200 Policies

Sick Leave, Banked Holidays, Vacation and Earnings

Upon the death of an employee, the County will pay to the employee's spouse, or to the estate if there is no surviving spouse, all of the following:

• accumulated unused regular sick leave,
• banked holidays based on a pro-ration of the percentage of the year worked,
• accrued and accruing vacation,
• the amount of longevity pay that would have been paid to him or her as of the last date of employment,
• any earnings due to the employee at the time of his/her death, including compensatory time.

Continuation of Earnings Additionally, the County will pay to the surviving spouse, or to the estate if there is no surviving spouse, an amount equal to the regular earnings the deceased employee would have received for the balance of the month in which he/she dies.

I. PURPOSE
The purpose of this policy is to provide guidelines to employees on their benefit payouts upon retirement or termination and use of time off after providing notice of retirement or termination.

II. POLICY
A. Employees who terminate their employment by providing proper notice as outlined in Policy 123-Resignations and Discharges will receive pay for all eligible accrued paid time off (PTO), vacation, holiday and compensatory time due, based on the date of termination and respective policy.
B. Employees who are involuntarily terminated are not eligible for payment of accrued benefits, as by allowed by law.

III. STANDARDS
A. Employees who retire or become disabled and are eligible to receive Wisconsin Retirement Fund annuity or Social Security will receive payment for all eligible accrued paid time off (PTO), vacation, holidays and compensatory time, based on the date of termination and respective policy.
B. Employees may be allowed to use the equivalent of a maximum of two (2) weeks of any accrued benefit (i.e., vacation, compensatory time, etc.) immediately preceding their retirement or termination date provided the employee provides written notice of their date of retirement or termination no later than 60 days prior to the use of the two (2) weeks of accrued benefit time.
C. Employees must physically work their scheduled number of hours on their last date of employment with the County.
D. An employee requesting time off during the last two (2) weeks of employment is allowed up to two (2) days off with prior approval from the supervisor. Any time off during the last two (2) weeks of employment approved prior to the retirement or termination notice is limited to two (2) days during the last two (2) weeks of employment.

IV. PROCEDURE
Human Resources Department must verify the payout before any payments are made by the Finance Department. [this section moved]

V. GUIDELINES
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Deferred Compensation is a way for employees to set aside a portion of their gross salary up to a maximum amount in any given calendar year for future supplemental retirement income. The maximum amount may be adjusted annually.

The amount deferred reduces current State and Federal income taxes. Earnings on these deferrals also accumulate tax free until withdrawn upon retirement or termination of employment. Participation in the Deferred Compensation program is entirely voluntary and entirely at the employee's expense.

Specific departments may be authorized to offer education benefits and/or continuing education benefits in limited amounts to employees participating in eligible programs. Departmental rules specify the maximum amount that may be reimbursed to an employee on an annual basis and may limit the number of approved days of absence related to attendance at conferences or trainings. Currently this benefit is offered to certain employees of the Sheriff’s Department and the Human Services and Health Department.

Clearview Union Employees

If the County requires an employee to attend or take any course training or schooling as part of their employment, the entire cost of fees, tuition and materials will be paid by the County in addition to receiving a minimum of one (1) hours pay or pay for the actual time of attendance, whichever is greater.

An Employee Assistance Program is available to Dodge County employees and their families. Assistance includes help with marital problems, financial difficulties, emotional disorders, alcohol or other drug related problems, poor physical health or other personal concerns. Additional information is available from the EAP provider selected by the County. The EAP provider will offer confidential direct services or arrange for assistance from another provider.

When a Department Head or Elected Official wishes to give special recognition to one or more employees for extraordinary/outstanding work performance, significant longevity, or other significant contributions to the functioning of the department, consideration must also be given to the fact that Dodge County operations are supported by public funds. For this reason, any form of recognition given to an employee of Dodge County which may have monetary value must be approved in advance by the County Administrator.

Examples of recognition that may have monetary value include, but are not limited to:

• Dinners
• Gift certificates
• Catalogue items
• Conference or seminar attendance if given as an award
• Time off with pay
• Participation in non-work related activities while receiving pay

This policy applies to both represented and non-represented employees, exempt and non-exempt employees.

Employees will be granted the following paid holidays:

• New Year's Day
• Thanksgiving Day
• Spring Holiday (Friday before Easter)
• Day after Thanksgiving*
• Memorial Day
• Christmas Eve Day
• Independence Day
• Christmas Day
• Labor Day
• New Year's Eve Day

^{*Clearview employees may be eligible for a floating holiday instead of the day after Thanksgiving.}

If any of the noted holidays should fall on a Saturday the holiday will be observed on the Friday prior, if the holiday falls on a Sunday the holiday will be observed the following Monday. If the day before Christmas or New Year’s should fall on a Sunday, they will be observed on the preceding Friday.

Holiday pay will be based upon regularly scheduled hours, exclusive of shift premium, if any. If any of the above mentioned holidays occur while an employee is on vacation, the employee will be granted another day of leave or a scheduled day off. To be eligible for holiday pay, an employee must work the scheduled day before and after the holiday.

An employee who does not work the day before or after the holiday due to an unscheduled absence, (using the department’s call in procedure) will lose the holiday pay unless the unscheduled day is a verified illness (must produce a Doctor’s note).

Employees who are using pre-approved paid time off, i.e., vacation, PTO, comp time, etc. will be eligible for the holiday. An employee must use his/her own paid time for the full scheduled hours the day before and after the holiday in order to be paid for the holiday.

During the first three (3) months in a benefit-eligible position, if the employee has insufficient paid time before or after the holiday and has a verified illness, holiday pay eligibility will be reviewed by the Human Resources Director and County Administrator with eligibility determined on a case-by-case basis.

Clearview Employees

Clearview Nursing Management employees and employees working in positions requiring seven (7) days per week coverage who are scheduled to work a holiday may choose holiday pay in addition to time and one-half (1-1/2) their normal rate for all hours worked on a holiday or bank the holiday for use at a later time with supervisory approval.

An employee who has not taken time off for any of the above listed holidays by December 31 of the year will be paid in January for such unused holidays at the rate in effect the previous December. Christmas Eve, Christmas Day and New Year's Eve Day, however, may be carried forward and used in the following year. If a Clearview employee calls in sick on a holiday, management may schedule the employee to work another day under Clearview’s rescheduling policy.

Clearview Part-Time Employees

Part-time benefit eligible employees, and non-exempt employees who have had unpaid time during the prior calendar year, will have their holiday pay pro-rated. The pro-ration calculation will take place at the beginning of the year and will take into consideration the number of hours paid to the employee during the prior calendar year in comparison to the total number of full-time hours for the position. The calculation will result in a reconciliation of the number of holiday hours paid versus holiday hours earned. In the case of a part-time benefit eligible employee the calculation may result in a change in the determination of how many hours the employee will be paid for a holiday during the upcoming year.

Sheriff’s Office

Sheriff’s Department employees who are scheduled to work on a holiday will be paid one and one-half (1½) times their regular rate of pay for the work performed on the holiday, and will be given an eight (8) hour day off which be must be taken in a full day increment and must be scheduled in advance with management approval. Part-time, non-benefitted employees are eligible for premium pay for work performed on the holiday. Sheriff’s Department employees whose work schedule results in the employee not being scheduled to work on a holiday will be given an eight (8) hour day off which be must be taken in a full day increment and must be scheduled in advance with management approval.

Highway Department

Highway employees who work on a holiday will be paid their regular rate of pay and in addition will be paid 1½ times their regular rate of pay for hours worked on the holiday. Highway employees who are required to work on Christmas Day (actual day) will receive two (2) times their regular rate of pay in addition to the holiday pay.

Building Maintenance Department

Building Maintenance Department employees who are scheduled to work on a holiday will be paid one and one-half (1½) times their regular rate of pay for the work performed on the holiday, and will be given an eight (8) hour day off which must be taken in a full day increment and must be scheduled in advance with management approval. Building Maintenance Department employees whose work schedule results in the employee not being scheduled to work on a holiday will be given an eight (8) hour day off which must be taken in a full day increment and must be scheduled in advance with management approval. Maintenance Mechanics will observe holidays on the actual day of the holiday. If the actual day of the holiday falls on a scheduled day off for the employee, an eight (8) hour day off will be granted, which must be taken in a full day increment and must be scheduled in advance with management approval.

Part-time Status (Non-Clearview)

Part-time benefit eligible employees will earn holiday based on the employee’s full time equivalent (F.T.E) status as follows:

Employees may voluntarily participate in a Section 125 plan for health and dental insurance premiums and basic life insurance premiums, health care expenses not covered by insurance, and child care expenses. The employee may make elections when beginning employment and then will make new elections prior to the beginning of each new plan year. This program allows employees to pay for the above mentioned items pre-tax. A designated amount is deducted from each paycheck reducing his/her taxable income. The employee then submits receipts for allowed expenses for reimbursement.

The Dodge County Human Resources and Labor Relations Committee is responsible for establishing benefit plans for eligible Dodge County employees, including plan design, eligibility requirements, determining contribution rates and selecting plan providers. The plan provider chosen by Dodge County may require a specific plan design, eligibility requirements and contribution rates. Contribution rates are established on an annual basis and will be communicated to the employees by the Human Resources Department.

Group health insurance is available for full-time and part-time employees who are ordinarily scheduled to work twenty (20) hours or more per week and who meet the plan eligibility requirements. For part-time Clearview employees who are in benefit eligible positions, participation is limited by eligibility criteria contained in the administrative rules of the health insurance plan. Employees must apply for health insurance within thirty (30) days of employment. Eligible Clearview employees may apply upon hire provided they pay the full contribution rate, and also upon completion of six (6) calendar months of service at which time they first become eligible for the employer paid contribution. Late applications will require evidence of insurability.

Employees who retire may continue to receive coverage under the group health insurance program at their own expense provided they meet eligibility and participation requirements established by the plan.

Dodge County pays a specific amount toward the premium for single or family coverage for full-time employees who participate in the dental insurance program, and prorated amounts for part-time employees who are ordinarily scheduled to work twenty (20) or more hours per week and for Clearview employees who work 15.4 hours or more hours per week.

Employees are eligible for the dental insurance effective the first of the month following sixty (60) continuous days of employment provided they enroll in the dental insurance within thirty (30) days of employment or benefit eligibility. Employees may change their enrollment in the dental insurance (i.e. single to family; family to single) if there is a qualifying event (i.e. marriage, divorce, adding or removing dependents). Notification of the enrollment change must be completed within 30 days of the change.

Employees are required to contact Human Resources to complete the necessary change forms. If the employee fails to enroll within the 30 days of employment, benefit eligibility or qualifying event the employee may enroll in the dental insurance provided they pay the full monthly premium cost for a one year period (12 months). There are no yearly open enrollments under the Dental Plan.

Employees may be entitled to COBRA continuation rights which allow the employee to continue both health and dental insurance at group rates at their own expense if specific events occur, such as termination, resignation, layoff, etc. In addition, former dependents of employees, including separated, divorced or Medicare-eligible spouses and children, or children still supported by employees who would otherwise lose coverage because of their age, may continue health and/or dental insurance coverage at group rates but also at their own expense.

The County offers a life insurance program and contributes a specific percentage of the premium for an employee’s basic coverage. The County also offers additional and supplemental Life Insurance Plans under which an employee eligible for the basic plan may double or triple the amount of coverage, with the additional cost to be paid entirely by the employee.

Employees called for jury duty will be entitled to receive lost pay provided that they deposit any compensation received for such duty, excluding mileage allowance, with the County Treasurer, or Clearview Financial Services if appropriate, and receive a receipt for said deposit.

County provided unpaid medical or general leaves of absence without pay for periods not to exceed six (6) months in duration may be granted to any full-time employee upon written request of the employee. The Department Head may grant leaves of absence up to three (3) days. Leaves of absence beyond three (3) days require the approval of the Human Resources and Labor Negotiations Committee.

The employee will be entitled to be reinstated to the position in which he/she was employed at the time the leave was granted, or a position of comparable classification, provided there is such vacancy. During an unpaid leave of absence, there will be no additions to an employee's vacation or sick leave benefits. Seniority will continue to accrue during the first calendar month of any leave of absence. Employees on approved leave of absence will not, as a condition of such leave, seek or accept employment elsewhere.

Any leave of absence granted must be evidenced in writing and a copy sent to the Human Resources Department to be filed in the personnel file of the individual. Employees on an approved unpaid medical leave will have the employer contribution toward health insurance and life insurance paid by the County for up to six (6) months, and must pay the full dental insurance premium to the County during the leave of absence. Employees on an approved unpaid general leave must pay their health, dental and life insurance premiums.

Unpaid Family and Medical Leave of Absence (as provided by Federal and/or State legislation) is available for the following reasons: for an employee's own serious health condition; to care for a parent, son or daughter, or spouse with a serious health condition; or for birth, adoption, or foster care placement; or for a qualifying exigency related to active military duty. In no event will an employee be entitled to more Federal and/or State family or medical leave than the maximum number of weeks provided for in one calendar year by Federal or State FMLA statutes. The weeks of Federal and State FMLA leave will be considered concurrent.

Employees may combine leaves for different purposes (i.e., six weeks of family leave for the birth of a child and two weeks of family leave to care for a seriously ill child) if circumstances qualify. Current State law provides for six (6) weeks of family leave related to birth, adoption, or foster care placement; two (2) weeks of family leave to care for an employee’s parent, son or daughter, or spouse who has a serious health condition; and two (2) weeks of medical leave for an employee's own serious health condition. Note, however, that current Federal law provides for a total of twelve weeks of FMLA leave for any and all of these reasons, and 26 weeks to care for a family member with a serious health condition related to military service.

An unpaid County-provided Medical Leave of Absence may be available to an employee who has exhausted his or her vacation, and/or compensatory time, and/or sick leave benefit, and who is unable to return to work due to illness or injury. The County-provided medical leave of absence, generally up to six (6) months in duration, is available as specified in Policy #210.2. An unpaid County-provided General Leave of Absence may be available to an employee who makes a written request for same. The County-provided general leave of absence, generally up to six (6) months in duration, is available as specified in Policy #210.1.

I. Eligibility

A. County provided Medical Leave of Absence and General Leave of Absence is available to an employee who meets the requirements of County policy or by labor agreement.

B. An employee is eligible for Federal and State Family and Medical Leave of Absence if the leave is for a reason listed in C) of this section and the employee:

1. has been employed by Dodge County for at least twelve (12) months, not necessarily consecutive, and
2. has worked 1,000 hours and/or has been paid for 1000 hours during the twelve (12) month period preceding the leave.

C. Family and Medical Leave of Absence is available to an employee who:

1. has a serious health condition which makes the employee unable to perform his or her job duties, or
2. is needed to care for a parent, son or daughter, or spouse who has a serious health condition, or
3. desires to take leave due to: a. the birth of their child, and to care for the newborn child, or b. due to the placement with the employee of a child for adoption (or as a precondition to adoption, but not both) or foster care, and to care for the newly placed child, or
4. is needed to care for a spouse, parent, son or daughter, or next of kin who is a “member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness” (H.R. 4986, National Defense Authorization Act for FY 2008), or
5. is needed for “any qualifying exigency (as the Secretary [of Labor] will, by regulation, determine) arising out of the fact that the spouse, or a son, daughter, or parent of the employee is on active duty (or has been notified of an impending call or order to active duty) in the Armed Forces in support of a contingency operation.” Note: This provision of the NDAA is not effective until the Secretary of Labor issues final regulations defining “any qualifying exigency.”

II. Definitions Relating to Family and Medical Leave

Specific definitions relating to Federal and State Family and Medical Leave can be obtained from the Human Resources Department.

III. Leave Duration

A. In a calendar year, an employee may generally qualify for no more than twelve weeks of Federal family and/or medical leave for any and all qualifying reasons unless the leave is to care for a family member as described in I. (C) (4) above. (See also Policies #210.3, #210.4, and #210.5). In addition, an employee may be eligible for up to six weeks of State family leave for birth, adoption, or foster care placement and up to two weeks of family or medical leave for an employee’s own serious health condition or the serious health condition of an employee’s parent, son or daughter, or spouse, if all of the twelve weeks of Federal leave entitlement were used for a different reason (i.e., child rearing v. caring for family members with serious health conditions). The maximum amount of combined Federal and State family and medical leave available may exceed twelve (12) weeks under this limited circumstance. If both the employee and his/her spouse are employed by the County, they may be limited to a combined total of 12 weeks of Federal family leave entitlement during a calendar year.

B. Federal and State family and/or medical leave (regardless of whether it is continuous, intermittent, or reduced work schedule leave) must be taken within one year of its commencement.

C. An employee may qualify for up to 26 workweeks of leave if the qualifying reason for the leave is I. (C) (4) in the Eligibility section above.

D. In a one year period an employee may qualify for no more than six months of County provided general leave. 34 08/05/14

IV. Leave Pro-ration for Part-time Employees

Family and/or medical leave entitlement for eligible part-time employees will be calculated on a pro-rata basis. The hours worked over the twelve (12) weeks prior to the beginning of the leave will be used for calculating the employee's average normal work week. Example: an employee who worked or was scheduled to work 56 eight-hour days in the twelve week period prior to the leave would have a 12 week leave entitlement (in a one year period) of 56 eight hour days that s/he would normally have been scheduled.

V. Substitution

The County will require, to the extent of its rights under Federal and State FMLA law and labor agreements, that any paid sick leave benefit available to the employee be substituted for part or all of the leave period. The County may also require (based on labor agreement) that any other accrued benefit be substituted for unpaid Federal or State FMLA leave.

VI. Concurrence

A. Any paid leave substituted for unpaid Family and Medical leave will run concurrent with the Family and Medical leave provided under Federal and State FMLA.

B. If a leave qualifies as both a County-provided leave (sick leave benefit, medical leave, or general leave) and a Federal and/or State FMLA leave as well, all leaves will run concurrently. For example, County-provided leave used for the birth of a child may also qualify as family leave under Federal and State law and, as such, is also deducted from an employee's leave entitlement under Federal and State laws. Note that worker's compensation leave due to a serious health condition may also run concurrently with FMLA leave.

VII. Scheduling Leave

An employee eligible for and desiring leave of absence should submit a written request to the Human Resources Department within time periods designated and in the manner required for the specific type of leave. (See Policies 210.1, 210.2, 210.3, 210.4, and 210.5.)

VIII. Medical Certificate

If an employee is requesting a medical leave of absence, or a family leave to care for a parent, son or daughter, or spouse with a serious health condition, the employee may be required to obtain a Medical Certification Form from the Human Resources Department and return the completed certification in a timely manner. Contact the Human Resources Department for further clarification based on the type of leave requested.

IX. Insurance and Benefits While an employee is on leave of absence, his/her benefit entitlement, accrual, and responsibilities may become different. Further clarification of these matters should be obtained from the Insurance and Benefits Coordinator.

X. Return from Leave

A. An employee returning from medical leave, including Federal/State medical leave, County-provided medical leave, and sick leave beyond three days, may be required to obtain medical certification from the health care provider stating that he/she is able to resume work and is able to perform the essential job functions.

B. An employee returning from leave as provided under this policy can return to his or her position under the provisions of County policy and/or an applicable labor agreement. Note that County policy and some existing labor agreements provide that an employee may be returned to his/her position at the time the leave was granted or to a comparable  classification providing there is such a vacancy. An employee should provide two work days written notice to the employee’s supervisor before returning to work.

C. An employee may return to work prior to the scheduled end of the leave, and will be allowed to return within a reasonable time after the request to return to work early is made.

XI. Policy Interpretation and Revision

Specific interpretation of the policy provisions contained herein can be obtained from the Dodge County Human Resources Department. Dodge County reserves the right to add to or delete from this policy, in whole or in part, within its rights to do so under applicable Federal and State laws.

A County-provided General Leave of Absence may be available to an employee who makes a written request for same. The County-provided unpaid leave of absence, generally up to six (6) months in duration, is available as specified below or as may be provided under existing labor agreements and/or Dodge County policies.

I. Eligibility

Employees who meet eligibility requirements as defined by this policy or by labor agreement may be eligible for County-provided General Leave.

II. Concurrence

If a leave qualifies as both a County-provided leave (sick leave benefit, medical leave, or general leave) and a Federal and/or State FMLA leave as well, the leaves will run concurrently. For example, County-provided leave used to care for a family member with a serious illness may also qualify as family leave under Federal and State law and, as such, is also deducted from an employee's leave entitlement under Federal and State laws.

County-provided General Leaves of Absence, that qualify as Federal and/or State FMLA time as well, will be governed by the applicable policy #210.3, #210.4 or #210.5.

III. Leave Duration

In a one year period an employee may qualify for no more than six months of County-provided unpaid general leave.

IV. Scheduling Leave

An employee may request a general leave of absence by submitting a written request to the department head in charge (which should be done as early as possible, but not later than the end of the work shift on the day the leave is to begin), stating the reason for the leave and the anticipated duration. If the leave is for a reason for which Federal and/or State family and/or medical leave is available, policies relating to those types of leave will take precedence for the applicable period.

Any unpaid Federal and State family and/or medical leave of absence taken will be counted against the six months available under this policy or against County-provided medical leave of absence. If the leave of absence is taken due to one’s own illness or injury, or due to the illness or injury of a family member, a physician's or chiropractor's certificate and a request for an extension to the leave of absence may be required on a monthly basis to substantiate the need for continuing the leave of absence. 

V. Insurance and Benefits

A. While an employee is on Federal and/or State family and/or medical leave of absence and on County-provided general leave concurrently, policies regarding insurance and benefits as detailed in the policies relating to Federal and/or State family and/or medical leave of absence will apply. (See Policies #210.3, #210.4 and #210.5)

B. While an employee is on County-provided general leave only, the employee must pay his/her full health, dental, and life insurance premiums unless otherwise provided by a labor agreement.

C. During unpaid leave, unless specifically provided by County policy or a labor agreement, an employee is not entitled to benefit accrual other than group health, dental, and life insurance coverage, but will not lose any benefits accrued prior to leave unless such benefits are utilized. Based on labor agreement, seniority will continue to accrue during the first calendar month of an unpaid leave.

D. Employees on approved leave of absence will not, as a condition of the leave, seek or accept employment elsewhere.

E. Further clarification of benefit entitlement and responsibilities should be obtained from the Insurance and Benefits Coordinator.

VI. Return from Leave

A. An employee returning from leave as provided under this policy can return to his or her position under the provisions of County policy and/or an applicable labor agreement. Note that County policy and some existing labor agreements provide that an employee may be returned to his/her position at the time the leave was granted or to a comparable classification providing there is such a vacancy. An employee should provide two work days written notice to the employee’s supervisor before returning to work.

B. An employee may return to work prior to the scheduled end of the leave, and will be reinstated within a reasonable time after the request to return to work early is made.

VII. Policy Interpretation and Revision

Specific interpretation of the policy provisions contained herein can be obtained from the Dodge County Human Resources Department. Dodge County reserves the right to add to or delete from this policy, in whole or in part, within its rights to do so under applicable labor agreements.

A County-provided Medical Leave of Absence may be available to an employee who has exhausted his or her vacation, and/or compensatory time, and/or sick leave benefit, and who is unable to return to work due to illness or injury. The County-provided unpaid medical leave of absence, generally up to six (6) months in duration, is available as specified below or as may be provided under existing labor agreements and/or Dodge County policies.

I. Eligibility

Employees who meet eligibility requirements as defined by this policy or by labor agreement may be eligible for County-provided Medical Leave.

II. Concurrence

If a leave qualifies as both a County-provided leave (sick leave benefit, medical leave, or general leave) and a Federal and/or State FMLA leave as well, the leaves will run concurrently. For example, County-provided leave used for the birth of a child may also qualify as family leave under Federal and State law and, as such, is also deducted from an employee's leave entitlement under Federal and State laws. Note that worker's compensation leave due to a serious health condition may also run concurrently with FMLA leave. County-provided Medical Leaves of Absence, that qualify as Federal and/or State FMLA time as well, will be governed by the applicable policy #210.3, #210.4 or #210.5.

III. Leave Duration

In a one year period an employee may qualify for no more than six months of County-provided unpaid medical leave.

IV. Scheduling Leave

An employee may schedule medical leave as medically necessary. If an employee intends to take medical leave for medical treatment or supervision, the employee must make a written request to the department head in charge (which should be done as early as possible, but not later than the end of the work shift on the day the leave is to begin), accompanied by a physician's or chiropractor's certification stating the leave is necessitated by the disability of the employee. Any unpaid Federal and/or State Medical Leave of Absence taken for the employee’s own serious health condition will be counted against the six (6) months available under this policy. A physician's or chiropractor's certificate and a request for an extension to the leave of absence may be required on a monthly basis to substantiate the need for continuing a leave of absence.

V. Insurance and Benefits

A. While an employee is on Federal and/or State medical leave of absence and on County provided medical leave concurrently, policies regarding insurance and benefits as detailed in the policy relating to Federal and/or State medical leave of absence will apply (See Policy #210.3.)

B. While an employee is on County-provided medical leave only, the employee may be required to pay his/her contribution towards health and life insurance benefit premiums and full premium towards the dental benefit.

C. During unpaid leave, unless specifically provided by County policy or a labor agreement, an employee is not entitled to benefit accrual other than group health, dental, and life insurance coverage, but will not lose any benefits accrued prior to leave unless such benefits are utilized. Based upon labor agreement, seniority will continue to accrue during the first calendar month of an unpaid leave.

D. Employees on approved leave of absence will not, as a condition of the leave, seek or accept employment elsewhere.

E. Further clarification of benefit entitlement and responsibilities should be obtained from the Insurance and Benefits Coordinator.

VI. Return from Leave

A. An employee returning from leave, including Federal and/or State medical leave, Countyprovided medical leave, and sick leave beyond three days may be required to obtain medical certification from the health care provider stating that he/she is able to resume work and is able to perform the essential job functions.

B. An employee returning from leave as provided under this policy can return to his or her position under the provisions of County policy and/or an applicable labor agreement. Note that County policy and some existing labor agreements provide that an employee may be returned to his/her position at the time the leave was granted or to a comparable classification providing there is such a vacancy. An employee should provide two work days written notice to the employee’s supervisor before returning to work.

C. An employee may return to work prior to the scheduled end of the leave, and will be reinstated within a reasonable time after the request to return to work early is made.

VII. Policy Interpretation and Revision

Specific interpretation of the policy provisions contained herein can be obtained from the Dodge County Human Resources Department. Dodge County reserves the right to add to or delete from this policy, in whole or in part, within its rights to do so under applicable labor agreements.

An unpaid Medical Leave of Absence (as provided by Federal and/or State legislation) for an employee's own serious health condition is available to employees as specified below. In no event will an employee be entitled to more Federal and/or State medical leave than the maximum number of weeks provided in one calendar year by Federal or State FMLA statutes. The weeks of Federal and State FMLA leave will be considered concurrent. Current Federal law provides for a total of twelve weeks of FMLA leave.

I. Eligibility

A. An employee is eligible for Federal and State Medical Leave of Absence if the employee:

1. has a serious health condition which makes the employee unable to perform his or her job duties, and
2. has been employed by Dodge County for at least twelve (12) months, not necessarily consecutive, and
3. has worked 1,000 hours and/or has been paid for 1,000 hours during the twelve (12) month period preceding the leave.

B. Employees who meet eligibility requirements as defined by labor agreement or County Policy #210.2 may be eligible for County-provided medical leave.

II. Definitions

Specific definitions relating to Federal and State Family and Medical Leave can be obtained from the Human Resources Department.

III. Leave Duration

A. In a calendar year, an employee may generally qualify for no more than twelve weeks of Federal family and/or medical leave for any and all qualifying reasons (See also Policies #210.4 and #210.5). In addition, an employee may be eligible for up to six (6) weeks of State family leave if the reason for the State leave is different than that used for Federal leave. If both the employee and his/her spouse are employed by the County, they may 39 08/05/14 be limited to a combined total of twelve (12) weeks of Federal family leave entitlement during a calendar year.

B. Federal and State family and/or medical leave (regardless of whether it is continuous, intermittent, or reduced work schedule leave) must be taken within one year of its commencement.

IV. Leave Pro-ration for Part-time Employees

Family and/or medical leave entitlement for eligible part-time employees will be calculated on a pro-rata basis. The hours worked over the twelve (12) weeks prior to the beginning of the leave will be used for calculating the employee's average normal work week. Example: an employee who worked or was scheduled to work 56 eight-hour days in the twelve week period prior to the leave would have a twelve (12) week leave entitlement (in a one year period) of 56 eight-hour days that s/he would normally have been scheduled.

V. Substitution

During the first two (2) weeks of medical leave for one’s own illness or injury, an employee may choose that any of the following types of paid leave be substituted for part or all of the otherwise unpaid Federal or State medical leave: sick leave; vacation; banked holidays; compensatory time (if available). After this initial period (two weeks) the County may require, to the extent of its rights under the law and labor agreements, that any paid sick leave benefit available to the employee be substituted for part or all of the medical leave period. The County may also require (based on labor agreement) that any other such benefit be substituted for unpaid Federal or State medical leave.

VI. Concurrence

A. Any paid leave substituted for unpaid medical leave will run concurrent with the medical leave provided under this Policy.

B. If a leave qualifies as both a County-provided leave (sick leave benefit, medical leave, or general leave) and a Federal and/or State FMLA leave as well, all leaves will run concurrently. For example, County-provided leave used for the birth of a child may also qualify as family leave under Federal and State law and, as such, is also deducted from an employee's leave entitlement under Federal and State laws. Note that worker's compensation leave due to a serious health condition may also run concurrently with FMLA leave.

VII. Scheduling Leave:

A. An employee eligible for and desiring medical leave should submit a written request to the Human Resources Department thirty days prior to the leave if the leave is foreseeable. Verbal requests must be followed by a written request as soon as possible. If the leave is not foreseeable, or thirty (30) days' notice is not practicable, the employee should still provide verbal notice, giving as reasonable and as practical notice as possible, and followed up by submitting a written request as soon as possible (which should be done no later than the end of the work shift on the day the leave is to begin.) (This requirement may be waived in medical emergency situations or for a change in circumstances. An employee who fails to give thirty (30) days notice without a reasonable excuse for the delay may be denied leave until at least thirty (30) days have passed.)

B. The notice should specifically state that FMLA leave is being requested. The County reserves the right to determine whether any leave qualifies as Federal and/or State medical leave.

C. The notice should identify if and what type of paid accrued leave the employee intends to substitute as allowed under the law. The County will also make that determination to the extent of its right to do so under the law (See section V. above).

D. When the leave is for planned medical treatment the employee must:

1. Schedule the medical treatment so that it does not unduly disrupt the County’s operation. The employee must provide the County with a proposed schedule for the leave with reasonable promptness after the employee learns of the probable necessity of the leave. The schedule must be of sufficient definiteness that the County can schedule replacement employees, if necessary.
2. Provide the required medical certification, to include the date the serious health condition commenced, the probable duration, the medical facts regarding the condition, and a statement that the employee is unable to perform the functions of his/her position. Depending on the nature, duration, etc., of the leave, the employee may be required to obtain a recertification, and to request an extension to the leave of absence. (See section VIII.)

E. When medically necessary, an employee may take leave as an intermittent leave or leave on a reduced leave schedule (fewer hours per day or week) in increments of no less than one-half hour. An employee who does so will schedule the intermittent or reduced leave schedule so it does not unduly disrupt the County's operations. To comply with this requirement, an employee must provide the County, in writing, with the employee's proposed schedule of intermittent leave or leave on a reduced leave schedule with reasonable promptness after the employee learns of the probable necessity of such leave. Leave available during a calendar year may only be used within that year.

F. If an intermittent leave or a reduced leave schedule is allowed for planned medical treatments, provide medical certification stating the dates on which such treatment is expected to be given and the duration of such treatment.

G. If an intermittent leave or a reduced leave schedule is allowed, the County may temporarily transfer the employee to an available alternative position for which the employee is qualified and which better accommodates recurring periods of leave.

VIII. Medical Certificate

A. If a Federal and/or State medical leave is designated for an employee under this policy, the employee must obtain a Medical Certification Form from the Human Resources Department. This form must be completed by the employee and the health care provider treating the employee, and returned to the Human Resources Department within fifteen calendar days. If it is not practicable under the particular circumstances for the employee to do so within the fifteen day requirement, despite the employee's diligent good faith efforts, the employee will provide the certification as soon as possible. The County can require the employee to obtain subsequent re-certifications on a reasonable basis, and to report periodically on his/her status and intention to return to work. If requirements for the medical certification are not completed, the County may deny family and/or medical leave.

B. The County may request a second and a third health care provider opinion at the County's expense. If, during the period of a State FMLA leave, a third opinion is desired due to conflicting opinions of health care providers, the Wisconsin Department of Workforce Development may appoint a practitioner/provider to make the final decision.

IX. Insurance and Benefits

A. While an employee is on Federal and/or State medical leave the County will maintain group health, dental, and life insurance coverage under the conditions that applied before the leave began. If, prior to the leave, the employee was required to participate in the premium payments, the employee is required to continue with his/her share of the premium payments. The County's obligation to maintain health, dental, and life insurance benefits will stop if and when an employee informs the County of his/her intent not to return to work at the end of the leave period; if the employee fails to return to work when leave entitlement is used up; or if the employee fails to make any required payments while on leave. Employee contribution amounts are subject to any change in rates that occur while the employee is on leave. In some circumstances, the employee may maintain post-employment rights to continued coverage pursuant to the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA).

B. If the employee does not return to work after the leave entitlement has been exhausted, the County reserves the right to recover the health, dental, and life insurance premiums paid during the leave, unless the failure to return to work was for reasons beyond the employee's control.

C. The employee will continue to earn accrued benefits if paid leave is substituted for unpaid medical leave. During unpaid leave, unless specifically provided by county policy or a labor agreement, an employee is not entitled to benefit accrual other than group health, dental, and life insurance coverage (to the extent that coverage would have been provided if the employee continued working), but will not lose any benefits accrued prior to leave unless such benefits are utilized. Based upon labor agreement, seniority will continue to accrue during the first calendar month of an unpaid leave.

D. Employees on approved leave of absence will not, as a condition of the leave, seek or accept employment elsewhere.

E. Further clarification of benefit entitlement and responsibilities should be obtained from the Insurance and Benefits Coordinator.

X. Return from Leave

A. An employee returning from medical leave, including Federal/State medical leave, County-provided medical leave, and sick leave beyond three days, is required to obtain medical certification from the health care provider stating that he/she is able to resume work and is able to perform the essential job functions.

B. An employee returning from leave as provided under this policy can return to his or her position under the provisions of County policy and/or an applicable labor agreement. Note that County policy and some existing labor agreements provide that an employee may be returned to his/her position at the time the leave was granted or to a comparable classification providing there is such a vacancy. An employee should provide two work days written notice to the employee’s supervisor before returning to work.

C. An employee may return to work prior to the scheduled end of the leave, and will be allowed to return within a reasonable time after the request to return to work early is made.

XI. Policy Interpretation and Revision

Specific interpretation of the policy provisions contained herein can be obtained from the Dodge County Human Resources Department. Dodge County reserves the right to add to or delete from this policy, in whole or in part, within its rights to do so under applicable Federal and State laws.

An unpaid Family Leave of Absence (as provided by Federal and/or State legislation) to care for a parent, son or daughter, spouse, or next of kin military member with a serious health condition is available to employees as specified below. In no event will an employee be entitled to more Federal and/or State family leave than the maximum number of weeks provided in one (1) calendar year by Federal or State FMLA statutes. The weeks of Federal and State FMLA leave will be considered concurrent. Current Federal law provides for a total of twelve weeks of FMLA leave, and twenty-six (26) weeks to care for a family member with a serious health condition related to military service.

I. Eligibility

A. An employee is eligible for Federal and State Family Leave of Absence if the employee:

1. is needed to care for a parent, son or daughter, or spouse who has a serious health condition, and
2. has been employed by Dodge County for at least twelve (12) months, not necessarily consecutive, and
3. has worked 1,000 hours and/or has been paid for 1,000 hours during the twelve (12) month period preceding the leave, or
4. s needed to care for a spouse, parent, son or daughter, or next of kin who is a “member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness” (H.R. 4986, National Defense Authorization Act for FY 2008), and if the employee meets the conditions of 2. and 3. above, or
5. is needed for “any qualifying exigency (as the Secretary [of Labor] shall, by regulation, determine) arising out of the fact that the spouse, or a son, daughter, or parent of the employee is on active duty (or has been notified of an impending call or order to active duty) in the Armed Forces in support of a contingency operation.” Note: This provision of the NDAA is not effective until the Secretary of Labor issues final regulations defining “any qualifying exigency.”

B. Employees who meet eligibility requirements as defined by labor agreement or County Policy #210.1 may be eligible for County-provided general leave.

II. Definitions

Specific definitions relating to Federal and State Family and Medical Leave can be obtained from the Human Resources Department.

III. Leave Duration

A. In a calendar year, an employee may generally qualify for no more than twelve (12) weeks of Federal family and/or medical leave for any and all qualifying reasons unless the leave is to care for a family member as described in I. (A) (4) above. (See also Policies #210.3 and #210.5). In addition, an employee may be eligible for up to six (6) weeks of State family leave if the reason for the State leave is different than that used for Federal leave. If both the employee and his/her spouse are employed by the County, they may be limited to a combined total of twelve (12) weeks of Federal family leave entitlement during a calendar year.

B. Federal and State family and/or medical leave (regardless of whether it is continuous, intermittent, or reduced work schedule leave) must be taken within one (1) year of its commencement.

C. An employee may qualify for up to twenty-six (26) workweeks of leave if the qualifying reason for the leave is I. (A) (4) in the Eligibility section above.

lV. Leave Pro-ration for Part-time Employees

Family leave entitlement for eligible part-time employees will be calculated on a pro-rata basis. The hours worked over the twelve (12) weeks prior to the beginning of the leave will be used for calculating the employee's average normal work week. Example: an employee who worked or was scheduled to work 56 eight-hour days in the twelve week period prior to the leave would have a twelve (12) week leave entitlement (in a one year period) of 56 eight-hour days that s/he would normally have been scheduled.

V. Substitution

During the first two (2) weeks of family leave for the care of a family member, an employee may choose that any of the following types of paid leave be substituted for part or all of the otherwise unpaid Federal or State family leave: sick leave; vacation; banked holidays; compensatory time (if available). After this initial period (two weeks) the County may require, to the extent of its rights under the law and labor agreements, that any paid sick leave benefit available to the employee be substituted for part or all of the family leave period. The County may also require (based on labor agreement) that any other such benefit be substituted for unpaid Federal or State family leave.

VI. Concurrence

A. Any paid leave substituted for unpaid family leave will run concurrent with the family leave provided under this Policy.

B. If a leave qualifies as both a County-provided leave (sick leave benefit, medical leave, or general leave) and a Federal and/or State FMLA leave as well, all leaves will run concurrently. For example, County-provided leave used for the birth of a child may also qualify as family leave under Federal and State law and, as such, is also deducted from an employee's leave entitlement under Federal and State laws.

VII. Scheduling Leave:

A. An employee eligible for and desiring family leave to care for a family member with a serious health condition should submit a written request to the Human Resources Department thirty (30) days prior to the leave if the leave is foreseeable. Verbal requests must be followed by a written request as soon as possible. If the leave is not foreseeable, or thirty (30) days' notice is not practicable, the employee should still provide verbal notice, giving as reasonable and as practical notice as possible, and followed up by submitting a written request as soon as possible (which should be done no later than the end of the work shift on the day the leave is to begin.) (This requirement may be waived in medical emergency situations or for a change in circumstances. An employee who fails to give thirty (30) days notice without a reasonable excuse for the delay may be denied leave until at least thirty (30) days have passed.)

B. The notice should specifically state that FMLA leave is being requested. The County reserves the right to determine whether any leave qualifies as Federal and/or State family leave.

C. The notice should identify if and what type of paid accrued leave the employee intends to substitute as allowed under the law. The County will also make that determination to the extent of its right to do so under the law (See section V. above).

D. When the leave is for planned medical treatment for a family member with a serious health condition, the employee must:

1. Schedule the medical treatment so that it does not unduly disrupt the County’s operation. The employee must provide the County with a proposed schedule for the leave with reasonable promptness after the employee learns of the probable necessity of the leave. The schedule must be of sufficient definiteness that the County can schedule replacement employees, if necessary.
2. Provide the required medical certification, to include the date the serious health condition commenced; the probable duration; the medical facts regarding the condition; a statement that the employee is needed to care for the son, daughter, spouse, or parent; and an estimate of the amount of time that the employee is needed to care for him/her. Depending on the nature, duration, etc., of the leave, the employee may be required to obtain a recertification, and to request an extension to the leave of absence. (See section VIII.)

E. When medically necessary, an employee may take leave as an intermittent leave or leave on a reduced leave schedule (fewer hours per day or week) in increments of no less than one-half hour. An employee who does so will schedule the intermittent or reduced leave schedule so it does not unduly disrupt the County's operations. To comply with this requirement, an employee must provide the County, in writing, with the employee's proposed schedule of intermittent leave or leave on a reduced leave schedule with reasonable promptness after the employee learns of the probable necessity of such leave. Leave available during a calendar year may only be used within that year.

F. If an intermittent leave or a reduced leave schedule is allowed for planned medical treatments, provide medical certification stating the dates on which such treatment is expected to be given and the duration of such treatment.

G. If an intermittent leave or a reduced leave schedule is allowed, the County may temporarily transfer the employee to an available alternative position for which the employee is qualified and which better accommodates recurring periods of leave.

VIII. Medical Certificate

A. If a Federal and/or State family leave is designated for an employee under this policy, the employee must obtain a Medical Certification Form from the Human Resources Department. This form must be completed by the employee and the health care provider treating the employee’s family member, and returned to the Human Resources Department within fifteen (15) calendar days. If it is not practicable under the particular circumstances for the employee to do so within the fifteen day requirement, despite the employee's diligent good faith efforts, the employee will provide the certification as soon as possible. The County can require the employee to obtain subsequent re-certifications on a reasonable basis, and to report periodically on his/her status and intention to return to work. If requirements for the medical certification are not completed, the County may deny family leave.

B. The County may request a second and a third health care provider opinion at the County's expense. If, during the period of a State FMLA leave, a third opinion is desired due to conflicting opinions of health care providers, the Wisconsin Department of Workforce Development may appoint a practitioner/provider to make the final determination

IX. Insurance and Benefits

A. While an employee is on Federal and/or State family leave the County will maintain group health, dental, and life insurance coverage under the conditions that applied before the leave began. If, prior to the leave, the employee was required to participate in the premium payments, the employee is required to continue with his/her share of the premium payments. The County's obligation to maintain health, dental, and life insurance benefits will stop if and when an employee informs the County of his/her intent not to return to work at the end of the leave period; if the employee fails to return to work when leave entitlement is used up; or if the employee fails to make any required payments while on leave. Employee contribution amounts are subject to any change in rates that occur while the employee is on leave. In some circumstances, the employee may maintain post-employment rights to continued coverage pursuant to the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA).

B. If the employee does not return to work after the leave entitlement has been exhausted, the County reserves the right to recover the health, dental, and life insurance premiums paid during the leave, unless the failure to return to work was for reasons beyond the employee's control.

C. The employee will continue to earn accrued benefits if paid leave is substituted for unpaid family leave. During unpaid leave, unless specifically provided by County policy or a labor agreement, an employee is not entitled to benefit accrual other than group health, dental, and life insurance coverage (to the extent that coverage would have been provided if the employee continued working), but will not lose any benefits accrued prior to leave unless such benefits are utilized. Based upon labor agreement, seniority will continue to accrue during the first calendar month of an unpaid leave.

D. Employees on approved leave of absence will not, as a condition of the leave, seek or accept employment elsewhere.

E. Further clarification of benefit entitlement and responsibilities should be obtained from the Insurance and Benefits Coordinator.

X. Return from Leave

A. An employee returning from leave as provided under this policy can return to his or her position under the provisions of County policy and/or an applicable labor agreement. Note that County policy and some existing labor agreements provide that an employee may be returned to his/her position at the time the leave was granted or to a comparable classification providing there is such a vacancy. An employee should provide two days written notice to the employee’s supervisor before returning to work.

B. An employee may return to work prior to the scheduled end of the leave, and will be allowed to return within a reasonable time after the request to return to work early is made.

XI. Policy Interpretation and Revision

Specific interpretation of the policy provisions contained herein can be obtained from the Dodge County Human Resources Department. Dodge County reserves the right to add to or delete from this policy, in whole or in part, within its rights to do so under applicable Federal and State laws.

An unpaid Family Leave of Absence (as provided by Federal and/or State legislation) for birth, adoption, or foster care placement is available to employees as specified below. In no event will an employee be entitled to more Federal and/or State family leave than the maximum number of weeks provided in one (1) calendar year by Federal or State FMLA statutes. The weeks of Federal and State FMLA leave will be considered concurrent. Current Federal law provides for a total of twelve (12) weeks of FMLA leave.

I. Eligibility

A. An employee is eligible for Federal and State Family Leave of Absence if the employee:

1. desires to take leave due to: a. the birth of their child, and to care for the newborn child, or b. due to the placement with the employee of a child for adoption (or as a precondition to adoption, but not both) or foster care, and to care for the newly placed child, and
2. has been employed by Dodge County for at least twelve (12) months, not necessarily consecutive, and 3. has worked 1,000 hours and/or has been paid for 1,000 hours during the twelve (12) month period preceding the leave.

B. Employees who meet eligibility requirements as defined by County Policy #210.2 or labor agreement may be eligible for County-provided medical leave.

C. Employees who meet eligibility requirements as defined by County Policy #210.1 or labor agreement may be eligible for County-provided general leave. II. Definitions Specific definitions relating to Federal and State Family and Medical Leave can be obtained from the Human Resources Department.

III. Leave Duration

A. In a calendar year, an employee may generally qualify for no more than twelve (12) weeks of Federal family and/or medical leave for any and all qualifying reasons (See also Policies #210.3 and #210.4). In addition, an employee may be eligible for up to six (6) weeks of State family leave if the reason for the State leave is different than that used for Federal leave. If both the employee and his/her spouse are employed by the County, they may be limited to a combined total of twelve (12) weeks of Federal family leave entitlement during a calendar year.

B. Federal and State family and/or medical leave (regardless of whether it is continuous, intermittent, or reduced work schedule leave) must be taken within one (1) year of its commencement.

C. Family leave for birth, adoption, or foster care placement must commence within sixteen (16) weeks prior to or after the birth or placement of the child for adoption or foster care (State FMLA), but must conclude within twelve (12) months of the birth or placement

IV. Leave Pro-ration for Part-time Employees

Family and/or medical leave entitlement for eligible part-time employees will be calculated on a pro-rata basis. The hours worked over the twelve (12) weeks prior to the beginning of the leave will be used for calculating the employee's average normal work week. Example: an employee who worked or was scheduled to work 56 eight-hour days in the twelve week period prior to the leave would have a twelve (12) week leave entitlement (in a one year period) of 56 eight-hour days that s/he would normally have been scheduled.

V. Substitution

During the first six (6) weeks of family leave for birth, adoption, or foster care an employee may choose that any of the following types of paid leave be substituted for part or all of the otherwise unpaid Federal or State family leave: sick leave; vacation; banked holidays; compensatory time (if available). After this initial period (six weeks) the County may require, to the extent of its rights under the law and labor agreements, that any paid sick leave benefit available to the employee be substituted for part or all of the family leave period. The County may also require (based on labor agreement) that any other such benefit be substituted for unpaid Federal or State family leave.

VI. Concurrence

A. Any paid leave substituted for unpaid family leave will run concurrent with the family leave provided under this Policy.

B. If a leave qualifies as both a County-provided leave (sick leave benefit, medical leave, or general leave) and a Federal and/or State FMLA leave as well, all leaves will run concurrently. For example, County-provided leave used for the birth of a child may also qualify as family leave under Federal and State law and, as such, is also deducted from an employee's leave entitlement under Federal and State laws.

VII. Scheduling Leave:

A. An employee eligible for and desiring family leave should submit a written request to the Human Resources Department thirty (30) days prior to the leave if the leave is foreseeable. Verbal requests must be followed by a written request as soon as possible. If the leave is not foreseeable, or thirty (30) days' notice is not practicable, the employee should still provide verbal notice, giving as reasonable and as practical notice as possible, and followed up by submitting a written request as soon as possible (which should be done no later than the end of the work shift on the day the leave is to begin.) (This requirement may be waived in medical emergency situations or for a change in circumstances. An employee who fails to give thirty (30) days notice without a reasonable excuse for the delay may be denied leave until at least thirty (30) days have passed.)

B. The notice should specifically state that FMLA leave is being requested. The County reserves the right to determine whether any leave qualifies as Federal and/or State family leave.

C. The notice should identify if and what type of paid accrued leave the employee intends to substitute as allowed under the law. The County will also make that determination to the extent of its right to do so under the law (See section V. above).

D. During the equivalent of the first six (6) weeks of a family leave for birth, adoption, or foster care, an employee may take family leave as an intermittent leave or leave on a reduced leave schedule (fewer hours per day or week) in increments of no less than onehalf hour. An employee who does so will schedule the intermittent or reduced leave schedule so it does not unduly disrupt the County's operations. To comply with this requirement, an employee must provide the County, in writing, with the employee's proposed schedule of intermittent leave or leave on a reduced leave schedule no less than thirty (30) days before the schedule is to begin, if at all possible.

The schedule must be of sufficient definiteness so that the County is able to schedule replacement employees, if necessary, to cover the absences. The County reserves the right whether or not to allow that family leave for birth, adoption, or foster care placement be taken as intermittent leave or leave on a reduced leave schedule beyond the equivalent of six weeks. Leave available during a calendar year may only be used within that year.

E. If an intermittent leave or a reduced leave schedule is allowed, the County may temporarily transfer the employee to an available alternative position for which the employee is qualified and which better accommodates recurring periods of leave.

VIII. Insurance and Benefits

A. While an employee is on Federal and/or State family leave the County will maintain group health, dental, and life insurance coverage under the conditions that applied before the leave began. If, prior to the leave, the employee was required to participate in the premium payments, the employee is required to continue with his/her share of the premium payments.

The County's obligation to maintain health, dental, and life insurance benefits will stop if and when an employee informs the County of his/her intent not to return to work at the end of the leave period; if the employee fails to return to work when leave entitlement is used up; or if the employee fails to make any required payments while on leave. Employee contribution amounts are subject to any change in rates that occur while the employee is on leave. In some circumstances, the employee may maintain post-employment rights to continued coverage pursuant to the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA).

B. If the employee does not return to work after the leave entitlement has been exhausted, the County reserves the right to recover the health, dental, and life insurance premiums paid during the leave, unless the failure to return to work was for reasons beyond the employee's control.

C. The employee will continue to earn accrued benefits if paid leave is substituted for unpaid family leave. During unpaid leave, unless specifically provided by County policy or a labor agreement, an employee is not entitled to benefit accrual other than group health, dental, and life insurance coverage (to the extent that coverage would have been provided if the employee continued working), but will not lose any benefits accrued prior to leave unless such benefits are utilized. Based upon labor agreement, seniority will continue to accrue during the first calendar month of an unpaid leave.

D. Employees on approved leave of absence will not, as a condition of the leave, seek or accept employment elsewhere.

E. Further clarification of benefit entitlement and responsibilities should be obtained from the Insurance and Benefits Coordinator.

IX. Return from Leave

A. An employee returning from leave as provided under this policy can return to his or her position under the provisions of County policy and/or an applicable labor agreement. Note that County policy and some existing labor agreements provide that an employee may be returned to his/her position at the time the leave was granted or to a comparable classification providing there is such a vacancy. An employee should provide two work days written notice to the employee’s supervisor before returning to work.

B. An employee may return to work prior to the scheduled end of the leave, and will be allowed to return within a reasonable time after the request to return to work early is made.

X. Policy Interpretation and Revision

Specific interpretation of the policy provisions contained herein can be obtained from the Dodge County Human Resources Department. Dodge County reserves the right to add to or delete from this policy, in whole or in part, within its rights to do so under applicable Federal and State laws.

An employee will be entitled to up to three (3) days of bereavement leave in the event of the death of an employee’s spouse, child, parent, brother or sister.

Two (2) days of bereavement leave will be allowed in the event of the death of an employee’s stepparent or stepchild.

One (1) day of bereavement leave will be allowed in the event of the death of an employee’s motherin-law, father-in-law, brother-in-law, sister-in-law, grandchild or grandparent of employee or spouse.

If additional time is required beyond the time specified above, such additional leave time may be taken and deducted from the employee’s sick leave accumulation or other earned time provided that authorization for additional leave is first obtained in writing from the individual’s supervisor.

Leaves of absence without pay will be automatically granted for all full time employees who are called or volunteer for military service providing that an application for re-employment is made within the time period specified under state or federal law or regulation.

Employees who do not return from any leave of absence on the return-to-work date or within the time period specified under state or federal law or regulation are considered to have voluntarily terminated. Any extension of a leave (i.e. new leave) that specifically states a return-to-work date must be approved prior to the return-to-work date of the original leave.

Dodge County will comply with all State and Federal laws and regulations relating to employment rights of persons in military service, including s.63.06, Wis. Stats., and 20 CFR 1002 (USERRA).

Employees may be granted up to a six (6) month unpaid educational leave of absence to attend a job related or career advancement program or school.

Employees must pay the entire cost of their health, dental and life insurance premiums. Employees returning from educational leave may be reinstated to the position they were employed in at the time their leave was granted or to a position of comparable classification provided such positions are vacant.

Approval is contingent upon adequate coverage being available to cover the duties of the person requesting the leave of absence.

Dodge County offers its employees who work 20 hours or more per week the opportunity to participate in a group Voluntary Long-term Disability Insurance plan. This benefit is administered by a third-party vendor and the terms of the policy are established by the provider. The employee pays the full premium. Qualifying employees are eligible to enroll in this benefit on the first of the month coinciding or following date of hire. Evidence of Insurability is required for late enrollment (employees not enrolled within the 31 days of initial eligibility) and for employees requesting an increase in current insurance levels.

All employees who are in benefit eligible positions will be entitled to longevity pay with the following schedule and conditions:

• Employees who have five (5) years (60 months) of continuous service will, starting as of the 61st month, receive an additional $10.00 per month.
• Employees who have ten (10) years (120 months) of continuous service will receive an additional $17.00 per month.
• Employees who have fifteen (15) years (180 months) of continuous service will receive an additional $24.00 per month.
• Employees who have twenty (20) years (240 months) of continuous service will receive an additional $30.00 per month.
• Employees who have thirty (30) years (360) months of continuous service will receive an additional $35.00 per month.

Eligibility for longevity will be determined as of November 1 of any calendar year. Longevity payments will be made on an annual basis between December 1 and December 20 of each year to all eligible employees who are on the payroll as of that time. In the event an eligible employee should retire or die, s/he or his/her heirs will receive longevity payments due as of the last day of employment and payment will be made at the time of retirement or death.

Pro-ration of Longevity

Pay Part-time benefit eligible employees, and non-exempt employees who have had unpaid time during the prior calendar year, will have their longevity pay pro-rated. The pro-ration calculation will take into consideration the number of hours paid to the employee during the prior year in comparison to the total number of full-time hours for the position.

Examples:

Employee A is a non-exempt employee who holds a 1040 hour/year benefit-eligible part-time position and would normally qualify for longevity pay equaling $60 ($10 per month for a full-time employee).

Employee A worked 992 hours during the past year, which resulted in a pro-ration that provided for $57.60 of longevity pay for the year. 992 hours worked during the past calendar year 992 / 2080 = 47.7% = 48% FTE (rounded to closest full number) $120 x 48% = $57.60 longevity pay

Employee B is a non-exempt employee who holds a 2080 hour/year position and would normally qualify for $120 of longevity pay.

Employee A had 12 unpaid days (96 hours) during the past year, which resulted in a pro-ration that provided for $114 of longevity pay for the year. 2080 – 96 = 1984 1984 / 2080 = 95.4% = 95% (rounded to closest full number) $120 x 95% = $114 longevity pay

Sick leave paid to a non-exempt employee that is donated by another employee is considered equivalent to unpaid time for the purpose of calculating the employee’s level of benefit. Employees on military leave will be entitled to all benefits and seniority rights afforded them under federal or state law.

Each employee hired prior to July 1, 2011 who works at least six hundred (600) hours in any one year period is a participant in the Wisconsin Retirement Fund as provided by Wisconsin Statutes and rules established by the Wisconsin Retirement Fund Board.

Employees initially hired after July 1, 2011 must work twelve hundred (1200) hours in any one year period to become a participant, and are subject to a five (5) year vesting requirement.

Employer and Employee contribution rates are established annually by the Department of Employee Trust Funds. Employee contributions are made on a pre-tax basis, as allowed under Internal Revenue Code Section 414(h)(2). Taxation of the employee contribution amount is deferred until the participant starts receiving a retirement annuity from WRS.

All regular employees will, upon completion of the orientation period, be entitled to paid sick leave. Sick leave will accumulate at the rate of one (1) day for each month of regular full-time employment up to a maximum of one-hundred twenty (120) days. Eligible employees who are in active employment (not on unpaid leave, layoff, etc.) will be credited with accrued sick leave on the 15th day of each month.

Employees who have accumulated the one-hundred twenty (120) days of sick leave will continue to earn sick leave which will be placed into their emergency sick leave bank. These banked days may be used if the employee has exhausted his/her normal sick leave and is under verified physician's or chiropractor's care for serious illness or injury. Days in the emergency sick leave bank will not be subject to the payment provision noted below (*). Clearview employees working twelve (12) consecutive months (December 1 through November 30) without using a sick day or any portion thereof may, at their option, be paid out one (1) day quarterly, at their current rate of pay with the remaining days added to their accumulation.

During the fourth quarter, a request can be made to have the maximum payout – any days previously paid out throughout the year will count towards the maximum yearly payout of six (6) days. The maximum amount paid out per year will be reduced by the number of hours the employee has converted sick leave to personal days. Sick leave benefits will be paid at the regular hourly rate received by the employee at the time of illness or injury. Sick leave benefits will be paid up to the extent of an employee's accumulation for all bona fide illness, disease, injury and maternity excepting only those cases for which an employee would be entitled to receive Worker's Compensation.

Sick leave is hereby defined as to include: Diagnostic and physical examinations and dental and eye procedures (up to one-half [1/2] day allowed provided doctor's verification is obtained). Satisfactory evidence of illness and treatment warranting sick leave will be required in all cases of employee's absence because of illness of more than three working days and may be required in instances of absences for illness of less than three working days if the County considers it appropriate. Although a physician's certificate will be given consideration as evidence of disability, the County reserves the right where the period of time requested by the employee appears excessive in relation to the illness claimed to limit the period of sick leave to that normally required for such illness; and the County further reserves the right to call in its own physician to make a final determination of an employee's disability in all cases.

Employees who have been notified by management, due to their prior record of absences or other reason, that they are required to obtain a physician's certificate, either for their own illness or that of a family member, must have been seen by a physician for the certification to be considered valid. With the approval of the Department Head or designee, employees eligible for sick leave may be authorized to use up to an equivalent of three (3) days of sick leave per calendar year due to illness or injury to the immediate family (spouse, children, stepchildren, parent, stepparent) that would reasonably require the presence of the employee. Under special circumstances and approval of the Department Head or designee, an employee may be granted additional sick leave in excess of three [3] days.

The employee must submit a medical excuse for any days used under this provision. If an excuse is not submitted the use of sick leave will be denied and the employee will be required to use anyother available paid time (i.e. vacation, comp time, etc.). Sick leave will commence upon the first day of absence due to illness or injury and employees must notify the department in charge of the absence prior to the regular starting time if at all possible. (*) Except for involuntary termination, an employee who terminates employment will be paid out of their accumulated unused sick leave on their last pay check as follows:

• After five (5) years of service 20%
• After ten (10) years of service 30%
• After fifteen (15) years of service 50%
• After twenty (20) years of service 60%

Important note: See also Policy #214.1 regarding the Post Employment Health Plan. Pro-ration of Sick Leave Accrual Part-time benefit eligible employees, and non-exempt employees who have had unpaid time will have their sick leave accrual pro-rated. The pro-ration calculation will take all hours paid from the 15th day of each month through the 14th day of the following month and will credit the employee’s sick leave bank with the prorated amount of sick time on the 15th day of that month. Employees on military leave will be entitled to all benefits and seniority rights afforded them under federal or state law.

Employees who terminate employment and are eligible to receive a retirement annuity under the provisions of the Wisconsin State Retirement Plan, will have 80% of their accumulated regular sick leave converted into a post-employment health plan (PEHP) account as authorized by Internal Revenue Code Section 501(c)(9).

Sick leave which is in an employee’s “emergency sick leave bank” at the time of retirement is not eligible for conversion to the PEHP Plan. The conversion is calculated using the employee’s most recent rate of pay prior to retirement. Retired employees can use monies from their PEHP account to pay for health, vision, dental and COBRA premiums for plans under which they are covered. If the retired employee dies prior to the depletion of the account, then the surviving spouse and/or dependents who are participating in the retiree’s insurance plan must use the remaining monies in the account for insurance premiums.

There can be no exceptions to this policy for persons eligible to retire during the period during which this policy is in effect, or the tax-exempt status of any and all funds set aside in such deposit accounts will be negated. If the retired employee and his or her eligible dependent(s) should die prior to the depletion of the account, the remaining monies in the account will be divided equally among other retirees who have monies in deposit accounts created under the provisions of this section.

I. PURPOSE

The purpose of this policy is to provide a tool reimbursement to Highway Department employees who are classified as Mechanics and Welders.

II. POLICY

The maximum annual tool reimbursement is three hundred-fifty dollars $350.00 per calendar year.

III. GUIDELINES

a. New Hires Newly hired employees in these classifications will be eligible to receive a pro-rated amount of the maximum tool reimbursement upon completion of their orientation period.

b. Terminations/Retirements If an Employee terminates employment or retires during the calendar year and the employee has submitted and been reimbursed for a tool reimbursement, the reimbursement will be prorated, and the employee must repay to the County the difference between the prorated amount and the actual amount received. Repayment will be through payroll deduction, when possible.

c. Any portion of the annual tool reimbursement not used by the end of the calendar year will not be carried forward into the succeeding calendar year and will not be paid out.

IV. PROCEDURE

a. Reimbursement for tools is made upon approval of a receipt to either the Shop Superintendent, Assistant Highway Commissioner or the Highway Commissioner submitted within 30 days of the purchase. In the event the receipt is for the replacement of a broken tool, the broken tool must be turned in before the statement will be approved.

b. All purchases must be made and receipts submitted to payroll no later than the last day of the pay period of the last pay date of the calendar year.

All eligible employees of Dodge County are covered under the Wisconsin Unemployment Insurance laws. This coverage is provided at no cost to the employees.

I. PURPOSE

The purpose of this policy is to provide financial support for employees required to wear uniforms including footwear, ensuring employees have the necessary attire and uniform equipment to perform job duties professionally and safely.

II. POLICY

Dodge County provides a uniform allowance to the Sheriff’s Office Sworn employees in accordance with the labor contract language. A uniform allowance is also provided to the Sheriff’s Office Non-Sworn employees and to specific Highway Department employees.

III. STANDARDS

A. Sheriff’s Office Employees Uniform Allowance

1. Jail Division: Each regular employee receives an annual cash allowance of$500.00 for the purchase of uniforms.
2. All other Non-Sworn Employees: Each regular employee receives an annual cash allowance of $425.00 for the purchase of uniforms.
3. Certified Law Enforcement Management: Each regular employee receives an annual cash allowance equal to the Sworn Association Agreement amount for the purchase of uniforms.

B. Highway Department

1. In a two-year period Highway Department mechanics and welders will be furnished with a maximum of ten (10) pairs of coveralls; other Highway Department employees will be furnished with 3 pairs of coveralls in a 2 year period. Any additional pairs of coveralls are to be paid for by the Employee.
2. Dodge County will provide an annual reimbursement to Highway Department Employees for safety apparel, and boot reimbursement, up to a maximum of $200.00, which will be reimbursed to the employee upon presentation of an approved paid receipt.
   1. To qualify for reimbursement, high visibility safety apparel must meet ANSI 107 type R class 2 or class 3 compliance using reflective striping material (including vests, shirts, shorts, jackets, hats, and pants) shirts and vests must have at minimum half sleeves.
   2. Footwear must meet ASTM F2413-18 standards to qualify for reimbursement.

3. Dodge County will allow for an annual reimbursement to Highway Department employees of up to $125.00 per year for approved prescription safety glasses, if needed, upon presentation of an approved paid receipt.

IV. GUIDELINES

A. Sheriff’s Office Employees

1. Newly hired employees receive a proration of their first calendar year’s uniform allowance at the time of hire, as well as an initial uniform purchase allowance of $200.00.
2. The uniform allowance is intended to be used for initial purchase of non-issued uniforms and uniform equipment as well as replacement, repair and dry cleaning caused by normal wear, but not for replacement and/or repair of County owned leather goods and equipment. If an employee’s uniform, equipment or personal belongings are damaged, broken or destroyed in the course of his/her duties, these articles will be repaired or replaced by the County at their value when purchased at no cost to the Employee if the item is turned in to the County. The cost of repair or replacement will not to be deducted from the employee’s uniform allowance.
3. The value of watches is limited to $40.00 and glasses are limited to $100.00. Cosmetic and jewelry items are not eligible for reimbursement.
4. If an Employee terminates employment during the year, the uniform allowance is prorated and the employee must repay to the County the difference between the prorated amount and the actual amount received. Repayment will be through payroll deduction when possible.
5. Employees will be responsible for any issued items and must return them to the County upon termination of employment.
6. Please refer to the Sworn Association Agreement for uniform allowance for Sworn Association employees.
7. All uniform allowance payments will be made on the second payroll of each year.

B. Highway Department

1. Newly hired employees in these classifications will be eligible to receive a prorated amount of the maximum reimbursement upon completion of their orientation period.
2. If an Employee terminates employment during the year, the reimbursement is prorated and the employee must repay to the County the difference between the prorated amount and the actual amount received. Repayment will be through payroll deduction when possible.
3. Any portion of the reimbursement not used by the end of the calendar year will not be carried forward into the succeeding calendar year and will not be paid out.

V. PROCEDURE

A. Highway Department

1. Reimbursement is made upon approval of a receipt to either the Superintendent, Assistant Highway Commissioner or the Highway Commissioner submitted within 30 days of the purchase.
2. All purchases must be made and receipts submitted to payroll no later than the last day of the pay period of the last pay date of the calendar year.

The pool status 911 Communications Officer, Correctional Officer and Occasional Transport Officer positions are part time non-benefited positions working on average less than 20 hours per week.

Employees assigned to these positions must work a minimum of an average of 12 hours per month per year unless called off the schedule by management. Employees will receive an annual uniform allowance of $250 that will be prorated based on hire date or termination date.

Employee who do not meet the 12 hour per month requirement will forfeit the annual uniform allowance for the following year(s).  

I. PURPOSE

The purpose of this Vacation policy is to establish clear guidelines for the accrual, usage, and management of paid vacation time. This ensures employees have opportunities for personal time away from work while allowing the organization to maintain operational effectiveness.

II. POLICY This policy outlines how employees accrue vacation time based on their length of service and employment status. This policy applies to eligible employees except those employees covered by a collective bargaining agreement, unless specifically stated otherwise in the agreement.

A. Definitions 1. Day – A “day” is defined as eight (8) hours or 7.75 hours for some Clearview positions.

III. STANDARDS

A. Eligibility

1. Employees hired on or after January 1, 2022 are under the Paid Time Off (PTO) Policy and not eligible for vacation.

2. Employees hired after January 1, 1977 must take all vacation days off within twelve (12) months of the anniversary date they are earned.

B. Schedule

1. Regular full time employees will earn paid vacation based upon their anniversary date of employment in accordance with the following schedule:

• After 1 year - Ten (10) vacation days
• After 7 years - Fifteen (15) vacation days
• After 14 years - Sixteen (16) vacation days
• After 15 years - Seventeen (17) vacation days
• After 16 years - Eighteen (18) vacation days
• After 17 years - Nineteen (19) vacation days
• After 18 years - Twenty (20) vacation days
• After 19 years - Twenty-one (21) vacation days
• After 20 years - Twenty-two (22) vacation days
• After 21 years - Twenty-three (23) vacation days
• After 22 years - Twenty-four (24) vacation days
• After 23 years - Twenty-five (25) vacation days

2. Employees may take vacation in units of one (1) or more working days or one (1) or more working hours when the supervisor does not need to replace that employee. Vacation pay is equal to the pay employees would have received when working their normal schedule of hours, exclusive of shift premium, if any.

C. Guidelines Requests: Each department determines when preferred vacation requests must be submitted. Length of service will be given consideration in granting choice of vacation time within a given job classification, however Department Heads will make the final determination regarding vacation requests. Part time Proration Part-time benefit eligible employees, and non-exempt employees who have had unpaid time during the prior anniversary year, will have their vacation pay pro-rated. The proration calculation will take place prior to the start of the new anniversary year and will take into consideration the number of hours paid to the employee during the prior anniversary year in comparison to the total number of full-time hours for the position.

The calculation will result in a reconciliation of the number of vacation hours paid versus vacation hours earned. In the case of a part-time benefit eligible employee the calculation may result in a change in the determination of how many hours of earned vacation the employee will be credited for use during the upcoming anniversary year.

D. Military Leave Employees on military leave will be credited with all hours earned as if they were actively working.

E. Clearview

1. In the event the County finds it necessary to deny a vacation request by staff at Clearview, the affected employee may reschedule his/her vacation days during the remainder of the anniversary year.

2. If an employee desires to reschedule a vacation day or holiday/personal day, s/he will submit a written request to the Clearview Administrator for approval.

3. If multiple attempts to reschedule are unsuccessful, the employee may request an extension for consideration by the County Administrator.

F. Highway Employees must take all their vacation days off within 12 months of the anniversary date they are earned. Employees will receive cash payment if unable to take scheduled vacation days off because of an emergency in the department.

IV. PROCEDURE 

N/A

V. GUIDELINES

N/A

An employee who is classified an non-exempt under the Fair Labor Standards Act and who is a volunteer fire fighter, emergency medical technician, first responder, or ambulance driver for a volunteer fire department or fire company, a public agency, or a nonprofit corporation may be allowed to be late for or absent from work if the lateness or absence is due to the employee responding to an emergency that begins before the employee is required to report to work and if the employee complies with all of the following requirements:

1. By no later than 30 days after becoming a member of a volunteer fire department or fire company or becoming affiliated with an ambulance service provider, the employee must submit to his/her Department Head a written statement signed by the chief of the volunteer fire department or fire company or by the person in charge of the ambulance service provider notifying Dodge County that the employee is a volunteer fire fighter, emergency medical technician, first responder, or ambulance driver for a volunteer fire department or fire company, a public agency, or a nonprofit corporation. This document will be forwarded to the Human Resources Department for inclusion in the employee’s personnel file.

2. When dispatched to an emergency, the employee must make every effort to notify his/her Department Head or designee that the employee may be late for or absent from work due to the employee’s responding to the emergency or, if prior notification cannot be made due to the extreme circumstances of the emergency or the inability of the employee to contact his/her Department Head, submits to the County a written statement from the chief of the volunteer fire department or fire company or from the person in charge of the ambulance service provider explaining why prior notification could not be made.

3. When late for or absent from work due to responding to an emergency, the employee must provide, on the request of Dodge County, a written statement from the chief of the volunteer fire department or fire company or from the person in charge of the ambulance service provider certifying that the employee was responding to an emergency at the time of the lateness or absence and indicating the date and time of the response to the emergency.

When the employee’s status as a member of a volunteer fire department or fire company or as an affiliate of an ambulance service provider changes, including termination of that status, the employee must notify his/her Department Head of that change in status. The Department Head is responsible for notifying the Human Resource Department of the employee’s change in status. Employees who are late for work or absent from work due to their status as a volunteer fire fighter, emergency medical technician, first responder, or ambulance driver for a volunteer fire department or fire company, a public agency, or a nonprofit corporation as described above are compensated by Dodge County for the time not worked.

Any employee who is entitled to vote at an election is entitled to be absent from work while the polls are open for a period not to exceed 3 successive hours to vote. The employee must notify his/her Department Head before Election Day of the intended absence.

The Department Head will designate the time of day for the absence. Any employee who wishes to serve as an election official under s. 7.30 of the Wisconsin State Statutes is entitled to be absent from work to attend to such duties.

Employees who absent themselves from work to vote or to serve as an election official are not compensated by Dodge County for the time not worked.

The purpose of the paid time off (PTO) plan is to provide employees a flexible means of accruing and utilizing paid leave. Flexibility is vital for work-life balance and PTO provides employees the autonomy to manage time away from the workplace.

Paid Time Off (PTO)

PTO provides a single pool of paid time off to use for any purpose, subject to the required request and approval procedures. PTO covers paid leave previously available under vacation, bereavement, and sick leave. PTO is intended to substitute paid leave for missed work time, and is not treated as a separate paid compensation benefit.

Eligibility

PTO is accrued upon hire or transfer into a position designated by the County as a benefits-eligible position. PTO is available to be selected as a one-time option alternative to previously available vacation, sick and bereavement leave for all eligible employees hired prior to January 1, 2022. All eligible newly hired employees and employees who are transferred from a nonbenefits eligible position to a benefits-eligible position on or after January 1, 2022 are required to participate in PTO.

Procedures

New hires (hired on or after 1/1/2022): PTO accruals are available following completion of 30 days of employment. On the 31st day of employment, accrued PTO hours will be transferred into the employee’s PTO bank and will be available for use. Employees cannot borrow against their PTO bank. PTO hours are not transferrable to other employees.

Transfers from Represented to Non-Represented

Position transfers from Represented to Non-Represented will provide a one-time enrollment opportunity to participate in Paid Time Off. Employees must complete and return to Human Resources a Paid Time Off (PTO) Election Form no later than two (2) weeks after the transfer date. If a form is received late or not submitted, the employee will automatically be enrolled in the Paid Time Off option. Employees with an original hire date of on or after January 10, 2023 transferring from represented to non-represented must participate in the Paid Time Off.

Accrual and Payment of PTO

Accruals are based upon paid hours (i.e. regular work hours, sick leave (if applicable), PTO, comp time used, holiday), excluding overtime, comp time earned/payouts, work back hours or other benefit payouts. Length of service determines the rate at which the employee will accrue PTO. PTO does not accrue while on unpaid leaves of absence, on workers compensation leave or through PTO cash outs upon termination. PTO is not eligible for any cash-out options during employment. PTO is only subject to a cash-out upon end of employment, retirement or death as provided herein.

Movement to Higher Multiplier:

Employees become eligible for the higher accrual rate based on the employee’s anniversary date/benefit eligible date as defined below.

Calculation:

Employees earn PTO for every hour paid (excluding overtime hours, comp time earned/payouts, work back hours or other benefit payouts) that an employee is paid during the pay period. Hours earned are added to the employee’s PTO bank on the first day of the next pay period. The hours are tied to a multiplier, based upon years of service (anniversary date or benefit eligible date) as defined below:

Miscellaneous Rule:

1. While PTO accumulates in hundredths of an hour, employees shall continue to mark their timecards in quarters of an hour.
2. If an employee requests to use PTO as a result of the death of a loved one, the employee shall at a minimum be approved PTO hours equivalent to the designated hours under the Dodge County Bereavement Leave of Absence Policy 210.6.

Accrual Limits

An employee’s accrued PTO shall not exceed 480 hours at any given time. Once an employee’s bank reaches the maximum 480 hours the employee will continue to earn hours which will be placed into an Emergency Sick Leave bank (see below).

Leave Banks

Extended Leave Bank (ELB): The Extended Leave Bank (ELB) is a bank of time separate from PTO and contains the hours that were previously earned under the traditional sick leave policy as of the date the PTO policy went into effect. This bank of hours is intended for use in situations where the employee is absent from work due to a medical necessity after a three (3) calendar day waiting period, and/or for Years of Service (Anniversary or Benefit Eligible Date) events qualifying under the Family and Medical Leave Act (FMLA). The hours in this bank are not transferrable to other employees.

Emergency Sick Leave Banks (ESLB): The Emergency Sick Leave Bank (ESLB) is a bank of time separate from PTO and contains the hours that were previously earned under the traditional emergency sick leave policy as of the date the PTO policy went into effect and/or employees who have reached 480 hours in the PTO bank as per above. These banked hours may be used if the employee has exhausted all other paid leave and the employee is under a verified physician's or chiropractor's care for serious illness or injury. Hours in the emergency sick leave bank will not be subject to any payout or payment provision. The hours in this bank are not transferrable to other employees.

Coordination with County Leave of Absence, FMLA and Worker’s Compensation

The County reserves the right to require substitution of paid leave, subject to any legal restrictions. An employee will be required to use PTO leave for unpaid leaves of including the Worker’s Compensation waiting period (typically 3-day waiting period) and for any Federal-only FMLA qualifying leave including, but not limited to, intermittent leaves. Please refer to Dodge County Policy #210 and #221.

Military Leave: Any County employee who is called to active duty as a result of membership of the National Guard or Military is considered to be on an unpaid leave of absence and will have their PTO banks frozen until such time as the employee returns to work and resumes earning PTO hours. Rules covering PTO accrual and usage shall apply to these employees.

Termination of Employment

PTO is intended to substitute paid leave for missed work time, and is not treated as a separate paid compensation benefit. Only in the following limited circumstances identified below for resignation or retirement will the County pay to an employee PTO when not used as a paid time off.

a) Qualifying Resignation or Voluntary Retirement: An employee who: (1) is not in their new hire orientation period and, (2) gives the required notice of termination as outlined in Policy #123-Resignations and Discharges, shall receive a PTO percentage payout as defined in the table above. The payout will be made on the employee’s final paycheck based on the employee’s base rate of pay. In all other circumstances, including when an employee is terminated, an employee shall not be eligible to receive a PTO pay out. Years of Service (Anniversary or Benefit Eligible Date)

An individual may be excused from the notice requirement because of compelling reasons as determined at the discretion of the Human Resources Director or County Administrator. The individual may appeal the decision of the Human Resources Director or County Administrator to the Human Resources and Labor Negotiations Committee. The appeal will be heard at the meeting immediately following the resignation/retirement date of the individual provided proper open meetings notice is given.

b) An employee cannot extend his/her last day of employment by use of any accrued benefit (i.e., PTO, vacation, compensatory time, etc.). Please also see Policy 201.2-Benefit Payout Upon Retirement or Termination.

c) Extended Leave Bank (ELB) payout at termination will be made as per Policy 214–Sick Leave.

d) Extended Leave Bank (ELB) conversion at retirement will apply to eligible employees. Eligible employees will receive a contribution into their Post Employment Health Plan (PEHP) account based on the hours in the ELB as defined by the Policy 214.1-PEHP policy.

e) Emergency Sick Leave Banks (ESLB) banks are for emergency use and not subject to any payout provisions.

f) Employees must have their final time sheet approved on the last day of employment and all termination pay must first receive verification from the Human Resources Department before any payments are made by the Finance Department.

Death

Upon the death of an employee, the employer shall pay to the estate any earnings due to the employee at the time of his or her death. Further, all accrued unused PTO and ELB which the employee may otherwise have been eligible to use will be converted to a qualifying death benefit and will be paid out in accordance to the table in the “Termination of Employment” section as defined above, will paid out as per Policy 214–Sick Leave or will be transferred to the PEHP account as defined by the Policy 214.1-PEHP policy if eligible.

Managing Employee Time-Off Under Two Programs

Managers shall review all applicable policies that govern each program. Human Resources should be consulted with any questions or need for clarification prior to approving time off under either program.

Paid Time Off / Vacation Scheduling: It is the responsibility of each department to establish procedures to ensure employees who have paid time off, and employees who remain under the traditional vacation leave, that requests are processed in a fair and equitable manner, with the understanding the priority is the efficient operation of the department.

I. PURPOSE

The purpose of this policy is to provide guidelines to employees who experience a work-related injury or illness.

II. POLICY

A. Eligibility for benefit continuation (ie health, dental, life, etc.) while receiving Workers Compensation benefits will be based on the employee’s leave status under Federal Family and Medical Leave Act (FMLA), State FMLA, and/or County provided Medical or General Leaves of Absence.

B. Benefit Accruals Benefits do not accrue (ie: vacation, PTO, sick, etc.) while receiving compensation from the County’s third-party Worker’s Compensation Administrator including but not limited to: paid time off (PTO), vacation, and sick time.

C. Worker's Compensation leave runs concurrently with Federal and State FMLA leave and/or County-provided Medical Leaves of Absence, if eligible, and is governed by the applicable Dodge County Policy.

D. Employees will be paid regular base wages on the date of injury when seeking medical attention, or if directed by a medical provider, excused from work until the next scheduled shift. If an employee does not seek medical attention on the date of injury or report back to work as instructed, the employee will be required to use available paid time (i.e. PTO, sick, vacation, comp time, etc.) or may take time as unpaid for time missed on the day of the injury and during any waiting period statutorily required.

E. Employees are not allowed to substitute any paid time off while receiving compensation from the County’s third-party Worker’s Compensation Administrator.

III. STANDARDS

A. Employees must report any work-related accident, illness, or injury to their immediate supervisor or the Employee Health Nurse (Clearview) no later than 24 hours after the occurrence. Employee, if able, will call the 24/7 Nurse Triage Line 833-507-8121 for all injuries, even if not seeking medical treatment. Instructions and a Physician’s Report will be provided to the employee from Human Resources. The Nurse Triage may also provide the Physician’s Report to the provider.

B. If an injured employee seeks medical treatment, they must provide medical documentation immediately after the appointment or as soon as possible thereafter regarding work status (including if employee is released to full duty) to Human Resources. See also section F.

C. Employees may use available sick leave, vacation, PTO or other paid leave to cover lost time not compensated by Workers Compensation benefits.

D. Immediately after seeing a medical provider for re-evaluations, the employee is to return a Physician’s Report to Human Resources or Workers Compensation Claim Adjuster.

E. Employee must keep Human Resources, Scheduling (Clearview), and their immediate Supervisor informed of their status including the following:

1. Date physician states return to work without restrictions.
2. Date physician states return to work with restrictions and a list of the restrictions.
3. Date of next re-evaluation date.
4. Any change in condition or referral to another physician/specialist.

F. Employees will return to work as scheduled.

G. The consequences for employees who do not meet the above responsibility will be as follows:

1. Employees who fail to report any work-related accident, illness or injury to the 24/7 Nurse Triage Line, their immediate supervisor, or the Employee Health Nurse (Clearview), will be subject to disciplinary action, up to and including discharge.
2. Failure to return from Workers Compensation status as scheduled will be subject to disciplinary action, up to and including discharge.
3. Employees who attempt to return without providing a fully completed Physician’s Report on or before the date of return will not be permitted to work, will be placed on unauthorized absence and be subject to disciplinary action, which may include discharge.
4. Employees who perform work duties outside of their work restrictions are subject to discipline, which may include discharge.
5. Employees who fail to notify/update Human Resources, Scheduling (for Clearview), and their immediate Supervisor of work status are subject to disciplinary action, which may include discharge.
6. Employees who are on unauthorized absence for three consecutive scheduled work days will be considered a voluntary termination.

H. Questions and comments regarding this policy may be directed to the Human Resources Department.

IV. OTHER

A. Dodge County uses a Third-Party Administrator to administer the self-funded Worker’s Compensation benefit.

B. Failure to properly follow outlined procedure could result in a denial of benefits.

C. Filing a false claim could result in discipline, up to and including discharge.

V. PROCEDURE See STANDARDS

VI. GUIDELINES

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I. PURPOSE

The purpose of the program is to supplement Dodge County’s normal recruiting activity and enhance the pool of diverse, qualified candidates available to hire for any full-time position.

II. POLICY

A. Definitions

1. Employee Referral Program i. This program is set up to help identify those skilled individuals who may not ordinarily apply to open positions through traditional channels and provides a system by which employees can be involved in the identification of candidates for positions and recognized for their efforts thereby.

ii. Employee referral is defined as recruitment method in which the current employees of Dodge County (including Clearview) are encouraged and rewarded for introducing suitable recruits from among the people they already know.

III. STANDARDS

A. Employee Referral Program

1. All Dodge County (including Clearview) employees will be eligible for the program with the exclusion of Department Heads and any other Supervisor/Manager in a direct hiring authority position.

2. The Human Resources Department will continue to oversee the hiring process of all candidates. Referred candidates will not be given preference over non-referred candidates.

3. If a referred candidate is hired, the employee who referred the candidate will qualify for $500 cash payout once the referred candidate successfully completes six (6) months of continuous full-time employment, as defined herein, as long as the referring employee is employed with the County and in good standing at the time. The referring employee will receive the cash incentive on the next paycheck following the referred employee’s completion of the required six (6) months of continuous full-time employment.

i. To be eligible to receive a bonus as a referring employee, the referred employee must:

a. Be employed by Dodge County when the bonus is paid on the bonus pay date, or, if no longer employed by Dodge County, all of the following conditions must have been met:

1. Separation must have been voluntary.
2. Termination by Dodge County is involuntary.
3. Employee must have given written notice at least 14 days prior to the last day of work (two-week notice period). For the purposes of this policy, the date the notice is given is not included in the 14-day notice period.
4. Employee must have worked the final two-week notice period with good attendance. For purposes of this policy, good attendance is defined as no instances of unexcused absence, unexcused tardiness, or vacation, sick or paid time off days (PTO) days taken without a doctor’s written excuse.

4. Bonus payments are subject to applicable Federal/State taxes and withholdings and will be paid in accordance with the County’s normal payroll practices. The referring employee is not eligible for the $500 referral payment until the referred employee successfully completes six (6) months of continuous full-time employment.

5. For purposes of calculating when an employee has completed six (6) months of continuous full-time employment under this Policy, the County shall not include any leaves of absence, whether protected or unprotected by state or federal law, that exceed three continuous scheduled work days (i.e., each continuous leave of absence ranging three consecutive scheduled work days or more will extend the time it takes Employee to achieve the (6) months of continuous full-time employment by the length of such continuous leave of absence).

6. The Referral Bonus will be charged to the department recruiting the candidate.

IV. PROCEDURE

A. Employee Referral Program

1. All referred candidates must complete a job application via the Dodge County website for review by the Human Resources Department.
2. Referred candidates must list the referring Dodge County/Clearview employee as a reference on their application.
3. In the event the same candidate is referred by more than one employee, the date of the earliest referral will govern.

V. GUIDELINES

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