Tulsa County Employee Handbook

TULSA COUNTY EMPLOYEE HANDBOOK

TULSA COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER EDITION REVISED NOVEMBER 2018

Table of Contents Section 1: INTRODUCTION ................................................................................... 1 1.1.

Purpose of Handbook ................................................................................. 1

1.2.

Changes and Additions ............................................................................... 1

1.3.

At-Will Policy ............................................................................................... 1

1.4.

Equal Employment Opportunity Policy ....................................................... 2

1.5.

Anti-Harassment Policy ............................................................................... 2

1.6.

Employee Records ...................................................................................... 4

1.7.

Personnel Records ..................................................................................... 4

1.8.

Ninety-Day Orientation Period .................................................................... 4

Section 2: GENERAL INFORMATION ................................................................... 6 2.1.

Code of Conduct: What We Expect from You .......................................... 6

2.2.

Performance Evaluation .............................................................................. 8

2.3.

Conflict of Interest ....................................................................................... 8

2.4.

Prohibited Outside Employment ................................................................. 8

2.5.

Release of Information ................................................................................ 9

2.6.

Drug and Alcohol Policy .............................................................................. 9 Overview ................................................................................................. 9 Drug and Alcohol Testing ........................................................................ 9 Definitions and Scope of Policy ............................................................ 11 Testing Methods and Collection Procedures ........................................ 12 Rights of Test Subjects ......................................................................... 13 Confidentiality ........................................................................................ 13 Disciplinary Action ................................................................................. 14 Employee Assistance Program (“EAP”) ................................................ 14

2.7

Smoking, Vaping and Tobacco Use ......................................................... 14

2.8.

Discharge .................................................................................................. 15

2.9.

Resignation/Job Abandonment ................................................................. 15

2.10. Keep Us Up-To-Date ................................................................................ 15 2.11. Remember Courtesy ................................................................................. 16 2.12. Limit Personal Visitors .............................................................................. 16 2.13. Restrictions on Personal Phone Calls ...................................................... 16 2.14. Solicitations ............................................................................................... 16 2.15. Concealed Weapons Policy ...................................................................... 17

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2.16. Attendance ................................................................................................ 17 2.17. Work Hours ............................................................................................... 18 2.18. Scheduling ................................................................................................ 18 2.19. Hiring of Relatives ..................................................................................... 18 2.20. Driving County Vehicles ............................................................................ 19 2.21. Employee Medical Examinations .............................................................. 20 2.22. Security Checks ........................................................................................ 21 2.23. Telephone Texting and Voicemail ............................................................ 21 2.24. Computers, E-Mail, Voicemail and the Internet ........................................ 21 Computer Use Policy ............................................................................ 22 Prohibited Communications .................................................................. 22 Access to Employee Communications .................................................. 23 Software ................................................................................................ 23 Violations ............................................................................................... 23 2.25. Third Party Information Inquiries ............................................................... 23 2.26. Tulsa County Grievance Resolution Procedure ....................................... 23 2.27. Job Posting Program ................................................................................ 24 Procedures ............................................................................................ 24 Section 3: COMPENSATION ............................................................................... 25 3.1.

Salary Increases ....................................................................................... 25

3.2.

Employment Status Definitions ................................................................. 25 Full-Time Regular Employee ................................................................. 25 Temporary/Seasonal Employee ............................................................ 25 Part-Time Employee ............................................................................. 25 On-Call Employee ................................................................................. 25

3.3. Employment Status Categories ................................................................

Classified Position .................................................................................

Non-Classified Position .........................................................................

3.4. Job Classification ......................................................................................

3.5. Job Grades and Salary Ranges ................................................................

3.6. Overtime ....................................................................................................

3.7. Pay Period .................................................................................................

3.8. Garnishments ............................................................................................

3.9. Travel Compensation ................................................................................

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26 26 26 26 26 26 27 27 28

Section 4: EMPLOYMENT BENEFITS ................................................................ 29 4.1.

Health Insurance ....................................................................................... 29 How to Enroll Dependents .................................................................... 29 Health Insurance During Extended Absences ...................................... 30

4.2.

457(b) and 401(a) Deferred Compensation Plan ..................................... 30

4.3.

Contributory / Non-Contributory Benefits .................................................. 30 Employee Contributory Benefits ........................................................... 30 Employer Contributory Benefits ............................................................ 31 Employer/Employee Contributory Benefits ........................................... 31

4.4.

Holidays .................................................................................................... 31

4.5.

Leave ........................................................................................................ 32

4.6.

Paid Personal Leave ................................................................................. 32

4.7.

Other Types of Paid Leave ....................................................................... 33 Jury Duty Leave .................................................................................... 33 Vacation Leave ...................................................................................... 34 Voting Leave (Election Time Off) .......................................................... 35 Funeral Leave ....................................................................................... 35 Military Leave (Paid) ............................................................................. 36

4.8.

Leaves of Absence Without Pay ............................................................... 36 Basic Rules of Unpaid Leaves of Absence ........................................... 36 Military Leave of Absence (Without Pay) .............................................. 37

4.9.

Workers’ Compensation ............................................................................ 37

4.10. Health Insurance During Absences .......................................................... 38 4.11. Family and Medical Leave Policy ............................................................. 39 Eligibility ................................................................................................ 39 Reasons for Leave ................................................................................ 39 Service Member Family Leave ............................................................. 40 Combined Leave Total .......................................................................... 40 Intermittent or Reduced Leave .............................................................. 40 Advance Notice ..................................................................................... 41 Medical Certification .............................................................................. 41 Recertification and Intent to Return ...................................................... 41 Notice of Rights and Duties ................................................................... 41 Reporting While on Leave ..................................................................... 41 Release to Return to Work .................................................................... 42 Return from Leave ................................................................................ 42

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Unpaid Leave ........................................................................................ 42 Key Employee ....................................................................................... 42 Workers’ Compensation ........................................................................ 42 Non-Discrimination ................................................................................ 42 Prohibited Outside Employment ........................................................... 42 4.12. Career Development ................................................................................. 43 Section 5: SAFETY RULES ................................................................................. 44 5.1.

Incident Reporting Standard ..................................................................... 44 On-the-Job Injury Reporting .................................................................. 44

5.2.

Immediate Medical Treatment for On-The-Job Injuries and Medical Emergencies ......................................................................................... 45

5.3.

Safety Rules for Employees ..................................................................... 46

TULSA COUNTY MISSION STATEMENT: Through its elected officials and employees, Tulsa County shall serve each citizen and visitor in the most efficient, courteous, and fiscally responsible manner using the highest standards of professionalism, integrity, and respect for others.

Where History and Progress Meet

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Employee Acknowledgment Form This Employee Handbook describes important information about Tulsa County. I understand that I should consult my manager or the Human Resources Director regarding any questions not answered in the Employee Handbook.

The information contained in the Tulsa County Employee Handbook applies to all employees of the Board of County Commissioners, and to employees in other departments to the extent determined by the applicable Elected Official, and is presented as a matter of information only. The contents of this handbook should not be interpreted as a contract between Tulsa County and any of its employees.

My employment with Tulsa County is at the sole discretion of the County and may be terminated with or without cause and with or without notice for any reason.

I have entered into my employment relationship with Tulsa County voluntarily and acknowledge that there is no specified length of employment. Accordingly, either I or Tulsa County may terminate the employment relationship at will, with or without cause, and with or without notice.

Furthermore, I acknowledge that the Employee Handbook is neither a contract of employment nor a legal document. I have received a copy of the Tulsa County Employee Handbook and I understand that it is my responsibility to read and comply with the policies contained in the Employee Handbook and any revisions made to it. I understand that it is my responsibility to routinely check with my supervisor, Human Resources and/or the intranet for any updates or changes to this handbook.

Acknowledgment of Receipt of Tulsa County Drug and Alcohol Policy This is to certify that I have received a copy of the Drug and Alcohol Policy (See Section 2.6 of this handbook) and I understand the contents of the policy and the reasons behind the policy. I agree to adhere to the terms of the policy as a condition of my employment, or as a condition of my continued employment.

Yo sé que si no entiendo las políticas, Tulsa County las traducirá al español. ______________________________________ Employee’s Signature

______________________________________ Employee’s Name (Printed or Typed)

____________________ Date

SECTION 1: INTRODUCTION 1.1. Purpose of Handbook This handbook was issued to inform at-will employees about the policies and regulations that guide their supervisor’s decisions regarding the conditions under which they work. It provides you with general information about Tulsa County’s employment policies, procedures, benefits, compensation and work rules. These guidelines will help you to know what is expected of you as an employee and what you may expect from Tulsa County as an employer.

This handbook is comprised of both general and specific policies and you may require additional information or explanation by your Elected Official, Division Director or the Human Resources Division. Please use your handbook as a reference when you have a question about working for Tulsa County.

1.2. Changes and Additions The County reserves the right to change, interpret, withdraw or add to any of the policies, benefits, or terms and conditions of employment, at its sole discretion, and without prior notice or consideration to any employee. Employees are expected to regularly review this handbook. None of the policies, benefits, terms or conditions of employment have been, or are required to be, approved by any employee or employee group. This document does not constitute an employment contract. An employee may be terminated at any time with or without cause and with or without notice at the option of the County or the employee. No representative other than an Elected County Official has any authority to enter into any agreement for employment for any specified period of time or to make any arrangement contrary to the employment at-will doctrine. The contents of the handbook may not reflect the full contents of a specific Board of County Commissioners employment policy.

If you have a question about a specific policy, you may request a copy of the policy from your supervisor or the Human Resources Division. This edition of the Tulsa County Employee Handbook supersedes any others previously distributed.

Please check the date of each policy when reviewing a situation, as policies are subject to routine changes. This handbook may be posted on the Tulsa County intranet. Employees are encouraged to check with their supervisor, Human Resources or on the intranet for changes and updates to this handbook.

1.3. At-Will Policy In entering into this employment relationship, it is important to understand the status of the employment relationship between Tulsa County and its employees.

Tulsa County offers no employment contracts nor does it guarantee any minimum length of employment. Just as any employee may terminate employment at any time, so may Tulsa County terminate an employee at any time, “at-will,” with or without cause, with or without notice. If you have any questions about the meaning of this at-will relationship, please contact a supervisor, a manager, or the Human Resources Division. No one except an Elected Official of the County has the authority whatsoever to alter this policy, or to make any policies which are different from or contrary to those expressed in this manual.

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1.4. Equal Employment Opportunity Policy Tulsa County is dedicated to providing an equal employment opportunity to all qualified individuals. It is the policy of Tulsa County to recruit, to employ, to compensate and to promote the most qualified persons for all classified positions within the divisions under the Board of County Commissioners and other participating County offices, solely on the basis of job-related qualifications and competency.

Therefore, it is the policy of the participating County offices, including all Board of County Commissioners divisions, that there shall be no discrimination against any individual because of race, color, sex, age, religion, national origin, ancestry, marital status, disability or political affiliation (except when such person advocates or belongs to an organization which advocates the overthrow of our constituted government by force or violence) with regard to all terms, conditions, eligibilities, and privileges of employment for all positions in the County.

The complete text of the County’s Equal Employment Opportunity Policy is available from the Human Resources Division.

1.5. Anti-Harassment Policy It is the policy of Tulsa County that harassment of its employee or applicants for employment, on the basis of race, color, age, disability, sex, religion or national origin is unacceptable conduct and will not be tolerated.

Tulsa County prohibits any form of protected status harassment that impairs an individual’s working ability or emotional well-being at work. Harassment prohibited because of protected status includes, but is not limited to:  Verbal conduct such as epithets, derogatory comments, slurs or unwanted sexual advances, invitations or comments.  Visual conduct such as derogatory posters, photography, cartoons, drawings or gestures.  Physical conduct such as assault, unwanted touching, blocking normal movement, or interference with work directed at you because of your sex or race or any other protected basis.  Threats and demands to submit to sexual requests in order to keep your job or avoid some other loss, and offers of job benefits in return for sexual favors.  Retaliation for having reported or threatened to report harassment.

Sexual harassment exists whenever an employee’s submission to an unwelcome sexual advance, request for sexual favor, or other verbal or physical conduct of a sexual nature is an explicit or implicit term or condition of employment, or whenever an employee’s submission to or rejection of the advance, request or conduct constitutes the basis of an employment decision affecting him or her.

Sexual harassment may also include conduct of a sexual nature which creates an intimidating, hostile, or offensive working environment, including but not limited to unwelcome sexual flirtations, advances or propositions, verbal abuse of a sexual nature, subtle pressure or requests for sexual activities, unnecessary touching of an individual, graphic verbal commentary about an individual’s body, sexually degrading words used to describe an individual, a display in the workplace of sexually suggestive objects or pictures, sexually explicit or offensive jokes, or physical assault.

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Any employee who feels that he/she is or has been the victim of harassment, including sexual harassment as described above, by any management official, employee, or any other person in connection with his/her employment at the County should immediately make a written or verbal report of the matter to a member of management, the Human Resources Director, a County Commissioner, other applicable Elected Official, or the County’s Employee Assistance Program (EAP). Also, employees who have information or knowledge that any other employee is the victim of illegal discrimination, including protected status harassment, must report the entire matter to a member of management, the Human Resources Director, a County Commissioner, other applicable Elected Official, or the EAP Program. Employees should not utilize the grievance resolution process outlined in Section 2.26 for violations of this policy.

At Tulsa County we have an Open Door Policy. Any employee who is not satisfied with the response of any member of management to their concerns and/or complaints should feel free to contact a member of senior management up to and including a County Commissioner or other applicable Elected Official.

Although employees may contact a member of senior management, a County Commissioner or an Elected Official, we encourage using the chain of command to resolve an issue. Employees who make a verbal report may be asked to document the report in writing, or to approve and sign written documentation prepared by Tulsa County. Any questions about this policy or potential harassment should be brought to the attention of management.

Employees should not assume that management is aware of alleged harassment.

The availability of this complaint procedure does not prevent individuals who believe they are being subjected to harassing conduct from promptly advising the offender that his/her behavior is unwelcome and requesting it to be discontinued.

Likewise, should they observe another employee acting contrary to this policy, they have an affirmative obligation to advise management.

Employees who have experienced conduct they believe is contrary to this policy have an obligation to take advantage of this complaint procedure. An employee’s failure to fulfill this obligation could affect his or her rights in pursuing legal action.

This policy also applies to the conduct of non-employees at work. In the event an employee is subjected to inappropriate conduct by a vendor, customer, a member of the public, or other similar non-employee, the employee should report the conduct to the employee’s supervisor, the Human Resources Director, a County Commissioner, other applicable Elected Official, another member of management, or the Employee Assistance Program (EAP). No employee is obligated to continue having contact with a vendor, customer, the public, or other similar nonemployee they find offensive.

Tulsa County will promptly investigate all allegations of harassment, including sexual harassment, in as confidential a manner as possible under the circumstances and take appropriate corrective action, up to and including termination of the offender, if warranted.

There will be no retaliation by Tulsa County or any of its officers or employees against any employee who makes a good faith report pursuant to this policy, even if it turns out after investigation that there has not been a violation of this policy.

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1.6. Employee Records Personnel files are the property of Tulsa County, and access is restricted subject to the Oklahoma Open Records Act. Only supervisors and management with a legitimate reason have access to these files. With reasonable advance notice, employees may review their own files in the presence of a manager. It is the responsibility of each employee to promptly notify the County of any changes in personal data, such as contact information, address, phone number, number of dependents, and other relevant information, including an emergency contact.

Copies of employee records will not be provided unless required by law.

1.7. Personnel Records Tulsa County maintains individual personnel files on all employees. The employee is responsible for notifying the Human Resources Division and Payroll office of changes in address, name, telephone number, marital status and dependent status.

The employee may process any changes in insurance or benefits through the Human Resources Division or the County’s Employee Self-Service (ESS) website when authorized.

Every Tulsa County employee is guaranteed access to his/her personnel file and the information contained within that file during normal work hours. However, it must be made clear that these records may be reviewed only in the presence of a representative designated by the Human Resources division or the applicable Elected Official. The employee may not, of his/her own discretion, mark up, change, remove, or in any way alter the data contained in his/her personnel file.

In order to make corrections in a personnel record file, the employee must first submit a formal request in writing to the Human Resources Division or the applicable Elected Official. If the request is granted, then the changes will be made by the Human Resources Division or the Elected Official/designee under the direction of the employee while the employee is present.

If the request for a correction is turned down, the employee may then request that his or her statement of disagreement with the personnel record be placed within the file. That statement of disagreement is to be a permanent fixture in the personnel record.

1.8. Ninety-Day Orientation Period All new or rehired employees will be required to complete an initial 90-day orientation period.

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During the 90-day orientation period, if an employee has three unscheduled absences – or a single “no-call, no-show” absence for one work day – the manager may decide to terminate employment.



Full-time regular employees do not become eligible for paid funeral leave (see Section 4.7) until after they have completed the 90-day orientation period.



During the 90-day orientation period, full-time regular employees are eligible to start accruing paid personal leave and vacation leave (see Sections 4.6 and 4.7), but no actual use of personal leave or vacation

leave is allowed until after the orientation period has been completed.

Any exception will require prior approval of the Elected Official or Division Director. ď‚&#x;

New or rehired employees who are in their 90-day orientation period do not have appeal rights through the County’s grievance resolution process. (See Section 2.26.)

Reemployment Former Tulsa County employees who are rehired are considered new employees.

Like other new employees, those who are rehired must complete an initial 90-day orientation period. For those in full-time regular positions, eligibility for insurance and other benefits, as well as personal leave, vacation and retirement credit will be based upon the new full-time regular employment date.

New Employee Orientation Session New and rehired employees will be required to attend an orientation session within 30 days of employment. During the orientation session, employee benefits, County policies and general information about the County is presented.

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SECTION 2: GENERAL INFORMATION 2.1. Code of Conduct: What We Expect from You Whenever a group of people work together, there must be standards of conduct and attendance for common guidance and efficiency. It is impossible to define in detail every standard for every circumstance.

If you have any questions about these standards of conduct and attendance, or about what to do or not to do in a situation, please contact your supervisor.

As a governmental agency, the success of Tulsa County depends to a great degree on our reputation for honesty and integrity. To earn the confidence of our community as a whole, each employee must avoid any personal or professional conduct which might conflict with the interest of the County.

Tulsa County is represented by its employees at all times. Each employee is expected to dress appropriately for the job. Supervisors will offer guidance as to proper attire. Supervisors may also establish special requirements for reasons of safety. Failing to observe established standards of dress may result in disciplinary action. The County relies on everyone to show high standards of integrity and professionalism. Common sense, cooperation and courtesy are expected in all dealings with fellow employees and the public.

All employees shall conduct themselves in a business-like manner. Employees engaging in unacceptable conduct are subject to disciplinary action up to and including immediate termination of employment. This list does not modify the at-will relationship between Tulsa County and its employees. Unacceptable conduct includes, but is not limited to, the following: 1. Insubordination, including but not limited to refusal or failure to perform work as assigned, or refusal or failure to comply with safety and health rules and regulations that could threaten or endanger the life or health of any employee or other person(s).

2. Threatened or actual physical violence.

3. Theft or unauthorized attempted removal of the property or material of Tulsa County or any employee or other party conducting business with Tulsa County. The employee will be subject to civil and criminal prosecution.

4. Violation of the Tulsa County concealed weapons policy.

5. Loafing or sleeping on the job.

6. Carelessness, neglect of duty, or disruption of the workforce and/or work operations.

7. Acceptance of any gifts, money, or special privileges given or accepted with the intent of influencing the employee’s job performance.

8. Spreading rumors/gossiping.

9. Harassment or ridicule of other employees, vendors, members of the public, or customers based on their race, color, national origin, sex, religion, age, disability or veteran status.

10. Possession, consumption, or being under the influence of alcohol, illegal or non-prescribed drugs or substances in the workplace or anywhere during the working or duty hours.

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11. Possession of unauthorized firearms, other lethal weapons, or explosives in the workplace.

12. Making false or malicious statements about a customer, employee, member of the public, or supervisor of the County.

13. Assault (verbal or physical) on members of the public, supervisory employees, or co-workers.

14. Horseplay, unsafe conduct or unsafe acts and interference with others.

15. Refusal to accept work assignment(s) or to comply with written or verbal instruction from a supervisor.

16. Violation of Tulsa County’s attendance policy.

17. Use of abusive language to a member of the public, employee, or supervisor and/or any other rude or offensive conduct in the workplace.

18. Recording another’s time, causing another employee to record time for him/her, or failing to record his/her time.

19. Negligence or carelessness resulting in danger, damage or loss to County property or that of fellow employees, and member of the public.

20. Falsification of records, reports or other documents.

21. Abandoning your job by walking off shift without the permission of your supervisor.

22. Engaging in any immoral, indecent or illegal act on County property or while on duty.

23. Misuse, disclosure or removal of original or duplicates of confidential County, employee or other such confidential information.

24. Failure to report loss or theft of County property.

25. Failure to report accidents/incidents involving the public, County property and/or County employees.

26. Excessive personal phone calls or outside visitors.

27 Violations of local, state, or federal laws or County policies and procedures.

28. Removal of County property from a County facility or job-site without specific approval of the supervisor.

29. Conviction of a felonious act(s) while a County employee. Suspension without pay may occur during formal investigation of charges.

30. Disqualification, loss of license or certification required for the performance of the job, or inability to perform essential job functions.

31. The use of County vehicles, County money, County property or County time for political purposes is prohibited. Political activity among employees, while not on duty, is strictly optional and voluntary, never as a condition of employment.

32. Other instances of improper conduct not specifically listed.

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2.2. Performance Evaluation Supervisors will regularly evaluate and discuss the employee’s job performance with him/her. This review is designed to be constructive for the employee and his/ her work unit, and has several purposes: 1. To ensure that the employee is familiar with the scope of his/her duties.

2. To provide specific feedback on the employee’s performance.

3. To rate the employee’s performance for the salary review process.

This meeting is an opportunity to talk face-to-face with the employee’s supervisor about the employee’s performance, strengths, and areas needing improvement.

However, employees should always feel free to discuss their performance with their supervisor.

New and rehired employees are evaluated as needed during their 90-day orientation period to determine if they are to be retained as County employees.

2.3. Conflict of Interest In limiting employees’ involvement in certain outside activities, we are not attempting to interfere in their personal lives, but rather we want to protect the best interests of Tulsa County and all of our employees. We cannot permit you to pursue activities which, in the judgment of Tulsa County, may be in conflict with the general welfare of Tulsa County or have the appearance of impropriety, or which might otherwise damage Tulsa County’s reputation, or interfere with our business or the proper performance of your duties.

Certain activities which obviously are not proper for employees include, but are not limited to, use of Tulsa County’s time, facilities or equipment to engage in another business or occupation, and any outside activity which results in your losing time from work, being distracted from work, or otherwise performing unsatisfactorily, or which could result in an appearance of conflict.

Kickbacks are prohibited. If you are offered a kickback or are aware of others being offered or accepting a kickback, you must immediately report it to your supervisor, a member of management, the Human Resources Director, a County Commissioner, or other applicable Elected Official.

2.4. Prohibited Outside Employment Tulsa County prohibits employees from performing paid or unpaid work for any outside enterprise, including the employee’s own business, if doing so would create the potential for a conflict of interest with the employee’s job duties or diminish public confidence in Tulsa County. (See Section 2.1.) This prohibition may only be waived, in writing, by the Division Director, Human Resources Director, County Commissioner or other applicable Elected Official. It is the employee’s responsibility to request the written waiver in advance, if there is any concern that the outside enterprise may present such a potential conflict.

Tulsa County also prohibits any employee using family medical leave (FMLA leave) due to the employee’s own medical condition from working as a paid employee for another employer during his or her regularly scheduled County work hours. (See Section 4.11.)

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2.5. Release of Information Government, state and media inquiries (including unannounced visits) are to be handled by authorized management representatives only. Unauthorized persons are not to give out information to outside parties on behalf of the County.

2.6. Drug and Alcohol Policy Tulsa County has a vital interest in maintaining a safe, healthy, and efficient working environment for all its employees. Drug and alcohol abuse is regarded as serious social and economic problems. Individuals under the influence of drugs or alcohol present safety and health risks to themselves and their fellow employees and have a detrimental effect upon high standards of performance and conduct.

Policy Overview Accordingly, Tulsa County has adopted this policy, which is applicable to applicants, employees and contractors. Under this policy, the following conduct is prohibited: 

Use, possession, sale, purchase or transfer of illegal drugs by employees or contractors while on the job, or while on Tulsa County property.



Use or possession of alcohol or illegal drugs while operating Tulsa County vehicles or equipment.



Consumption, possession or sale of alcoholic beverages on Tulsa County property unless expressly authorized by the Board of County Commissioners.



Being under the influence of alcohol or illegal drugs while on the job, or while on Tulsa County property, or at the time of testing during the hiring process.



Working while under the influence of a legal drug, if safety is compromised, or if job performance is significantly affected.



Abuse of legal drugs while on the job, including, but not limited to, distribution, abusive use, or selling.

In addition to the above prohibitions, any employee convicted under a criminal drug statute for violations occurring in the workplace must inform Tulsa County of such conviction within five (5) days of the date of conviction.

Tulsa County recognizes drug or alcohol dependency as treatable conditions.

Tulsa County provides an Employee Assistance Program (“EAP”), which assists employees who seek counseling or treatment for drug or alcohol abuse or other personal behavioral problems. Employees experiencing drug or alcohol abuse problems are strongly encouraged to seek assistance through the EAP before safety or performance problems occur.

Drug and Alcohol Testing To enforce this policy against drug and alcohol use in the workplace, Tulsa County may require an individual to undergo a test for drugs and/or alcohol under the following circumstances:

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Testing of applicants: Applicants for certain job positions will be required to undergo testing for drugs and alcohol upon receiving a conditional offer of employment. Individuals will be notified when applying for a position with Tulsa County if the position requires drug and alcohol testing. If testing is required, the individual may request a copy of this policy, upon the receipt of a conditional offer of employment. A refusal to take the test or a confirmed positive test will result in withdrawal of the conditional offer.



Other testing: Current employees and contractors may be requested or required to undergo testing for drugs and/or alcohol in the following circumstances: 1. When Tulsa County has a reasonable suspicion that an individual has engaged in conduct prohibited by this policy.

2. When Tulsa County has a reasonable suspicion that an individual has sustained a work-related injury or Tulsa County’s property has been damaged as a direct result of the use of drugs or alcohol by an employee or contractors.

3. If you are selected Tulsa County will not waive the testing of any individual selected under the random testing mechanism. (Random testing where the basis for selection is a method that results in an equal probability that any single individual from a group of persons subject to the selection process will be selected.)

4. The County employees, who may be required to undergo drug or alcohol testing on a random selection basis, are listed below: Police or peace officers, or employees with drug interdiction responsibilities, or employees who are authorized to carry firearms, or employees who are engaged in activities which directly affect the safety of others, or employees who work in direct contact with inmates, or working in direct contact with juvenile delinquents or children in need of supervision.

5. The County may request or require an employee to undergo drug or alcohol testing if the test is conducted as a routine part of a routinely scheduled employee fitness-for-duty medical examination, or is scheduled routinely for all employees in the following job categories: Employees who are police or peace officers, employees who have drug interdiction responsibilities, employees who are authorized to carry firearms, employees who are engaged in activities which directly affect the safety of others, or employees who work in direct contact with inmates, or working in direct contact with juvenile delinquents or children in need of supervision.

6. Without prior notice for a period of up to two (2) years from the date of the individual’s return to work following a confirmed positive test or following participation in a drug or alcohol dependency treatment program under an employee benefit plan and/or undertaken at the request of Tulsa County.

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Definitions and Scope of Policy  Alcohol: For purposes of this policy, the term “alcohol” means ethyl alcohol or ethanol. An individual is considered to be “under the influence of alcohol” if the individual has a confirmed positive test for alcohol. 

Illegal drugs: For purposes of this policy, the term “illegal drug” means the following drugs and their metabolites, unless they are specifically prescribed for the employee’s personal use by a licensed practitioner: 1. Marijuana; 2. Opiates/synthetic narcotics including codeine, hydromorphone, meperidine, methadone, propoxyphene, heroin, and morphine;

hydrocodone, oxycodone,

3. Cocaine; 4. Phencyclidine (PCP); 5. Amphetamines including amphetamines, methamphetamines, methylenedioxyamphetamine, methylenedioxymethamphetamine, and phentermine; 6. Barbiturates including amobarbital, butalbital, pentobarbital, and secobarbital; 7. Benzodiazepines including diazepam, chlordiazepam, alprazolam, and clorazepate; 8. Methaqualone; and 9. Drugs for which the United States Division of Health and Human Services has established an approved protocol and positive threshold level.

The trade and/or common names for some of these drugs include, but are not limited to, “Pot,” Cannabinoids, Hycodan, Dilaudid, Demerol, Percocet, Percodan, Darvon, “Coke,” Benzoylecgonine, Pep, “Angel Dust,” D-amphetamine, D-methamphetamine, Amytal, Fiorinal, Nembutal, Seconal, Valium, Librium, Xanax, Tranxene, and “Quaalude.”

Individuals subject to a drug test under this policy may be tested for one or more of these drugs. A confirmed positive test result will be considered “use” and/or being “under the influence” of the drug. 

Legal drug: The term “legal drug” means prescribed drugs and overthe-counter medicines that have been legally obtained and are being used in the recommended dosage and for the purposes for which they were prescribed or manufactured.

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Employees subject to policy: Employees of Tulsa County shall be subject to this policy. The term “employee” means a person who is employed by Tulsa County on a regular or temporary basis in a full-time or part-time status. Drug or alcohol testing required by and conducted pursuant to federal law or regulation is exempt from the provisions of this policy.

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Reasonable suspicion: In this policy, the term “reasonable suspicion” means a belief that an individual is using or has used drugs or alcohol in violation of Tulsa County policy drawn from specific objective and articulable facts and reasonable inferences drawn from those facts in light of Tulsa County management’s experience. The belief may be based upon, among other things, the following items: 1. Observable phenomena such as the physical symptoms or manifestations of being under the influence of a drug or alcohol while at work, or on duty, or the direct observation of drug or alcohol use while at work or on duty.

2. A report of drug or alcohol use while at work or on duty, provided by reliable and credible sources and which has been independently corroborated.

3. Evidence that an individual has tampered with a drug or alcohol test during the individual’s employment with Tulsa County.

4. Evidence that an individual is involved in the use, possession, sale, solicitation or transfer of drugs while on duty, or while on Tulsa County’s premises or operating a Tulsa County vehicle, machinery or equipment.

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Confirmation test: In this policy, the term “confirmation test” refers to retesting a specimen to check a previous positive result. If an individual tests positive on a drug or alcohol test, a confirmation test will be conducted on the same sample. If the confirmation test result is positive, the individual will be considered to have a confirmed positive test result.

Testing Methods and Collection Procedures The testing will be during or immediately after the individual’s regular work period and will be treated as work time for purposes of compensation and benefits for current employees. Tulsa County will pay all costs of testing required by Tulsa County, including confirmation tests. Tulsa County will provide transportation for current employees, if the testing is conducted at a location other than the workplace. If an individual requests a retest of a sample in order to challenge the results of a confirmed positive test, the individual is responsible for the costs of the retest unless the retest reverses the findings of the challenged confirmed positive test. In such a case, Tulsa County will reimburse the individual for the costs of the retest.

Samples will be collected only by individuals who are qualified by the Oklahoma State Board of Health or other designated regulatory body at designated collection site facilities. Urine samples will generally be used for all tests for drugs. The County does reserve the right to use hair or saliva testing if it deems appropriate for drug use. Breath or saliva samples will normally be used for the initial test for alcohol, and breath or blood samples will normally be used for the confirmation test for alcohol. Urine samples may be used for alcohol tests in some situations for rehabilitation and post-rehabilitation tests. Samples will be collected and tested with due regard to the privacy of the individual being tested.

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A representative of Tulsa County will not be allowed to directly observe an individual in the process of producing a urine sample. However, collection methods will be in a manner reasonably calculated to prevent substitutions or interference with the collection or testing of reliable samples. A sample will be collected in sufficient quantity to provide for any subsequent independent analysis in the event of a challenge of the test results of the main specimen. The authorized collection site staff will be responsible for maintaining the chain of custody forms upon receipt of a specimen. Handling and transportation of specimens from one authorized individual or place to another will be documented on the chain of custody form.

Testing will be done at laboratory facilities that are licensed by the Oklahoma State Board of Health or other designated regulatory body to perform drug or alcohol testing. The testing facility will be responsible for maintaining and documenting that the proper chain of custody is assured for all samples while in the possession of the testing facility. If the analysis of an initial test results in a positive finding, a confirmation test will be conducted. Confirmed positive test results will be sent by the testing facility to the medical review officer designated

by Tulsa County. The medical review officer will notify the individual of the test results and arrange for any further testing requested by the individual.

Management and supervisors are to restrict conversations concerning possible violations of this policy to those persons who are participating in any questioning, evaluation, investigation or disciplinary action, and who have a need to know about the details of the investigation.

Rights of Test Subjects In conjunction with a drug or alcohol test, an individual has the right to provide notification of any information which he or she considers relevant to the test, including identification of currently or recently used prescription or nonprescription drugs, or other relevant information.

An individual has the right to explain, in confidence, the test results.

An individual has the right to inspect and copy Tulsa County’s records of his or her test results and related information. Tulsa County may collect a reasonable charge for the copying of the records.

If the individual’s test is confirmed positive on a drug or alcohol test, the individual has the right to challenge the results by requesting a retest of the sample.

Confidentiality All test results and related information are confidential records and will be kept separate from the individual’s other personnel records. The records, including those of the testing facility, will not be used in any criminal, civil or administrative proceeding, except in those actions brought by Tulsa County or in any action involving the individual tested and Tulsa County, or unless the records are ordered released pursuant to a valid court order.

Tulsa County will not release an individual’s records to any person other than to the individual or to those persons authorized by law, unless the individual expressly grants Tulsa County permission in writing to release the records following receipt of the test results, or pursuant to a valid court order.

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Disciplinary Action If an employee or contractor tests positive on a drug or alcohol test, Tulsa County may temporarily suspend or temporarily transfer the individual to another position while awaiting confirmation by way of a second test on the same sample.

If a positive test result is confirmed by a confirmation test, Tulsa County may take any disciplinary action against the individual, up to and including discharge of the employee, or the barring of a contractor from further work for Tulsa County.

Tulsa County may take similar disciplinary action against an individual who refuses to undergo a drug or alcohol test.

Subject to applicable State and/or Federal law, an employee discharged on the basis of a refusal to undergo drug or alcohol testing or a confirmed positive test result may be considered to have been discharged for misconduct for purposes of unemployment compensation benefits and may be disqualified from unemployment benefits.

As in all cases of job‑related problems, concerns or questions relating to Tulsa County’s drug and alcohol policy should be referred to the Human Resources Division.

Employee Assistance Program (“EAP”) Tulsa County maintains an EAP which assists employees who suffer from drug or alcohol abuse and other personal/behavioral problems in securing professional help. An employee should seek such assistance from the EAP before drug or alcohol problems lead to disciplinary action, which may include termination.

The employee’s decision to seek professional help will not be used as the basis for disciplinary action, and will not be used against the employee in a disciplinary proceeding. On the other hand, using the EAP will not be a defense against the imposition of disciplinary action.

2.7. Smoking, Vaping and Tobacco Use All Tulsa County buildings and vehicles are nonsmoking and tobacco-free locations. (The only exceptions that may be granted are for County Jail inmates and County Shelter residents; no exception applies to employees.)

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Smoking, vaping (using e-cigarettes and similar devices), and/or tobacco use by employees is prohibited indoors at all times and under all circumstances.

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Employees legally allowed to do so may smoke, vape or use tobacco outdoors when at least 25 feet away from County building entrances and exits.

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While on duty for Tulsa County, employees in all locations, including those that are not County property, must abide by any smoking, vaping and/or tobacco use rules posted at the location and must cease smoking or vaping if requested to do so while in the presence of another person.

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County employees who use smoking, vaping or tobacco products on County property or when on duty in any location are responsible for safely and cleanly disposing of all waste products.

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Supervisors and managers are expected to correct any violations by employees, visitors or others who fail to follow the nonsmoking and tobacco-free policy within their areas.

Violation of the nonsmoking and tobacco-free policies will result in disciplinary action, which may include termination of employment.

2.8. Discharge The County reserves the right to discharge any employee at any time with or without cause, and with or without notice.

The Code of Conduct (see Section 2.1) and other parts of this handbook do not constitute an express or implied contract of continued or future employment for the employee, nor do they guarantee the employee any procedure such as reprimand, warning, or probation. Furthermore, the County reserves the right to evaluate each instance of misconduct to determine the severity of the corrective action, and what the County will impose, up to and including discharge.

Because the County’s relationship with employees is on an “employment at will” basis (see Section 1.3), circumstances may also arise where an employee’s employment is terminated by the County for reasons unrelated to misconduct.

Upon termination of employment, all County property such as office equipment, tools, keys and County documents and materials must be returned to the County, and any money owed to the County must be repaid.

2.9. Resignation/Job Abandonment The County will consider an employee to have voluntarily terminated employment if the employee resigns from the County, either verbally or in writing, or commits job abandonment by:  Failing to return at the completion of an approved leave of absence; or  Being absent for two consecutive workdays without contacting the supervisor for approval (“no-call, no-show”); or  Walking off the job during the work shift without supervisory permission.

2.10. Keep Us Up-To-Date Up-to-date, personal information is necessary for a number of reasons, including ensuring the administration of your employee benefits. It is your responsibility to notify Tulsa County promptly of any change in your address, telephone number, e-mail address and/or W-4 information. The County’s Employee Self-Service (ESS) website, accessible from most internet-connected computers, must be used to make these types of updates; consult your supervisor for details.

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2.11. Remember Courtesy We view service to the public and other County employees as one of our most important responsibilities. You are expected to help us carry out this policy by extending every courtesy and all assistance necessary, not only to the public but your fellow employees as well. If someone asks you for assistance that you are unable to give, refer them to your supervisor or another appropriate resource for help.

2.12. Limit Personal Visitors You should limit your visitors while at work. While much of our property is used by the general public, you should report any non-employee in restricted areas of County property immediately to management.

2.13. Restrictions on Personal Phone Calls Personal phone calls in the workplace are permitted at management discretion; however, they should be limited, and preferably made during lunch periods and breaks. Personal calls which interfere with work duties, are deemed excessive by management, and/or otherwise violate County policies will lead to disciplinary action up to and including termination.

Personal long distance calls and any other costs associated with non-business calls charged to Tulsa County are the responsibility of the employee and must be promptly and fully reimbursed.

Employees driving on the job must never use a hand-held cell phone, tablet device, laptop or other computer equipment or mobile communication device while the vehicle or equipment is in motion, other than for communication necessary to perform job functions. This applies to County-owned vehicles and automotive equipment at all times, as well as to personal vehicles when being driven on County business. (See Section 2.20.)

2.14. Solicitations No employee may distribute non-work related literature, or other materials during working time or in working areas. This rule is established for the purpose of preventing interference with work. Non‑employees may not solicit employees or distribute literature on the County’s premises at any time.

Solicitations for charitable causes must have prior written approval from management. If charitable solicitations are approved by Tulsa County management, contributions made or not made by employees will not affect employment decisions.

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2.15. Concealed Weapons Policy Tulsa County wishes to maintain a work environment that is free of firearms, weapons, explosives, and other dangerous materials. To achieve this goal, Tulsa County prohibits the possession, transfer, sale, or use of the following items on its premises with the exception of properly secured firearms in a locked vehicle only as allowed by state law: ď‚&#x; All types of firearms, switchblade knives and knives with a blade longer than four inches; ď‚&#x; Dangerous chemicals, explosives and ammunition.

Nothing in this policy is meant to violate state or federal laws that supersede this policy. Other objects carried for the purpose of injuring or intimidating other people may be considered dangerous items. This prohibition includes all concealed handguns, even if the individual has a valid license to carry a concealed handgun. Employees of the Sheriff’s office must follow their guidelines specifically set out regarding weapons.

Desks and other storage devices may be provided for the convenience of employees, but remain the sole property of Tulsa County. This also includes vehicles parked on Tulsa County property. Accordingly, they, as well as any containers or articles found within them, can be inspected by any member of management, at any time, with or without prior notice. Containers may include, but are not limited to, any packet, package, purse, briefcase, toolbox or lunch container. Containers are subject to search whether or not they are locked. Tulsa County has the right to search containers whether they are locked by a device provided by Tulsa County or by the employee.

If any employee observes any dangerous item on County property, the employee is under a duty to report such item to Tulsa County management. Violations of this policy will result in discipline up to and including termination.

2.16. Attendance Tulsa County expects regular and prompt attendance from employees. Excessive unscheduled, unpaid or unexcused absences; tardiness; and leaving the job early without prior supervisory approval are all unacceptable. If the rate is excessive, regardless of cause, the employee may be subject to disciplinary action up to and including discharge.

A written release from a physician specifying the dates of disability and return to work date may be required before returning to work after absences of three (3) or more consecutive work days.

Employees are expected to personally notify their supervisor within one (1) hour of the beginning of their assigned shift if they are going to be absent from or late to work. Notification requires direct contact with their supervisor or designee and not leaving a message with other individuals. Notification must be made by the employee, not another person. This notification is required for each day absent unless it is understood by your supervisor that you will be absent for a certain number of days. Employees are responsible for knowing their appropriate call-in numbers for both regular hours and off-hours.

An employee who is denied permission to take a day off and proceeds to be absent will be considered to have abandoned his/her job.

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2.17. Work Hours Each employee shall be assigned a schedule of working hours: for example, 8:00 a.m. - 5:00 p.m., 8:30 a.m. - 5:00 p.m., 4:30 p.m. - 12:30 a.m., etc. The work schedule may be changed at any time to meet the needs of Tulsa County or the business operations of the County.

The length and scheduled start time of a lunch period may vary according to the scheduled hours of the office and the working requirements.

Lunch periods are not paid. The provision of break periods and/or their scheduling are at the discretion of management and may be dictated by work demands.

2.18. Scheduling Multiple shifts or overtime schedules may be required as determined by management. Tulsa County will give as much advance notice as possible when it is necessary to schedule multiple shifts or overtime. Refusal to work overtime may result in discipline up to and including termination.

It is the employee’s responsibility to check the schedule to verify their work assignment.

2.19. Hiring of Relatives It is County policy that an employee may not supervise another employee to whom they are related in any of the following ways:  Spouse  Parent  Legal guardian  Brother-in-law  Grandchild  Nephew

 Child  Step-parent  Brother  Sister-in-law  Uncle  Niece

 Step-child  Parent-in-law  Sister  Grandparent  Aunt  First cousin

This means that relatives of employees may not be hired for any position that would result in one such relative’s having direct authority or significant influence over decisions about the other’s:      

Promotions; Compensation; Daily work assignments; Performance evaluations; Disciplinary actions; and/or Leave requests.

Should marriage occur between employees that results in a potential violation of the above policy, both employees have an affirmative duty to promptly advise management of their marriage. If it is confirmed that the employees’ relationship results in a policy violation, and if no other acceptable resolution consistent with the policy is implemented, one of them must transfer, resign, or accept a demotion within a 45-day period.

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A supervisor is responsible for immediately updating the Human Resources Division about relationship changes and conflicting hiring issues as soon as they become apparent. Any employee or supervisor who fails to follow this policy or advise Human Resources of a change in relationship will be subject to discipline up to and including termination.

2.20. Driving County Vehicles 1. Only those employees who possess a County Vehicle Use Permit and are otherwise authorized may drive County vehicles. New employees hired for a driving position must obtain a County Permit within six months of starting employment. Employees must successfully complete a County-approved defensive driving course to qualify and must requalify every three years.

2. Employees must be at least 18 years of age to drive a County vehicle and must present proof of current motor vehicle insurance. A copy will be kept for County files. County vehicle operators must routinely update the supervisor when there is a change in insurance status.

3. Drivers of County vehicles must have an Oklahoma driver’s license currently valid for the type of vehicle being driven. Tulsa County may run a motor vehicle records check on driving employees. Employees’ consent to this records check is a required prerequisite to receive a County Vehicle Use Permit.

4. County vehicles may only be used for County business. All personal use, including but not limited to commuting between home and work, is strictly prohibited unless it has been specifically authorized in writing by the employee’s department head as beneficial for Tulsa County. The employee will be responsible for paying applicable income taxes for the fringe benefit value of any authorized personal use of a County vehicle.

5. Clients of County offices and agencies may ride as passengers when necessary for purposes of approved County business. People who are not Tulsa County employees are otherwise expressly prohibited from driving or traveling in County vehicles or riding in personal vehicles with an employee engaged in County business without prior authorization from management.

6. The driver and all passengers must wear seat belts at all times.

7. Drivers may not eat, drink, smoke, use electronic cigarettes, or use tobacco while operating County vehicles. (Smoking, vaping, and tobacco use are prohibited in or on any County vehicle at all times by all persons; see Section 2.7.)

8. Drivers may not use hand-held cell phones, tablets, laptops and similar devices while operating a vehicle that is in motion, other than for communication necessary to perform job functions.

9. Drivers are responsible for obeying all traffic safety laws and all other applicable laws and regulations.

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10. Drivers are responsible for paying any traffic tickets that they receive while driving County vehicles. Passengers who are ticketed are also responsible for paying any fines they receive. Tulsa County may revoke the driving privileges of ticketed drivers.

11. Drivers involved in an accident must call the police, advise if emergency medical assistance is needed, and cooperate with authorities.  Officers’ names and agencies should be noted.  Authorities’ questions should be answered cooperatively and truthfully, but statements accepting liability should be avoided.  The supervisor should be phoned as soon as possible and a Vehicle Accident Report must be turned in to department management within 24 hours when possible.  Exception: In very minor vehicle accidents (those involving no medical treatment, only minor cosmetic damage limited just to the County’s vehicle, and no foreseeable claim being filed), it is generally acceptable for the employee to report the accident to the supervisor with a detailed memo within the following 24 hours.

12. Drivers are responsible for checking the condition of the vehicle before driving, including but not limited to the mirrors, tires, and lights.

Any cargo that might otherwise fall or blow off must be appropriately secured and any items which extend beyond the vehicle must be flagged and otherwise transported safely and legally.

13. Employees must never drive a vehicle that is not in proper working condition. Immediately report all problems with a County vehicle to the Garage Supervisor, Highway Garage Supervisor or Human Resources Director.

14. Drivers should always make sure that a copy of the County insurance status form is in the glove compartment.

15. Employees must report any citations received while driving a County vehicle or another vehicle being driven on County business.

16. Employees whose state driving privileges are suspended or revoked will also have their County Vehicle Use permit revoked and be required to take a refresher defensive driving course before potential reinstatement. Employees may also be required to complete the remedial defensive driving course in cases of traffic violations or other violations of vehicle use policies.

Violation of any of these or other applicable vehicle usage policies may result in loss of the privilege to drive for Tulsa County and/or other disciplinary action, up to and including termination.

2.21. Employee Medical Examinations To help ensure that employees are able to perform their duties safely, medical examinations may be required.

After a conditional employment offer has been made to an applicant for a designated job category, a medical examination may be performed at Tulsa

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County’s expense by a health professional of Tulsa County’s choice. The offer of employment and assignment of duties is contingent upon satisfactory medical examination results.

Current employees who are returning from a medical leave in excess of three (3) working days or after an injury accident requiring medical attention may be required by Tulsa County to provide a medical release to return to work.

2.22. Security Checks In order to ensure that contraband, drugs, weapons and other unauthorized or illegal substances or materials to be used for illegal purposes do not enter Tulsa County premises, Tulsa County vehicles, and other facilities, and to further ensure that tools, files, equipment, products, materials, substances and other property of Tulsa County are not being removed from our premises and other facilities without our authorization, Tulsa County reserves the right, in its discretion, to question, inspect, and search any employee or other person before they enter or leave any of these locations.

This policy also applies to any employee while on County business, whether or not on County property, along with any packages or other items that the employee may be carrying. All vehicles, lockers, containers, briefcases, handbags, and other parcels and personal belongings of employees thus are subject to inspection and search by Tulsa County or it’s designated outside investigators at any time. These procedures are necessary for the safety, health and security of everyone at Tulsa County and the protection of our property and facilities. Submission to and compliance with these rules is a condition of your continued employment.

2.23. Telephone Texting and Voicemail Inappropriate or offensive texting, offensive voicemail or any other offensive telephone use may subject an employee to disciplinary action, up to and including termination.

2.24. Computers, E-mail, Voicemail and the Internet Use of County or personal computers during working hours should be limited to legitimate business purposes. Certain employees of this County are granted the privilege of accessing the internet via the County’s computers. Internet access is intended to be for business-related purposes.

Personal internet access to content or materials that are of an offensive nature, including violent, culturally offensive materials that violate the County’s antiharassment policy, pornographic or obscene materials, may subject an employee to discipline, up to and including termination. This also includes the opening of e-mail whether solicited or not and the forwarding of same to any person whether an employee of the County or not. Materials covered by this restriction include, but are not limited to, documents, messages, jokes, images, cartoons, programs and software. If you receive such e-mail, please contact your supervisor, Division Director or the Human Resources Division.

All County computers are primarily for business use only. Any inappropriate use, as determined by management, will be grounds for discipline, up to and including

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termination. Non-business related internet and/or e-mail access during business hours on County computers, as determined by management, may subject an employee to discipline, up to and including discharge.

To ensure compliance with County policies, the County retains the right to monitor all use of the County’s computers, including all use of the internet and all documents and e-mail, whether initiated through the County from our offices or a remote location, including a home location. Although passwords, user ID’s and similar measures are provided for confidentiality, employees are put on notice that they should not have the expectation of personal privacy with respect to any file, e-mail, document, attachment, program, voicemail, or other material contained within the County’s computers. All employees, by their use of the County’s computers, consent to monitoring and auditing of their use of the computers. Business-related communications should be retained in accordance with the County’s document retention policy.

Passwords are a critical part of information and network security. Passwords serve to protect user accounts, but a poorly chosen or improperly protected password, if compromised, could put the entire network at risk. As a result, all employees of the County are required to take appropriate steps to ensure that they create strong, secure passwords and keep them safeguarded at all times.

No employee is to give, tell, or hint at their password to unauthorized persons, including administrators, superiors, co-workers, friends and family members under any circumstances. If someone demands your password, refer them to this policy or have them contact the IT Division.

Computer Use Policy All software used on the County’s computers will be properly licensed and controlled.

Under no circumstances should a County computer be connected to a “bulletin board” or any other outside service that could create an opportunity for a “virus” to be loaded into the computer. New software and upgrades may only be loaded on a County computer by a member of IT. Employees’ personally owned computers are not to be connected to the County internal network without prior approval of IT. Prohibited Communications Electronic media cannot be used for knowingly or negligently transmitting to another person, retrieving or storing any communication that is:

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Discriminatory or harassing;

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Derogatory to any individual or group;

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Obscene, sexually explicit or pornographic;

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Defamatory or threatening;

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In violation of any license governing the use of software;

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Engaged in for any purpose that is illegal or contrary to County policy or business interest; or for any other use not approved by the County.

Access to Employee Communications Electronic information created and/or communicated by an employee using email, word processing software, utility programs, spreadsheets, voicemail, telephones, cell phones, internet and bulletin board system access, and similar electronic media may at any time be reviewed by the County. Employees should not assume electronic communications are completely private. Accordingly, if they have sensitive information to transmit, they should use other means.

The County routinely gathers logs for most electronic activities or monitors employees’ communications directly, e.g., telephone numbers dialed, sites accessed, call lengths, and times at which calls are made.

The County reserves the right, at its discretion, to review any employee’s electronic files and messages to the extent necessary to ensure electronic media and services are being used in compliance with the law, this policy, and other County policies.

Software To prevent computer viruses from being transmitted through the County’s computer system, unauthorized downloading of any unauthorized software is strictly prohibited. Only software registered through the County may be downloaded. Employees should contact the system administrator if they have any questions.

Violations An employee who violates this policy or the spirit of this policy, or abuses the privilege of their access to e-mail or the internet in violation of this policy, will be subject to corrective action up to and including termination of employment, legal action, and criminal liability.

2.25. Third Party Information Inquiries Employees other than designated spokespersons for Tulsa County should not respond to inquiries from third parties including but not limited to the press or media, whether they are about other employees or County business. Third party inquiries should be directed either to the Human Resources Division, if they are about specific employees and their work histories, or to the County Public Information Officer.

2.26. Tulsa County Grievance Resolution Procedure The County recognizes that from time to time in our workplace, grievances arise between different employees and supervisors. In an effort to make the workplace a positive place for everyone, the County has developed a Grievance Resolution Procedure. Grievances covered by this procedure should relate to issues involving such things as compensation, hours, work performance, work conditions or other employee behavior. This Grievance Resolution Procedure is meant to address issues involving alleged violations of specific established policies, rules, or procedures. This Grievance Resolution Procedure is specifically not intended to deal with complaints or concerns regarding harassment or discrimination as discussed in Section 1.5.

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In a grievance resolution, all concerned parties shall avoid publicizing any dispute or issue prior to the final resolution of that grievance. All parties participating in the Tulsa County Grievance Resolution Procedure shall make an earnest effort to resolve such grievances according to the Grievance Resolution Procedure.

Appropriate forms for this procedure may be obtained from Human Resources.

2.27. Job Posting Program Tulsa County’s Job Posting Program provides employees with advance notification of employment opportunities within the County before candidates from the outside are considered.

If employees have a satisfactory or better rating on their last performance evaluation, they may apply for either a promotion or a lateral transfer (same pay grade) any time after completing six (6) months in the current position.

Job opening notices are posted regularly in the Human Resources Division and are also sent throughout the County and posted on the County’s intranet site.

Procedures 1. Open positions are posted the next work day after being received in Human Resources and remain posted seven (7) days for internal applicants.

2. Employees may apply for a posted position by completing and submitting a new Employment Application to Human Resources.

Access to an Online Application is available on both the County’s intranet site and the County’s public website.

3. Employees may apply for one position at a time, but may withdraw an earlier application to apply for a different position which has been posted.

4. Employees may apply through Human Resources for any position for which they believe they are qualified.

5. Outside applicants may be recruited and screened during this period, but the consideration of such outside applicants must wait until the expiration of the seven-day period.

6. Employees working within the area where a job opening exists are usually, but not always, best qualified for the opening due to their knowledge of the division. However, transfers/promotions across division lines do occur.

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SECTION 3: COMPENSATION County offices strive to maintain a balanced compensation program applicable to all employees clearly relating to the skill, responsibility, experience and knowledge requirements of each position, performance of assigned duties, and competitive pay rates and salary ranges within the industry and operational area for comparable work.

3.1. Salary Increases There are several methods by which an employee may receive a salary increase:  Upon re-evaluation of the position, if the pay grade level is raised.  Upon completion of a routine performance evaluation, if recommended by the supervisor.  Upon promotion to a higher pay grade level.  After reaching the maximum of a pay grade, a longevity increase may be given after two years, if recommended by the supervisor and approved by the Board of County Commissioners or the Elected Official.

All salary increases are subject to budget restrictions.

Due to longevity and performance increases, an employee may reach the maximum salary for a position. The employee who reaches the maximum salary may receive a written performance evaluation, but no salary increase. If there is a salary chart revision or a reclassification of the position, the employee may again be eligible for salary increases.

3.2. Employment Status Definitions Full-Time Regular Employee An employee who works in excess of 30 hours per week on a consistent basis.

New-hire employees in full-time non-temporary/seasonal positions become regular employees effective on the first day of active employment. Full-time regular employees are eligible to enroll in group insurance and for all other Countyapproved benefit programs for which they qualify.

Temporary/Seasonal Employee An employee who works full-time for a specified length of time, not to exceed six months, and is paid a monthly rate. Temporary/Seasonal employees are not eligible for group insurance or other County approved benefit programs.

Part-Time Employee An employee who works 30 hours per week or less, and is paid an hourly rate.

Part-time employees are not eligible for group insurance or other County approved benefit programs.

On-Call Employee An employee who works only as needed and is paid an hourly or daily rate. Oncall employees are not eligible for group insurance or other County-approved benefit programs.

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3.3. Employment Status Categories Classified Position A County employment position for which the formal description has been established through application of the County Human Resources Division’s task analysis factors. The resulting profile determines the pay grade for the classified position.

Non-Classified Position An administrative staff position that may not participate in an established salary program because the position is exempted by state law or deferred from participating by an Elected Official.

3.4. Job Classification A listing of all job titles, corresponding categories, pay grades, and minimum, midpoint, and maximum salaries, is maintained by the Human Resources Division for the Board of County Commissioners’ divisions.

Job classifications and the related information are subject to change at any time and changes are made known to all divisions affected.

3.5. Job Grades and Salary Ranges As each position under the Board of County Commissioners is evaluated, it is assigned to a pay grade by Human Resources professionals. Each pay grade is assigned a salary level with a minimum and a maximum salary to be paid within the grade.

3.6. Overtime All positions are classified as either exempt or non-exempt under the provisions of the Federal Wage and Hour Law. Employees in exempt positions are normally not eligible for overtime payments. Employees in non-exempt positions are eligible for overtime pay if the work is authorized.

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Job descriptions will state the position’s exempt or non-exempt status and be available to employees and applicants upon request.

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Overtime hours are those hours worked in excess of 40 hours in any one workweek.

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Non-exempt employees who are required to work overtime must complete an Employee Overtime Option Agreement before the work is performed and select to be paid a cash overtime payment or to receive compensatory time.

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Holidays shall be counted as time worked toward calculating overtime.

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Vacation and personal leave taken shall not be counted as time worked toward calculating overtime.

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No compensatory time may be accrued by any employee without prior approval of their supervisor. The maximum compensatory time accumulated may not exceed 240 hours. The accumulation and use of compensatory time is on a fiscal year of March 1 through the last day of February.

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All compensatory time on the books for non-exempt employees, as of the last day of February, shall be given to non-exempt employees in the form of pay and cleared off the books. This payment will be made on the March payroll.



The rate of overtime compensation will be calculated at the current rate of the job being performed when an employee enters an overtime status.



Overtime will be paid in the pay period following the pay period in which that overtime occurs.



Exempt non-management employees who work more than 40 hours per week may receive one hour of compensatory time for each hour worked.



Exempt employees are not eligible to receive a cash payment for overtime worked.



When a non-exempt employee terminates employment with Tulsa County, the employee shall receive a cash payment for all overtime hours on record on the next scheduled pay period.

3.7. Pay Period Tulsa County pays its full-time regular employees on the last work day of each month. Temporary/seasonal, part-time and on-call employees may be paid on an alternate schedule determined by management, such as biweekly.

The payroll statement provides a regular accounting of the employee’s earnings and deductions. Full-time regular employees may access and print their recent pay information, and may initiate adjustments in some types of withholding and other payroll information, through the County’s Employee Self-Service (ESS) portal online. Questions concerning payroll matters should be directed to the employee’s supervisor, the department’s accounting staff, or the Payroll office.

3.8. Garnishments The processing of garnishments causes administrative expense to Tulsa County and unwanted deductions to an employee’s compensation.

Tulsa County believes that an employee’s private debts are the business of the employee, and Tulsa County does not want unnecessary involvement in an employee’s private business affairs. Employees are strongly advised to conduct their private business in a manner that will not involve Tulsa County as their employer.

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3.9. Travel Compensation Conditions of compensated travel include: 

Travel that occurs during your actual scheduled work hours and is specifically directed by, or is for the direct benefit of, the County.



Travel that occurs outside of your actual scheduled work hours and is specifically directed by, or is for the direct benefit of, the County.

Conditions of non-compensated travel include:

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

Travel from your home to your assigned place of work is generally not subject to compensation.



Travel from your assigned place of work to your home is generally not subject to compensation.

SECTION 4: EMPLOYMENT BENEFITS 4.1. Health Insurance You will be eligible for coverage under the existing health insurance plans of Tulsa County the first day of the month following one month of full-time regular employment. All new-hire employees will need to attend a new-hire orientation session, during which benefits information will be provided. New-hire employees will have 31 days (from their hire date) to enroll into benefits. If you fail to enroll when eligible, you will not be able to enroll until the next open enrollment period.

How to Enroll Dependents Eligible dependents are defined as follows:  Spouse: Your current legal spouse as recognized by federal law and Oklahoma law (including common-law marriage). A legally separated or ex-spouse is not an eligible dependent.  Child(ren) up to age 26: Your biological child, your legally adopted child, your stepchild, or a child for whom you or your spouse have been appointed as a legal guardian by a valid court order.  Disabled Child: An unmarried child of any age who otherwise falls into one of the categories of eligible children in the preceding paragraph and who, due to a mental or physical disability, is unable to earn a living and is solely dependent on you for support or maintenance.

Required Dependent Documentation is as follows:  Spouse: Marriage Certificate or Certificate of Common Law Marriage and one of the following documents to support that the marriage is still current (document must include the spouse and an address matching the employee’s address on file): (1) Page 1 and the signature page of the employee’s most recent Federal Income Tax Return or e-mail confirmation of Certificate of Filing; or (2) A legal or financial document dated within the past six months, such as a mortgage statement, home equity loan, lease agreement, automobile registration, credit card or bank account statement, utility bill, or property tax document.  Child up to age 26: Birth Certificate (issued by the state or vital records office), listing the employee as parent.  Adopted Child up to age 26: Certificate of Adoption, Petition to Adopt (court documents) signed by a judge and Birth Certificate.  Legal Guardianship of Child up to age 26: Court Order signed by a judge verifying legal custody of the child; or Medical Support Order issued by a state agency.  Disabled Child: You must submit the required document(s) for one of the dependent child categories above as proof that the adult dependent is your child or the adult child of your spouse or common-law spouse. In addition, a Disabled Dependent Eligibility form, along with a physician’s statement, is required annually and must be approved by the medical insurance carrier. Contact the County Human Resources Division for further details.

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All Required Dependent Documentation must be submitted by the employee as follows: 1. Review the definition of an eligible dependent earlier in this section to confirm the dependent(s) you plan to enroll meet the eligibility requirements.

2. Obtain the required documentation as described earlier in this section for each eligible dependent you plan to enroll for coverage.

3. Submit all required documents to familydocs@tulsacounty.org.

4. Retain a copy of all documents for your records.

Health Insurance During Extended Absences During any period of extended absence when the employee is not otherwise receiving a paycheck from which premiums must be withheld, the employee will have to make an arrangement with Tulsa County to pay health insurance premiums. Failure to pay health insurance premiums will result in cancellation of coverage. (See Section 4.10 for further details.)

4.2. 457(b) and 401(a) Deferred Compensation Plan Tulsa County currently offers a 457(b) and 401(a) Deferred Compensation Plan to eligible employees. The funds that are contributed by you and by Tulsa County are deposited in your plan. Funds invested in the employee’s accounts are managed by the employee and grow tax-deferred until withdrawn after retirement or separation from employment.

You will be eligible for enrollment in the 457(b) and 401(a) Deferred Compensation Plan the first day of full-time regular employment.

4.3. Contributory / Non-Contributory Benefits Tulsa County offers a generous benefit package for full-time regular employees.

The benefits are divided into contributory and non-contributory areas.

Employee Contributory Benefits 1. Vision Insurance.

2. Flexible Spending Accounts.

3. Cancer Insurance.

4. Accident Insurance.

5. Critical Illness Insurance.

6. Group Basic Life and Optional Life Insurance.

7. Group Accidental Death and Dismemberment Insurance.

8. Short-Term Disability Insurance.

9. Long-Term Disability Insurance.

10. Identity Theft Protection Plan.

11. Deferred Compensation.

12. Employees Federal Credit Union.

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Employer Contributory Benefits 1. Holidays.

2. Personal/Sick Leave.

3. Jury Duty Leave.

4. Vacation Leave.

5. Voting Leave (Election Time Off).

6. Funeral Leave.

7. Military Leave.

8. Workers’ Compensation Benefits.

9. Unemployment Insurance Benefits.

10. Voluntary Pre-Tax Benefit Plan (Section 125).

11. 401(a) Deferred Compensation Matching Plan.

12. Post-Employment Health Plan (PEHP Sections 105-106).

Employer/Employee Contributory Benefits 1. Health Insurance.

2. Dental Insurance.

3. Group Life Insurance.

4. Disability Insurance.

5. Tulsa County Employees’ Retirement System (TCERS).

6. Parking.

7. Education Assistance Program.

8. FICA. Tulsa County reserves the right to change, interpret, withdraw or add to the benefit package at its sole discretion and without prior notice or consideration to any employee. None of the benefits have been or are required to be approved by any employee or employee group.

4.4 Holidays Holidays shall be approved and posted every January. Holidays may include: New Year’s Day Independence Day Martin Luther King, Jr.’s Birthday Labor Day Presidents’ Day Veterans’ Day Good Friday Thanksgiving Day and the Friday after Memorial Day Christmas Day Holiday pay is given to all full-time regular employees who are in a paid wage status and work the scheduled work day preceding and following the holiday or who are on approved paid leave on both of those days. Employees on unpaid leave the work day before or after the holiday, or who have any status other than full-time regular employment, are not eligible for holiday pay.

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Full-time regular employees whose work schedule or assigned duties require that they work on a holiday shall receive an alternative paid day off for that holiday.

Full-time regular employees whose regularly scheduled day off falls on a holiday shall also receive an alternative paid day off for that holiday.

A paid holiday is not considered a part of an employee’s vacation time or personal leave. If an employee is sick the scheduled work day before or after the holiday, a doctor’s statement may be required by the supervisor for the employee to receive holiday pay.

4.5. Leave Tulsa County provides several types of leave benefits to full-time regular employees. All uses of leave benefits require approval of the employee’s supervisor, in advance whenever possible.

4.6. Paid Personal Leave Starting on the first day of full-time regular employment, County employees begin to accrue personal leave. Personal leave is accrued at the rate of eight (8) hours per month on a pro-rata basis calculated in accordance with the number of hours in a non-overtime paid status in any given payroll period.

Personal leave may be taken for:  Personal or family illnesses or injuries.  Emergencies.  Personal business which cannot be handled outside normal working hours.  Medical and dental appointments.  Funerals other than those of immediate family members or to extend the three-day standard funeral leave for immediate family (see Section 4.7).  Work-related disability of three days or less (may also be used in conjunction with temporary total disability to supplement workers’ compensation pay).  Military duty, if eligible (see Section 4.7).

Basic rules for the use of personal leave are:  Use of personal leave hours is not allowed until after the 90-day orientation period has been completed. Any exception will require prior approval of the Elected Official or Division Director.

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

For absence due to illness or emergency, the employee must personally notify the supervisor within one hour of the beginning of the work shift or, if the illness or emergency occurs during a work shift, prior to leaving the workplace. (If the employee is genuinely unable to comply due to the nature of the illness/emergency, verbal notice must be made as soon as conditions allow, and may initially be given by someone else, such as a family member.)



For all other uses of personal leave, the employee must have permission of the supervisor at least one day in advance.

Failure to provide timely notice and obtain advance permission in accordance with the above rules may result in appropriate disciplinary action.

A supervisor may require the employee to present: 

A signed doctor’s note or a prescription bearing the date of the absence if an absence from work is for a medical or dental appointment.



A signed doctor’s statement if an employee is absent from work for three or more consecutive working days due to medical reasons.

Employees may not use personal leave until it is registered as accrued, except managers may optionally allow use of leave based upon work already completed in the current pay period that has not yet been registered as accrued in the leave reporting system.

Leave benefits may be used only for intended and approved purposes and may not be used as an extension of or substitution for vacation periods.

Abuse of personal leave, including but not limited to habitual tardiness, excessive absences, interference with quality or quantity of work product or other abuses may lead to disciplinary action up to and including discharge.

Personal leave may be accumulated to a maximum of one thousand and forty (1,040) hours, but the County is prohibited from paying employees for accumulated personal leave. Any time an employee reaches the maximum limit, the employee will stop accruing more personal leave, to the extent that accruing more would cause them to go over the limit. Any over-limit personal leave, and any unused personal leave at the time of separation from employment, will be lost and uncompensated to the employee.

4.7. Other Types of Paid Leave In addition to accrued personal leave, full-time regular County employees are eligible to use the types of paid leave listed herein for approved purposes. When properly requested and used, these leave benefits are in addition to and without effect upon the employee’s accrued personal leave.

Jury Duty Leave Jury duty is a matter of civic obligation. Tulsa County provides a plan enabling full-time regular employees to perform this obligation without loss of income, provided proper procedures are followed.

Employees having any status other than full-time regular employment, but who receive a jury duty summons, will be granted unpaid leave for jury service, subject to the same notice and accountability requirements as for full-time regular employees.

The employee must provide a copy of the jury summons showing the date(s) of the summons to the supervisor five (5) working days before beginning jury duty service. Full-time regular employees receive full pay while on jury duty without charge against the employee’s accrued personal leave. The employee is required to immediately return to work when dismissed from jury duty.

Supervisors may require the employee to provide documentation of actual hours served on jury duty before jury duty leave is paid or absence is excused.

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Vacation Leave Each month, full-time regular County employees are eligible to earn vacation leave in prorated (fractional) amounts for each hour they work in their full-time regular position. Employees also earn vacation while using most types of paid leave, but not while in an overtime or “docked” (unpaid absence) status. Vacation is also not earned any time it would cause the employee’s total unused vacation balance to go over permitted limits.

When monthly payroll is run, leave balances are updated with amounts newly accrued or used, based on departments’ reports sent to the Payroll office a few days before the month’s end. These updates are current as of the date sent to payroll.

Vacation cannot be used until after it is accrued, except managers may optionally allow use of time already earned in the current pay period that has not yet been registered as accrued in the leave reporting system. Use of vacation must be scheduled and approved in advance by the supervisor. Final approval is at the discretion of the Elected Official and/or Division Director.

Use of vacation is not allowed until after the 90-day orientation period has been completed. Any exception will require prior approval of the Elected Official or Division Director. Approval of vacation may be based on seniority and workloads, and may be denied at a particular time by Tulsa County due to business reasons.

Any employee who is denied vacation but later fails to report for work during the requested vacation period may be deemed to have abandoned their position.

Employees are encouraged to use vacation in the same year when it is earned, and to take at least 40 hours consecutively per year. However, vacation may optionally be accumulated for later use up to the employee’s maximum permitted limit.

Both the hourly rate for earning vacation and the maximum limit the employee may accumulate are based on completed years of continuous full-time regular employment. Vacation leave is earned starting the first day of full-time regular employment and is accrued as follows: Completed Period of Eligible to Earn * Continuous FT Regular Service Per Month | Per Year

Maximum Accrual Limit

0-60 months (Yrs. 1-5)

10 hours | 120 hrs. (15 days)

240 hours

61-120 mos. (Yrs. 6 through 10)

12 hours | 144 hrs. (18 days)

288 hours

121-240 mos. (Yrs. 11 through 20) 13.33 hrs. | 160 hrs. (20 days)

320 hours

241+ mos. (Yrs. 21 and above)

400 hours

16.67 hrs. | 200 hrs. (25 days)

* The actual vacation individual employees earn may sometimes be less than shown due to such things as unpaid absences reducing their eligible earning hours, or reaching their maximum accrual limit, and so forth.

As shown above, there is a maximum limit in the amount of unused vacation that may be accumulated at one time. The maximum is two times the number of hours that the employee is currently eligible to earn per year and is strictly enforced.

Any exception will require prior approval of the BOCC Chair in the case of County Commission division employees, or approval of the applicable Elected Official for their employees.

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Any time an employee accumulates the maximum limit, the employee will stop earning more vacation, to the extent that earning more would cause them to go over the limit. Any over-limit vacation that the employee could otherwise have earned will be lost. To avoid this happening, employees need to regularly look at the vacation balance shown on their monthly payroll statements and, if getting close to the maximum limit, should promptly request and use enough vacation to receive their next accrual. Due to paycheck process timelines, vacation not taken until late in the month may not reduce an employee’s accrual balance until the following month’s payroll is run.

Upon voluntary resignation, discharge or layoff, the employee will receive pay for all unused accumulated vacation leave.

Employees on workers’ compensation temporary total disability may use vacation leave, if available, to supplement workers’ compensation pay as long as the combined amounts received for workers’ compensation and vacation and/or personal leave do not exceed an employee’s base pay.

Voting Leave (Election Time Off) Tulsa County encourages all of its employees to participate in the election of government leaders and to vote on issues presented to the public. Generally, the hours for the polling places in Oklahoma begin prior to the normal work day and extend beyond the normal closing time. Tulsa County expects its employees to vote either before or after work.

If you are a full-time regular employee whose work hours on election day will make it impractical for you to vote in person before or after duty hours, in an election in which you are eligible to vote, then you will be granted two hours of time during the period when the polling location is open in which to vote and will not be subject to loss of compensation or any other penalty for absence, as long as you notify your supervisor either orally or in writing of your intent to be absent at least one day prior to the election.

Employees having any status other than full-time regular employment, but whose work hours on election day make it impractical to vote before or after duty hours, will be granted up to two hours of unpaid leave to vote on election day if sufficient prior notice is given to enable the supervisor to arrange to cover the employee’s duties. At the supervisor’s discretion and depending on work needs, more than two hours of unpaid leave to vote may be granted.

Funeral Leave After completing the 90-day orientation period, in the event of a death in a fulltime regular employee’s immediate family, the employee will receive three (3) days of paid funeral leave per occurrence.

Immediate family for funeral leave purposes includes, and is limited to, the employee’s spouse, child, child’s spouse, brother, sister, parent, parent-in-law, stepparent, step-child, legal guardian, grandparent, grandchild, brother-in-law, and sister-in-law.

The employee may be required to provide verification acceptable to the supervisor before funeral leave is paid or the absence(s) is (are) excused.

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Military Leave (Paid) Paid military leave is provided, within specified limits, for employees who have completed at least one year of full-time regular County employment and who are required to report for military duty (including examinations, drills, training and/or emergency obligations) as a member of any U.S. Armed Forces Reserve component or National Guard unit. The employee must immediately submit both a copy of the military orders and a request for leave to the supervisor.

Paid military leave is provided to eligible full-time regular employees at their base rate of pay for the length of their active duty obligation up to a maximum of twenty-three (23) working days in each consecutive twelve-month period. If the employee’s period of obligation exceeds 23 working days, the remainder of the military leave shall be without pay.

Paid military leave of absence is in addition to any paid leave accruals for which the employee may be eligible. Thus, if the military obligation exceeds 23 working days in a twelve-month period an eligible employee may request and may be approved to use any accrued personal leave, vacation time and/or compensatory time, causing the applicable accrual balance(s) to be reduced accordingly. No other type of leave other than those stated may be used to extend the paid military leave benefit beyond 23 working days.

Any employee granted a military leave of absence will be re-employed in accordance with all applicable federal and state laws.

Except as provided above, military leaves of absence are granted without pay.

(Further information is provided under “Leaves of Absence without Pay” in Section 4.8.)

4.8. Leaves of Absence Without Pay Basic Rules of Unpaid Leaves of Absence An unpaid leave of absence may be granted to full-time regular Tulsa County employees in situations that require their absence from work for an extended period of time. A leave of absence request will be considered on the basis of the reason for the leave and the employee’s job performance and length of service. A request for leave of absence without pay may be approved for: 

Family and Medical Leave (see Section 4.11).



U.S. Military Service (see below).



Assisting another governmental or public agency.



Workers’ compensation leave (see Section 4.9).



Other reasons considered justifiable by the Elected Official or Division Director.

A leave of absence must be requested in writing and submitted as far in advance as possible. Advance approval is required before beginning a leave of absence.

Tulsa County may require employees to provide medical certification from a physician or other licensed health care provider as support documentation for leave requests. The employee is required to exhaust all available accrued paid leave benefits before an unpaid leave of absence begins.

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A leave of absence is not considered a break in continuous service with the County. However, while on unpaid leave, employees are ineligible for holiday pay and do not accru e additional personal leave or vacation leave. Unpaid leave also is not counted as credited service time in calculating Tulsa County Employees’ Retirement System benefits, unless otherwise specified by approved TCERS policies and procedures and/or as required by law.

The anniversary date of the employee is unchanged by a leave of absence.

Performance increases in salary will be deferred until the employee returns to work at the end of the leave of absence.

All unpaid leaves of absence shall either have a stated ending date or continue at the discretion of Tulsa County. Tulsa County may require periodic documentation as support for an employee’s continued leave of absence. The County may terminate this leave at any time.

Failure to report to work upon expiration of the approved period of leave may result in disciplinary action up to and including termination of employment.

Military Leave of Absence (Without Pay) Any employee who enters active duty with any branch of the U.S. Armed Forces of the United States will be granted a military leave of absence without pay.

Any employee who has not completed at least one year of full-time regular employment with Tulsa County and who is a member of any U.S. Armed Forces Reserve component or National Guard unit will be granted a military leave of absence without pay for all required military duty (including examinations, drills, training and/or emergency obligations). Employees in this category with one year or more of full-time regular employment with Tulsa County are eligible for paid military leave. (See Section 4.7.)

Any employee granted a military leave of absence will be re-employed in accordance with all applicable federal and state laws.

Any employee receiving orders to report for military duty must immediately submit both a copy of the military orders and a request for leave to the supervisor.

4.9. Workers’ Compensation All Tulsa County employees are fully and immediately covered by the State of Oklahoma Administrative Workers’ Compensation Act. 1. Employee’s Responsibility in case of an Accidental Injury or Occupational Disease: If accidentally injured or affected by an occupational disease arising out of and in the course of employment, however slight, the employee must notify his/her supervisor immediately. Unless notice is given to the employer or medical treatment is rendered within thirty (30) days of injury, any claim for compensation may be forever barred.

An employee’s written accident report must be submitted to the Human Resources Division within seventy-two (72) hours of the

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accident or, if this is not possible, then as soon as possible thereafter and no later than when the employee returns to work.

The supervisor must submit a separate written incident report to the Human Resources Division within twenty-four (24) hours from notification of the employee’s injury.

2. Lost work time in qualifying cases in excess of three (3) calendar days will be covered by Oklahoma State workers’ compensation temporary total disability (TTD) payments. The employee may use their accrued personal and/or vacation leave, if any, to supplement the loss of wages during the 3-day waiting period and to offset the difference between TTD income and regular base salary that would have been received from Tulsa County during the pay period.

3. If an on-the-job accident occurs and medical attention is required: The employee must immediately notify his/her supervisor that an accident has occurred. The supervisor must inform the Human Resources Division as soon as possible.

If the employee’s life is endangered, the employee is to be taken to the closest medical facility. If an injured or ill employee must be transported by ambulance, the supervisor or another County representative will follow the injured employee.

If the employee’s condition is not life-threatening, the employee will be driven by the supervisor or another County representative to an authorized medical center as identified on the Tulsa County intranet website. An injured employee shall not be allowed to drive himself/herself to the medical facility.

(Also see Sections 5.1 and 5.2.)

4.10. Health Insurance During Absences Tulsa County currently provides health insurance coverage for full-time regular employees and their dependents (see Section 4.1). Premiums for the coverage are paid through payroll deduction. Refer to the plan summary for details regarding coverage, eligibility, waiting periods, and cost.

During any period of absence when an employee’s monthly County income will not be enough to cover required premium payments through payroll deduction, employees are required to make arrangements with the Human Resources Division to pay their share of the premiums. Failure to make premium payments when not otherwise receiving a paycheck from which they can be deducted will result in termination of coverage. This includes, but is not limited to, persons on FMLA (see Section 4.11) and workers’ compensation leave (see Section 4.9).

An employee is no longer eligible for coverage as of the later date he or she is no longer actively at work, ceases to be in a “paid status” and/or has exhausted FMLA. However, should the treating physician provide a written statement that

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the participant will ultimately be released to return to work, additional weeks of eligibility for coverage will be granted based on length of service: 1 year through 5 years

Additional 2 weeks

6 years through 10 years

Additional 4 weeks

11 years through 20 years

Additional 6 weeks

Over 20 years

Additional 8 weeks

The employee could be off due to a family member’s serious health condition, once the employee ceases to be in a “paid status” and has exhausted FMLA, he/she should be removed from active employee status and offered COBRA. The date coverage is lost will be the “Qualifying Event Date” for COBRA. After termination of coverage, a COBRA notice will be provided and arrangements for continuation of coverage can be made pursuant to COBRA regulations.

4.11. Family and Medical Leave Policy This family and medical leave policy is intended to comply with the requirements of the Family and Medical Leave Act of 1993, as amended (“FMLA”). Except as otherwise provided for a serious health condition qualifying for both workers’ compensation and FMLA, Tulsa County has elected to require employees to use any form of accrued leave to run concurrent with FMLA leave until it is exhausted, after which any remaining FMLA leave will be unpaid.

Eligibility To be eligible for paid or unpaid leave under this policy, you must have been employed at the County for at least twelve (12) months and must have worked at least 1,250 hours during the previous 12-month period. Eligible employees may take up to 12 workweeks of unpaid leave (or up to 26 weeks in the case of care for a service member as discussed below) within a 12-month period and be restored to the same or an equivalent position. Tulsa County has chosen to define the FMLA 12-month eligibility period to be measured forward from the date an employee is initially placed on FMLA. Reasons for Leave If you are eligible for leave, you may be entitled to a total of twelve weeks of unpaid leave during the above-defined twelve-month period because of: 

The birth of a child;



Placement of a child for adoption or foster care;



The need to care for a spouse, child or parent with a serious health condition;



Your own serious health condition which prevents you from performing your duties; or



Any qualifying exigency (as defined by the U.S. Department of Labor) arising out of the fact that the spouse, 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 U.S. Armed Forces in support of a contingency operation.

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Both men and women are eligible to take leave for the birth or placement of a child. At the end of the 12-month period following the birth or placement of your child, you are no longer eligible to take leave.

If both spouses in a legal marriage work for the County, then they are entitled to take only a combined total of 12 workweeks of leave during a 12-month period for the birth or placement of a child or to care for a parent with a serious health condition.

Service Member Family Leave An eligible employee who is the spouse, son, daughter, parent, or next of kin of a covered service member shall be entitled to a total of 26 workweeks of leave during a 12-month period to care for the service member. The leave described in this paragraph shall only be available during a single 12-month period. A “covered service member” means a member of the U.S. 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. For purposes of this paragraph only, the term “serious injury or illness” means an injury or illness incurred by the member in the line of duty on active duty in the U.S. Armed Forces that may render the member medically unfit to perform the duties of the member’s office, grade, rank, or rating.

Combined Leave Total If an eligible employee qualifies in the applicable 12-month period for leave to care for a service member and leave for one of the other purposes described above, that employee shall be entitled to a combined total of 26 workweeks of leave. If both spouses in a legal marriage work for the County and are eligible for service member family leave, then they are entitled to take only a combined total of 26 workweeks of leave during the single 12-month period.

Absence from work because of a job-related injury which qualifies as a serious health condition will be counted as part of FMLA leave and shall be subject to all the same policies and procedures as FMLA leave.

Intermittent or Reduced Leave Generally, FMLA leave must be taken all together and may not be split into smaller periods. However, if an intermittent or reduced leave schedule is medically necessary because of your serious health condition or the serious health condition of a spouse, child or parent (or nearest blood relative in the case of service member leave) and the health care provider certifies that it is medically necessary, you may be granted leave on an intermittent or reduced leave schedule. This means you may work fewer days per week than normal or work fewer hours per workday than normal. Whether or not there is medical necessity, leave for the birth or placement of a child may be taken on an intermittent or reduced leave schedule.

When an intermittent or reduced leave schedule is allowed you must attempt to schedule your leave so as not to disrupt work operations. Additionally, management may require you to temporarily transfer to an available alternate position for which you are qualified that provides equal pay and benefits and which better accommodates the intermittent or reduced leave schedule.

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Advance Notice Ordinarily, you must provide management with at least thirty (30) days’ notice of your intent to take leave, to the extent such notice is possible. At the time of your notice, you will be asked to prepare a written Request for Leave Form which must be returned to management. If you do not give the required notice, management may refuse to start your leave until thirty (30) days after the date you first gave notice of your need to take leave.

In the case of leave arising out of the fact that the spouse, 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 support of a contingency operation, the employee shall provide such notice to the County as soon as is reasonable and practical.

Medical Certification If requested by management, you will be required to submit a medical certification from a health care provider supporting your request for leave due to your own serious health condition or to care for your spouse, child, parent, or nearest blood relative in the case of service member leave. Management will provide you with a form that your health care provider must complete. Ordinarily, you must return the form to management within fifteen (15) days from the date you receive the form. If you do not provide the requested medical certification within the required time, management may refuse to start your leave until you provide the health care provider certification.

If management determines that a second medical opinion is required, management may, at its own expense, require you to obtain a second opinion from a health care provider designated by the County. If the first and second opinions do not agree, management may, at its own expense, require you to obtain a third opinion from a health care provider agreed upon by both you and management. The opinion of the third health care provider is final.

Recertification and Intent to Return While on leave under this policy, management may request recertification of medical necessity at least every thirty (30) days. Management may also require periodic reports on your intent to return to work.

Notice of Rights and Duties When you request leave under this policy, the Human Resources Division will provide you written notice of your rights and duties under the FMLA. Any questions that you have about these rights and duties should be directed to the Human Resources Division.

Reporting While on Leave If you take leave because of your own serious health condition or to care for a covered family member, you must respond to inquiries at least once every 30 days regarding the status of the condition and your intention to return to work.

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Release to Return to Work If you take leave as a result of your own illness which continues for three (3) or more work days, you must provide a release from your health care provider stating you are able to perform the duties of your job. Failure to provide a medical release when requested may result in a denial of restoration to your job until th e release is provided.

Return from Leave On return from FMLA leave, you will be placed back in the job you held prior to taking leave or, at management’s discretion, you will be transferred to an equivalent position with equal benefits, pay, and other terms and conditions of employment.

Unpaid Leave Leave qualifying under this policy as FMLA leave may be with or without pay. If you have available paid leave under any other policies of the County you must first and concurrently use your available paid leave time while on FMLA. The required substitution of accumulated paid leave as described above will not apply if you are receiving workers’ compensation benefits.

The substitution of paid leave time for unpaid leave time does not extend the 12-week leave period or 26-week service member family leave period.

Key Employee If a salaried employee is among the highest paid 10 percent of both salaried and non-salaried employees, a determination will be made whether an individual is a key employee as defined by FMLA. If it is determined that reinstatement of the key employee would cause substantial and grievous economic injury to the County the individual will be so informed either prior to commencement of the leave, or as soon as such a determination is made, and the employee will be given an opportunity to return to work.

Workers’ Compensation If you sustain an on-the-job injury that qualifies as a serious health condition under this policy, the County will run your FMLA leave concurrently with your workers’ compensation leave. The County will provide timely notice as required by the FMLA. Non-Discrimination Management will not interfere with, restrain, or deny an employee the opportunity to exercise any right provided under FMLA. Management will not discharge or discriminate against any employee for opposing any practice made unlawful by FMLA or because of an employee’s involvement proceeding under or related to FMLA for your own personal serious health condition.

Prohibited Outside Employment When you are on FMLA leave due to your own medical condition, Tulsa County prohibits you from working as a paid employee for another employer during your regularly scheduled County work hours.

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4.12. Career Development Tulsa County recognizes the value of improving occupational skills and knowledge, and wishes to assist employees who desire to pursue additional education. Training programs are made available to employees throughout the year through the Human Resources Division. These may include but are not limited to: computer software applications, CPR/First Aid, leadership, conflict resolution, occupational safety, defensive driving, etc. Updated training calendars and related announcements are published frequently on the County intranet and are also often distributed through e-mail. Contact the Human Resources Training Specialist about upcoming training opportunities.

In the event training is not available through the County, an employee may wish to consider the tuition reimbursement program. To qualify for tuition assistance the course(s) must have application to the employee’s current position or to another specific County job identified by department management as suitable for the employee’s future advancement.

Participation in the tuition assistance plan requires completion of an application approval process and covers:  Full-time regular employees; and  Accredited education courses (academic, vocational, trade) at an accredited institution that would enhance current occupational skills.

Reimbursement covers 75 percent of the tuition cost and lab fees when successfully completed with a “C” grade or better. Pass-or-fail classes are not acceptable.

Tuition assistance for each employee is limited to a maximum of $1,000 per calendar year, not to exceed a $5,000 maximum lifetime reimbursement. The maximum cost consideration for college hours shall not exceed the hourly rate established by the Oklahoma State Regents for Higher Education at the major state universities. Books and other fees are not included in this benefit.

To obtain reimbursement:  Obtain a tuition assistance application online, or from your supervisor or the Human Resources Division, as far in advance as possible before the semester or class starts.  Provide course description(s), relationship to present job duties, and total tuition cost on the application form, obtain department managers’ approval, and forward to the Human Resources Division before the deadline for that semester.  After receiving final County pre-approval and upon successful completion of course(s), submit a request for tuition reimbursement, a copy of your grade(s), and an original tuition receipt to the Human Resources Division.

Employees granted education assistance are required to maintain employment with Tulsa County for one additional year after the completion of the course. If the employee voluntarily resigns or is discharged from Tulsa County within one year, the amount of assistance will be subject to repayment or withheld from the employee’s final paycheck.

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SECTION 5: SAFETY RULES While Tulsa County is vitally interested in the health and safety of each employee, this is your concern too. You must observe and obey our safety rules.

It is the duty of every employee to report to their supervisor unsafe working conditions. Any employee who observes an unsafe working condition and fails to immediately report it to management will be subject to discipline up to and including termination. If an employee believes that a safety issue is not being corrected appropriately they should feel free to report it up the chain of command, to the Human Resources Director, or a County Commissioner or other applicable Elected Official. A safe working environment is everyone’s responsibility.

5.1. Incident Reporting Standard This standard has been written so that the management, supervisors, and employees will know what to do when an accident occurs on the job. (Also see Section 4.9 regarding workers’ compensation.)

On-the-Job Injury Reporting 1. If any employee is involved in an accident while on the job, the supervisor must be notified immediately, either by the injured employee (if capable) or by a co-worker. If for any reason the supervisor is not available, the Human Resources Division should be notified. Any incident that is not initially reported, verbally or in writing, by the supervisor or employee to Human Resources before the end of the employee’s shift will be considered a violation of this policy and may subject the supervisor or employee to disciplinary action and potential denial of the claim.

2. The written Employee’s Injury Report must be submitted to the Human Resources Division no later than seventy-two (72) hours after the accident. Supervisors must complete the Supervisor's Accident Report and submit to the Human Resources Division by the end of the work day following the incident. In the event an employee is unable to complete an Employee's Injury Report at the time of the incident, the injured employee must fill out and turn in the report as soon as they return to work.

3. Tulsa County’s workers’ compensation program administrator will direct all non-emergency medical care for on-the-job injuries. Should an employee choose to see a medical care professional other than as directed by the program administrator, they should do so with the understanding that the administrator may choose not to pay for the care.

4. Any employee who goes to a doctor or medical facility with a workrelated injury must turn in to the County’s Human Resources Division a copy of any and all paperwork that he or she receives from the doctor or medical facility. Employees must abide by restrictions placed on them by the doctor or medical facility. Failure to follow restrictions may result in discipline up to and including termination.

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5. It is the employee’s responsibility to report any work-related injury to his/her supervisor immediately, or in any event by the end of the shift, even if the employee does not wish to go to a doctor or medical facility at that time. It is an employee’s responsibility to complete an Employee’s Injury Report by the end of the shift (except if unable to complete the shift, in which case the report will be submitted promptly upon returning to work). In County vehicle accident cases, another report specific to vehicular accidents is additionally required.

6. Any employee who is injured in a non-work-related accident (for example, an accident at home, while commuting, or engaging in outside activities) that might affect job performance must report the injury to their supervisor.

7. The validity of an accident claim will be subject to denial if an employee does not follow these on-the-job reporting requirements.

5.2. Immediate Medical Treatment for On-The-Job Injuries and Medical Emergencies A County representative will drive any employee with a non‑life-threatening injury to an authorized medical center as identified on the Tulsa County intranet website. An injured employee shall not be allowed to drive himself/herself to the medical facility. The first priority after an accident occurs is to render first aid. Call an ambulance, if necessary.

Supervisors must inform the Human Resources Division as soon as an accident happens, providing the following information:  Name of injured employee;  Nature of injury;  Name of County representative accompanying an injured employee to the medical care facility;  Where the accident happened; and  A brief description of what happened.

A copy of any paperwork that an injured employee receives at the medical care facility or doctor’s office must be turned in to the Human Resources Division immediately.

If an injured or ill employee must be transported by ambulance to a medical facility, the supervisor or another County representative will follow the injured employee and notify the Human Resources Division immediately with the following information: 

Name of injured or ill employee;



What medical facility he or she is being transported to; and



A brief description of what happened.

Upon arrival at the medical facility, the accompanying representative will notify Human Resources and give any additional information possible.

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If the injured employee requires hospitalization and/or is seriously injured, his or her designated contact person (i.e. spouse, family member) will be contacted immediately by their supervisor, Division Director or Elected Official.

An injured worker should forward any medical bills to the Human Resources Division. The Human Resources Division is the employee’s contact if he/she has any questions in reference to their job-related injuries.

No injured employee will be allowed to return to work until the Human Resources Division has a copy of the doctor’s release and it is confirmed that they are fit for their job duties.

5.3. Safety Rules for Employees It is the policy of Tulsa County to provide a safe and healthful place of employment for Tulsa County employees in all operations. Our goal is to abide by the most strenuous safety standards where safety shall take precedence over more expedient unsafe methods of operations. Every attempt shall be made to provide equipment and create conditions that shall make for a safe workplace.

Safety training shall be provided for all employees. Any employee who disregards known safety practices, industry standards, safe or general work habits shall be subject to strong disciplinary action up to and including termination. All employees are expected to follow all safety regulations.

Basic safety rules include: 1. Report all unsafe acts and conditions.

2. Report all accidents.

3. Use personal protective equipment.

4. Never operate any machine or vehicle improperly.

5. Never use defective tools, ladders, equipment or machinery.

6. Comply with all safety standards.

7. Practice good housekeeping.

8. Safety glasses should be worn at all times when doing any type of work involving electrical or gas-operated equipment or where there is potential for eye injury.

9. Required clothing includes shirts with sleeves and long pants.

Uniforms may be required, as appropriate, and at the discretion of the supervisor. Tank tops, sleeveless shirts, shorts, and tennis shoes are prohibited unless expressly allowed by your Director.

10. Read instruction manuals or get training before using equipment.

Always make sure that safety guards and other protective equipment are in place and working properly. Report any broken equipment or equipment malfunctions to your supervisor. Improperly functioning equipment must be sent back to the shop for repairs. Never attempt to repair equipment yourself.

11. Do not throw or drop anything from a high place without warning persons below. Do not drop or throw anything in places where you do not have a clear view of the area.

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Form 622 (Rev. 11-18)