Exhibit_C_-_Collin_County_Employee_Handbook.pdf

Exhibit C - Collin County Employee Handbook

Collin County Employee Handbook

Table of Contents

WELCOME·---------------·------------------------------------------------------------- 1.1 Introduction ......................................................................................................................................................... 1.2 Structure ............................................................................................................................................................... 1.2 County Offices .................................................................................................................................................... 1.3

Commissioners' Court ................................................................................................................................... 1.3 Constable .......................................................................................................................................................... 1.3 County Clerk .................................................................................................................................................... 1.3 District Attorney .............................................................................................................................................. 1.3 District Clerk .................................................................................................................................................... 1.3 Sheriff ................................................................................................................................................................ 1.3 Tax Assessor and Collector ......................................................................................................................... 1.3 ~u~ .................................................................................................................................................................... 1.3

Justice of the Peace ....................................................................................................................................... 1.3 County Court at Law ...................................................................................................................................... 1 .4 Statutory Probate Court ................................................................................................................................ 1.4 District Court .................................................................................................................................................... 1.4

Collin County Organizational Chart .............................................................................................................. 1.5

YOUR JOB·---------------·------------------------------------------------------------- 2.1 Orientation .......................................................................................................................................................... 2.1 Personnel Records ............................................................................................................................................. 2.1 Employee Classifications ................................................................................................................................. 2.1 Temporary Employees ..................................................................................................................................... 2.2 Civil Service Commission ................................................................................................................................ 2.2 Hours ..................................................................................................................................................................... 2.2 Attendance .......................................................................................................................................................... 2.3 Non-Exempt Time Reporting .......................................................................................................................... 2.3 Exempt Time Reporting ................................................................................................................................... 2.3 Pay ......................................................................................................................................................................... 2.4

No Pay Status .................................................................................................................................................. 2.5 Breaks ................................................................................................................................................................... 2.5 Overtime and Compensatory Time .............................................................................................................. 2.5

Overtime ........................................................................................................................................................... 2.5 Exempt Compensatory Time ....................................................................................................................... 2.6 Non-Exempt Compensatory Time ............................................................................................................. 2.6

Performance Planning and Review ............................................................................................................... 2.7 Performance Pay Changes .............................................................................................................................. 2.7 Job Postings ......................................................................................................................................................... 2.7

Applying for Other County Positions ........................................................................................................ 2.8 Promotion ......................................................................................................................................................... 2.8 Demotion ......................................................................................................................................................... 2.8 Transfer ............................................................................................................................................................. 2.8 Status Change ................................................................................................................................................. 2.9 Reclassification ................................................................................................................................................ 2.9

Emergencies/Inclement Weather .................................................................................................................. 2.9 Call-In Pay ......................................................................................................................................................... 2.1 O Mileage .............................................................................................................................................................. 2.1 O Personal Property ........................................................................................................................................... 2.1 0 Rights of Privacy ............................................................................................................................................. 2.1 0

Lockers .............................................................................................................................................................. 2 . 11 Work Standards ............................................................................................................................................... 2.11 Suspension ............................................ ................................. .............. ............................................................ 2.12 Leaving County Employment ......................... ........................... ........................... ....................................... 2.13

Involuntary Terminations ................................... ..................... .................................................................. 2.13 Reduction in Force ............................................................................................... ...... ........................... ...... 2.13 Retirement. .................................................................... ...... ................................... ................................. ...... 2.13 Rehire .......................................................... .......... ........................................................ ........................... ...... 2.14

GENERAL POLICIES ·-·-·-·---·-·-·-·-·-·-·-·-·-·---·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·· 3.1 Open Door Policy .............................................. ...................................................... .......................................... 3.1 Equal Employment Opportunity .......................................................................... .......................................... 3.1 Discrimination/Harassment ......................................................................................... .................................... 3.1

Sexual Harassment ........................................................................................................................................ 3.2 Americans with Disabilities Act ...................................................................................................................... 3.2 The Genetic Information Nondiscrimination Act (GINA) ......................................................................... 3.2 Lactation Accommodation .............................................................................................................................. 3.3 Workplace Violence .......................................................................................................................................... 3.3 Drug/Alcohol Free Workplace ......................................................................................................... ............... 3.3

Use of Prescription Drugs ......................................... .............. ........................... ...... .................................... 3.4 Recording and Taping ....................................................................... ........................... ................................. ... 3.4 Weapons in the Workplace .............. ........ ...... ........................... ...... ............................................................... 3.4 Emergency Procedures ..................................................................................................................................... 3.5 Safety .......................................................................................................................... ...... .................................... 3.5 Tobacco Free Workplace .................................................................. ........................... ........................... ...... ... 3.5 Employment of Relatives ................................................................................................................................. 3.6 Personal Appearance and Demeanor ..................................... ................................. .................................... 3.6 Business Principles ............................................................................................................................. ............... 3.6 Collin County Social Media .......................................... ......................................... ...... ........................... ...... ... 3.7 Employee Social Media .............................. ...................................................................................................... 3.7 Use of County Equipment ............................................................................................................................... 3.7 Computer Usage ............................................................................................................ .................................... 3.8

Electronic Mail (E-mail) .................................................................................................................................. 3.9 Internet Access ................................................................................................................................................ 3.9

Telephone Usage ...... ............................................................................................... ...... .................................... 3.9 Collin County Cell Phones ..................... ......................... ................................... ...... ................................. 3.1 O

Personal Mail ....... ...... ........................... ........ ...... ............. ...... ........ ...... ..................... ...... ........................... ...... 3.10 Gifts, Entertainment, Gratuities, and Bribes ............. ................................................................................ 3.10 Falsification of Documents .............................. ............. .............. ........................... ...... ................................. 3.11 Moonlighting ........................................................................................................................................ ...... ...... 3.11 Political Involvement ................................................................... ...... ..................... ...... ........................... ...... 3.11 Solicitation and Distribution ....... ............................................... .................................................................. 3.12 Driving on County Business ................................................................................................................... ...... 3 .12 Information Requests ......................................................................................................................... ............ 3.13

Confidentiality ......................................... .............................................................. ................................. ...... 3.13

BENEFITS··-·-·-·-·-·-·-·-·-·-·-·-·-·-·--·-·-·-·-·-··-·-·-·-·--·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·· 4.1 Medical Insurance .............................................................................................................................. ...... ...... ... 4.1

Clinic ............................................................ ...................................................................................................... 4.1 Vision ....................................................................................................................... .......................................... 4.1 Benefit Changes ..... ......................................... ...................................................... ...... .................................... 4.1

Retiree Insurance ...... ........................... ...... ........................... ........ ...... ................... .. ...... ........................... ...... ... 4.2 Dental Insurance ................................................................................................................................................ 4.2

Life lnsurance ...................................................................................................................................................... 4.2 Employee Assistance Program ....................................................................................................................... 4.2 Short Term Disability ......................................................................... ............................................................... 4.3 Long Term Disability ......................................................................................................................................... 4.3 Long Term Care ................................................................................................................................................. 4.3 Flexible Spending Accounts .................................................................................. ...... ........................... ...... ... 4.3

Flexible Medical .................................................................................................... ................................. ......... 4.3 Flexible Dependent Care ........................ .......... .................................................. ...... ........................... ......... 4.4

Retirement Plan ......... .......................................................................... ........................... ........................... ...... ... 4.4 Holidays ............................................................................ .............. ........................... ................................. ......... 4.4 Paid Time Off ....... ......................................... ...... ............. ...... ......................................... ........................... ......... 4.5 Family and Medical Leave of Absence .............................................................. .......................................... 4.6

Additional Military Family Leave Entitlements ... ......................................... ...... ........................... ...... ... 4.7 Requesting Family Medical Leave ............................................................................................................. 4.8 Periodic Updates .................................................................................................. ...... ................................. ... 4.8 Key Employees ............................................................................................................................................... 4.8 Return to Work ....................................... ......................................................................................... ............... 4.8

Leaves of Absence ............................................................................................................................................. 4.9 Military Leave ............................................. ..................................................................................................... 4.1 O

Paid Military Leave ................................................................... ................................. .................. ............... 4.1 0 Unpaid Military Leave ................................................................................................................................ 4.10

Jury Duty ......................................................................................... .................................................................. 4 .1 O Educational Assistance .................................................................................................................................. 4.11

Tuition Reimbursement Advances .................................................................. ...... ................................. 4.11 Workers' Compensation ............................................................................................................................... 4.12

Reporting an Injury or Illness ................ ................... ...... ........ ................................. ................................. 4.1 2

EMPLOYEE HANDBOOK ACKNOWLEDGEMENT .. -·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-·-5.1

WELCOME

Welcome to Collin County. We are pleased you have joined our team.

We believe our employees and officials are the county's most important asset. They are responsible for providing the quality services that make the county a success. Each of us has a part in meeting the county's objectives by taking the initiative in solving problems, effectively performing the requirements of our positions, and recommending or implementing improvements to better meet the needs of our citizens Your suggestions on how to improve operations and services are valued. We each play a role in shaping the future success of county government.

Joining a new organization often requires some adjustment. You meet new people, work in different surroundings, and are confronted with new policies, procedures, rules and benefits. This Employee Handbook has been prepared to assist you in tl1is process. It will answer many of your questions and provide a continuing source of reference during your employment with Collin county. We 11ope you enjoy being a member of our team.

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Introduction This handbook has been prepared to introduce you to Collin County. It will acquaint you with many of the policies and rules relating to your employment and will summarize benefits for which you are eligible. This publication replaces all previous employee handbooks. This handbook may be updated by future court orders, policy changes, or legislation. If a policy is changed by a court order, the court order will replace the applicable handbook section until changes are made to the handbook. Some departments may have additional rules and policies that may apply to you or your job. State and Community Supervision and Corrections Department (CSCD) employees also have different rules and benefits. One of your first responsibilities is to familiarize yourself with the county rules and policies contained in this handbook as well as those provided by your specific department. If you feel there is a conflict between any of these expectations, you are to ask your supervisor or Human Resources for clarification.

The following information is presented as a matter of information only. It is not intended to create any contractual rights or obligations. Although we will try to give you as much notice as possible of any changes in policies or benefits, the county reserves the right to alter, delete, or add to any policy or benefit at its sole and absolute discretion without prior notice. Employees will be notified through the normal channels of communication of changes to the policies. It is your responsibility to ensure that you update your handbook when these revisions are received.

In order to help you better understand your benefits, many of them have been summarized in this handbook. If there are any discrepancies between this handbook and benefit plan documents, plan documents will prevail.

Please read this handbook carefully and keep it handy for future reference. This is only a summary of the policies; it should not be considered the only source of information available to you. If you have questions about the information contained in this handbook, feel free to ask your supervisor or Human Resources.

Structure Collin County is responsible for providing administrative, judicial, and political functions at a county level for an 885 square mile region including Allen, Anna, Blue Ridge, Celina, Fairview, Farmersville, Frisco, Josephine, Lavon, Lowry Crossing, Lucas, McKinney, Melissa, Murphy, Nevada, New Hope, Parker, Plano, Princeton, Prosper, Saint Paul, Weston, Wylie, and parts of Carrollton, Dallas, Garland, Richardson, Royse City, and Sachse. The county is divided into four different geographic units called precincts. Each precinct is generally 25% of the county's population based on census information.

The county is managed by both elected and appointed officials.

Commissioners' Court appoints non-elected department heads. These appointed departments include: Administrative Services, Budget, Building Projects, Development Services, Engineering, Facility

Management, Health Care, Human Resources, Information Technology, Medical Examiner, and

Public Works.

The county also has an Auditor's Office, Community Supervision and

Corrections, Elections, Juvenile Detention and Probation, and Purchasing departments.

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County Offices Commissioners' Court

A Commissioner is elected to represent the citizens of each precinct for a four-year term of office. These terms are staggered to preserve continuity and ensure experienced leadership. A County Judge, the presiding officer of the Commissioners' Court, is also elected every four years.

The Commissioners and the County Judge comprise the Commissioners' Court which is responsible for specific functions such as:

■ approving the annual budget and county expenditures,

■ setting the county property tax rates,

■ approving the tax rolls,

■ determining public works policies,

■ approving elections, and

■ representing the county in state and regional matters.

Constable A Constable is elected for each of the four constable precincts. The Constable is the chief process server of the precinct and also serves as the Court Officer in the Justice of the Peace Courts. This office executes and returns to courts all warrants, other criminal process citations, subpoenas, evictions, and writs.

County Clerk This office ensures the accurate recording of the proceedings of the County Courts and facilitates public access to these records. The office is responsible for the receipt and disbursement of county funds.

The County Clerk is the local Registrar for filing and recording birth certificates, marriage licenses, death certificates, trust fund records, bond records, military discharge records, and mental health records. The office is also responsible for legal documents which include real and personal property, land transactions, bonds, plats, marks and brands, assumed names, deputation records, issuance of bail bond checks, and going out of business sales, as well as the safekeeping of wills and probate records.

District Attorney The District Attorney serves as the county's chief legal advisor and prosecuting attorney. This office represents the state in criminal and civil cases in both the county and district courts.

District Clerk The District Clerk performs the duties assigned by the Texas Constitution as registrar, recorder, and custodian of all court pleadings, instruments, and papers that are part of any legal cause of action in the District Courts of Collin County. Additionally, the District Clerk's office serves as a passport acceptance agent and provides jury services for all statutory District, County and Justice of the Peace courts in Collin County.

Sheriff The Sheriff is the chief law enforcement officer for the county. This office is responsible for the operation of the jail, dispatch and patrol functions, 911 emergency operations, criminal investigations, as well as community and educational programs designed to reduce crime.

Tax Assessor and Collector It is the duty of the Tax Assessor and

Collector to calculate and collect taxes owed on property within Collin County. This office also acts as the agent for the State Department of Highways and Public Transportation for motor vehicle registration.

Courts It is the responsibility of the courts to impartially and fairly manage and resolve controversies and disputes that fall within their jurisdiction. The jurisdiction of each court is determined by the constitution and statutes and may be changed by the Legislature. The fo llowing are general descriptions of the types of issues handled by each court in Collin County.

Justice of the Peace It is the primary function of these offices to hold civil and criminal court, as quickly and judiciously as possible. The Justices of the Peace have civil jurisdiction up to $10,000 and exclusive jurisdiction in eviction matters.

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Justice of the Peare Courts have criminal jurisdiction in cases such as bad checks, traffic offenses, and other criminal offenses punishable by fines only. The courts also handle some truancy cases.

County Court at Law Collin County Courts at Law are general jurisdiction courts. They huve original jurisdiction over Class A and B misdemeanor criminal cases and Class C misdemeanor appeals from Justice of the Peace Courts and Municipal Courts. They also rule on civil cases where the amount in controversy does not exceed $200,000. This jurisdiction is concurrent with the District Court. In addition, the Judges of the County Courts at Law are members of the Community Justice Council and the County Juvenile Board. Individual Judges operate DWI/drug courts and veterans court programs and serve on the Bail Bond Board. County Court at Law Judges who hear criminal cases oversee the Community Supervision and Corrections Department.

Statutory Probate Court This court has jurisdiction over probate matters, guardianst1ip cases, and mental health commitments.

District Court District Courts are the state trial courts.

District Courts have original jurisdiction in all felony criminal cases, family law cases, cases involving title to land, election contest cases, civil matters in whicl1 tl1e amount in controversy (the amount of money or damages involved) is $500 or more, and any matters in which jurisdiction is not placed in another trial court. n1e Board of 11istrict Judges oversees the Audito(s Office. District Judges who hear criminal cases oversee the Community Supervision and Corrections Department. District Judges also serve as members of the Community Justice Council, the Juvenile Board, and individual Judges serve on the Purchasing Board.

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Tax Assessor/ Collector

Equipment Service

Road & Bridg

Enterprise Resource Planning

Information Technolo

Record

Telecommunlcations

Collin County Organizatlonal Chart

FY2016

Board of District Judges

District Judges

County Auditor

1125/2016

Public Services

Facilities Management

Collin County Citizens

Commissioners' Court County Judge

County Commissioners

Administrative Director

Health Care Foundation

Health Care

Public Information

Budget

Engineering

Information li-----........ -------;i Construction and Technology J Projects

CSCD Board Juvenile Board

District Judges District Judges CCLJudges CCLJudges

County Judge

Community Juvenile Probation Purchasing Supervision Juvenile Detention

Collin County Employee Handbook

Employee Clinic

Health Authority

Health care Services

Substance Abuse

WICProgram law library

Support Services

Animal Services

County Development Services

Myers Park and Event Center

Special Projects

Elections Commission

County Ju ge County Clerk Tax Assessor Pa Chairs

Elections

Page 1.5

YOURJOB

Orientation The goal of our orientation program is to acquaint new employees with the county as well as to communicate requirements and expectations. Your supervisor and Human Resources share this responsibility.

Information generally provided during orientation includes:

■ county structure

■ position responsibilities

■ performance appraisal schedule

■ pay periods

■ required hours

■ required method of reporting hours worked

■ overview of county policies

■ physical layout of the building including fire exits, building security, and access

■ benefits

■ health and safety requirements

■ employee handbook

Personnel Records Human Resources maintains information on all active employees. This information is used in the administration of many functions including payroll, benefits, personnel actions, and communications. Many of these records are maintained electronically In the human resource information system. While you are an active employee, you may usually review your personnel records by making an appointment w ith Human Resources.

However, you can also easily view much of the information using the self service function in the computerized system.

It ls your responsibility to update your records whenever a change occurs in order to be sure the county has your current address, telephone number, and other personal information.

Most of these changes can be made using the self service function in the computerized system.

Some of the most common information that needs to be periodically updated includes:

■ address ■ telephone number

■ name change ■ marital status

■ education ■ emergency contact

■ dependents ■ beneficiaries

■ e-mai l address

If you need assistance, please contact your supervisor or Human Resources regarding how you should change necessary information.

The county is subject to open records laws;

therefore, your personnel records may be released to outside sources. Collin County does not release social security numbers. It is required by state law to release certain other information. You may request that your address, telephone number, emergency contact information, and family information remain confidential t l1rough the computerized system.

Requests for employment verification should be sent to the Human Resources Department.

Employee Classifications For various legal and operating reasons, the county defines your employment classification.

Your position is classified as either exempt or non-exempt from the Fair Labor Standards Act. Generally, exempt positions perform

r. certain executive, ( ~ . administrative, professional, or specified computer-related functions and are paid on a sa lary basis regardless of the number of hours worked in the pay period. However, there are some situations where an exempt employee's pay may be reduced. Examples

112511016 Collin County Employee Handbook Page 2.1 include: penalties imposed for infractions of safety rules of major significance; disciplinary suspensions (of one or more full days) imposed for workplace conduct rule infractions; time taken as unpaid leave under the Family and Medical Leave Act; absences of one or more days for personal reasons (other than sickness or disability); amounts necessary to offset money received as witness/jury duty fees or for military pay; and hours not worked during the initial or final week of employment.

Non-exempt positions are those that do not qualify as exempt and are paid on an hourly basis for the number of hours worked.

In addition, you will be classified based on the expected duration of your position and the number of hours you are scheduled to work. You will be placed in one of the following classifications:

■ Temporary, Part-Time: You are hired to work less than 30 hours per week on a specific job for an identified period of time which will generally not exceed six months in a one year period.

■ Regular, Part-Time: You are hired to work less than 30 hours per week on a job that is expected to continue for an indefinite period.

■ Temporary, Full-Time: You are hired to work 30 hours per week or more on a specific job that is to last for an identified period of time which will generally not exceed six months in a one year period.

■ Regular, Full-Time: You are hired to work 30 hours per week or more on a job that is expected to continue for an indefinite period.

■ Elected Official: You are selected by the citizens (or temporarily appointed by authorized officials) to fulfill the functions of a statutorily or constitutionally established position.

Hours worked are not tracked. There are two categories of elected officials: those who are state employees and those who are county employees. State employees will be subject to state policies, in addition to county policies, and receive state benefits.

Temporary Employees Temporary employees are those hired to perform a specific function on a short-term basis, for a period that does not usually exceed six months in a one year period.

Paid interns are considered temporary employees. Temporary employees generally are not eligible for employee benefits.

Temporary employees may have limited access to some work areas.

Civil Service Commission In accordance with Chapter l 58 of the

Local Government Code, Collin County has established a Sheriffs Office Civil SeNice Commission. The Civil Service Commission may make and interpret rules relating to employment, separation, promotions, and grievances of individuals employed by the Sheriffs Office who are covered by civil service. Copies of the civil seNice rules are available in the Sheriffs Office, Human Resources, and online at the Human Resources employee intranet site. Civil seNice policies only apply to covered Sheriff's Office personnel.

Hours The standard number of hours worked for regular full-time Collin County employees is 40 hours per week. If 40 hours of approved time is not accumulated by non-exempt employees, the employee shall be compensated on a prorated basis. Some departments such as Juvenile Detention and the Sheriffs Office may have different scheduled hours, as allowed by the Fair Labor Standards Act.

As a government entity, Collin County can utilize a separate work week standard for employees engaged in law enforcement activities, including employees who work security in correctional institutions or detention functions. This enables Collin County to better manage the scheduling challenges faced in law enforcement and detention. If you work in one of these areas, your work schedule may be based on a two-week (14 day) period rather than a 40 hour per week period. Your department will advise you of your work schedule. If you are a non-exempt employee, the law provides that you will earn compensatory time or

1/25/2016 Co11in County Employee Handbook Page 2.2 overtime for eligible hours worked in excess of 86 in the 14-day pay period. The maximum hours you can work in the 14-day period without being paid overtime is 86.

However, your office or department may schedule you for fewer hours. For example, Juvenile Detention schedules Detention Officers using 84 hours in a 14-day period.

Juvenile Detention Officers who work more than 84 hours in a 14-day period will be issued compensatory time for eligible hours worked over 84.

Most employees are scheduled to work from 8:00 a.m. until 5:00 p.m. Monday through Friday, although some positions or departments may be scheduled to work different hours. You may be required to work overtime, weekends, or various shifts.

Your supervisor will let you know what hours you are expected to work

The county's seven-day work period is from 12:00 a.m. Monday through 11 :59 p.m. Sunday.

We rely on you to be at your workstation, working, during scheduled work hours. You are also expected to be punctual in leaving and returning from breaks and meal periods.

Attendance If you must be absent or late, it is your responsibility to tell your supervisor as far in advance as possible. Unexpected absences must be reported to your supervisor or other management personnel within the guidelines established by the department. Your supervisor will advise you of the procedure to be followed. If you are absent from work for three consecutive days and do not call in, it may be assumed you have abandoned your job and your employment may be terminated. The county is an at-will employer and retains the right to terminate your employment prior to such a three-day absence.

Non-Exempt Time Reporting Non-exempt employees must accurately report their hours.

Hours are typically reported by scanning your badge at an appropriate time collection device. Scanning another individual's badge or allowing another indiv idual to scan your badge is not permitted and may be considered falsification of hours worked.

Your time report is an important record. If you forget to scan your badge, report the hours worked to your supervisor or time keeper as soon as you remember. If you falsify time worked, your employment may be terminated. Meal periods are not hours worked and you will not be compensated for that time.

If you are scheduled to be off work when your time report is to be turned in, report your hours in the payroll system before you leave, stating the reason for your absence.

You may also enter your hours remotely by logging in to the payroll system using the link provided on the Human Resources page on the Collin County website. All time worked, as well as any leave time such as paid time off, must be reported by you. Time reporting processes and approvals may vary slightly by department. Please see your supervisor for the specific requirements you must follow.

Requests to adjust paid time off or catastrophic time off hours must be entered into the payroll system no later than two pay periods after the absence in order to be considered. Late entry of paid time off may affect accruals. The payroll system will not recalculate and credit your time for late entries.

Exempt Time Reporting If you are exempt, the payroll system will automatically calculate your pay using your daily scheduled hours. For any day in which you don't work the hours scheduled in the payroll system (including full or partial days off), you must manually enter the actual hours taken off. If additional hours are worked during the week that off-set time taken off, those hours must also be entered so that the payroll system can correctly calculate and process your time off.

For example: you are scheduled to work eight hours a day Monday through Friday.

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You take personal time off all day on Monday and three hours on Tuesday. On Wednesday, an important project came up and you had to work 1 0 hours to finish it.

You would enter eight hours of paid time off on Monday, three hours of paid time off on Tuesday, and 1 0 hours worked on Wednesday. When the payroll system processes your time, it will automatically reduce your requested time off by the extra hours worked on Wednesday. You will be paid for 31 hours of regular pay for the hours you actually worked. You will also be paid for the nine hours of paid time off. Your total pay will be 40 hours for the week.

Pay We are paid bi-weekly, one week in arrears. Generally paychecks will be distributed every other Friday; although if a payday falls on a banking holiday, you may be paid on the last work day before the banking holiday.

It is recommended that you have your pay deposited directly into a checking or savings account using the payroll system. The direct deposit usually becomes effective the second pay period after you have entered and submitted your banking information. Direct deposit funds are generally available in your bank account by 8:00 a.m. on payday.

Advice statements are not printed and distributed, but information about your paycheck including earnings and deductions is available online through the payroll system.

If you are not at work when paychecks are distributed, and you receive a check rather than a direct deposit, your supervisor will generally hold your paycheck until you return. If you would like your paycheck released to another person, you will need to make arrangements with the Treasurer's Office.

Collin County provides pay for several types of absences such as paid time off, workers' compensation, holidays, compensatory time off, office closures, military duty, jury duty, and elected official time off for motivation or safety. Although you may receive pay for these absences, you were not at work and the compensation received would not be included as time worked in the calculation of overtime or compensatory time. These forms of compensation may not be used to extend hours paid to you beyond the number of hours you are normally scheduled to work.

For example: You are scheduled to work 40 hours and you take eight hours of paid time off on Monday. You work 36 hours during the remainder of the work week. Your paid time off taken will only be charged for four hours. You will be paid your regular hourly rate for the 36 hours worked and the four hours of paid time off taken.

You should review your check or on line statement for accuracy each pay period.

It is Collin County's policy to comply with the requirements of the Fair Labor Standards Act (FLSA). No improper deductions are made from the salaries of exempt or non-exempt employees. You should review your check or online statement for accuracy each pay period. It is your responsibility to check for errors.

If you believe an error has been made on your paycheck, you should immediately contact your supervisor or Payroll.

Collin County is legally required to recover overpayments immediately upon discovery. If the entire balance is not paid immediately upon discovery, Collin County may apply your entire paycheck toward the amount owed and must legally continue to pursue payment until the entire amount is repaid.

The county is required by law to withhold certain deductions from your

1/25/2076 Collin County Employee Handbook Page 2.4 paycheck. These mandatory deductions include federal income tax and FICA withholding as well as any garnishments and levies.

You may authorize other deductions to be withheld from your paycheck, such as deductions for health insurance, supplemental coverages, and uniforms.

Regular employees, including those working part-time, are required to contribute 70/o of wages to their Texas County and District Retirement System (TCDRS) retirement savings account. This contribution will automatically be withheld from your paycheck each payday. The amount of the county match is determined each year by Commissioners' Court. The county match becomes vested after eight years of service.

Regular full-time employees who transition to an elected position will not be paid for previously accrued time, such as paid time off.

No Pay Status In some instances, you may take an unpaid leave of absence. Except when regulated by state, federal, or local laws, or for time off of less than eight hours, you must use eligible earned time off before you may be placed on unpaid leave of absence.

A suspension is not considered a leave of absence. If you are put on an unpaid suspension, you may not be eligible to use accrued time off benefits.

Breaks Employees scheduled to work at least an eight-hour day generally receive two 1 5-minute breaks when feasible. However, there may be times when departmental workload or deadlines may necessitate working through a normal rest break. There are no State of Texas or federal laws requiring a break, and all breaks are at the discretion of your management.

Breaks are designed to provide you a chance to relax and unwind so that you can return to work refreshed. They are not intended to allow you to come to work later or leave earlier. To maximize the benefit, break times generally occur midway between your start time and meal break and again between your meal break and your departure. In order to ensure the department functions smoothly, some departments may have assigned break periods.

Since breaks are considered paid time, you may not leave the premises without your supervisor's approval.

Overtime and Compensatory Time

Collin County administers overtime and compensatory time in accordance with the requirements of state and federal laws. As a government employer, Collin County is exempt from some of the requirements that are traditionally seen in private employment.

Collin County will generally award compensatory time off rather than overtime compensation. However, in some situations, overtime compensation may be paid to non-exempt employees when approved, in writing, by the County Judge.

Approval must be obtained from your manager before working overtime or compensatory time or taking compensatory time off.

Approval must be obtained from your manager before working overtime or compensatory time or taking compensatory time off

Overtime Exempt employees are generally not eligible for overtime pay. Exceptions must be approved in advance, in writing, by the County Judge.

Approved non-exempt overtime is paid at

1.5 times your hourly pay rate if you have actual hours worked of more than 40 hours in the week (or 84 hours per pay period if you are a Juvenile Detention Officer).

1/25/2076 Collin County Employee Handbook Page 2.5

Paid time off, workers' compensation, holiday pay, compensatory time off, paid office closures, military duty, jury duty, and elected official time off for motivation and safety are considered forms of compensation but are not considered hours worked and will not be used in the calculation of overtime.

If you are a non-exempt regular full-time employee required to work on a holiday, you will be paid your regular pay rate for hours worked on the holiday, and you will be paid for the holiday (not to exceed eight hours).

Holiday pay is not time worked and will not be included in overtime or compensatory time calculations. You will not be eligible to receive compensatory time or to be paid at an overtime rate until you have worked over 40 hours (or 84 hours per pay period if you are a Juvenile Detention Officer) during your work week.

Temporary employees are not permitted to work more than 40 hours per week without the approval, in writing, of the County Judge.

Exempt Compensatory Time Department heads and elected officials may allow compensatory time off for exempt employees who work more than 40 hours in a work week.

Compensatory time for exempt employees may be earned at a rate of one hour for each hour of eligible time worked that was approved by the department head or elected official. A balance of up to 80 hours can be maintained.

Exempt employees are not paid for unused compensatory time upon termination unless the time was earned under a non-exempt status.

Non-Exempt Compensatory Time

If you are a non-exempt regular employee, and you have worked 40 hours in a work week that does not contain any paid leave, you may be eligible for compensatory time for hours worked in excess of 40 (or 84 hours per pay period if you are a Juvenile Detention officer).