Rutherford County Employee Handbook

1. Rutherford CountyEmployee Handbook Rutherford County Human Resources Department

2. Employee Expectations • Serve the people of the Rutherford County with efficiency and courtesy. • Conduct yourself in a business-like manner at all times, avoiding conduct that could cause embarrassment or criticism to Rutherford County whether on or off duty. • Do not engage in other employment or conduct private business while on duty or off duty in a manner or extent that affects your service to Rutherford County. • Do not use County supplies, equipment, or office space for personal use. Maintain proper care for all machines, equipment, and tools used during working hours.

3. Employee Expectations cont. • All employees are expected to report to work on time, to follow directions, to accept constructive criticism, to conduct themselves professionally, to treat others with respect, and to comply with all policies and procedures administered by Rutherford County. • Report any violations of policy, procedure or state/federal law to your department head or supervisor. • If an employee observes a county official, department head, or fellow employee engaging in any activity which is considered to be illegal, improper, or wasteful, they should call the State Comptroller’s toll free Fraud, Waste, and Abuse Hotline. Fraud, Waste, and Abuse Hotline 1-800-232-5454

4. Nepotism • The County prohibits employees who are relatives from being placed within the same line of supervision where one relative is responsible for supervising the job performance or work activities of another relative. • County strongly discourages dating, romantic, or intimate relationships between employees if one of the employees exercises supervisory control over the other employee. • County also strongly discourages married couples or couples living together from working in the same department especially if one of the employees exercises supervisory control over the other.

5. Residency • All positions that require the potential for call-out to respond to emergency situations shall be required to live within the Rutherford County limits. • Any individual who was actively employed by Rutherford County on June 30, 2009 in a position requiring the potential for call-out who does not currently reside within the required territory shall not be required to relocate as long as such individual maintains his/her current residency. In the event that such individual moves from his/her current residence, he/she must relocate to the required territory. • In the event that an individual employed by the County in a position not subject to the potential for call-out subsequently becomes subject to the potential for call-out through promotion, transfer, reclassification, change in job description, etc. such employee must relocate with 180 days of becoming subject to the potential call-out.

6. Use of County Vehicle • Used for County business only • All occupants are to wear their safety belts. • No smoking is allowed in County vehicles. • The Elected Official, Director, or Department Head has the sole discretion in determining who may operate County vehicles • County has the right to review any appropriate documents including but not limited to driving records and proof of a valid Tennessee license, and must be made aware of any driving violations or changes to driver information within five (5) days of occurrence.

7. Use of County Vehicle • Employees must be 18 years of age to operate a County vehicle. • Refrain from using cellular telephones, unless they are equipped with hands-free operations, • Any accidents that occur must be reported to the local law enforcement agency, the Insurance/Risk Management department and your Elected Official or Director immediately. • Employees who receive citations or fines for improper or unsafe driving while operating a County vehicle are subject to discipline and are required to pay any and all fines associated with citation to include parking violations and tow fees.

8. Probationary Period • Serves as the last step in the employment process - department heads and/or supervisors are provided the opportunity to observe an employee’s job-related performance. • Minimum of six (6) months, but may be extended at the department head’s sole discretion. • At any time during the probationary period, an employee may be removed from his position with or without cause for any non-discriminatory reason. • Obtaining regular employee status does not in any way constitute, and shall not be construed as a contract of employment or a promise of employment.

9. Hours of Work • All employees work a minimum of 37.5 hours per week; the various department heads have the authority to determine whether their employees work additional hours per week up to 40 hours. • Typical work day is 7.5 or 8 hours. • EMTs and Paramedics typically work a 24 hour shift.

10. Exempt Employees • Do not get paid overtime nor do they accrue comp time. • Pay is calculated on an annual rate rather than hourly. • May not have their pay reduced for variations in the quantity or quality of work performed. • Generally work in executive, administrative or professional positions. • Positions in pay grade 8 and above are exempt (except Lieutenants, Paramedics, and Software Specialists).

11. Overtime/Comp Time • Comp time is time which may be taken off from work without a reduction in pay. • All non-exempt employees are paid overtime for hours worked over 40 hours during one week or given comp time for all hours worked over the normal work week. • If overtime/comp time is credited for hours between 37.5 and 40, this time will be credited at the regular rate. • Earned at a rate of one and one-half hours for each hour of employment worked over 40 hours per week.   • Should be approved by the department head prior to working extended hours.

12. Overtime/Comp Time cont. • The County may elect to pay out comp time balances for employees promoted from non-exempt to exempt positions or pay down any comp time balances at any point during the year. • Upon termination or resignation, employee’s comp time balances will be paid. • The use of comp time is subject to approval by the employer and will be granted unless it is considered unduly disruptive to the department’s operations. • Department heads may schedule use of comp time. • Comp time must be used prior to taking annual leave.

13. Payroll Procedures • Employees are required to fill out a weekly timesheet. • Timesheets need to be signed by the employee and the supervisor/department head. • Falsification of time records may result in termination of employment. • Employees have the option of receiving their paycheck on a monthly or bi-weekly basis.

14. Payroll Procedures cont. • Paycheck errors should be brought to the attention of your supervisor for correction as necessary. • Lost or stolen paychecks will be reissued 5 business days after the pay date, once the employee fills out a Stop Payment Form. • When an employee is promoted, demoted, transferred, terminated, resigns, retirees, or has a change of address, a Personal Action Form (PAF) should be completed.

15. Annual Leave • Paid for annual days when employees retire or leave their employment in good standing. • Annual days roll over each year and annual days earned that exceed the max number of accumulated days allowed will be converted to sick leave days. Years of Accrual Rates Accrual Rates Max Employment County General Paramedic/EMT Accumulation 0 -4 yrs 1 day per month 11.2 hrs. per month 30 days 5-9 yrs 1½ days per month 16.8 hrs. per month 36 days 10-19 yrs 1¾ days per month 19.6 hrs. per month 39 days 20+ yrs 2 days per month 22.4 hrs. per month 42 days

16. Sick Leave • Each 37.5/40 hr employee will accrue 1 day of sick leave per month, Paramedics and EMT’s earn 11.2 hrs of sick leave per month. • No limit on the number of days that can be accrued. • May be used for an employee's personal illness, well-care and sick medical appointments.  • May also be used for illness and well-care of an employee's immediate family. • Not compensated for unused sick days; however unused sick days are credited to you retirement account if requested.

17. New Year’s Day Martin L. King, Jr. Day Presidents Day Good Friday Memorial Day Independence Day Labor Day Veterans Day Thanksgiving (2 Days) Christmas (2 Days) County Elections (primary or general elections) Holiday Leave • Rutherford County will observe the following holidays:

18. Bereavement Leave • Given three (3) days paid leave to travel and attend the funeral following the death of an employee’s immediate family member. • Parents, spouse, children, siblings, mothers or fathers-in-law, daughters or sons-in-law, sisters or brothers-in-law, grandparents, grandchildren, foster families, and step families. • EMTs and Paramedics are given one (1) 24-hour shift paid bereavement leave. • If it is necessary to be off longer than granted under this policy, or to be off for the death of an individual not considered immediate family, an employee may use sick leave followed by annual leave if approved by their supervisor.

19. Civil Leave • Granted when you are subpoenaed or directed by proper authority to appear in Federal or State court as a witness or juror. • Receive regular compensation during the time served on jury duty. • If you are relieved from court or jury duty during working hours, you must report back to work. • This policy does not apply if the employee is involved in private litigation. On these occasions the employee must take annual leave, compensatory time or leave without pay.

20. Disaster Leave • A County employee who is a certified disaster service volunteer of the American Red Cross may be granted leave from work with pay for a period not to exceed 15 work days each year to participate in specialized disaster relief services for the American Red Cross. • The County will compensate an employee at their regular rate of pay.

21. Military Leave • Rutherford County follows the Uniformed Services Employment and Reemployment Rights Act (USERRA). • Granted military training leave for military service on field training or active duty for periods not to exceed15 working days per calendar year. • Full-time employees called into active duty as a result of an executive order or during period of armed conflict, will receive County pay equal to the difference between their county salary and their military pay for 18 months. • The County will continue to pay family insurance for 18 months • Employees will not continue to accrue sick and annualleave benefits.

22. Title VI • No person in the United States shall, on the ground of race, color, or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. • Federal financial assistance includes grants, training, use of equipment, donations of surplus property, and other assistance. • Since the County receives federal financial assistance in to the General Fund, all departments are required to comply with Title VI.

23. Title VI & Limited English Proficiency (LEP) • Those receiving assistance from the federal government must take reasonable steps to ensure that LEP persons have meaningful access to the programs, services, and information those entities provide. • Utilizing Interpreters • Posting Signs in Spanish • Utilizing Language Line (Phone Service) • Persons who do not speak English as their primary language and who have a limited ability to read, speak, write or understand English can be LEP.

24. Drug-Free Workplace Policy • You should consult with your immediate supervisor to determine the applicability of a drug and alcohol testing procedure or program required of that department. • It is your responsibility to inform your supervisor, prior to the start of your workday, if you are taking a prescribed medication that may alter your behavior or affect your job performance.

25. Drug-Free Workplace Policy • Any employee whose judgment, behavior or job performance is impaired to the point that their work can no longer be performed appropriately will have to submit to a drug and alcohol test under reasonable suspicion. • A medical confirmation of recent use of illegal or controlled drugs and/or alcohol will be considered sufficient reason for termination of employment. • A conviction for the possession, use, sale or manufacture of unauthorized or illegal substance off or on County property will be considered sufficient reason for termination of employment. The County must be notified within five (5) days of any alcohol or drug related conviction by the employee.

26. Employee HandbookQuiz https://secure.rutherfordcountytn.gov/handbook_quiz/