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HomeMy WebLinkAboutHR-5 Non-wage and salary compDeschutes County Administrative Policy No. HR-5 Effective Date: July 25, 2007 December 21, 2009 NON-WAGE AND SALARY COMPENSATION STATEMENT OF POLICY It is the policy of Deschutes County that any form of compensation not mandated or established by state law, County ordinance, the County budget or County policy is expressly prohibited. APPLICABILITY This policy applies to all County employees, including elected officials. POLICY AND PROCEDURES Rebates and Premiums County employees and elected officials are permitted to make and pay for travel, lodging and meal costs on a reimbursement basis. Any airline “frequent flier” miles received by a County employee or elected official for travel or lodging, and any rebates, airline miles, gifts or premiums (benefits) received by a County employee or elected official related to the use of a personal credit card for County business shall constitute a part of the County employee’s or elected official’s compensation. It is the responsibility of the employee to keep records of any such rebates, miles, benefits or premiums received by the employee related to the employee’s work. It is the responsibility of each County employee and elected official to keep records of the value of any such benefits received by the County employee or elected official that are related to County business. This policy also applies if a County employee or elected official purchases necessary supplies or equipment or pays expenses related to the County employee’s or elected official’s work with the County employee’s or elected official’s personal credit card, for which the County employee or elected official is reimbursed. Personal Use of Telephones, County Equipment and Office Supplies The occasional use of a County telephone for local telephone calls for personal matters or use of a County computer for personal matters (including the County computer network, software and internet access), subject to Policy No. IT-1, Computer Use, by a County employee or elected official, shall not be considered an employment benefit for purposes of compensation. Personal calls (outgoing or incoming) on a county-provided cell phone will only be allowed infrequently for limited duration in instances of family emergencies if these calls cannot be made from a land line phone within a reasonable period of time. Such calls shall not be considered an employment benefit for purposes of compensation. Employees’ personal use of County fax machines or County photocopy machines is permitted if reimbursement is provided to the County by the employee at the same rate charged to the general public of the same equipment, in accordance with the County fee schedule. Employees may use the “classified ads” section of the County intranet web site, as well as bulletin boards in employee break rooms and other non-public areas for the purpose of selling or bartering personal goods and services when only the employee is the beneficiary of such a sale or barter. Actual transactions shall take place only outside of work hours or on employees’ non-paid break time. Employees may also use such intranet and bulletin board resources for the purpose of advertising fund-raising activities by non-profit organizations with which the employee is affiliated. For purposes of Policy No. HR-5, Non-wage and Salary Compensation Page 1 compliance with ORS 244, the use of bulletin boards and the County intranet site for these purposes is considered part of an employee’s compensation package but is deemed to have no cash value. Except as provided above, no employee shall request or permit the use of county-owned vehicles, equipment, materials or property or the expenditure of County funds for personal use, personal convenience or profit. Employees making personal use of County facilities, properties or privileges may be subject to disciplinary action up to and including termination of employment. Such facilities, properties and privileges include but are not limited to telephones, purchasing discounts, office supplies, vehicles, purchasing or credit cards, computer equipment, etc. Employees found to be in violation of this policy shall be liable for reimbursement of actual expenses as well as administrative charges for processing, investigation, etc. This policy is not intended to restrict the right of County employees to use County services and facilities to the same extent as such services and facilities are available to the public. Honoraria and Stipends Any employee who receives an honorarium, a stipend or other form of cash compensation for making a presentation at a conference or other speaking engagement must turn that compensation over to the County where it will be credited as revenue or an expense reimbursement to the employee’s department. An employee may keep the payment only if the conference/speaking engagement is attended solely on the employee’s time (use of vacation time is acceptable) and the County does not participate in any way toward the cost of the conference/speaking engagement. Jury Duty Pay Employees will continue to receive their regular wages and benefits for their regularly scheduled hours and shall continue to accrue time management leave at their normal rate while required by summons or subpoena to report for jury duty or jury service. An eligible employee shall endorse any fee, excluding mileage, to the County as a condition of jury pay. If employees do not give the county the fee provided by the court, they will not receive county paid time for their absence. Employees released from jury duty in time to work at least one hour of their regular shift will be required to report to work. Approved by the Deschutes County Board of Commissioners July 25, 2007 December 21, 2009 _____________________________________ Dave Kanner County Administrator Policy No. HR-5, Non-wage and Salary Compensation Page 2