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Home My WebLink About11-1(2)Administrative Procedures (11 -1) <:r MOHAVE COUNTY VOLUNTARY UNPAID FURLOUGH PROGRAM Responsible Department: Human Resources Effective Date: August 7, 2009 Signed: 710 '9 Revision Date: Ron Walker, County Manager POLICY It is the policy of Mohave County to allow for and encourage a County Voluntary Unpaid Furlough Program to reduce payroll costs. The purpose of the County. Voluntary Unpaid Furlough Program is to help reduce expenditures during challenging budget shortfalls, yet maintain critical County operations and services. Department heads are encouraged to utilize the voluntary unpaid furlough option described herein in order to reduce departmental expenditures. Department heads may determine which option to allow based on the operational needs of the department. I. VOLUNTARY UNPAID FURLOUGH PROGRAM The Voluntary Unpaid Furlough Program (VFP) is effective when authorized by the County Manager to deal with challenging budget shortfalls and may be terminated at any time by the County Manager. The VFP, in addition to the policy objectives, offers employees the opportunity to pursue education goals, address family issues, or handle other needs that require time off from work, without loss of health benefits or seniority. The VFP is available to all eligible employees, irrespective of the funding sources for their positions. Department heads may use their sole discretion to participate in the VFP and shall determine /schedule participation based on the operational needs of their department. A. Eligibility: At the sole discretion and approval of the department head, this program is available to all regular status, full time, 40 hour per week County employees who have completed at least three (3) months of continuous employment who request to participate. Seasonal and temporary employees are not eligible to enroll in this program. Participating employees must be in a paid status at the time of enrollment and on the workday prior to first taking time off. B. Voluntary Unpaid Time Off: There are two options to participate in this program: Option 1 request a single workday as Voluntary Unpaid Time Off Option 2 - request a reduction of scheduled workweek. Employee's requesting to participate in either option are required to complete and submit the Voluntary Unpaid Furlough Program Enrollment & Cancellation Form at least two (2) weeks in advance. Administrative Procedures (11 -1) MOHAVE COUNTY VOLUNTARY UNPAID FURLOUGH PROGRAM To participate in Option 2 of the VFP, the employee's scheduled workweek is reduced on a bi- weekly basis. Participation is limited to full workday increments, however, no more than one workday per week may be taken as voluntary unpaid furlough. All regular status employees, both non - exempt and exempt, may elect a reduction of scheduled workweek. The employee and the manager /supervisor mutually determine the day(s) reduced and the scheduling required (i.e., the second Tuesday of each pay period). C. Effect on Benefits: Employees participating in the VFP will be allowed to maintain the same level of County contributions for flexible spending accounts, as well as continuation of their other employee benefit plans. They will retain their work status for benefit purposes. Voluntary unpaid furlough hours will have no effect on the following benefits: • Flexible spending accounts • Medical /dental/vision/life insurance eligibility and coverage • PTO accruals Managers /Supervisors should advise employees interested in enrolling in the VFP to consult with their respective retirement system representative to determine the effect of an unpaid furlough on their retirement eligibility and benefit level. Unpaid furlough hours will not cause a break in service, Administrative 11 -1 II. 7.E.4; or a reduction in employees' service credit for the purposes of seniority, probationary period, retirement, leave accumulation, or anniversary dates. Additionally, participation in the VFP will not be considered a violation of the prohibition of unpaid leave interspersed with paid time, Administrative. Procedure 11 -1 II.7.E.8. Employer taxes and withholdings will be calculated based on the actual hours worked and benefits received. Eligibility for overtime during the period that the unpaid furlough is taken will be calculated based on actual hours worked; unpaid furlough hours will not count toward the hours required before overtime is paid. D. Voluntary Unpaid Furlough Enrollment: All eligible regular status employees will be made aware of the VFP described herein. New hires may enroll following two full pay periods of employment. Employees enrolled in the VFP for a reduced work schedule must agree to participate for a minimum of three (3) months, with three (3) month extensions allowed during subsequent enrollment periods if the department head approves. The employee must complete the Voluntary Unpaid Furlough Program Enrollment & Cancellation Form and submit it to Human Resources for processing. E. Election Changes: The department head may cancel or reduce the agreed schedule due to staffing levels, workload levels or other reason(s) of good cause. Page 2 of 3 Administrative Procedures (11 -1) MOHAVE COUNTY VOLUNTARY UNPAID FURLOUGH PROGRAM An employee whose participation in VFP has been approved may not reduce or cancel the agreed schedule except: 1. if he /she transfers to another department; 2. if he /she terminates employment with the County; 3. if he /she demonstrates a personal hardship; or 4. if he /she has participated for three months in the program. An employee may request to increase the agreed schedule at any time with the approval of the department head. Any changes to the agreement will require a completed Voluntary Unpaid Furlough Program Enrollment & Cancellation Form which must be submitted to Human Resources for processing. F. Payroll Contributions/Deductions: Participation in the VFP will reduce the employee's immediate take home pay. In determining the amount of time off to request, an employee needs to ensure that he /she has adequate wages to cover his/her normal payroll deductions (e.g., tax withholdings, deferred compensation contributions, life insurance, flexible spending accounts). G. Timesheet Reporting: This leave time must be reported on the employee's timesheet as "Other: Voluntary Unpaid Furlough Leave." The department head (or designee) must initial the timesheet indicating approval of the use of VFP. Page 3 of 3 Mohave County Human Resources Department VOLUNTARY UNPAID FURLOUGH ENROLLMENT AND CANCELLATION FORM Fiscal Year: 2009/2010 SUBMIT TO: Mohave County Human Resources Department 700 West Beale Street, PO Box 7000, Kingman, AZ 86402 Attention: Employment Services .: SECTION I: For Come letion-b the'.EMPL` "OYEE' " Employee Name: Employee ID: Department: ENROLLMENT Voluntary Unpaid Time Off I request to enroll in the Voluntary Furlough Program (VFP) under the following option: ❑ Option 1 Single workday Specify the day requested ❑ day Additional Explanation (If additional space is required, please attach): ❑ Option 2 Reduction of scheduled workweek Specify the day(s) requested to be.reduced (e.g., the second Tuesday of each pay period): ❑ day(s) from pay period, to pay period Additional Explanation (If additional space is required, please attach): I affirm that I have read, understand, and agree to the terms of the program as stated in Administrative Procedure (tbd), Voluntary Furlough Program. Si nature Date CANCELLATION/ REDUCTION I wish to cancel /reduce my participation in the VFP enrollment option due to the following reasons (please attach substantiating documentation for this request): ❑ I request to cancel my participation in the VFP due to a transfer to another department. ❑ I request to cancel my participation in the VFP due to a personal hardship. ❑ I request to reduce my participation in the VFP due to a personal hardship. Specify the reduction and pay periods: SECTION II: For Completion by DEPARTMENT HEAD Department Head Approval: ❑ Yes ❑ No If no, reason: Signature Date SECTION III: For Completion by HUMAN RESOURCES Regular employee: Adequate Wages to Cover Deductions: Worked at Least three 3 months: In a Paid Status: ❑ Yes ❑ No ❑ Yes ❑ No ❑ Yes ❑ No ❑ Yes ❑ No Review By: