The Upper Cumberland Human Resource Agency

Transcription

Upper Cumberland Human
Resource Agency
Delivering Hope
580 South Jefferson Avenue, Suite B
Cookeville, TN 38501
Phone: (931) 528-1127
Upper Cumberland Human Resource Agency
Employee & Policy Handbook
Table of Contents
1.0
INTRODUCTION ............................................................................................... 5
1.1
Welcome ......................................................................................................................................... 5
1.2
History and Mission......................................................................................................................... 6
1.3
Changes in Policy ............................................................................................................................. 6
2.0
EMPLOYMENT POLICIES .................................................................................. 6
2.1
At-Will Employment ........................................................................................................................ 6
2.2
Conflicts of Interest ......................................................................................................................... 6
2.3
Outside Employment....................................................................................................................... 7
2.4
Introductory Period ......................................................................................................................... 8
3.0
COMMUNICATION OPPORTUNITIES ................................................................. 9
3.1
4.0
Open Door Policy............................................................................................................................. 9
FAIR TREATMENT ............................................................................................. 9
4.1
Equal Employment Opportunity ..................................................................................................... 9
4.2
Americans with Disabilities Act (ADA)........................................................................................... 10
4.3
Workplace Violence ...................................................................................................................... 11
4.4
Sexual Harassment ........................................................................................................................ 12
4.5
Drug Free Workplace .................................................................................................................... 13
4.6
Agency Policy on Alcohol/Drug Use .............................................................................................. 13
4.7
Alcohol/Drug Testing..................................................................................................................... 15
4.8
Religious Accommodation............................................................................................................. 15
4.9
Grievance Procedure ..................................................................................................................... 16
4.10 Audit Committee ........................................................................................................................... 17
5.0
GENERAL OPERATING POLICIES AND STANDARDS OF CONDUCT................... 17
5.1
Parking........................................................................................................................................... 17
5.2
Courtesy Titles ............................................................................................................................... 17
5.3
Sign Out Log .................................................................................................................................. 17
5.4
Housekeeping................................................................................................................................ 17
5.5
Employment Applications ............................................................................................................. 18
5.6
Recruitment and Selection of Personnel ...................................................................................... 18
5.7
Security Inspections ...................................................................................................................... 18
5.8
Personnel Records and Change of Status ..................................................................................... 19
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5.9
Employment Verification Requests ............................................................................................... 19
5.10 Visitors In The Workplace.............................................................................................................. 19
5.11 News Media & Social Media Policy ............................................................................................... 19
5.12 Public Information Policy .............................................................................................................. 21
5.13 Gifts and Gratuities-Acceptance Prohibited.................................................................................. 22
5.14 Inclement Weather ....................................................................................................................... 22
5.15 Political Activity ............................................................................................................................. 23
5.16 Work Rules .................................................................................................................................... 23
5.17 Smoking ......................................................................................................................................... 25
5.18 Copy and Fax Machine .................................................................................................................. 26
5.19 Use of Agency Vehicle / Fuel Card................................................................................................. 26
5.20 Progressive Discipline Procedure .................................................................................................. 26
5.21 Work Schedules ............................................................................................................................. 27
5.22 Classification of Employees ........................................................................................................... 28
5.23 Attendance and Punctuality .......................................................................................................... 28
5.24 Job Bid Policy ................................................................................................................................. 29
5.25 Promotions .................................................................................................................................... 30
5.26 Employment and Supervision of UCHRA Personnel ...................................................................... 30
5.27 Employment of Relatives............................................................................................................... 31
5.28 Dress and Grooming Code............................................................................................................. 31
5.29 Use of Company Equipment .......................................................................................................... 34
5.29.1 Credit Card Policy ....................................................................................................................... 34
5.29.2 Telephone Calls and Messages ................................................................................................. 35
5.29.3 Cell Phones ................................................................................................................................ 35
5.29.4 Information Technology Usage ................................................................................................. 36
5.30 Layoff and Recall Policy.................................................................................................................. 37
5.31 Resignation .................................................................................................................................... 38
5.32 Termination of Employment ......................................................................................................... 38
5.33 Return of Agency Property ............................................................................................................ 38
6.0
COMPENSATION POLICIES ............................................................................ 38
6.1
Meal and Break Periods ................................................................................................................ 38
6.2
Salary and Wages – Pay Plan and Classification............................................................................ 39
6.3
Exempt and Non-Exempt/Overtime/Compensatory Time ........................................................... 40
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6.4
Pay Day and Pay Checks ................................................................................................................ 40
6.5
Longevity Pay ................................................................................................................................ 40
6.6
Travel and Expense Reimbursement............................................................................................. 40
6.7
Jury and Witness Duty................................................................................................................... 40
6.8
Bereavement Leave....................................................................................................................... 41
6.9
Timesheets and Wage Payments .................................................................................................. 41
6.10 Homework ..................................................................................................................................... 41
6.11 Attendance to Seminars/Conferences .......................................................................................... 41
7.0
TIME OFF/BENEFITS ...................................................................................... 42
7.1
Holidays with Pay .......................................................................................................................... 42
7.2
Vacations (Annual Leave) .............................................................................................................. 42
7.3 Sick Leave ........................................................................................................................................ 44
7.4
Leave of Absence without Pay ...................................................................................................... 44
7.5
Family Medical Leave (FMLA) ....................................................................................................... 45
7.6
Medical Leave Extension (After Family Medical Leave) ................................................................ 46
7.7
Time Off During Work Day ............................................................................................................ 47
7.8
Military Leave ................................................................................................................................ 47
7.9
Benefit Plans.................................................................................................................................. 48
7.10 Em plo y ee and Dependent Insurance ......................................................................................... 48
7.11 Retirement Benefits ...................................................................................................................... 49
7.12 Disability Insurance ...................................................................................................................... 50
7.13 401K Retirement Plan with Mass Mutual (formerly Hartford) .................................................... 50
7.14 State of Tennessee Retirement Plan – Tennessee Consolidated Retirement System (TCRS) ...... 50
7.15 Life Insurance ............................................................................................................................... 50
7.16 Social Security............................................................................................................................... 50
7.17 Worker’s Compensation Insurance .............................................................................................. 50
7.18 Unemployment Insurance............................................................................................................ 51
7.19 Cancer Insurance .......................................................................................................................... 51
7.20 Prepaid Legal Services .................................................................................................................. 51
7.21 Credit Union Membership ............................................................................................................ 51
8.0
CONCLUSION ................................................................................................. 51
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1.0
INTRODUCTION
This document has been developed in order to familiarize employees with the Upper Cumberland
Human Resource Agency and provide information about working conditions, key policies,
procedures, and benefits affecting their employment at UCHRA.
1.1
Welcome
Welcome to the staff of the Upper Cumberland Human Resource Agency (UCHRA). We hope
you find your job pleasant, challenging, and satisfying. We realize that reporting to a new job can
be a stressful experience, particularly if you have never worked in an Agency such as ours.
However, we take pride in our Agency and we all work hard to foster and maintain a good
communication and working relationship among our employees and communities.
Our intention at UCHRA is to give the taxpayers of the fourteen counties we serve more than their
full measure for every tax dollar we spend. You are now an essential part of that effort and you
may be the only contact a person has with the Agency. Therefore, it is extremely important that
you familiarize yourself with the Agency and its operation, and that you always serve our
constituency willingly, knowledgeably, conscientiously, and cheerfully.
You should become familiar with the information contained in this book. If questions come to
mind that are not addressed in this handbook, see your supervisor. If they do not have an
immediate answer to your particular question, they will get the answer for you.
Again, please read this booklet carefully and keep it for future reference. If changes are
necessary or revisions made, you will be given revised copies for inclusion in your personal copy.
Contact your supervisor if you should lose your copy.
Welcome to UCHRA!
Sincerely,
Luke Collins
Executive Director
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1.2
History and Mission
The Upper Cumberland Human Resource Agency was established in 1973, through enabling
legislation of the Tennessee legislation, to be the delivery system for human services in the 14
counties of the Upper Cumberland by providing a wide range of programs to improve the quality
of life for residents in the region. These programs illustrate the services delivered by our Agency
through contracts with various federal, state and local sources. Easily accessible to the
community through local county offices, services range from child care food to transportation and
elderly nutrition, among many others.
1.3
Changes in Policy
This employee handbook contains general statements concerning policies, procedures and
benefits of the Agency. It does not, nor is it intended to, cover all circumstances which may arise.
If you have any questions about a particular policy, procedure, benefit or situation, you should
consult your supervisor or Human Resources. The purpose of this Employee Handbook is to
provide you with uniform and equitable guidance and procedural instruction and to help you fully
understand the terms and conditions of your employment. Any changes to our policies are made
with the approval of the UCHRA Policy Council and Board of Directors. Personnel policies are
reviewed at least once during the fiscal year.
This booklet is not the final word in all cases. Circumstances may dictate individual attention, and
the policies and procedures set out here may be modified or omitted in particular situations.
2.0
EMPLOYMENT POLICIES
2.1
At-Will Employment
While the Agency expects to follow the policies and procedures contained in this handbook, this
handbook is not a contract and does not create any contractual obligations or enforceable
promises, express or implied, of any kind.
The Agency and employees agree that all employees are employees-at-will, with no definite term
of employment, and that both the Agency and employees have the right to terminate employment
at any time. No Agency official or employee is authorized to make any promises to the contrary
or offer employment for a specific length of time, unless in writing and signed by the Executive
Director.
2.2
Conflicts of Interest
Employees and members of the board have an obligation to conduct business within guidelines
that prohibit actual or potential conflicts of interest. This policy establishes only the framework
within which the UCHRA wishes the business to operate. The purpose of these guidelines are to
provide general direction so that employees can seek further clarification on issues related to the
subject of acceptable standards of operation.
An actual or potential conflict of interest occurs when an employee or board member is in a
position to influence a decision that may result in a personal gain for that employee, board
member, or for a relative as a result of UCHRA's business dealings. For the purposes of this
policy, a relative is any person who related by blood or marriage, or whose relationship with the
employee or board member is similar to that of persons who are related by blood or marriage.
No "presumption of guilt" is created by the mere existence of a relationship with outside firms.
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However, if an employee or board member has any influence on transactions involving
purchases, contracts, or leases, it is imperative that he or she disclose this information as soon
as possible the existence of any actual or potential conflict of interest so that safeguards can be
established to protect all parties.
Personal gain may result not only in cases where an employee, board member, or relative has a
significant ownership in a firm with which the UCHRA does business but also when an employee,
board member or relative receives any kickback, bribe, substantial gift, or special consideration
as a result of any transaction or business dealings involving the UCHRA. (Review separate
document titled “Code of Ethics Policy” on file in the Human Resource Department and on the
agency website for a more detailed expectation of employees & board members conduct is
association with UCHRA.)
2.3
Outside Employment
Staff members may be employed in other jobs, subject to the following conditions:
• Outside employment must not interfere with the work schedule and proper performance
of the employee's position with the Agency.
•
Outside employment must not constitute, nor give the appearance of, any conflict of
interest with Agency programs.
•
An employee who engages in any activity for pay, in any field, directly related to Agency
work must have prior written approval from the Executive Director.
•
Full-time employees must have prior approval from the Executive Director to accept any
other paid employment on a regular basis which is performed during the employee’s
regular work week. Weekend work and occasional work on days off, even if during the
week, do not require approval.
•
Work performed by an Agency employee for any other Agency employee, or their
immediate relatives, must be voluntarily done and performed only outside of the normal
work week. (i.e., it must be done after working hours or weekends) Time, including
annual leave time, may not be taken off during the normal work week to perform work for
other Agency employees or their immediate relatives. Annual leave may be taken during
the normal work week to perform work for persons other than Agency employees or their
immediate relatives.
•
No employee shall utilize UCHRA office space, supplies, vehicles or equipment in
connection with outside employment or business.
Regardless of the nature of any outside employment, the requirements of employment with the
Agency must take precedence over other jobs. These requirements include, but are not limited
to:
•
•
•
attendance at Agency work as scheduled,
being available for overtime work or work outside of normal hours if the Agency job
requires it; and
being well-rested and physically fit so Agency work can be done properly and efficiently.
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2.4
Introductory Period
The introductory period is intended to give new employees the opportunity to demonstrate their
ability to achieve a satisfactory level of performance and to determine whether the new position
meets their expectations. UCHRA uses this period to evaluate employee capabilities, work
habits, and overall performance. Either the employee or UCHRA may end the at-will employment
relationship at any time during or after the introductory period, with or without cause or advance
notice. Upon satisfactory completion of the initial introductory period, employees enter the
"regular" employment classification. Regular employment is defined as an employee who has
successfully completed the introductory period and is believed to meet the minimum standards of
employment with UCHRA. This in no way infers that an employee with regular employment status
has a contract or guarantee of permanent employment. All UCHRA employees are “At Will”
employees.
During the initial introductory period, new employees are eligible for those benefits that are
required by law, such as workers' compensation insurance and social security. They may also be
eligible for other UCHRA provided benefits, subject to the terms and conditions of each benefit
program. Employees should read the information for each specific benefit program for the details
on eligibility requirements. Employment status is not changed during the secondary introductory
period that results from a promotion or transfer within the UCHRA.
Upon the successful completion of the introductory period, the starting date for purposes of
“length of service” will be the first day of employment with the Agency. The Agency's progressive
discipline policy does not apply to introductory period employees and there is no legal appeal of
termination during this period or post period.
All new and rehired employees work on an introductory basis for the 180 calendar days after
their date of hire. Employees who are promoted or transferred within UCHRA must complete a
second trial period of 90 calendar days with each reassignment to a new position. Any
significant absence will automatically extend an introductory or trial period by the length of the
absence. If UCHRA determines that the designated introductory or trial period does not allow
sufficient time to thoroughly evaluate the employee's performance, an extension for a specified
period, may be granted.
In cases of promotions or transfers within UCHRA, an employee who, in the sole judgment of
management, is not successful in the new position can be removed from that position at any time
during the trial period. If this occurs, the process will be as follows:
Trial Period
After a 90 calendar day trial period, employees will be considered assigned to the new job
classification. In the event an employee’s performance is unsatisfactory during the trial period, the
following
procedure will apply in sequential order, 1-4.
1.
Return to former job, if vacant.
2.
Assigned to comparable job, if available and qualified.
3.
Assigned to a lower job, if available and qualified.
4.
If no job is available, the employee will be placed on permanent layoff.
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3.0
COMMUNICATION OPPORTUNITIES
3.1
Open Door Policy
Our Agency is committed to maintaining a productive open-door policy. Normally, an employee
will be expected to use the grievance procedure to resolve a problem, however, an employee
may meet first with the County Coordinator, Department Director, Human Resource Director or
Executive Director to discuss a problem or complaint of a personal nature. As a courtesy, we do
ask that if you should have an issue, that you follow the chain of command by allowing your
immediate supervisor an opportunity to correct the situation first. If the situation is not corrected
or if the issue is directly related to your immediate supervisor, you shall proceed to the next level
of management until either your issue is resolved or final determination is made by the senior
authority, the Board of Directors.
In order for our open door policy to be an effective means of communication, it must have the
support of all levels of management. There will be no retaliation against an employee for using
the open door procedure.
4.0
FAIR TREATMENT
4.1
Equal Employment Opportunity
It is the policy of UCHRA to be fair and impartial in all its relations with its employees and
applicants for employment without regard to race, color, religion, age, gender, or national origin.
The Agency employs and advances in employment qualified disabled persons, whose disability
does not preclude, with a reasonable accommodation, the satisfactory performance of the
essential elements of the job. Employment decisions will be based on the principle of Equal
Employment Opportunity. If you believe this policy has been violated in any way, you are to
report the matter to the Agency’s Equal Opportunity Officer or the Executive Director.
Equal Employment Opportunity Policy
Purpose
To state the commitment of the system to Equal Employment Opportunity.
Policy
1.
The UCHRA Agency is an Equal Opportunity employer. No
person is unlawfully excluded from consideration for
employment because of race, color, religious creed, national
origin, ancestry, sex, age, veteran’s status, marital status of
physical challenges.
2. This policy applies not only to recruitment and hiring practices, but also
includes affirmative action in the area of placement, promotion, transfer rate
of pay and termination.
3. Executive, management and supervising levels have the responsibility to
further the implementation of this policy and insure conformance by
subordinates.
4. Any UCHRA Agency employee who engages in discrimination will be subject
to suspension or termination.
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5. Any supervising or managerial employee who knows of such behavior and
fails to take immediate and appropriate corrective action will also be subject
to disciplinary action.
6. Any individual who is the target of discrimination is encouraged to discuss
the matter with Department Directors.
7. The Directors will discuss the matter with the Human Resource Director and
EEO Officer in an effort to dissolve the problem.
8. If the matter cannot be resolved, the Department Director, EEO, and/or the
Human Resource Director will discuss the matter with the Executive Director
in an effort to dissolve the problem.
9. Any individual who feels such a discussion would be or has been futile,
unsatisfactory or counter-productive should contact the EEO Department.
10. The EEO will investigate the claim.
11. The accused individual may be suspended pending the outcome of the
investigation.
12. Retaliation against claimant will not be tolerated.
The Upper Cumberland Human Resource Agency is proud to be an Equal Opportunity
Employer. We are committed to providing Equal Employment Opportunities to you and all
persons without regard to race, creed, color, religion, national origin, sex, marital status,
citizenship status, age, veteran’s status or disability.
Furthermore, we will not tolerate any form of discrimination or harassment of our employees by
co-workers, supervision, customers, or vendors. This commitment extends to our policies on
recruiting, advertising, hiring, placement, promotion, training, transfer, wages, benefits,
termination and all other privileges, terms and conditions of employment.
Last Revision of EEO Policy: December 17, 2013
4.2
Americans with Disabilities Act (ADA)
The Americans with Disabilities Act (ADA) requires employers to reasonably accommodate
qualified individuals with disabilities. It is the policy of the Agency to comply with all federal and
state laws concerning the employment of persons with disabilities. The Agency does not
discriminate against qualified individuals with disabilities in regard to application procedures,
hiring, advancement, discharge, compensation, training, or other terms, conditions, and privileges
of employment.
UCHRA shall reasonably accommodate qualified individuals with a temporary or long-term
disability so that they can perform the essential functions of a job. An individual who can be
reasonably accommodated for a job, without undue hardship, will be given the same
consideration for that position as any other applicant. All employees are required to comply with
safety standards.
Applicants who pose a direct threat to the health or safety of other individuals in the workplace will
be placed on appropriate leave until an organization decision has been made in regard to the
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employee’s immediate employment situation. The Human Resource Director is responsible for
implementing this policy, including resolution of reasonable accommodation, safety, and undue
hardship issues.
4.3
Workplace Violence
The Agency strives to provide a safe workplace for all employees. In an effort to ensure a safe
workplace and to reduce the risk of violence, all employees should review and understand all
provisions of this workplace violence policy. Any type of workplace violence committed by or
against another employee is strictly prohibited and will not be tolerated. Employees are prohibited
from making threats or engaging in violent activities.
The following lists of behaviors, while not inclusive, provide examples of conduct that is
prohibited. Behaviors that cause physical injury to another person, making threatening remarks,
aggressive, hostile or intimidating behavior that creates a reasonable fear of injury to another
person or subjects another individual to emotional distress. Other examples include intentionally
damaging employer property or property of another employee, possession of a weapon while on
Agency property or while on Agency business, and committing acts motivated by or related to
sexual harassment or domestic violence.
Reporting Procedures
Any potentially dangerous situations must be reported immediately to a Supervisor or the Human
Resource Director. Reports can be made anonymously and all reported incidents will be
investigated. Reports or incidents warranting confidentiality will be handled appropriately and
information will be disclosed to others only on a need-to-know basis. All parties involved in a
situation will be counseled and the results of investigations will be discussed with them. The
Agency will actively intervene at any indication of a possibly hostile or violent situation.
Risk Reduction Measures
Hiring: The Human Resource Department takes reasonable measures to conduct background
investigations to review candidate’s background and reduce the risk of hiring individuals with a
history of violent behavior.
Safety: The Agency conducts annual inspections of the premises to evaluate and determine any
vulnerability to workplace hazards. Any necessary corrective action will be taken to reduce all
risks.
Individual Situations: While we do not expect employees to be skilled at identifying potentially
dangerous persons, employees are expected to exercise good judgment and to inform the
Human Resources Director or immediate supervisor if any employee exhibits behavior that could
be a sign of a potentially dangerous situation. Such behavior includes: Discussing weapons or
bringing them to the workplace, displaying overt signs of extreme stress, resentment, hostility,
anger, making threatening remarks, sudden or significant deterioration of performance, or
displaying irrational or inappropriate behavior.
Dangerous/Emergency Situations: Employees who confront or encounter an armed or
dangerous person should not attempt to challenge or disarm the individual. Employees should
remain calm, make constant eye contact and talk to the individual. If a supervisor can be safely
notified of the need for assistance without endangering the safety of the employee or others, such
notice should be given. Otherwise, cooperate and follow the instructions given.
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Enforcement
Threats, threatening conduct, or any other acts of aggression or violence in the workplace will not
be tolerated. Any employee determined to have committed such acts will be subject to
disciplinary action, up to and including termination. Non-employees engaged in violent acts on
the employer’s premises will be reported to the proper authorities and fully prosecuted.
No employee is permitted to have any type of weapon on Agency property or while conducting
Agency business.
4.4
Sexual Harassment
It is the policy of UCHRA to provide a working environment free of sexual harassment. Any
manner or form of sexual harassment is expressly prohibited and will not be tolerated.
Allegations of sexual harassment will be promptly and thoroughly investigated, and if warranted,
appropriate disciplinary action taken. Any employee wishing to report, in good faith, an incident
of sexual harassment may do so verbally or in writing, without fear of reprisal. Also, any
employee assisting in the investigation of a complaint will not be adversely affected in the
terms and conditions of his/her employment.
Definition
As defined by federal and state regulators, sexual harassment consists of unwelcome sexual
advances, requests for sexual favors, or other physical or verbal conduct of a sexual nature by
others in the workplace. Sexual harassment can come from managers, supervisors, coworkers,
and non-employees. Men as well as women can be victims of sexual harassment. Sexual
harassment exists when:
1. Submission to such conduct is made either explicitly or implicitly a term or condition of an
individual’s employment;
2. Submission to or rejection of such conduct by an individual is used as the basis for
employment decisions affecting such individual; or
3. Such conduct has the purpose of effect of unreasonably interfering with an individual’s
work performance or creating an intimidating, hostile or offensive work environment.
Prohibited acts of sexual harassment can take a variety of forms, ranging from subtle pressure
for sexual activity, to physical assault. Men, as well as women, can be victims of sexual
harassment, and the harasser and victim can be of the same sex. Examples of sexual
harassment include, but are not limited to:
1. Threats or intimidation of sexual relations or sexual conduct which is not freely or
mutually agreeable to both parties.
2.
Continual or repeated verbal abuses of a sexual nature including graphic commentaries
about the person’s body; sexually suggestive objects or pictures placed in the work area
that may embarrass or offend the person, or propositions of a sexual nature.
3. Threats or insinuations that the person’s employment, wages, promotional opportunities,
job or shift assignments, or other conditions of employment may be adversely affected by
not submitting to sexual advances.
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4. Jokes about gender, specific traits or sexual propositions, suggestive or insulting noises,
leering, whistling or obscene gestures, and touching, pinching, or brushing the body,
coercing sexual intercourse or assault.
Conduct occurring off-duty and/or outside of the workplace or involving non-employees with
whom employees must interact in the performance of their job duties may still constitute a
violation of this policy. All employees must take steps to prevent harassment in the workplace.
Any employee who believes he/she or others have experienced sexual harassment has the
right to present their complaint without fear of reprisal. He/she should immediately notify his/her
Supervisor, Department Director or directly to the Human Resource Director.
All investigations will be conducted in a prompt and professional manner and will be kept
confidential to the extent consistent with a thorough investigation. The intent of all investigations
will be to ensure protection for victims and witnesses against retaliation. There will be no
retaliation against anyone who, in good faith, complains of or opposes harassment or participates
in any investigation. Employees who believe that they have been retaliated against should
immediately notify his/her Supervisor, Department Director or Human Resource Director.
After a thorough investigation, any employee found to have sexually harassed or retaliated
against another employee in violation of this policy will be subject to appropriate disciplinary
action, up to and including termination.
4.5
Drug Free Workplace
In accordance with the Federal Drug Free Workplace Act of 1988, the unlawful manufacture,
distribution, dispensation, possession or use of a controlled substance is strictly prohibited on any
Agency premises or while engaged in work for the Agency. Violation of this policy will result in
mandatory rehabilitation or immediate discharge.
It is the policy of this Agency to maintain a drug-free workplace. The use of illegal drugs or
controlled substances may result in death to the drug user as a result of using the drug. Drug use
in the workplace may also cause accidents resulting in death or injury to the employee or his coworkers, damage to property, adverse public relations for the Agency and a general impairment
of the efficiency of the Agency in serving its clients. Drug counseling, rehabilitation and employee
assistance programs may be available to Agency employees.
As a condition of continued employment with the Agency, each employee must acknowledge
receipt of this policy, abide by the terms of this policy and notify the Agency of any criminal drug
statute conviction for a violation occurring within the workplace no later than five (5) days after
such conviction.
The Agency, as part of this policy will notify the federal Agency from which it receives grants of
any criminal drug statute conviction for a violation occurring in the workplace. This notification will
be made within ten (10) days of the Agency becoming aware of same. The Agency will impose
appropriate disciplinary action on any employee convicted of any criminal drug statute for a
violation occurring in the workplace. Such disciplinary action will be taken within thirty (30) days
after the Agency receives notice of the conviction. The Agency may, at its sole discretion, require
the employee to satisfactorily participate in a drug abuse assistance or rehabilitation program as
part of the disciplinary action imposed, and as a condition of continued employment and make a
good faith effort to continue to maintain a drug free workplace through the implementation of this
policy.
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4.6
Agency Policy on Alcohol/Drug Use
Drugs and alcohol in the workplace are a danger to us all. They impair safety, health, promote
crime, lower productivity and quality, and undermine public confidence in the work we do. The
Agency has a significant interest in ensuring the health and safety, continued good performance,
and attendance of its employees
In furtherance of this goal, the Agency has established the following rules and regulations
regarding the manufacturing, distribution, use, sale, or possession of alcohol, illegal drugs, or
controlled substances. The Agency will be confidential and supportive of any employee who has a
desire to correct any related problem. The obligations set forth in these rules and regulations
constitute conditions of employment.
1.
The manufacture, distribution, use, sale, or possession of alcohol, illegal drugs or
controlled substances on Agency premises may constitute grounds for immediate
dismissal.
2.
The illegal manufacture, distribution, use, sale, or possession of illegal drugs or
controlled substances off duty or off Agency premises may constitute grounds for
immediate dismissal.
3.
If an employee reports to work under the influence of alcohol or drugs, including
psychoactive drugs such as Oxycodone and Hydrocodone, he/she will not be
allowed to work, and will be sent home, and notified of disciplinary action up to
and including discharge.
4.
Any employee convicted of violating a criminal drug statute in this workplace
must inform the Agency of such conviction (including pleas of guilty and nolo
contendere) within five (5) days of the conviction occurring. Failure to inform
the Agency subjects the employee to disciplinary action, up to and including
termination for the first offense. By law, the Agency will notify the federal
contracting officer within 10 days of receiving such notice from an employee or
otherwise receiving notice of such a conviction. The Agency reserves the right to
offer employees convicted of violating a criminal drug statute in the workplace
participation in an approved rehabilitation or drug abuse assistance program as
an alternative to discipline.
5.
The Agency has discretion to terminate the employee or assist the employee
who has violated the above rules in recovering from drug/alcohol dependency. In
this regard, the Agency may suggest an Employee Assistance Program (EAP) to
which an employee who has violated the above rules may be referred for
counseling and treatment if such a program is offered, and accepted by the
employee then the employee must satisfactorily participate in the program as a
condition of continued employment.
6.
The Agency is under no obligation to refer an employee who has violated the
above rules to an EAP. Instead, the Agency has discretion to determine whether
such a referral is appropriate under the circumstances.
7.
The employee acknowledges that enrollment in an EAP is for the purpose of
curing a drug/alcohol dependency or for counseling an employee against the
illegal use, sale, or possession of illegal drugs or controlled substances. In this
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regard, any illegal use, sale, or possession of illegal drugs or controlled
substances following treatment or counseling through an EAP will result in
immediate dismissal. The employee thus acknowledges the EAP is a "lastchance" program.
8.
4.7
The legal use of drugs prescribed by a licensed physician may be permitted.
The use of prescription medications bearing a cautionary label against driving or
operating heavy machinery poses a special obligation for employees engaged in
those activities. Employees whose jobs include driving Agency or private
vehicles, lift trucks or work around moving machinery must report the use of
these medications to their supervisor prior to working while these medications
are present in the bloodstream. A work determination will then be made.
Alcohol/Drug Testing
In furtherance of its policy to provide for the health and safety of its employees and to ensure the
health and safety of others, the Agency has established the following procedure for the testing of
alcohol/drug use among its employees.
The Agency has the right to require blood and/or urine samples in any of the following situations:
1.
Any current employee who is involved in any accident that indicates the possible
illegal use of drugs or controlled substances may be required to submit blood
and/or urine samples for testing at the discretion of the Agency.
4.8
2.
Upon reasonable cause the Agency has the right to require any employee to
submit blood and/or urine samples for testing. The rules and regulations of this
policy constitute conditions of employment. Therefore, refusal to submit to
alcohol/drug testing as provided for herein (including execution of the forms
necessary for such testing) constitutes a material breach of the conditions of
employment, and are grounds for immediate dismissal.
3.
Pre-employment non-Tennessee Department of Transportation policy; use of
Agency vehicle or personal vehicle while on-the-job; completion of a criminal
background, driving history and drug test; entering client’s premises; completion
of a criminal background and driving history.
4.
Employees - Should the criminal background and driving history indicate an
offense, continued employment will be based upon the offense and there may
be a ten (10) year moratorium to rehire if terminated.
Religious Accommodation
Upper Cumberland Human Resource Agency respects the religious beliefs and practices of all
employees and will make, upon request, an accommodation for such observances when a
reasonable accommodation is available that does not create an undue hardship on the Agency’s
business.
An employee whose religious beliefs or practices conflicts with his/her job, work schedule, or with
the Agency’s policy or practice on dress and appearance, or with other aspects of employment
and who seeks a religious accommodation must submit a written request for the accommodation
to his/her immediate supervisor. The written request will include the type of religious conflict that
exists and the employee’s suggested accommodation.
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The immediate supervisor will evaluate the request considering whether a work conflict exists due
to a sincerely held religious belief or practice and whether an accommodation is available which
is reasonable and which would not create an undue hardship on the Agency’s business. An
accommodation may be a change in job, using paid leave or leave without pay, allowing an
exception to the dress code which does not impact safety or uniform requirements, or for other
aspects of employment. Depending on the type of conflict and suggested accommodation, the
supervisor may confer with his/her supervisor and with the Human Resource Director.
The supervisor and employee will meet to discuss the request and decision on an
accommodation. If the employee accepts the proposed religious accommodation, the immediate
supervisor will implement the decision. If the employee rejects the proposed accommodation,
he/she may appeal following the Agency’s general grievance policy and procedure.
4.9
Grievance Procedure
Definition of Grievance
A grievance is defined as a written statement to the Executive Director by an employee who
describes a specific unresolved action or situation or currently existing condition, which the
employee believes to be in violation of these Personnel Policies, other Agency policies and/or
procedures or laws and regulations governing Agency operation and management.” The
grievance must specifically state the action or remedy desired or requested by the aggrieved.
Resolution Through Informal Discussion and Counseling
An employee is first expected to consult formally or informally, orally or in writing, with his or her
immediate Supervisor, County Coordinator, Program Director and/or the Human Resource
Director, regarding any action, condition, occurrence, or attitude, either expressed or implied,
which the employee believes may provide grounds for a grievance. This consultation should
take place immediately when the employee first becomes aware of the incident or situation. If the
problem can be resolved at this time, no formal action or grievance is required.
It is a specific requirement that the matter must first be brought to the attention of the Agency
prior to filing a grievance. This requirement ensures that the Agency has an opportunity to
correct the situation prior to the employee’s filing a formal grievance.
Filing A Grievance
If the employee has reported or discussed the matter with his or her Supervisor, County
Coordinator, Program Director and/or the Human Resource Director, and a satisfactory agreement
for resolution cannot be reached on an informal basis, the employee may file a written grievance
to the Executive Director. A grievance must be in writing, addressed to the Executive Director,
and must concern a previously reported situation unresolved at the time of the
grievance. It must contain a specific request for action or remedy.
A grievance must be filed within one (1) month after the employee first becomes aware of the
incident or situation. A grievance will be considered untimely and may be rejected if filed later
than the times described above. A new employee who is working within the probationary
employment period is not entitled to file a grievance concerning any personnel action. The
Executive Director may, at their option, accept a late or untimely grievance in an unusual
situation, or if timeliness is clearly beyond control of the employee filing the grievance.
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Executive Director’s Action
The Executive Director will have fifteen (15) working days to answer the grievance. Within that
time, the grievance will be investigated to make a determination, and prepare a written response
to the employee. The 15 day response period may be extended by the Executive Director if
necessary to conduct a thorough investigation. All documents concerning the grievance may be
placed in the employee’s personnel file, at the option of the Executive Director. At any stage in the
Agency’s grievance process the employee may voluntarily withdraw the grievance by written
request.
Appeal to the Personnel and Grievance Committee
If the action or response of the Executive Director does not satisfy the aggrieved, he may make a
final appeal in writing to the Chairman of the Personnel and Grievance Committee for a hearing.
The decision of the Personnel and Grievance Committee will be final. All documents concerning
the grievance may be placed in the employee’s personnel file, at the option of the Executive
Director.
At any stage in the Agency’s grievance process the employee may voluntarily withdraw the
grievance by written request.
4.10 Audit Committee
An Audit Committee, comprised of UCHRA board members after receiving approval of the full
board at the Annual Meeting, will select the accounting firm to perform the annual audit of
UCHRA. During the auditing process, the Audit Committee will meet with the auditors as needed
with no UCHRA staff present so as to alleviate questions of intrusion on the part of UCHRA.
5.0
GENERAL OPERATING POLICIES AND STANDARDS OF CONDUCT
5.1
Parking
The Agency provides parking spaces for employees, business visitors, and senior staff. We
suggest that you lock your car and keep valuables out of sight. The Agency is not responsible for
theft or damage to employee automobiles or property in the parking lot.
5.2
Courtesy Titles
Staff persons shall use courtesy titles (Mr., Mrs., Miss) to address clients without regard to race,
color, or national origin in both oral and written communications.
5.3
Sign Out Log
All employees leaving the office during normal work hours shall sign in and out on the log form
located at the reception desk and indicate their exact destination. This practice allows the
telephone receptionist to inform callers of expected return times and allows contact in event of an
emergency.
5.4
Housekeeping
We at UCHRA are proud of our offices. Clients, guests and elected officials tour our facilities and
form an opinion of the Agency and its employees based on their appearance. A clean
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environment is also a safer place to work. Housekeeping is a part of every employee's job
description, and each of us is responsible for keeping his work area clean, neat and orderly.
5.5
Employment Applications
UCHRA relies upon the accuracy of information contained in the employment application, as well
as the accuracy of other data presented throughout the hiring process and employment. Any
misrepresentations, falsifications or material omissions in any of this information or data may
result in the Agency excluding the individual from further consideration for employment or if the
person has been hired, termination of employment.
5.6
Recruitment and Selection of Personnel
Residence: The area of recruitment may be necessarily expanded to secure a representative
number of qualified applicants.
Education: The attainment of a high level of education may be important to performance in
certain positions. However, formal education qualifications, unless required by state or local law,
may not be made a requirement for employment or advancement if the applicant has the ability to
perform the duties with competence and integrity. Prior work experience may be substituted for
formal education in some cases.
5.7
Security Inspections
The Agency wishes to maintain a work environment that is free of illegal drugs, alcohol,
explosives or other improper materials. To this end, the Agency prohibits the control, possession,
transfer, sale or use of such materials on its premises or other Agency property. The Agency
requires the cooperation of all employees in administering this policy. Desks, lockers and other
storage areas may be provided for the convenience of employees but remain the sole property of
the employer. Accordingly they, as well as any articles found within them, can be inspected by
any agent or representative of the employer at any time either with or without prior notice.
In the event that an employee is a legal gun permit holder, you may legally transport and store
your firearm or firearm ammunition in your privately- owned motor vehicle while parked on agency
property under the following conditions: (Unless otherwise prohibited by state or federal law.)
• Both the firearm and ammunition are required to be kept from ordinary
observation and locked within the trunk, glove box, or interior of the person’s
motor vehicle or a container securely affixed to such vehicle if the permit holder
is not in the vehicle.
• At no time, should you carry any firearm into an agency building, transport or
store in any agency vehicle, or be in possession of your firearm while on agency
business.
• If using your personal vehicle for agency business, the policy for your vehicle
would be the same as with an agency vehicle, which means that you should not
be in possession of a fire arm in this circumstance.
• A copy of your gun carry permit must be kept in your personnel file.
The Agency likewise wishes to discourage theft or unauthorized possession of employees'
personal property, as well as that of visitors, customers and the Agency. To facilitate this policy,
the Agency or its representative may inspect packages, lunch or tool boxes, purses and the like
upon entering and/or leaving the premises. Any employee who wishes to avoid inspection of any
articles or materials should not bring such items onto Agency premises.
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5.8
Personnel Records and Change of Status
The Agency will maintain an official personnel file for each employee. Medical records will be
maintained separately from the employee personnel file. An employee may review the contents of
his personnel file at any reasonable time, and may submit written challenges to items the
employee believes to be incorrect. Personnel file documents are the property of the Agency and
may not be copied except for use by Agency management.
It is the responsibility of each employee to promptly notify the Human Resource department of
any changes in personal data, such as mailing address, telephone number, marital status,
number and names of dependents, name of person to contact in an emergency, and educational
accomplishments, etc.
5.9
Employment Verification Requests
All requests for employment verifications should be forwarded to Human Resources. Written
requests from reputable inquirers will be quickly answered and copies of written employee
verifications will be placed in the employee personnel file. The only information regarding an
employee that will be answered over the telephone is a verification of present or previous
employment.
5.10 Visitors In The Workplace
To provide safety and security for employees and the facilities at the UCHRA, only authorized
visitors are allowed in the workplace. Restricting unauthorized visitors helps maintain safety
standards, protects against theft, ensures security of equipment, protects confidential information,
safeguards employee welfare, and avoids potential distractions and disturbances.
All visitors should enter and sign in and out at the reception area. Authorized visitors will be
provided with a Visitor Badge and either receive directions or be escorted to their destination.
Employees are responsible for the conduct and safety of their visitors.
If an unauthorized individual is observed on Agency property, employees should
immediately notify their Supervisor or, if necessary, direct the individual to the
reception area.
5.11 News Media & Social Media Policy
At Upper Cumberland Human Resource Agency (UCHRA), we understand that social media can
be a fun and rewarding way to share your life and opinions with family, friends and co-workers
around the world. However, use of social media also presents certain risks and carries with it
certain responsibilities. To assist you in making responsible decisions about your use of social
media, we have established these guidelines for appropriate use of social media.
This policy applies to all employees who work for UCHRA. Managers and supervisors should use
the supplemental Social Media Management Guidelines for additional guidance in administering
the policy.
Guidelines
In the rapidly expanding world of electronic communication, social media can mean many things.
Social media includes all means of communicating or posting information or content of any sort on
the Internet, including to your own or someone else’s web log or blog, journal or diary, personal
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web site, social networking or affinity web site, web bulletin board or a chat room, whether or not
associated or affiliated with UCHRA, as well as any other form of electronic communication. The
same principles and guidelines found in UCHRA policies and these basic beliefs apply to your
activities online. Ultimately, you are solely responsible for what you post online. Before creating
online content, consider some of the risks and rewards that are involved. Keep in mind that any of
your conduct that adversely affects your job performance, the performance of fellow associates or
otherwise adversely affects members, clients, suppliers, people who work on behalf of UCHRA or
UCHRA’s legitimate business interests may result in disciplinary action up to and including
termination.
Know and follow the rules
Carefully read these guidelines, the UCHRA Statement of Ethics Policy, the UCHRA Employee
Handbook Policy and the Discrimination & Harassment Prevention Policy, and ensure your
postings are consistent with these policies. Inappropriate postings that may include discriminatory
remarks, harassment, and threats of violence or similar inappropriate or unlawful conduct will not
be tolerated and may subject you to disciplinary action up to and including termination.
Be respectful
Always be fair and courteous to fellow associates, clients, members, suppliers or people who work
on behalf of UCHRA. Also, keep in mind that you are more likely to resolved work related
complaints by speaking directly with your co-workers or by utilizing our Open Door Policy than by
posting complaints to a social media outlet. Nevertheless, if you decide to post complaints or
criticism, avoid using statements, photographs, video or audio that reasonably could be viewed as
malicious, obscene, threatening or intimidating, that disparage clients, associates or suppliers, or
that might constitute harassment or bullying. Examples of such conduct might include offensive
posts meant to intentionally harm someone’s reputation or posts that could contribute to a hostile
work environment on the basis of race, sex, disability, religion or any other status protected by law
or company policy.
Be honest and accurate
Make sure you are always honest and accurate when posting information or news, and if you make
a mistake, correct it quickly. Be open about any previous posts you have altered. Remember that
the Internet archives almost everything; therefore, even deleted postings can be searched. Never
post any information or rumors that you know to be false about UCHRA, fellow associates, clients,
suppliers, or people working on behalf of UCHRA or competitors.
Post only appropriate and respectful content

Maintain the confidentiality of UCHRA’s private or confidential information. Do not post internal
reports, policies, procedures or other internal business-related confidential communications.

Do not create a link from your blog, website or other social networking site to a UCHRA
website without identifying yourself as a UCHRA associate.

Express only your personal opinions . Never represent yourself as a spokesperson for
UCHRA. If UCHRA is a subject of the content you are creating, be clear and open about the
fact that you are an associate and make it clear that your views do not represent those of
UCHRA, fellow associates, clients, suppliers or people working on behalf of UCHRA. If you do
publish a blog or post online related to the work you do or subjects associated with UCHRA,
make it clear that you are not speaking on behalf of UCHRA, It is best to include a disclaimer
such as “The postings on this site are my own and do not necessarily reflect the views of
UCHRA”.
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Using social media at work
Refrain from using social media while on work time or on equipment we provide, unless it is workrelated as authorized by your manager or consistent with the Agency Equipment Policy. Do not
use UCHRA email addresses to register on social networks, blogs or other online tools utilized for
personal use.
Retaliation is prohibited
UCHRA prohibits taking negative action against any associate for reporting a possible deviation
from this policy or for cooperating in an investigation. Any associate who retaliates against another
associate for reporting a possible deviation from this policy or for cooperating in an investigation
will be subject to disciplinary action, up to and including termination.
Request for information about the Agency from the news media must be directed to the Human
Resource Director.
No person, employee or non-employee, shall be permitted to make a video or audio recording
(other than routine dictation and telephone voicemail) on Agency property or inside any Agency
office exempt by prior arrangement with the Executive Director. The foregoing shall not apply to
a non-employee or off duty employee attending a meeting which is subject to the Tennessee
Open Meetings Act.
5.12 Public Information Policy
In accordance with T.C.A. Section 10-7-505, records of a governmental entity are to be open to
citizen for inspection and/or copying. However, these courts have also acknowledged the ability
of the records custodians to adopt reasonable rules, governing the manner in which records
request are to be made and fulfilled.
In an effort to comply with these requests, the following process and fee schedule will be as
follows:
Process:
Requestor must complete an Inspection/Duplication of Records Request form and provide the
requested materials in order to complete such requests.
Delivery of copies of records to a requestor is anticipated to be by hand delivery when the
requestor returns to the custodian’s office to retrieve the requested records. If the requestor
chooses not to return to the records custodian’s office to retrieve the copies, the records
custodian may deliver the copies through means of the United States Postal Service and the cost
incurred in delivering the copies may be assessed in addition to any other permitted charge. It is
within the discretion of the records custodian to deliver copies of records through other means,
including electronically, and to assess the costs related to such delivery.
Fee Schedule:
Records custodian may assess a charge of $ .15 per page for each standard 8 ½ x 11 or 8 ½ x
14 black and white copy produced. A records custodian may assess a requestor a charge for a
duplex copy that is the equivalent of the charge for two (2) separate copies.
If a public record is maintained in color, the records custodian shall advise the requestor that the
record can be produced in color if the requestor is willing to pay a charge higher than that of a
black and white copy. If the requestor then requests a color copy, a records custodian may
assess a charge of $ .50 per page for each 8 ½ x 11 or 8 ½ x 14 color copy produced.
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If a records custodian’s actual costs are higher than those reflected above or if the requested
records are being produced on a medium other than 8 ½ x 11 or 8 ½ by 14 paper, the records
custodian may develop its own charges. The records custodian must establish a schedule of
charges documenting ‘actual cost’ and state the calculation and reasoning for its charges in a
properly adopted policy.
If a records custodian utilizes an outside vendor to produce copies of requested records
because the custodian is legitimately unable to produce the copies in his/her office, the cost
assessed by the vendor to the governmental entity may be recovered from the requestor.
If a charge is assessed by the records custodian to retrieve requested records from archives or
any other entity having possession of requested records, the records custodian may assess the
requestor the cost assessed to the governmental entity for retrieval of the records.
Labor Charges:
A records custodian is permitted to charge the hourly wage of the employee(s) reasonably
necessary to produce the requested records above the labor threshold**. The hourly wage is
based upon the base salary of the employee(s) and does not include benefits. If an employee is
not paid on an hourly basis, the hourly wage shall be determined by dividing the employee’s
annual salary by the required hours to be worked per year.
In calculating the charge for labor*, a records custodian shall determine the number of hours each
employee spent producing a request. The records custodian shall then subtract the one (1) hour
threshold from the number of hours the highest paid employee(s) spent producing the request.
The records custodian will then multiply the total number of hours to be charged for the labor of
each employee by that employee’s hourly wage. Finally, the records custodian will add together
the totals for all the employees involved in the request and that will be the total amount of labor
that can be charged.
* Labor threshold is defined as the labor of the employee(s) reasonably necessary to produce
requested material for the first hour incurred by the records custodian in producing the material.
** Labor is defined as the time reasonably necessary to produce the requested records and
include the time spent locating, retrieving, reviewing, redacting, and reproducing the records.
5.13 Gifts and Gratuities-Acceptance Prohibited
Employees of the Agency, and of its subcontract agencies, are prohibited from accepting gifts,
money, and gratuities from persons receiving benefits or services of the agency or those
performing services under contract or otherwise in a position to benefit from an employee action.
5.14 Inclement Weather
When hazardous traveling conditions exist due to snow, sleet, ice, flood, etc., to such extent
employees cannot get to their official work sites, they may charge the time off to any accumulated
annual leave or to any accumulated compensatory time.
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5.15 Political Activity
Everyone is entitled to his personal political opinion and encouraged to exercise his personal right
to vote. However, the Agency itself and its employees, while on duty, must remain free from
partisanship. Accordingly, the following regulations must be observed:
1.
An employee may not solicit or accept political contributions or campaign
expenses from any person or organization who has received contracts,
compensation, employment, loans, grants or benefits financed by public funds.
2.
An employee shall not solicit or accept any political contribution from another
employee if the solicitor is in a supervisory capacity over the contributing
employee or is otherwise able to control the terms of the employee's
employment.
3.
No employee shall promise employment, work, compensation, contracts or other
benefits provided principally from public funds as a consideration, favor, or
reward for political activity; or threaten to deprive one of employment, work,
compensation, contracts or other benefits provided principally from public funds
as a result of any political activity.
4.
No employee shall display or permit campaign literature, banners, stickers, signs,
etc., to be displayed on Agency buildings, equipment or vehicles.
5.
Agency buildings or facilities shall not be used for meetings in support of any
particular political candidate unless equal access is provided to all sides.
6.
Employees may not engage in political activity on behalf of any party, candidate
or measure during the time the employee is on duty working for the Agency.
7.
Employees seeking political office must have the written approval of the
Executive Director prior to becoming candidates.
5.16 Work Rules
Standards of Conduct
Employees are expected to observe "common sense" rules; honesty, positive conduct, concern
for the job, safe work practices and good behavior in their relations with each other.
Disciplinary action may vary from a verbal warning to termination of employment depending on
the nature and circumstances of the violation and the employee’s prior disciplinary record. Action
shall be in accordance with all federal, state and local laws. Violations of Agency rules are subject
to progressive discipline.
The following list is a guide, although not all inclusive, are examples of misconduct. Some
are considered more serious offenses than others, but depending on the severity of the issues,
discipline up to and including termination of employment may be imposed.
1.
Failure or refusal to use required safety equipment.
2.
Possession of dangerous explosives, ammunition or dangerous explosives on
agency property, or possession of firearm and/or ammunition in any agency
building or vehicle being operated in the course of agency business.
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3.
Intimidation, coercion, threatening or attempting bodily injury to another
employee, fighting on Agency property or off Agency property if related to the
participant’s employment with the Agency.
4.
Insubordination, direct or indirect, including refusal to follow instructions of
management.
5.
Falsification of Agency records or reports.
6.
Walking off the job or leaving the facility without notifying the supervisor or lead
person.
7.
Failure to report to work for two consecutive days without personally calling in
and speaking with his/her supervisor unless physically unable to use the
telephone.
8.
Participation in or involvement (other than as a victim) with a serious crime, on or
off duty, without regard to whether or not the employee’s conduct results in a
criminal conviction.
9.
Deliberately falsifying another employee’s time sheet or travel claim, falsifying
one’s own time card or travel claim in order to obtain payment for time not
worked or expenses not incurred, or repeated failure to turn in a time sheet.
10.
Engaging in horseplay or disorderly conduct on Agency property.
11.
Sleeping on the job or gross inattention to duties.
12.
Negligence or carelessness.
13.
Violation of Agency safety rules.
14.
Distribution of any kind of non-work materials or literature in working areas.
15.
Deliberate or grossly negligent conduct that endangers the safety of the
employee, another person, or Agency property.
16.
Gambling, other than approved internal sports pools, on Agency property.
17.
Smoking on Agency property except in designated areas.
18.
Unsatisfactory job performance including failure to meet required performance
standards.
19.
Use of excessively profane, abusive or inflammatory language toward another
employee.
20.
Sexual harassment.
21.
Tampering with, posting or removing notices from bulletin boards contrary to
Agency policy.
22.
Unsuitability for employment due to excessive unauthorized absenteeism or
tardiness regardless of reason.
23.
Theft, misuse, destruction, damage, defacement or deliberate abuse of Agency
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property, materials, supplies or equipment, or the property of a fellow employee.
24.
Deliberately restricting work efficiency, soliciting or encouraging co-workers to do
so.
25.
Excessive talking to other employees which supervision determines adversely
affects work efficiency.
26.
Disclosing to anyone the confidential matters of the Agency or a client.
27.
Removal or attempted removal of Agency property from the premises without
written permission.
28.
Refusal to use work saving devices or improved techniques.
29.
Falsification of employment application or misrepresentation of fact in obtaining
employment.
30.
Outrageous or indecent conduct on Agency premises while on duty, or elsewhere
if the conduct causes negative publicity for the Agency.
31.
Failure to follow established procedures in the performance of assigned work.
32.
Failure to report a suspected work related injury within 8 hours, or to cooperate in
the investigation.
Leaving the work area during working time without the supervisor’s authorization,
or loitering in other departments.
33.
34.
Illegal use, sale or possession of narcotics, drugs or controlled substances by
employees whether on or off duty or on or off Agency premises.
35.
Failure to make known to employee’s supervisor the use of controlled
substances prescribed to that employee by a licensed physician which may affect
behavior, safety or job performance.
36.
Consumption or possession of alcohol on Agency property and during business
operations, or working under the influence.
37.
Refusal to submit a blood or urine sample in accordance with the Agency’s drug
testing policy and upon reasonable cause.
38.
Excessive garnishments.
39.
Working unauthorized hours.
5.17 Smoking
Use of tobacco products will be restricted to designated outdoor areas, must be a minimum
twenty-five (25) feet distance from an entrance or window and not in sight of the office main
entrance. This policy applies to all properties, Agency vehicles and offices under the Upper
Cumberland Resource Agency domain. There is no smoking in Agency vehicles.
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5.18 Copy and Fax Machine
A limited amount of personal use of Agency copy and fax machines is permitted upon payment of
the Agency’s actual cost. Payment is made to the receptionist at time of use.
5.19 Use of Agency Vehicle / Fuel Card
Agency vehicles are assigned to specific Agency employees as specified in job descriptions or for
employees as deemed necessary for job requirements. Agency vehicles are to be used for
Agency business, travel to and from home, and reasonable daily use as deemed appropriate by
Program Directors. Mileage logs shall be submitted to Program Directors at the end of each
month for review.
Directors will review mileage logs to ensure reasonable and appropriate use and to eliminate
abuse if found. Use of illegal drugs, controlled substances, tobacco products, and/or alcohol is
prohibited while operating or occupying an Agency vehicle. Upon reasonable cause, drug testing
will be requested. Inappropriate use or abuse of Agency vehicles will result in disciplinary action,
up to and including termination of employment.
Executive personnel, as specified by the Executive Director, will be exempt from maintaining daily
mileage logs (refer to Policy #4, Department of General Services, Division of Motor Vehicle
Management Authority TCA 4-3-1105(10) February 1, 2005). Vehicle cleanliness is a priority and
shall be reviewed by appropriate staff.
Each employee who is assigned an Agency vehicle will be issued a fuel card. This card is to be
used for the purchase of fuel strictly for the designated Agency vehicle. Copies of the fuel invoice
will be furnished to each Program Director for review. Directors will evaluate fuel purchases and
mileage logs to ensure proper use of fuel cards. Inappropriate use or abuse of the fuel card will
result in disciplinary action.
5.20 Progressive Discipline Procedure
Disciplinary action may be required in certain situations. The normal disciplinary progression is as
follows:
Written Verbal Warning - A verbal warning placed in your personnel file and remains
active for six (6) months from issue date.
Written Warning - The infraction is serious enough that it warrants a written warning
placed in your personnel file and remains active one (1) year from issue date.
Final Written Warning and/or Suspension without Pay – A final written warning
notifies the employee that any additional infraction may result in termination. A
suspension is usually from one to three days depending on the seriousness of the
infraction or a probation may be incurred or extended. The final written warning remains
active one (1) year from issue date.
Termination - This is the most serious disciplinary action taken.
Corrective Action Form – Maybe used at any point in conjuction with or as a stand alone
documentation of employee discipline. This form’s purpose is to document cause of
problem, action taken by management and expectations of future performance of
employee.
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As part of progressive discipline, documented verbal warnings are active for six months while
written and final written warnings are active for twelve months from the date of issuance provided
no further warnings have been issued during that period.
When an employee is given a verbal warning, as a matter of discipline, this warning will be placed
in the employee's personnel file. The approval of the Executive Director and Human Resource
Director must be obtained prior to terminating the employment of any employee.
The Agency reserves the right to impose the level of discipline it believes is appropriate
considering the facts and circumstances. Any warnings issued for Sexual Harassment or
Workplace Violence will remain active in an employee’s personnel file indefinitely. All
discipline forms will remain in the employees file indefinitely unless written approval from
the Executive Director is provided to the Human Resource Director to remove the
disciplinary form(s).
5.21 Work Schedules
The Executive Director will establish and may change office hours and working times for all
employees, taking into account client needs, requirements of grantor agencies, and the hours of
other state and local agencies.
The normal work schedule for all employees is 7.5 hours a day, 5 consecutive days a week.
However, immediate Supervisors will set specific starting and stopping times based on staffing
needs and operational demands necessitated by work schedules, meal periods and the total
hours scheduled per day and per week. Non-exempt employees are not permitted or authorized
to work overtime beyond the normal quitting times or prior to the normal starting times without
prior authorization from their immediate Supervisor.
It is UCHRA’s policy to permit flexible working hours for staff, as long as working hours are
scheduled in advance with the approval of Supervisors, and meet the needs of the Agency, its
grantors, and its clients.
UCHRA employees are expected to be in attendance at work at the scheduled times unless prior
approval for leave has been granted. In the event of an unexpected illness or emergency, an
employee is expected to contact his/her supervisor as soon as possible, ordinarily one (1) hour
before the beginning of the scheduled work period.
An employee who is absent from scheduled work without proper approval may be placed on leave
without pay, at the option of the Executive Director, regardless of other paid leave accruals which
may have been available for approved leave. Unauthorized absence from work is considered
employee misconduct, and may provide grounds for dismissal. Excessive unauthorized
absenteeism, regardless of reason, will cause the employee’s attendance record to be reviewed
to determine his/her suitability for continued employment with the Agency.
Hours Scheduled Per Week (Full-Time and Part-Time)
The number of working hours scheduled per week for any employee is determined by the
availability of funds and the need for work. The regular working schedule for most full-time
UCHRA employees is 37.5 hours per week, 7.5 hours per day Monday through Friday and in
certain positions 8.0 hours per day 40 hours per week.
Employees who are regularly scheduled to work less than 37.5 or 40.0 hours per week are
considered part-time employees, and do not receive benefits.
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5.22 Classification of Employees
Regular Employee
A regular employee is one who is in full-time job capacity and has completed the introductory
period. Regular employees may also be classified a regular full-time or regular part-time.
• Regular Full-Time Employee
A full-time employee is a permanent or probationary employee who regularly works a full
7.5-hour day, 37.5-hour week (salaried); or full 8.0-hour day or 40.0-hour week (some
hourly) and whose employment is not time limited.
• Regular Part-Time Employee
A regular part-time employee is any employee who works less than a full 7.5 hour day or
37.5 hour week; or less than a full 8.0 hour or 40.0 hour week; on a regularly scheduled
basis, but whose employment is not time limited. Regular part-time employees are
eligible for pro-rated holidays and vacations, but not other benefits.
Introductory Employee
An employee is one who has not completed their introductory period of 180 calendar days.
Temporary Employee
A temporary full-time or part-time employee is one who is hired for a specified job or time limit.
Temporary employees are not eligible for participation in fringe benefit programs.
Substitute, Casual or On-Call Employee
Substitute, casual or on-call employees are those who are called in to work only as needed and
are not eligible for participation in fringe benefit programs.
5.23 Attendance and Punctuality
To maintain a safe and productive work environment, UCHRA expects each employee to be
dependable and punctual in reporting for scheduled work. Absenteeism and tardiness place a
burden on other employees and are disruptive to the Agency in general.
Whenever it is necessary for an employee to be absent from work, the employee should
personally telephone their Supervisor as soon as possible to permit the Supervisor to make
arrangements to cover the employee. A family member or co-worker may not "send word" for an
employee unless he/she is physically unable to use the telephone. An employee who learns that
he/she will be late (Omitted) should also contact their Supervisor immediately.
Excessive absenteeism or tardiness, for reasons other than those covered by the Family and
Medical Leave policy, may result in an employee's record being reviewed to determine suitability
for continued employment. While notification to the Supervisor and submission of doctors'
statements may not serve to excuse an absence, they will be considered in any such review.
UCHRA employees are expected to be in attendance, at work, and at the scheduled times. In the
event of an unexpected illness or emergency, an employee is expected to personally contact his
Supervisor as noted above. In the event of tardiness, the employee shall report the reason to
Rev. 09/10//2015
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their Program Director, who may at their discretion, dismiss the tardiness request for the
employee to take leave, record the employee as AWOL, and/or make appropriate entries in the
employee's personnel file. Unexplained, unreasonable, and excessive tardiness shall be cause
for disciplinary action.
Group tardiness or absenteeism due to inclement weather or other unforeseen circumstance may
be excused by the Executive Director.
5.24 Job Bid Policy
It is the Agency’s policy to fill job openings by promotion from within the Agency if there are
qualified candidates among our employees. All promotions and transfers will be made in
accordance with federal, state, and local laws concerning Equal Employment Opportunities and
with full regard to the Agency’s affirmative action objectives. If necessary, the Executive Director
reserves the right to assign employees permanently to better meet the goals and objectives of
the Agency’s operations. Such actions will not be considered as part of the Job Posting Policy.
Procedure
All job postings will be directed through the Human Resource department. Vacant full-time
positions will be emailed to Central Office employees, forwarded to the UCHRA offices and
advertised through the career centers and media as necessary.
The Agency will in most cases consider qualified internal candidates for promotions and transfers
to open positions before external candidates are considered for employment. Employees will be
notified of job openings and given the opportunity to apply for these jobs through the Job Bid
Procedure.
Openings
Job openings will exist when additional employees are required, replacements are needed, or
new jobs are created. Human Resources will post the actual opening once approved by the
Program Director. Job openings will not be posted for temporary positions, entry-level positions
or part-time positions.
Job Postings
Job openings, other than those listed above, will be posted by email at the Central Office, and
forwarded to all UCHRA offices for three (3) business days. All supervisors are to post or inform
any and all employees of job postings who do not have access to work email.
Application Procedure
A completed and signed Internal Job Posting Interest Form must be submitted to the Human
Resource department on or before the date and time stated on the posting.
1.
It is the employee’s responsibility to learn of and apply for a posted job
opening during an absence.
2.
Once submitted, the employee may withdraw a job opening application
form by contacting the Human Resource department.
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Application Eligibility Limitations
Employees with written or final written disciplinary actions will not be eligible for a period of one
(1) year from the date of the infraction.
Trial Period
After a 60 day trial period, employees will be considered assigned to the new job classification. In
the event an employee’s performance is unsatisfactory during the trial period, the following
procedure will apply in sequential order, numbers 1-4.
1.
Return to former job, if vacant.
2.
Assigned to comparable job, if available and qualified.
3.
Assigned to a lower job, if available and qualified.
4.
If no job is available, the employee will be placed on permanent layoff.
5.25 Promotions
The Agency values the experience and skill associated with seniority and longevity with the
Agency. The Agency follows, as far as possible, a policy of promotion from within and seeks to
select the best qualified individual to fill each position.
In order to be considered for promotion, employees must have demonstrated sustained
acceptable performance on the present job, discipline, attendance and ability to perform specific
job requirements of the new position. When there are no other major differences between
candidates, length of service shall determine employee placement. If there are no suitable
candidates found internally, external candidates may considered.
The Agency may transfer employees as necessary to meet Agency needs.
5.26 Employment and Supervision of UCHRA Personnel
The Executive Director shall be hired in accordance with the UCHRA By-laws. All members of
the UCHRA staff will be responsible to the Executive Director, who is responsible to the Board of
Directors for the administration of the Agency. The Executive Director will organize the staff to
accomplish the work of the Agency, and designate Supervisors for the various programs and
functions of the Agency.
The Executive Director shall take action to rectify any situation where a personal relationship
adversely affects workplace efficiency or morale. Such action may include transfer to another
position or termination of employment. If a personal relationship results in a charge of sexual
harassment, the Agency will generally not be receptive to the defense that the relationship is, or
was, consensual. The policy applies to supervisory personnel as well as any Agency employee
that adversely affects the workplace routine.
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5.27 Employment of Relatives
The following rules shall be observed with respect to persons whose employment is supported by
funds administered by the Agency:
1.
No full-time person shall become employed by the Agency, at any location (other
than Lakeside which, a husband & wife team maybe hired at the discretion of the
Executive Director), while his/her immediate family member as described below
is a current employee or serves on a current board or committee with the
Agency.
Husband
Father
Mother
Son
Daughter
Brother
Sister
Wife
Father-in-law
Mother-in-law
Son-in-law
Daughter-in-law
Brother-in-law
Sister-in-law
Any step relationships
Grandchild(ren)
2.
No person shall become employed in a job which a member of his/her
immediate family exercises supervisory authority, either directly or indirectly.
3.
Exception: Due to the concern of recruiting qualified individuals in
communities with a small employment pool it may be necessary to void
requirements 5.27 numbers 1 and 2. In order to void the requirements of 1
and 2 the county hiring must have an unemployment rate of 7% or less, no
other qualified candidates applied for position, and position must have been
advertised through all available media resources in hiring county and
surrounding counties for two consecutive weeks and documented. If all
these conditions are met the Executive Director can then authorize the
hiring of the individual in a temporary status until approval or denial by the
board of directors and the next regularly scheduled meeting.
The Agency shall take action to rectify any situation where a personal relationship adversely
affects workplace efficiency or morale.
This provision will not prohibit the continued employment of an existing Agency employee, whose
employment predates the election of a family member to elected office, who by virtue of such
election becomes a member of the Agency Board, or otherwise serves on the Executive
Committee or Policy Council.
Exception: If both parties are currently employed and a relationship between the two results in a
marriage, the employees shall be deemed to be grandfathered in under Sub-section I
5.28 Dress and Grooming Code
Dress, grooming and personal cleanliness standards contribute to the morale of all UCHRA
employees and affect the business image we present to the community and visitors to our
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facilities. All employees are to wear clothes that are in good taste and appropriate for a work
setting. Specific dress codes are as follows:
OFFICE STAFF
Women
Business casual clothing that is neat, appropriate fitting and free from wrinkles and stains.
1.
2.
3.
4.
5.
6.
7.
8.
Dress pants, khakis, crop pants or corduroys with coordinating top. (sweater,
vest, blouse, jacket, etc.) Crop/capri pants are to be approximately 6” above the
ankle.
Blouses must be worn in good taste with no see-through or low cut tops, front or
back.
Dresses/skirts are to be no shorter than 3” above the knee.
Shoes should be color coordinated and suitable for business wear. Dress flats,
dress sandals and slides are allowed. Tennis shoes are not allowed, except for
Casual Friday.
No visible body piercings, with the exception of the lower ear lobe are allowed.
No excessive jewelry.
No visible tattoos.
Hair and makeup should be neat, clean and well maintained.
Men
1.
Dress pants, khakis, or corduroys with coordinating top. (sweater, vest, jacket,
etc.)
2.
3.
Dress shirt with coordinating tie.
Shoes should be color coordinated and suitable for business wear. Dress shoes
are allowed. Tennis shoes are not allowed, except for Casual Friday.
4.
5.
6.
7.
No visible body piercings.
No visible tattoos.
Hair, to include facial hair, should be neat, clean and well maintained.
FIELD STAFF
Women
1.
2.
3.
4.
5.
6.
Pants* with appropriate coordinating top, if uniforms are not required.
back.
No t-shirts, sweatpants or sweatshirts of any fabric, parachute pants, miniskirts,
city shorts, or skorts.
Shoes should be color coordinated and suitable for position. Dress flats, dress
sandals and slides are allowed in office areas only. Flip flops are not allowed.
Tennis shoes or leather flats with a non-skid sole are allowed for field staff in
non-office environments.
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7.
8.
9.
No visible tattoos.
Clothing should be neat and properly fitted, clean and pressed.
* Van drivers will be allowed to wear denim jeans that meet the following criteria:
Denim must be a solid color, blue or black, and have no holes or fringed hems or strings.
Men
1.
2.
3.
4.
5.
6.
7.
Pants* with coordinating top, if uniforms are not required. Shorts are not
permitted. (polo shirt, sweater, vest, jacket, etc.)
No t-shirts, sweatpants or sweatshirts of any fabric, parachute pants or shorts.
Shoes should be color coordinated and suitable for position. Flip flops are not
allowed. Tennis shoes or leather flats with a non-skid sole are allowed for field
staff in non-office environments.
No visible tattoos.
* Van drivers will be allowed to wear denim jeans that meet the following criteria:
Field Staff Include:
Residential Counselors
Teacher Aides (residential & day care programs)
Cooks/Nutrition Site Staff
Custodian/Maintenance/Commodities
Van Drivers
Head Start Bus Drivers/Custodian
Homemaker Aides
Corrections Dept.
If you have any questions concerning your classification, please contact your immediate
supervisor.
Casual Friday
1.
Denim jeans are permitted only if they are a solid color, blue or black, with no holes
or fringed hems or strings.
2.
Coordinating top such as polo shirt, sweater, blouse, dress shirt, vest, jacket, etc.
3.
No t-shirts, sweatshirts, sweatpants, tank tops, spaghetti straps or shorts are
permitted.
4.
Tennis shoes are permitted for Casual Friday.
5.
Denim crop/capri pants are permitted for Casual Friday only and are to be
approximately 6” above the ankle.
LAKESIDE STAFF
Women
Casual clothing that is neat, appropriate fitting and free from wrinkles and stains.
1.
Casual pants, khakis, Khakis Shorts no more than 1” above the Knee, crop
pants or corduroys with coordinating top. (sweater, vest, blouse, jacket, T-shirt,
etc.) Crop/capri pants are to be approximately 6” above the ankle.
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2.
3.
4.
5.
6.
7.
8.
back.
Dresses/skirts are to be no shorter than 3” above the knee.
Shoes should be color coordinated and suitable for business wear. Tennis Shoes,
Sandals, boots that are safe and slip resistant neat and clean.
No visible tattoos.
Men
Casual clothing that is neat, appropriate fitting and free from wrinkles and stains.
1.
Pants* with coordinating top, if uniforms are not required. Shorts are permitted
such as Khakis no more than 1” above the knee. (polo shirt, sweater, vest, jacket, T-Shirt,
etc.)
2.
No sweatpants or sweatshirts of any fabric, parachute pants or shorts.
3.
Shoes should be color coordinated and suitable for position. shoes or leather flats
with a non-skid sole are allowed for field staff in non-office environments.
4.
5.
6.
No visible tattoos.
7.
* Van drivers and Lakeside employees will be allowed to wear denim jeans that meet the following
criteria:
If you have any questions concerning your classification, please contact your immediate
supervisor.
Please note that if you are attending a speaking engagement, making a presentation on behalf of
the Agency or publicly representing the Agency in any way, that you must wear business attire
under those circumstances, regardless of the day of the week.
The Executive Director reserves the right to revoke the Casual Friday policy at any time should
the criteria not be met.
5.29 Use of Company Equipment
5.29.1 Credit Card Policy
UCHRA has adopted and implemented this Credit Card Policy to safeguard public funds and to
provide clear instructions to employees that have been formally authorized to use Agency
credit/debit cards. All employees using UCHRA credit/debit cards must be specifically authorized
by the Executive Director and shall be subject to the requirements of this policy. For the
purposes of this policy, all authorized employees shall be referred to as “cardholders.” This
Policy may be amended from time to time by the board.
As a cardholder, you assume the responsibility for the protection and proper use of the card.
Purchases with Agency cards must not conflict with the Agency’s Purchasing Policy. Cardholders
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are responsible for all unauthorized charges on the cards assigned to them. Cards and card
numbers must be safeguarded against unauthorized use.
All credit card transactions will be visible via secure internet reporting tools and all cardholders’
purchasing activity will be monitored by the finance department and reviewed by auditors.
Credit cards are not intended to be used for normal, recurring expenses associated with normal
department operations. Business accounts should be set up for recurring activities. Receipts for
all purchases by credit card shall be forwarded to the finance department.
It is the goal of UCHRA to have all transactions sales tax exempt, when applicable. It is the
cardholder’s responsibility to notify the supplier, at the time of the transaction, if it will be exempt
from sales tax. If the cardholder uses the credit card to pay sales tax and the purchase was tax
exempt, the cardholder is personally liable to pay the sales tax.
The following situations are examples of misuse of the card:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Alcoholic beverages/tobacco products/controlled substances
Purchases for personal benefit of the cardholder or another employee
Assignment or transfer of an individual card to another person
Use of the card by an unauthorized employee
Use of a card by a suspended or terminated employee
Purchases that are not for legitimate Agency and public purposes
Purchases in violation of the Agency’s Purchasing Policy
Splitting a purchase to avoid a single-purchase limitation
Use of the card for commodities, goods, or services at vendors with Agency
accounts
Lack of proper and timely submission of all purchase receipts
Any violations of this policy may subject to the employee to discipline, including termination of
their employment with the agency.
5.29.2 Telephone Calls and Messages
There are a limited number of telephone lines. Employees may use office telephones for local
personal calls if such calls do not interfere with their work or the work of those around them.
5.29.3 Cell Phones
This policy sets forth Upper Cumberland Human Resource Agency’s (UCHRA) policies about cell
phone usage and applies to all employees. For purposes of this policy, the term “cell phone” is
defined as any handheld electronic device with the ability to receive and/or transmit voice, text, or
data messages without a cable connection. UCHRA reserves the right to modify or update these
policies at any time.
Mobile phones, personal digital assistants, and other electronic innovations have given employers
increased access to their employees, making those individuals more available and connected to
their jobs. The business world understands that technologies have improved customer service
and elevated employee efficiencies.
The Agency will provide cell phones if job function of the person requires considerable time
outside of assigned office or work areas and/or outside of scheduled or normal work hours (e.g.,
on-call, community corrections, etc.); and it is essential to the operation of the program that the
person be accessible during those times. Cell phones will be provided to essential departmental
employees. The Departmental Director is responsible for determining essential departmental
staff and should consider if the cell phone is essential for the daily operation of the program. The
Department Director is responsible to ensure that his/her program has sufficient funds to cover
equipment costs and recurring monthly charges.
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The Agency will provide a smart phone if the job functions requires access to e-mail outside of
the office and/or beyond regularly scheduled working hours, and it is essential for the Agency that
the person has the ability to receive and send email during those times. All smart phones have to
be approved by either the Executive Director or Deputy Director prior to purchase and activation.
The Agency will not support nor purchase more than one cell phone per employee.
The primary purpose of the phone is to conduct Agency business.
Each department is responsible for ensuring the Agency pays the lowest possible costs for all cell
phones and recurring service charges. Departmental staff is responsible for reviewing monthly
bills and monitoring individual usage.
Agency cell phones are subject to be reviewed by management staff at any time. Agency
provided cell phones are property of the Agency and are subject to the public records laws.
5.29.4 Information Technology Usage
All information systems and technologies are classified as, including but not limited to, e-mail,
voice mail, text messages, any files (i.e. photos, videos, spreadsheets, etc.) that are sent,
received, deleted or stored on an agency device or computer/system regardless of nature
(business or personal). UCHRA maintains full ownership of all electronic communication including
the ability to access, audit, and/or monitor device content on a business necessity basis. All
employees should operate under the assumption that use of any agency resource is considered
neither private nor confidential.
To ensure that the use of information systems and technologies and business equipment is
consistent with the UCHRA’s legitimate business interests, authorized representatives of the
agency may monitor/audit the use of such equipment at any given time. The use of any software,
hardware and/or business equipment, including but not limited to, cell phones, facsimiles,
computers, and copy machines that are used for private purposes is permitted by designated
Director. Permission to use devices for personal use does not exclude the individual from
compliance with agency policy and guidelines. Such activities will be permitted unless it interferes
with an employee’s work or that of another. Non-business related sites, software and/or hardware
can and will be blocked or prevented based on, but not limited to, the content, intent or categories
at the discretion of the MIS Director.
Employees may not use unauthorized codes, passwords, or other means to gain access or
retrieve information from agency systems, files, email, or any stored agency information unless
they have received prior clearance and authorization from an authorized UCHRA representative.
If employees have not been issued an information user account (domain account), they are not
authorized to use the agency systems, devices, software and/or hardware. No employee may use
an access credential that has not been issued to that employee or which the issuance is unknown
to agency management. Assigned personal passwords are confidential and should not be given
out to anyone under any circumstance. If an employee is required to gain access to a particular
software or system within the agency’s scope, they must contact their immediate supervisor and
request an account from the MIS department.
Passwords should be changed quarterly in order to maintain security. All user accounts are
considered property of the agency and should be treated as so. Systems, files, and/or messages
are monitored randomly to determine whether any outsiders have compromised an account or
whether any violations of agency policy have occurred. Employees who violate this policy are
subject to disciplinary action, up to and including termination of employment.
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Transmitting, viewing or downloading of material that is discriminatory, defamatory, harassing,
insulting, offensive, pornographic or obscene in nature is prohibited. Foul, inappropriate, offensive
messages (i.e. racial, sexual, or religious slurs), and/or defamatory remarks are prohibited in any
form of electronic information transmission.
Sensitive information is not to be sent via electronic mail or via text message unless encrypted
and protected by a password. Examples of sensitive information are but not limited to social
security numbers, client medical records, etc.
All UCHRA information users are required to sign a copy of the agency’s information use policy
that will be placed in their personnel file.
5.30 Layoff and Recall Policy
Due to funding and program conditions, there may be a time when it is necessary to conduct a
temporary or permanent layoff. If a layoff becomes necessary, the Agency reserves the right to
keep some employees working in order to retain the skills necessary to operate the Agency,
regardless of seniority. Should the Agency see a need to conduct a layoff, the process will be as
follows:
Temporary Layoff
Employees on this type of layoff will be laid off for a specific amount of time and have a tentative
return date. This type of layoff will be considered temporary.
Permanent Layoff
Employees on this type of layoff will not have a tentative return date. This type of layoff will be
considered a permanent layoff. During the layoff period, Agency benefits will not be paid, but
employees may elect to continue COBRA coverage, which includes medical and dental only, at
their own expense.
Evaluation of the foregoing criteria shall be within the sole discretion of the Agency. Employees
will be selected for layoff based on the following criteria:
1.
2.
3.
Demonstrated current and past performance
Promotional potential and transferability of skills to other positions within the
Agency
The needs of the Agency and specific projects
Employees considered to be on permanent layoff will receive payment for any unused annual
leave days at the time of layoff. Employees who are laid off will not accrue annual leave or sick
leave during the layoff.
Recall
Employees who are laid off will be maintained on a recall list for six months. Removal from the
recall list terminates all job rights the employee may have. W hile on the recall list, employees
should report to the Human Resource department if they become unavailable for recall.
Employees who do not keep a current telephone number with the Human Resource department
may lose their recall rights.
Employees will be recalled according to the needs of the Agency, their classification and their
ability to perform the job. Notice of recall will be made via telephone with the last known
telephone number noted on the employee record. The Agency may return employees to their
previous position, if available, or to any vacant position that is available.
If an employee is unavailable or unreachable (i.e. invalid phone number or no voicemail), their
name will be removed from the recall list and the next person on the recall list will be notified of
the open position. In the event that a voicemail message is left, the employee must respond to
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the message within 7 days of the call or their name will be removed from the recall list. If an
employee is offered an available position and refuses that position, their name will be removed
from the recall list and no longer have any job rights with the Agency.
Should an employee agree to return to an available position and fail to return to work at date/time
specified, this will result in termination of employment. If the employee is not recalled after six
months, employee will be considered terminated and no longer have any job rights with the
Agency.
5.31 Resignation
Employees are requested to give not less than two working weeks prior written notice of
resignation. A working week is defined as being present during all normal working hours. The use
of annual or sick leave during that time does not constitute “working”. All notices of resignation
may be submitted to your immediate Supervisor, with the exception of the resignation of the
Executive Director, which shall be submitted to the Chairman of the Board.
Any employee who does not submit his/her resignation as required above or who is absent from
work for a period of two (2) work days or more, without notifying their Supervisor of the reasons
for their absence, will be considered to have resigned without notice.
5.32 Termination of Employment
When the employment relationship comes to an end, an exit interview may be held between the
terminating employee and his supervisor. The purpose of the exit interview is to assist the
employee in making the transition and to arrange for the proper handling of Agency work and
resources assigned the employee.
At time of termination the employee may be entitled to compensation for assigned time actually
worked, any accumulated, and available vacation leave. (See Vacations - Annual Leave.)
5.33 Return of Agency Property
Employees are responsible for all property, materials or written information issued to them, in
their possession or control while employed by UCHRA. Employees must return all property of the
Agency that is in their possession or control in the event of employment termination or layoff
immediately upon request.
6.0
COMPENSATION POLICIES
6.1
Meal and Break Periods
Bona fide meal periods are not work time and do not include coffee breaks or time for snacks.
Break periods are of a short duration and must be counted as hours worked. Meal periods,
typically 30 minutes or more, need not be compensated as work time. The employee must be
completely relieved of duty for the purpose of eating regular meals. The employee is not relieved
if he is required to perform any duties, whether active or inactive, while resting.
Each employee must have a 30 minute unpaid meal period if scheduled to consecutively work 6.0
hours or greater, except in work place environments that by their nature of business provide for
ample opportunity to rest and take the unpaid meal period. The meal period shall not be
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scheduled during or before the first hour of work activity. UCHRA meal policy is to allow a
minimum 30 minute unpaid period each workday. The paid lunch period must be listed on the
employee’s time sheet. Management’s prior approval must be obtained for lunch periods not
taken and therefore paid. The time sheet must reflect the signed supervisors prior approval.
Program Directors and Supervisors, at their discretion, may allow their employees two (2) rest
breaks during each workday. One break may be allowed in the morning and the other in the
afternoon for a period not to exceed fifteen (15) minutes each. These rest breaks are a privilege
and should be taken at times that do not interfere with your work.
6.2
Salary and Wages – Pay Plan and Classification
Salaries are determined by:
1.
The relative difficulty and responsibility of each position;
2.
Qualifications (including educational attainment and significant job related
experience);
3.
Job performance;
4.
Cost of living factors, and;
5.
Availability of program revenues
It is the general policy to employ all personnel at the entrance level rate of the compensation plan
for each position. The Executive Director is authorized to make exceptions to this policy for
employment of persons having exceptional qualifications which require a higher rate of pay to
employ such persons.
The UCHRA compensation plan establishes the minimum and maximum rates of pay for each
position. Specific rates of pay for each position shall be determined by the Program Director in
recognition of those factors identified above. Most Agency employees are paid according to the
UCHRA Classification and Compensation Plan, which provides a schedule of official annual and
hourly pay rates based on the grade and the step for each position. Some grant programs
operated by the Agency requires salary and wage schedules different from the official UCHRA
Compensation Plan. In such cases the Executive Director will establish an alternate pay plan for
the employees working under a specific grant.
Employees in salary positions are paid on a salary plan, which is based on a semi-monthly rate of
pay, and earns the same amount of gross pay each payroll period, without regard to the number
of days included in the period. Hourly employees are paid according to an hourly wage rate, and
receive pay for the hours actually worked or otherwise credited, during a payroll period.
Length of employment will not qualify an employee for a salary increase. Merit pay increases will
be considered annually by the UCHRA Board of Directors. Merit pay increases will upgrade the
UCHRA pay plan as determined by the Board.
The Executive Director is authorized to grant merit pay increases for exceptional work
performance when such increases do not exceed budget limitations and when such increases do
not exceed the maximum rate of pay of the job position. All merit increases shall be documented
in writing, explaining the reasons for the increase and shall become a part of the employee's
personnel file.
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6.3
Exempt and Non-Exempt/Overtime/Compensatory Time
UCHRA staff positions are considered either (“exempt”) or (“non-exempt”) from overtime pay
requirements of Wage and Hour Laws. If an employee is (non- exempt) and is permitted to work
more than 40 hours in any week, UCHRA will compensate the employee at 1.5 times pay for any
hours over 40 in a given week. Prior approval by an employee’s Supervisor is necessary for any
overtime worked.
In the event an employee must work on an Agency scheduled holiday, the employee will be paid
for the actual time worked and will be scheduled to take another work day off with pay in
replacement for the holiday. In unusual emergency situations, a Program Director may give prior
approval for the employee to receive holiday pay in addition to pay for time worked, in lieu of
rescheduling the paid holiday.
6.4
Pay Day and Pay Checks
Your wages reflect the time worked during the payroll period ending on the last day of the pay
period. Your wages are automatically distributed by electronic transfer to the bank or lending
th
institution of your choice on the 15 and last day of each month. Should you wish to change your
specified banking institution or account number within the same institution, notify the payroll clerk
immediately.
6.5
Longevity Pay
Full-time permanent employees receive $100.00 longevity pay for each year of employment
beginning in their fifth consecutive year of employment with $100.00 added to the lump sum each
year up to $3,000 maximum benefit (through 30 consecutive years employment).
This lump sum is by check on the pay period following hire date of the anniversary month, with all
fringe benefits other than insurance, retirement and special withholding amounts subtracted.
Persons who voluntarily leave the employment of the Agency and return to its employment at
some future time will be treated as new employees for the purpose of earning longevity pay.
6.6
Travel and Expense Reimbursement
Employees shall be reimbursed for authorized expenses incurred while conducting Agency
business at a rate specified in the state of Tennessee Comprehensive Travel Regulation’s
Reimbursement Rate Schedule. Claims for travel expenses should be completed and approved
by your immediate supervisor and submitted to the Finance department for reimbursement.
Claims must be submitted by noon W ednesday to receive reimbursement on Friday.
Employees will be reimbursed for actual lodging costs plus tax incurred up to the applicable
maximum amount as indicated on the state of Tennessee Comprehensive Travel Regulation’s
Reimbursement Rate Schedule. Lodging receipts are required and must itemize room charges
and taxes by date. If a convention or conference rate exceeds the maximum reimbursement rate
and is documented by a convention or conference brochure or registration form, a higher
reimbursement rate will be allowed.
6.7
Jury and Witness Duty
UCHRA expects employees to fulfill their civic responsibilities by serving jury duty when required.
An employee summoned to serve as a juror in any court of the United States or the state of
Tennessee shall be excused from work with pay for the period actually required for the jury
Rev. 09/10//2015
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service. The employee should show the jury duty summons to his/her Supervisor as soon as
possible so that the Supervisor may make arrangements to accommodate the absence. The
employee is expected to report for work whenever the court does not require his or her presence.
Insurance benefits and accrual for benefits calculations, such as vacation or holiday benefits, will
continue for the period of jury service. Any compensation from the court must be paid to the
Agency.
UCHRA recognizes that employees must appear in court for witness duty whenever subpoenaed
to do so. Employees may be granted leave for absence due to witness duty. The subpoena
should be shown to the employee's Supervisor immediately after it is received so that operating
requirements can be adjusted, where necessary, to accommodate the employee's absence. The
employee is expected to report for work whenever the court does not require his or her presence.
If the employee has been subpoenaed as a witness for the Agency as a result of a job-related
event, he or she will be paid for the period of witness duty.
6.8
Bereavement Leave
Upon request, you may be granted up to three days bereavement leave with pay on the death of
any member of your immediate family if your position with this agency has a job status that
accumulates annual and sick leave. The definition of immediate family includes your spouse,
child, stepchild, grandchild, brother, sister, parent, grandparent, stepparent, foster parent, or
parent-in-law, stepson, stepdaughter, stepbrother, stepsister, brother-in-law, sister-in-law,
grandparent-in-law, niece, nephew, aunt, uncle or others that may be approved by your immediate
supervisor on a case by case basis due to your relationship to the individual. These days will not
be charged against your leave balance. Proof of attendance need not be provided.
6.9
Timesheets and Wage Payments
The standard work week shall start at 12:01 a.m. Sunday and shall continue until 12:00 midnight
the following Saturday. A properly completed time sheet will be submitted two times each month
on a schedule published by the Finance Director.
Your Supervisor will answer any questions you may have about your pay. If you feel an error has
been made, bring it to the attention of your Supervisor for investigation and correction as
necessary. As a general rule pay check corrections will be made in the next pay check.
6.10 Homework
No employee subject to the overtime pay provisions of the Wage and Hour Laws may perform
any work for the Agency at home unless authorized beforehand in writing by his/her immediate
Supervisor.
6.11 Attendance to Seminars/Conferences
Approval may be granted and expenses reimbursed for attendance of seminars and conferences
when such attendance, in the opinion of the Executive Director, is in the best interest of the
Agency. Considerations shall be the nature of the seminar or conference, relevance to the
professional area of the potential attendee, Agency work load, and availability of funds.
The Agency shall reimburse Agency Board Members, according to state travel regulations, for
expenses incurred while attending seminars and conferences in the Agency’s interest.
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7.0
TIME OFF/BENEFITS
7.1
Holidays with Pay
The Agency observes thirteen* paid holidays:
New Year’s Day
Martin Luther King Day
President’s Day
Good Friday
Memorial Day
Independence Day
*National Election Day when occurs
Mayor Edward Hale Day (floating holiday to
be taken in December)
Labor Day
Veteran’s Day
Thanksgiving Day
Day after Thanksgiving
Christmas Eve Day
Christmas Day
Additional Christmas Holiday
(designated by Executive Director)
When one of the above paid holidays falls on a Sunday, the following Monday will be observed as
the paid holiday. Where a holiday falls on a Saturday, the preceding Friday will be observed as the
paid holiday.
Regular, full-time employees are eligible for holiday pay. Part-time employees who are
scheduled to work on the holiday are eligible for prorated holiday pay. Temporary and casual
employees are not eligible for holiday pay.
An employee who is absent because of sickness or injury over a holiday period will receive
holiday pay if otherwise eligible. If a holiday falls during a scheduled annual leave, holiday pay
shall be received.
In the event an employee must work on an Agency scheduled holiday the employee will be paid
for the actual time worked and will be scheduled to take another work day off with pay as
replacement for the holiday. In unusual emergency situations, a Program Director may give prior
approval for an employee to receive holiday pay in addition to regular pay in lieu of rescheduling
the paid holiday.
7.2
Vacations (Annual Leave)
Vacations (annual leave) are an important part of an employee’s personal life. Additional Annual
leave may be credited to an employee based on time employed with a city, county, or state job in
Tennessee. Those years of service may be counted towards annual leave time. If an employee
feels he or she qualifies for such credit they should contact the Human Resource Department.
Once an employee is verified by Human Resources for this Annual Leave credit they will be
notified. This credit is not retroactive and only begins at the date of approval. Our vacations are
allocated and taken on a fiscal year basis. Annual leave will be earned by employees in
accordance with the following procedures:
Salaried employees will receive annual leave as follows:
a.
Full-time employees with 0-5 years of service earn one day (7.5 hrs.) per
month.
b.
Full-time employees with 5-10 years service earn 1 1/2 days (11.25 hrs.) per
month.
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c.
Full-time employees with 10-20 years service earn 1 3/4 days (13.125 hrs.) per
month.
d.
Full-time employees with 20 years of service or more earn 2.0 days (15 hrs.) per
month.
e.
Persons who voluntarily leave the employment of the Agency and return to its
employment at some future time will be treated as new employees for the
purpose of earning the one and one half (1½ ) annual days per month. Previous
time worked by employees who have been called back to work from lay-off status
will be counted toward annual leave.
f.
Permanent part-time employees who work less than 20 hours/week shall not
earn annual or sick leave. Hourly employees who work at a minimum of 20
hours per week and documented within the personnel file shall earn annual leave
as follows:
Hours Worked per Week
Years of Service
20
24
28
30
32
35
37.5
40
0-5
5-10
10-20
20+
2.00
2.50
2.75
3.00
3.25
3.50
3.75
4.00
3.00
3.50
3.75
4.25
4.25
4.75
4.50
5.25
4.75
5.75
5.25
6.00
5.75
6.50
6.00
7.00
Hours Earned
4.00
5.00
5.50
6.00
6.50
7.00
7.50
8.00
g.
Probationary full-time employees shall receive one (1) day per month during their
probationary period. Probationary part-time employees shall receive each month
the number of hours they work based on the previous schedule and must be 20
hours or greater.
h.
Annual leave may not be carried over to a new fiscal year unless approved by
the Executive Director.
Annual leave may be taken by employees in accordance with the following procedures:
a.
Employees may not borrow annual leave that is not yet earned.
b.
No cash payment will be made for unused annual leave, except in the case of
separation of an employee from the Agency, and then only if funds are available
to pay for all or a portion of unused annual leave.
c.
Requests for annual leave shall be made to department directors by the
immediate supervisor at least two (2) weeks, when possible, prior to date the
leave commences. Annual leave shall be approved by the directors and granted
Rev. 09/10//2015
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insofar as possible avoiding interference with the work of the Agency. Each
department shall have no more than one supervisor on leave in any work day in
order to properly serve the public. Annual leave will be arranged by supervisors
and directors to insure proper coverage.
7.3
d.
Senior staff members’ leave shall be approved by the Executive Director.
e.
Employees will not be charged leave for a holiday that occurs during a period
of annual leave.
f.
Employees who have sick and annual leave days must take them before being
granted unpaid absence from work.
g.
Upon termination of employment for other than gross misconduct, employees will
be paid for unused vacation days that are then available for use.
h.
In the event of a conflict between employees as to vacation scheduling, Agency
seniority will prevail.
Sick Leave
Sick leave will be earned by employees in accordance with the following procedures:
a.
Full time employees will receive sick leave at the rate of one (1) day per month or
twelve (12) days sick leave per year.
b.
There is no qualifying period for sick leave.
c.
Unused sick leave will not be reinstated to a person returning to the employment
of the Agency except where separation was the result of involuntary lay-off.
Sick leave will be taken by employees in accordance with the following procedures:
7.4
a.
Sick leave is to be used for personal illness of the employee or any absence
covered by the Family and Medical Leave policy. Sick leave is not extra vacation
or personal time. Sick leave is for sickness.
b.
Employees are not paid for unused sick leave at the time of separation.
c.
For sick leave greater than three (3) consecutive work days, a certificate signed
by a health care provider must accompany the time sheet for reimbursement as
sick leave.
d.
Employees may not borrow sick leave that is not yet earned.
e.
Employees, who are out on unpaid sick leave, for one month or more, will cease
to accrue annual or sick leave until they return. This time will be frozen and
resume when the employee returns to work.
Leave of Absence without Pay
A leave of absence without pay must be requested in writing to the Executive Director. Family
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and Medical Leave Act (FMLA) rules may apply. A leave of absence may be granted at the
Executive Director’s discretion taking into account the particular circumstances surrounding the
individual employee’s request for leave, including but not limited to, the individual employee’s
reason for requesting leave, requested length of leave, prior performance record, seniority, job
position, business conditions, etc. Additional sick and annual leave will not be added during the
period of a leave of absence taken under this policy.
While on leave of absence without pay, the employee is required to pay the total cost of
maintaining the insurance premiums. These premiums shall be paid to the Agency. The
payment of the insurance premiums shall be paid to the Agency by the employee by the 25th of
each month in which the employee is on leave. Non-payment of the insurance premiums will
cause the employee’s insurance to be cancelled.
Examples of instances when this type of leave might be authorized are as follows:
1.
When an employee has exhausted all annual leave, sick leave, and/or family
medical leave;
2.
For educational purposes when the course of study being pursued is related to
the employee's work and will enhance the employee’s value to the Agency, or;
3.
Any time an employee’s physical or mental condition hampers his or her work
performance, he or she may be requested to take leave of absence.
Upon return to work from a leave of absence taken pursuant to this policy, the employee will be
reinstated to (1) their former job, if available; (2) an equivalent position in the same county, if
available, and the employee is qualified by prior experience; (3) any vacant position for which the
employee is qualified; or (4) if there are no suitable vacancies, the employee will be placed on
layoff status.
7.5
Family Medical Leave (FMLA)
In accordance with the Family and Medical Leave Act (FMLA), any person employed by UCHRA
for at least twelve 12 months, who has worked 1,250 hours or more during the 12 month period
immediately before leave is requested, is eligible for up to 12 weeks of unpaid job-protected leave
(16 weeks due to pregnancy / 26 weeks due to caregiver of wounded service member) in a 12
month period. The 12-month period begins on the first day of the approved leave under FMLA
and continues for 12 full consecutive calendar months.
FMLA leave will be granted to employees for the following purposes:
1.
2.
3.
4.
An employee’s newborn or a newly placed adopted or foster child;
A seriously ill child, spouse, or parent;
The employee's own illness;
Family members who are on or about to go on active military duty, or;
5.
Employees who are caregiver of a covered wounded service member
If both spouses work for the Agency, leave for births, adoption, foster care, or a sick parent's care
is limited to 12 work weeks divided between each spouse in a 12-month period and 26 work
weeks for caregiver of a wounded service member.
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Employees will be paid earned sick and annual leave days during FMLA leave, except for FMLA
leave taken because of an employee’s work-related injury. After all sick and annual leave has
been exhausted, the FMLA leave will be unpaid.
Employees taking FMLA leave must adhere to the following procedures:
1.
An employee must provide 30 days advance notice when FMLA leave is
foreseeable. If a 30 day notice is not possible, notice is required as soon as an
employee is aware of the time needed. If an employee fails to give reasonable
notice, the Agency may deny FMLA leave until at least 30 days after the date
notice is given.
2.
An employee must provide medical certification to support FMLA leave requested
because of a serious health condition. The Agency has the option to require a
second and/or third opinion (at the Agency’s expense) if deemed necessary. If
the employee fails to provide medical certification in a timely manner, FMLA
leave may be denied.
3.
If applicable, the employee must continue to pay his normal portion of any
premiums for health insurance or other premiums which are direct employee
costs made by payroll deduction. Failure to make timely payments could
result in the cancellation of insurance.
4.
An employee must exhaust all received paid leave (both annual and sick leave)
before unpaid FMLA leave may be taken. This requirement does not apply
to W orkers’ Compensation/FMLA leave.
5.
If FMLA leave is requested for an extended period, the employee must contact
the Human Resource Director every 45 days for updates on medical condition
and their intent to return to work.
6.
If FMLA leave is requested for the employee’s own serious health condition
and is for more than three consecutive days, the employee must notify his
immediate Supervisor two days or more before return date.
7.
Before returning to work, the employee must submit a Return to Work Medical
Certification if the FMLA leave was for his/her own serious illness.
Jobs vacated by FMLA leaves of absence may be filled on a temporary basis for up to 12 weeks in
a 12 month period, after which time business needs may require the vacancy to be filled with a
permanent replacement. It is the policy of the Agency that an eligible employee returning from
Family Medical Leave of up to 12 weeks in a 12 month period will return to the same position of
employment that the employee left, or an equivalent position with equivalent employment benefits
and pay. The employee will not lose any benefits, such as group life insurance, health insurance,
sick leave, annual leave and pensions, accrued prior to the start of the leave. An employee has
the right to maintain coverage under the Agency’s group health plan, during his/her leave of
absence, by payment of the employee portion of the cost of coverage for 12 weeks.
7.6
Medical Leave Extension (After Family Medical Leave)
All requests for leave or extension should be in writing, and should state the reason for the
request. The Agency has the right to require a medical statement prior to, during, or at the
conclusion of a leave of absence or extension, or to require and pay for a second medical
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opinion. Leaves of absence must be used solely for the purpose for which it was granted.
Employees whose FMLA leave is more than 12 weeks in a 12 month period may be reinstated to:
1.
2.
3.
Their former job, if available
An equivalent position in the same county, if available, and the employee is
qualified by prior experience.
If there are no suitable vacancies, the employee will be placed on layoff status.
If an employee does not return to work following FMLA leave for a reason other than (1) the
continuation, recurrence, or onset of a serious health condition which would entitle him to FMLA
leave, or require a certification of serious health condition; or (2) other circumstances beyond his
control, he will be required to reimburse the Agency for its share of health insurance premiums
paid on his behalf during his FMLA leave. A medical re-certification form will be required for the
reason of a serious health condition.
If an employee is unable to return to work at the end of a 12 week period (16 weeks pregnancy /
26 weeks caregiver of a wounded service member), that employee may be terminated. However,
a leave extension may be granted to accommodate a serious disability which does not create an
undue Agency hardship. The request for additional leave must be made by the employee.
In making its decision whether to grant an extension of leave to accommodate such a disability
the Agency may request, and the employee must provide, reasonable documentation from an
appropriate health care or rehabilitation professional which describes the employee’s disability or
functional limitations. This documentation should also identify why a reasonable extension of
leave would permit the employee to resume the performance of essential job functions.
7.7
Time Off During Work Day
All employees are required to be at work during their entire designated work period unless
sickness or emergencies should occur. In the event it is necessary for an employee to leave the
premises under either of these two circumstances, he or she should first seek permission from their
Supervisor or, in that Supervisor's absence, another Supervisor, before leaving the area.
Supervisors will use their individual discretion in granting time off during the work day. Excessive
requests for time off during the work day or leaving the job without permission will be cause for
disciplinary action.
7.8
Military Leave
Employees who are inducted into the U.S. Armed Forces or who are reserve members of the U.S.
Armed Forces or state militia groups will be granted leaves of absence for military service,
training, or other obligations in compliance with state and federal laws. These employees may
use accrued vacation leave but are not required to do so. At the conclusion of the leave,
employees generally have the right to return to the same position he/she held prior to the leave or
to a position with equivalent seniority, pay and benefits.
The Agency will pay the difference between military pay and regular wages/salary not to exceed
fifteen (15) working days in any one (1) calendar year. Employees are requested to notify their
Supervisors as soon as they are aware of the military obligation. Questions regarding the
company’s military leave policy, applicable state and federal laws, and continuation of benefits
should contact the Human Resource Director.
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7.9
Benefit Plans
For the benefit of its regular full-time employees the Agency maintains hospitalization insurance,
comprehensive medical insurance, including group life insurance, Tennessee Consolidated
Retirement System (TCRS) and other benefits plans. Full information concerning the details,
eligibility requirements and the cost of these plans is contained in separate booklets furnished to
each employee by the Human Resource department. Some plans also provide an option to cover
eligible dependents.
Flexible Benefits Program (Cafeteria Plan)
The Upper Cumberland Human Resource Agency offers to employees who work a minimum 30
hours per week the opportunity to participate in a comprehensive cafeteria plan through Internal
Revenue Service (IRS) Code, Section 125. This plan allows employees to be given a salary
reduction option so that certain eligible expenses may be paid with pre-tax dollars rather than
after-tax dollars. The cafeteria plan permits each participating employee the option of selecting at
least one taxable benefit (cash) and one statutory nontaxable benefit. The employee may
“purchase” nontaxable benefits by foregoing taxable cash compensation.
A “statutory nontaxable benefit” is any benefit for which an express exclusion from gross income
is provided for in the Code. The benefit selected for inclusion in UCHRA’s plan is:
Agency medical insurance
The flexible benefit program is operated on calendar years. Employees can enter the program
only on January 1 and must have been employed by the Agency one full year. Once an
employee has signed a salary reduction agreement, no change or revocation can be made at
any time during the plan year unless there is a change in family status (i.e., marriage, divorce,
death of a spouse or child, birth or adoption of a child, termination of employment of a spouse,
and such other events as the Plan Administrator determines will permit a change or
revocation).
7.10 Employee and Dependent Insurance
1.
Where funds permit, health insurance is provided to full-time employees.
2.
Health insurance premiums for employee dependents are shared by the Agency
insofar as funds permit.
3.
Health insurance for employees eligible for this coverage under the Agency’s
insurance plan becomes effective on the first day of the month following the
month in which the employee is hired. Insurance coverage remains in effect
through the last day of the month an employee remains on the Agency payroll.
4.
Upon termination of employment, employees have the right to extend health and
dental insurance coverage through the Agency at their own expense in
accordance with the COBRA law.
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7.11 Retirement Benefits
Medical Insurance
1.
Retirees are eligible to continue medical insurance coverage if the following conditions
are met:
a.
Retiree has at least 20 consecutive years of employment with UCHRA and is at
least 59 ½ or retiree has a total of 20 years of employment with UCHRA and is at
least 59 ½; and the gap in his/her service was due to a lay-off or program
elimination, not a result of resigning to take another position, or;
b.
Retiree has a combined total of 30 years of service, including years credited for
state of Tennessee retirement credit and a minimum of 10 years consecutive
employment credited with UCHRA. Employee must be employed by UCHRA at
time of retirement. Retirees qualified under these criteria will be required to pay
all medical insurance premiums and will not be eligible for accrued sick leave as
noted in number 4 below.
c.
Retiree at age 65 will be eligible for Medicare supplement.
d.
Retiree and spouse have had one full year of medical insurance coverage
immediately prior to retirement date.
e.
Retiree elects to continue insurance coverage no more than 30 days after
retirement date.
2.
Retiree must have had one full year of medical insurance either for spouse and
dependent children prior to retirement date.
3.
If an employee retires short of 20 years of service but has enough sick time earned to
complete 20 years or more, the retiree will be eligible to continue medical insurance
coverage.
4.
Retirees will be required to pay the employee percentage associated with continuance of
medical insurance. Retirees must accept any change in insurance providers, benefit
levels, or change in premium percentage ratios that are consistent with employee
medical insurance coverage. Retiree premiums will be due on or before the first day of
each month. Late premiums will result in termination of coverage.
Accumulated Sick Leave (at Retirement)
1.
Retirees hired prior to October 16, 2012 that have 20 consecutive years of employment
with UCHRA and meet criteria of section (1a) will be paid for accumulated sick leave up
to six months total conditional on meeting these eligibility criteria.
a.
Minimum age 59 1/2 as of retirement date.
b.
Submission of a letter of retirement to their Supervisor a minimum of one month
prior to a specific retirement date.
c.
Accrued sick leave will be paid at the employee’s rate of pay effective on the
retirement date.
Rev. 09/10//2015
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7.12
Disability Insurance
The Agency provides short-term disability insurance coverage for all regular full- time employees
at a rate of $200 per week or one-half of the employee’s pay, whichever is less, up to six months.
In addition, the Agency makes available long-term disability insurance for purchase by eligible
employees at group rates.
7.13
401K Retirement Plan with Mass Mutual (formerly Hartford)
Mass Mutual (formerly Hartford) supplies a 401(K) plan which is available to part-time employees
who work over 1,000 hours per year after one full year of employment. Any full-time employee
hired after January 1, 2008 may no longer participate in the plan.
7.14 State of Tennessee Retirement Plan – Tennessee Consolidated
Retirement System (TCRS)
All full-time employees hired after January 1, 2008 must participate in this retirement plan by
contributing 5% to the plan, with the agency paying the required state match.
7.15
Life Insurance
Life insurance is paid by UCHRA for all full-time employees. You may purchase additional
dependent coverage.
7.16
Social Security
The employer’s share of social security taxes is paid by the Agency on employees.
7.17
Worker’s Compensation Insurance
Worker’s Compensation Insurance is carried on employees. Work related accidents or illness
should be reported to your immediate Supervisors within eight hours of the occurrence. Once
notified, the Supervisor should immediately inform Human Resources.
Any employee who is injured on the job or who experiences an occupational disability during the
course of employment, unless purposely self-inflicted or due to willful misconduct in violation of
safety rules or refusal to use safety equipment, is entitled to benefits and compensation in
accordance with Worker's Compensation Laws of the state of Tennessee.
If medical treatment is necessary in connection with an on-the-job injury, the employee must
choose the treating physician from a panel of physicians provided by UCHRA in order to receive
payment for medical expenses. The list of designated physicians is posted on the Agency
bulletin board in each office. If the employee fails to follow the UCHRA's procedures for
Worker's Compensation, the employee may be personally responsible for medical expenses.
As with all events noted in these policies that result in an employee being absent from his place of
employment, an employee's employment relationship with the UCHRA may be terminated in
accordance with federal or state law and the provisions of these policies. An employee's worker's
compensation status is not a guarantee of continued employment. There is no buy-back of leave
provision with worker's compensation payments under UCHRA policy.
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7.18
Unemployment Insurance
Unemployment insurance is provided by the Agency on each employee through the Tennessee
Department of Employment Security.
7.19
Cancer Insurance
Voluntary cancer insurance is made available to all employees. Premiums are paid through
payroll deductions.
7.20
Prepaid Legal Services
Voluntary prepaid legal services are made available for purchase at group rates.
7.21
Credit Union Membership
Employees of the Agency have the opportunity to become members of the Tennessee W orkers
Credit Union. To open account employees should fill out a membership card and make a deposit.
Through payroll deduction employees can participate in the following credit union services: (1)
Christmas club, (2) money fund (savings account), (3) share drafts (look like and are acceptable
as checks), and (4) loan services.
8.0
CONCLUSION
This handbook is for your information only and does not create any contractual obligation.
Employment is on the basis of employment-at-will and may be terminated by either party.
UCHRA reserves the right to amend, modify, depart from or delete this handbook. Questions
concerning a matter not covered in this handbook should be directed to your supervisor.
Rev. 09/10//2015
Page 51 of 49

The Upper Cumberland Human Resource Agency

Transcription

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