expire, full coverage is granted. If you miss this new enrollment
period, you will be subject to additional restrictions or limitations. An eligible employee can
elect to go on the health plan at a later date if circumstances change after first refusing the benefit.
However, they may then be required to take a physical, and are subject to acceptance by the plan
provider. An employee could be rejected if the plan provider finds him an unacceptable risk.
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The eligible employee can elect to take single coverage or family coverage. The county pays a
portion of the coverage. The employee also pays a portion of the coverage. Since rates may
change on an annual basis, the current years rates need to be consulted for accurate information.
If the employee elects to take health insurance, life insurance and accidental death and disability
insurance are also provided. Details of the current plans rates and exact benefits are available at
the County Finance Office. The employees portion would be deducted from the employees
monthly paycheck. The deduction from the paycheck provides coverage for the next month.
The current health plan requires an employee to call a Patient Service (toll free number) for
certain treatments or there will be substantial losses in coverage.
O. WORKMANS COMPENSATION COVERAGE:

Each employee is fully covered for the cost of medical treatments and estimated costs of wages
for loss work time, for injuries on the job under the countys workman compensation coverage
(C.R.S. 8-43-102 sec. 1.5). This coverage is provided while they are in the scope of their duties
for the county. It does not cover off the job injuries. If an employee has been injured on the job,
even slight, or suspects he has been injured, the employee must report this fact to his or her
immediate supervisor at once, and in any circumstances, the employee must report the injury
within 24 hours of the injury. The supervisor will see that the employee gets first aid or, in case
of more serious injury, medical attention.
The county has designated physicians that provide Initial health treatment for all on-the-job
injuries. Sedgwick County Health Center and designated physicians must be seen FIRST or the
claim will be denied. The only exception would be an emergency where the employee must be
attended to immediately and a designated physician is not close or available. There are special
procedures required to be followed for a change of physician.
The county has instituted a modified duty policy which states that injured employees will be
encouraged to come back to work with modified duties if they are still unable to perform all the
duties of their job before their injury. The need for anyone requiring modified duty will be
decided on a case-by-case basis based upon county need. In any event, modified duty will only
be prescribed for a specified length of time. At the time of the defined time, the case will again
be reviewed to determine if the modified duty needs to be extended.
Regardless of whether or not the employee is able to work in a modified capacity or not at all
during recover, the state calculates wage payments at your wage rate (up to a maximum) minus
33 1/3% for the estimated costs of mandatory payroll deductions.
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X.
COMPENSATION
A time sheet will be maintained for each employee, recording all hours worked. The time sheet shall be
signed by both the employee and supervisor to certify the accuracy of the time record and shall be turned
into the County Finance Office each week. Employees who are exempt from overtime are not excluded
from the requirement to maintain hours and dates worked on a time sheet.
Exempt employees are paid for any week in which they actually work, less time required to be recorded
in greater than 15 minute intervals to paid leave accruals. They must use paid leave for all absences
except as noted in this policy. Unpaid leave may be required only if allowable under wage hour laws for
exempts.
The time sheets should reflect actual hours worked. If paid leave or compensatory time is used, the time
sheet should reflect the hours used and the type of paid leave used. If an employee works on a holiday,
the time card must reflect that it was holiday hours worked and the reason the employee was required to
work on a holiday.
Under no circumstances should any employee or supervisor report or approve time as worked if it was
not, or time off if it was worked. A supervisors signature is his or her verification that the hours are
correct to the best of their knowledge and ability to determine. The County considers attempts to falsify
timekeeping records a very serious matter. Therefore, any of the following actions may result in
disciplinary action, up to and including termination: refusing to complete time records appropriately,
altering, falsifying, tampering with time records, or recording another employees time record.
A. MANDATORY PAYROLL DEDUCTIONS:

Federal Income Tax (FIT): The Federal Government requires Sedgwick County to withhold a
certain percentage of an employees pay to enable the employee to pay Federal taxes due each
year. The percentage amount withheld is based on the amount of wages and the number of
exemptions claimed, as indicated on the employees W-4 form. The number of exemptions
claimed may be changed by the employee as they determine necessary.
State Income Tax (SIT): The State of Colorado requires mandatory deduction for state income
tax. The amount taken out of an employees pay is based on wages and the number of
exemptions claimed on the W-4 form.
Social Security and Medicare Taxes (FICA): This program provides old age, disability, survivor,
and Medicare benefits. The amount deducted from an employees pay is based on total wages
earned, and this amount is matched dollar-for-dollar by Sedgwick County.
B. WAGE GARNISHMENT:
Garnishment of wages or child support orders may result when an unpaid creditor has taken the
matter to court. A garnishment is a court order allowing for creditors to collect part of an
employees pay directly from Sedgwick County. Although the County does not wish to become
involved in an employees private matters, the County is compelled by law to administer the
courts orders. Government levies will be treated in the same manner as garnishments.
Employees are encouraged to resolve these matters privately.
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C. VOLUNTARY DEDUCTIONS:
The Board of County Commissioners has approved some payroll deduction plans where
employees may elect to have funds deducted from their payroll checks to pay personal insurance
or other voluntary payroll deductions. New plans must receive approval by the Board of County
Commissioners before the county will make voluntary deductions.
D. PROCEDURE TO CORRECT PAYROLL ERRORS:

When an error in pay is identified by either the department head/elected official or the employee,
it will be brought to the attention of the County Finance Office immediately so all the corrections
can be made. Before corrections will be made, a Pay Error Correction Form must be filled out
and signed by the Administrator or Elected Official and submitted to the County Finance Office.
All over payments discovered will result in a collection action for the total amount. Retroactive
pay owed to an employee will be made on the next payroll check issued if at all possible. If the
problem has gone undetected through no fault of the employee, a repayment plan for errors either
way may be negotiated. An employee will be notified of the error, and how and when the over
payment will be deducted from or added to his or her check.
E. HOLIDAY PAY/ADMINISTRATIVE DAYS PAY:

All holidays observed by the county are compensated at a rate of 1 day of pay (8 hours). The
county normally observes 10 paid holidays. Since these holidays are scheduled to maximize the
convenience of the holiday schedule at the Monday-Friday courthouse schedule, any employee
who would normally work the Monday through Friday courthouse schedule gets a paid day off.
For employees who work a rotating 24/7 shift or emergency coverage they are entitled to the 8
hours holiday pay plus the hours they actually work, including overtime for that workweek, if
they work overtime. Administrative days are offered by the Board of Commissioners and are
compensated at regular pay for 8 hours. These days are not legal Holidays and are generally the
day before or after Thanksgiving, Christmas and New Years Day and any employee who would
normally work the Monday through Friday schedule will get a paid day off. For employees who
work a rotating shift or emergency coverage on an Administrative day, they are entitled to 8
hours of extra hours pay if they physically work on that day. Administrative days are subject to
Commissioners Discretion.
F. LIMITING HOURS WORKED FOR NON-EXEMPTS:

In order to prevent the working of overtime, a department head or supervisor may require an
employee to stop working during the week after 40 hours have been reached. This may be done
at any time prior to the end of the Work Week or Work Period.
G. OVERTIME PAY:
ALL TIME WORKED IN EXCESS OF THE NORMAL WORK WEEK IS TO BE
UNDERSTOOD AS BEING UNDER A COUNTY AND A DEPARTMENTAL
AGREEMENT WITH ALL EMPLOYEES TO GRANT COMPENSATORY TIME OFF
AT TIME AND ONE-HALF IN LIEU OF OVERTIME PAY. EXCEPT AS PROVIDED
IN THE EXCEPTIONS BELOW, ANY OTHER OVERTIME COMPENSATION IS NOT
EXPRESSLY AUTHORIZED UNDER THE BUDGET APPROVAL OF THE BOCC.
EVERY EMPLOYEE IS EXPECTED TO CONSENT TO THIS AGREEMENT FOR
OVERTIME-COMPENSATORY TIME OFF IN PLACE OF OVERTIME PAY.
Employees may be required to work overtime from time to time in order to meet staffing and
work needs of the department during times of an emergency or to meet statutory deadline. During
such times, an employee may be moved from one department to another when approved by both
the County Commissioners and the Elected Official(s) or Department Head(s) involved. An
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employee in this instance would be a temporarily loaned employee and overtime laws would
apply to both county departments.
Paid leave time (Vacation, Sick, and Funeral leave) and paid non-worked Holiday pay will not be
used to calculate overtime. Holiday hours actually worked may be used to calculate overtime
only in the case where it is a scheduled workday or a bona fide emergency.
Regardless of the overtime request, if an employee is suffered or permitted to work, they are
entitled to appropriate compensatory time off or overtime pay, as provided in this policy and
under the FLSA
H. EXCEPTIONS TO COMPENSATORY TIME OFF PAY POLICY:

Employees required to work overtime from time to time in order to meet staffing and work needs
of the department during times of an emergency or to meet statutory deadline may be paid
overtime pay rather than granted compensatory time off. Unless such overtime pay is preapproved by the Board of County Commissioners, the Department Head shall submit a written
request asking the Board to authorize overtime pay in such instances.
Road and Bridge Department employees, due to the unique staffing needs and work environment
of the Department, are to be paid overtime pay rather than granted compensatory time off.
I. BUDGET APPROVAL POLICIES:

COMPENSATORY TIME: The policy of the BOCC is to authorize the payment of overtime
by Department Heads as compensatory time off at time and one-half up to the amount of
compensatory time approved by the Commissioners in the Departments budget. Department
Heads are to approve compensatory time off in writing under the budgets appropriated.
OVERTIME PAY: The policy of the BOCC is to authorize the payment of overtime by
Department Heads as overtime pay up to the amount of overtime pay approved by the
Commissioners in the Departments budget. Department Heads are to approve overtime pay in
writing under the budgets appropriated.
ADDITIONAL STAFFING NEEDS IN EXCESS OF BUDGETED STAFFING LEVELS:
The usual policy of the BOCC is to authorize the payment of overtime by Department Heads as
compensatory time off at time and one-half. Therefore, any requests for extra shift coverage,
emergencies, paid vacation coverage, sick leave coverage, or other coverage hours in excess of
the staffing level required to be maintained for the annual budget should be requested in writing
as straight time, part-time pay authorizations, or additional staff levels at straight time pay. If the
Department Head wishes to pay overtime pay, there should be some written justification for why
overtime is the most efficient way to cover the staffing needs.
REQUEST TO PAY COMPENSATORY OR OVERTIME PAY IN EXCESS OF
BUDGET: A Department Head may not authorize overtime payment of compensatory time off
or overtime pay in excess of the annual appropriated budget. Poor management of funds does not
justify unlimited compensatory and overtime pay appropriations. In the event a Department Head
wishes to pay compensatory time off or overtime pay in excess of the annual budget, the
Department Head shall request in writing that the Board of County Commissioners approve such
payment. The Board of County Commissioners authorization of payment of compensatory and
Page 40 of 64
overtime pay in excess of budgeted amounts does not guarantee funding of additional
compensatory and overtime pay later in the year.
STATUTORY DEADLINES AND EMERGENCIES: Employees may be required to work
overtime from time to time in order to meet staffing and work needs of the department during
times of an emergency or to meet statutory deadline. In such an event, Department Heads may
submit a written request to the Board of County Commissioners asking for authorization to pay
employees overtime pay rather than compensatory time off.
BOARD OF COUNTY COMMISSIONERS WRITTEN AUTHORIZATION: In no

instance, other than as provided in this policy, shall a Department Head pay an employee
overtime pay in lieu of compensatory time off without the authorization of the Board of County
Commissioners.
J. ACCRUAL OF COMPENSATORY TIME OFF:

Compensatory time off will only be accrued with the approval of the Department Head or
Supervisor.
All accrued and/or used overtime compensatory time must be clearly designated on each
employees time sheet, with dates and times, and turned into the County Finance Office each
month. Compensatory time will only be approved and accrued when there is a bona fide need.
Overtime compensatory time will be accrued at a rate of 1 and one half hours for each hour of
employment for which overtime compensation is required as outlined in Section 7(0)(1) of the
Fair Labor Standards Act. See definitions at the beginning of these policies. All overtime
compensatory time will be kept as part of employees weekly pay records.
In the departments with a 37.5 hour week compensatory time will be accrued at straight time until
40 hours have been worked, and then at a rate of one and one-half hours for each hour of
employment worked above 40 hours. Recording of these times will be notated separately.
Leave time and non-worked Holiday hours will not be used to calculate over time for any
department or any employee. Holiday hours actually worked may be used to calculate over time
only in the case where it was a regularly scheduled work day or was worked due to a bona fide
emergency.
K. USE OF OVERTIME COMPENSATORY TIME OFF:

An employee who has requested the use of overtime compensatory time already accrued shall be
permitted by the supervisor to use such time within a reasonable period, normally 30 days, and
under reasonable circumstances. The request will be granted if the use of the compensatory time
does not unduly disrupt the operations of the work of the department or office.
If the employees request to use the overtime compensatory time cannot be granted within a
reasonable time due to scheduling difficulties, the county must allow accruals for future use up to
240 hours. The county shall pay the employee for any overtime compensatory hours accrued
above 240 hours.
L. SHERIFFS OFFICE OVERTIME:

Overtime for Sheriffs P.O.S.T. certified Officers will be calculated at hours in excess of 171
hours in one-months pay period. The Undersheriff is exempt.
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M. EXEMPT CLASSIFICATIONS:
The following classifications of employees are exempt from overtime regulations and do not
receive overtime compensation: Elected Officials and Executive, Administrative, Professional
and certain employees in Computer Related Occupations, as determined under the Fair Labor
Standards Act. General guidelines for determining Executive, Administrative, Professional, and
Computer Related positions are provided in Appendix A of this policy, as found in the Fair
Labor Standards Handbook, Thompson Publishing. In order for other employees to be
considered exempt, an exemption statement must be on file in the Administration office and, as a
budget matter, approved by a vote of the BOCC.
N. PAID TIME OFF FOR EXEMPT EMPLOYEES:

The salary level of employees who are exempt from overtime pay should take into account that it
may be necessary for the employee to work a reasonable amount of overtime. However, there
may be unusual or emergency situations in which an exempt employee is required to work
significant amount of overtime for an extended period of time.
The time sheets should reflect actual hours worked. If paid leave or compensatory time is used
the time sheet should reflect the hours used and the type of paid leave used.
If an employee works on a holiday, the time card must reflect that it was holiday hours worked
and the reason the employee was required to work on a holiday.
It is always within the authority of the Elected Official or department head to authorize Straight
time paid time off for exempt employees for long hours worked, so long as it is accurately
recorded.
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XI.
REIMBURSEMENT FOR OUT-OF-POCKET EXPENSES
For employees who might be required to drive their own vehicle to meetings or for county business, a
mileage claim can be turned in. The current reimbursement is calculated on a sliding scale.
1. MILEAGE REIMBURSEMENT SLIDING SCALE:

This scale has been developed and adopted by the Board of Commissioners to address the volatile
nature of the price of fuel. It may be amended from time to time based upon fiscal needs as well
as for changes within the world that affect fuel prices. Every attempt to provide a reasonable
reimbursement for the cost of conducting county business will be made. The standard base
mileage rate will be 43 cents per mile. This rate is effective April 1, 2009. This rate will be
adjusted quarterly during the year on April 1, July 1, October 1, and January 1, in accordance
with the following schedule:
Average per gallon fuel cost
Reimbursement per mile
0.01 to 1.50
43 cents
1.51 to 1.75
44 cents
1.76 to 2.00
45 cents
2.01 to 2.25
46 cents
Plus 1 cent per every 20 cent increase in gas price.
The average regional price for the quarter will be determined by calling two commercial
distributors in the county and averaging the price across the county a week before the start of the
new quarter.
In the event of a drastic increase in fuel price within any quarter, the Board of Commissioners is
empowered to adjust reimbursement rates within a quarter, subject to ratification at the next
quarterly rate review.
If an employee is required to attend meetings out of town, his motel, registration, and meals will
normally be covered by the county. If there is any question on whether or not an expense is
covered, authorization must be received prior to the expenditure from elected official or
department head.
The county reserves the right to request receipts on all submittals.
2. REIMBURSABLE EXPENSES:
The purpose of this travel rule is to set forth policies and procedures for travel and reimbursement
of travel expenses. These policies and procedures shall apply to all elected officials, officers,
employees and Board of County Commissioners of Sedgwick County. It is the responsibility of
the traveler, his/her immediate Supervisor, and the Department Head of Elected Official to assure
that all travel charged to the County, regardless of the sources of funds, is accomplished for the
benefit of the County and is completed at the most reasonable cost. Reimbursements for travel
expenses are allowed for the following purposes within the limits prescribed:
3. PRIVATE AUTOMOBILE:
Employees shall be allowed a fee per mile (see Section 8 B) for costs incurred while operating a
privately owned car, truck, van or motorcycle. Approved travel includes mileage travel between
the office and business destinations.
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Employees shall note that private vehicles are not covered under the countys insurance plan.
The employee is responsible for all required insurance on their own vehicle and shall show proof
of liability insurance to the County Clerk if using their private vehicle for County business. The
county is not liable for any damages, deductibles, co pays or liability coverages that might occur
during the use of the employees vehicle for county business.
4. COUNTY OWNED VEHICLES:

County owned vehicles and equipment are to be used for official business whenever available,
but shall not be used for personal purposes.
5. USES OF COUNTY PROPERTY:

County tools and equipment may be used only for county work. They are not available for your
personal use or convenience. You are responsible for the proper use and security of all county
property assigned to you, and all county property must be returned upon separation from
employment. A county employee may not use county property for personal or private business.
6. AIRLINES, RAILROADS, BUSES, RENTAL CARS:

Use of these means of transportation is allowable when it is determined by the Elected
Official/Department Head that it is the most economical means, which will satisfactorily
accomplish the countys business. The claim for reimbursement for these expenses shall be
included on the travel voucher with receipts attached.
7. SALES AND ACCOMMODATIONS TAXES:

Sedgwick County is exempt from paying Federal and State taxes. When on travel status for the
county, you should not be paying sales and accommodation taxes. To avoid paying tax at hotels
and motels, employees need to try and arrange payment by county warrant.
Page 44 of 64
XII. CORRECTIVE ACTIONS

The county, its supervisors, elected officials and department heads have the authority to manage the
quality and quantity of work by employees on a day-to-day basis. They may impose verbal, written or
more severe disciplinary action in a matter they think will be most effective and legally compliant.
While the following procedures establish a written protocol for use by Department Heads/Elected
Officials, any situation that requires verbal or written correction or discipline shall be handled on a caseby-case basis.
Elected officials may issue guidelines as to how long written corrective actions are to remain in the
performance evaluation documentation of a group of employees, and if the seriousness of the certain
classes of behaviors justifies a longer or shorter time. In no event shall these timelines be shorter than any
rules for retaining documents under the state archives or evidence rules.
Depending upon the severity of the situation, the employer may take an action without the need for an
initial verbal or written corrective action. They are not under any obligation to follow these guidelines in
any particular order and may impose them in a different order or not at all as circumstances warrant.
As a Sedgwick County employee, your supervisor will constantly be monitoring your job performance. If
the supervisor feels that your job performance is less than adequate or needs to be improved beyond
verbal instruction, the supervisor may draft a corrective action plan for you to follow. The purpose for the
corrective action is to correct or improve your job performance or behavior in a systematic manner.
1. Corrective actions will usually be in writing.
2. Corrective actions may be administered for minor breaches of rules, policies or
procedures deemed unworthy of reaction by supervisor but of significant enough
impact that such breached or behaviors should be corrected.
3. Corrective action plans may or may not be administered concurrently with
disciplinary actions in the discretion of the supervisor.
Corrective action plans should contain:
1. The area(s) of needed improvement.
2. The corrective actions the employee must take.
3. The time allotted to the employee to make correction. The time shall be reasonable
and in accordance with the nature of the problem. For example, it may be to start
immediately and to continue indefinitely
4. A general statement of potential disciplinary action that may result if the employee
fails to make the necessary corrections.
5. A statement that the employee may submit a written explanation or comment to the
supervisor regarding the plan. The employees statement shall be attached to and
kept with the corrective action plan and may be made a part of the employees
personnel file.
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6. The corrective action plan should usually be followed up on and notated as to the
employees compliance within 3 months. It can be renegotiated on an ongoing basis
but the county is under no obligation to do so.
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FITNESS FOR DUTY

A. The County, its supervisors, elected official and department heads may determine that
an employee undergo a fitness for duty examination. The need for a fitness for duty
examination. The need for a fitness for duty examination will be determined based
on a review of the employees job performance and facts and circumstances as
described by a county supervisor, elected official and/or department head which lead
to the county supervisor, elected official and/or department head requesting the
employee undergo such fitness for duty examination. The employee will be notified
in writing as to the facts and circumstances that resulted in him or her being required
to undergo such a fitness for duty examination.
At the Countys expense, the examination will consist of tests necessary to determine
the employees physical, mental or emotional capability to safely perform the
essential functions of the employees position.
The Board of County Commissioners will select the licensed health care provider(s)
conducting such testing and the County Clerk will schedule the examination(s) at the
earliest date the health care provider is available to conduct such examination. Until
the completion of the examination(s) and further action by the Board of
Commissioners, the employee will be on paid leave from employment.
In the event 1) the employee refuses to undergo such examinations, or 2) the
examinations disclose that the employee cannot safely perform the essential functions
of his or her position due to the employees physical, mental or emotional condition
or state, the employee will be immediately released from employment with the county
and within ten days from such release from employment shall be provided in writing
the reason(s) for the employees release from employment under this provision.
B. ELIGIBILITY FOR EMPLOYMENT AFTER DISCHARGE FROM
EMPLOYMENT DUE TO UNFITNESS FOR DUTY. If the employee can
demonstrate to the Board of Commissioners that the employee would be able to
safely perform the essential functions or his or her employment having successfully
undergone medical treatment necessary to correct the employees physical, mental or
emotional condition having resulted in his or her having been determined to be unfit
for duty and submits a recently executed medical release from his or her treating
licensed health care provider insuring that the employee can safely perform the
essential functions of his or her employment he or she shall then be eligible to apply
for employment with the county despite such previous finding of unfitness for duty.
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XIII. GRIEVANCE PROCEDURES

A. GRIEVANCE PROCEDURE FOR DISCRIMINATION AGAINST THE DISABLED:
Sedgwick County has adopted an internal grievance procedure providing for prompt and equitable
resolution of complaints alleging any action prohibited by the Office of Revenue Sharings (ORS)
regulations (31 C.F.R. 51.55) (d) (2) implementing Section 504 of the Rehabilitation Act of 1973, as
amended (29 U.S. C. 794). Section 504 states, in part, that no otherwise qualified handicapped
individual shall, solely by reason of handicap, be excluded from the participation in, be denied the
benefits of, or be subjected to discrimination under any program or activity receiving federal financial
assistance
Complaints should be addressed to: The Department Head or Elected Official involved, Sedgwick
County Courthouse, 315 Cedar, Julesburg, CO. 80737; if the Department Head or Elected Official is
unable to resolve the complaint, it can then be submitted to the Sedgwick
County Board of Commissioners, Julesburg, CO 80737 (970) 474-2485; who has been designated to
coordinate Section 504 compliance efforts.
1. A complaint should be filed in writing or verbally, contain the name and address of the
person filing it, and describe in detail the alleged violation of the regulations.
2. A complaint should be filed within 30 days after the complaint becomes aware of the
alleged violation. (Processing of allegations of discrimination occurring before this
grievance procedure was in place will be considered on a case-by-case basis).
3. An investigation, as may be appropriate, shall follow a filing of a complaint. The
investigation will be conducted by the Department Head. These rules contemplate
informal but thorough investigations, affording all interested persons and their
representatives equal opportunity.
4. A written determination as to the validity of the complaint and description of resolution,
if any, shall be issued by the Department Head and a copy forwarded to the complainant
no later than 60 days after its filing.
5. The Section 504 coordinator shall maintain the files and records of the Sedgwick County
relating to the complaints filed.
6. The complainant can request a reconsideration of the case in instances where he or she is
dissatisfied with the resolution. The request for reconsideration should be made within
30 days to the Board of County Commissioners.
7. The right of a person to a prompt and equitable resolution of the complaint filed
hereunder shall not be impaired by the persons pursuit of other remedies such as the
filing of a Section 504 complaint with the Office of Revenue Sharing. U.S. Department
of the Treasury. Utilization of this grievance procedure is not a prerequisite to the pursuit
of other remedies.
8. These rules shall be construed to protect the substantive rights of interested persons, to
meet appropriate due process standards and to assure that the Sedgwick County complies
with Section 504 and the ORS regulations.
Page 48 of 64
XIV. GRIEVANCE POLICY

Sedgwick County is concerned with maintaining harmonious working relationships with and between its
employees. Therefore, the following grievance procedure has been established and will be used to
resolve all disputes relating to Sedgwick Countys Personnel Policy and personnel issues.
A. DEFINITIONS:
1. Grievable issues: A Grievance is a complaint or dispute by any employee or
Employees relating to employment with Sedgwick County, including, but not
necessarily limited to the following:
a. Disciplinary actions, including written reprimands, suspensions, and
terminations.
b. The proper application and/or interpretation of personnel policies,
procedures, rules and regulations, and ordinances and statutes.
c. Acts of reprisal as a result of utilization of the grievance procedure or of
participation in the grievance of another Sedgwick County employee.
d. Complaints of discrimination on the basis of race, color, political affiliation,
age, national origin, religion, ancestry, sex, or disabilities as defined by the
Americans With Disabilities Act.
2. Non-Grievable Issues: The Board of County Commissioners retains the exclusive
right to manage the affairs and operation of Sedgwick County. Accordingly, the
following complaints are not grievable under this procedure:
a. The determination of the governmental services to be rendered to the citizens
of Sedgwick County, utilizing personnel, methods, and means in the most
appropriate and efficient manner possible.
b. The determination of the financial, budgetary, accounting, and organization
policies and procedures.
c. The contents of personnel policies, drug and alcohol policies, procedures,
rules and regulations, and ordinances and statutes.
d. Establishment and revision of wages, salaries, general benefits, and position
classifications.
e. Work activity accepted by the employee as a condition of employment, work
activity offered through Modified Duty under Workers Compensation, or
work activity, which may reasonably be expected to be a part of the job
content.
f.
The measurement and assessment of work activity through a performance

evaluation except where the employee can show that the evaluation was
arbitrary or capricious or was not conducted in accordance with established
practice and procedure.
g. Failure to be promoted except where the employee can show that established
promotional policies or procedures were not followed.
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h. The methods, means, and personnel by which work activities are to be

conducted to include the provision of equipment, tools and facilities.
i.
Termination, lay-off, demotion, or suspension from duties due to a lack of

work, reduction in work force, or job abolition.
j.
The hiring, transfer, assignment and retention of employees within the

county provided such actions do not constitute disciplinary actions and that
established policies or procedures are followed.
k. The determination of appropriate training and career development, except

where the employee can show that the determination was arbitrary or
capricious or was not made in accordance with established practice or
procedure.
B. FILING A GRIEVANCE:
1. A grievance must be made in writing within five (5) working days of action being
grieved.
2. Any grievances must be filed directly with the Department Head.
3. The Department Head shall provide a written decision to the Employee within ten
(10) working days of his/her receipt of the appeal.
4. If an employee is not satisfied with the decision of the Department Head/Supervisor,
he/she may submit an appeal in writing to the County Commissioners within five (5)
working days of the Department Heads/Supervisors decision. Such an appeal must
state the nature of the problem, prior actions taken by the Department Head or
Supervisor, the reason the employee is seeking a review by the County
Commissioners and the relief sought in the appeal process.
5. The employee shall indicate whether he/she desires an informal discussion or a
hearing with the County Commissioners.
6. If an informal discussion is requested by the employee, the County Commissioners
shall schedule a meeting for the purpose of discussing the grievance. The County
Commissioners will make a determination and respond to the employee, in writing,
normally within ten (10) working days of the meeting. The decision of the County
Commissioners will be final.
7. If a hearing is requested by the employee, the County Commissioners shall schedule
said hearing normally within thirty (30) days after the date of request. During the
course of the hearing, the County Commissioners shall hear the evidence of the
charges against the affected employee. The employee shall, likewise, present
evidence on his behalf regarding the charges or grievance he or she may have. Each
side may question or cross-examine any and all witnesses called by the opposite side.
The hearing shall be informal in nature and the County Commissioners may accept or
reject whatever evidence they think relevant including hearsay evidence. Following
presentation of all evidence, the employee shall be given an opportunity to make a
closing statement. If desired, the Department Head may do likewise.
8. After the hearing, the County Commissioners will make a determination and respond
to the employee, in writing, normally within ten (10) working days. The decision of
the County Commissioners will be final, subject, of course, to any rights the
employee may have to appeal to appropriate courts of law.
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XV. JOB SEPARATION

A. RESIGNATION:
Employees are requested to notify their supervisor in writing as soon as possible of their intent to
resign. As a matter of professional courtesy at least a two (2) week notice before date of
resignation is a standard practice.
All County employees who terminate their employment for any reason will be scheduled to meet
with the Department Head and the Administration Office for an exit interview and for all final
actions of pay, retirement refund (County retirement plan), insurance and returning ID card, etc.
Final paychecks for all terminating employees regardless of status will be submitted for the next
regular cycle.
B. JOB SEPARATION REQUIREMENTS:

An employee who is leaving employment of the county shall:
1. Make an election regarding continuing health coverage if the employee has that
Benefit (COBRA forms).
2. Make a determination on retirement benefits.
3. Turn in all county equipment and keys that are noted on the inventory lists signed and
dated in the employees personnel file.
These items must be taken care of and the attached separation form completed before the final
paycheck is given to the employee.
C. RETIREMENT BENEFITS:
Upon retirement, the employee will be referred to the Retirement Plan Administrator and given a
copy of the available information regarding options and paperwork that they may need to fill out
at the exit interview.
D. SICK LEAVE BENEFIT UPON QUALIFIED RETIREMENT:

Any employee, upon retirement after the age of 62 or becoming qualified disabled (per
qualifications of social security regulations), shall be compensated based on regular pay for a
maximum of 60 days of accrued sick leave.
E. REDUCTION IN FORCE:
The Board of County Commissioners, Department Heads and/or Elected Officials may initiate
layoffs for the following reasons; lack of work, lack of funds, or reorganization.
1. Order of layoff - When there is a reduction in the number of positions in a job profile,
vacant positions in the profiles shall first be abolished. Employees shall then be laid
off from affected profile in the following order: temporary/temporary seasonal,
beginning with employee, temporarily promoted, conditionally promoted, permanent
full time. The Board, Department Head or Elected Official shall terminate
employees in temporary positions in the effected profile and abolish their positions.
Layoff according to seniority means that the employees hired in the last 0-9 months
will be the first laid off, so no need for a separate category here either.
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2. Employees in permanent status in permanent full time positions - The Board,

Department Head of Elected Official shall layoff and provide retention opportunities
to permanent employees according to the following: Permanent full-time and
permanent part-time employees within an affected profile shall be separated into two
groups for layoff purposes. Full-time employees whose positions are abolished or
increased or decreased in percentage, of time shall be provided the opportunity to
exercise retention rights.
3. Terminated positions to which the employee has retention rights - The employee
shall be referred to any part-time positions in the profile group. A full-time employee
who accepts a part-time position as part of the layoff process shall have their name
placed on a re-employment list for consideration to full-time positions. Part-time
employees shall be referred first to part-time positions available in the profile
throughout the layoff retention process. If there are no part-time positions to which
the employee has retention rights, the employee shall be referred to any possible fulltime positions available. A part-time employee who accepts a full-time position as
part of the layoff process shall have their name placed on a re-employment list for
referral to part-time positions.
4. Ranking of employees for retention purposes - Permanent employees shall be ranked
based on the following criteria.
a. Seniority. Permanent employees shall be ranked based upon seniority within
their respective full-time/part-time profile groups. Seniority shall be
determined as follows:
i. Date of Hire with Sedgwick County. The total time in years,
months
and days that an employee has spent in fulltime
regular (not seasonal) status with the County shall be counted.
ii. Continuous Service: Only time spent in continuous service shall
be used in determining seniority. The initial date of continuous
service shall be the date the employee was appointed as
beginning work to the County, when such service has not been
interrupted (except interruptions by layoff).
iii. A military training leave without pay: Time spent on mandatory
furlough shall be included in determining seniority.
b. Performance evaluation. When permanent employees have identical lengths
of service, they shall be ranked based upon performance ratings. The
employee with the lowest rating shall be laid off first. The performance
evaluation used shall be the evaluation given within the last 12 months and
must be in the employee file at the time of layoff.
c. Qualifications. A permanent employee shall have retention rights to a
position only if the employee meets the minimum listed qualifications for the
job description of the position at the time of the last annual performance
review.
d. Priority for offers. The Board, Department Head or Elected Official shall
offer retention opportunities to permanent employees in accordance with
their seniority. An employee shall be offered one position only. The offer
shall be based upon the employees meeting the minimum qualifications of
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the position and, in the case of bumping, having more seniority than the
employee being bumped.
The employee may be offered a position in any profile at the same grade
level in another occupational group in a profile in which the employee had
previously attained permanent status, or the highest-level demotional
opportunity in the same occupational group as the employees current profile.
i. All offers for re-employment shall be made in writing. The
employee will have three days in which to respond in writing. If
no response is received the employees name shall be removed
from the re-employment list. Re-employment lists shall expire at
the end of 12 months.
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XVI. RECEIPT OF PERSONNEL MANUAL

The undersigned an Employee of Sedgwick County Colorado acknowledges the following:
1. I have been issued a copy of the Sedgwick County Personnel Manual.
2. I have read the Manual and understand the terms of the Manual.
3. Any unclear parts of the Manual have been explained to me and I have had an opportunity to ask
questions regarding the policies in the Manual.
4. I understand that the Manual is not a contract between Sedgwick County and myself.
5. I understand that notwithstanding any provisions of any policies, that I am an at-will employee
and that either my employer or I may terminate this relationship without notice.
6. I understand that this receipt shall become a part of my Sedgwick County Personnel File.
______________________________________
Employee Signature
______________
Date
Page 54 of 64
XVII. ADOPTION AND UPDATES

The within set of personnel policies and procedures amending the Countys personnel policies and procedures are hereby adopted
this ______________________ and shall supersede all personnel policies and procedures now in effect.
Board of County Commissioners

___________________
Chair
________________________
Commissioner
_______________________
Commissioner
ATTEST: ______________________________
County Clerk and Recorder
The following offices have accepted these policies:
____________________________________
Sedgwick County Clerk and Recorder
_______________________________
Date
____________________________________
Sedgwick County Treasurer
_______________________________
Date
____________________________________
Sedgwick County Assessor
_______________________________
Date
____________________________________
Sedgwick County Sheriff
_______________________________
Date
____________________________________
Sedgwick County Road & Bridge
________________________________
Date
____________________________________
Sedgwick County Pest & Weed
________________________________
Date
____________________________________
Sedgwick County Comm Center Director
________________________________
Date
____________________________________
C.S.U. Extension Office, Sedgwick County
________________________________
Date
____________________________________
Colorado Welcome Center at Julesburg
________________________________
Date
____________________________________
Sedgwick County Department of Human
Services
________________________________
Date
These policies cover all Sedgwick County employees in the offices of the above-signed elected officials and all other departments
and employees of the county. I have read and have had an opportunity to ask questions concerning the policies of Sedgwick
County.
Page 55 of 64
XVIII.
APPENDIX A - FAIR LABOR STANDARDS ACT
A. EXEMPT EMPLOYEES:
1. Executive Employees - An employee who meets either the long test or the short test for
executives specified in 29 C.F.R. 541.1 and 541.101 is exempt.
a. Long Test for Executive Employees: An executive employee must meet all of the
following requirements to be exempt from the Fair Labor Standards Act (FLSA)
minimum wage and overtime provisions:
i. Duties: Primarily management of the agency, department or subdivision.
ii. Supervision: Customarily and regularly directs two or more other employees.
iii. Authority: Possesses the power to hire or fire employees, or makes suggestions
that are given substantial weight in such decisions, including promotions.
iv. Discretion: Customarily and regularly exercises discretionary power.
v. Work Responsibility: Does not devote more than 20 percent of his or her hours
in a workweek to the performance of activities not closely related to items (1)
through (4).
vi. Compensation: Is paid not less than $155 per week exclusive of board, lodging
or other facilities (1490). (On a yearly basis, $155 per week equals about $8,060
per year.)
b. Short Test for Executive Employees: An executive employee must meet all of the
following requirements to be exempt:
i. Compensation: Is paid not less than $250 per week exclusive of board, lodging,
or other facilities (1490). (On a yearly basis, $250 per week equals about $13,000
per year.)
ii. Duties: Primarily management of the agency, department, or subdivision.
iii. Supervision: Customarily and regularly directs two or more other employees.
2. Administrative Employees - An administrative employee must meet all of the following
requirements to be exempt from the Fair Labor Standards Act (FLSA) minimum wage and
overtime provisions:
a. Long Test for Administrative Employees: An administrative employee must meet all of
the following requirements to be exempt from the FLSA minimum wage and overtime
provisions:
i. Duties: Primarily consist of either:
1. non-manual or office work directly related to management policies or
general business operations; or
2. Performance of administrative functions in an educational establishment
in work related to academic training or instruction.
ii. Discretion:
judgment.
Customarily and regularly exercises discretion and independent
iii. Supervision:
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1. Regularly and directly assists a person employed in an executive or

administrative capacity; or
2. Performs under only general supervision work requiring special training,
experience or knowledge; or
3. Executes special assignments and tasks under only general supervision.
iv. Work responsibility: Does not devote more than 20 percent of work time to
activities not directly or closely related to performance of administrative work.
v. Compensation: Is paid not less than $155 per week exclusive of board, lodging,
or other facilities.
b. Short Test for Administrative Employees: An administrative employee must meet all of
the following requirements to be exempt:
i. Compensation: Is paid at least $250 per week exclusive of board, lodging or
other facilities.
ii. Duties: Primarily performance of office or non-manual work directly related to
management policies or general business operations, or the performance of
functions in the administration of an educational establishment, or a department
or subdivision thereof, in work directly related to the academic instruction or
training.
iii. Responsibilities: Primary duty includes work requiring the exercise of discretion
and independent judgment.
3. Professional Employees - An employee who meets either the long test or the short test
for professionals specified in 29 C.F.R. sec. 541.301 is exempt.
a. Long Test for Professional Employees: A professional employee must meet all of the
following requirements to be exempt from the FLSA minimum wage and overtime
provisions:
i. Duties: Primarily work requiring:
1. Advanced learning acquired by a prolonged course of specialized
intellectual instruction, as distinguished from general academic
education, apprenticeships or routine training; or
2. Original or creative work depending primarily on invention, imagination
or talent; or
3. Teaching, tutoring, instructing or lecturing for a school system or
educational institution.
ii. Discretion: Work requiring the consistent exercise of discretion and judgment.
iii. Work product: Predominantly intellectual and varied in character and which
cannot be standardized in relation to a given period of time.
iv. Work responsibility: Must devote not more than 20 percent of his or her hours to
activities not essential, part of or necessarily incident to the work.
v. Compensation: Is paid not less than $170 per week exclusive of bard, lodging, or
other facilities.
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b. Short Test for Professional Employees: A professional employee must meet all of the
following requirements to be exempt from the FLSA minimum wage and overtime
provisions:
i. Compensation: Is paid not less than $170 per week exclusive of board, lodging
or other facilities.
ii. Duties: Primarily consist of performing work requiring advanced learning or
work as a teacher.
iii. Discretion: Must include work that requires the consistent exercise of discretion
and judgment or consist of work requiring invention, imagination or talent in a
recognized field of artistic endeavor.
4. Employees in Computer-Related Occupations - An employees primary duty for this
exemption must consist of one or more of the following:
a. the application of systems analysis techniques and procedures, including consulting with
users, to determine hardware, software or system functional specifications;
b. the design, development, documentation, analysis, creation, testing or modification of
computer systems or programs, including prototypes, based on and related to user or
system design specifications;
c. the design, documentation, testing, creation or modification of computer programs related
to machine operating systems; or
d. A combination of these duties, the performance of which requires the same level of skills.
The professional exemption does not include trainees or persons in entry-level jobs
learning the computer specialties or programming, engineering and analysis.
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XIX. APPENDIX B - JOB SEPARATION

A. SEDGWICK COUNTY EXIT INTERVIEW:
In compliance with Sedgwick County Personnel Manual 11A, 11B, 11C and 11D, please fill out
this Job Separation Form and bring it with you to the County Finance Office immediately. If you
have any questions please contact the County Finance Office at 474-3346.
Your final paycheck will not be sent until you have returned this form to the County
Finance Office and signed the proper paperwork in that office.
If you would like to discuss your options for any of these decisions someone in the County
Finance Office will be happy to discuss them with you.
What was your last day worked? _______________
Health insurance must be terminated or continued through COBRA. You must come to the
County Finance Office to sign the proper form.
Cobra permits you to rescind or change this decision within another 30 days by contacting
your health insurance provider for the proper forms
_______ I intend to terminate my health Insurance
_______ I intend to continue my health insurance coverage through COBRA
Please read the personnel policy concerning retirement benefits 11-C and inform the Finance
Office which plan you intend to participate in. The plan you are eligible for will be
determined by the manner of your job separation, i.e.: retirement, resignation, and
termination.
Qualification for sick leave benefits is as described in the Sedgwick County Personnel Policy
11-D.
_______ I qualify for sick leave benefits (retirement after age of 62)
_______ I qualify for sick leave benefits (disabled per social security regulations)
_______ I qualify for vacation benefits (employed for six months or more)
You must cancel your direct deposit request with the county. You must come to the County
Finance Office to sign the form.
_______ I have returned all county equipment and keys to my supervisor.
________________________
Employee signature
_____________________________
Supervisor signature
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XX. APPENDIX C - SEDGWICK COUNTY COMPUTER USAGE

POLICY
Sedgwick County reserves the right, on computers owned or leased by Sedgwick County, to examine,
at any time, any computer, application software, computer files, messages, and memory of any type
(to include, but not limited to hard drive, RAM ROM, PROM, CD ROM, DVD, floppy).
Supervisors will have readily available, but keep confidential, all passwords for all employees and to
all files under their supervision. The issuance of a password does not make communications sent or
received on County computers private. Communications deleted by the employee may be retrieved
by the system administrator.
Sedgwick County employees may use County owned/leased computers, and computer equipment, to
include the Internet and email, for personal benefit with the following provisos:
1. Users must have the permission of their supervising Elected Official or Department Head and
permission may be subject to any conditions imposed by the Elected Official or Department
Head;
2. County computer equipment may never be used for a commercial or profit-making venture:
3. Equipment may be used only during non-duty hours (break, lunch, before and after work
hours, provided that the equipment is not then needed or in use for County business purposes;
4. Equipment may not be used for political or religious purposes.
INTERNET AND EMAIL POLICY
1. Employees should be aware that it is technologically possible to record all URLs or websites
reached, all downloads, and all email communications. Deleting such does not necessarily
erase same from the hard drive. Employees should assume that the County is making such
recordings at all times;
2. County equipment shall not be used to visit URLs or websites, or send email, which contain
sexually graphic content, is demeaning to any particular gender, race, religion, national
origin, or sexual orientation, or which content contains similar innuendoes or overtures or
profanity;
3. Employees should realize that email may become evidence in lawsuits;
4. Any personal email sent should have the word PERSONAL in the subject line. This will
prevent the recipient from mistakenly interpreting the email received as an official
communication of the county;
5. Any software downloaded from the internet (to include email attachments) will be scanned
for viruses prior to opening;
6. Equipment may not be used to download anything that would normally be protected by
copyright. This includes, but is not limited to, music and other audio files, certain executable
software, certain graphics, and certain games;
Page 60 of 64
7. Email may not be used for any wrongful, offensive or illegal purpose. This includes, but is
not limited to false, harassing, slanderous messages or attachments or any messages that
violate copyrights;
8. Email may not be used to violate any other County policies or regulations;
9. Employees may subscribe to listservs, discussion groups and/or chat rooms that are directly
related to business purposes. No other such subscriptions are permitted.
Page 61 of 64
XXI. APPENDIX D - HIPAA PRIVACY POLICY

A. PRIVACY OF PERSONAL HEALTH INFORMATION:
This policy shall apply to all county employees, volunteers, elected officials who are signatory to
this policy, and all funded individuals, departments, boards, or functions falling under the budget
authority or supervisory authority of the Board of County Commissioners.
The County intends by this policy to ensure compliance with all federal and state rules regarding
the privacy of information, without regard to the source or type of information. These rules
include but are not limited to the Federal Privacy Act provisions applicable to counties (5 U.S.C.
501 et seq.), the Health Insurance Privacy and Portability Act, the privacy exceptions under the
Colorado Open Records Act, and all other acts and laws governing any functions assigned to
county government by federal or state agencies including the Standards for Privacy of
Individually Identifiable Health Information in the federal law known as HIPAA. These may
include laws and rules applicable to public health, social services, law enforcement, detention,
employee records, credit protection, and other functions performed by the county.
Improper disclosure of medial records including personal health information is strictly forbidden
and constitutes a criminal offense under Colorado law. C.R.S. 18-4-412 provides that any person
who, without proper authorization, knowingly obtains a medical record or medical information
with the intent to appropriate the medical record or medical information to his or her own use or
to the use of another, who steals or discloses to an unauthorized person a medical record or
medical information, or who, without authority, makes or causes to be made a copy of a medical
record or medical information commits theft of a medical record or medical information.
B. PHI PROCEDURES MANDATED BY NEW LAW:

To effectuate this policy with respect to personal health information, the county has appointed a
Privacy Officer, has adopted this set of Policies and Procedures, will post Privacy Notices on all
employee bulletin boards at county facilities, and will investigate and log each reported privacy
breach regarding PHI and take steps to prevent any further erosion of privacy for all personal
health information regardless of location or manner of storage or transmission.
Commencing on April 14, 2003, and thereafter, any individual who believes that their personal
health information has been created, transmitted, or used in violation of HIPAA may report the
alleged improper use to the County Privacy Officer who shall make and retain a log of each such
report, and either investigate and take all necessary steps to protect against any future use of the
PHI or to a designated departmental privacy officer, who shall undertake all assigned duties
including reporting it to the County Privacy Officer. The log shall be retained continuously for 6
years under HIPAA rules.
C. PRIVACY OFFICER:
The county privacy officials shall be:
1. Jane Kipp
County Health Pool & Workers Comp Privacy Officer
2. Lisa Ault
Human Service Privacy Officer
3. Randy Peck
Sedgwick County Jail Privacy Officer
4. Joe Neugebauer
Sedgwick County Ambulance Privacy Officer
Page 62 of 64
The County Privacy Officers duties shall include all necessary tasks to insure that the county
remains in compliance with HIPAA, including but not limited to:
1. Monitoring and implementing the countys privacy procedures through training, supervision
and follow-through with all county personal;
2. Receiving, investigating, and resolving complaints regarding potential breaches of privacy;
3. Maintaining a log of such incidents that complies with HIPAA; and
4. Reporting on such duties to the Board of County Commissioners not less than once per year.
5. Ensuring the proper postings of a currently valid Notice per HIPAA.
D. POSTING OF NOTICE:
The Notice of HIPAA Privacy below shall be posted on all employee bulletin boards at county
facilities.
Notice of Privacy Protections for Personal Health Information (PHI)
Definition of Protected Health Information or Personal Health Information
Hereafter, when referring to personal health information, protected health information, or medical
records under any of the applicable laws, this policy shall use the term PHI. In this policy, PHI
shall mean personal health information, and shall include any medical records or personal health
information covered by any of these laws and specifically including all information which is or
may be individually identified Protected Health Information as defined in all parts of HIPAA,
including 45 CFR 160 et seq.
To effectuate this policy with respect to PHI, the county has appointed a Privacy Officer; has
adopted a set of Policies and Procedures that can be found in the County Handbook and in
directives to supervisors; will hereafter post Privacy Notices on all employee bulletin boards at
county facilities; and will hereafter investigate and log each reported privacy breach regarding
PHI and take steps to prevent any further erosion of privacy for all personal health information
regardless of location or manner of storage or transmission.
Commencing on April 14, 2003, any individual who believes that their personal health
information has been created, transmitted, or used in violation of HIPAA may report the alleged
improper use to the County Privacy Officer who shall make a log of the report, and either
investigate and take all necessary steps to protect against any future use of the PHI or to a
designated departmental privacy officer, who shall undertake all assigned duties including
reporting it to the County Privacy Officer.
The county expects all of its employees, officers and volunteers to refrain from any conduct
which would unnecessarily infringe the privacy rights, including privacy of their PHI, of its
employees, volunteers, or clientele. All employees, including supervisors, are expected to consult
these rules regarding the necessity of procuring a signed release of information from the
individual whos PHI is involved.
If any person, including supervisors, is unsure of whether or not the discussion or release of PHI
would be a violation of a persons privacy rights, they are expected to consult with their
supervisor or the county privacy officer before releasing any information.
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E. COMPLAINT PROCESS:
Any individual alleging that their personal protected health information has been used or
disclosed improperly (i.e., in violation of HIPAA) by an officer, volunteer, or employee of the
County should file an internal privacy complain within seven (7) calendar days of receiving
knowledge of the potential wrongful disclosure.
The complaint must be filed with the county Privacy Officer, identified above, or with the privacy
officer appointed for the individual county department, if any such appointment is made. Such
complaint may be made in writing on the county-specified form.
Retaliation against any person filing, investigating, cooperating with an investigation, or
providing evidence for an investigation under this complaint process is strictly prohibited. An
internal complaint may be amended or filed for alleged HIPAA retaliation.
The County Privacy Officer will ensure that the complaint is logged, investigated, and responded
to in a manner which will be designed to prevent potential improper disclosures of PHI in the
future. This process will include a finding in each instance of whether or not an alleged improper
disclosure was substantiated by the evidence taken as a whole, or whether the alleged improper
disclosure was unsubstantiated by the evidence taken as a whole. The individual who has
allegedly been harmed by the disclosure shall not have any substantive or procedural interest in
the determination of the matter, other than as a factual witness, nor in the actions taken to prevent
any potential disclosures in the future.
Whether substantiated or unsubstantiated, each complaint and related information shall be
preserved in a log which complies with HIPAA rules. Substantiated improper disclosures or uses
of PHI and violations of the anti-retaliation policy may subject individuals to censure or
discipline, up to and including termination, depending on the frequency and severity of the
substantiated violations and the potential damage which could result or could have resulted from
the disclosure or use, and the evaluation by the Privacy Officer as to whether such action is the
best response available under the circumstances to prevent future disclosures.
Page 64 of 64

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SEDGWICK COUNTY

SEPTEMBER 18, 2000

4-1-2009 REVIEWED COUNTY ATTORNEY MAX CARLSON

Sedgwick County Personnel Policies

Sedgwick County Personnel Policies

MANAGEMENT RIGHTS ................................................................................................................ 6

II. ORGANIZATION and ADMINISTRATION ............................................................................... 7

A. COUNTY GOVERNMENT ORGANIZATION ......................................................................................... 7

III. RECRUITMENT, SELECTION, AND APPOINTMENT ........................................................... 9

A. EQUAL EMPLOYMENT OPPORTUNITY: ............................................................................................. 9

INTRODUCTORY EMPLOYEE: ............................................................................................................ 13

A. UNPAID MEAL BREAKS AND SHORT REST BREAKS: ................................................................. 15

EXPECTATIONS OF CONDUCT ................................................................................................ 17

SUBSTANCE ABUSE POLICY .................................................................................................. 21

Sedgwick County Personnel Policies

VIII. EMPLOYEE ACKNOWLEDGMENT OF THE SEDGWICK COUNTY SUBSTANCE

A. VACATION LEAVE: ................................................................................................................................. 31

MANDATORY PAYROLL DEDUCTIONS: .......................................................................................... 38

Sedgwick County Personnel Policies

XI. REIMBURSEMENT FOR OUT-OF-POCKET EXPENSES ..................................................... 43

XII. CORRECTIVE ACTIONS ............................................................................................................ 45

GRIEVANCE PROCEDURE FOR DISCRIMINATION AGAINST THE DISABLED: .................... 48

XIV. GRIEVANCE POLICY ................................................................................................................ 49

XV. JOB SEPARATION ...................................................................................................................... 51

XVI. RECEIPT OF PERSONNEL MANUAL .................................................................................... 54

EXEMPT EMPLOYEES: .......................................................................................................................... 56

XIX. APPENDIX B - JOB SEPARATION......................................................................................... 59

SEDGWICK COUNTY EXIT INTERVIEW: ......................................................................................... 59

XX. APPENDIX C - SEDGWICK COUNTY COMPUTER USAGE POLICY ............................... 60

Sedgwick County Personnel Policies

Sedgwick County Personnel Policies

ORGANIZATION and ADMINISTRATION

A. COUNTY GOVERNMENT ORGANIZATION

C. RIGHT TO MAKE CHANGES

Sedgwick County Personnel Policies

D. ORGANIZATION AND ADMINISTRATION

Sedgwick County Personnel Policies

III. RECRUITMENT, SELECTION, AND APPOINTMENT

B. NEPOTISM EMPLOYMENT OF RELATIVES/WORKPLACE RELATIONSHIPS:

Sedgwick County Personnel Policies

conflict of interest or management problems of supervision, safety, security or morale. We will

Sedgwick County Personnel Policies

authorized appointing officials for Sedgwick County.

This authority cannot be otherwise

F. IMMIGRATION ACT COMPLIANCE:

G. CONTINGENCIES FOR EMPLOYMENT OFFERS:

Sedgwick County Personnel Policies

Sedgwick County Personnel Policies

Sedgwick County Personnel Policies

Sedgwick County Personnel Policies

A. UNPAID MEAL BREAKS AND SHORT REST BREAKS:

Sedgwick County Personnel Policies

F. EXCEPTIONS TO COMPENSATORY TIME OFF PAY POLICY:

Sedgwick County Personnel Policies

Sedgwick County Personnel Policies

E. SEDGWICK COUNTY SAFETY POLICIES:

F. HEALTH AND SAFETY GENERALLY:

G. REPORTING OF INJURIES AND ACCIDENTS:

Sedgwick County Personnel Policies

I. SEAT BELT REQUIREMENTS:

J. JOB PERFORMANCE GENERALLY:

(Failure to follow reasonable instructions issued by proper

Sedgwick County Personnel Policies

7. Deliberate, offensive language or conduct toward the public or fellow employees.

Adopted this day of _, 20_.

A working day is defined as an eight (8) hour day