Table of Contents
Welcome to the County of Sacramento Organization ...... 1 Introduction ...... 1 Vision, Mission and Values ...... 3 County Organization Chart ...... 4 Supervisorial Districts ...... 5 County Board of Supervisors ...... 6 Elected Officials ...... 8 County Agencies ...... 9 County Departments and Services ...... 9 County Internet and Intranet ...... 14 Money Matters ...... 16 Recording Work Time ...... 16 Paydays ...... 16 Your Paycheck ...... 16 Payroll Errors ...... 16 Mail or Direct Deposit ...... 16 Salaries ...... 16 Understanding your Paycheck ...... 17 Overtime ...... 18 Pay Differentials ...... 18 Approval Required ...... 18 Holidays ...... 18 Vacations ...... 19 Sick Leave ...... 20 Appropriate Use of Sick Leave ...... 20 Sick Leave/Wellness Incentive Program ...... 20 Use of Sick Leave Upon Retirement ...... 20 Parental Leave ...... 20 Donations of Leave for Catastrophic Illness and Other Purpose ...... 20 Family Death Leave ...... 20 Leave of Absence Without Pay ...... 21 Military Leave ...... 21 Jury Duty ...... 21 Management Time Off ...... 21 State Disability Insurance (SDI) ...... 21 Family Medical Leave Act (FMLA) and California Family Rights Act (CFRA) ...... 21 Pregnancy Disability Leave Law (PDLL) ...... 22 Paid Family Leave (PFL) ...... 22 Benefits and Services ...... 23 Benefits...... 23 Enrollment ...... 23 Employee Assistance Program (EAP)...... 23 Deferred Compensation ...... 24 Retirement ...... 26 Motor Pool...... 27 Transportation Program ...... 28 Workforce Learning ...... 29 Education Reimbursement ...... 29 Work Environment and Standards...... 30 General Information...... 30 Working Hours ...... 30 Attendance and Punctuality ...... 30 Rest Periods ...... 30 Lunch Periods...... 30 Outside Employment ...... 30 Conflict of Interest ...... 30 Performance Evaluation ...... 30 Smoking ...... 30 Dress Code ...... 30 County Uniforms ...... 31 Personal Property Damage ...... 31 County Property Use ...... 31 Personal Telephone Use ...... 31 Selling on the Premises ...... 31 Gifts and Gratuities ...... 31 Political Activity...... 31 Disaster Service Worker ...... 31 Who to Contact About this Obligation ...... 31 Labor Relations ...... 32 County Civil Service ...... 32 Grievances ...... 33 Employee Organizations ...... 33 Recognized Employee Organizations ...... 33 Fair Employment – Policies and Regulations ...... 38 County Safety Office...... 38 Safety Programs ...... 38 Risk Management Office ...... 39 Workers’ Compensation Office...... 39 Disability Compliance Office ...... 41 Equal Employment Opportunity ...... 41 Information Technology Security Policy IT Resources ...... 42 Voice/Electronic Mail ...... 42 Workplace Privacy...... 42 Workplace Violence Prevention ...... 43 Countywide Injury and Illness Prevention Program...... 45 Discrimination in County Employment Policy H-3 ...... 50 Sexual Harassment in County Employment Policy H-4 ...... 55 Drug and Alcohol Policy ...... 59 Appendix A: Workers’ Compensation ...... 60 Appendix B: HIPAA ...... 64 Appendix C:Paid Family Leave ...... 67 Appendix D: State Disability Insurance ...... 69
County Introduction and Services
Welcome to the County of Sacramento Organization
In addition to your new job responsibilities, as a As agents of the state, the County provides health public employee, one of your most important roles and welfare services, property tax collection voter’s is that of ambassador for the County organization. registration and elections, coroner, probation, To everyone you interact with, you will create a criminal prosecution, legal defense assistance, lasting impression of our organization and be the restaurant inspection, and many other services to “face of the County.” We know that you will help us all residents within the county boundaries. The maintain positive relationships with the people and County also operates an international airport organizations we serve, and provide excellent system. customer service by responding promptly with courtesy and consideration. Sacramento County How We Are Funded has a long and rich tradition of providing excellent services and with your help, we can continue that The many services that we provide are funded by a tradition well into the future. variety of federal, state and local revenues, and fees. Most of our revenue is designated to a Introduction specific program or service and some programs charge fees that can only be used for that program. Sacramento County has a charter form of Each year, the Office of Budget and Debt government, and is governed by five elected Management prepares an estimate of local supervisors who comprise the Board of revenues for the coming year, and allocates a Supervisors. In addition, we have three portion to each department. The departments then departments who are led by elected officials; the prepare spending plans based on the allocation, Assessor, District Attorney and the Sheriff. The and their other revenues and fees. The entire business of the organization is led by the County county spending plan, or budget, is then adjusted Executive (CEO) who works with the Board and the and approved by the Board of Supervisors, and elected officials. It has been said that the elected adjustments are made throughout the year, based lead the people and the CEO leads the on revenue and department spending. Complete government. information on the budget can be found at www.budget.saccounty.net. As the area’s largest service provider, the County employs more than 11,000 people in 30 plus About the County of Sacramento departments that service residents in both the unincorporated and incorporated areas within the The County of Sacramento was incorporated in county boundaries. The County is responsible for 1850 as one of California’s original 27 counties. providing law enforcement, water, sewer, animal With a current total population of more than 1.4 services, roadway maintenance and improvements, million, it is the eighth most populous county in building and engineering, garbage collection and California. The County includes seven incorporated other municipal type services to the unincorporated cities and the City of Sacramento, which is the area. largest city within the County and is both the county seat and, since 1854, California’s state capitol. The County encompasses approximately 994 square miles in the middle of California’s prime agricultural area, the Central Valley, and is a long- established regional center of commerce. Trade and services, tourism, and state and local governments are important economic engines.
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County Introduction and Services
About this Handbook:
The New Employee Orientation Handbook, Much of the information in this handbook relates combined with information you will receive in the only to employees who have been appointed from Orientation, is designed to acquaint you with Civil Service eligible lists to positions that are County policies and benefits. subject to County Civil Service requirements (Some The text of the handbook is not intended to be an County positions are not subject to County Civil employment contract between the County and its Service requirements). After reviewing the employees and does not create property or other handbook, please contact your supervisors if you rights in employment. Such rights are governed by have questions about your employment. the various labor agreements and, where applicable, the rules of the Civil Service Commission or the County’s Personnel Ordinance.
Where to Find More Information:
Most everything you need to know about employment with the County can be found on the County intranet site: http://inside.saccounty.net/.
Copies of the Handbook may be obtained from the Leadership and Organizational Development Website: http://hratraining.saccounty.net
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County Introduction and Services
Vision, Mission and Values
To be the most livable community with the highest quality of public service
Improve quality of life in the community
Promote individual responsibility & achievement
Protect one another & the environment we share
Provide innovative & cooperative quality customer service
Recognize & seize opportunities for improvement
Stimulate economic growth & regional cooperation
Trust
Dignity and respect for the individual
Customer service
Partnership
Empowerment
Continuous improvement
Personal and professional growth
Respect for cultural and ethnic diversity
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County Introduction and Services
County Organization Chart
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County Introduction and Services
Supervisorial Districts
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County Introduction and Services
County Board of Supervisors 700 H Street, Sacramento, CA 95814
The Sacramento County Charter established the The Board of Supervisors directly appoints the Board of Supervisors as the governing body of the County Executive and the County Counsel. County government. Within the limits of state law However, the Board must confirm the and the County Charter, the Board is empowered to recommendations of the County Executive for adopt local ordinances, establish programs, levy department heads before they can become taxes and appropriate funds, and zone property in effective. The Board does not confirm those the unincorporated areas. The Board is also department heads who are elected by the public, responsible for adopting a balanced budget for all i.e. Assessor, District Attorney and the Sheriff. The departments. Board also appoints members of various boards and commissions, such as the Civil Service The five members of the Board are elected on a Commission, Planning Commission and non-partisan basis to serve four-year terms. Each Assessment Appeals. is elected from one of the five Supervisorial The Board typically meets two days per week – one Districts of the County. Supervisors from District 1, day for general governmental issues and the 2 and 5 are elected in gubernatorial election years, second, for land use issues. A copy of the Board’s while supervisors from District 3 and 4 are elected agenda can be obtained on the County website at in presidential years. District boundaries are www.saccounty.net or from the Office of the Clerk adjusted after every federal census to equalize of the Board of Supervisors, 700 H Street, district population. Sacramento, California 95814.
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County Introduction and Services
Supervisor Supervisor Phil Serna Susan Peters District 1 District 3
District One occupies the northwestern corner of the County and is home to thriving communities District Three is comprised of mostly including rural Elverta and residential North unincorporated communities, including Arden Highlands, as well as the bustling Sacramento Arcade, Carmichael, Foothill Farms, College Glen, International Airport, and the former McClellan Air North Highlands, as well as East Sacramento from Force Base. The new McClellan Business Park will the American River to Alhambra Boulevard. employ as many as 34,000 people and will help District 3 also includes California State University ensure continued economic growth in the Sacramento and American River College. Community.
Supervisor Roberta MacGlashan Supervisor District 4 Jimmie Yee District 2
District Four includes the thriving cities of Folsom and Citrus Heights, as well as the established
communities of Antelope, Fair Oaks, Gold River District Two is a very urbanized and highly diverse and Orangevale. District Four includes a broad mix area. The District houses many successful of highly urbanized areas, semi-rural businesses along Florin Road, Franklin, and neighborhoods and stretches of farmland. Stockton Boulevard, contains the busy Executive Airport and established neighborhoods such as Land Park, Greenhaven, Pocket, Parkway Estates North, Golf Course Terrace, Hollywood Park, South Supervisor Land Park, Z’Berg Park, Larchmont/Lindale, and Don Nottoli Fletcher Farms. District 5
District Five is home to Elk Grove and Rancho Cordova, two of the County’s newest cities, as well as the cities of Isleton, Galt and portions of Sacramento. Charming small towns such as Hood, Franklin, Walnut Grove, Locke and Courtland dot the southernmost part of the District where many sloughs and streams form islands and havens for wildlife.
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County Introduction and Services
Elected Officials
County Executive County Assessor Officer Kathleen Kelleher Brad Hudson
The County Executive is responsible to the Board Kathleen Kelleher has served with the Sacramento of Supervisors for planning, organizing, directing, County Assessor’s office for 23 years and as controlling, and coordinating all County activities. Assessor since January, 2011. As Assessor, she Brad Hudson became the County Executive on works to ensure that all property is assessed fairly 8/14/11. He has a broad range of experience in city and in accordance with the law, that the public is and county management and brings a strong track informed of its rights and benefits, and leads a record of stimulating economic growth, successfully responsive office that provides excellent customer balancing budgets and managing people. service.
County District Attorney Jan Scully
Jan was first elected District Attorney in November 1994 and ran unopposed up until the 2010 election. Jan and her team are committed to providing the highest level of public protection in Sacramento County, both in the courtroom and in the community.
Sheriff Scott R. Jones
Scott Robert Jones was elected Sheriff in November 2010 and is one of the youngest Sheriffs in California. Sheriff Jones is dedicated to upholding the Department’s commitment to excellence by improving regional law enforcement collaboration and addressing fiscal responsibility in governance.
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County Introduction and Services
County Agencies
Countywide Services Agency (916) 874-5886 Animal Care and Regulation (916) 875-5232
The Countywide Services Agency (CSA) Operates the County Animal Shelter, issues dog coordinates the departments who provide services and cat licenses and offers spayed and neutered to constituents of Sacramento County’s pets for adoption. They also pick up stray, injured incorporated and unincorporated areas. or dead animals and assist law enforcement agencies where animals are involved and protect Internal Services Agency (916) 874-5886 public safety.
The Internal Services Agency (ISA) encompasses a Assessor (916) 875-0700 variety of departments that focus on the services needed for the daily operation of County business. The office, under direction of the elected Assessor, is responsible for locating and identifying the owner Municipal Services Agency (916) 874-6581 of all taxable real and personal property located within Sacramento County and assessing the The Municipal Services Agency (MSA) coordinates property’s value in accordance with the law. the departments who provide urban municipal services in the unincorporated area of Sacramento Board of Supervisors (916) 874-5411 County The elected governing body of the County of Consolidated Utilities Billing Services Sacramento are five members and each represents (CUBS)(916) 874-5656 one of five Districts. The Board adopts the annual For the unincorporated area, operates a budget, adopts ordinances, approves contracts, utilities customer service call center and determines land use zoning for the unincorporated billing operation. area, appoints certain County officials and appoints members to various boards and commissions. County Departments and Services Building and Code Enforcement (916) 874-6581 Please explore the services of these departments further by visiting www.saccounty.net. For the unincorporated County, oversees Construction Management, and Building Inspection Agricultural Commissioner & Weights and and works with contractors, developers and Measures (916) 875-6603 homeowners to ensure safe and reliable construction projects. The Code Enforcement The Agricultural Division monitors pest conditions division enforces housing, zoning and vehicle and pesticide compliance, inspects plant products abatement laws. for export, collects and reports crop and livestock statistics, and inspects agricultural facilities. The Child Support Services (916) 875-7400 Weights and Measures Division inspects and monitors accuracy of commercial weighing and Partnering with families, Department is responsible measuring devices including gasoline dispenser for establishing legal parentage, obtaining court nozzles. ordered child support, including medical insurance, collecting child support payments on behalf of Airports (Sacramento County Airport System) parties receiving support and locating parents (916) 874-0719 responsible for paying support. We offer services to anyone in need of assistance with child support. The System includes three regional airport facilities. Sacramento International Airport offers full-service passenger services. Mather Airport primarily provides air cargo services, and Sacramento Executive serves general aviation.
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County Introduction and Services
Clerk of the Board of Supervisors (916) 874-5411 Conflict Criminal Defenders (916) 874-6535
Provides office management and administrative Provides court-appointed legal representation to support to the Board of Supervisors. The Clerk is criminal defendants who are financially unable to the official repository for all records related to retain counsel. The Court appoints this defense legislative actions of the Board of Supervisors and where the Public Defender cannot provide receives, certifies and preserves all documents as representation because of conflicts of interest or specified in the Sacramento County Charter and insufficient staff. state and local statutes. This office insures compliance with the Open Meetings Act (Brown Coroner (916) 874-9320 Act); timely legal notification and publication of The Coroner is responsible for cause and manager hearing notices and documents when required; and of death determination in all sudden/unexpected timely processing and dissemination of public deaths, death due to trauma and deaths that occur documents. outside of a medical facility. The Coroner is also Community Planning and Development Department responsible for decedent identification, notification (916) 874-5220 of next-of-kin, forensic science examinations, and final disposition of indigent/abandoned bodies. Serves to enhance economic growth and the vitality of communities in the unincorporated areas of County Clerk-Recorder (916) 874-6334 Sacramento County Serves as the custodian of public records and Economic Development (916) 874-5220 records real property documents for Sacramento Responsible for general countywide County. Responsible for issuing and registering economic development; project marriage licenses, maintaining vital statistics, and management for all activities related to the other public documents. marketing and development of Mather Field, McClellan, and oversees the Business County Counsel (916) 874-5544 Environmental Resource Center (BERC). Acts as general legal counsel to the County, its Environmental Review & Assessment officers and related local governmental entities. The (916) 874-7914 Counsel prosecutes major caseloads of The Division implements the provisions of administration of general government, the California Environmental Quality Act conservatorships and probate, labor relations, (CEQA) and prepares, assists, reviews and grievance arbitration and related litigation, processes environmental documents. It personnel discipline, zoning and other code reviews all building projects initiated by the enforcement. private sector that require public agency approval. County Executive (916) 874-5883
The County Executive is responsible to the Board Neighborhood Services (916) 231-0038 of Supervisors for planning, organizing, directing, Serves as a liaison for neighborhoods and controlling, and coordinating County activities as communities in accessing services from the mandated by the County Charter. The CEO staff is County and fosters development of responsible for: financial oversight; monitoring and neighborhood associations throughout the reporting of major systems indicators; coordinating region. They operate two full-service policy development and implementation; analysis of Community Service Centers proposed legislation initiatives; analysis of
Cooperative Extension (916) 875-6913 departmental budgets; and coordination with elected officials. A County-based educational and research branch Budget and Debt Management of the University of California's Division of (916) 874-5833 Agriculture and Natural Resources that provides Monitors the County’s budget throughout research and education for agriculture, nutrition, the fiscal year and manages the County’s family and consumer sciences, youth development, General Fund cash-flow. 4-H programs, horticulture and community development programs.
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County Introduction and Services
Communications and Media Office Environmental Management (916) 875-8484 (916) 874-2691 Provides information to constituents, media The Department provides mandated regulatory and and employees regarding issues, programs enforcement services related to health inspections and services via public relations activities, of restaurants, grocery stores, school cafeterias websites, and printed materials. and food vehicles; commercial swimming pools; and businesses that generate or store hazardous Emergency Operations Unit (916) 874-4670 materials/wastes or have underground storage Develops and maintains Sacramento tanks. The Department also regulates land use County’s Multi-Hazard Emergency issues including toxic site investigations and clean Operations Plan and coordinates the up, wells, private water systems and septic tank County’s emergency response organization system inspections. with other local, state and federal agencies. This office is responsible for Operational Finance (916) 874-6744 Area coordination, the County’s Emergency Operations Center (EOC), supplying a semi- The Department comprised of the Auditor annual update of the Emergency Controller, Clerk-Recorder, Investments, Tax Collections and Licensing, and Treasury - manages Communications Manual to the emergency response organization, preparing and the County's treasury, provides for the collection coordinating disaster specific plans and and investment of funds, provides fiscal services procedures, training personnel who respond and independently reports, and valid financial information to the public, County departments and to the EOC during emergencies, exercising the emergency response organization and other government entities. The Business Licensing the EOC to ensure readiness for disasters, Unit provides business licenses in the unincorporated area and Fictitious Business Name and providing disaster preparedness information and presentations to the public. filings for the entire County.
Legislative Advocate Office General Services (916) 875-5000 (916) 874-6509 The Department provides facilities and fleet Advocates on behalf of the residents of maintenance services for the County as well as Sacramento County to promote, preserve, central purchasing, contract management and the and improve programs and services. The County parking enterprise. Business and primary focus is on advocacy before the Administrative services includes purchasing and State Legislature in support or opposition to contracts management, safety, and Support proposed state legislation which impacts the Services that incorporates printing and scanning County. services, mail messenger service, and surplus
property and warehousing. County Operator and Comms Center General Services also provides Facility Planning & (916) 875-5000 Management coordinating alterations to County- Department of Technology (916) 874-7752 owned facilities, major improvements to County- leased facilities and facility acquisition. General Responsible for providing central information Services houses the Real Estate Division which technology, telecommunications and voice and manages lease negotiations, property acquisition, data services to County departments, agencies and right of way easements and property management regional partners in the Sacramento area. to all departments of the County and other special County districts. District Attorney (DA) (916) 874-6218
The DA is an elected official who is responsible for and oversees the prosecution of cases brought to the office by more than 40 federal, state and local agencies. Through local partnerships, the office leads and participates in several community-based initiatives affecting public safety.
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County Introduction and Services
Health and Human Services (916) 875-6091 Personnel Services (916) 874-6388
This Department delivers health, social and mental Responsible for providing centralized Personnel / health services to the Sacramento community. Payroll, Safety/Risk Management, Workers’ These services are provided through Public Health Compensation, and Employee Benefits services, Promotion and Education, Alcohol and Drug and for coordinating Countywide Training, Disability Services, Child Protective Services, Mental Health Compliance, and Equal Employment Opportunity Services, Primary Health Services, and Senior and programs. Adult Services. Liability and Risk Management Public Health (916) 875-5881 (916) 876-5251 Promotes the optimum health and well- The Risk Management and Benefits division being of the community through education, is part of the Internal Services Agency and health services, and disease control. Public is comprised of three distinct branches - Health is a division of the Department of Property/Casualty Liability; Safety Services, Health and Human Services. and Workers Compensation.
Senior and Adult Services (916) 874-9598 Planning & Community Development Assesses and intervenes to protect the (916) 874-6141 elderly and disabled adults from abuse, neglect, and exploitation while preserving This Department administers the County's land use their independence and self-determination. planning programs, including zoning information Senior and Adult Services is a division of and review of private development projects and the Department of Health and Human processing to the various hearing bodies, Services. enforcement of the zoning code. Houses Neighborhood Services, infill Coordinator, the Human Assistance (916) 874-2072 Sustainability Program, and Economic Development. Provides basic services and care to the most needy in the community. This Department administers Probation (916) 875-0300 social service programs for elderly, adults, children, and the homeless to gain independence, education Responsible for the background investigation of and health services as well as working to curtail the criminal offenders and the preparation of social cycle of poverty through education and job training. history reports for the Sacramento County Superior Courts; supervision of adult and juvenile offenders In-Home Supportive Service (IHSS) granted probation; and operates and maintains the Public Authority (916) 874-2888 Juvenile Hall and several other juvenile programs.
Part of a continuum to help elderly and/or disabled Public Defender (916) 874-6411 adults and disabled children ("consumers") remain in their own homes with the support of in-home Provides indigent defendants their constitutionally care (from "caregivers"). As the employer of record guaranteed right to representation. Defends for IHSS caregivers, the Public Authority negotiates persons accused of misdemeanor and felony wages and benefits for IHSS caregivers, provides offenses including homicide and death penalty registry services to assist IHSS consumers in cases; represents clients in developmentally finding caregivers, and provides access to training disabled and conservatorship cases; represents for IHSS consumers and caregivers. juveniles in delinquency cases; provides program support in the form of legal research, investigative Labor Relations (916) 874-7095 services, and administration.
Administers the Sacramento County Labor Regional Parks (916) 875-7275 Relations Program. It resolves disputes with County unions and negotiates and administers collective Oversees more than 15,000 acres of land, including bargaining agreements, hears employee four golf courses, County picnic and event grievances and processes disciplinary appeals. The services, the Therapeutic Recreation Services, and office administers employee relations statutes, the American River Parkway ordinances, and policies which affect the County’s employees. County of Sacramento Page 12
County Introduction and Services
Revenue Recovery (916) 875-7500 Transportation (916) 874-6291
Responsible for the billing and collection of various This Department, provides planning, design, debts owed to the Sacramento Courts and multiple construction, and ongoing maintenance for all departments of the County of Sacramento. street improvements located in the unincorporated area of Sacramento County, including lighting, Sacramento Housing and Redevelopment Agency landscaping, and signals. (916)444-9210 Voter Registration and Elections (916) 875-6451 Brings together funding resources and staff expertise to develop and implement innovative and This Department conducts public, state and federal creative strategies. We use these tools to help elections in Sacramento County for all cities, address housing and economic needs in low special districts and school districts and maintains a income communities and older commercial database of all registered voters in Sacramento corridors in the City and County of Sacramento County. through effective community and business partnerships Waste Management and Recycling (916) 875-5555
Sewer District and Regional County Sanitation This Department is responsible for maintaining a District (916) 876-6000 waste management system for residents and businesses in the unincorporated area. This These two districts provide sanitary sewer and includes garbage and recycling collection services wastewater collection, conveyance and treatment for single-family and duplex homes, operation of services within the developed areas of Sacramento Kiefer Landfill and the North Area Recovery Station County and operate and maintain the storm water and staffing for the Sacramento Regional Solid collection system and the water supply system for Waste Authority which regulates waste collection part of the southern portion of the County. services for businesses and apartment complexes.
Sheriff's Department Water Resources (916) 875-7246 (916) 874-5115 (non-emergencies) Provides services within the unincorporated areas The Sheriff is an elected official and is responsible of Sacramento County, and the cities of Citrus for preserving the peace, preventing crime, Heights, Elk Grove and Rancho Cordova. They enforcing laws, apprehending and detention of offer drainage and water supply maintenance, rain offenders throughout the unincorporated areas of and creek level information, regulation and permits, Sacramento County. flood insurance program and storm water management. Tax Collection (916) 874-6622 - Secured Taxes, (916) 874-7833 - Unsecured Taxes
The Division is part of the Department of Finance. and is responsible for the billing and collection of County secured and personal (unsecured) property taxes and provides customer service assistance regarding the property tax collection process.
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County Introduction and Services
County Internet and Intranet
Two helpful resources are the County’s internet and intranet websites. The internet website is a resource that anyone in the public can access, while the intranet is only accessible to employees.
The internet enables citizens to find information which increases efficiency for our citizens and our employees.
The intranet provides resources to support your success on the job, including policies and procedures, department web pages, employee directory and much more.
Familiarize yourself with your department’s internet and intranet as well as the general layout of the County website.
Speak to your supervisor about your unit’s internal (employees) and external (citizens) customer service procedure. For example, when fielding phone calls, is it a practice to direct the caller to either the internet or intranet website for additional information?
Also, refer to your department IT policy to learn what is/is not acceptable County computer usage. Intranet: http://inside.saccounty.net/default.htm
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County Introduction and Services
Internet: http://www.saccounty.net/default.htm
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Money Matters
Money Matters
Recording Work Time
Time worked by employees is recorded on time Your current retirement system contribution and sheets; either paper or electronic. In addition to yearly total, and as many miscellaneous time worked, all time off from your assigned work deductions that will fit in the space available schedule (vacation, sick leave, or holidays) is such as parking, life insurance and charitable recorded on your time sheet. Employees are responsible for accurately completing their time contributions you may have approved; sheet and falsifying recorded time may result in Your accrued vacation and sick leave balances. disciplinary action. Once completed, your immediate supervisor will review, approve, and sign Payroll Errors your time sheet. The County commits to paying employees properly Time sheets are submitted to the Department of and promptly, but mistakes may occur. It is your Personnel Services payroll team every two weeks, responsibility to review every paycheck for according to the published payroll schedule. accuracy. If it is determined that you have been underpaid, you will receive any monies due you. If Paydays it is determined you have been overpaid, you will have any amount owing collected from your You will be paid the Friday following the end of the paycheck. Most underpayments and overpayments pay period according to the published holiday and will be paid or collected through the payroll system payday calendar. If a normal payday falls on a if discovered within twelve months of the error. For holiday, paychecks are distributed the day before. more information, see the appropriate labor Access the holiday and payday calendar at: agreement or the Personnel Ordinance. http://insidehra.saccounty.net/2011%20Calendar.pdf Mail or Direct Deposit Your Paycheck You may have your paycheck deposited directly to The payroll stub attached to your paycheck (your either a checking or designated account or mailed statement of earnings) provides current information to a specified address. The County does not about: guarantee deposit into your account on payday.
You should be aware that deposits may be Your biweekly gross pay, your net pay and a delayed. Consult your Human Resources office running total of your yearly gross and net pay; regarding paycheck discrepancies or deductions or The total hours you worked during the pay to obtain instructions for direct deposit. period and your accumulated hours for compensating time off (CTO), vacation, sick Salaries leave and holiday credit; For most County jobs there is a salary range with The type of hours you worked and the five salary steps, from Step 5 through Step 9. corresponding gross pay for each type; Some have three steps and others have only one The amount that is being withheld from your salary step. There is a five percent (5%) difference gross pay for federal and state taxes, as well as between each salary step. a running total of your tax withholding for the
year; Salaries are determined through the collective Any additional tax you may have requested be bargaining process and adopted by the Board of deducted; Supervisors for employees represented by unions. Your current Social Security deduction as well For employees not represented by a union, salaries as your yearly total; are recommended to the County Executive and Your current Medi-care deduction as well as adopted by the Board of Supervisors. your year to date total and;
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Time Off
Understanding your Paycheck
COMPENASATION: OTHER INFORMATION: Hourly rate times hours Employee Identifying worked or absences information. and any premium pays.
PRE-TAX DEDUCTIONS: Deductions that are taken before taxes are calculated. Reduces Leave Quota: your taxable income. Leave usage and balance information.
TAXES PAID: Taxes that are determined based on Employer Deductions: your taxable income and Deductions paid by the what you claimed on County. your W4/DE4.
AFTER-TAX DEDUCTIONS/ ADJUSTMENTS: Deductions taken after all taxes have been calculated.
Total: Net Pay: Pay check amount Net Pay Details: Check amount or amount going to bank.
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Time Off
Overtime Holidays
Many non-management employees are eligible When a holiday falls on a Saturday, the Friday to receive overtime pay. Employees in proceeding a Saturday holiday will be the management positions are not eligible. holiday with pay for regular employees. All Overtime rules differ for various bargaining County Offices and departments, except those units and the Fair Labor Standards Act may providing emergency and necessary services take precedence in some situations. on a 24-hour basis, will be closed on Friday’s proceeding Saturday holidays. When a holiday In general, employees receive overtime pay for falls on a Sunday, the Monday following the time actually worked which exceeds the Sunday holiday will be the holiday with pay for maximum hours designated for the regular employees. classification and bargaining unit. Each employee shall be allowed four hours off
In some situations, employees may receive work with pay on the last working day before compensating time off (CTO) in lieu of cash. Christmas OR the last working day before New Year’s. If the employee is unable, because of The actual amount of the cash or CTO to be business necessity, to take such time off, he or paid is governed by labor agreements and the she will be credited with four hours Fair Labor Standards Act. compensatory time off.
Overtime must be approved by your supervisor Temporary, On-Call, and Extra Help employees in advance. Some overtime work is available do not receive holiday compensation, but will be on a voluntary basis. However, the County granted up to four hours off on the last working may occasionally require you to work overtime. day before Christmas Eve or New Year’s Eve. Such assignments cannot ordinarily be refused. With prior authorization from their supervisor employees may use appropriate leave balances to observe religious holidays. Pay Differentials Part-time regular employees receive Holiday Certain classifications are authorized to receive time/pay on a prorated basis. certain differential pay. Generally, employees in these classes must work more than half their Holiday-in-lieu: Most employees who work in a shift before 8:00 a.m. or after 5:00 p.m. to unit whose normal work schedules include receive these differentials. Examples of other working on weekends and holidays are given pay differentials are bilingual pay and out-of- one day off every four weeks in lieu of holidays. class assignment pay. Ask your supervisor or If not taken off, the four hours per pay period check the appropriate labor agreement for will accrue up to a maximum of 104 hours. details.
Approval Required
Anytime you will be absent from work for any reason other than a County holiday, you must receive approval from your supervisor.
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Time Off
Most regular employees observe the Vacations following holidays: For all unrepresented employees and most represented employees hired on or after June 28, Holiday Date Observed 1992, the following vacation schedule applies:
New Year’s Day January 1 Bi- Approx. Accrual Years of Weekly # of Martin L. King, Third Monday in Max Service Accrual Annual Jr’s Birthday January Hours Rate Days Lincoln’s Birthday February 11 During first 3.1 10 240 Washington’s Third Monday in 3 years hours Birthday February After 4.6 Last Monday in completion 15 320 Memorial Day hours May of 3 yrs After 5.5 Independence completion 18 400 July 4 hours Day of 6 yrs After First Monday in 5.8 Labor Day completion 19 400 September hours of 9 yrs Second Monday Columbus Day After in October 6.2 completion 20 400 hours Veteran’s Day November 11 of 10 yrs After Thanksgiving Fourth Thursday 6.5 completion 21 400 Day in November hours of 11 yrs Day after Friday after After 6.8 Thanksgiving Thanksgiving completion 22 400 hours Christmas Day December 25 of 12 yrs After 7.1 completion 23 400 hours of 13 yrs After 7.4 completion 24 400 hours of 14 yrs After 7.7 completion 25 400 hours of 15 yrs
Check with your supervisor or the appropriate labor agreements for specific accrual rates, maximum accrual limits and specific rules with your department.
County of Sacramento Page 19
Time Off
Sick Leave Parental Leave
Only regular employees earn sick leave. Regular Regular County employees with at least one year of full-time employees earn 4.6 hours per pay period. continuous service are entitled to paid parental Regular part-time employees earn 4.6 hours after leave upon the birth or adoption of a child. The working 80.0 hours (equivalent to a full pay period). maximum paid parental leave shall be 160 hours. The amount of sick leave hours which can be Parental leave must be taken within four months accrued is unlimited. from either (1) the date of birth of the employee’s child, or (2) the date of placement of an adopted Appropriate Use of Sick Leave child with the employee. The maximum 160 hours (prorated for part-time employees) shall apply to For Personal Purposes: Doctor or dentist each birth or adoption, regardless of the number of examination or treatment, personal injury and children born or adopted. illness, and leave due to an employee’s disability resulting from pregnancy and childbirth. This benefit is not based upon disability and is separate from sick leave usage. You must make a For Family Purposes: Attendance to eligible family written request to use parental leave. Check with members (spouse, child, parent, grandparent) who your department Human Resources Office or ask are ill. Also eligible is any child or close relative your supervisor for details. living with the employee. The use of sick leave to provide for the long term care of a seriously ill Donations of Leave for Catastrophic dependent is permitted under the Family Medical Leave Act if the eligibility requirements are met. Illness and Other Purpose
Your department may request substantiation of If you are on a leave of absence for more than thirty your sick leave usage. Refer to your labor days, this benefit provides a mechanism for agreement and the Personnel Ordinance for reducing your financial hardship by allowing other complete rules regarding the use of sick leave. County employees to assign the monetary value of their vacation and holiday-in-lieu leave to you. Sick Leave/Wellness Incentive Program Check with your department Human Resources This program is available for all unrepresented office or ask your supervisor for details County and many represented employees.Under this program, if you are a regular employee and use Family Death Leave -12 hours or less of sick leave in a 6 month period, you may receive 8 hours paid time off to be used The appointing authority may authorize up to forty during the following six months. Part-time (40) hours leave with pay upon the death of a – employees who work 40 hours or more each pay spouse, registered domestic partner, child, child of period are also eligible for the program and will registered domestic partner, parent, grandparent, receive paid time off on a pro-rated basis. grandchild, brother, sister, brother-in-law; brother of registered domestic partner; registered domestic Use of Sick Leave Upon Retirement partner of brother, sister-in-law; sister of registered At retirement, any unused sick leave is added to domestic partner; registered domestic partner of the actual period of service to compute the sister, mother-in-law; mother of registered domestic retirement benefit. Management employees may partner, father-in-law; father of registered domestic cash in one-half of accrued sick leave at retirement partner, or any child or close relative living with the and apply the balance to their retirement benefits. employee at the time of death. Family death leave is prorated for part-time employees.
County of Sacramento Page 20
Time Off
Leave of Absence Without Pay If you are approved for SDI you may request to have your available sick leave, vacation, CTO and An employee may be granted leave up to one year holiday-in-lieu balances (in that order) integrated for education or training benefiting the County, with the SDI payments in order to maintain your bi- illness not covered by accrued leave balances or weekly salary. Temporary special pay allowances other personal reasons. Requests for leave of are not counted in determining gross or net pay. absence in excess of 30 days must be approved by SDI integration is available to employees based on both your Department Head and Department of representation units that participate in the SDI Personnel Services. insurance program. The net effect of this integration is that employees typically use between Military Leave 45-50 hours of leave balances to cover 80 hours of absence. Contact your department Human Federal and State laws authorize leave for Resources Office for forms and additional employees ordered to military service including information. annual reserve duty. Employees who serve in the Armed Forces will be granted leaves of absence in Family Medical Leave Act (FMLA) and accordance with the laws governing such leaves. California Family Rights Act (CFRA)
Jury Duty FMLA and CFRA ensure paid or unpaid time off for certain family care or medical care. Under FMLA a If you must miss work to serve on a jury or to report qualified employee may take up to 12 work weeks for jury examination, you will be granted pay for the of job-protected leave for certain family and medical hours you are absent from work. However, if you reasons. A qualified employee providing care for a receive jury fees you must return them to the covered service member may take additional time County. Contact your department Human off, paid or unpaid, for a total up to 26 work weeks Resources Office for further information. of leave. When FMLA and CFRA do not run concurrently, as in the case of pregnancy disability Management Time Off leave, a qualified employee may take up to 12 work weeks of time off under CFRA. Management employees do not receive any compensation for overtime work. If you are in a To qualify for leave under these acts, the reason for management class, you are authorized (subject to taking the leave must be: 1) the birth of a child and the approval of your immediate supervisor) to take to care for the newborn child; 2) placement with the reasonable time off for personal use during normal employee of a child for adoption or foster care; 3) to working hours without loss of compensation. care for your child, spouse or parent with a serious Consequently, you are expected to work whatever health condition; 4) because of a serious health time reasonably is required to perform the duties of condition that makes the employee unable to your position. perform the essential functions of his/her job; 5) to care for a covered service member with a serious State Disability Insurance (SDI) injury or illness; or 6) because of any “qualifying exigency” arising out of the fact that the employee’s This is a program run by the State of California to spouse, son/daughter, or parent is a covered protect you against loss of wages when you are military member on active duty (or has been unable to perform your usual work because of notified of an impending call or order to active duty) illness or injury that is not work-related. in support of a contingency operation. In addition, Participation in the SDI program is according to you must have been employed by the County for at your representation unit agreement. If participating least one year and have worked a minimum of in this program, you pay for SDI through payroll 1,250 hours in the 12 months preceding the leave deduction based on a percent of your annual request. Please note that the 1,250 hours includes wages, with a maximum tax per year. only those hours actually worked. Unpaid leave If you are unable to work because of illness or and paid leave (vacation, CTO, HIL or sick leave) injury that is not work-related, you may be eligible as well as FMLA/CFRA leave time are not included for SDI. There is a mandatory seven-day waiting in calculating the 1,250 hours. Overtime hours are period before you may begin receiving SDI included in calculating the 1,250 hours worked. benefits.
County of Sacramento Page 21
Time Off
During any unpaid portion of the 12 weeks of FMLA Like FMLA leave an employee may be eligible to leave, the County will continue to pay the County’s take up to twelve weeks of leave under CFRA portion of existing medical, dental, and EAP provided eligibility requirements are met. (See coverage. If the employee has a payroll deduction CFRA Eligibility Requirements above) However, for dependent coverage, arrangements to continue unlike FMLA an employee who has taken 4 months payment of the employee portion of the insurance leave under PDLL leave may be entitled to take an premium will need to be made with the Employee additional leave up to 12 weeks under CFRA for Benefits Office. If an employee is eligible for cash reasons of the birth of her child. back payments, no cash back payments will be Generally, an employee returning from PDL leave made during the FMLA/CFRA leave. has the right to be reinstated to the same or a comparable position. If you have questions regarding leaves, please contact your department personnel services Paid Family Leave (PFL) team. Please direct questions regarding your insurance to the Employee Benefits Office at Paid Family Leave is a wage lose program 874-2020. administered by the Employment Development Department through the State Disability Insurance Pregnancy Disability Leave Law Program. PFL provides employees up to six weeks (PDLL) of partial pay in a 12 month period while taking time off work to care for a seriously ill child, spouse, The California Pregnancy Disability Leave Law parent, or registered domestic partner, or to bond (PDLL) is part of the California Fair Employment with a new child. PFL can be taken intermittently and Housing Act and requires employers to provide but before receiving benefits, employees must employees who are disabled by their pregnancy a serve a 7-day non-payable waiting period. reasonable period of leave, not to exceed four The PFL provides partial pay but does not provide months. The employee may take the leave all at job protection or return rights; however those rights once, or in increments. Employers are not required may be protected by CFRA and/or FMLA. An to pay wages but may require the pregnant employer is not required to grant time off nor to employee to use, or the employee may elect to use, hold a job for an employee unless the employee is accrued sick leave during the period of leave. An covered by the FMLA and/or CFRA. employee who takes PDLL leave retains employment status and the leave does not constitute a break in service for purposes of longevity and/or seniority.
Employees may be eligible to take up to twelve weeks of leave under FMLA which runs concurrently with PDL leave, provided eligibility requirements are met. (See FMLA Eligibility Requirement above) An employee taking PDL leave would use her FMLA leave at the same time. Therefore, an employee who takes 4 months leave under PDLL would not be entitled to an additional 12 weeks leave under FMLA.
County of Sacramento Page 22
Benefits and Services
Benefits and Services
Benefits
As an employee of the County of Sacramento, you Once your medical, dental and/or flexible spending have a wide variety of benefits available. These account enrollment is in place, you may only benefits include: health, dental, and life insurance; change your enrollment within 30 days of a flexible spending account options for dependent “Qualifying Event” such as marriage, birth, divorce, care and un-reimbursed dental, vision, and/or etc. or during our Annual Open Enrollment. Life medical costs; a Section 457(b) deferred insurance and Section 457(b) adjustments can be compensation program; and an employee made at any time. assistance program (EAP). Employee Assistance Program (EAP) These benefit programs are valuable and we encourage you to thoroughly review the Employee The County’s Employee Assistance provider is Benefit Summary and contact the Employee Managed Health Network (MHN) and as a County Benefits Office with any questions you might have. employee, you have access to the following MHN services at no cost: For some benefits the County pays the entire cost of your coverage. For others, you may contribute all 24/7 information line to request services, or just a portion of the cost of coverage. Your seek information, or receive immediate premiums will vary according to the plan and emergency consultations over the telephone number of dependents you enroll, and/or the level from a licensed mental health professional of coverage you select. (Call 800-227-1060) Appointments with a licensed psychologist While all regular County employees receive a wide selection of benefits, benefit options may vary from or behavioral health clinician in your local employee to employee. Represented employees area to discuss professional or personal may have different benefit packages that have issues. This includes up to six been negotiated by their union representatives. complimentary visits per incident. An The benefit options offered to any given employee employee’s eligible dependents are also are determined through the collective bargaining eligible for counseling. process with the Recognized Employee Organizations (REOs). County management Telephone consultations with a financial determines benefits for unrepresented employees. advisor to discuss credit counseling and Both the REOs and the County are committed to debt/budgeting assistance, tax planning/tax providing a quality benefits package that meets assistance, income tax employee needs. preparation financial planning for college,
and retirement planning Enrollment A 30 minute telephone or face-to-face All eligible County employees must be enrolled in a consultation with an attorney in the MHN County sponsored medical plan or provide network. If you decide to retain the appropriate documentation to waive coverage. attorney, you will receive a 25% discount off There are five (5) medical insurance plans from of their hourly fee. which you may choose. Details about the different types of plans available to you are contained in the Resources on the MHN website such as Employee Benefits Summary provided by the articles on various topics. Access member: Benefits Office. You have 30 days from your date mhn.com access code: Sacramento of hire as a full time or part time benefitted County sponsored training sessions on employee to enroll in benefits or you will be various topics conducted by an MHN enrolled in your default health plan. You will presenter. Refer to the Leadership and have an opportunity to ask questions and enroll during your new employee orientation where you Organizational Development website for a will receive benefit information in greater detail. current course schedule at: http://hratraining.saccounty.net/
County of Sacramento Page 23
Benefits and Services
Deferred Compensation 457(b) Plan
What is the Sacramento County Deferred How Do Contributions Work? Compensation Plan? Participants designate an amount of their bi-weekly The Sacramento County Deferred Compensation paycheck that they want deducted to contribute to Plan (the Plan) is an Internal Revenue Code the Plan. The minimum contribution is $25 per pay Section 457(b) non-qualified government deferred period. The maximum a participant can contribute compensation plan. The Plan provides retirement, annually is the lesser of the “applicable dollar disability and death benefits for employees who amount” or 100% of compensation. For those choose to participate. When a participant leaves participants who reach age 50 or older before the County service, the participant may elect when to close of a plan year (December 31st), the maximum begin receiving benefits (no later than March of the annual deferrals may be more than participants year after reaching age 70½). Each participant under age 50. The applicable dollar amounts are determines benefit amounts based on the amount set by the IRS. Payroll deduction is the only way to contributed by the participant, any account gains or contribute to your plan account. Contact a losses, and how the participant wants the account Deferred Compensation Specialist for maximums in paid out. Essentially, participants are deferring the current year. Federal and State Income payment of taxes on currently earned wages to a Taxes are deferred on contributions made into time in the future when the account distribution is your plan account. You will not pay income taxes used to supplement retirement benefits and will be on these contributions until you receive them as taxed at that time. account payouts. Earnings on accounts are also tax deferred until paid out to you. Am I Required to Join or Participate in the Plan? Can I transfer money into my 457(b) Plan account from another eligible plan? No, participation in the Plan is entirely voluntary. You may join at any time while you are a Yes. Active participants may transfer balances permanent County employee. You may call Fidelity from another “eligible retirement plan” into the Investment at (800) 343-0860 or use the Internet at County 457(b) Plan. “Eligible retirement plans” are www.fidelity.com/atwork to enroll, increase, or defined in Section 302(c) (8) (B) of the Internal decrease the amount you defer, discontinue your Revenue Code and include IRA, 403(b), 401(k), contributions and change investment options at any and 457(b) plans. If you would like to transfer time. The Plan is a long term, non-liquid retirement assets in another “eligible retirement plan” into the plan; therefore, distributions can occur only upon County Plan account, please call a Deferred departure from County service (through retirement Compensation Specialist. or other separation), upon qualifications for a hardship withdrawal, or death. A Loan Program Can I use my 457(b) Plan account to was implemented in June 2005. purchase services credit in a governmental retirement plan?
Yes. Active participants may elect to have all or a portion of their Plan account directly transferred to a governmental retirement plan to purchase services credits on a pre-tax basis. Contact your retirement plan to inquire if you have credits available to purchase.
County of Sacramento Page 24
Benefits and Services
What Investment Options are Available When Will the Changes Take Effect? under the Plan? th Contribution changes made at Fidelity by the 18 of There are two investment providers in the Plan. the month, will take effect on the first pay period of Washington Mutual Bank offers an FDIC insured the following month. Investment allocation changes liquid account and an FDIC insured certificate of made at Fidelity will take effect immediately. deposit savings option. Fidelity Investments offers Exchanges between funds take place at the next a variety of equity mutual funds, a money market market closure. fund, a managed income portfolio, life cycle (aged based) funds and a selection of asset allocation 401(a) Plan mutual funds. A Brokerage Link Option was implemented in June 2005. The choice of County Employees in Recognized Employee investments within the Plan is yours to make. Organization (REO) 020, 021 or Unrepresented Contact Fidelity Investments at (800) 343-0860. Management (050) are eligible to participate. To be a participant in the plan, the eligible employee must How Do I Join? contribute 1% or more of gross pay into the 457(b) Plan. Enrollment in this plan is automatic. If the Call Fidelity Investments at (800) 343-0860 to contribution into the 457(b) Plan drops below 1% of request an enrollment packet. The materials in the gross pay the 401(a) Plan match will stop for the package should be read before you enroll and you remainder of the calendar year. will need to decide which investment option(s) are best for you. The Securities and Exchange If you have any questions regarding these plans, Commission requires that you receive a prospectus please call a Deferred Compensation Specialist at for each fund in which you want to invest. Once (916) 874-2020 or [email protected] you have read the Plan information and received Helpful Websites: the appropriate prospectus, simply follow the http://insidehra.saccounty.net/def_comp_content.htm instructions in your packet to enroll. After your initial enrollment, most changes in investment Fidelity: allocation or deferral amount can be made by https://www.mysavingsatwork.com/atwork.htm telephone by calling Fidelity Investments at (800) 343-0860 or online at www.Fidelity.com/atwork.
County of Sacramento Page 25
Benefits and Services
Retirement
On April 30, 1941, the Sacramento County Board of When you become a permanent employee, you will Supervisors adopted an ordinance establishing the enter one of the five categories of membership: Sacramento County Employees’ Retirement System (SCERS) in accordance with provisions of Safety Tier I and Safety Tier II the County Employees Retirement Law of 1937 o Law enforcement and fire suppression (Government Code Section 31450 et seq.). employees or employees who occupy positions designated by law as safety Management of the Sacramento County Employees’ Retirement System pursuant to the positions. provisions of the County Employees Retirement o Your bargaining unit and your SCERS entry Law of 1937 is vested in the Board of Retirement, date will determine your tier. consisting of nine members, one of whom is the Miscellaneous Tier I, Miscellaneous Tier II, and county Treasurer, and two alternates. The second Miscellaneous Tier III and third members are miscellaneous members of o Employees not eligible for Safety SCERS, elected by miscellaneous members. The fourth, fifth, sixth and ninth members are qualified membership. electors of the county who are not connected with o Miscellaneous Tier 1 for employees with the County government in any capacity (except one membership date prior to September 27, may be a member of the Board of Supervisors), 1981. and are appointed by the Board of Supervisors. o Miscellaneous Tier 2 for employees with The seventh member is a safety member elected membership date on or after September 27, by the safety members. The eighth member is a 1981 and prior to June 27, 1993, and who retired member elected by the retired members. The alternate safety member is the safety elected not to become members of candidate who receives the highest number of Miscellaneous Tier 3. votes who is from the group (law enforcement or o Miscellaneous Tier 3 for employees with fire suppression) not elected as the Safety Member membership date on or after June 27, 1993 of the Board. The alternate retiree member is and those Miscellaneous Tier 2 members elected by the retired members. The terms of office who elected to become members of this of the elected, appointed, and alternate members class. are three years.
Membership in SCERS is mandatory for all regular Both the county and the employee make full and part-time employees of the County and contributions each payday into SCERS. These participating member districts except that newly contributions are based upon a percentage of the hired regular employees age sixty (60) or over may employee’s gross earnings subject to retirement waive membership. contributions. The Board of Supervisors adopts the contribution rates annually upon the recommendation of SCERS’ actuary and the SCERS Board of Retirement following the actuarial valuation of the retirement system. Generally, the County’s contribution is substantially greater than the amount contributed by the employee.
Sacramento County Employees’ Retirement System 980 9th Street, Suite 1900 Sacramento, CA 95814 (916) 874-9119 Fax (916) 874-6060 (800) 336-1711 [email protected]
County of Sacramento Page 26
Benefits and Services
Motor Pool
Downtown Location: 725 7th Street Sacramento, CA 95814
Phone: 916-874-6462 Fax: 916-874-6465 Mail Code: 071001
Hours of Operation: 7:00 am to 4:00 pm, Monday -Friday. Closed weekends and holidays
Bradshaw 4001 Branch Center Road Sacramento, CA 95827
916-876-7976 or 916-875-5608 Mail code: 73-001
Hours of Operation: 7:00 am to 4:00 pm, Monday -Friday. Closed holidays
The Following Motor Pool Services are Available:
Daily Rentals: Daily rentals are on a first come, Loaner Rentals: Loaner vehicles are provided for first serve basis, no reservations. Exceptions are our County Employee Customers with assigned special needs, such as trucks, station wagons or vehicles, while their vehicles are in for step vans. Call if you have questions. maintenance.
Out Of County/Overnight Vehicles: Procedure on obtaining a loaner vehicle, 1. We ask that our customers call the motor o Vehicle Assignment Request, or the all out of pool to assure that there is a loaner county trips. Make reservations with motor available. If there is no loaner vehicle pool at least a week in advance. You may available at the time we take your call, you make reservations by faxing your FSD-013 will be put on a list and called as soon as form or bring original copy on older DGS-013 we have a loaner available. form is required for day of departure. Call if 2. Bring vehicle to be turned in for you have questions. maintenance to the Motor Pool (light vehicles only). Fuel Credit Cards: Fuel cards are provided by the 3. Fill out trouble report on vehicle being motor pool upon request with FSD-013. turned in for maintenance. 4. Fill out trip ticket for loaner vehicle issued. 5. Motor pool will take Customers vehicle in for maintenance and will notify customers by phone, when vehicle is ready for pick up.
For more information visit Fleet Services website: http://inside.dgs.saccounty.net/fleet/default.aspx
County of Sacramento Page 27
Benefits and Services
Transportation Program
The Employee Transportation Program provides a Who is Eligible? number of benefits for employees who rideshare at The Employee Transit Subsidy is available to least 60% of the time to and from work. Sacramento County employees only. If you receive Ridesharing is any method of commuting other than your paycheck from the County you are eligible to solo driving. In addition to the $65 monthly participate in the Employee Transportation employee transit subsidy, the transportation Program. management program provides the following: *If you are an extra help, on-call, or temporary Employee Information Program web site employee paid by the County, you must work a Trip planning assistance regular schedule and a minimum of 20 hours per week in order to qualify for this subsidy. Contract Van pool and car pool information employees and temp agency employees are not Guaranteed Ride Home Program eligible for the monthly transit subsidy. Temporary Reduced Cost Parking (downtown) three employees working more than 20 hours per week times per month (for those who rideshare, and employed by the County, are eligible for a walk or bicycle) discount. In order to use this program, request a On-site sale of Regional Transit, Yolo form by calling 874-6770. This form will need to be signed by your supervisor. Transit, Elk Grove Transit and Yuba-Sutter Please visit http://inside.employee- Transit passes (at selected work sites) transportation.saccounty.net/EmployeeTransitSubsi dyProgram/default.htm for details.
Google Transit - Plan your trip online! For more information visit the Employee Transportation Website at: http://inside.employee-transportation.saccounty.net/default.htm
County of Sacramento Page 28
Benefits and Services
Workforce Learning Education Reimbursement
Joining the County as a new employee is an The County’s Education Reimbursement Program exciting opportunity for growth and continued is designed to: learning. There are more than thirty departments in promote personal and professional the County that offer very diverse services, and development of the workforce, opportunities for career development within our organization. assist employees with tuition and other education related expenses through a wide Participating in workforce learning courses is one variety of educational opportunities, step you can take to enhance yours skills in various add value to employees’ job performances, areas and to develop your career. and You are encouraged to discuss with your prepare employees for career mobility supervisor courses offered by your department (promotion or transfer to other jobs within that you may be eligible to attend. the County).
Courses on various topics are offered on a To determine if you are eligible for education complimentary basis through the Department of reimbursement, please speak to your supervisor Personnel Services, Leadership and and your department Education Reimbursement Organizational Development Office (L&OD). Coordinator, and refer to the Education
A course catalog and current schedule can be Reimbursement Policy. accessed by contacting your department Training A listing of Education Coordinators by department Coordinator or by accessing the L&OD webpage at: can be found under the Quick Links section on the http://hratraining.saccounty.net/. L&OD webpage, which can be accessed at:
To register for a course sponsored by L&OD, http://hratraining.saccounty.net. please obtain approval from your supervisor and Information on the County’s Education then contact your department Training Coordinator. Reimbursement Program and a link to the A listing of department Training Coordinators can Education Reimbursement Policy can be accessed be found on the L&OD webpage mentioned above online at: under the Quick Links section. For further http://hratraining.saccounty.net/Information/educati assistance, please call: 874-7711. on_reimbursement_and_continuing_education_poli
Enhancing your computer skills cies.htm
The Office of Communication and Information Technology (OCIT) offers computer courses to employees. The fee for computer classes is charged to the employee’s unit or department. Computer Training information can be found on the OCIT webpage at: http://inside.ocit.saccounty.net/default.htm by clicking on the Training link located on the left side of the homepage.
County of Sacramento Page 29
Work Environment-Standards of Conduct
Work Environment and Standards
General Information Outside Employment
Most County departments have written policies and Outside employment or activities are prohibited rules governing working conditions. If you are in a when inconsistent, incompatible, or in conflict with class represented by a recognized employee County service. Furthermore, unless approved by organization, there is generally a formal labor the appointing authority, outside employment is agreement between your organization and the prohibited when it is related to County service or is County, outlining specific working conditions for you subject to County approval. In addition, an and your fellow employees. Please ask your appointing authority may prohibit specific outside supervisor for details. employment in accordance with Government Code Section 1126(b). Please check with your Working Hours supervisor if you are involved in outside employment to verify that such employment is not Most employees work five 8-hour days, Monday in conflict with County service. through Friday, for a total of 40 hours weekly. However, hours and days of work may vary, Conflict of Interest depending on the type of job, its requirements and functions. For example, the Sheriff’s Department County employees are generally prohibited from provides services 24 hours a day, every day of the entering into contracts in which they have a week – this requires special schedules. Your financial interest and the County is a party. In supervisor will inform you of your assigned work addition, many County employees must regularly schedule. report on specified investments, real property and/or sources of income which may be in conflict Attendance and Punctuality with their positions. If you have a question on the conflict of interest rules, contact your department’s To effectively serve the public you are expected to Human Resources. be at work on time and to remain on the job during your scheduled work hours, except when excused Performance Evaluation by your supervisor. Performance evaluations are used for employee Rest Periods development to review past performance and plan for the future. They are also used to clarify Most full-time employees are permitted two paid supervisor and subordinate expectations of job 15-minute rest periods per 8-hour shift. performance. In most departments, performance appraisals are scheduled quarterly during the Lunch Periods probationary period and annually thereafter on the anniversary date of the employee’s entry into the Most full-time employees get an unpaid lunch break present job classification. of at least 30 minutes, as determined by each department. Smoking
Smoking is prohibited in all County buildings, except where specifically designated.
Dress Code
Although there is no official County-wide dress code, some departments do have dress regulations. You are expected to wear clothing appropriate to your job and work site. Your clothing and appearance should be neat, clean, in good business taste, and not constitute a safety hazard. County of Sacramento Page 30
Work Environment-Standards of Conduct
County Uniforms Political Activity
You may be required to wear a uniform in the As a public employee there are both state and performance of your duties. These uniforms are to federal laws which restrict your participation in be worn during regular working hours and may political activities. For a copy of the current include wearing them to and from work, but they guidelines please contact the Department of are not to be worn at other times. The uniform Personnel Services. identifies you as a County employee. Proper care of the uniform, both on and off the job site, will Disaster Service Worker reflect favorably upon you and the County. Purpose and Requirement
California Government Code 3100-3109: Personal Property Damage 3100. Provides that all public employees are The County cannot insure or guarantee the security declared to be disaster service workers subject to of your personal property on the premises. such disaster service activities as may be assigned However, in specific circumstances, reimbursement to them by their superiors or law. may be made for your lost or damaged property. Ask your supervisor or check your labor agreement 3101. The term "disaster service worker" includes for specifics. all public employees and all volunteers in any disaster council or emergency organization County Property Use accredited by the California Emergency Council. The term "public employees" includes all persons Employees may not use County supplies, material, employed by the state or any county, city, city and equipment or property for personal use. county, state agency or public district, excluding aliens legally employed. Personal Telephone Use 3103. All disaster service workers are required to Personal telephone calls and texts are not to be take and subscribe to the oath or affirmation set made on County time if at all avoidable. If you forth in Section 3 of Article XX of the CA must make or receive personal calls at work, keep Constitution. them to an absolute minimum in terms of frequency and length. Personal toll and long-distance calls Who to Contact About this Obligation must be charged to your home telephone, credit card or calling card. If you have any questions or would like more information please contact:
Selling on the Premises Sacramento County Emergency Services Office
Solicitation of non-County business on County (916) 874-4670 property is prohibited.
Gifts and Gratuities
Employees are not to accept any gift or gratuity from an individual, company or organization doing business with the County because gifts can be viewed as unethical attempts to influence County operations. Although some offers are made in good faith and intent, all employees are expected to remain free from any potential conflict of interest. Any gift of a substantial value offered by an outside party should be politely, but firmly, declined.
County of Sacramento Page 31
Labor Relations
Labor Relations
County Civil Service
Employment with the County of Sacramento is recommendations to the Commission for final based on a personnel administration structure decision. termed a “merit system.” Legal guidelines for the If you have any questions about County or merit system in Sacramento County are outlined in department rules, speak with your supervisor. Article XVI of the County Charter approved by the Specific information about procedures for appeals citizens of Sacramento County. from disciplinary and release from probation action, There are approximately 850 job classes in the from examination and selection procedures, and County of Sacramento. Each Job is analyzed and relating to the classification plan are available either grouped into job classes and given a specific title in the Civil Service Commission Rules or applicable according to the type of duties and responsibilities labor agreement available in your department or performed, and the education and experience online. required.Jobs are classified to ensure they receive equal pay for equal work and so that the Types of Appointments competitive examination given applies to the same basic job duties.The job class is further arranged Regular: Appointment to a permanent position into a class series or an occupational group to established in the annual salary ordinance. provide a logical framework for promotional opportunitiy.Written descriptions of each job class, Provisional: The appointment of a qualified person known as classification specifications, are available to fill a position for which no appropriate re- online at the Department of Personnel Services employment or eligible list exists, pending an homepage (section Class Specs). Class examination, which may not exceed one day less specifications include examples of typical duties, than six months, and is subject to the Director of knowledge and abilities needed, and other special Personnel Services’ approval. requirements. Temporary: An appointment of limited duration and A department may dismiss, suspend, reduce by a which may not exceed one day less than six salary step, or demote an employee for good months, and is subject to the department head’s cause. Conduct which may be considered good approval. cause for discipline include:neglect of duty, failure to observe County and/or departmental rules, Emergency: To meet an emergency situation, an absenteeism, insubordination and discourteous appointing authority may employ any needed behavior. Final disciplinary actions may be person for the duration of the emergency except appealed to either the Sacramento County Office of that no appointees shall serve more than thirty (30) Labor Relations or the Civil Service Commission calendar days in any six-month period. (CSC) depending upon the language in the applicable labor agreement. Reinstatement: The reappointment of a former regular employee who resigned in good standing A department may release an employee during from a position in the same or a higher their probationary period without cause, as long as class.Reinstatement must occur within three (3) the release is not based on grounds of illegal years of leaving county service. discrimination such as race, color, religion, sex, national origin, political belief, age, physical or Helpful Website: mental handicap. All appeals from release of probation are filed with the CSC. Appeals from Civil Service Rules disciplinary action filed with the Office of Labor Relations are heard by an arbitrator who makes the http://inside.saccounty.net/sites/civil-service-rules/ final determination on the appeal. Appeals from disciplinary action or release from probation filed with the CSC are set for heairngs presided over by independent hearing officers who submit written County of Sacramento Page 32
Labor Relations
Grievances ♦ ACCOUNTANTS NON-SUPERVISORY UNIT (Bargaining Unit Number 010): Ideally, most problems can be resolved between Consists of professional accounting classes. you and your supervisor. If you have a problem or Representative: Sacramento County grievance, first go to your immediate supervisor Professional Accountants’ Association and make every effort to resolve it. If you believe (SCPAA). higher-level review is required, use the formal Jennifer Griffin, President, 874-8777 grievance procedure. If you are an employee 711 G Street 4th Floor represented by a County union or association, refer Sacramento, CA 95814 to the appropriate labor agreement for the specific FAX: 874-5263 contractual definition of a grievance, time limits, [email protected] and other essential details. You may want to consult your union representative for assistance in ♦ ADMINISTRATIVE SERVICES UNIT filing a formal grievance. If you are not represented (Bargaining Unit Number 034): by a County union or association, the Board of Consists of Administrative Services Officers Supervisors has set forth a County grievance and other Administrative classes. procedure which allows all non-represented Representative: Sacramento County employees to grieve alleged unsafe or unhealthy Administrative Professionals Association working conditions or alleged violation of (SCAPA). employees-related County policies or rules. Mark Burstiner, President 934-2172 Grievances may not be filed concerning P.O. Box 232767 examinations and classification – these matters can Sacramento, CA 95823 be adjusted only by the Civil Service Commission. [email protected] http://groups.google.com/group/saccountyadminreo
Employee Organizations ♦ ATTORNEY NON-SUPERVISORY AND
Each employee has a right under state law to either SUPERVISORY UNITS join or not join the association or union which is the (Bargaining Unit Numbers 020 & 021): elected exclusive representative of the employee’s Consists of Attorney-Criminal I through IV bargaining unit. Some labor agreements require, as classes and the related supervisory class of a condition of continued employment, that the Principal Attorney. Excludes positions in the employee either become a union member or pay a County Counsel’s Office. fair share fee to the union. If the employee is a Representative: Sacramento County member of a religion that forbids union support, the Attorneys’ Association (SCAA). employee may pay an equivalent amount to an Joe Cress, President, 874-5975 approved charity. Consult the appropriate labor 700 H Street, Suite 0270 agreement for details. Sacramento, CA 95814 FAX: 874-8707 Recognized Employee Organizations [email protected]
The following is a listing of County bargaining units ♦ ATTORNEY CIVIL UNIT and the current employee organizations that are (Bargaining Unit Number 033): recognized by the County as the exclusive agent of Consists of Attorney-Level 1 Civil through level employees in the bargaining unit. 4 Civil and supervising civil attorney. These positions are in the County Counsel’s Office. Representative: Sacramento County Management Association (SCMA). Kelsey Johnson, President, 876-7139 3331 Power Inn Rd., Suite 350 Sacramento, CA 95826 FAX: 875-7020 [email protected]
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Labor Relations
♦ BUILDING AND CONSTRUCTION TRADES ♦ ENGINEERS AND ARCHITECTS NON- UNIT (Bargaining Unit Number 018): SUPERVISORY AND SUPERVISORY Consists of Electrician, Painter, Carpenter, UNITS (Bargaining Unit Numbers 022 & 023): Plumber and Elevator Mechanic classes. Non-Supervisory Engineers and Architects’ Unit Representative: Sacramento-Sierra’s consists of Assistant Civil Engineer and Building and Construction Trades Council Assistant Architect classes. Supervisory (SSBCTC). Engineers and Architects’ Unit consists of A.C. Steelman, Business Manager, Associate Engineer and Architect classes. 927-4239 Representative: Association of 2840 El Centro Road, Suite 115 Professional Engineers, County of Sacramento, CA 95833 Sacramento (APECS). FAX: 927-1074 Sonia Hernandez, President, 875-5775 [email protected] 4135 Traffic Way Sacramento CA 95827 ♦ DATA PROCESSING PROFESSIONALS FAX: 856-5459 UNIT (Bargaining Unit Number 028): [email protected] Consists of Information Technology classes. Representative: United Employees of CA, ♦ ENVIRONMENTAL SPECIALISTS NON- Local 792 (UPEC, Local 792) SUPERVISORY AND SUPERVISORY Chris Darker, Business Manager UNITS (Bargaining Unit Numbers 013 & 014): (530) 245-1890 Consists of Environmental Specialist, Waste 1860 Park Marina Drive Management Specialist, and Agricultural and Redding, CA 96001 Standards Inspector classes. Includes some [email protected] related supervisory classes. Representative: Environmental ♦ ENGINEERING TECHNICIANS AND Management Specialists of Sacramento TECHNICAL INSPECTORS UNIT County (EMSSC). (Bargaining Unit Number 026): Cheryl Hawkins, President, 875-8429 Consists of Construction and Building 10590 Armstrong Ave., Suite A Inspector, Engineering and Survey Technician Mather, CA 95655-4153 and Engineering Aide classes. FAX: 875-8513 Representative: Engineering Technicians [email protected] and Technical Inspectors (ETTI). Todd Wheeler, President, 591-0570 ♦ FIREFIGHTERS, AIRCRAFT RESCUE AND P.O. Box 276072 FIREFIGHTERS UNIT Sacramento, CA 95827 (Bargaining Unit Number 030): FAX: 875-2720 Consists of Aircraft Rescue Firefighting classes. [email protected] Representative: Sacramento Area Fire [email protected] Fighters, Local 522 (Local 522). Steve Loza, Unit Representative, 874-0648 P. O. Box 276031 Sacramento, CA 95827 FAX: 874-0687 [email protected]
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Labor Relations
♦ GENERAL SUPERVISORY UNIT ♦ LAW ENFORCEMENT NON- (Bargaining Unit Number 001): SUPERVISORY UNIT Consists of most supervisory classes other than (Bargaining Unit Number 003): law enforcement, nursing, welfare, attorneys, Consists of Deputy Sheriff, Dispatcher, accountants, and probation. Identification Technician, Sheriff’s Sergeant, Representative: Teamsters, Local 150. Sheriff’s Security Officer, Community Services Ken Akins, Chief Negotiator, 451-3396 Officer, and Sheriffs Records Officer classes. 6355 Riverside Boulevard, Suite E Representative: Sacramento County Sacramento, CA 95831 Deputy Sheriff’s Association (SCDSA). FAX: 451-3399 Kevin Mickelson, President, 441-4141 [email protected] 1700 I Street, Suite 100 Sacramento, CA 95814 ♦ HEALTH SERVICES UNIT FAX: 441-3504 (Bargaining Unit Number 007): [email protected] Consists of Mental Health Counselor, Licensed Vocational Nurse, General Service Worker, ♦ LAW ENFORCEMENT SUPPORT, Cook, Baker, Pharmacist, Laundry Worker, SUPERVISORY AND NON-SUPERVISORY Food Service Worker, Radiological Technician, UNITS (Bargaining Unit Numbers 002 & 004): Therapist, and miscellaneous related classes. Consists of Investigative Assistant, Process Does not include Registered Nurses. Server, Child Support Officer, Criminalist, Representative: American Federation of Forensic Laboratory Technician, and related State, County and Municipal Employees, supervisory classes for Child Support Officer, Local 146, AFL-CIO (AFSCME). Criminalist, and Identification Technician. Nancy Matulich, Business Agent, Representative: Sacramento County 923-1860 Alliance of Law Enforcement (SCALE). 2150 River Plaza Dr., Suite 275 Caryn King, President, 747-3006 Sacramento, CA 95833 FAX: 858-1435 FAX: 923-1877 [email protected] [email protected] Joanne Narloch, Business Rep., 851-1900 ♦ LAW ENFORCEMENT MANAGEMENT 11344 Coloma Road #145 UNIT (Bargaining Unit Number 029): Gold River, CA 95670 Consists of Sheriff’s Captain, Sheriff’s FAX: 851-1995 Lieutenant, Supervising Criminal Investigator, [email protected] Probation Division Chief, and Assistant Chief Criminal Investigator classes. ♦ NURSES NON-SUPERVISORY UNIT Representative: Law Enforcement (Bargaining Unit Number 016): Management Association (LEMA). Consists of Registered Nurse, Public Health Michael Ziegler, President, 875-0404 Nurse, Medical Case Management Nurse, P. O. Box 1617 Nurse Practitioner, and Psychiatric Nurse Sacramento, CA 95812-1617 classes. FAX: 875-0044 Representative: California Nurses [email protected] Association (CNA). Jerry Fillingim, Labor Representative, (510)499-2951 1107 9th Street, Suite 900 Sacramento, CA 95814 FAX: 446-6319 [email protected]
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Labor Relations
♦ OFFICE-TECHNICAL UNIT ♦ PHYSICIANS AND DENTISTS UNIT (Bargaining Unit Number 005): (Bargaining Unit Number 027): Consists of Account Clerks, Office Assistants & Consists of Physician and Dentist classes. Specialists, Assrs Aide, Buyers, Deputy Public Representative: Union of American Guard/Conser, Auditor and Real Property Physicians and Dentists (UAPD). Appr.Legal Secretaries and Transcribers, Real Zegory Williams, Business Representative Estate Agents, clerical, property appraisal, and 442-6977 other miscellaneous technical classes. 1225 8th Street, Suite 340 Representative: United Public Employees, Sacramento, CA 95814 Local #1 (UPE). FAX: 446-3827 Ted Somera, Executive Director, [email protected] 736-9503 5370 Elvas Avenue, Suite 100 ♦ PROBATION NON-SUPERVISORY UNIT Sacramento, CA 95819 (Bargaining Unit Number 019): FAX: 736-9506 Consists of Probation Officer, Senior Probation [email protected] Officer, Probation Assistant, and Probation Aide classes. ♦ OPERATIONS AND MAINTENANCE UNIT Representative: Sacramento County (Bargaining Unit Number 006): Probation Association (SCPA). Consists of many animal control, airport, Greg Stuber, President 368-1485 highway and equipment maintenance, 9719 Lincoln Village Drive – Suite 501 custodial, parks and refuse classes. Does not Sacramento, CA 95827 include water quality, stationary engineering or FAX: 368-5820 building trades. [email protected] Representative: International Union of Operating Engineers, Stationary Engineers, ♦ MANAGEMENT UNIT Local 39 (Stationary Engineers, Local 39). (Bargaining Unit Numbers 032): John Lewis, Business Representative, Consists of management classes in various 928-0399 departments and positions, up to deputy 1620 North Market Boulevard directors. Sacramento, CA 95834-9800 Representative: Sacramento County FAX: 928-1216 Management Association (SCMA). jlewis@ local39.org Kelsey Johnson, President, 876-7139 ♦ PEACE OFFICERS UNIT 3331 Power Inn Rd., Suite 350 (Bargaining Unit Number 031): Sacramento, CA 95826 Consists of Deputy Coroner, Criminal FAX: 875-7020 Investigator, and Park Ranger classes. [email protected] Representative: Sacramento County Alliance of Law Enforcement (SCALE). Caryn King, President, 747-3006 FAX: 858-1435 [email protected]
Joanne Narloch, Business Rep., 851-1900 11344 Coloma Road, #145 Gold River, CA 95670 FAX: 851-1995 [email protected]
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Labor Relations
♦ WATER QUALITY-STATIONARY ♦ WELFARE SUPERVISORY UNIT ENGINEERING UNIT (Bargaining Unit Number 025): (Bargaining Unit Number 017): Consists of Child Development Supervisor, Consists of Stationary Engineers and Water Eligibility Supervisor, Family Service Quality Underground, Mechanical and Plant Supervisor, Human Services Program Operations classes. Specialist, Human Services Supervisor and Representative: International Union of Master’s Degree, Supervising Vocational Operating Engineers, Stationary Assessment Counselor, Volunteer Program Engineers, Local 39 (Stationary Specialist, and Workforce Career Assessment Engineers, Local 39). Supervisor. Scherita Adams, Business Representative Representative: Service Employees 928-0399 International Union, Local 1021 (SEIU) 1620 North Market Boulevard Kathy O’Neil, President, 876-5455 Sacramento, CA 95834-9800 2450 Florin Road FAX: 928-1216 Sacramento CA 95822 [email protected] Fax: 874-2822 [email protected] ♦ WELFARE NON-SUPERVISORY UNIT (Bargaining Unit Number 008): Chris Bolshazy, Worksite Organizer, 492-1021 Consists of Child Development Specialist, th th Eligibility Specialist, Family Service Worker, 1006 4 Street, 8 Floor Human Services Assistant, Human Services Sacramento, CA 95814 Social Worker and Master’s Degree, Human Fax:447-0246 [email protected] Services Specialist, Vocational Assessment
Counselor and Workforce Coordinator classes. Employee Units Unrepresented Representative: United Public Employees, Local #1 (UPE). Ted Somera, Executive Director, 050 Management Unrepresented Employees 736-9503 Management positions 5370 Elvas Avenue, Suite 100 060 Administrative Unrepresented Employees Sacramento, CA 95819 FAX: 736-9506 Administrative classes [email protected] 070 Confidential Unrepresented Employees Confidential classes 080 Unrepresented
Other classes
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Fair Employment-Policies and Regulations
Fair Employment – Policies and Regulations
County Safety Office Safety Programs
The County is committed to promoting, Injury and Illness Prevention - A program providing, and maintaining a safe and healthful designed to prevent accidents and illnesses work environment for its employees. Employees in the workplace. http://insidehra.saccounty.net/ are our most important asset - safety is our CSO_website/Countywide_IIPP.pdf greatest concern. Workplace Violence Prevention Program Each employee has the responsibility to conduct Sacramento County is committed to a work their work activities in a safe and professional environment free from the fear of violence, manner and follow all safety rules and aggression, intimidation and / or harassment, regulations. Safety awareness must be a and responds to all threats and supports all routine element in each employee’s work possible methods of prevention. activities. Emergency Action - Procedures for Management is responsible for ensuring a safe workplace emergencies. and healthful work environment for employees by providing adequate training, correcting Fire Prevention - Procedures for identifying unsafe acts or conditions, promoting safe work potential fire hazards and controlling them. practices, and complying with government Blood Borne Pathogens - For employees occupational regulations and internal policies who have been designated as having the and procedures. potential for exposure to blood, its The County Safety Office is responsible for components and other potentially infectious assisting in the daily administration of the materials. countywide employee health and safety program Confined Space Entry - For employees and maintains a functional responsibility for who must enter confined spaces. health and safety activities within the County’s Department(s), Office(s) or Division(s) to which Control of Hazardous Energy (Lock- they are assigned. Out/Tag-Out) - For employees who work on de-energized equipment during maintenance The Safety Office provides a variety of safety or servicing operations. services. County Safety Specialists are experts in Industrial Hygiene and Occupational Safety as Hazard Communication - For employees it applies to all aspects of County employment. who handle, dispose or store hazardous The Safety Office is well versed in California’s materials. occupational health and safety laws and regulations, serves as a liaison between Hearing Conservation - For employees departments and the California Occupational who are exposed to elevated noise levels at Heath and Safety Administration (Cal-OSHA), or above an 8-hour time-weighted average of and provides training in a variety of subject 85 dBA. areas. Respiratory Protection - For employees who must use respiratory protection to protect themselves from harmful chemical vapors, dust, mist, fumes or gases.
Ergonomics – Policy and procedure for controlling work related cumulative trauma disorders.
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Fair Employment-Policies and Regulations
General Safety Rules Workers’ Compensation Office
Employees work for the County in hundreds of This Office is dedicated to providing employee’s different jobs in various conditions. Although who are injured on the job with the appropriate some safety rules may apply only to specific mandated benefits. They lawfully administer jobs, every County employee is expected to workers’ compensation benefits in an equitable comply with the following general safety rules: manner that demonstrates respect for the A job task should not be performed if it is employee. unsafe. Talk to your supervisor if you are Suffering an injury on the job can be a unsure of the safe way to perform a task. distressing experience. However, if you are an Report all unsafe conditions to your eligible County employee and suffer a covered supervisor. injury, the Workers’ Compensation Office will Report work-related injuries or illnesses to handle your claim and ensure that you receive your supervisor. all of the benefits you are legally entitled to. Read and obey all signs, labels, and notices Workers’ Compensation is a no-fault system of danger. paid for by the County and administered based Know where the emergency exits are located on laws enacted by the California State and what to do when an alarm sounds in Legislature. your work area. Keep floors, stairs and exits free from Physician Pre-designation obstructions. You can pre-designate your primary treating Use lifting equipment or request assistance physician or medical group (a medical group is a for loads heavier than what is comfortable for single corporation or partnership composed of you. licensed doctors of medicine or osteopathy, Never indulge in horseplay or practical jokes which operates an integrated multi-specialty that could result in an injury or accident. medical group providing comprehensive medical Drive defensively or courteously and follow services predominantly for non-occupational all traffic regulations. Seat belts must be illnesses and injuries) to treat you if you suffer worn while driving. an injury.
For more information on Safety, please visit the If you choose to pre-designate a physician, you Safety Office online: must complete the form, available at: http://insidehra.saccounty.net/county_safety_offi http://insidehra.saccounty.net/electronic%20form ce.htm s/Physician%20Designation%20Form%209.18.0 7.pdf, have it signed by your designated Risk Management Office physician, and return it to the Workers’ Compensation office. For a physician to be The Risk Management Office provides services designated, they must be your primary care that protect the County and its physical and physician under your health plan. Your human assets against the adverse physician must also agree to treat you for your consequences of loss; successfully minimizes industrial injury. Some primary care physicians the cost of the Program; and assists or health plans will not provide treatment for departments in reducing the risks associated work-related injuries. with their day-to-day activities. If the completed Physician Pre-designation form meets all the legal requirements the information will be entered into a database for future reference.
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Fair Employment-Policies and Regulations
As the County does not have a Medical Provider Use of Leave Balances Network (MPN) you may be able to change your treating physician to your personal chiropractor If an injured worker, who is a regular employee, or acupuncturist following a work-related injury is unable to work as a result of their injury they or illness. In order to be eligible to make this may be eligible to integrate any available leave change you must provide the County Workers’ balances with their workers’ compensation Compensation Office with the name and temporary disability benefits. At the time they go address of a personal chiropractor or off work an injured worker must elect one of the acupuncturist in writing prior to the injury or following options: illness. to integrate their workers’ compensation temporary disability benefits with their leave Reporting Injuries balances to provide for 100% of their gross
All injuries or covered illnesses must be reported salary for as long as leave balances are to your supervisor immediately regardless of available or how minor the incident. If your personal to utilize full leave balances in addition to supervisor is not immediately available, injuries receiving temporary disability should be reported to the appropriate manager An employee is not allowed to change their or another supervisor in your area. Employees election once the first payment has been issued. have one year from the date of knowledge of the injury/illness to file a claim form and pursue the claimed injury. Workers’ Compensation Benefits
Workers’ Compensation benefits available to an Medical Treatment injured worker may include:
In the absence of a pre-designated physician Temporary Disability (A wage replacement form, the County has the right to direct your benefit) medical care for the first thirty (30) days after Permanent Disability (Any lasting disability knowledge of your injury or illness. You will be that results in a reduced earning capacity) referred to an occupational clinic at either Kaiser Medical Treatment or Mercy Medical Group. After the County has Supplemental Job Displacement Benefits (if initiated treatment with another doctor during you are unable to return to your regular job) this period, you may then, upon request, have Death Benefits your treatment transferred to your personal chiropractor or acupuncturist. If an employee is Questions unhappy with the care of treatment provided by the occupational clinic they should contact the Workers’ Compensation is a complex system of Workers’ Compensation office to request a benefits to assist an employee who is injured on change of treating physicians. Once thirty days the job. Any questions regarding workers’ from the date of injury has expired the employee compensation benefits should be directed to the can treat with a physician of their own choice. Workers’ Compensation Office by calling 876- 5251, emailing [email protected] Denied or Delayed Claims or online at http://www.hra.saccounty.net/liability/ Once a claim is received in the Workers’ workers.htm Compensation office it will be reviewed to ensure it meets the legally required thresholds. Some claims may be delayed for up to ninety days from the date the claim form is signed to obtain additional information. If an employee is off work during this timeframe they may use their leave balances, or apply for State Disability Insurance.
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Fair Employment-Policies and Regulations
Disability Compliance Office
This Office coordinates reasonable feasible, reassignment. Changing the duties that accommodations for all County employees and do not affect the essential functions of the job job applicants with disabilities as defined by the may also be considered. Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act Equal Employment Opportunity (FEHA). They also provide technical assistance to all county agencies and departments to assist The primary mission of the EEO Office is to them in designing and implementing programs, prevent employment discrimination, including policies and procedures that will bring the discriminatory harassment. It is the policy of the County into compliance with the ADA and other County to provide equal opportunities in all applicable state and federal regulations. areas of employment to all people regardless of race, color, sex/gender, national origin, age, Training is available to County employees on marital status, religion, pregnancy, political their rights and responsibilities under the affiliation, ancestry, medical condition, disability, ADA/FEHA, including disability sensitivity and or sexual orientation. County policy prohibits customer service and inclusive workplace discrimination or harassment based on any of strategies. these characteristics. County policy also prohibits retaliation for raising concerns of Resources for County Employees discrimination or prior EEO activities.
The ADA and the FEHA require the County to The EEO Office establishes protocol, responds provide reasonable accommodations to qualified to complaints, conducts investigations, individuals with disabilities at any time in their coordinates and conducts related training County career and to engage in an interactive programs, gathers and compiles data for process to discuss possible reasonable statistical reporting, and provides administrative accommodations. Good faith participation must support to the Equal Employment Opportunity be demonstrated by all parties in this reasonable Advisory Committee (an advisory committee to accommodation process. the Board of Supervisors).
Employee Reasonable Accommodations Reporting
The purpose of a reasonable accommodation is If you believe that you have been treated to enable an eligible employee to perform differently based upon a protected characteristic, his/her job’s essential functions: The job you may make a complaint of discrimination / duties that are so fundamental to the position harassment to your supervisor or manager, that he or she cannot do the job without Department of Personnel Services (DPS), or the performing these duties. A function is EEO Office. Discrimination / Harassment “essential” if, among other things, the position Complaint forms can be found on the County exists specifically to perform that function. This intranet or in DPS offices. does not include marginal functions that are not essential to the position. Mandatory Harassment Training
State law (AB 1825) mandates that managers Workplace Reasonable and supervisors complete at least two hours of Accommodations Defined Sexual Harassment Training within six months of hire/promotion and every two years Reasonable accommodations are changes or thereafter. If you do not supervise employees, adjustments in the work environment or in the you still may be a candidate for this training way work is customarily done that would enable because of your job classification. Please check a qualified individual with a disability to perform with your manager or supervisor to determine if the essential functions of the position. Examples you must attend the training. may include, but are not limited to: assistive devices, work schedule adjustment, equipment For more information contact the Equal purchase, facility or workspace changes, or, Employment Opportunity Office at (916) 874- when no other effective accommodation is 7148 or email [email protected].
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Fair Employment-Policies and Regulations Information Technology Security Policy IT Resources
All County IT resources shall remain the Users must not send sensitive information via property of the County of Sacramento and may the Internet unless a County-approved form of be examined at any time. Users must not install, encryption is used, the information is transmitted upgrade, repair or move IT resources without IT via sites that support industry adopted security management approval. Proprietary or County- standards, the transfer is authorized by developed software must not be copied or Department Head or Agency Administrator, or distributed without management approval. where required by law.
Only County-approved equipment is to have a Voice/Electronic Mail permanent physical connection to County networks. Users should consult with their All voice-mail and e-mail messages composed, System Administrator for the proper use of sent or received using County IT resources portable devices and the relocation and remain the property of the County at all times. reconnection of desktop devices. The County The County reserves the right to retrieve and cannot support unapproved IT resources. read any message composed, sent, or received Installation, upgrade, repair or other forms of using County IT systems. Voice mail and e-mail support will only be performed on official will not be distributed to users other than the County-owned, leased, or licensed IT resources. intended recipient except at the direction of the recipient, a Department Head or Agency User IDs and Passwords Administrator.
No user will give his or her password to another Within a voice-mail system, users may be person unless that person is authorized to required to share a password among two or receive such information. If a password is more individuals. If the business environment compromised for any reason, the password shall requires shared voice-mail accounts, the be changed as soon as practical. Users shall Department Head or Agency Administrator will choose passwords in accordance with the define procedures explaining how the accounts “Password Construction Guidelines” in Appendix will be managed. 1 of the policy. Users should report to their supervisor if they Unacceptable Use and Content receive voice-mail or e-mail containing content that may be reasonably considered offensive or Users must not use County IT resources for disruptive. Supervisors, managers and system purposes other than those that support official administrators who investigate reports of County business or as defined in this policy. unsolicited material must not compromise the Users must not use County IT resources for confidentiality of the individuals involved. commercial financial gain or to conduct illegal activities. Personal use of County IT systems Workplace Privacy can be approved by Department Heads and Agency Administrators. Specific restrictions System administrators are authorized to should be defined in department or agency examine and/or retain files within the scope of supplements to this policy. their responsibilities to troubleshoot and/or repair the IT resources under their purview. Except for authorized criminal investigations, System administrators must not disclose the users shall not use County IT resources to contents of such files unless the contents are in access offensive material on Internet sites, call violation of this policy, other County, department telephone services, or otherwise send or receive or agency policies, or federal, state, or local law. offensive material. Offensive material includes, Content that violates policies or the law will be but is not limited to, sexual comments or reported to management. images, racial slurs, gender-offensive comments or any comments that would be offensive on the basis of age, sexual orientation, religious beliefs, national origin, or disability.
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Fair Employment-Policies and Regulations
The County may inspect, review or retain any Specifically, through implementation of this personal electronic mail or any other personal program the County seeks to: computer records generated by any user of County IT resources. A user shall be permitted, Maintain a response capability at the subject to the limitations contained in countywide level to respond to and address Government Code section 31011, to review any issues and specific incidents at the request data pertaining to the user that is collected by of County Agencies / Departments. This is the County in the course of monitoring electronic further described in the section entitled records and communications and to dispute and “County Resources.” have inaccurate data corrected or deleted. Provide training programs that will address prevention, security, intervention, conflict Workplace Violence Prevention resolution, and emergency response to crisis situations. Policy Require Departments to conduct initial Sacramento County is committed to providing a workplace security assessments to identify work environment free from the fear of violence, and assess security hazards and/or aggression, intimidation and/or harassment, by practices which may contribute to the responding to all threats and supporting all potential risk of violence in the workplace possible methods of prevention. (i.e., worksites where money is exchanged,
and/or services are provided to known or Cal/OSHA Authority potentially violent clients, customers or
California Labor Code section 6400 & section patients) for which preventive and/or 3203 of Title 8 of the California Code of corrective measures may be necessary.
Regulations Support preventative and post-trauma
Program Summary & Objectives counseling services for victims of workplace violence threats or incidents through the The County prohibits workplace violence in any County’s Employee Assistance Program form, and is committed to providing workplaces (EAP). and facilities free from violence. Enforce this policy and take appropriate Workplace violence includes assaults, or other corrective action against any person who violent acts which entail a risk of physical or threatens or engages in any violent act, emotional harm, which take place on the retaliates or threatens to retaliate against employer's premises and at other locations any person(s) filing a report under this policy, where employees are engaged in work related or in any other way fails to comply with this activities or are present as a condition of policy. Corrective action may include, but is employment. not limited to, referrals for counseling services through the EAP; management Violence includes physical violence and/or referrals for mandatory “fitness for duty” threats of physical violence that would lead a examinations; appropriate Departmental reasonable person to fear for his/her safety. disciplinary action; and/or criminal Violence may be either "verbal" (which includes prosecution. written) or "physical."
Verbal Violence is displayed by verbal / written abuse or harassment involving unwanted acts of language that threatens harm to someone."
Physical Violence "is unwelcome contact between two parties. This also includes sexual assaults and property damage."
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Fair Employment-Policies and Regulations
Agency/Department Program Responsibilities
Each County agency / department shall enforce All records pertaining to alleged workplace the provisions of this policy and take proactive violence incidents in the Department of measures in response to workplace violence Personnel Services will be maintained by the issues, including the establishment of a(n) County Counsel. "Agency / Department Crisis Management Team (or person)" to investigate all incidents involving When a department determines that an internal acts of violence, or behavior that can potentially investigation may cause a potential conflict of lead to aggressive or violent behavior. interest, the department head or designated representative shall submit a written request to Departments shall conduct initial workplace the Risk and Loss Control Division to conduct security assessments to identify and assess the investigation. security hazards and/or practices, which may contribute to the potential risk of violence in the With the exception of cases involving workplace. The Risk and Loss Control Division Department of Employment Services & Risk (Department of Employment Services and Risk Management personnel (see above) the Risk Management, Internal Services Agency) and the and Loss Control Division will maintain records Sheriff’s Department will, upon request, assist of all incidents of Workplace Violence that occur departments with workplace security within the County, records of investigations assessments. and/or actions taken, and current status of each Workplace Violence Case reported The primary responsibility for resolving workplace violence incidents is given to the County Resources appropriate "Agency/Departmental Crisis Management Team". There are instances when The following resources are available to provide the departmental teams may seek assistance or professional guidance and assistance to when countywide concerns must be addressed. departmental and/or countywide teams. In such instances the Agency/Departmental County Workplace Violence Steering Crisis Management Team Coordinator will contact the Risk and Loss Control Division to Committee (CWPVSC) request assistance. The County Workplace Violence Steering
Employees shall be encouraged to report Committee (CWPVSC) consists of workplace violence incidents to their immediate representatives from the Sheriff, County supervisor, without fear of retaliation. All reports Counsel, County Executive, Department of or threats of workplace violence shall be Personnel Services, Department of Health and documented using the Workplace Violence Human Services, District Attorney, and Incident Report Form. The report should include Municipal Services Agency. a summary of actions taken, and/or status of The CWPVSC meets on a quarterly basis and investigations or incidents and be forwarded to reviews pertinent workplace violence cases and the Risk Management and Safety Division, Mail policies to ensure that the County’s Workplace Code 58-600, Fax 876-5158. Violence program is operating in an effective
manner. Department of Employment Services & Risk Management employees should report alleged The Department of Personnel Services will workplace violence incidents directly to the provide policy direction, and staff support to the Municipal Services Agency member of the “County Workplace Violence Steering County Workplace Violence Steering Committee Committee” for appropriate action. Reports should be sent confidentially and addressed to: MSA Representative, County Workplace Violence Steering Committee, CE&A Director’s Office, Mail Code 01-304, Fax 874-7100.
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Fair Employment-Policies and Regulations Countywide Injury and Illness Prevention Program
Policy
It is the County’s policy to provide for b) Shall appoint a Department Safety workplaces that are free from recognized Representative (SR) who shall be hazards, the promotion of the health and responsible for the administration of this wellbeing of its employees at all levels within the program at the Department or Division County, and the safeguarding of work activities level. to the extent that the nature of the work i) SR’s shall regularly attend the reasonably permits. The following Injury and Quarterly Safety Representative Illness Prevention Program serves as the meetings hosted by the County foundation for all County employee health and Safety Office. safety efforts, activities, programs and procedures. c) Shall designate a site specific person who shall be responsible for the daily Authority administration of this program at the work site level, and coordinate this work California Labor Code, Division 5; Title 8 of the with the Department SR and County California Code of Regulations; and, County of Safety Professionals as necessary. Sacramento Code, Title 2, Chapter 2.09, Article 3, Section 370. These foregoing citations shall i) This person shall be in a position with be administered as they apply to specific places the capacity to effect these program of County employment and occupations requirements at the workplace under appurtenant thereto. their direction and control
Responsibilities 4) County Safety Officer
1) County Executive a) Is responsible for the development and
a) The County Executive is responsible for implementation of the Countywide the continuing implementation of this employee health and safety compliance program in all County places of program.
employment. b) Shall administer all County employee
health and safety programs. 2) Agency Administrators
a) Each Agency Administrator is c) Shall coordinate the work of County responsible for the continuing Safety Professionals and Safety implementation of this program within Representatives as necessary to affect a their respective Agencies under their proactive program. direction and control. d) Shall ensure that all County employee
3) Department Directors & Elected health and safety efforts are in compliance with applicable laws, Department Heads standards and rules. a) Are responsible for the continuing implementation of this program within e) Shall maintain adequate resources to their respective Departments under their affect the ready availability of media, direction and control. information, training materials, forms and other things necessary to carry out the i) Departments may elect to implement, Countywide employee health and safety or may already have in place, an program campaign. effective IIPP specific to their respective operation(s). In any case, the provisions of those programs shall be no less stringent than the requirements of this Policy in its full force and effect. County of Sacramento Page 45
Fair Employment-Policies and Regulations
5) Managers, Supervisors and Lead 8) County Safety Office (CSO) Workers a) Is responsible for assisting in the daily
a) Are responsible for carrying out the administration of the Countywide duties and responsibilities relative to employee health and safety program.
occupational health and safety programs b) Shall carry out County employee health as they apply to the work being carried and safety programs and maintain a out within their respective areas of functional responsibility for health and direction and control. safety activities within the County
b) Shall exercise due diligence in Department(s) or Division(s) to which familiarizing themselves with the hazards they are assigned. associated with the conduct of work within their respective workplace(s). Compliance
c) Shall pursue an active role in injury and 1) All County employees are expected to illness prevention for workers under their comply with the provisions of this and any direction and control. other applicable employee health and safety program(s), procedure(s) or directive(s) as a d) Shall ensure workers under their condition of employment. direction and control are provided with appropriate training, work aids, a) Any employee who willfully disobeys safeguards, equipment and resources to employee health and safety program(s), ensure health and safety in their work. procedure(s) or directive(s) may be subject to progressive discipline in e) For purposes of this subsection, the term accordance with civil service rules and “worker” includes temporary staffing firm established personnel procedures. agents, interns, inmate workers and volunteers. 2) County Departments are encouraged to utilize the County Employee Recognition 6) Employees program to recognize employees who continually strive to meet or exceed a) Are responsible for carrying out their employee health and safety expectations. work in a safe and healthful manner and as dictated by any writing, directive, 3) County Departments are encouraged to program, policy, procedure or training utilize any other reasonable and proactive they receive relative to the nature of their means to ensure employee compliance with work and the conduct of their safe and healthful work practices as their employment. personnel resources and budgets permit.
b) For purposes of this subsection, the term Communication “employees” includes temporary staffing firm agents, interns, inmate workers and 1) The County encourages all employees to volunteers. communicate known or perceived hazards to their immediate chain-of-command without 7) Department Safety Professionals fear of reprisal.
a) Are responsible for assisting in the daily a) For this purpose the County has administration of the Countywide established a Safety Suggestion / employee health and safety program at Hazard Observation program, wherein the Department(s) or Division(s) to which employees are encouraged to fill out the they are assigned. appropriate form and submit the form to their chain-of-command. These forms b) Are responsible for implementing are readily available throughout the employment specific employee health County. Employees can also submit the and safety programs and procedures as form with anonymity, if so desired. applicable to their respective operations.
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Fair Employment-Policies and Regulations
2) The County has established a quarterly iii) High hazard and equipment use forum wherein Safety Representatives areas quarterly or more frequently as (SR’s) from each County Department meet determined by the nature of the to discuss general and specific employee specific operation and as prescribed health and safety issues, conduct SR’s by applicable Law(s) and health and safety training and otherwise Standard(s). disseminate associated information for discussion or distribution. b) In addition to scheduled inspections, a Job Hazard Analysis (JHA), or equivalent 3) The County has established a quarterly means, shall be conducted whenever: forum wherein the Safety Advisory Group (SAG), whose members consist of Safety i) New substances, processes, Professionals throughout the County. The procedures, or equipment are SAG is involved with the preparation of introduced to a work place that employee health and safety Policy and represents a new hazard. And, related issues for County Senior Management’s consideration and approval. ii) When the County is made aware of a Further, the SAG engages in professional new or previously unrecognized development training, determining the hazard.
efficacy of injury and illness prevention program efforts and otherwise discusses and 2) County Departments are responsible for contemplates Countywide operational issues investigating occupational injury and illness associated with employee health and safety. in accordance with established procedures within the County Workers’ Compensation 4) In addition to the foregoing, the County unit of the Department of Personnel Services maintains clear and open lines of in the Internal Services Agency. communication throughout its organization. These lines of communication are Hazard Abatement established by the continuous implementation of media including but not 1) When observed or discovered, by whatever limited to various newsletters, postings, means, unsafe or unhealthful work continuous enrollment, employee health and conditions or practices or procedures shall safety training programs, and unlimited be abated as soon as reasonably feasible access to websites, telephone, e-mail and given the severity of the hazard. A County written correspondence where employees Safety Professional shall be consulted in the can openly consult with health and safety resolution of the issue. The County Safety professionals. Professional shall, as necessary, recommend appropriate control measures Hazard Evaluation pending final abatement.
1) County Departments are responsible for a) In any situation requiring hazard ensuring a system of identifying and abatement, a Hazard Abatement Plan evaluating workplace hazards are in place at shall be developed and maintained so as each workplace, in an affirmative effort to to demonstrate weighted progress identify unsafe conditions and/or work toward the end means and provide for practices. proper documentation of the occurrence.
a) General, scheduled, periodic inspection b) In the event an imminent hazard is areas include: identified or observed, it shall be i) Low hazard office settings, annually. immediately abated or otherwise made ii) Moderate hazard, warehouse, and safe. If this is not possible, all personnel storage facilities, semi-annually. shall be removed from the affected area or operation or procedure until it can be made safe.
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Fair Employment-Policies and Regulations
Countywide Illness and Injury Prevention 3) Training and or retraining shall also be Program (IIPP) conducted, as soon as reasonably feasible, http://insidehra.saccounty.net/CSO_website/Cou for employees and supervisors whenever ntywide_IIPP.pdf new substances, processes, procedures or equipment are introduced to the workplace Employee Training and Instruction and represent a new hazard.
1) All employees new to the County shall be a) This training shall be derived from the provided information on the role and information obtained from the JHA responsibility of the CSO as well as the conducted on the new substance, process, procedure or equipment, as services provided. required in section 7. a. (2). a) Employees shall be provided an up- dated Departmental SR’s list and contact 4) Supervisors should attend the County information. Training Office’s “Supervisory Development Training Series” or Department equivalent, b) New employees shall receive instruction wherein they will complete a course module on County policies relative to employee on supervisor’s workplace safety health and safety, including injury and responsibilities, fundamentals of accident illness prevention, workplace violence prevention and accident investigation, prevention, ergonomics, vehicle safety, Cal/OSHA overview, the County IIPP, office general Countywide safety rules and an safety, ergonomics, emergency overview of the County Workers’ preparedness and an introduction to Compensation, and California industrial hygiene. Occupational Safety and Health Administration (Cal/OSHA) programs. a) This course module emphasizes the importance of supervisors maintaining an c) The instruction shall also refer active role in injury and illness prevention employees to Department specific and using due diligence in understanding programs such as; ergonomics, building exposure and control measures for the emergency procedures, lifting safety and hazards to which employees under their blood borne/airborne pathogens, direction and control may be exposed. reporting workplace injury or illness to their supervisor and direct the new employee to consult with their new supervisor regarding Department worksite specific procedures.
2) Supervisors shall provide, as soon as reasonably feasible, specific job safety training and instruction to their new employees as well as any employee with a new job assignment who has not previously received training.
a) For this purpose a new employee checklist has been established and is available throughout the County.
b) Supervisors shall also ensure that all new employees are given a copy of and read and understand the General Safety Rules for ALL County Employees.
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Fair Employment-Policies and Regulations
Recordkeeping Requirements and Retention
1) Records of scheduled and periodic inspections shall identify the following: the person conducting the inspection or JHA and the date, the unsafe condition or work practice and the steps taken to mitigate the hazard or practice.
a) Records in this section shall be maintained.
2) Employee health and safety training records shall identify the following for each employee; name or other identifier, training date(s) attended, the type of training attended and the training provider.
a) Records in this section shall be maintained.
i) Department Training Coordinators shall record all employee health and safety training in the County COMPASS system or equivalent system designed to comply with the provisions of this section. The Countywide Injury and Illness Prevention Program may be found in its entirety, with Appendices, at http://insidehra.saccounty.net/CSO_website/Cou ntywide_IIPP.pdf
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Fair Employment-Policies and Regulations Discrimination in County Employment Policy H-3
The County of Sacramento is committed to Applicability of Policy maintaining a work environment that is free from This policy applies to all employment discrimination. This policy: actions including, but not limited to: defines and provides examples of the recruitment conduct that is prohibited demotion summarizes the responsibilities of County employees for preventing and reporting transfer violations layoff summarizes the responsibilities of County discipline employees for investigating and responding termination to complaints and salary and benefits Gives clear warning of the potential Participation or appointment to all County consequences of violating this policy. boards and commissions.
Definition This policy also applies to discrimination against Discrimination includes, but is not limited subordinates as well as discrimination by co- to: workers against other co-workers.
taking an adverse employment action (i.e. Examples demotion, transfer, discipline, termination) Discrimination may include, but is not against an employee based on that limited to, the following types of behavior individual’s protected group/status relating to an individual’s protected treating an applicant or employee differently group/status: with regard to any aspect of employment because of the individual’s protected making slurs or derogatory comments in any group/status format taking an employment action that adversely engaging in verbal or physical conduct, affects the employment opportunities for comments, and jokes relating to an members of a protected group/status individual’s group/status basing an employment decision as to a job applicant or employee on the individual’s wearing t-shirts, clothing, hats depicting protected group/status derogatory or insulting scenes or terminology Engaging in harassment based on an distributing or displaying printed material individual’s protected group/status. refusing or failing to hire or promote
Discrimination Policy Mandated Training All County employees, agents, contractors, and Department Heads, managers, and supervisory volunteers are prohibited from discriminating personnel, as defined by the Fair Employment against any applicant or employee in the Housing Act (FEHA), shall receive, consistent following protected group/status: with applicable State and Federal requirements, specialized formal training in recognizing and race preventing discrimination. color sex Protection Measures national origin When County employees, agents, contractors, age and volunteers are performing their work-related marital status activities for the County, the County will take reasonable measures to protect them from religion discrimination. pregnancy ancestry Investigation Mandated medical condition physical or mental disability The County or its designee shall promptly investigate complaints of discrimination. political affiliation or belief sexual orientation
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Fair Employment-Policies and Regulations
Retaliation Prohibited Cooperation Required
It is a violation of this policy to retaliate or County employees, agents, contractors and engage in any form of retaliation because a volunteers shall cooperate fully with all person has raised a concern of, filed a complaint investigations of discrimination and shall not of, participated in an investigation of, or been a retaliate against complainants or witnesses. witness to, discrimination. The County shall investigate complaints of retaliation and shall Responsibility of Management and take appropriate corrective action. Supervisory Personnel
Suppressing a Complaint Prohibited All Department Heads, managers, and supervisory personnel, as defined by FEHA, shall ensure that the Sacramento County work No County employee, agent, contractor or environment is free from discrimination. volunteer shall suppress, or attempt to suppress a complaint about discrimination. Educating Employees
Responsibility for Agents, Contractors As appropriate for their level in the organization, and Volunteers Department Heads, managers, and supervisory personnel, as defined by FEHA, are responsible County employees responsible for for: ensuring all County employees are aware administering, monitoring or overseeing the work that: of County agents, contractors, or volunteers discrimination is prohibited shall ensure that they do not violate this policy. they have a right to complain about such If managers or supervisors become aware of behavior possible discrimination by County agents, they will be protected from retaliation contractors or volunteers, they shall conduct a incidents should be reported to help ensure timely investigation and take appropriate they will not recur corrective action. prompt appropriate follow-up action will be Responsibilities of All County taken to stop such behavior if the supervisor Employees or manager learns of the problem Discrimination may be grounds for All County employees, agents, contractors and disciplinary action. volunteers are responsible for ensuring that ensuring that all County employees have a discrimination does not occur in the Sacramento copy of the Discrimination in County County work environment. Employment H-3 policy
Timely Reporting Critical Dealing with Complaints Any employee, agent, contractor or volunteer who believes that he or she has been the object As appropriate for their level in the organization, of, or has been affected by, discrimination in Department Heads, managers, and supervisory County work situations, or who is aware of an personnel, as defined by FEHA, are responsible occurrence of discrimination should immediately for: report such action or incident to any of the following individuals: promptly and thoroughly investigating any report and/or complaint of discrimination as his or her supervisor required by this policy departmental Equal Employment taking reasonable steps to protect the Coordinator complainant from further harassment or departmental Human Resources retaliation Representative taking appropriate corrective action against the County’s Chief of Equal Employment anyone in County employment who engages Opportunity (EEO), or in discrimination Department Head. Taking appropriate corrective action against
Note: Under no circumstances shall such report any agent, contractor or volunteer who be required or expected to be made to a person engages in discrimination. who allegedly engaged in the conduct that is being reported.
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Fair Employment-Policies and Regulations
Appointing a Department Investigator Mandatory Use
Management shall appoint one or more The County shall use an outside investigator to departmental Equal Employment Coordinators conduct investigations of discrimination or Human Resources Representatives. complaints against any of the following This person or persons will provide information individuals: related to discrimination and will typically be the All elected officials initial investigator of such complaints. The County Executive The individual(s) selected must: The County Counsel be credible be at an appropriate level in the Discretionary Use
organization, and The County may, in its discretion, use an have received training consistent with the outside investigator to conduct investigations of County’s investigator training. discrimination complaints against any of the following individuals: Note: Changes to the above appointed individual(s) must be communicated to the Chief Agency Administrators of EEO in a timely manner. Department Heads Chief of Equal Employment Opportunity Assistant or Deputy Department Heads (or individuals who serve as the second-in- The County’s Chief of EEO, in cooperation with Department Heads, is responsible for: command for the Department) other County employees, agents, contractors educating managers, supervisors, and or volunteers, as appropriate, depending on employees, and informing them of their their role and function within the County. rights and responsibilities under this policy Coordination and Consultation Needed developing processes for conducting
investigations of alleged violations of this The selection of an outside investigator for policy those individuals listed above shall be made in advising departments on handling coordination and consultation with:
discrimination complaints County Executive (except if subject of the advising individuals of the process for investigation) handling discrimination concerns and County Counsel (except if subject of the complaints investigation) investigating and attempting to resolve the elected official of the affected department discrimination complaints the Administrator of Internal Services advising all parties about the confidentiality Agency or Director of Department of of the complaints and the process Employment Records and Training (except if providing training to departmental Equal subject of the investigation). Employment Coordinators and Human Resources Representatives. Referrals to Chief of EEO
Use of Outside Investigators The departmental Equal Employment Coordinator or Human Resources In some circumstances, the use of an “outside Representative shall refer any complaints investigator” may be necessary and/or advisable regarding those individuals listed under in order to ensure the integrity of the Discretionary use to the Chief of EEO. investigation. An “outside investigator” shall not be a County employee, but shall be an individual or entity that is retained by the County to investigate complaints of violations of the County’s Discrimination in County Employment H-3.
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Fair Employment-Policies and Regulations
Factors to Consider County’s Action
For those circumstances in which the County When the County receives a complaint of may, but is not required to use an outside discrimination or retaliation, or otherwise has investigator, the factors to be considered in reason to believe that discrimination or determining whether an outside investigator retaliation is occurring, it will take all reasonable should be used include, but are not limited to: measures to ensure that the matter is promptly seriousness of the allegations(s) investigated and that prompt, appropriate, the number of departments involved corrective action is taken.
involvement of non-County agencies and/or At the conclusion of the investigation, the vendors County will determine whether there is sufficient the complexity and nature of the evidence to substantiate a violation of the County’s policy and whether corrective action is allegation(s). necessary to resolve the issue(s) of the complaint. The County will advise the Complaint Process complainant, the accused, the Department Head, and as appropriate, management and/or Presenting a Complaint supervisory staff of such determination.
Complaints may be presented orally or in Other Complaint Options writing. However, written complaints are strongly recommended. Any complaint should The filing of a complaint pursuant to this policy include the following information: does not prevent the filing of a complaint with basis for the alleged discrimination (race, the State Department of Fair Employment and Housing (DFEH) or the U.S. Equal Employment color, religion, age, sex, etc.) Opportunity Commission (EEOC) or in court. specific discrimination practice(s) or incident(s) that occurred County’s Decision is Final names of any persons thought to be The decision of the County is final. If a responsible for the discrimination complainant is not satisfied with the outcome of remedy being sought by the complainant the investigation, the complainant may file a name of the complainant’s representative, if complaint with the DFEH or EEOC or exercise other appropriate legal action. any. Investigation without a Complaint Who to Notify An investigation may be undertaken even if a Any employee or applicant for employment who complaint has not been filed, if there is a believes he or she has been the victim of reasonable basis to believe that there is, or has unlawful discrimination or retaliation in violation been a violation of this policy. of this policy is encouraged to file a complaint Investigatory Authority with any of the following individuals: his or her supervisor The person investigating a complaint under this his or her manager policy has a right to full access to records and to the cooperation of any involved employee, departmental Equal Employment agent, contractor or volunteer. Coordinator departmental Human Resources Representative Chief of Equal Employment Opportunity Department Head
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Fair Employment-Policies and Regulations
Confidentiality Considerations
To the extent permitted by law, proceedings under this policy and all reports and records filed shall be kept confidential. Reasonable efforts shall be made to protect the privacy interests of the parties. Information will be given only to those who have a need to know.
The complainant, the accused, the Department Head, and, as appropriate, management and/or supervisory personnel will be advised of the results of the investigation and whether any corrective action will be taken.
Protection from Retaliation
The County shall take all reasonable measures to ensure that the complainant is protected from retaliation, particularly if the complaint involves the complainant’s supervisor or someone in a position of authority over the complainant.
Management personnel are responsible for investigating all allegations of retaliation and taking appropriate corrective action.
Findings of Other Issues
In the course of an investigation, an investigator may become aware of actual or alleged operational/management issues, which, while they do not constitute discrimination as defined in this policy, should be brought to the attention of management.
In those instances, the investigator shall summarize such issues in a separate report addressed to the appropriate management level. Management shall follow-up on such issues via appropriate means, including conducting its own operational reviews.
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Fair Employment-Policies and Regulations Sexual Harassment in County Employment Policy H-4
The County of Sacramento is committed to making derogatory or provocative remarks maintaining a work environment that is free from about or relating to an employee’s sex or sexual harassment. This policy: appearance defines and provides examples of the engaging in physical harassment, such as conduct that is prohibited assault or physical interference with summarizes the responsibilities of County movement or work, including pinching, employees for preventing and reporting grabbing, patting, or leering violations unwelcome touching or grabbing of any part summarizes the responsibilities of County of the body employees for investigating and responding explicitly or implicitly conditioning any term of to complaints and employment (continued employment, wages, gives clear warning of the potential evaluation, promotion, assigned duties or consequences of violating this policy. shifts) on the provision of sexual favors retaliation for rejection of sexual advances or Definition for complaining about offensive behavior providing preferential treatment because of a Sexual harassment is any unwelcome sexual advance, request for sexual favor and/or other sexual relationship verbal or physical conduct of a sexual nature if other similar conduct such conduct is either: Mandated Training
1. An employment condition: submission to Department Heads, managers, and supervisory such conduct is made either explicitly or personnel, as defined by the Fair Employment implicitly a term or condition of employment. Housing Act (FEHA), shall receive, consistent 2. An employment consequence: submission or with applicable State and Federal requirements specialized formal training in recognizing and rejection of such conduct is used as a basis preventing sexual harassment. for employment decisions. 3. An offensive job interference: such conduct Protection Measures
has the purpose or effect of unreasonably When County employees, agents, contractors, interfering with an individual's work and volunteers are performing their work-related performance or creating an intimidating, activities for the County, the County will take reasonable measures to protect them from hostile or offensive working environment. sexual harassment.
Policy Investigation Mandated
All County employees, agents, contractors, and The County or its designee shall promptly volunteers are prohibited from engaging in investigate complaints of sexual harassment. sexual harassment. Retaliation Prohibited Examples
Sexual harassment may include: It is a violation of this policy to retaliate or displaying or transmitting in person or engage in any form of retaliation because a through any media sexually suggestive person has raised a concern of, filed a complaint of, participated in an investigation of, or been a pictures, objects, cartoons, or posters that witness to, discrimination. The County shall are known or should be known to be investigate complaints of retaliation and shall unwelcome take appropriate corrective action. regularly telling sexual jokes or using sexually vulgar or explicit language regularly using foul language or gestures
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Fair Employment-Policies and Regulations
Suppressing a Complaint Prohibited Responsibilities of Management and Supervisory Personnel No County employee, agent, contractor or volunteer shall suppress, or attempt to suppress All Department Heads, managers, and a complaint of sexual harassment. supervisory personnel, as defined by FEHA, shall ensure that the Sacramento County work Responsibility for Agents, Contractors environment is free from sexual harassment. and Volunteers Advisory Against Supervisory Sexual County employees responsible for Relationships administering, monitoring or overseeing the work Supervisory and management employees are of County agents, contractors, or volunteers strongly advised against soliciting or engaging in shall ensure that they do not violate this policy. sexual activity with employees over whom they If managers or supervisors become aware of possible sexual harassment by County agents, have authority. This advice applies regardless contractors or volunteers, they shall conduct a of whether the employee has consented to the timely investigation and take appropriate relationship. Such relationships expose the corrective action. County and the supervisor or manager to:
Policy potential claims of sexual harassment possible liability All County employees, agents, contractors and appearances of favoritism and volunteers are responsible for ensuring that dissension among other employees because sexual harassment does not occur in the of the relationships Sacramento County work environment. Potential Results: Supervisory Sexual Timely Reporting Critical Relationships
Any employee, agent, contractor or volunteer A relationship may begin with the employee’s who believes that he or she has been the object consent, then end, and be followed by a charge of, or has been affected by sexual harassment in of sexual harassment against the supervisor or County work situations, or who is aware of an manager. In such cases, County management occurrence of sexual harassment should will not look with sympathy on a defense that the immediately report such action or incident to any relationship started with the employee’s consent. of the following individuals: Situations like this may result in disciplinary his or her supervisor action being taken against the supervisor or departmental Equal Employment manager.
Coordinator In the event of a court suit, the County may departmental Human Resources refuse to provide defense counsel and to Representative indemnify the supervisor or manager for any judgment rendered against him/her. the County’s Chief of Equal Employment Opportunity (EEO), or Department Head.
Note: Under no circumstances shall such report be required or expected to be made to a person who allegedly engaged in the conduct that is being reported.
Cooperation Required
County employees, agents, contractors and volunteers shall cooperate fully with all investigations of sexual harassment and shall not retaliate against complainants or witnesses.
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Fair Employment-Policies and Regulations
Educating Employees Chief of Equal Employment Opportunity
As appropriate for their level in the organization, The County’s Chief of EEO, in cooperation with Department Heads, managers, and supervisory Department Heads, is responsible for: personnel, as defined by FEHA, are responsible educating managers, supervisors, and for ensuring all employees are aware that: employees, and informing them of their sexual harassment is prohibited rights and responsibilities under this policy they have a right to complain about such developing processes for conducting behavior investigations of alleged violations of this they will be protected from retaliation policy incidents should be reported to help ensure advising departments on handling sexual they will not recur harassment complaints prompt appropriate follow-up action will be advising individuals of the process for taken to stop such behavior if the supervisor handling sexual harassment concerns and or manager learns of the problem complaints sexual harassment may be grounds for investigating and attempting to resolve disciplinary action sexual harassment complaints ensuring that all employees have a copy of advising all parties about the confidentiality the Sexual Harassment in County of the complaints and the process Employment H-4 policy providing training to departmental Equal Employment Coordinators and Human Dealing with Complaints Resources Representatives.
As appropriate for their level in the organization, Use of Outside Investigators Department Heads, managers, and supervisory personnel, as defined by FEHA, are responsible In some circumstances, the use of an “outside for: investigator” may be necessary and/or advisable in order to ensure the integrity of the promptly and thoroughly investigating any investigation. An “outside investigator” shall not complaint of sexual harassment be a County employee, but shall be an individual taking reasonable steps to protect the or entity that is retained by the County to complainant from further harassment or investigate complaints of violations of the retaliation County’s Discrimination in County Employment taking appropriate corrective action against H-3.
anyone in County employment who engages Mandatory Use in sexual harassment taking appropriate corrective action against The County shall use an outside any agent, contractor, or volunteer who investigator to conduct investigations of engages in sexual harassment. sexual harassment complaints against any of the following individuals: Appointing a Department Investigator All elected officials Management shall appoint one or more The County Executive departmental Equal Employment Coordinators The County Counsel or Human Resources Representatives. This person or persons will provide information related to sexual harassment and will typically be the initial investigator of such complaints. The individual(s) selected must: be credible be at an appropriate level in the organization, and have received training consistent with the County’s investigator training. Note: Changes to the above appointed individual(s) must be communicated to the Chief of EEO in a timely manner.
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Discretionary Use
The County may, in its discretion, use an outside basis for the alleged sexual harassment investigator to conduct investigations of sexual specific harassment or incident(s) that occurred harassment complaints against any of the following names of any persons thought to be individuals: responsible for the harassment Agency Administrators remedy being sought by the complainant Department Heads name of the complainant’s representative, if any Assistant or Deputy Department Heads (or individuals who serve as the second-in- Who to Notify command for the Department) Any employee or applicant for employment who other County employees, agents, contractors or believes he or she has been the victim of sexual volunteers, as appropriate, depending on their harassment or retaliation in violation of this policy is role and function within the County encouraged to file a complaint with any of the following individuals: Coordination and Consultation Needed His or Her Supervisor The selection of an outside investigator for those His or Her Manager individuals listed above shall be made in Departmental Equal Employment Coordinator coordination and consultation with: Departmental Human Resources County Executive (except if subject of the Representative investigation) Chief of Equal Employment Opportunity County Counsel (except if subject of the Department Head investigation) the elected official of the affected department County’s Action the Administrator of Internal Services Agency or Director of Department of Employment Records When the County receives a complaint of sexual and Training (except if subject of the harassment or retaliation, or otherwise has reason investigation). to believe that sexual harassment or retaliation is occurring, it will take all reasonable measures to ensure that the matter is promptly investigated and Referrals to Chief of EEO that prompt, appropriate, corrective action is taken.
The departmental Equal Employment Coordinator At the conclusion of the investigation, the County or Human Resources Representative shall refer will determine whether there is sufficient evidence any complaints regarding those individuals listed to substantiate a violation of the County’s policy under Discretionary use to the Chief of EEO. and whether corrective action is necessary to
Factors to Consider resolve the issue(s) of the complaint. The County will advise the complainant, the accused, the For those circumstances in which the County may, Department Head, and as appropriate, but is not required to use an outside investigator, management and/or supervisory staff of such determination. the factors to be considered in determining whether an outside investigator should be used Other Complaint Options include, but are not limited to: seriousness of the allegations(s) The filing of a complaint pursuant to this policy does not prevent the filing of a complaint with the the number of departments involved State Department of Fair Employment and Housing involvement of non-County agencies and/or (DFEH) or the U.S. Equal Employment Opportunity vendors Commission (EEOC) or in court. the complexity and nature of the allegation(s). County’s Decision is Final
Complaint Process The decision of the County is final. If a complainant
Presenting a Complaint is not satisfied with the outcome of the investigation, the complainant may file a complaint Complaints may be presented orally or in writing. with the DFEH or EEOC or exercise other However, written complaints are strongly appropriate legal action. recommended. Any complaint should include the following information:
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Fair Employment-Policies and Regulations
Investigation Without a Complaint Drug and Alcohol Policy
An investigation may be undertaken even if a The County supports and complies with the Drug complaint has not been filed, if there is a Free Workplace Act of 1988. The County Drug reasonable basis to believe that there is, or has been a violation of this policy. Free Workplace Policy forbids unlawful use or possession of controlled substances, or alcohol in Investigator Authority the work-place. Failure to comply with this policy will result in disciplinary action up to and including An investigation may be undertaken even if a dismissal. complaint has not been filed, if there is a reasonable basis to believe that there is, or has been a violation of this policy.
Confidentiality Considerations
To the extent permitted by law, proceedings under this policy and all reports and records filed shall be kept confidential. Reasonable efforts shall be made to protect the privacy interests of the parties. Information will be given only to those who have a need to know.
The complainant, the accused, the Department Head, and, as appropriate, management and/or supervisory personnel will be advised of the results of the investigation and whether any corrective action will be taken.
Protection from Retaliation
The County shall take all reasonable measures to ensure that the complainant is protected from retaliation, particularly if the complaint involves the complainant’s supervisor or someone in a position of authority over the complainant.
Management personnel are responsible for investigating all allegations of retaliation and taking appropriate corrective action.
Findings of Other Issues
In the course of an investigation, an investigator may become aware of actual or alleged operational/management issues, which, while they do not constitute sexual harassment as defined in this policy, should be brought to the attention of management.
In those instances, the investigator shall summarize such issues in a separate report addressed to the appropriate management level. Management shall follow-up on such issues via appropriate means, including conducting its own operational reviews.
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Appendix
Appendix A: Workers’ Compensation
Internal Services Agency Bradley J. Hudson, County Executive David Villaneuva, Agency Administrator Department of Personnel Services David Devine, Department Director Workers’ Compensation Office Denise Currie, Manager County of Sacramento
TIME OF HIRE PAMPHLET
WHAT IS WORKERS’ COMPENSATION? —or— Repeated exposures at work. Examples: hurting If you get hurt on the job, your employer is required your wrist from doing the same motion over and by law to pay for workers’ compensation benefits. over, losing your hearing because of constant loud You could get hurt by: noise. —or— One event at work. Examples: hurting your back in Workplace crime. Examples: you get hurt in a store a fall, getting burned by a chemical that splashes robbery, physically attacked by an unhappy on your skin, getting hurt in a car accident while customer. making deliveries.
Discrimination is illegal
It is illegal under Labor Code section 132a for your employer to punish or fire you because: ● You file a workers’ compensation claim ● Intend to file a workers’ compensation claim ● Settle a workers’ compensation claim ● Testify or intend to testify for another injured worker.
If it is found that your employer discriminated against you, he or she may be ordered to return you to your job. Your employer may also be made to pay for lost wages, increased workers’ compensation benefits, costs and expenses set by state law.
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WHAT ARE THE BENEFITS?
Medical care: Paid for by your employer to You will be paid every two weeks if you are help you recover from an injury or illness eligible. There are minimum and maximum caused by work. Doctor visits, hospital weekly payment rates. services, physical therapy, lab tests and x- rays are some of the medical services that Supplemental job displacement benefits: may be provided. These services should be Vouchers to help pay for retraining or skill necessary to treat your injury. There are enhancement if you don’t recover completely limits on some services such as physical and don’t return to work for your employer. The therapy and chiropractic care. vouchers range from $4,000 to $10,000 depending on your level of permanent disability. Temporary disability benefits: Payments This voucher is for you to use at a state if you lose wages because your injury approved school if: prevents you from doing your usual job You have a permanent disability while recovering. The amount you may get Your employer does not offer modified or is up to two-thirds of your wages. There are alternative work and minimum and maximum payment limits set You don’t return to your employer within 60 by state law. You will be paid every two days after your TD ends. weeks if you are eligible. For most injuries, payments may not exceed 104 weeks within Death benefits: Payments to your spouse, five years from your date of injury. children or other dependents if you die from Temporary disability (TD) stops when you a job injury or illness. The amount of return to work, or when the doctor releases payment is based on the number of you for work, or says your injury has dependents. The benefit is paid every two improved as much as it’s going to. You may weeks at a rate of at least $224 per week. In file a claim with the Employment addition, workers’ compensation provides a Development Department to get additional burial allowance. state disability benefits when TD benefits are delayed, denied or have ended.
Permanent disability benefits: Payments if you don’t recover completely. The amount of payment is based on: Your doctor’s medical reports Your age Your occupation How much you can earn in the future.
Workers’ compensation fraud is a crime Any person who makes or causes to be made any knowingly false statement in order to obtain or deny workers’ compensation benefits or payments is guilty of a felony. If convicted, the person will have to pay fines up to $150,000 and/or serve up to five years in jail.
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Appendix WHAT SHOULD I DO IF I HAVE AN INJURY?
Report your injury to your employer Fill out DWC 1 claim form and give it to your Tell your supervisor right away no matter how slight employer the injury may be. Don’t delay – there are time Your employer must give you a DWC 1 claim form limits. You could lose your right to benefits if your within one working day after learning about your employer does not learn of your injury within 30 injury or illness. Complete the employee portion, days. If your injury or illness is one that develops sign and give it back to your employer. Your over time, report it as soon as you learn it was employer will then file your claim with the claims caused by your job. administrator. Your employer must authorize treatment within one working day of receiving the The County is self-insured for DWC 1 claim form. workers’ compensation and claims are handled by If the injury is from repeated exposures, you have one year from when you realized your injury was Workers’ Compensation Office job related to file a claim. PO Box 276130 In either case, you may receive up to $10,000 in Sacramento, CA 95827 employer-paid medical care until your claim is Phone (916) 876-5251 either accepted or denied. The claims administrator Fax (916) 876-5157 has up to 90 days to decide whether to accept or [email protected] deny your claim. Otherwise your case is presumed payable. Get emergency treatment if needed Your employer or the claims administrator will send If it’s a medical emergency, go to an emergency you “benefit notices” that will advise you of the room right away. Tell the medical provider who status of your claim. treats you that your injury is job related. Your employer may tell you where to go for follow up WHAT IS A PRIMARY TREATING PHYSICIAN (PTP)? treatment. This is the doctor with overall responsibility for
treating your injury or illness. He or she may be: Emergency telephone number: The doctor you name in writing before you Call 911 for an ambulance, fire get hurt on the job department or police. For non- A doctor from the medical provider network emergency medical care, contact (MPN) your employer, the workers’ The doctor chosen by your employer during compensation claims the first 30 days of injury if your employer administrator or go to this facility: does not have an MPN or
Kaiser Occupational Medicine The doctor you chose after the first 30 days Mercy Medical Group if your employer does not have an MPN.
Occupational Medicine WHAT IS A MEDICAL PROVIDER NETWORK (MPN)? Sutter Occupational Medicine An MPN is a select group of health care providers
who treat injured workers. Each MPN includes a Additional information on clinic mix of doctors specializing in work-related injuries locations is available at: and doctors with expertise in general areas of http://www.hra.saccounty.net/liab medicine. Check with your employer to see if they ility/workers.htm are using an MPN.
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If you have not named a doctor before you get hurt WHAT IF THERE IS A PROBLEM WITH MY BENEFITS? and your employer is using an MPN, you will see an MPN doctor. After your first visit, you are free to If you have a concern, speak up. Talk to your choose another doctor from the MPN list. A employer or the claims administrator handling your complete MPN notice must be posted in a work claim and try to solve the problem. If this doesn’t area used by employees and near the “Notice to work, get help by trying the following: Employees” poster. For more information, see the MPN contact on the “Notice to Employees” poster. Contact the Division of Workers’ Compensation (DWC) Information and Assistance (I&A) Unit The County of Sacramento does not utilize a MPN. All 24 DWC offices throughout the state provide information and assistance on rights, benefits and WHAT IS PREDESIGNATION? obligations under California's workers' compensation Predesignation is when you name your regular laws. I&A officers help resolve disputes without doctor to treat you if you get hurt on the job. The formal proceedings. Their goal is to get you full and doctor must be a medical doctor (M.D.), doctor of timely benefits. Their services are free. osteopathic medicine (D.O.) or a medical group with an M.D. or D.O. You must name your doctor in To contact the nearest I&A Unit, go to writing before you get hurt or become ill. www.dwc.ca.gov in the top bar, click on “I&A.” At You may predesignate a doctor if your employer this site you will find fact sheets, guides and offers group health coverage and the doctor must information to help you. have: Treated you The nearest I&A Unit is located Maintained your medical history and at: records before your injury and 160 Promenade Circle, Agreed to treat you for a work-related injury Suite 300 or illness before you get hurt or become ill. Sacramento, CA 95834-2962 (916) 928-3158 If your employer does not have an approved MPN, you may name your chiropractor or acupuncturist to Consult with an attorney treat you for work related injuries. The notice of Most attorneys offer one free consultation. If you personal chiropractor or acupuncturist must be in decide to hire an attorney, his or her fees may be writing before you get hurt. You may use the form taken out of some of your benefits. For names of included in this pamphlet. After you fill in the form, workers’ compensation attorneys, call the State Bar be sure to give it to your employer. of California at (415) 538-2120 or go to their Web site at www.californiaspecialist.org. You may get a list of attorneys from your local I&A Unit or look in the yellow pages.
Warning Your employer may not pay workers’ compensation benefits if you get hurt in a voluntary off-duty recreational, social or athletic activity that is not part of your work-related duties.
Additional rights You may also have other rights under the Americans with Disabilities Act (ADA) or the Fair Employment and Housing Act (FEHA). For additional information, contact FEHA at (800) 884-1684 or the Equal Employment Opportunity Commission (EEOC) at (800) 669-4000. The information contained in this pamphlet conforms to the informational requirements found in Labor Code sections 3551 and 3553 and California Code of Regulation, Title 8, sections 9880 and 9883. This document is approved by the Division of Workers’ Compensation administrative director.
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Appendix
Appendix B: HIPAA
What is HIPAA? What is the “Need To Know Standard”?
HIPAA stands for the HEALTH INSURANCE Your need and right to know confidential PORTABILITY AND ACCOUNTABILITY ACT. information is defined by the job you perform. It is a federal law, passed by Congress, and is Access to this information is a privilege and enforced by the federal Department of Health responsibility. Ask yourself: “Do I need to know and Human Services, and the Office for Civil this to do my job?” “What is the minimum Rights necessary I must know to perform my job duties?” “Does anyone else need to know this to do their HIPAA covers confidentiality, privacy and job?” Your co-worker may not need to know the security of our personal health information—in same information. You must maintain the security every form, whether it is paper, verbal or of confidential information when you have been electronic granted access to it.
HIPAA also covers health care transactions like claims, eligibility, claim status and claim What if I Don’t Work in Patient Care? How payment Does This Affect Me?
The County of Sacramento is entrusted with HIPAA sets standards for security of the private, confidential information from citizens, electronic (computer) systems that transmit and including all types of personal identifying receive and store health information information, as well as HIPAA protected health
information. As a member of the County’s Who is Protected by HIPAA? workforce, you have a responsibility to maintain
All persons receiving health care services the privacy and security of all confidential provided by the County information.
All persons receiving health care services that You do not have to work directly in health care are paid for by the County to be affected by HIPAA. You may see You, as a consumer of health care, wherever confidential information every day. You might you receive services work in a billing office or in an accounting office and see information about individuals receiving What is Confidential Under HIPAA? health services. Your job might give you access to locked offices that contain confidential Any information related to an individual that has information. You might walk through health care the possibility of linking that person to his or her or business areas on your way to your office health record is confidential and must be and come in contact with clients or their protected information. HIPAA says we must keep health Information communicated verbally, in writing, information about County clients secure and stored on any computer, laptop, or recording confidential. device, in any database, or transmitted through electronic means such as faxes, BlackBerrys, Other types of personal identifying information or any personal digital assistant (PDA) are also protected by both state and federal laws. If you gain confidential information, even accidentally, in the course of performing your job duties or as a result of your employment relationship with the County, you must not share it. If you happen to see a friend at a County health services facility, you must not disclose that to anyone else – not to other friends, or your family, or to your friend’s family. Your obligation is to maintain privacy and confidentiality.
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What if Violations Happen?
Workforce members who violate County HIPAA 3. When you share information verbally with policies and procedures are subject to authorized persons, take precautions so you disciplinary action up to and including are not overheard. immediate dismissal. 4. When you are working with confidential Workforce members who knowingly and information in paper form, make sure it is willfully violate state or federal law by not covered or put away when you step away from safeguarding protected health information or your desk. electronic protected health information are subject to criminal investigation and 5. When you work with confidential information on the computer, make sure you lock it before prosecution, and/or civil monetary penalties leaving it unattended. Use the Ctrl-Alt-Del-Enter If the County of Sacramento fails to enforce keys to lock the computer. Ask for help if you privacy and security safeguards, the County don’t know how to do this. All computers may be subject to penalties by the Office of should be locked (or tuned off) when not in use. Civil Rights. 6. Never share your computer password and don’t County of Sacramento policies and procedures write it down. Make sure it is strong by having required for HIPAA compliance are available at least 6 letters, and include lower case, online at: capitals, numbers and symbols such as !, $, %, http://inside.compliance.saccounty.net etc
7. Make sure your computer screen is not in public Contact information: view. Office of Compliance 8. Always turn off your computer when you are 799 G Street, Room 217 finished working for the day. If you share a Sacramento, CA 95814 computer, always log off. Mail Code: 36-217 9. If you are receiving a fax with confidential Email: [email protected] information, be sure to be at that machine when Phone No: (916) 874-2999 it arrives. Don’t let the information sit at the Toll Free: 1-866-234-6883 machine for possible unauthorized viewing by TTY 1-877-835-2929 others.
10. Don’t transmit confidential information by email WHAT YOU CAN DO TO PROTECT unless you are authorized to do so. You must CONFIDENTIAL INFORMATION always encrypt (“scrambling”) the confidential data before it’s emailed. There are things all of us can do to help protect the confidentiality and privacy of everyone who 11. Always keep confidential information safe when receives services from our programs. Treat all records are in your possession. Use locking file personal identifying information with confidentiality, cabinets whenever possible. whether you know it because of your job or you learn it accidentally. 12. Always dispose of paper with confidential information properly by shredding. Do not 1. Never look at or access any type of information recycle it! that you are not specifically authorized to access. 13. Be aware of facility security. Never share your building keys, codes or access cards with 2. Never discuss confidential information with anyone. anyone, inside the County or outside the County, who is not specifically authorized to have the information.
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14. Prevent “tailgating” through building entrances– Always Protect and Secure every person should use their own access card. Confidential Information 15. Maintain security inside the building where you work–escort visitors to and from your office. More information for County of Sacramento employees 16. Immediately report to your supervisor or can be found at: manager any incident that affects the privacy or http://inside.compliance.saccounty.net security of confidential information. Respect the Privacy and Confidentiality of All Health Information
It’s the Right Thing To Do and The Law Requires It
OFFICE OF COMPLIANCE
PHONE: (916) 874-2999
TOLL-FREE: 1-866-234-6883
TTY: 1-877-835-2929
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Appendix
Appendix C:Paid Family Leave
Paid Family Leave Insurance Supply medical information that supports your claim that the care recipient has a serious Benefits for California Workers health condition and requires your care. There are times in the life of every working person when they need to care for a loved one. Maybe it’s Provide documentation to support a claim for a working parent who needs more time to bond with bonding with a new biological, adopted, or and care for a newborn. Maybe it’s an employee foster child. who needs to care for a seriously ill parent, child, spouse, or registered domestic partner. California’s Use up to two weeks of any earned but unused Paid Family Leave insurance benefit was created vacation leave or paid time off (PTO) prior to for times like these. (Note: Registered domestic the initial receipt of benefits if required by your partners must meet requirements and register with employer prior to the initial receipt of benefits. the California Secretary of State to be eligible for benefits.) Serve a 7-day unpaid waiting period before benefits begin for each different care recipient A Program that Benefits you and your within the 12-month period. Family California is leading the nation as the first state to You may not be eligible for benefits if: make it easier for employees to balance the demands of the workplace and family care needs at You receive State Disability Insurance, home. Paid Family Leave insurance benefits are Unemployment Insurance, or Workers’ based on the claimant's (care provider's) past Compensation. quarterly earnings. For more information regarding You are not working or looking for work at the maximum benefit amounts paid, view the link to the time you begin your family care leave. Disability Insurance (DI) & Paid Family Leave(PFL) Weekly Benefit Amounts in Dollar Increments form, You are not suffering a loss of wages. DE 2589, at www.edd.ca.gov. The need for care is not supported by the Paid Family Leave for California Employees certificate of a treating physician or practitioner. Paid Family Leave insurance does not provide job protection or return rights. Your job may be You are in custody due to conviction of a crime. protected if your employer is subject to the federal Family Medical Leave Act and the California Family You are entitled to: Rights Act. You must notify your employer of your Know the reason and basis for any decision reason for taking leave in a manner consistent with your company’s leave policy. that affects your benefits.
To qualify for Paid Family Leave compensation, Appeal any decision about your eligibility for benefits. (Appeals must be sent to Paid Family you must meet the following requirements: Leave in writing.)
Be covered by State Disability Insurance (SDI) A hearing of your appeal before an (or a voluntary plan in lieu of SDI) and have Administrative Law Judge (ALJ). You may earned at least $300 in your base period from further appeal the ALJ's decision to the which deductions were withheld. California Unemployment Insurance Appeals
Complete your claim forms accurately, Board and the courts.
completely, truthfully, and timely. Privacy — Information about your claim will be
Submit your claim no earlier than 9 days, but no kept confidential except for the purposes later than 49 days after the first day your family allowed by law. care leave began.
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Fast facts about Paid Family Leave Contact Paid Family Leave Provides benefits but does not provide job If you have any questions about these benefits or protection or return rights. would like to request a claim form, contact us today. If you are a woman currently receiving SDI Provides eligible workers partial wage pregnancy-related benefits, it is not necessary to replacement when taking time off work to care request a Claim for Paid Family Leave Benefits. for parents, children, spouses, and registered You will automatically be sent a Claim for Paid domestic partners or to bond with a new minor Family Leave (PFL) Benefits - New Mother, DE child. 2501FP, when your pregnancy-related disability claim ends. Covers all employees who are covered by SDI (or a voluntary plan in lieu of SDI). 1-877-238-4373 (English) 1-877-379-3819 (Español) Offers up to 6 weeks of benefits in a 12-month 1-866-692-5595 (Cantonese) period. 1-866-692-5596 (Vietnamese) Provides benefits of approximately 55 percent 1-866-627-1567 (Armenian) of lost wages. 1-866-627-1568 (Punjabi) 1-866-627-1569 (Tagalog) 1-800-445-1312 (TTY)
For more information, visit: www.edd.ca.gov
Claim forms should be mailed to:
Paid Family Leave at: P.O. Box 997017 Sacramento, CA 95799-7017 EDD is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. Requests for services, aids, and/or alternate formats need to be made by calling
877-238-4373 (voice) or TTY 800-445-1312.
This pamphlet is for general information only and does not have the force and effect of law, rule or regulation. DE 2511 I Rev. 5 (1-09) (INTERNET) Page 1 of 1
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Appendix
Appendix D: State Disability Insurance Notice to Employees:
THIS EMPLOYER IS REGISTERED UNDER THE CALIFORNIA UNEMPLOYMENT INSURANCE CODE AND IS REPORTING WAGE CREDITS THAT ARE BEING ACCUMULATED FOR YOU TO BE USED AS A BASIS FOR:
UI: Unemployment Insurance (funded entirely by employers’ taxes) When you are unemployed or working less than full-time and are ready, willing, and able to work, you may be eligible to receive Unemployment Insurance benefi ts. There are three ways to fi le a claim:
Internet File on-line with eApply4UI—the fast, easy way to file a UI claim! Access eApply4UI at https://eapply4ui.edd.ca.gov/.
Telephone File by contacting a customer service representative at one of the toll-free numbers listed below:
English 1-800-300-5616 Spanish 1-800-326-8937 Cantonese 1-800-547-3506 Vietnamese 1-800-547-2058 Mandarin 1-866-303-0706 TTY (non voice) 1-800-815-9387
Mail or Fax File by mailing or faxing a UI Application (DE 1101I), by accessing the paper application on-line at www.edd.ca.gov. Print out the application, hand write your answers, and mail or fax it to EDD for processing.
Note: File promptly. If you delay in fi ling, you may lose benefi ts to which you would otherwise be entitled.
DI: Disability Insurance (funded entirely by employees’ contributions) When you are unable to work or reduce your work hours because of sickness, injury, or pregnancy, you may be eligible to receive Disability Insurance (DI) benefits.
Your employer must provide a copy of “Disability Insurance Provisions,” DE 2515, to each newly hired employee and to each employee leaving work due to pregnancy or due to sickness or injury that is not related to his/her job.
Claim Forms If your employer operates an approved voluntary plan in place of disability insurance and you have chosen to be covered by it, obtain DI claim forms from your employer. If you are not covered by a voluntary plan, obtain claim forms from your doctor, hospital, or directly from any California Disability Insurance (DI) Claim Management offices. File your “Claim for DI Benefits,” DE 2501, within 49 days of the first day of your disability to avoid losing benefits.
FOR MORE INFORMATION ABOUT DI, VISIT THE EDD WEB SITE AT www.edd.ca.gov OR CONTACT THE DISABILITY INSURANCE CUSTOMER SERVICE CENTER AT 1-800-480-3287. STATE GOVERNMENT EMPLOYEES SHOULD CALL 1-866-352-7675. TTY (FOR DEAF OR HEARING-IMPAIRED INDIVIDUALS ONLY) IS AVAILABLE AT 1-800-563-2441.
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PI: Paid Family Leave (funded entirely by employees’ contributions) When you stop working or reduce your work hours to care for a family member who is seriously ill or to bond with a new child, you may be eligible to receive Paid Family Leave (PFL) benefits.
Your employer must provide a copy of “Paid Family Leave Program Brochure,” DE 2511, to each newly hired employee and to each employee leaving work to care for a seriously ill family member or to bond with a new child.
Claim Forms If your employer operates an approved voluntary plan in place of disability insurance and you have chosen to be covered by it, obtain PFL claim forms from your employer. If you are not covered by a voluntary plan, obtain claim forms from doctors, hospitals, or directly from any California Disability Insurance (DI) Claim Management offices or the PFL office. File your “Claim for PFL Benefits,” DE 2501F, within 49 days of the fi rst day of your family leave to avoid losing benefits.
FOR MORE INFORMATION ABOUT PFL, VISIT THE EDD WEB SITE AT www.edd.ca.gov OR CONTACT THE PAID FAMILY LEAVE CUSTOMER SERVICE CENTER AT: English 1-877-238-4373 Spanish 1-877-379-3819 Armenian 1-866-627-1567 Tagalog 1-866-627-1569 Cantonese 1-866-692-5595 Vietnamese 1-866-692-5596 Punjabi 1-866-627-1568 TTY (non voice) 1-800-445-1312 STATE GOVERNMENT EMPLOYEES SHOULD CALL 1-877-945-4747
NOTE: SOME EMPLOYEES MAY BE EXEMPT FROM COVERAGE BY THE ABOVE INSURANCE PROGRAMS. IT IS ILLEGAL TO MAKE A FALSE STATEMENT OR TO WITHHOLD FACTS TO CLAIM BENEFITS. FOR ADDITIONAL GENERAL INFORMATION, VISIT THE EDD WEB SITE AT www.edd.ca.gov.L
DE 1857A Rev. 39 (11-08) (INTERNET) Page 1 of 1 GA 888/CU
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