Rutherford CountyRutherford CountyEmployee HandbookEmployee Handbook

Rutherford County Human Resources Department

Employee ExpectationsEmployee Expectations• Serve the people of the Rutherford County with efficiency Serve the people of the Rutherford County with efficiency

and courtesy.and courtesy.

• Conduct yourself in a business-like manner at all times, avoiding Conduct yourself in a business-like manner at all times, avoiding conduct that could cause embarrassment or criticism to Rutherford conduct that could cause embarrassment or criticism to Rutherford County whether on or off duty.County whether on or off duty.

• Do not engage in other employment or conduct private business Do not engage in other employment or conduct private business while on duty or off duty in a manner or extent that affects your while on duty or off duty in a manner or extent that affects your service to Rutherford County.service to Rutherford County.

• Do not use County supplies, equipment, or office space for personal Do not use County supplies, equipment, or office space for personal use. Maintain proper care for all machines, equipment, and tools use. Maintain proper care for all machines, equipment, and tools used during working hours. used during working hours.

Employee Expectations cont.Employee Expectations cont.• All employees are expected to report to work on time, to follow directions, to All employees are expected to report to work on time, to follow directions, to

accept constructive criticism, to conduct themselves professionally, to treat others accept constructive criticism, to conduct themselves professionally, to treat others with respect, and to comply with all policies and procedures administered by with respect, and to comply with all policies and procedures administered by Rutherford County.Rutherford County.

• Report any violations of policy, procedure or state/federal law to your department Report any violations of policy, procedure or state/federal law to your department head or supervisor.head or supervisor.

• If an employee observes a county official, department head, or fellow employee If an employee observes a county official, department head, or fellow employee engaging in any activity which is considered to be illegal, improper, or wasteful, engaging in any activity which is considered to be illegal, improper, or wasteful, they should call the State Comptroller’s toll free Fraud, Waste, and Abuse Hotline.they should call the State Comptroller’s toll free Fraud, Waste, and Abuse Hotline.

Fraud, Waste, and Abuse HotlineFraud, Waste, and Abuse Hotline1-800-232-54541-800-232-5454

Nepotism Nepotism • The County prohibits employees who are relatives from The County prohibits employees who are relatives from

being placed within the same line of supervision where being placed within the same line of supervision where one relative is responsible for supervising the job one relative is responsible for supervising the job performance or work activities of another relative. performance or work activities of another relative.

• County strongly discourages dating, romantic, or intimate County strongly discourages dating, romantic, or intimate relationships between employees if one of the relationships between employees if one of the employees exercises supervisory control over the other employees exercises supervisory control over the other employee. employee.

• County also strongly discourages married couples or County also strongly discourages married couples or couples living together from working in the same couples living together from working in the same department especially if one of the employees exercises department especially if one of the employees exercises supervisory control over the other.supervisory control over the other.

ResidencyResidency • All positions that require the potential for call-out to respond to All positions that require the potential for call-out to respond to

emergency situations shall be required to live within the emergency situations shall be required to live within the Rutherford County limits. Rutherford County limits.

• Any individual who was actively employed by Rutherford Any individual who was actively employed by Rutherford County on June 30, 2009 in a position requiring the potential County on June 30, 2009 in a position requiring the potential for call-out who does not currently reside within the required for call-out who does not currently reside within the required territory shall not be required to relocate as long as such territory shall not be required to relocate as long as such individual maintains his/her current residency. In the event individual maintains his/her current residency. In the event that such individual moves from his/her current residence, that such individual moves from his/her current residence, he/she must relocate to the required territory.he/she must relocate to the required territory.

• In the event that an individual employed by the County in a In the event that an individual employed by the County in a position not subject to the potential for call-out subsequently position not subject to the potential for call-out subsequently becomes subject to the potential for call-out through becomes subject to the potential for call-out through promotion, transfer, reclassification, change in job description, promotion, transfer, reclassification, change in job description, etc. such employee must relocate with 180 days of becoming etc. such employee must relocate with 180 days of becoming subject to the potential call-out.subject to the potential call-out.

Use of County Vehicle Use of County Vehicle

• Used for County business only Used for County business only • All occupants are to wear their safety belts. All occupants are to wear their safety belts. • No smoking is allowed in County vehicles. No smoking is allowed in County vehicles. • The Elected Official, Director, or Department Head has The Elected Official, Director, or Department Head has

the sole discretion in determining who may operate the sole discretion in determining who may operate County vehiclesCounty vehicles

• County has the right to review any appropriate County has the right to review any appropriate documents including but not limited to driving documents including but not limited to driving records and proof of a valid Tennessee license, and records and proof of a valid Tennessee license, and must be made aware of any driving violations or must be made aware of any driving violations or changes to driver information within five (5) days of changes to driver information within five (5) days of occurrence.occurrence.

Use of County Vehicle Use of County Vehicle • Employees must be 18 years of age to operate Employees must be 18 years of age to operate

a County vehicle.a County vehicle.• Refrain from using cellular telephones, unless Refrain from using cellular telephones, unless

they are equipped with hands-free operations, they are equipped with hands-free operations, • Any accidents that occur must be reported to the Any accidents that occur must be reported to the

local law enforcement agency, the Insurance/Risk local law enforcement agency, the Insurance/Risk Management department and your Elected Official Management department and your Elected Official or Director immediately.or Director immediately.

• Employees who receive citations or fines for improper Employees who receive citations or fines for improper or unsafe driving while operating a County vehicle are or unsafe driving while operating a County vehicle are subject to discipline and are required to pay any and all subject to discipline and are required to pay any and all fines associated with citation to include parking violations fines associated with citation to include parking violations and tow fees.and tow fees.

Probationary PeriodProbationary Period• Serves as the last step in the employment process - department heads Serves as the last step in the employment process - department heads

and/or supervisors are provided the opportunity to observe an employee’s and/or supervisors are provided the opportunity to observe an employee’s job-related performance. job-related performance.

• Minimum of six (6) months, but may be extended at the department Minimum of six (6) months, but may be extended at the department head’s sole discretion. head’s sole discretion.

• At any time during the probationary period, an employee may be removed At any time during the probationary period, an employee may be removed from his position with or without cause for any non-discriminatory reason. from his position with or without cause for any non-discriminatory reason.

• Obtaining regular employee status Obtaining regular employee status does not in any way constitute, and does not in any way constitute, and shall not be construed as a contract of employment or a promise of shall not be construed as a contract of employment or a promise of employment. employment.

Hours of WorkHours of Work• All employees work a minimum of 37.5 hours per week; the various All employees work a minimum of 37.5 hours per week; the various

department heads have the authority to determine whether their department heads have the authority to determine whether their employees work additional hours per week up to 40 hours. employees work additional hours per week up to 40 hours.

• Typical work day is 7.5 or 8 hours. Typical work day is 7.5 or 8 hours.

• EMTs and Paramedics typically work a 24 hour shiftEMTs and Paramedics typically work a 24 hour shift. .

Exempt EmployeesExempt Employees

• Do not get paid overtime nor do they accrue comp time. Do not get paid overtime nor do they accrue comp time.

• Pay is calculated on an annual rate rather than hourly. Pay is calculated on an annual rate rather than hourly.

• May not have their pay reduced for variations in the quantity or May not have their pay reduced for variations in the quantity or quality of work performed. quality of work performed.

• Generally work in executive, administrative or professional positions. Generally work in executive, administrative or professional positions.

• Positions in pay grade 8 and above are exempt (except Lieutenants, Positions in pay grade 8 and above are exempt (except Lieutenants, Paramedics, and Software Specialists).Paramedics, and Software Specialists).

Overtime/Comp TimeOvertime/Comp Time• Comp time is time which may be taken off from work without a Comp time is time which may be taken off from work without a

reduction in pay. reduction in pay.

• All non-exempt employees are paid overtime for hours worked over All non-exempt employees are paid overtime for hours worked over 40 hours during one week or given comp time for all hours worked 40 hours during one week or given comp time for all hours worked over the normal work week.over the normal work week.

• If overtime/comp time is credited for hours between 37.5 and 40, If overtime/comp time is credited for hours between 37.5 and 40, this time will be credited at the regular rate.this time will be credited at the regular rate.

• Earned at a rate of one and one-half hours for each hour of Earned at a rate of one and one-half hours for each hour of employment worked over 40 hours per week.   employment worked over 40 hours per week.  

• Should be approved by the department head prior to working Should be approved by the department head prior to working extended hours.extended hours.

Overtime/Comp Time cont.Overtime/Comp Time cont.

• The County may elect to pay out comp time balances for employees The County may elect to pay out comp time balances for employees promoted from non-exempt to exempt positions or pay down any promoted from non-exempt to exempt positions or pay down any comp time balances at any point during the year.comp time balances at any point during the year.

• Upon termination or resignation, employee’s comp time balances Upon termination or resignation, employee’s comp time balances will be paid. will be paid.

• The use of comp time is subject to approval by the employer and The use of comp time is subject to approval by the employer and will be granted unless it is considered unduly disruptive to the will be granted unless it is considered unduly disruptive to the department’s operations.department’s operations.

• Department heads may schedule use of comp time.Department heads may schedule use of comp time.

• Comp time must be used prior to taking annual leave.Comp time must be used prior to taking annual leave.

Payroll ProceduresPayroll Procedures• Employees are required to fill out a Employees are required to fill out a

weekly timesheet. weekly timesheet.

• Timesheets need to be signed by the Timesheets need to be signed by the employee and the employee and the supervisor/department head. supervisor/department head.

• Falsification of time records may result Falsification of time records may result in termination of employment. in termination of employment.

• Employees have the option of Employees have the option of receiving their paycheck on a monthly receiving their paycheck on a monthly or bi-weekly basis. or bi-weekly basis.

Payroll Procedures cont.Payroll Procedures cont.• Paycheck errors should be brought to the attention of your Paycheck errors should be brought to the attention of your

supervisor for correction as necessary. supervisor for correction as necessary.

• Lost or stolen paychecks will be reissued 5 business days after the Lost or stolen paychecks will be reissued 5 business days after the pay date, once the employee fills out a pay date, once the employee fills out a Stop Payment Form. Stop Payment Form.

• When an employee is promoted, demoted, transferred, terminated, When an employee is promoted, demoted, transferred, terminated, resigns, retirees, or has a change of address, a resigns, retirees, or has a change of address, a Personal Action Personal Action Form (PAF)Form (PAF) should be completed. should be completed.

Annual LeaveAnnual Leave

• Paid for annual days when employees retire or leave Paid for annual days when employees retire or leave their employment in good standing. their employment in good standing.

• Annual days roll over each year and annual days earned Annual days roll over each year and annual days earned that exceed the max number of accumulated days that exceed the max number of accumulated days allowed will be converted to sick leave days.allowed will be converted to sick leave days.

Years ofYears of Accrual Rates Accrual Rates Accrual Rates Accrual Rates Max Max

EmploymentEmployment County General County General Paramedic/EMT Paramedic/EMT Accumulation Accumulation

0 -4 yrs0 -4 yrs 1 day per month1 day per month 11.2 hrs. per month 11.2 hrs. per month 30 days30 days

5-9 yrs5-9 yrs 1½ days per month1½ days per month 16.8 hrs. per month 16.8 hrs. per month 36 days36 days

10-19 yrs10-19 yrs 1¾ days per month1¾ days per month 19.6 hrs. per month 19.6 hrs. per month 39 days39 days

20+ yrs20+ yrs 2 days per month2 days per month 22.4 hrs. per month 22.4 hrs. per month 42 days42 days

Sick LeaveSick Leave

• Each 37.5/40 hr employee will accrue 1 day of sick leave per month, Each 37.5/40 hr employee will accrue 1 day of sick leave per month, Paramedics and EMT’s earn 11.2 hrs of sick leave per month. Paramedics and EMT’s earn 11.2 hrs of sick leave per month.

• No limit on the number of days that can be accrued. No limit on the number of days that can be accrued.

• May be used for an employee's personal illness, well-care and sick May be used for an employee's personal illness, well-care and sick medical appointments. medical appointments. 

• May also be used for illness and well-care of an employee's May also be used for illness and well-care of an employee's immediate family. immediate family.

• Not compensated for unused sick days; however unused sick days Not compensated for unused sick days; however unused sick days are credited to you retirement account if requested.are credited to you retirement account if requested.

Holiday LeaveHoliday Leave

• New Year’s Day New Year’s Day • Martin L. King, Jr. Day Martin L. King, Jr. Day • Presidents Day Presidents Day • Good Friday Good Friday • Memorial Day Memorial Day • Independence Day Independence Day

• Labor Day Labor Day • Veterans Day Veterans Day • Thanksgiving (2 Days) Thanksgiving (2 Days) • Christmas (2 Days)Christmas (2 Days)• County Elections (primary County Elections (primary

or general elections)or general elections)

• Rutherford County will observe the following holidays:Rutherford County will observe the following holidays:

Bereavement LeaveBereavement Leave• Given three (3) days paid leave to travel and attend the funeral Given three (3) days paid leave to travel and attend the funeral

following the death of an employee’s immediate family member. following the death of an employee’s immediate family member. Parents, spouse, children, siblings, mothers or fathers-in-law, Parents, spouse, children, siblings, mothers or fathers-in-law,

daughters or sons-in-law, sisters or brothers-in-law, daughters or sons-in-law, sisters or brothers-in-law, grandparents, grandchildren, foster families, and step families. grandparents, grandchildren, foster families, and step families.

• EMTs and Paramedics are given one (1) 24-hour shift paid EMTs and Paramedics are given one (1) 24-hour shift paid bereavement leave.bereavement leave.

• If it is necessary to be off longer than granted under this policy, or to If it is necessary to be off longer than granted under this policy, or to be off for the death of an individual not considered immediate family, be off for the death of an individual not considered immediate family, an employee may use sick leave followed by annual leave if an employee may use sick leave followed by annual leave if approved by their supervisor.approved by their supervisor.

Civil LeaveCivil Leave• Granted when you are subpoenaed or directed by proper authority Granted when you are subpoenaed or directed by proper authority

to appear in Federal or State court as a witness or juror. to appear in Federal or State court as a witness or juror.

• Receive regular compensation during the time served on jury duty. Receive regular compensation during the time served on jury duty.

• If you are relieved from court or jury duty during working hours, you If you are relieved from court or jury duty during working hours, you must report back to work. must report back to work.

• This policy does not apply if the employee is involved in private This policy does not apply if the employee is involved in private litigation. On these occasions the employee must take annual leave, litigation. On these occasions the employee must take annual leave, compensatory time or leave without pay. compensatory time or leave without pay.

Disaster LeaveDisaster Leave• A County employee who is a certified disaster service volunteer of the A County employee who is a certified disaster service volunteer of the

American Red Cross American Red Cross maymay be granted leave from work with pay for a be granted leave from work with pay for a period not to exceed 15 work days each year to participate in period not to exceed 15 work days each year to participate in specialized disaster relief services for the American Red Cross. specialized disaster relief services for the American Red Cross.

• The County will compensate an employee at their regular rate of pay.The County will compensate an employee at their regular rate of pay.

Military LeaveMilitary Leave• Rutherford County follows the Uniformed Services Employment Rutherford County follows the Uniformed Services Employment

and Reemployment Rights Act (USERRA).and Reemployment Rights Act (USERRA).

• Granted Granted military trainingmilitary training leave for military service on field leave for military service on field training or active duty for periods not to exceed15 working training or active duty for periods not to exceed15 working days per calendar year. days per calendar year.

• Full-time employees called into active duty as a result of an Full-time employees called into active duty as a result of an executive order or during period of armed conflict, will receive executive order or during period of armed conflict, will receive County pay equal to the difference between their county salary County pay equal to the difference between their county salary and their military pay for 18 months. and their military pay for 18 months.

• The County will continue to pay family insurance for 18 monthsThe County will continue to pay family insurance for 18 months

• Employees will not continue to accrue sick and annualEmployees will not continue to accrue sick and annualleave benefits.leave benefits.

Title VITitle VI

• No person in the United States shall, on the ground of race, color, or No person in the United States shall, on the ground of race, color, or national origin be national origin be excluded from participationexcluded from participation in, be in, be denied the denied the benefitsbenefits of, or be of, or be subjected to discriminationsubjected to discrimination under any program or under any program or activity receiving Federal financial assistance.activity receiving Federal financial assistance.

• Federal financial assistance includes grants, training, use of Federal financial assistance includes grants, training, use of equipment, donations of surplus property, and other assistance.equipment, donations of surplus property, and other assistance.

• Since the County receives federal financial assistance in to the Since the County receives federal financial assistance in to the General Fund, all departments are required to comply with Title VIGeneral Fund, all departments are required to comply with Title VI..

Title VI & Limited English Title VI & Limited English Proficiency (LEP)Proficiency (LEP)

• Those receiving assistance from the federal government Those receiving assistance from the federal government must take reasonable steps to ensure that LEP persons must take reasonable steps to ensure that LEP persons have meaningful access to the programs, services, and have meaningful access to the programs, services, and information those entities provide.information those entities provide.

• Utilizing InterpretersUtilizing Interpreters• Posting Signs in SpanishPosting Signs in Spanish• Utilizing Language Line (Phone Service)Utilizing Language Line (Phone Service)

• Persons who do not speak English as their primary Persons who do not speak English as their primary language and who have a limited ability to read, speak, language and who have a limited ability to read, speak, write or understand English can be LEP.write or understand English can be LEP.

• You should consult with your immediate supervisor to determine the You should consult with your immediate supervisor to determine the applicability of a drug and alcohol testing procedure or program applicability of a drug and alcohol testing procedure or program required of that department.required of that department.

• It is your responsibility to inform your supervisor, prior to the start of It is your responsibility to inform your supervisor, prior to the start of your workday, if you are taking a your workday, if you are taking a prescribedprescribed medication that may medication that may alter your behavior or affect your job performancealter your behavior or affect your job performance..

Drug-Free Workplace PolicyDrug-Free Workplace Policy

• Any employee whose judgment, behavior or job performance is Any employee whose judgment, behavior or job performance is impaired to the point that their work can no longer be performed impaired to the point that their work can no longer be performed appropriately will have to submit to a drug and alcohol test under appropriately will have to submit to a drug and alcohol test under reasonable suspicion.reasonable suspicion.

• A medical confirmation of recent use of illegal or controlled drugs A medical confirmation of recent use of illegal or controlled drugs and/or alcohol will be considered sufficient reason for termination of and/or alcohol will be considered sufficient reason for termination of employment.employment.

• A conviction for the possession, use, sale or manufacture of A conviction for the possession, use, sale or manufacture of unauthorized or illegal substance off or on County property will be unauthorized or illegal substance off or on County property will be considered sufficient reason for termination of employment. The considered sufficient reason for termination of employment. The County must be notified within five (5) days of any alcohol or drug County must be notified within five (5) days of any alcohol or drug related conviction by the employeerelated conviction by the employee..

Drug-Free Workplace PolicyDrug-Free Workplace Policy

Employee Handbook

Quizhttps://secure.rutherfordcountytn.gov/handbook_quiz/