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HomeMy WebLinkAboutResolution 2019 (31) Resolution No. 31 (2019) ST. R�.J►9, �'w '° �..1NTY RESOLUTION UPDATING PERSONNEL POLICY MANUAL - PTO DONATION POLICY �;k d mNid" h�iiN' 1 WHEREAS, on September 2, 2014 St. Croix County adopted the current version of the 2 St. Croix County Personnel Policies and Procedures Handbook; and 3 4 WHEREAS, the handbook was further amended in 2015-2017; and 5 6 WHEREAS, the Staff Advisory Committee and Department Heads have been provided 7 copies of the updated policies for review; and 8 9 WHEREAS, on July 25, 2019 the Administration Committee has reviewed the 10 amendments and recommends approval to the St. Croix County Board of Supervisors. 11 12 NOW, THEREFORE, BE IT RESOLVED by the St. Croix County Board of 13 Supervisors that the St. Croix County Personnel Policies and Procedures Handbook is hereby 14 amended as follows: 15 16 Create Section 2.50 Paid Time off Donation Program 17 18 19 Delete Article 10 Section 13 -PTO Donation Program Legal-Fiscal-Administrative Approvals: Legal Note: Fiscal Impact: Donated PTO has a cost impact on the County. The amount is dependent on how many hours are donated,the value of the hours donated, and the disposition of those hours if they had not been donated. Corporation n 212019 K Cou ins t« r 7/19/2019 Ame ,P- P ck Th0 - r%County►Administrator 7/22RO19 07/25/19 Administration Committee RECOMMENDED ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .......... RESULT: RECOMMENDED [UNANIMOUS] MOVER: David Peterson, Chair SECONDER: Nancy Hable, Supervisor AYES: Sjoberg, Moothedan, Fosterling, Peterson, Hable Vote Confirmation. Da;r"d P ie en Ad' 'Ain sfration Chairman 7/26/2019 SL Croix County Board of Supervisors Action: Roll Call -Vote Requirement— Majority of Supervisors Present ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .......... RESULT: ADOPTED [UNANIMOUS] MOVER: David Peterson, Supervisor SECONDER: Tammy Moothedan, Supervisor AYES: Schachtner, Endle, Miller, Coulter, Sjoberg, Malick, Moothedan, Feidler, Ostness, Larson, Tellijohn, Peterson, Achterhof, Hable, Peavey ABSENT: Dan Fosterling, Daniel Hansen, District 13, Paulette Anderson This Resolution was Adopted by the St. Croix County Board of Supervisors on August 6, 2019 Cindy Campbell, County Clerk 2.5 Paid Time off Donation Program 2.5.1 Policy The paid time off(PTO) donation program allows permanent employees to donate PTO to eligible employees who have been absent from pay status due to a medical emergency. All requests for participation in the program are treated in a confidential manner,to the extent allowed by law.These donations are a conditional benefit and not a right of employment. 2.5.2 Purpose To allow for additional paid time away from work when all other paid options have been exhausted. 2.5.3 Definitions Paid Time Off(PTO): An account that combines traditional sick leave and vacation time into a singular package. Medical Emergency: A major illness or other medical condition (e.g., heart attack, cancer, etc.) that requires a prolonged absence from work, including intermittent absences that are related to the same illness or condition, and will result in a substantial loss of income to the employee. FTE: Full Time Equivalent 2.5.4 Determining Recipient Eligibility Eligible participants must satisfy all of the following conditions: 1. Must be working in a permanent, benefit eligible position with the County; 2. Must have completed 90 days of service as an employee; 3. Must be eligible to accrue and use PTO; 4. Be on an approved unpaid leave due to a medical emergency of the employee, employee's spouse or dependent child. 5. Complete the PTO Donation Program application and medical certification of the medical emergency and submit to Human Resources; 6. Must not be receiving worker's compensation benefits; 7. Must have exhausted all available leaves (PTO, Long Term Sick Bank, Comp Time) 2.5.5 Determining Donor Eligibility Eligible Donors must satisfy all of the following conditions: 1. Complete the "PTO Donation Authorization" form &submit to Human Resources; 2. Eligible to accrue and use PTO; 3. Maintain at least 40 hours in their current PTO bank; 4. Completed the first twelve months of service as an employee; 5. Must not be on a Leave of Absence themselves A donor may donate not less than four (4) hours at a time. The 4-hour limit will be prorated for part-time employees. Donors may donate a maximum of 40 hours total per calendar year.The identity of donors and the number of hours donated shall be confidential to the extent allowed by law. 2.5.6 Application Process Potential recipients must fill out a "PTO Donation Program Application" form, including authorization for release of medical documentation, and submit to the Human Resources with a signed and dated statement from a physician that contains the following: • Nature of the illness/injury • Prognosis • Anticipated return to work date • If applying due to an injured/ill spouse or dependent child, the medical statement must include the reason the employee's attendance is necessary to provide direct care and the type of direct care required. Applicants may elect whether the request for donations is to be posted on the County intranet site. Applications for participation in the PTO donation program will be reviewed by Human Resources. Human Resources will inform the applicant of the decision to approve or deny. The PTO Donation Program Application form and the PTO Donation Authorization form can be found on the County intranet site. 2.5.7 Program Guidelines and PTO Usage Donated leave will be processed only after a PTO donation application has been approved by Human Resources. PTO may be donated in whole-hour increments only. Donated PTO will be paid at the hourly rate of the recipient. Example: Recipient's hourly rate is$25.00 Donor's hourly rate is$20.00 If four hours of PTO are donated, it would be paid to the recipient at$25.00 per hour. A recipient may not receive more than 480 hours (12 weeks) of donated PTO during any calendar year.This limit will be prorated for part-time employees. For example, a 50 percent employee will be limited to 240 hours during any calendar year. Donated PTO will be deducted from the donors on a first-in, first used basis as determined by the date of receipt of the donor authorization form at the Human Resources Department. Example: Donor#1 submits their donor authorization form on July 1. Donor#2 submits their donor authorization form on July 5. When hours are needed,they will first be deducted from Donor#1's PTO bank and then from Donor#2 if more hours are needed to cover the recipients absence. In any biweekly pay period, a recipient may only use the lesser of the following: • 80 hours of leave; or • The number of hours consistent with the recipient's FTE at the time the recipient's unpaid leave began, unless the employee is working a reduced schedule due solely to the catastrophic need. Leave time earned by the recipient while using donated PTO will be used prior to using any additional donated PTO hours. A recipient is eligible to be paid for any legal holiday which falls during a pay period in which donated leave is used for either the last scheduled work day immediately preceding or the first scheduled work day immediately following the holiday. Donated PTO hours will not be reflected on the recipient's official leave accounting balance until the pay period in which the credits are actually used by the recipient. It is the responsibility of the employee and/or the employee's supervisor to monitor the PTO donation balance each pay period prior to submitting a timesheet. Balance updates can be tracked and updated by contacting Human Resources. Hours not needed will be not be deducted from the donor's PTO balance. Donations are not tax deductible. 2.5.8 PTO Donation Bank Employees may elect to donate up to 40 hours annually into a shared County PTO Donation Bank. Eligibility is as outlined in 2.5.5. • This election will take place concurrently with other year-end PTO election processes (i.e. PTO payout, PTO transfer to LTSB) • Deductions of any elected PTO to the donation bank will take place within the first month of the following year. • Donations will remain in the County PTO Donation Bank indefinitely until they are used. The PTO Donation Bank will be used for employees that qualify for the PTO Donation Program but do not receive enough PTO Donations to fulfill their request. Qualified employees may receive up to 40 hours total per year from the shared PTO Donation Bank. Qualifications are as outlined in 2.5.4 Any donated or accrued PTO must be used prior to bank eligibility. The Shared PTO Donation Bank is available on a first come first serve basis.