Table of Contents
Baldwin County Employee Handbook Page 1
I. Classification and Compensation
A. Classification of Employees I-1
B. Exempt and Non-Exempt Employees I-2
C. Employment for Classified Positions I-2
D. Probationary Employees I-3
E. Part-Time Employment I-4
F. Job Classifications I-4
G. Wage and Salary Administration I-4
H. Pay Increases for Appointed Employees and Appointed Contract Employees I-5
I. Approval for Salary Changes I-5
J. Pay Periods I-6
K. Working During Lunch Period I-6
L. Breaks I-7
M. Working Before and After Regular Hours I-7
N. On-Call Policy I-7
O. Call Out Pay I-7
P. Pay Advances I-8
Q. Direct Deposit I-8
II. General Personnel Policies
A. Equal Employment / Workplace Discrimination and Harassment Policy II-1
B. Equal Employment Opportunity/Employment Grievance Procedures II-2
C. Administrative Grievance Procedures II-3
D. Anti-Retaliation II-5
E. Workplace Rules of Conduct II-5
F. Workplace Violence Prevention II-7
G. Americans with Disabilities Act (ADA) II-8
H. Health Insurance Portability and Accountability Act (HIPAA) II-8
I. Dress Code II-9
J. Attendance II-9
K. Work Hours and Time Records II-10
L. Safe Harbor Policy II-10
M. Inclement Weather/Declared Emergency II-12
N. Central Personnel Files II-14
O. Performance Appraisals II-15
P. Temporary Assignments II-16
Q. Cross-Training II-17
R. Promotions II-16
S. Transfers and Reassignments II-17
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T. Voluntary Demotion II-18
U. Resignations II-18
V. Exit Interviews II-19
W. Rehire II-19
X. Furloughs II-19
Y. Reduction in Force II-20
Z. Tobacco Use/Smoke Free Workplace II-20
AA. Solicitation II-21
BB. Employee Parking II-21
CC. Garnishments and Levies II-21
DD. Immigration Compliance II-22
EE. Other Policies and Procedures II-22
III. Progressive Discipline
A. Progressive Discipline Procedures III-1
B. Administrative Leave with Pay Due to Potential Disciplinary Action III-2
C. Suspensions without Pay III-2
D. In-Voluntary Demotions III-2
E. Terminations III-3
F. Appeals Procedures for Adverse Action III-4
G. Appeals Process to the Personnel Appeals Board for Adverse Action III-4
H. The Personnel Appeals Board III-5
IV. Leave Policies
A. Annual Leave IV-1
B. Annual Leave Scheduling IV-2
C. Sick Leave IV-2
D. Sick Leave Notification and Approval IV-3
E. Bereavement Leave / Funeral Leave IV-4
F. Holidays IV-5
G. Part-Time Employee Paid Time Off IV-6
H. Leave without Pay IV-6
I. Leave of Absence IV-7
J. Administrative Leave with Pay IV-8
K. Family Medical Leave Act (FMLA) IV-8
L. Military Leave IV-11
M. Uniformed Services Employment and Reemployment Rights Act (USERRA) IV-12
N. Jury Duty or Court Appearance IV-14
O. Voting Leave / Elections IV-14
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V. Employee Benefits
A. Benefits Eligibility V-1
B. Benefits Effective and Termination Dates V-1
C. Medical Coverage V-1
D. Dental and Vision Coverage V-2
E. Notice for Individuals Declining Health Coverage V-2
F. Identification Cards V-2
G. Annual Enrollment / Transfer Period V-2
H. Benefit Premiums / Payroll Deductions V-3
I. Consolidated Omnibus Budget Reconciliation Act (COBRA) V-3
J. Flexible Spending Accounts V-4
K. Change of Status V-4
L. Supplemental Benefits V-4
M. Life Insurance V-5
N. Disability Insurance V-5
O. Retirement Investments V-5
P. Conditions for Retirement V-6
Q. Benefits Due at Retirement V-6
R. Retirement Disability V-8
S. Longevity V-8
VI. Code of Ethics
A. Ethical Conduct VI-1
B. Statement of Economic Interest VI-1
C. Political Activity VI-1
D. Secondary Employment VI-2
E. Nepotism VI-2
F. Reporting Arrests VI-3
VII. Safety
A. Introduction VII-1
B. Responsibilities VII-1
C. Loss and Safety Investigation VII-3
D. Workers Compensation VII-4
E. Workers Compensation Payments VII-6
F. Transitional Duty VII-7
G. General Safety and Health Rules VII-11
H. Safety Rules VII-11
I. Health Rules VII-13
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J. Fire and Environmental Rules VII-13
K. Alcohol and Drugs – Drug Free Workplace Policy VII-14
L. Fleet Policy VII-30
VIII. Forms
A. Application for Employment VIII-1
B. Pre-Employment Physical and Drug Screen Waiver VIII-3
C. Authorization For Background Investigation and Release of Information VIII-4
D. Personnel Appraisal Form VIII-5
E. ADA Reasonable Accommodation Request Form VIII-8
F. Employee Counseling Form VIII-9
G. Notice of Disciplinary Action Form VIII-10
H. Grievance Appeal Form VIII-11
I. Leave Request Form VIII-12
J. Temporary Transitional Duty Agreement VIII-13
K. Medical Treatment Waiver VIII-14
L. Property Damage/Collision/Injury/Illness Investigation Report VIII-15
M. Accident Injury Witness Report VIII-20
N. Last Chance Assistance Agreement VIII-21
I. Classification and Compensation
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I. Classification and Compensation
A. Classification of Employees
The Personnel System of Baldwin County and the contents of this handbook apply to all persons
employed by Baldwin County; however, the following individuals are not subject to protection
as classified employees under the personnel system of Baldwin County:
Elected Officials;
Members of Appointed Boards and Commissions;
Volunteers who receive no compensation from the County;
Persons performing work under contract with the County and not carried on the payroll as
employees;
Persons whose employment is subject to the approval of the United States Government or
the State of Alabama;
Appointed Employees; and
Appointed Contract Employees.
Baldwin County has the following classifications of employees:
Appointed Employees: A limited class of employees which serves in a County
department at the pleasure of a department of Baldwin County as designated by Ala.
Code §45-2-120, et seq., as amended, or other statute.
Appointed Contract Employees (sometimes referred to herein as “Appointed
Department Head”): A limited class of employees which serves under contract with the
County Commission as specified in Ala. Code §45-2-120, et seq., as amended, or other
statute.
Classified Employees: An individual who is assigned to a regular position authorized by
the County Commission, whose salary is paid with funds allocated by the County
Commission, and whose employment initially includes a probationary period of not more
than six (6) months, during which time such a probationary employee is not a classified
employee.
Appointed Employees and Appointed Contract Employees are eligible for the benefits that may
be provided to Classified Employees (e.g. leave, holidays, insurance, etc.), but these employees
have no expectation of continued employment for a definite term or employment rights afforded
to classified employees. Appointed Employees and Appointed Contract Employees serve only at
the “pleasure of the Appointing Authority” (i.e. County Commission, Probate Judge or Revenue
Commissioner) who appoints them, in accordance with applicable law. Appointed Employees
and Appointed Contract Employees shall have no right to employment as a classified employee
after completion of his or her appointed service. However, if a vacancy exists in the County, he
or she may apply for the position; and if qualified, may be considered with any other qualified
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applicants for any vacant position, provided he or she applies within the time period for
submitting applications for the vacant position.
An employee of the county may be further described as one of the following:
Probationary Employee: An employee assigned to a classified position who has not
achieved permanent status by being employed for more than six (6) months and who has
not satisfactorily completed the probationary period.
Exempt Employee: An employee not eligible for overtime as defined by the Fair Labor
Standards Act. Additional pay may be allowed for pursuant to the “Inclement
Weather/Declared Emergency” policy.
Non-Exempt Employee: An employee eligible for overtime as defined by the Fair Labor
Standards Act.
Only an employee who has satisfactorily completed the terms and conditions of his or her initial
probationary period is eligible for classified service. Classified service is subject to satisfactory
performance of work, personal conduct inherent to public service, demonstration of skills and
work habits necessary for the performance of the work and availability of funds.
B. Exempt and Non-Exempt Employees
Non-Exempt employees are covered by the overtime provisions of the Fair Labor Standards Act.
Generally, an employee will receive over-time pay at the rate of one and one-half time for time
actually worked beyond forty (40) hours in one (1) work week. (Time off such as holidays,
annual leave or sick leave do not count as time worked.) All overtime must be recorded and
approved by a supervisor verifying all hours worked by employees under his or her supervision.
Exempt employees are not covered by the overtime provisions of the Fair Labor Standards Act,
unless authorized by the County Commission during a declared emergency as outlined in section
II.M Inclement Weather/Declared Emergency guidelines.
Classifying a position as “exempt” is made on the basis of comparing actual job duties with
criteria established by the Department of Labor. Responsibility for classifying Baldwin County
positions as exempt or non-exempt is determined based on the requirements of the Fair Labor
Standards Act and upon approval by the Baldwin County Commission.
C. Employment for Classified Positions
Baldwin County will seek to select the applicant most capable of serving the County’s taxpayers
efficiently and effectively.
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Each Appointing Authority or Appointed Department Head is authorized to select employees to
fill approved vacancies in accordance with the personnel hiring procedure. No employment offer
shall be made by any person in the County other than by the Appointing Authority or Appointed
Department Head in consultation with the Personnel Director. No final employment offer shall
be effective until the prospective employee has completed and passed all applicable pre-
employment screenings and the County Commission has approved the employment in regular or
special session assembled.
To be considered for a classified position, a prospective or current employee must complete an
application and provide the information requested therein. Using false information on an
application or resume shall result in immediate disqualification and/or termination.
In accordance with the County's effort to promote internally, the Personnel Director, in
consultation with the Appointing Authority or Appointed Department Head, will recommend
whether to recruit applicants from existing employees or to advertise positions to the public.
Included in this determination will be whether a vacancy should be filled by internal promotion,
posted in the County organization (by job bid), or advertised externally to the public.
Openings for classified positions that are not filled by internal promotion will be posted on the
bulletin boards of at least three (3) facilities owned and operated by the Baldwin County
Commission and on the Baldwin County Commission website for a period of not less than ten
(10) working days.
An employee transferring from the Baldwin County Sheriff’s Office to the Baldwin County
Commission without a break in service, shall retain longevity, for the purpose of longevity pay
only, as well as accrued sick leave. Annual leave will not be retained and will accrue at the
lowest rate as outlined in section IV.A. Annual Leave. The employee is still required to serve a
probationary period as outlined in section I.D. Probationary Employees and will not be able to
use sick or annual leave during his or her probationary period.
D. Probationary Employees
The probationary period is intended to give new and rehired employees the opportunity to
demonstrate his or her ability to achieve a satisfactory level of performance. The County uses
this working period to evaluate employee capabilities, work habits and overall performance.
Probationary employees are encouraged to ask questions so that they will have a clear
understanding of the job and performance expectations. All probationary employees shall receive
an orientation to advise him or her of the policies of the County. Each probationary employee
shall complete all necessary forms, sign for a copy of this Handbook, and attend all required
orientation sessions.
The first six (6) consecutive months of employment in the position for which the employee is
hired is considered the probationary period. During this time, an employee is an “at will
employee” and may be terminated, with or without cause, without the right of appeal.
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If the Appointing Authority or Appointed Department Head determines that the employee’s
services should be terminated before the end of the probationary period, the employee will be
notified in writing, and the Appointing Authority or Appointed Department Head shall notify the
Personnel Director of such termination.
If a classified employee transfers to another position, he or she will not begin a new probationary
period.
E. Part-Time Employment
A part-time classified position is one that is scheduled for no more than twenty-nine (29) hours a
week on average. All part-time positions must be approved, and budgeted for, by the Baldwin
County Commission. Part-time employees will be eligible for paid time off (PTO) at a rate as
outlined in section IV. Leave Policies. Part-time employees are not eligible for any other benefits
with the exception of retirement.
If a part-time employee accepts a full-time position, all PTO accumulated will be converted to
annual leave, and he or she will begin to accumulate full-time leave benefits as outlines in IV.A.
Leave Policies and IV.C. Sick Leave. He or she will also be eligible for full-time benefits as
outlined in section V. Employee Benefits.
Part-time employees will follow all other policies as outline in the Baldwin County Commission
Employee Handbook.
F. Job Classifications
All job classifications are based on an analysis of the duties and responsibilities of each position
and requirements of education, training, experience, skills, knowledge and abilities necessary for
the position. If a position is reclassified to a higher pay grade due to increase in duties, the move
will result in no less than a 2.5% increase above the employee’s current salary. New employees
or employees transferring or being promoted to new positions shall receive a copy of the new
position description. All classified positions and position descriptions shall be approved and
funded by the Baldwin County Commission.
Position descriptions do not necessarily cover every task or duty that might be assigned, and
additional responsibilities may be assigned as necessary. The Personnel Department keeps
position descriptions on file.
G. Wage and Salary Administration
The compensation plan intends to provide equal compensation for work of equivalent
responsibility, pay according to work performance and/or outstanding service. Each position is
rated according to experience, knowledge, training, duty complexity, leadership, effect of errors,
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communication, problem solving, physical demands, potential work hazards, stewardship and
responsibility and education.
Employees are generally hired at the entry level of the position’s pay grade, but may receive a
different amount depending on experience and skill level.
Classified non-exempt (hourly) and classified exempt (salaried) employees may receive an
increase in pay based on the overall score of the performance appraisal. Employees who receive
an overall rating of 3.0 or higher are eligible to receive an increase in pay as outlined in Section
II.O. Performance Appraisals.
Additionally, classified employees will receive a 1% cost of living increase at the beginning of
each fiscal year.
Notwithstanding anything contained in this employee handbook to the contrary, all funding for
increases in pay must be approved in the fiscal year budget by the Baldwin County Commission,
in its discretion, and may be suspended and/or frozen at any time and for any reason deemed
appropriate by the Baldwin County Commission.
H. Pay Increases for Appointed Employees and Appointed Contract Employees
Appointed Contract Employees and Appointed Employees will receive an annual written
performance evaluation. Annual increases may be based on these evaluations and other
considerations. Annual increases for Appointed Contract Employees and Appointed Employees
may be in the form of a percentage increase over the current salary level, up to but not exceeding
the top of the salary scale for their job title.
Annual increases for Appointed Contract Employees will be considered the first Commission
meeting of December each year.
Annual increases for Appointed Employees will be effective the first full pay period of the
month following the employee’s annual anniversary of hire date or annual anniversary of
promotion. (i.e.: November hire date increase effective first full pay period of December.)
Notwithstanding anything contained in this employee handbook to the contrary, all funding for
increases in pay must be approved in the fiscal year budget by the Baldwin County Commission,
in its discretion, and may be suspended and/or frozen at any time and for any reason deemed
appropriate by the Baldwin County Commission.
I. Approval for Salary Changes
All increases in pay, with the exception of merit increases, recommended by an Appointing
Authority or Appointed Department Head must be submitted to the Personnel Director for
review and processing. No change shall be implemented until it is approved by the Commission
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during its regularly scheduled or special meeting. All changes in rates of pay will be effective at
the beginning of the pay period designated by the County Commission or the beginning of the
next pay period after final approval.
Notwithstanding anything contained in this employee handbook to the contrary, all funding for
increases in pay must be approved in the fiscal year budget by the Baldwin County Commission,
in its discretion, and may be suspended and/or frozen at any time and for any reason deemed
appropriate by the Baldwin County Commission.
J. Pay Periods
All non-exempt, full-time employees are on a forty (40) hour workweek schedule that begins on
Monday and ends on Sunday of each week.
All non-exempt, part-time employees are scheduled to work no more than twenty-nine (29) hours
on average within the workweek that begins on Monday and ends on Sunday of each week. An
employee’s average hours per week will be calculated during the first week of April, July,
October and January.
Employees are paid on a bi-weekly basis. Payroll checks are available every other Friday. Some
pay dates may occur earlier due to holidays.
K. Working During Lunch Periods
Lunch period is time set aside for eating. The time is not considered part of the basic workday.
No pay is earned during this period, and no work is to be performed during this period. All full-
time employees are granted a thirty (30) minute lunch period. Employees that wish to take a one
(1) hour lunch period must have approval from his or her Appointing Authority, Appointed
Department Head or supervisor, and work hours must show an entire work day as applicable to
the employee’s assigned shift (i.e. eight (8) hour day 8 am to 5 pm). If a part-time employee is
scheduled to work more than six (6) consecutive hours within a day, a thirty (30) minute lunch
period shall be granted.
A workday may not be shortened by “working through” or reducing the lunch period on a
voluntary basis. Eliminating or reducing a lunch period requires prior approval from the
employee’s immediate supervisor. Such approvals must be limited and will typically be for one
(1) day due to unusual or special circumstances. Working through the lunch period is not to be
used as an on-going solution for scheduling issues.
To the extent possible, without undue hardship of the department, employees are required to
clock in and out for lunch periods.
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L. Breaks
Each department may allow reasonable breaks for employees. The length and time of such
breaks shall be determined and posted by each department, but shall not exceed fifteen (15)
minutes. During the paid rest break, employees are not allowed to leave the premises. If the rest
break is extended without authorization, the employee will be subject to disciplinary action. Each
department is responsible for the scheduling of rest breaks.
M. Working Before or After Regular Hours
Employees may not voluntarily begin work early, or work after hours, to extend the workday for
the purpose of accumulating overtime. An employee may begin work early, or work after hours,
for the purpose of making up time missed within the work week only with prior approval from
the employee’s immediate supervisor.
N. On-Call Policy
An employee who is not required to remain on the premises, but is merely required to leave word
where he or she may be reached, is not working while on-call. On-call time will be considered
hours worked when an employee is required to restrict his or her personal activities such that the
employee cannot use this time effectively for his or her own purposes. Under these
circumstances, the employees are paid at their normal pay rate (or overtime when appropriate).
Employees on leave are not subject to be on call.
An employee in a position that requires him or her to be called back into work after working
hours are required to respond to all emails or voicemail messages within a reasonable time of
receipt. Employees on call are to stay within a reasonable driving time from the office.
Employees who are on-call shall not use alcoholic beverages or any drugs or medications that
may impair the employee or affect the employee’s performance.
Hourly employees who respond to a call and are able to handle the matter by telephone or instant
messaging are to be paid for the actual time worked and will not be paid a minimum of two (2)
hours of call out pay as set forth in section I.O. Call Out Pay. All time must be documented.
O. Call Out Pay
A classified, non-exempt employee who is called out by a supervisor will be paid a minimum of
two (2) hours call out pay if he or she works less than two (2) hours.
If you need to make a one-time adjustment to your work schedule, you may ask
your immediate supervisor, in advance, for permission to reduce or eliminate your
lunch period on the day in question. This may not be used on an on-going basis.
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On-call employees and employees who are subject to being called out during an emergency
should make sure their supervisor has their updated contact information.
Exempt employees are not subject to Call Out Pay, unless he or she is among the critical
emergency personnel who must work during inclement weather or a declared emergency. Refer
to section II.M. Inclement Weather/Declared Emergency policy.
P. Pay Advances
Pay advances are not allowed under any circumstances.
Q. Direct Deposit
Direct Deposit is mandatory for all County employees. Deposits will be made directly to the
financial institution of the employee’s choice.
For any questions on how to change a direct deposit account, contact Payroll in the Accounting
Department.
II. General Personnel Policies
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II. General Personnel Policies
A. Equal Employment / Workplace Discrimination and Harassment Policy
Baldwin County is an Equal Opportunity Employer and complies with all applicable state and
federal laws, rules and guidelines, including, but not limited to, Title VII of the Civil Rights Act
of 1964, governing discrimination in employment. Baldwin County recruits, selects, trains and
promotes all employees without regard to race, color, sex, religion, national origin, age, marital
status, political belief, actual or perceived disability or history of disability, or genetic
information, except where specific age, sex or physical requirements constitute a bona fide
occupational qualification that is necessary to proper and efficient administration.
The Baldwin County Commission hereby establishes and reaffirms its commitment to a clearly
defined Equal Employment Opportunity Program (EEOP) as set forth by the following
guidelines:
Equal opportunity for all of our citizens is a historic American ideal, and it is the policy
of the Baldwin County Commission to maintain equal employment opportunity in the
public service position of county government by considering job applicants and
employees for hiring and advancement on the basis of job-pertinent individual
differences and not on the basis of the extraneous factors such as race, religious creed,
color, national origin, ancestry, sex, marital status, medical condition, age or disability.
The objective of this program is to continue to ensure nondiscrimination in all
employment related decisions.
Baldwin County is committed to creating a workplace free from the unlawful harassment of
employees by other employees and officials, or the unlawful harassment of its officials and
employees by its vendors or visitors. Likewise, Baldwin County will not accept the unlawful
harassment of a vendor or visitors by any employee of Baldwin County. This policy includes
harassment because of race, sex, religious creed, color, national origin, ancestry, disability or
medical condition, age, or any other basis protected under Title VII.
Baldwin County encourages employees to address harassment directly when it occurs. Any
incident of harassment shall be reported immediately to the Personnel Director or the respective
Appointing Authority, Appointed Department Head, or supervisor in the manner as described
under the section II.B. Equal Employment Opportunity/Employment Grievance Procedures. If an
employee is not satisfied with the results or action(s) taken as a result of his or her initial
complaint, then the employee must report his or her complaint to the County Administrator.
All complaints for harassment will be investigated, and the results of the investigation will be
reported to the complaining party. Investigation of a harassment complaint may include, but is
not limited to, interviewing the complaining and accused parties as well as other employees
and/or vendors necessary to obtain sufficient information upon which to make an assessment of
the situation. While Baldwin County will make every effort to be sensitive to privacy issues,
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there is no guarantee of confidentially. Retaliation and/or discrimination against an employee
who complains of harassment are strictly prohibited and also may be a violation of Title VII.
1. Sexual Harassment: Each Appointing Authority, Appointed Department Head, supervisor
and employee has a responsibility to maintain a workplace free of any form of sexual
harassment. Sexually harassing conduct in the workplace, whether committed by supervisors
or non-supervisory personnel, is prohibited. Such conduct includes, but is not limited to:
a. Sexual flirtations, touching, advances or propositions;
b. Verbal abuse of a sexual nature;
c. Graphic or suggestive comments about an individual’s dress or body;
d. Sexually degrading words to describe an individual; or
e. The display of sexually suggestive objects or pictures, including nude photographs.
As with any form of harassment, the employee has the responsibility to report sexual harassment
to an appropriate authority as soon as possible. He or she may report the harassing behavior to
his or her immediate supervisor, Appointing Authority, Appointed Department Head, or the
Personnel Director. The complaint of sexual harassment will be investigated promptly and
impartially, with confidentiality maintained to the greatest extent possible. The complaining
employee will be advised of the findings following the investigation.
Any employee, supervisor or Appointed Department Head who is found to have engaged in any
form of harassment of another employee will be subject to appropriate disciplinary action, up to
and including termination.
If the employee is dissatisfied with the outcome of the investigation, or if any form of
harassment persists or re-occurs, the employee has the responsibility to report the occurrence or
re-occurrence to the appropriate authority as soon as possible.
B. Equal Employment Opportunity/Employment Grievance Procedures
If an employee or applicant feels he or she has been a victim of discrimination, the employee
shall file a written complaint. Complaints by employees should be addressed to the employee’s
supervisor; if the supervisor is the subject of the complaint, it should be addressed to the
employee’s Appointed Department Head. Employees employed under the Revenue Commission
should address the complaint to the Revenue Commissioner; employees employed under Probate
Office should address the complaint to the Probate Judge. If the Appointed Department Head,
Revenue Commissioner or Probate Judge is the subject of the complaint, or if for any reason the
employee is unable to follow this process as outlined, the complaint should be directed to the
Personnel Director. Complaints by applicants shall be filed directly with the Personnel Director,
who would also serve as the EEO Officer for that purpose.
The complaint should contain the following:
II. General Personnel Policies
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1. Date(s), time(s) and location(s) of the incident/incidences that took place;
2. Description of each incident, including a statement as to any physical contact made and as to
what was said and/or done;
3. Name(s) of witnesses, if any; and
4. The names of anyone with whom incident/incidences have been discussed.
All complaints of discrimination will be investigated, and the results of the investigation will be
reported to the complaining party. Investigation of a discrimination complaint may include, but
is not limited to, interviewing the complaining party as well as other employees and/or others
necessary to obtain sufficient information upon which to make an assessment of the situation.
While every effort will be made to be sensitive to privacy issues, in the course of an
investigation, Baldwin County will discuss relevant information with appropriate parties on a
need-to-know basis; and therefore, the information provided during the investigation may not be
kept confidential. A record of the complaint and findings will become a part of the complaint
investigation records and the file will be maintained separately from your personnel file.
The Personnel Director is principally responsible for investigating violations of the personnel
policies of Baldwin County. When appropriate, the Personnel Director may explore informal
means to resolve discrimination complaints. Informal dispute resolution procedures may
include, but are not limited to, counseling the alleged violator or serving as a mediator between
the two parties.
When the matter cannot be resolved informally, the Personnel Director or the appropriate party
may prepare a written report of the investigation and a recommendation. Recommendations can
include discipline for the violator as well as the restoration of any employment terms, conditions,
or opportunities the complainant lost or was denied because of the discrimination.
If an employee is not satisfied with the resolution of the initial complaint, then the employee
shall bring the complaint to the attention of the County Administrator in writing. The County
Administrator will decide whether to approve the Personnel Director’s recommendation, dismiss
the complaint or order further investigation. In the event the complaint is against the County
Administrator, the Personnel Director will submit his or her recommendation to the
Clerk/Treasurer, who will decide whether to approve the Personnel Director’s recommendation,
dismiss the complaint or order further investigation.
C. Administrative Grievance Procedures
A grievance may be a complaint regarding some matter considered by an employee as
unresolved and otherwise unsettled by Baldwin County Commission procedure rule or regulation
already in effect.
Administrative Grievance Procedures
Step 1. (Applicable to Employees and Supervisors)
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-4
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
The employee is expected to make every effort to resolve problems as they occur through
informal means. Therefore, within five (5) calendar days after an employee knows, or should
have known, of an alleged violation or misapplication of a Baldwin County personnel rule,
regulation or procedure, the employee shall discuss the grievance with his or her immediate
supervisor or the next highest supervisor if the problem is with the immediate supervisor
(collectively hereinafter “supervisor”). If this informal discussion fails to resolve the problem,
the employee should prepare a written description of the problem at issue, including reference to
any applicable personnel rule, regulation, or procedure, the discussion that was held with the
supervisor and why the employee feels that no acceptable resolution was reached in the
discussion. Any such written description shall be prepared and provided to the supervisor in
question within three (3) working days of the discussion.
The supervisor should provide the employee an answer within three (3) working days of this
initial meeting or receipt of said written description. The employee’s signed written description
of the grievance along with the response of the supervisor is required at this level.
Step 2. (Employee, Supervisor, Appointing Authority or Appointed Department Head)
Within three (3) working days from the receipt of the supervisor's final decision, the employee
shall have the right to forward the decision to his or her Appointed Department Head. In the
event the Appointed Department Head is actually the immediate supervisor, then to the
Appointing Authority. Employees working in the Office of the Revenue Commissioner should
forward the decision to the Revenue Commissioner, and employees working in the Probate
Office should forward the decision to the Probate Judge. The appeal to the Appointed
Department Head or Appointing Authority must be in writing, must describe and attach the
decisions of the employee’s supervisor and Appointed Department Head and must specify the
relief sought. The Appointing Authority or Appointed Department Head shall furnish the
employee an answer within three (3) working days of receipt of the appeal forwarded by the
employee.
Written record of the grievance is required by the Appointing Authority and/or Appointed
Department Head and shall include the following:
1. A statement of rules, regulations or procedures that have been violated or misapplied, with
the dates and descriptions of such violations or misapplication signed by the employee;
2. A copy of the written action taken by the supervisor;
3. The specific remedy which is being sought signed by the employee;
4. The specific final action of the Appointing Authority or Appointed Department Head with
respect to the grievance signed by the Appointing Authority or Appointed Department Head;
and
5. Any decision of the Appointing Authority or Appointed Department Head will be final in all
matters that do not concern the termination, suspension without pay or involuntary demotion
of an employee who has completed the probationary period.
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-5
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
D. Anti-Retaliation
Baldwin County is committed to providing a work environment in which employees may
complain about alleged discrimination or other problems, including harassment, without fear of
retaliation. The County strictly prohibits discrimination against any employee because he or she
has opposed any unlawful employment practices or because he or she has made a charge,
testified, assisted or participated in any manner in an investigation, proceeding, or hearing
regarding such alleged practices.
Any employee who wants to report an incident of retaliation should promptly report the matter.
Employees can raise concerns and make reports without fear of reprisal or retribution. Any
employee, supervisor, Appointing Authority or Appointed Department Head who becomes aware
of possible retaliation shall promptly advise any of the persons listed above. Anyone engaging in
retaliation will be subject to disciplinary action, up to and including immediate termination of
employment.
E. Workplace Rules of Conduct
One of the County’s most paramount principles is to demonstrate respect and dignity in service
to the citizens of Baldwin County and interactions with each other. To assure orderly operations
and provide the best possible work environment, the County from time to time establishes
general work rules. Although it is not possible to list all the forms of behavior that are considered
unacceptable in the workplace, the following are examples of some of the types of infractions
which can result in disciplinary action up to and including termination. In order to avoid such
severe consequences, just follow simple common sense, read and understand this list of
examples and ask management before engaging in any questionable activity. Many of these
policies and rules are outlined elsewhere in this handbook.
Examples of workplace rules of conduct for which an employee will be subject to progressive
discipline under the Progressive Disciplinary Policy from counseling up to and including
termination include, but are not limited to, the following:
1. Insubordination or lack of cooperation;
2. Failing to follow instructions or to perform work as requested;
3. Failing to meet reasonable standards of efficiency and productivity, or otherwise
unsatisfactory job performance and/or repeated substandard work;
4. Unauthorized or excessive absences (including failure to report for work, late arrival, early
departure or unauthorized absence from duty) from work;
5. Excessive break time or repeatedly attending to personal affairs on work time;
6. Sleeping or giving the appearance of sleeping while on County property or during the time in
which the employee is supposed to be working; or
7. Failure to prepare and submit required reports and/or records in a timely manner.
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-6
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
Examples of workplace rules of conduct for which an employee may be subject to a letter of
reprimand or other disciplinary action up to and including immediate termination as set forth in
the progressive disciplinary policy include, but are not limited to, the following:
8. Abusing, damaging, wasting, stealing, inappropriately removing or possessing County
property, records or the property of other employees;
9. Falsifying the employment application or making misrepresentations on any other personnel
records;
10. Falsifying County reports or committing fraud with regard to any records (including time
records, expense accounts, absence excuse, etc.);
11. Fighting, threatening violence or otherwise starting a disturbance on County premises or
while performing job duties, including, but not limited to, assaulting or intimidating a County
employee or non-employee;
12. Reporting to work in a condition unfit to perform his or her duties, including reporting to
work with measurable amounts of illegal drugs, intoxicants, or controlled substances in the
employee’s system or being under the influence of alcohol or drugs or controlled substances;
13. Possessing, consuming or selling alcohol, illicit drugs or controlled substances on County
premises or while performing job duties and/or any violation of the County Drug-Free
Workplace Policy;
14. Violating a County safety, fire prevention, health, or security rule, policy or practice -- or
creating or contributing to unhealthy or unsanitary conditions;
15. Boisterous or disruptive activity or horseplay in the workplace;
16. Conduct leading to damage of County-owned property;
17. Disclosing unauthorized confidential County information;
18. Unauthorized solicitation or distribution on County property;
19. Sexual, racial or other unlawful harassment or any violation of the Rules of Conduct and
Harassment policies;
20. Failing to fully cooperate in any County investigation;
21. Failure to notify the County of wrongdoings of co-workers or for violation of any rules,
regulations or law;
22. Failing to notify County of an accident as soon as possible;
23. Abuse of phone or other communication systems for personal use;
24. Abuse or misuse of the County telephone system, computer system or data;
25. Entering a restricted area without authorization;
26. Not being truthful or attempting to mislead or evade a direct question or inquiry from any
supervisor or County official; or
27. Multiple or repeated violations of workplace rules or conduct.
The above list is not all encompassing or all-inclusive.
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-7
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
F. Workplace Violence Prevention
Baldwin County Commission is committed to maintaining a safe environment and preventing
workplace violence. All employees should be treated with courtesy and respect at all times.
Conduct that threatens, intimidates or coerces another employee, a client, or a member of the
public at any time, including off-duty periods, will not be tolerated.
In an effort to prevent violence that may occur during business hours or on County premises, the
Commission has developed these guidelines to identify and define prohibited conduct, which
includes, but is not limited to, the following:
1. Physically or verbally threatening another individual;
2. The intentional destruction or threat of destruction of County property or a co-employee’s
property while at work;
3. Harassing or threatening phone calls or written communications;
4. Stalking;
5. Advocating or threatening the illegal use of weapons or bombs;
6. Threats or attempts to commit suicide;
7. Fighting;
8. Horseplay;
9. Bullying;
10. Profanity; or
11. Advocating or threatening revenge based upon a workplace occurrence.
All threats of violence, violent acts, potentially volatile situations and all conduct prohibited by
this policy should be reported as soon as possible to the supervisor. This includes threats by
employees, as well as threats by clients, vendors, solicitors or other members of the public.
Reports should be as specific and detailed as possible. Additionally, any emergency, crisis or
situation posing imminent danger should be immediately reported to 911. As soon as practical,
notify the Appointing Authority, Appointed Department Head or supervisor.
The County will promptly and thoroughly investigate all reports. The identity of the individual
making a report will be protected as much as is practical. No person will be subject to retaliation
or reprisal because of making a report. In order to maintain workplace safety and the integrity of
its investigation, the County may place employees on administrative leave, either with or without
pay, pending investigation. Employees charged with a crime may be placed on administrative
leave without pay for a maximum of ten (10) days for investigation.
Anyone determined to be responsible for threats of violence, violent acts or other conduct that is
in violation of these guidelines will be subject to prompt disciplinary action up to and including
termination of employment.
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-8
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
Baldwin County encourages employees to bring their disputes or differences with other
employees to the attention of the supervisor before the situation escalates into potential violence.
The County is eager to assist in the resolution of employee disputes and will not discipline
employees for raising such concerns.
G. Americans with Disabilities Act (ADA)
Baldwin County Commission complies with the Americans with Disabilities Act of 1990, Public
Law 101-336 (ADA), which prohibits discrimination on the basis of disability. The ADA
prohibits employers with fifteen (15) or more employees from discriminating against qualified
job applicants and employees who are or become disabled.
Baldwin County Commission is committed to providing reasonable accommodations to qualified
individuals with disabilities, unless it would impose an undue hardship on the employer. If an
employee has a disability, he or she may request a reasonable accommodation at any time during
the application process or during the period of employment. The employee, the employee’s
health professional, or any other representative acting on behalf of the employee may request an
accommodation. This may be done verbally or by completing a reasonable accommodation
request form. This form may be obtained from the employee’s supervisor or the Baldwin County
Personnel Department.
Reasonable documentation from an appropriate healthcare or rehabilitation professional may be
required to establish that an employee has an ADA disability and that the disability necessitates a
reasonable accommodation.
H. HIPAA
Baldwin County Commission complies with the Health Insurance Portability and Accountability
Act of 1996 (HIPAA) and follows guidelines involving the protected health information of
employees, dependents and patients. Contact the Personnel Department for a copy of the
Baldwin County Commission Health Insurance Portability and Accountability Act of 1996
policy.
Employees can find the approved Health Insurance Portability and Accountability Act Privacy
Policy that was adopted by the Baldwin County Commission on April 19, 2005, on the Personnel
page at www.baldwincountyal.gov.
If you have a disability and need an accommodation to perform your job duties or
to receive any regular benefit or condition of employment, you should make the
request to your supervisor verbally, in a written note or memo, or by using a special
form. Any other person may assist in making this request.
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-9
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
I. Dress Code
The Baldwin County Commission seeks to project a positive image and to promote
professionalism in the workplace. Employees are required to dress in an appropriate manner
consistent to the specific job duties to which he or she is assigned and to exercise good judgment.
Appointing Authorities, Appointed Department Heads and supervisors are authorized/required to
assure compliance in the particular areas for which they are responsible. Dress codes are left to
the discretion of the department head over the department.
During business hours or whenever an employee represents the County, he or she should be
clean, well groomed and wear appropriate clothes.
If an employee’s supervisor finds that the employee’s personal appearance is inappropriate, he or
she will be asked to leave work and return properly dressed and groomed. If an employee is
asked to leave, he or she will not be paid for the time away from work.
Where necessary, the County may make a reasonable accommodation to this policy for a person
with a disability.
The following examples should help the employee understand the County’s personal appearance
guidelines:
1. Tank tops, tube or halter tops may not be worn under any circumstances;
2. Offensive body odor and poor personal hygiene is not professionally acceptable;
3. Perfume, cologne and aftershave lotion should be used moderately or avoided altogether, as
some individuals may be sensitive to strong fragrances;
4. Facial jewelry and body piercings, such as eyebrow rings, nose rings, lip rings and tongue
studs, is not professionally appropriate and must not be worn at work;
5. Torso body piercings with visible jewelry or jewelry that can be seen through or under
clothing must not be worn at work;
6. Footwear should be fastened and secured to feet for safety and shall be appropriate for job
duties; and
7. Skirt length must be no more than two (2) inches above the knee. Shorts may not be worn.
J. Attendance
Each employee is an important member of the Baldwin County Commission team. In order to
accomplish this, each employee’s prompt and regular attendance is required.
In case of an illness or injury that would prevent the employee from reporting to work at the
scheduled time, notice must be confirmed to his or her supervisor, next level manager,
Appointed Department Head or Appointing Authority. If notice is given, the employee will still
be considered tardy once he or she arrives at work. The Appointing Authority and/or Appointed
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-10
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
Department Head of the department may further define specific departmental requirements.
Failure to provide notification of absence for three (3) consecutive workdays may result in
removal from the payroll as having resigned without notice. Employees who resign under such
circumstances are not eligible for rehire.
K. Work Hours and Time Records
The normal workweek for a full-time employee consists of forty (40) hours depending on the job
classification and work location and for a part-time employee no more than twenty-nine (29)
hours a week on average. Core business hours are 8:00 am to 4:30 pm. Some jobs may require
other hours of service. In such cases, the immediate supervisor will inform the employee of the
required work hours.
Hourly (non-exempt) employees will be responsible for completing a time record with the
beginning and ending work times, including lunch. This is necessary for payroll calculation of
the employee’s earnings.
All salaried (exempt) employees are expected to accomplish their duties irrespective of the time
or days required to do so. Salaried exempt employees will be responsible for recording all time
records if he or she is absent from work.
The employee reserves the right to examine and verify his or her personal time record prior to
supervisor approval. Employees who willfully falsify a time record will be subject to immediate
termination.
A workday may not be shortened by “working through” or reducing the lunch period on a
voluntary basis, nor may an employee voluntarily begin work before or after his or her regularly
scheduled hours for the purpose of accumulating overtime. Every adjustment to the work
schedule requires advance approval from the employee’s immediate supervisor.
L. Safe Harbor Policy
It is the policy and practice of the Baldwin County Commission to accurately compensate
employees and to do so in compliance with all applicable state and federal laws. To ensure that
Notice must be confirmed by your supervisor, next level manager, Appointed Department
Head or Appointing Authority to give notification of absence or tardiness. Your
Appointing Authority and/or Appointed Department Head may further define specific
departmental requirements.
You will be subject to immediate termination if you willfully falsify your time
record. The same consequence applies if you falsify, or interfere with, the time
record of any other employee.
II. General Personnel Policies
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Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
the employee is paid properly for all time worked and that no improper deductions are made, the
employee must record correctly all work time and review his or her paychecks promptly to
identify and to report all errors.
The Baldwin County Commission makes every effort to ensure all employees are paid correctly.
When mistakes do happen, and are called to our attention, we will promptly make any
corrections necessary. Each employee should review his or her pay stub when received to make
sure it is correct. If a mistake has occurred or if there are any questions, please use the reporting
procedure outlined below.
If an employee is classified as non-exempt (hourly), he or she must maintain a record of the total
hours worked each day. These hours must be accurately recorded in the time keeping system
provided by the County. Each employee must verify that the reported hours worked are
complete and must accurately reflect all regular and overtime hours worked, any absences, late
arrivals, early departures and meal breaks. The employee should submit the completed time
record to his or her supervisor for verification and approval. When an employee receives each
pay check, the employee must also verify immediately that he or she was paid correctly for all
regular and overtime hours worked each work week.
Unless authorized by the employee’s supervisor, the employee shall not work any hours that are
not authorized, unless authorized to do so by his or her supervisor and that time is recorded on
his or her time record. Employees are prohibited from performing any "off-the-clock" work.
"Off-the-clock" work means work the employee may perform but fails to report on his or her
time record. Any employee who fails to report or inaccurately reports any hours worked will be
subject to potential disciplinary action, up to and including, termination.
It is a violation of the County's policy for any employee to falsify a time record, or to alter
another employee's time record. It is also a serious violation of County policy for any employee
or manager to instruct another employee to incorrectly or falsely report hours worked or alter
another employee's time record to under- or over-report hours worked. If any supervisor or
employee instructs another employee to (1) incorrectly or falsely under- or over-report an
employee’s hours worked, or (2) alter another employee's time records to inaccurately or falsely
report that employee's hours worked, the employee should report it immediately to the Personnel
Director or County Administrator.
If an employee is classified as exempt (salaried), the employee will receive a salary that is
intended to compensate him or her for all hours he or she may work for the County. This salary
will be established at the time of hire or when he or she becomes classified as an exempt
employee. While it may be subject to review and modification from time to time, such as during
salary review times, the salary will be a predetermined amount that will not be subject to
deductions for variations in the quantity or quality of the work the employee performs.
Under federal and state law, an employee’s salary is subject to certain deductions. For example,
absent contrary state law requirements, an employee’s salary can be reduced for the following
reasons:
II. General Personnel Policies
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Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
1. Full day absences for sickness, disability or personal reasons;
2. Partial day absences for sickness, disability or personal reasons when:
a. Permission for paid leave has not been sought or has been sought and denied;
b. Accrued leave has been exhausted; or
c. Employee is granted leave without pay, in accordance with the policies adopted by
the Baldwin County Commission.
3. Full day disciplinary suspensions for infractions of the Baldwin County Commission’s
written policies and procedures;
4. Family and Medical Leave absences (either full or partial day absences);
5. To offset amounts received as payment for jury or witness fees or military pay;
6. The first or last week of employment in the event the employee works less than a full week;
or
7. Suspension without pay for full or partial day absences based on violation of a safety rule.
An employee’s salary may also be reduced for certain types of deductions such as his or her
portion of health, dental or life insurance premiums; state, federal or local taxes and social
security; or voluntary contributions to a retirement plan.
If an employee has questions about deductions from his or her pay, please immediately contact
the Personnel Director. If an employee believes that his or her pay does not accurately reflect the
employee’s hours worked, the employee should immediately report the matter to his or her
supervisor. If the supervisor is unavailable or if the employee believes it would be inappropriate
to contact that person (or if the employees has not received a prompt and fully acceptable reply),
the employee should immediately contact the Personnel Director. If an employee has not
received a satisfactory response within five (5) business days after reporting the incident,
immediately contact the County Administrator.
Every report will be fully investigated and corrective action will be taken where appropriate, up
to and including discipline for any employee(s) who violates this policy. In addition, the County
will not allow any form of retaliation against individuals who report alleged violations of this
policy or who cooperate in the County's investigation of such reports. Retaliation is
unacceptable and any form of retaliation in violation of this policy will result in disciplinary
action, up to and including, discharge.
M. Inclement Weather/Declared Emergency
1. Inclement Weather/Declared Emergency without Official Closing: Inclement
weather/declared emergency usually does not warrant closing of County offices. Absence
due to inclement weather/declared emergency requires an employee to make a personal
judgment pertaining to his or her safety in traveling to and from work. Loss of work time for
this reason is charged to the employee’s accrued annual leave. If an employee has no annual
leave, then the time is charged as leave without pay.
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-13
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
2. Official Closings Due to Inclement Weather/Declared Emergency: The Commission will
decide if Baldwin County offices will be closed on normal work days during inclement
weather/declared emergency. If the Commission decides to close one or all of Baldwin
County offices, full-time classified employees will be paid administrative leave in the
amount of hours to bring them to their regularly scheduled work hours for the day.
Employees who are out on annual, sick or any other type leave or has requested leave for the
day of closing must be charged with the leave requested. Closing information will be given
to the major media outlets via press release.
The County Administrator will also contact the Probate Judge, Revenue Commissioner and
Appointed Department Heads to inform them of the closing and each department will have a
notification process. If an employee has any questions about an official closing, the immediate
supervisor should be contacted.
The Commission will also determine whether certain “critical emergency service personnel”
must report to work during inclement weather/declared emergency. Such personnel may include,
but, are not limited to, employees from:
Highway;
Solid Waste; and
Communication and Information Systems.
If other employees are needed to assist with services, they will be contacted by a supervisor. If
an employee is not required to work during an inclement weather/declared emergency closing, he
or she will receive administrative pay for the regularly scheduled working hours during the
period of closing. If an employee is called to work and refuses to come in during the inclement
weather/declared emergency closing, the employee will not receive administrative leave and will
be charged with leave without pay.
If a full-time hourly (non-exempt) employee is among the critical emergency service personnel
who must work, the employee will receive his or her regular wages, plus overtime for the hours
actually worked over forty (40) in addition to eight (8) hours of administrative leave per day to
exceed forty (40) hours within a work week with the exception of the first and last day of
declaration, then the employee will receive administrative leave in the amount of hours from
time the declaration was declared or undeclared to bring them up to the eight (8) hours.
Example: Employee works from 8 am to 4:30 pm, emergency declared at 11:00 am. The
employee has already worked three (3) hours, so five (5) hours administrative leave will be
granted plus all hours actually worked.
If a salaried (exempt) employee is among the critical emergency service personnel who must
work, the employee will receive his or her regular wages, plus time and a half for the hours
actually worked over forty (40) starting at the time the Commission declares the state of
emergency in addition to eight (8) hours of administrative leave per day not to exceed forty (40)
hours within a work week with the exception of the first and last day of declaration, then the
employee will receive administrative leave in the amount of hours from time the declaration was
declared or undeclared to bring them up to the eight (8) hours. Example: Employee works from
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8 am to 4:30 pm, emergency declared at 11:00 am. The employee has already worked three (3)
hours, so five (5) hours administrative leave will be granted plus all hours actually worked. The
exempt employee will not receive supplemental pay for work during any portion of the pay
period that is not during the inclement weather/declared emergency.
If an employee is not scheduled to work during an inclement weather/declared emergency
closing, the employee will not be paid for the closing.
If an employee is on annual, sick or any other leave with pay during the declared times of
closing, he or she will be required to use the previous scheduled leave and will not receive
administrative leave with pay.
N. Central Personnel Files
It is the intention of the Personnel Department to ensure that all personnel files are accurate,
relevant and safe from improper disclosure. Employee information not kept in the central
personnel file in the Personnel Department is not deemed part of his or her file. All medical
information on the employee is kept in a separate file detached from other files. At no time,
should an employee’s medical information be kept any place other than in the employee’s
medical file located in the Personnel Department.
Personal information will be disclosed according to the requirements of public records law and it
is the intent of the Personnel Department to inform affected employees of requests for
information or access to personnel files. To review a file, contact the Personnel Office at (251)
580-1663. Individuals shall submit a letter of request to view personnel files, and such letter will
be placed in the employee file that was viewed showing who reviewed the file and the date. An
employee of the Personnel Department will remain in the room while the file is being reviewed.
It is important that each employee promptly report any changes to the Personnel Department.
Other records, such as educational accomplishments, should also be reported as they are factors
in consideration for future promotional opportunity. Be sure that the Personnel Department
always has an employee’s current:
Address;
Contact number;
Marital status;
Any increase or decrease in number of dependents;
Any change affecting Social Security records; and
Correct beneficiary.
There is, however, restricted access to certain types of employee information. The following
records of government employees will not be open for inspection by members of the public:
Unpublished telephone numbers;
Bank account information;
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Social security numbers;
Driver’s license information unless driving a vehicle is part of the employee’s duties or
incidental to the performance of the job; and
The same information about an employee’s immediate family members.
Personnel representatives are the only persons authorized to disclose information, and any phone
calls or written inquiries seeking such information shall be directed to the Personnel Department.
The County will provide employee information to outside agencies as requested in writing and
only when accompanied by the original employee signed authorization for release of
information. Information is limited to confirming the dates of employment and job title.
O. Performance Appraisals
The performance appraisal is a systematic method of appraising and strengthening an employee’s
performance. Supervisors make a rated evaluation based on factors such as job knowledge, job
duties, leadership, promotion of accuracy, safety, communication, problem solving, stewardship
and responsibility. He or she reviews the position description for any necessary changes and
gives feedback about the employee’s performance. Together, the supervisor and employee may
develop goals to improve job skills and enhance performance.
The Baldwin County performance appraisal system is based on a scale of 1.0 5.0. An overall
score of 3.0 or higher is deemed to be satisfactory. A score below 3.0 is deemed unsatisfactory,
and a corrective action plan will be developed by the supervisor and employee, unless
disciplinary actions, including, but not limited to, termination, is deemed necessary. The written
performance appraisals will be reviewed with the employee and retained in the employee’s
personnel file.
Probationary employees will receive an evaluation prior to the end of the six (6) month
probationary period. Probationary employees must receive a satisfactory evaluation of at least a
3.0 on a scale from 1.0 5.0 to be deemed a classified employee. If a probationary employee
receives less than a 3.0 on the evaluation, then the evaluation will be considered unsatisfactory
and the employee will be terminated. Probationary employees will then be evaluated at the end
of their first year of consecutive employment. Probationary employees are not eligible for a merit
increase until he or she has completed one (1) consecutive year of employment and receives a
score of 3.0 or higher on his or her one (1) year evaluation.
Annual written performance appraisals will be performed on all non-probationary hourly (non-
exempt), salaried (exempt) employees, and Appointed Employees, on anniversary of hire date or
anniversary of promotion date. These employees may receive an increase in pay based on the
overall score of the performance appraisal. Employees who receive an overall rating of 3.0 or
If you experience a change in educational status, identifying information, or family
status, you should report these changes to the Personnel Department at, (251) 580-
1663.
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higher are eligible to receive an increase in pay in the form of a percentage over the current
salary level, up to, but not exceeding, the top of the salary scale for his or her job title.
Performance appraisal percentage increases are as follows:
Performance Appraisal Score
Merit Increase
From
To
3.0
3.39
1.50%
3.4
3.79
2.00%
3.8
4.19
2.50%
4.2
4.59
3.00%
4.6
5.0
3.50%
All exempt and non-exempt merit increases will take effect the first full pay period of the month
following the employee’s annual anniversary of hire date or annual anniversary of promotion.
(ie: November hire date increase effective first full pay period of December.)
Additionally, classified employees will receive a 1% cost of living increase at the beginning of
each fiscal year.
Increases shall not be approved if an employee’s record indicates unsatisfactory job
performance, including, but not limited to, any of the following:
1. Suspensions since the last evaluation date;
2. Two (2) documented disciplinary actions since the last evaluation date; or
3. Documented lack of care, misuse or negligence involving County property since the last
evaluation date.
When merit increases have been suspended and/or frozen by the Baldwin County Commission,
evaluations will be conducted on an annual basis, with the exception of new employees which
receive semi-annual evaluations for the first year of employment.
Notwithstanding anything contained in this employee handbook to the contrary, all funding for
increases in pay must be approved in the fiscal year budget by the Baldwin County Commission,
in its discretion, and may be suspended and/or frozen at any time and for any reason deemed
appropriate by the Baldwin County Commission.
P. Temporary Assignments
A temporary assignment of a classified employee is defined as a special assignment on a full-
time basis for a period not exceeding six (6) months. No salary or salary range adjustments are
generally made for temporary assignments. The performance review cycle continues and is based
on the wage rate assigned to the employee's non-temporary position with Baldwin County.
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-17
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
Q. Cross-Training
To promote efficiency within an office, an Appointing Authority or Appointed Department Head
may require employees to cross-train and perform tasks contained in the position description of
an employee's position that have not previously been performed by the employee in lieu of, or in
addition to, the tasks generally assigned to the employee. No salary or salary range adjustments
are made for cross-training or the performance of these tasks. The performance review cycle
continues and is based on the wage rate assigned in relation to the employee's generally assigned
tasks.
R. Promotions
Baldwin County continually strives to promote employees and fill job vacancies on an equal
opportunity basis. Promotions are based on an objective evaluation of each vacancy and the
candidates involved. When possible, Baldwin County will promote from within and will first
consider employees with the necessary qualifications and skills, unless outside recruitment is
deemed to be in the best interest of the County. However, to be eligible for a promotion, the
employee must be able to meet the requirements of the new position, must have satisfactory
performance, must have held the current position for at least six (6) months, with the exception
of employees within the same department doing similarly situated position duties, and must have
no adverse disciplinary actions during the same time period. All promotions will result in an
hourly/salary rate increase of 8% over the previous pay, into a higher pay grade, and no less than
the lowest hourly rate/salary applicable for the new position’s pay grade.
Employees may view job postings in the Personnel Department, on various locations throughout
the County system, and on the Baldwin County external web site (www.baldwincountyal.gov).
Selected openings may be advertised through various means.
Baldwin County reserves the right to fill department vacancies, which result in a promotion,
within the employee’s current department without posting the position.
Notwithstanding anything contained in this employee handbook to the contrary, all funding for
increases in pay must be approved in the fiscal year budget by the Baldwin County Commission,
in its discretion, and may be suspended and/or frozen at any time and for any reason deemed
appropriate by the Baldwin County Commission.
S. Transfers and Reassignments
It is the policy of the Baldwin County Commission that it may, at its discretion, initiate or
approve employee job transfers. Employees may request a voluntary lateral job transfer, within
the same grade classification, by applying for a posted open position. However, to be eligible for
a voluntary transfer, the employee must be able to meet the requirements of the new position,
must have satisfactory performance, must have held the current position for at least six (6)
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-18
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
months and must have no adverse disciplinary actions during the same time period. The
employee’s annual evaluation date will not change to coincide with the transfer or reassignment.
T. Voluntary Demotion
A voluntary demotion shall be at the request of the employee. For an employee to request a
voluntary demotion, he or she must state the reason for the request in writing and apply for an
open, posted position. However, to be eligible for a voluntary demotion, the employee must be
able to meet the requirements of the new position, must have satisfactory job performance, must
have held the current position for at least six (6) months and must have no adverse disciplinary
actions during the previous year. All voluntary demotions will result in an hourly/salary rate
decrease of no less than 5% under the previous pay and no less than the lowest hourly rate/salary
applicable for the new position and result in a change of the employee’s annual evaluation date
to coincide with the date of the voluntary demotion.
See section III.D. In-Voluntary Demotions for guidelines for an in-voluntary demotion.
U. Resignations
If an employee wants to resign his or her position, he or she should notify his or her immediate
supervisor, the Appointing Authority or the Appointed Department Head in writing no less than
ten (10) working days before the expected resignation date. Failure to provide such a notice will
be recorded in the employee’s personnel file and may constitute grounds for “no-rehire.
Employees who resign shall schedule an appointment with the Personnel Department in order to
complete an exit interview. At the time of the separation and prior to final payment, all records,
assets and other items of County property in the employee's custody shall be transferred to the
employee's supervisor, Appointing Authority or Appointed Department Head. Any amount due
and owing to the County by the employee because of shortage in the above shall be withheld
from the employee's final check.
After an employee gives notice and prior to the expiration of the ten (10) working days, his or
her Appointing Authority or Appointed Department Head can release the employee from the job,
provided that all state and federal legal requirements are met. If the Appointing Authority or
Appointed Department Head releases the employee prior to the ten (10) working days, the
employee will not be paid for the rest of that period and has no grievance rights.
If you want to transfer to another job with the Baldwin County Commission, you
should submit an application for the desired position. (It must be currently posted.)
You must have held your current position at least six months, had satisfactory
performance and discipline records during that time and be qualified for the new
position. Transfers are not automatic – you will compete with all other applicants
for the vacant position.
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-19
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
The Personnel Department reserves the right to make deductions from an employee’s paycheck
for failure to return County equipment or uniforms (upon leaving employment.) The employee’s
final check will include all annual leave payout (if applicable) and will be processed by the next
pay day following the date of termination.
V. Exit Interviews
All classified County employees who have successfully completed a probationary period with
the County shall not be separated from County employment without a minimum of a hearing
with the employee’s department head and the Personnel Director if requested by the employee.
In addition, exit interviews may be conducted with employees before their last scheduled
workday in order to inform the employee of his or her rights pertaining to retirement, COBRA or
any other information necessary. The Personnel Department will contact the employee to
schedule a time for the exit interview.
W. Rehire
Employees who leave employment with Baldwin County and later wish to return are eligible for
consideration for rehire after six (6) months provided an appropriate position is available. Former
employees rehired by Baldwin County will be considered a new hire for the purposes of benefits
and longevity.
X. Furloughs
The Commission may implement a furlough by temporarily reducing the hours of work of a class
of employees within a department due to budgetary constraints when the Commission determines
that revenue is not available to meet the obligations of a department. The furlough is limited to a
maximum of one (1) unpaid regularly scheduled work day per pay period for a maximum of
twenty-six (26) days per fiscal year and may be less than one (1) day per pay period depending
on the financial needs of the department. The Commission may implement the furlough in hourly
increments, as long as the reduction does not exceed one (1) day per pay period. The furlough
may be implemented department-wide, by classification or by classification series.
An employee may volunteer for furlough, but the Appointing Authority or Appointed
Department Head may accept or reject the employee’s request. An employee may not use leave
in lieu of the scheduled furlough. Employees who are placed on furlough shall be considered in
full pay status for benefit purposes, including leave accrual and seniority.
To resign your job, give a written notice to either your immediate supervisor or
department director. You must do this at least ten (10) working days before your
last day of work.
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-20
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
If the employee is required to work on a designated furlough day, the employee shall take
another day off.
The status of a salary exempt employee will remain the same as long as the employee continues
to meet the salary basis requirements of exemption. The Commission may implement the
furlough in the salary equivalent of hourly increments as long as the reduction does not exceed
the equivalent of one (1) day per pay period.
Y. Reduction in Force
Whenever it becomes necessary, through lack of funds, curtailment of work, reorganization or
for other causes, to reduce the number of employees in a given department and/or classification,
the Commission shall determine the procedure for layoff or a reduction in the workforce.
If an employee is discharged because of a reduction in force, as determined by the County
Commission, he or she is considered separated from employment, unless another position is
offered and the employee accepts another position.
The County Commission, Revenue Commissioner, Probate Judge or Appointed Department
Head may propose when a reduction in force is warranted and which employee(s) will be
released, and the County Commission shall make the decision whether to approve or deny the
reduction in force, subject to any modifications deemed necessary by the County Commission, in
its discretion. If an employee loses his or her job through a reduction in force, the employee may
apply for other posted positions, now or in the future.
A reduction in force is a separation of employment. The progressive discipline process is not
followed when there is a reduction in force, and the appeals process is not available since it is not
deemed a disciplinary action. All classified County employees who have successfully completed
a probationary period with the County shall not be separated from County employment without a
minimum of a hearing with the employee’s department head and the Personnel Director if
requested by the employee.
All layoffs or reduction in workforce must be approved by the Baldwin County Commission.
Z. Tobacco Use/Smoke Free Workplace
To protect and enhance indoor air quality and to contribute to the health and well-being of all
employees, Baldwin County facilities and vehicles shall be entirely smoke free, including vapor
cigarettes. Smoking is prohibited in all of the enclosed areas within Baldwin County work sites,
without exception. This includes common work areas, conference and meeting rooms, private
offices, hallways, stairs, restrooms, and employer owned or leased vehicles and all other
enclosed facilities.
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-21
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
The only designated smoking areas are outdoors and will be clearly marked as a designated
smoking area. No one may smoke along any pathway or walkway leading to or from the
designated smoking area.
Additionally, employees may smoke in their personal vehicles, but the smoke and tobacco
products, including vapor cigarettes, must be completely contained within the vehicle. It is not
acceptable that either smoking or non-smoking employees are subjected to smoke that they must
walk through to reach their vehicle or any other destination on Baldwin County property.
While Baldwin County makes these areas available to smokers, it in no way has any legal
responsibility to do so. Employees who choose to use these smoking areas do so at their own
risk. No additional breaks are allowed to any employee who smokes. Finally, smokers and users
of tobacco products must dispose of the remains in the proper containers. This helps to keep a
neat and clean environment for all employees and visitors.
Failure to comply with all of the components of this policy will result in disciplinary action that
may lead up to and include termination.
AA. Solicitation
Solicitations by Baldwin County employees made to other Baldwin County employees are
permitted only in non-work areas and during non-work hours.
Non-work areas include lobbies, hallways, elevators, stairs, sidewalks, parking areas, patios,
lunchrooms, or other areas not regularly scheduled for work activities. Non-work hours include
before and after scheduled work hours, lunch periods and approved breaks.
The County does not restrict employee’s involvement in activities such as United Way or Relay
for Life. The County will allow employees to solicit funds for County sanctioned events and
activities, such as sending flowers to sick or bereaved co-workers or collecting funds for County-
sponsored events.
BB. Employee Parking
In an effort to serve the Baldwin County general public and provide them with easy access to
County facilities, County employees are required to park in designated areas in the rear of all
County buildings. Appointed Department Heads or Appointing Authorities will be responsible
for designating these areas.
CC. Garnishments and Levies
In the event that garnishment or similar proceedings are instituted against an employee, the
Baldwin County Commission will deduct the required amount from the employee’s paycheck.
II. General Personnel Policies
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page II-22
Updated 10/21/2014, Updated 12/20/2016, Approved 09/22/2020
DD. Immigration Compliance
The Baldwin County Commission is committed to meeting its obligations under U.S. and State
immigration laws. Accordingly, the County does not hire individuals nor continue to employ
individuals unless they are legally authorized to work in the United States. Moreover, Baldwin
County does not discriminate on the basis of citizenship status or national origin in recruitment,
hiring or discharge.
EE. Other Policies and Procedures
The following policies are located under Baldwin County Policies and Procedures Library on the
Baldwin County Commission Intranet website BCAP. The library can be found by selecting the
“County Commission” tab, then select “Administration”.
Cellular Phone Policy #8.3
Fuel Management System for Baldwin County Vehicles Policy #3.5
Official and Employee County-Owned Car Policy #2.9
Travel-Training for County Commission Departments and Staff Policy #8.14
Purchasing Policy #3.7
Use, Transmission and Storage of Electronic Information by Employees Policy #5.1
Additionally, the Baldwin County Policies and Procedures hard copy manual can be found in the
following locations throughout the county:
Bay Minette Administration Building - Library
Foley Satellite Courthouse Commission Office
Fairhope Satellite Courthouse – Commission Office
Robertsdale Central Annex - Commission Office
Juvenile Detention Center Conference Room
Baldwin County Residential Wilderness Facility
Bay Minette Highway – Office Manager’s Office
Silverhill Highway – Main Lobby
Foley Highway – Area Supervisor’s Office
Magnolia Landfill – Conference Room
Emergency Management Agency Director’s Office
Baldwin Rural Area Transportation Office Front Desk
If your wages are garnished, be sure that all correspondence to your
employer is sent to:
Baldwin County Payroll Department
312 Courthouse Square Suite 11
Bay Minette, Alabama 36507
III. Progressive Discipline
Baldwin County Employee Handbook - Approved 4/2/2013 Page III-1
Updated 12/20/2016
III. Progressive Discipline
A. Progressive Discipline Procedures
In cases where an employee displays inappropriate conduct or poor performance, and the activity
does not call for automatic termination, Baldwin County follows a progressive discipline
process. This is a system that consists of corrective action, documentation and adverse action.
Personnel must be notified in advance of any disciplinary action.
The steps of progressive discipline may include:
Employee CounselingThe first step is usually an employee counseling from the supervisor
with the employee to identify the problem and to state the corrective action needed. The
supervisor documents this step including dates, times and details of incidents of improper
conduct or poor performance and the date the employee counseling was given. The
supervisor sends this documentation to the Personnel Director who will review it and place it
in the employee’s personnel file. The employee may submit a separate written statement for
the file, if desired.
Written Warning The second step in the process is usually a written warning with specific
examples cited. The supervisor prepares the “Notice of Disciplinary Action” form that states
a specific time frame in which the employee must improve and gives the consequences of
failure to improve. Prior to issuing the form, the supervisor must review it with his or her
Appointing Authority or Appointed Department Head. A copy of the original form is
forwarded to the Personnel Director for review and placement in the employee’s personnel
file and a copy is given to the employee. The employee may submit a separate written
statement for the file, if desired.
Adverse Action If attempts at corrective action fail to produce satisfactory results, some
form of adverse action may be taken. The term “adverse action” means action involving
suspension, in-voluntary demotion, or termination. Before any adverse action becomes
effective, the supervisor must obtain the written approval from the appropriate Appointing
Authority or Appointed Department Head.
Any employee who receives two (2) documented warnings for any reason within a twelve (12)
month period may be subject to termination, unless automatic termination is justified. Depending
on the circumstances surrounding a disciplinary action, any step of progressive discipline may be
skipped and disciplinary action up to and including termination may be employed at any time.
Furthermore, past performance and disciplinary action may be considered when determining
disciplinary action to be taken.
In the event that the Personnel Director or the County Administrator determine that a request for
disciplinary action is not appropriate under the circumstances, or in the event that a supervisor or
Appointed Department Head fails to take appropriate disciplinary action against an employee,
the Personnel Director and/or the County Administrator may, in his or her discretion, initiate new
III. Progressive Discipline
Baldwin County Employee Handbook - Approved 4/2/2013 Page III-2
Updated 12/20/2016
or additional disciplinary action against an employee which shall be subject to the pre-
disciplinary hearing and appeals process set forth below.
In the event that a classified employee is serving as an acting or interim Appointed Department
Head in the absence of an Appointed Contract Employee serving as the Appointed Department
Head, and in the event disciplinary action is required against the acting or interim Appointed
Department Head, the Personnel Director or County Administrator may, in his or her discretion,
initiate disciplinary action against the employee which shall be subject to the pre-disciplinary
hearing and appeals process set forth below.
B. Administrative Leave with Pay Due to Potential Disciplinary Action
An employee may be placed on administrative leave with pay by the Appointing Authority or
Appointed Department Head in consultation with the Personnel Director for up to one pay period
during the course of an investigation to determine whether any disciplinary action should be
initiated against the employee. The Personnel Director may approve up to an additional pay
period to complete the investigation.
C. Suspensions without Pay
The Appointed Department Head, Revenue Commissioner or Probate Judge may suspend an
employee without pay as a part of disciplinary action for up to two (2) pay periods.
Employees may not use annual leave or sick leave while on suspension.
The progressive discipline process will be followed prior to suspension, unless the situation
warrants automatic suspension.
D. In-Voluntary Demotions
An in-voluntary demotion is an assignment to a job at a lesser basic pay rate. There are two kinds
of in-voluntary demotions:
In-voluntary demotion for cause; and
In-voluntary demotion due to a reduction in workforce.
1. In-Voluntary Demotion for Cause: An in-voluntary demotion may be made for cause
including, but not limited to, violations of rules, failure to perform job duties adequately,
misconduct or neglect of duty. The progressive discipline process will be followed prior to
demotion. An in-voluntary demotion with cause will result in a reduction of pay no less than
5%.
III. Progressive Discipline
Baldwin County Employee Handbook - Approved 4/2/2013 Page III-3
Updated 12/20/2016
2. In-Voluntary Demotion Due to Reduction in Force: If an in-voluntary demotion is based on
a reduction in force, the employee will be given consideration, based on seniority and work
performance record, for future openings in higher job classifications. No progressive
discipline process is necessary for an in-voluntary demotion based on reduction in force.
An In-Voluntary Demotion will result in the change of the employee’s annual evaluation date to
coincide with the date of the in-voluntary demotion.
E. Terminations
1. Immediate termination may be made for cause including, but not limited to, an employee’s
action or behavior that constitutes:
a. Insubordination (refusal to follow supervisor’s instructions);
b. Endangering his or her own health or safety or the health or safety of other employees or
citizens;
c. Theft, vandalism or willful destruction of County or employee property;
d. Making fraudulent statements on employee applications or job records;
e. Any violation of the County Alcohol and Drug Policy;
f. Conviction of a felony offense or of a crime involving moral turpitude;
g. Conviction of an offense that affects the employee’s ability to perform his or her job
duties or insurability, including, but not limited to, loss or suspension of licenses or other
credentials; or
h. Any other infraction when termination is determined to be in the best interest of the
County.
2. Terminations that follow the progressive discipline process are permitted for reasons that
include, but are not limited to:
a. Misconduct;
b. Willful neglect of duties;
c. Absence from work without authorization or notification;
d. Failure to perform job duties;
e. Repeated tardiness or absence;
f. Violation of departmental rules;
g. Email abuse; or
h. Internet abuse.
Any employee who fails to correct deficiencies after two (2) documented warnings may be
subject to termination, unless automatic termination is justified.
III. Progressive Discipline
Baldwin County Employee Handbook - Approved 4/2/2013 Page III-4
Updated 12/20/2016
F. Appeals Procedures for Adverse Action
1. When an Appointing Authority or Appointed Department Head seeks to discipline an
employee either through suspension without pay, involuntary demotion or termination, he or
she will make a recommendation to the Personnel Director that such action be taken. The
Appointing Authority or Appointed Department Head shall notify the employee in writing
that he or she proposes disciplinary action in the form of suspension without pay, involuntary
demotion or termination and the grounds for such proposed action. The employee will then
have one (1) working day to request, in writing to the Personnel Director, a pre-disciplinary
hearing before the County Administrator. In the event the County Administrator initiated the
adverse action or otherwise has a conflict, then the pre-disciplinary hearing shall be held
before the Clerk/Treasurer. If the employee does not request a hearing, the proposed
discipline will become effective at the end of the one (1) working day period.
2. Should the employee request such a pre-disciplinary hearing, the County Administrator or
Clerk/Treasurer, in the case of the County Administrator is the Appointed Department Head,
will inform the employee of the date and time of such hearing which will be held within two
(2) working days of the request, unless the County Administrator or Clerk/Treasurer, allows
additional time. The hearing will be informal in nature. The employee may have a
representative of his or her choosing present at his or her own expense.
3. Within two (2) working days after the pre-disciplinary hearing, the County Administrator or
Clerk/Treasurer will issue a decision on the Appointing Authority or Appointed Department
Head’s recommendation. An employee may then appeal the hearing officer’s decision to the
Personnel Appeals Board as set out below.
4. Should the County Administrator be the direct supervisor who is proposing the discipline, the
Clerk/Treasurer will make the decision on the proposed discipline using the same procedure
as set out in the subsections one (1) through three (3) above. In the event the County
Administrator and/or Clerk/Treasurer are conflicted from hearing the case, the Personnel
Director shall appoint an alternate hearing officer to hear the case which shall be one of the
Appointed Contract Employees, unless all such employees have conflicts which would
disqualify such employee from hearing the case.
G. Appeals Process to the Personnel Appeals Board for Adverse Action
EMPLOYEES WHO HAVE NOT COMPLETED THEIR PROBATIONARY PERIOD
HAVE NO APPEAL RIGHTS TO THE PERSONNEL APPEALS BOARD, BUT MAY
PARTICIPATE IN THE INTERNAL GRIEVANCE PROCEDURES CONTAINED IN
GENERAL POLICIES WITH RESPECT TO ANY ACTION THAT DOES NOT
CONCERN THEIR TERMINATION, SUSPENSION WITHOUT PAY OR
INVOLUNTARY DEMOTION.
1. An employee desiring to appeal any disciplinary action directed against him or her must first
exhaust any administrative remedy provided as set out above. No employee shall be
III. Progressive Discipline
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Updated 12/20/2016
penalized in any way for exercising his or her rights under the appeal procedures. An
employee who has served a six (6) month probation period may exercise his or her rights by
requesting an Appeals Board Hearing. A hearing may be requested for three (3) reasons
which include termination, suspension without pay or involuntary demotion. An appeal may
be withdrawn at any step without prejudice.
2. Upon exhausting the above administrative remedies to have a hearing before the County
Administrator (or Clerk/Treasurer as is appropriate), an employee may file his or her appeal
of discipline to the Personnel Appeals Board in writing with the Personnel Director. To be
timely filed and considered by the Board, the appeal must be delivered to the Personnel
Director within seven (7) calendar days of the last final administrative action, and the
employee must request a hearing before the Board. Within seven (7) calendar days after
the receipt of the appeal, the Personnel Director shall file with the chair of the Board and
mail to the employee by certified mail a statement specifying the charges against the
employee on which the disciplinary action (termination, suspension without pay or
involuntary demotion) was based.
3. Upon the filing of the charges, the chair shall call a meeting of the Board to be held within
thirty (30) days after the filing of charges to hear the appeal, and shall forthwith give notice
by certified mail to the employee and the Board of the time and place of the meeting. The
board shall have the authority to continue the hearing from time to time as may be necessary.
In preparing for and conducting the hearing, the chair and secretary of the Board shall each
have the power to administer oaths, to subpoena and require the attendance of witnesses and
the production of books, documents and accounts pertaining to the appeal.
H. The Personnel Appeals Board
An employee who requests a hearing before the Appeals Board must have suffered one of the
following forms of disciplinary action:
Termination;
Suspension without Pay; or
Involuntary Demotion.
1. Establishment of Board
The Alabama Legislature established the Appeals Board of Baldwin County (hereinafter “the
Board”) in Ala. Code §§1
45-2-120, et seq., (1975), as the same may be amended from time to
time. The Board’s duties, powers and method of appointment are specified in Ala. Code §§145-
2-120, et seq., (1975), as the same may be amended from time to time
a. The Board hears all timely filed appeals by employees from final action of the County
Administrator or Clerk/Treasurer, or such other individual hearing the case as a result of
a conflict.
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Updated 12/20/2016
b. The Board is composed of five (5) persons who are residents of the county. The members
of the Board shall be appointed as follows: two (2) members shall be appointed by the
County Commission; two (2) members shall be selected by the County classified
employees using the procedure provided in this section. The fifth (5th) member shall be
selected by the other four (4) members of the Board within thirty (30) days after the four
(4) members of the Board are selected and take office. In the event the four (4) members
of the Board cannot agree on the fifth member within thirty (30) days, then the fifth (5th)
member shall be selected as follows: the members appointed by the County Commission
shall nominate one (1) person and the members selected by the classified employees shall
nominate one (1) person. From these two (2) nominees, the fifth (5th) member of the
Board shall be selected by lot.
c. The Personnel Department shall notify all classified employees that nominations for
membership on the Board will be accepted for a period of ten (10) work days from that
date and instructing all interested classified employees to submit nominations to the
Personnel Director of Baldwin County within that period. Nominations shall be limited to
persons who are classified employees of the County.
d. The Personnel Director shall compile a list of the nominations and cause ballots to be
prepared and distributed to all classified employees and shall further instruct all classified
employees of their right to vote for one (1) name contained on the list of nominees.
e. The employees shall be instructed to tender their ballots in sealed envelopes to their
supervisors within five (5) work days for submission to the Personnel Director who shall
make appropriate arrangements for their tabulation. Upon tabulation of the ballots, the
Personnel Director shall obtain written certification executed by all the County
employees who assisted during the counting of the ballots and shall submit the fully
executed written certification to the Baldwin County Legislative Delegation following
each election. The certification and ballots shall be retained by the Personnel Director as
public records for twelve (12) months from the date of certification of results.
f. In the event that any one (1) employee received a majority of all votes cast, he or she
shall be elected to serve on the Board. In the event that no employee receives a majority
of all votes cast, the names of the two (2) employees receiving the most votes on the
initial ballot shall be placed on a run-off ballot and voted upon by the employees as set
forth above. The employee then receiving the most votes in the run-off shall be deemed
elected to membership of the Personnel Appeals Board.
g. No person who holds elected office, is a candidate for elected office, or receives a salary
from the County, except the elected employee Board members, shall serve on the Board.
A Board member’s term shall immediately terminate upon occurrence of any one of the
foregoing conditions. A vacancy shall be filled in the same manner as the original
appointment of a Board member as soon as possible after a vacancy occurs. A Board
member shall be eligible for re-appointment to successive terms on the board.
h. Each member shall serve a three (3) year term.
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Updated 12/20/2016
2. Hearings before the Board
a. The Board shall follow administrative procedures adopted by the County Commission to
implement the appeals process. The Personnel Department shall provide all necessary
clerical and administrative support for the board. The Board shall meet as needed. Each
year, Board members shall select from among themselves a chairperson and secretary of
the board. Board members may be compensated as established from time to time by the
County Commission.
b. All testimony before the Board shall be under oath, and the Board has the power to
subpoena witnesses and demand production of relevant documents. The Board has the
authority to make recommendations to affirm, to revise or to amend any previous
personnel decisions after a hearing.
c. Subpoenas issued as herein provided shall be served and the fees and allowances for the
services thereof shall be the same as provided by law for the service of subpoenas issued
by the Circuit Court of Baldwin County. The fees and allowances in connection with the
service of the subpoena issued at the request of the Commission upon request of the
Board shall constitute reasonable and necessary expenses of the Board. Any subpoena
issued at the request of the employee shall be served as aforesaid, but only after the
employee shall have sufficient security with the Sheriff of Baldwin County or other
recognized officer to guarantee payment of the fees and allowances for the service. Any
person failing to obey any summons by either of the officers of the Board without good
cause, to be determined by the Circuit Court of Baldwin County, may be punished by the
Court in the same method and manner as is provided by law for contempt of the Court,
and any person failing to obey any order or subpoena of the Court, may be proceeded
against by the Court as is by law provided in the case of contempt of the Court. In
addition, any employee of the County who fails to obey any of the orders or subpoenas
may be disciplined, therefore.
d. At the hearing before the Board, the employee and his or her Appointed Department
Head or supervisor shall each have the right to be represented by counsel, with the
County authorized to employ legal counsel to represent the interest of the County. The
hearing shall be governed by rules of practice and procedure as shall be adopted by the
Board, and in conducting the hearing, the Board shall not be bound by the technical rules
of evidence. No informality of procedure in the conduct of the hearing shall invalidate
any recommendation made by the Board.
e. Within five (5) working days from the conclusion of the hearing, the Board shall
recommend to the Commission the following: (1) that the disciplinary action taken
against the employee be affirmed; (2) that the disciplinary action be reversed and that the
employee be reinstated with full back pay at the normal rate of pay that would have been
in effect for the employee had he or she not been suspended without pay; or (3) that the
disciplinary action be reduced and that the employee be reinstated either with or without
pay for any time suspended without pay. The recommendation shall be in writing to the
Chair of the Commission, and the Commission shall act upon such recommendation at its
next regular or special called meeting. At such meeting, the Commission shall vote its
III. Progressive Discipline
Baldwin County Employee Handbook - Approved 4/2/2013 Page III-8
Updated 12/20/2016
approval or disapproval of the action of the Board with the action becoming a matter of
its official and public record.
3. Administrative Procedure for Hearing
The procedure for hearings conducted by the Board shall be as follows:
a. An employee should try to limit opening comments to fifteen (15) minutes to present his
or her written appeal and any oral explanation. Employees may present their own appeal
or designate a person of their choice to represent them.
b. The Appointed Department Head or supervisor should try to limit opening comments to
fifteen (15) minutes to present his or her written disciplinary action and any oral
explanation. Appointed Department Heads may present their own decision or designate a
representative of their choice.
c. If applicable, each party may present witnesses. The employee shall have the right to
compel attendance of witnesses or production of documents through exercise of subpoena
power possessed by the Chairman or secretary of the Board. The Board may then ask
questions of any parties present, request additional information or summon any related
parties not present. The Board may set the hearing aside for research or consultation with
expert witnesses, but must reconvene within seventy-two (72) hours, unless the parties
otherwise agree.
d. Upon completion of a hearing, the Board shall return its written decision within five (5)
work days to the Personnel Director who shall immediately notify both parties. The
Board shall recommend to the Commission one of the following: (i) that the disciplinary
action taken against the employee be affirmed; (ii) that the disciplinary action be reversed
and that the employee be reinstated with full back pay at the normal rate of pay that
would have been in effect for the employee had he or she not be suspended without pay ;
or (iii) that the disciplinary action be reduced, and that the employee be reinstated either
without or with pay for any time suspended without pay.
e. All decisions of the Board are recommendations to the Baldwin County Commission,
which shall be acted upon by the Baldwin County Commission at its next regular or
specially called meeting. From any adverse decision of the County Commission, the
employee may appeal the decision to the Circuit Court of Baldwin County for a non-jury
trial, provided he or she files the appeal within seven (7) days of the adverse decision.
f. The Board may meet with three (3) members present and all decisions will be binding as
if the full Board had been present.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-1
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
IV. Leave Policies
A. Annual Leave
All current full-time classified, appointed and probationary employees hired by the Baldwin
County Commission shall earn paid annual leave in accordance with the following schedule:
Years of Consecutive Service
Leave per (24) Pay Period
Leave Earned per Year
0 – 5
4 hours
96 hours
6 – 10
5 hours
120 hours
11 – 15
7 hours
168 hours
15 – over
8 hours
192 hours
A probationary employee will earn, but cannot take, annual leave until the employee has
satisfactorily completed the six (6) month probationary period and becomes a classified
employee. Employees terminated before the completion of the six (6) month probationary period
will not be eligible for payout of annual leave accrued.
Employees will not accumulate annual leave time while on a leave of absence or in a leave
without pay status.
Annual leave for Baldwin County employees is based on a calendar year.
Employees accrue leave twenty-four (24) pay periods within the calendar year.
Employees may take annual leave in increments of quarter-hours.
Employees may not take annual leave before it has been earned.
The number of accrued leave hours to be used for one day of leave is equal to the number of
scheduled paid hours of work for that day of leave. (For example, if an employee works four (4)
ten (10) hour days per workweek, he or she must use ten (10) hours of annual leave to have the
entire day off.
When a paid holiday occurs during an employee's annual leave, the day will be deemed a holiday
and not as an annual leave day.
Days off for annual leave will not be considered as working time for calculating weekly
overtime.
Employees may take annual leave in the year it was earned, or may carry it over for use in later
years. However, there is a limit to the amount of annual leave that may accrue.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-2
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
If an employee earns annual leave in excess of the maximum amount listed on the table, the
excess amount will be forfeited if not taken by the last full pay period in the calendar year. The
amount of leave at the end of the pay period shall be no more than two (2) years of total accrued
time. Employees must consider the time accrued for the last full pay period of the calendar to be
included in leave that must be taken.
When an employee resigns, or is terminated, he or she is entitled to payment for any unused
annual leave that has accrued. Payment is based on the rate of compensation received at the time
of resignation or termination. Payroll checks are computed on the regular payroll day and are
available at the normal time and place. No checks are issued in advance.
B. Annual Leave Scheduling
An employee may take annual leave at any time of the year as long as he or she has accumulated
the leave and the needs of the department are met. The employee must submit his or her annual
leave request to the supervisor at least two (2) weeks in advance for approval. Leave not
requested two (2) weeks in advance may not be approved. Each department may have a special
form or procedure for requesting use of annual leave.
C. Sick Leave
The intent of sick leave is to provide paid time off to an employee who is temporarily ill or
caring for an immediate family member who is temporarily ill or for placement of a child for
adoption or foster care and is not “earned” leave. For purposes of this sick leave policy, the term
"immediate family member" is limited to a spouse, parent or child. Sick leave is not intended to
supplement the income of an employee or to be used for additional paid time off. Sick leave is to
be considered as a benefit of working for Baldwin County. An employee will be paid sick leave
in the amount to bring the employee up to a forty (40) hour work week or his or her regularly
scheduled work week.
A probationary employee will earn, but cannot take, sick leave until the employee has
satisfactorily completed the six (6) month probationary period and becomes a classified
employee.
All full-time classified and appointed employees shall earn credit for paid sick leave at the rate of
eight (8) hours of leave per month based on a twenty-four (24) pay period accrual. The accrual
Years of Service
Maximum Accrued Hours (2 x annual rate)
0 - 5
192 hours (24 days)
6 -10
240 hours (30 days)
11 - 15
336 hours (42 days)
Over 15
384 hours (48 days)
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-3
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
will be credited at four (4) hours on the first and second pay period of the calendar month
worked for a total of ninety-six (96) hours per year.
Sick leave may be taken in increments of quarter-hours.
An employee may use accrued sick leave for medical appointments for the employee and the
employee’s immediate family members.
Sick leave will not be considered as time worked for the purpose of calculating weekly overtime
compensation.
An employee will not accrue sick leave while he or she is on a leave of absence or in a leave
without pay status.
No employee may borrow sick leave.
Upon separation of employment from Baldwin County, an employee will not be paid his or her
accrued sick leave with the exception of retirement as outlined in section V.Q Benefits due to
Retirement.
D. Sick Leave Notification and Approval
To be eligible for sick leave in case of an illness or injury that would prevent the employee from
reporting to work at the scheduled time, notice must be confirmed to his or her supervisor, next
level manager, Appointed Department Head or Appointing Authority. If notice is given, the
employee will still be considered tardy once he or she arrives at work. The Appointing Authority
and/or Appointed Department Head of the department may further define specific departmental
requirements.
If an employee is absent for less than three (3) consecutive working days, the supervisor may or
may not require that the employee provides a healthcare provider’s statement.
To be eligible for sick leave with pay during a continuous period of three (3) working days or
more, the employee must provide a healthcare provider’s statement showing the cause or nature
of the illness or injury and expected return to work date, or a written statement of the facts
concerning the illness or injury which is acceptable to the employee’s supervisor.
If an employee is out on sick leave for three (3) or more consecutive working days and qualifies
for protection under the Family and Medical Leave Act (FMLA), the supervisor is responsible
Notice must be confirmed to the employee’s supervisor, next level manager,
Appointed Department Head or Appointing Authority. Leaving a message does not
meet this requirement.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-4
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
for notifying Personnel. Personnel is responsible for ensuring that all FMLA guidelines are
followed.
E. Bereavement Leave / Funeral Leave
Full-time employees and Appointed/Appointed Contract employees are entitled to three (3)
bereavement days at regular pay (not including overtime) with no deduction from leave accruals
due to the death of any of these persons in his or her family:
Spouse;
Parent;
Son or daughter;
Brother or sister;
Grandparent;
Grandchild;
Step-relatives of the above categories;
In-laws of the above categories; and
Any person actually residing in the employee’s household.
Additionally, an employee may use up to two (2) additional consecutive days of leave, totaling
five (5) days of leave. These two (2) additional days will be deducted from the employee’s sick
leave balance. If no sick leave remains, he or she must use annual leave. If no annual leave
remains, he or she must take leave without pay.
The employee’s supervisor will make the final decision on the additional number of approved
days for bereavement leave based on factors such as required travel and level of involvement in
funeral arrangements. Other factors may also be considered.
Any bereavement period that is expected to go over the five (5) day limit requires approval from
the employee’s supervisor, and the employee must use his or her annual leave.
You must provide your supervisor with a statement from a health care provider if
you are absent for 3 or more consecutive days due to illness or injury. Your
supervisor may decide to accept some other form of written statement.
At the death of any family member listed above, you may have up to 3 days off work for
the funeral or bereavement and will receive your regular pay. Up to 2 additional
consecutive days, if used, will be taken from your sick leave. Additional days above the 5
days must be approved by the Appointing Authority or Appointed Department Head.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-5
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
F. Holidays
Baldwin County observes the holidays listed below. Full-time employees are eligible to be paid
for these holidays if he or she is in a paid status. The Commission will announce any additional
holidays. Offices may be closed without further notice on the following days:
New Year’s Day;
Martin Luther King, Jr. Day;
President’s Day;
Mardi Gras Day;
Good Friday;
Memorial Day;
Independence Day;
Labor Day;
Veteran’s Day;
Thanksgiving Day;
Day after Thanksgiving;
Christmas Eve; and
Christmas Day.
If a holiday falls on a Saturday, the holiday will be observed on the preceding Friday. If the
holiday falls on a Sunday, the holiday will be observed on Monday.
Employees are required to be present at work on the work day scheduled immediately preceding
and following a holiday unless leave has been pre-approved. If an employee is absent due to
illness, he or she must present a doctor’s excuse to be paid for the holiday. If an employee is on
leave without pay the day before or the day after a holiday or has leave without pay for the whole
week of the holiday, then the employee will not be eligible for holiday pay.
All eligible full-time and Appointed/Appointed Contract employees shall receive eight (8) hours
pay at their regular base pay rate for each paid holiday. Should any hourly employee be required
to work on a holiday, he or she shall receive holiday pay plus hours worked.
If an employee wishes to observe a religious holiday, the employee must communicate with his
or her supervisor to make arrangements. Annual leave will be used for time off taken for
religious holidays. If the employee has no accrued annual leave, he or she shall use leave without
pay.
To schedule time off for a religious holiday, put the request in writing and
submit it to your supervisor. You will use available annual leave, or if there is
no annual leave available, you will be required to use leave without pay.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-6
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
G. Part-Time Employee Paid Time Off (PTO)
All part-time employees shall be eligible for paid time off (PTO) at a rate of .0319 per hour
worked for a maximum of forty-eight (48) hours per calendar year. Part-time employees may use
accrued PTO for sick leave, annual leave, holiday or bereavement. A probationary part-time
employee will earn, but cannot take, PTO until he or she has satisfactorily completed the six (6)
month probationary period and becomes a classified employee. Part-time employees terminated
before the completion of the six (6) month probationary period will not be eligible for payout of
PTO.
If a part-time employee earns PTO in excess of ninety-six (96) hours, the excess amount will be
forfeited if not taken by the last full pay period in the calendar year. Employees must consider
the time accrued for the last full pay period of the calendar to be included in leave that must be
taken.
A part-time employee may take PTO at any time of the year as long as he or she has accumulated
the leave and the needs of the department are met. The employee must submit his or her PTO
request to the supervisor in advance for approval if possible. Each department may have a
special form or procedure for requesting use of PTO.
When a classified, part-time employee resigns or is terminated, he or she is entitled to payment
for any unused PTO that has accrued. Payment is based on the rate of compensation received at
the time of resignation or termination. Payroll checks are computed on the regular payroll day
and are available at the normal time and place. No checks are issued in advance.
H. Leave without Pay
Leave without pay may be taken only if all accrued annual and sick leave has been exhausted.
However, if an employee has exhausted all annual leave, he or she may not use sick leave unless
he or she meets the requirements set out in policy IV.C Sick Leave. Appointing Authorities
and/or Appointed Department Heads may approve up to, but not more than, twenty-four (24)
hours of leave without pay, per employee, within a calendar year. The Personnel Director and/or
the Appointing Authority or Appointed Department Head must act upon (either deny or approve)
requests which will result in the employee taking more than twenty-four (24) hours, but no more
than forty (40) hours, of leave without pay within a calendar year. Only the Baldwin County
Commission or Appointing Authority may approve requests which will result in the employee
taking more than forty (40) hours of leave without pay within a calendar year, or any single
request for greater than forty (40) hours of consecutive leave without pay. Employees in a leave
without pay status the day before or the day after a holiday or have leave without pay the whole
week of the holiday will not be eligible for holiday pay. Leave without pay may be granted to a
probationary employee for reasons of sickness and emergencies.
Employees will not accumulate annual leave or sick leave time while on a leave of absence or in
a leave without pay status.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-7
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
Employees who use more than forty (40) hours of leave without pay, and is not on an approved
leave of absence, are subject to progressive disciplinary action.
Employees desiring leave without pay under the Family and Medical Leave Act must comply
with the Family and Medical Leave Act policy. When an employee is in a leave without pay
status, and has used all Family Medical Leave and accumulated leave time, he or she shall no
longer be eligible to remain on the county's insurance plan but may be allowed to continue
coverage through COBRA (Consolidated Omnibus Budget Reconciliation Act of 1985, Public
Law 99-272, Title X). During Baldwin County Commission and Appointing Authority approved
periods of leave without pay, the employee shall not accrue leave or benefits and shall not
receive Baldwin County Commission contributions to insurance premiums.
I. Leave of Absence
If an employee exhausts all of his or her annual, sick and FMLA leave and still needs additional
time off for personal or health reasons, he or she may apply for an unpaid leave of absence for a
period of up to three (3) months. The request for leave must be given to the employee’s
supervisor and Appointed Department Head at least thirty (30) days prior to the start of the
requested leave date unless the leave is an emergency. Any request for leave of absences must be
approved or denied by the County Commission.
Regardless of the reason for the leave, it is essential that the following departments be notified to
ensure that benefits are properly administered:
Personnel Department; and
Payroll Department.
The Baldwin County Commission may or may not approve the request for a leave of absence.
The decision is at their discretion, unless the leave qualifies under the Family Medical Leave
Act. Factors considered in approving the request are the employee’s length of service,
employment record and the reason for the absence.
Employees will not accumulate annual leave time while on a leave of absence or in a leave
without pay status.
The employee must notify his or her supervisor of the anticipated return to work date prior to
that date. The supervisor is responsible for immediately notifying the Personnel Department.
If an employee fails to return to work at the conclusion of the leave of absence without pay, he or
she shall be terminated from employment.
To request a leave of absence, submit a written request to your supervisor and the
department director at least 30 days in advance, unless the leave is an emergency.
State the reason for the leave, date you want it to begin and date you expect to
return to work. It must be approved by the County Commission.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-8
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
There may be changes in employee benefits during a leave of absence. Please contact the
Personnel Department to determine what changes may be experienced.
Employees desiring a leave of absence under the Family and Medical Leave Act must comply
with the Family and Medical Leave Act policy. When an employee is in a leave without pay
status, and has used all Family Medical Leave and accumulated leave time, he or she shall no
longer be eligible to remain on the county's insurance plan but may be allowed to continue
coverage through COBRA (Consolidated Omnibus Budget Reconciliation Act of 1985, Public
Law 99-272, Title X). During Baldwin County Commission and Appointing Authority approved
periods of leave without pay, the employee shall not accrue leave or benefits and shall not
receive Baldwin County Commission contributions to insurance premiums.
J. Administrative Leave with Pay
Any Appointing Authority or Appointed Department Head, in consultation with the Personnel
Director, may require any employee to take up to ten (10) days of administrative leave with pay.
Administrative leave with pay is typically utilized during internal investigations of an employee
or group of employees prior to making a determination whether disciplinary action should be
imposed against one or more employees. Administrative leave with pay may also be utilized for
the purpose of fit for duty evaluations.
K. Family Medical Leave Act (FMLA)
Baldwin County Commission offers leave under the Family Medical Leave Act (FMLA) for
eligible employees.
Eligibility: If an employee has worked for at least one (1) year and for 1,250 hours in the
preceding twelve (12) months, he or she is eligible to take up to twelve (12) weeks of unpaid
leave when the absence is necessitated by any of the following circumstances:
a. The birth or placement of a child for adoption or foster care;
b. The employee’s own serious health condition that prevents him or her from performing
the essential functions of the job; or
c. Serious health conditions of a son or daughter, parent, or spouse if the employee is
needed to help provide care.
Qualifying exigencies related to a spouse, child, or parent’s active military duty, are included as
follows: short-notice deployment, military events and activities, child care and school activities,
financial and legal arrangements, counseling, rest and recuperation and post-deployment
activities.
Employees are entitled to a total of twenty-six (26) weeks of leave in a particular twelve (12)
month period to care for a spouse, child, parent, or next of kin suffering from a serious illness or
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-9
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
injury incurred in the line of military duty. Note that all FMLA leave is cumulative, so that leave
taken for other reasons during the year will be deducted from this additional entitlement.
2. Certification: If an employee requests leave for his or her own serious health condition, or to
care for the serious condition of a son or daughter, parent or spouse, the employee will be
required to provide the Baldwin County Commission Personnel Department with
certification by a treating healthcare provider. Healthcare Provider Certification Forms are
available from the Personnel Department.
All FMLA leave must be certified by an appropriate health care provider. Certification forms
will be provided within five (5) business days of the employee’s notification of the need for
leave and must be returned within fifteen (15) calendar days of receipt. If additional information
is requested by the Personnel Director, it must be provided within seven (7) calendar days of the
request. Note that the Commission may directly contact an employee’s health care provider in
order to verify or clarify the need for leave. It may also require a second opinion at its own
expense.
FAILURE TO COMPLY WITH THE CERTIFICATION REQUIREMENTS MAY
RESULT IN PARTIAL OR COMPLETE DENIAL OF FMLA LEAVE.
3. Measuring: Baldwin County has chosen the “measured forward” method that entitles the
employee to twelve (12) weeks of leave during the year beginning on the first date the FMLA
leave is taken after the previous twelve (12) month period ends.
Example: The 12-month period begins Sept. 1, 2012, if that is the first day of FMLA leave. If the
employee exhausts all of FMLA leave, the next date the employee could again take FMLA leave
would be Sept. 1, 2013.
When an employee is on FMLA leave, he or she must periodically report (if possible) to
Personnel on his or her status and indicate the return to work date. Appropriate forms must be
submitted to Personnel to initiate family leave or to return the employee to active status.
4. Intermittent or Reduced-Time Leave: FMLA leave can be taken on an intermittent or
reduced-time basis under certain circumstances. An employee may request intermittent or
reduced leave for the following reasons:
a. When medically necessary to care for a seriously ill family member, or because of the
employee’s own serious health condition; or
b. For the birth or placement of a child for adoption or foster care. Intermittent or reduced
time leave shall not exceed twelve (12) weeks combined if both spouses are employed by
the County.
You must provide certification from your treating healthcare provider when you
request leave for your own serious health condition and you may need a modified
statement if your request is to care for another family member.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-10
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
Only the amount of leave actually taken while on intermittent/reduced schedule leave may be
charged as FMLA leave. If an employee needs intermittent/reduced schedule leave for planned
medical treatment, he or she must work with the supervisor to schedule the leave so it does not
unduly disrupt the department’s operations, subject to the approval of the employee’s healthcare
provider.
Employees on workers’ compensation, for which injury is eligible for FMLA, are required to
take FMLA concurrently. For example, an employee who is absent from work for four (4)
months due to a workers’ compensation injury will have the first twelve (12) weeks of that
absence applied to FMLA leave.
5. Serious Health Condition: "Serious Health Condition" is defined as an illness, injury,
impairment, or physical or mental condition that involves:
a. Any period of incapacity or treatment connected with inpatient care (i.e., an overnight
stay) in a hospital, hospice, or residential medical care facility;
b. A period of incapacity requiring absence of more than three (3) calendar days from work
that also involves continuing treatment by (or under the supervision of ) a healthcare
provider;
c. Any period of incapacity due to pregnancy, or for prenatal care;
d. Any period of incapacity (or resulting treatment) due to a chronic serious health condition
(e.g. asthma, diabetes, epilepsy, etc.);
e. A period of incapacity that is permanent or long-term due to a condition for which
treatment may not be effective (e.g., Alzheimer's, stroke, terminal diseases, dialysis, etc.);
f. Any absences to receive multiple treatments (including any period of recovery) by, or on
referral by, a heathcare provider for a condition that likely would result in incapacity of
more than three (3) consecutive days if left untreated (e.g., chemotherapy, physical
therapy, dialysis, etc.).
6. Health Insurance Premiums: During FMLA leave, the County will continue to pay its
portion of the health insurance premiums, and the employee must continue to pay his or her
portion of the premium. The employee’s contribution of health insurance premiums should
be paid continually according to the County pay periods (e.g. bi-weekly). Employees may
remain on County benefits until all FMLA, sick, and annual leave have been exhausted.
If you need to be off occasionally for medical reasons, you must work with your supervisor
to arrange a schedule that does not unduly disrupt the department’s work, but it has to also
have the approval of your healthcare provider.
While on FMLA leave, you must continue to pay your own portion of your health
insurance premiums.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-11
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
If an employee does not return to work at the end of FMLA leave, he or she will be required to
reimburse the County for payment of health insurance premiums, unless the employee does not
return because of the presence of a serious health condition which prevents him or her from
performing the job or circumstances beyond the employee’s control. The employee may then
choose to elect COBRA coverage. Sufficient notice shall be given to the employee at the end of
FMLA when and if this event occurs.
The employee will be responsible for any other elected benefit contributions while out on
FMLA.
7. Accrued Leave: Employees are required to use available sick and annual leave during
FMLA leave. Accrued leave and FMLA leave are used at the same timethe employee does
not take accrued leave first and then take FMLA.
The portion of the family leave of absence which is annual leave time and/or sick leave will be
with pay according to the County’s policies regarding annual leave and sick leave.
During FMLA leave, the employee will not accrue employment benefits (such as annual leave
and sick leave), if he or she is in an unpaid status. Employment benefits accrued up to the day on
which the family leave of absence begins will not be lost. Any holidays that occur during FMLA
will not be paid if the employee is in an unpaid status.
8. Return to Work: If the employee returns to work from FMLA leave before or on the
business day following the expiration of the twelve (12) weeks, the employee is entitled to
return to his or her job or an equivalent position without loss of benefits or pay.
9. Applications: Applications for FMLA leave must be submitted in writing. Applications
should be submitted at least thirty (30) days before the leave is to start, or as soon as possible
if leave is not foreseeable. Employees should provide the County with an appropriate medical
certification when FMLA is requested.
L. Military Leave
Employees who are active members of the Alabama National Guard, Naval Militia or the
Alabama State Guard organized in lieu of the National Guard, or any other reserve component of
the armed forces of the United States, shall be entitled to military leave of absence from their
respective civil duties and occupations on all days that they are engaged in field or coast defense
or other training or on other service ordered under the National Defense Act, or of the federal
laws governing the United States Reserves, without loss of pay, time, seniority, annual leave or
sick leave. An employee receiving authorization for leave with pay will be paid in accordance
with Ala. Code §31-2-13, or such other applicable law.
When your circumstance qualifies for FMLA, you may not first use your accrued
leave and then start FMLA leave. These two types of leave run concurrently you
are required to use them at the same time.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-12
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
As a result, the employee’s membership in any of the named military reserve organizations, the
employee is allowed to receive up to 168 working hours (21 working days) per calendar year of
paid military leave when absent from work because of performance of duty or training in the
military reserve. If an eligible employee is on military leave when a scheduled holiday occurs,
the holiday pay will prevail, and the day will not be charged against the military leave account.
An employee, who is called to active duty with the Armed Forces of the United States, may
request annual or personal leave, if available, or leave without pay. Upon his or her release from
military service the employee shall be re-instated by the County in a position that is no lower in
grade or pay than that in which he or she is physically and mentally suited to perform, provided
the employee makes application for re-employment to the County within thirty (30) days
following honorable separation from the Armed Forces of the United States; and his or her
absence for military service did not exceed the original service period.
There is no waiting period to be eligible for military leave. This applies to both probationary and
non-probationary employees.
An eligible employee who plans to use military leave for training during the year must notify his
or her Appointing Authority or Appointed Department Head and the County Personnel Director
of his or her projected schedule.
During the War on Terrorism, a salary differential will be implemented for eligible employees
retroactive to March 10, 2003, for an indefinite period of time. Pursuant to Act 2002-430,
employees shall not suffer any loss in pay, leave time or any other benefits that may be affected
by their service.
Employees must provide copies of military orders to the Personnel Director when requesting
such leave in accordance with Ala. Code § 31-2-13 and other applicable laws. If the employee is
requesting more than ten (10) days off, he or she must make the request in writing no less than
two (2) weeks in advance.
M. Uniformed Services Employment and Reemployment Rights Act (USERRA)
Pursuant to the Uniformed Services Employment and Reemployment Rights Act (“USERRA”),
All persons employed by the Baldwin County Commission are entitled to up to five (5) years of
military leave without pay for any service in the various Uniformed Services of the United
States, including, but not limited to, enlistment, training and active duty. Employees may be
entitled to additional leave for periods of initial service lasting more than five (5) years, periodic
training duty and involuntary active duty recalls and extensions. Paid leave, including sick leave
and vacation leave, may be substituted for all or part of this unpaid military leave. Employees
You must give at least 2 weeks written notice when you need leave for military duty
that lasts more than 10 working days.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-13
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Approved 01/21/2020
must provide as much advance notice of their impending service as reasonable. Employees
should provide this notice to the Personnel Director.
All employee benefits will be continued without a break in coverage during the service period
for employees serving thirty (30) or fewer days. Employees serving thirty-one (31) days or more
may elect to continue health care coverage for up to twenty-four (24) months at his or her own
cost. Upon returning to work, all benefits will be restored to the employee without a waiting
period or break in coverage. While employees do not accrue vacation or sick leave while on
USERRA leave, the rate at which such leave will accrue when the employee returns to work will
be the same as if the employee had never taken leave.
Employees returning from a period of service are generally entitled to be placed back into the
same position that they would have occupied had they not taken military leave. If the period of
service is thirty (30) days or less, than the employee should report back to work no later than the
beginning of the first work day after the completion of the period of service, allowing for travel
time and at least eight (8) hours rest, or, if such a date is impossible or unreasonable, as soon as
possible. If the period of service is thirty-one (31) days or more, the employee must submit an
application for reemployment. In those cases, where the period of service was for between 31
and one hundred-eighty (180) days, the application must be submitted no later than fourteen (14)
days after the completion of service. When the service was longer than one hundred-eighty
(180) days, the application must be submitted no later than ninety (90) days after the completion
of service. For periods of service lasting longer than thirty (30) days, the employee may be
required to submit supporting documentation. Service members who return with disabilities,
illnesses, or injuries accrued in the course of their service may be entitled to extensions of these
deadlines and/or accommodation for their conditions.
In addition to the unpaid leave available pursuant to USERRA, any employee who is a member
of the National Guard of Alabama or Reserve Officer or Enlisted Person in the Army, Navy,
Marine Corps or Air Force Reserve shall be granted leave with pay for the purpose of attending
an encampment for training when so ordered. The maximum amount of leave with pay shall not
exceed one hundred sixty-eight (168) hours in any calendar year.
No employee or prospective employee will be subjected to any form of discrimination or
harassment whatsoever on the basis of that person’s membership in or obligation to
perform service for any of the Uniformed Services of the United States. Specifically, no
person will be denied employment, reemployment, promotion, or other benefit of employment
on the basis of such membership. Furthermore, no person will be subjected to retaliation
because such person has exercised his or her rights under this policy or because they have
assisted another person in exercising his or her rights under this policy. If any employee believes
that he or she has been subjected to discrimination in violation of this policy, the employee
should follow the guidelines for reporting discrimination and harassment contained in Section II-
B of this Handbook.
IV. Leave Policies
Baldwin County Commission Employee Handbook - Page IV-14
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017, Updated 06/18/2019,
Approved 01/21/2020
N. Jury Duty or Court Appearance
When an employee must miss work due to jury or witness duty, the employee will be excused
from his or her job. Notice must be given to the direct supervisor.
Witness duty must pertain to job-related business for excused absence with regular pay. At any
time during jury or witness duty if the employee completes the assignment during regular work
hours, he or she is expected to return to work immediately.
O. Voting Leave / Elections
Employees will be encouraged to exercise his or her right to vote. Upon approval from the
employee’s supervisor, an employee may be permitted to vote during working hours. Employees
may use annual or sick leave for hours taken to vote.
Notify your supervisor if you must appear for jury or witness duty. Witness duty
must be job-related in order to receive your regular pay.
V. Employee Benefits
Baldwin County Commission Employee Handbook Page V-1
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017,
Updated 04/16/2019, Approved 01/21/2020
V. Employee Benefits
A. Benefits Eligibility
Full-time employees are eligible for benefits. These benefits include: medical coverage, dental
coverage, vision coverage, life insurance, long-term disability, retirement and flexible benefit
options. Part-time employees are eligible for retirement benefits only.
It is the employee’s responsibility to list only dependents that are eligible for coverage as defined
by the plan rules. If a covered dependent becomes either eligible or ineligible based on the plan
rules, it is the employee’s responsibility to notify Personnel immediately. Employees must notify
Personnel of any changes in status within thirty (30) days of the status change. This includes:
dependent status change, address changes, divorce, marriage, birth, adoption, reduction in work
hours or any other change that could affect benefit plan eligibility.
B. Benefits Effective and Termination Dates
Baldwin County personnel staff will determine the effective date of coverage, in accordance with
plan documents. Typically, it is the first day of the calendar month following thirty (30) days of
continuous employment. For example, if an employee was hired on January 18, coverage would
go into effect March 1. This means deductions would start the first pay period in February.
Benefits will end the last day of the month in which an employee actively works. If an employee
receives a paycheck within the month of termination, he or she will be refunded all premiums
deducted that pay period.
C. Medical Coverage
Employees must enroll for coverage within thirty (30) days of employment or an eligible
qualifying event. Complete benefit packets are provided at new hire orientation. Additional
packets may be obtained by contacting the Personnel Department at (251) 937-0337.
Baldwin County offers medical insurance coverage to all full time employees. The plan is priced
for both individual and family. Although the County pays a significant portion of employee’s
insurance premiums, employees are responsible for the employee portion. Information about the
current medical plan and premiums is available in the Personnel Department.
To add or delete dependents from your insurance, you must notify Personnel
within 30 days of the qualifying event.
V. Employee Benefits
Baldwin County Commission Employee Handbook Page V-2
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017,
Updated 04/16/2019, Approved 01/21/2020
D. Dental and Vision Coverage
Employees must sign up for coverage within thirty (30) days of employment or at the time of an
eligible qualifying event. A summary of benefits is available by contacting Baldwin County
Personnel Department.
Dental and Vision coverage is only available to full-time employees. Dental and Vision
premiums are the responsibility of the full-time employee. Baldwin County does not contribute
to the cost of dental or vision.
E. Notice for Individuals Declining Health Coverage
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) requires group health
plans and issuers to advise an employee and employee’s dependents of enrollment rights when
declining health coverage.
If an employee is declining enrollment for health plan benefits for himself or herself, dependents
or both because of other health insurance coverage, the employee may, in the future, be able to
enroll in this plan, provided that he or she requests enrollment is within thirty (30) days after the
other coverage ends.
In addition, if an employee has a new dependent as a result of marriage, birth, adoption or
placement for adoption, he or she may be able to enroll himself or herself, dependents or both,
provided that he or she request enrollment within thirty (30) days after the marriage, birth,
adoption or placement for adoption.
F. Identification Cards
If an employee enrolls in medical, dental benefits, identification cards will be mailed to his or her
home address.
G. Annual Enrollment/Transfer Period
Health plans, benefit designs, eligibility rules and premiums are subject to change each plan year
based on the previous year’s claims experience. Announcements concerning changes for the
upcoming plan year are made during annual enrollment period each fall. Employees are required
to review notices, home mailings and department memos for information about the benefits for
the upcoming year.
The Personnel Department conducts the Annual Health and Benefits Fair to accommodate those
needing assistance and information regarding benefit changes. Typically, the enrollment/change
V. Employee Benefits
Baldwin County Commission Employee Handbook Page V-3
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017,
Updated 04/16/2019, Approved 01/21/2020
period is from October 15 until November 15. It is the employee’s responsibility to stay
informed of benefit changes.
H. Benefit Premiums/Payroll Deductions
Employees are responsible to review his or her paycheck to ensure the appropriate benefit
deductions have been taken. Deductions from the employee’s paycheck will begin the first pay
period of the month prior to the coverage start date. Medical, dental and vision deductions will
be taken out of twenty-four (24) pay periods per year. There will be two (2) pay periods each
year in which no insurance deductions will be taken.
If an employee misses a paycheck due to work absence or unpaid time, then the missed
deductions will be taken out of the next paycheck immediately upon return or employee may pay
personnel the amount due each pay period.
I. Consolidated Omnibus Budget Reconciliation Act (COBRA)
If an employee loses coverage due to a termination of employment, a reduction in work hours or
other qualifying event, the employee and employee’s covered dependents may be eligible to
continue coverage through COBRA.
For a full explanation of COBRA terms and eligibility, contact Personnel or refer to the “General
COBRA Noticereceived at time of enrollment.
Employees may remain on County benefits until all FMLA, sick, and annual leave have been
exhausted.
You are required to review your notices, home mailings and department memos for
information about benefits for the upcoming year. Failure to do so may result in no
coverage for the new year.
You are responsible to review your paycheck to ensure the appropriate benefit
deductions have been taken.
Contact Personnel to discuss payment of deductions prior to going out on leave.
V. Employee Benefits
Baldwin County Commission Employee Handbook Page V-4
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017,
Updated 04/16/2019, Approved 01/21/2020
J. Flexible Spending Accounts
Flexible spending accounts allow a full-time employee’s medical out-of-pocket expenses and
dependent care expenses to be paid with “before tax” dollars. Baldwin County offers a benefit
option that utilizes a debit-type card to access the employee’s plan dollars.
If a full-time employee elects this benefit, he or she chooses a dollar level based on the
individual or family needs. A portion of the amount is deducted out of twenty-four (24) pay
periods per year. There are minimum and maximum deduction limits in this benefit.
Employees do not have to be enrolled in Baldwin County’s medical plan in order to participate in
a flexible spending account.
Full-time employees may enroll during the annual enrollment period. Re-enrollment is required
each year to continue participation.
K. Change in Status
Employees are required to report, in writing, personal changes and/or changes in work status to
the Personnel Department within thirty (30) days of any status change. This includes:
Dependent status change;
Address changes;
Divorce;
Marriage;
Birth/adoption;
Reduction in work hours; or
Any other change that could affect benefit plan eligibility.
L. Supplemental Benefits
Baldwin County offers supplemental voluntary benefits from providers such as:
AFLAC
Liberty National
United Way
Nationwide Retirement Solutions
RSA-1
Other voluntary products
You must report personal changes and/ or changes in work status to Personnel within 30
days of the change. Documentation may be required to make benefit changes.
V. Employee Benefits
Baldwin County Commission Employee Handbook Page V-5
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017,
Updated 04/16/2019, Approved 01/21/2020
These additional benefit options can be administered through payroll deduction. Supplemental
benefits are subject to change without notice. For more information, contact the Personnel
Department at (251) 937-0337.
M. Life Insurance
Baldwin County provides Life Insurance for all full-time employees. Employees may purchase a
supplemental policy in $10,000 increments up to $250,000 and have the premium deducted from
his or her paycheck. Policies may have reduced benefits depending on the employee’s and/or
covered family member’s age. The plan document is available in the Personnel Department.
N. Disability Insurance
Baldwin County provides Long Term Disability Insurance for all full-time employees. Full-time
employees may purchase Short Term Disability Insurance and have the premium deducted from
his or her paycheck. The plan document is available in the Personnel Department.
O. Retirement Investments
Retirement participation is mandatory with the Retirement Systems of Alabama. If an employee
averages at least twenty (20) hours per week, he or she will automatically be enrolled in the
retirement plan.
Employees who were hired into the Retirement Systems of Alabama before January 1, 2013, are
defined as “Tier 1” members. Any employee hired into the Retirement Systems of Alabama on
or after January 1, 2013, are defined as “Tier 2” members.
As of October 1, 2020, the County provides Tier 1 member benefits for all Tier 2 employees
pursuant to Act No. 2019-132. All employees will be required to contribute 7.5% on a pre-tax
basis from each paycheck. (This contribution is matched by the County.)
If a Tier 2 member leaves employment with the County and is later employed by another agency
that did not make an election pursuant to Act No. 2019-132, the Tier 2 member will receive Tier
2 benefits for his or her service with the new employer. A member whose creditable service
includes periods of service to two different Tier plans, the benefit rates of each Tier plan will be
applicable to the creditable service earned while in each Tier plan. In all other respects the
pension shall be determined on the basis of the member’s Tier plan at the time of his or her
withdrawal from service.
Employees are vested in the Retirement Systems of Alabama after ten (10) years of service.
Employees who were hired before January 1, 2013 (Tier 1), are eligible to retire with twenty-five
(25) years of service or ten (10) years of service and age sixty (60). Any employee hired on or
after January 1, 2013 (Tier 2), and retires with the County, will be eligible to retire with twenty-
V. Employee Benefits
Baldwin County Commission Employee Handbook Page V-6
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017,
Updated 04/16/2019, Approved 01/21/2020
five (25) years of service or ten (10) years of service and age sixty (60). However, if the Tier 2
employee leaves employment with the County and is later employed by another agency that did
not make an election pursuant to Act No. 2019-132, he or she will be eligible to retire at age
sixty-two (62) with at least ten (10) years of service.
P. Conditions for Retirement
Whenever an employee meets the conditions for retirement set forth in the Retirement Systems
of Alabama Regulations, he or she may elect to receive all benefits earned under the Alabama
Retirement Plan.
The Notice of Retirement may be forwarded to the Personnel Director no more than three (3)
months or no later than thirty (30) days prior to the last scheduled day of work.
Due to the complexity of each individual retirement account, the employee should contact the
Personnel Department with any questions or write to:
Retirement Systems Building
135 South Union Street
Montgomery, AL 36130-4101
1-877-517-0020
Q. Benefits Due at Retirement
Unpaid Sick Leave -- Full-time employees hired into the Retirement Systems of Alabama and
retiring pursuant to the requirements of the Retirement Systems of Alabama with twenty-five
(25) years of service or at least age 60, with at least fifteen (15) years of said service with the
Baldwin County Commission, may be paid one-half of his or her accumulated sick leave not to
exceed three hundred sixty (360) hours or elect to roll over unused sick leave hours into service
credit.
Effective May 1, 2019, in lieu of unpaid sick leave payout, an employee retiring pursuant to the
requirements of the Retirement Systems of Alabama may elect to roll over unused sick leave
hours into service credit.
The following conditions apply for this option:
Applies only to employees who, after converting unused sick leave hours to service credit,
meet the minimum qualifications for service retirement. The minimum qualifications for
service retirement are age 60 with at least 10 years of creditable service or 25 years of
creditable service, regardless of age.
V. Employee Benefits
Baldwin County Commission Employee Handbook Page V-7
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017,
Updated 04/16/2019, Approved 01/21/2020
An employee retiring on disability may convert unused sick leave to retirement credit only if
he or she meets the minimum qualifications for service retirement after converting unused
sick leave days to service credit.
Conversion of unused sick leave may not be used for deferred retirement.
There is no maximum number of accrued sick leave days.
The following chart will be used by the Retirement System to convert sick leave to retirement
service credit. Please note that the chart lists accrued sick leave days through 370, but there is no
maximum limit on sick leave accrual.
Accrued Sick Leave Days
Service Credits (Months)
0-10
0-80 hours
0
11-30
88-240 hours
1
31-50
248-400 hours
2
51-70
408-560 hours
3
71-90
568-720 hours
4
91-110
728-880 hours
5
111-130
888-1040 hours
6
131-150
1048-1200 hours
7
151-170
1208-1360 hours
8
171-190
1368-1520 hours
9
191-210
1528-1680 hours
10
211-230
1688-1840 hours
11
231-250
1848-2000 hours
12
251-270
2008-2160 hours
13
271-290
2168-2320 hours
14
291-310
2328-2480 hours
15
311-330
2488-2640 hours
16
331-350
2648-2800 hours
17
351-370
2808-2960 hours
18
Retiree Health Insurance Coverage – A retiring employee currently enrolled in County sponsored
health insurance is eligible to continue single health coverage at a cost of one hundred dollars
($100) per month. The retiree must meet the following requirements: (1) Retiring with twenty-
five (25) years of service in the Retirement Systems of Alabama; (2) fifteen (15) years of said
service must be with the Baldwin County Commission and; (3) has not met the age requirement
to be eligible for Medicare. The County will contribute the remaining portion of the cost of
single health coverage.
The County will pay 100% of single health coverage for a retiring, full-time employee currently
enrolled in County sponsored health insurance. The retiree must meet the following
V. Employee Benefits
Baldwin County Commission Employee Handbook Page V-8
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Updated 04/16/2019, Approved 01/21/2020
requirements: (1) Retiring with thirty (30) years of service in the Retirement Systems of
Alabama; (2) fifteen (15) years of said service must be with the Baldwin County Commission;
and (3) has not met the age requirement to be eligible for Medicare.
If the employee has family coverage at the time of retirement, that employee may elect at that
time to keep this coverage until the age requirement to be eligible for Medicare has been met and
must pay 100% of the cost of such premiums. The employee may also elect single coverage at
this time. When the employee reaches the age requirement to be eligible for Medicare, all
insurance coverage will cease, any dependents covered will become eligible for COBRA.
During open enrollment, each year, retirees will also be eligible to transfer coverage if offered
through the County. Should the County's health insurance premium increase, so shall the portion
paid by the retiree with the increased amount to be determined by the Commission.
Any employee who retires from Baldwin County is required to make a decision, on his or her last
day of employment, to either retain the County's medical coverage or reject it.
R. Retirement Disability
Employees, who participate in the Retirement Systems of Alabama and have completed ten (10)
years of service and become disabled as defined by the plan, may be eligible to receive a
disability benefit subject to all applicable requirements.
S. Longevity
Longevity pay is a benefit that recognizes a full-time employee’s years of continuous service.
Full-time employees who have completed five (5) years or more of continuous service will be
eligible for longevity pay.
To determine whether an employee is eligible for longevity pay, the Personnel Department will
determine as of October 1, of each year whether an employee has completed five (5) or more
years of continuous service with Baldwin County. Longevity will be based on a fiscal year
running October 1st through September 30th.
The employee must be on the payroll on September 30th of each eligible year to qualify for the
previous year. No partial years will be paid.
Employees that sever employment and then return to work may not use retroactive time to
qualify. Time must be continuous service.
Pay will be as follows:
5 to 9 years $ 500
10 to 14 years $ 1,000
V. Employee Benefits
Baldwin County Commission Employee Handbook Page V-9
Approved 4/2/2013, Updated 10/21/2014, Updated 12/20/2016, Updated 08/15/2017,
Updated 04/16/2019, Approved 01/21/2020
15 years and over $ 1,500
The check will be issued from regular payroll and federal income tax, state income tax and social
security contributions will be deducted at the customary withholding rate for an employee.
VI. Code of Ethics
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page VI-1
VI. Code of Ethics
A. Ethical Conduct
It is the policy of Baldwin County Commission to uphold, promote and demand the highest
standards of ethics from all employees and officials, whether elected or appointed. Accordingly,
all County employees should maintain the utmost standards of personal integrity, truthfulness,
honesty, and fairness in carrying out their public duties; avoid any improprieties in their roles as
public servants; and never use their county position or powers for improper personal gain.
Every employee of the Baldwin County Commission is a “public employee”. The taxpayers of
this County entrust every employee with the responsibility of carrying on business beneficial to
the taxpayer.
Employees of the Baldwin County Commission are subject to the provision of the Alabama
Ethics Law (codified at §§36-25-1, et.seq., Code of Alabama
1975, as amended from time to
time) (sometimes referred to as the “Alabama Ethics Law” or the “Ethics Law”) and the
decisions and enforcement of the Alabama Ethics Commission. Employees may visit the Ethics
Commission’s website to acquire further information of interest at www.ethics.alabama.gov.
B. Statement of Economic Interests
Some employees will have to complete an annual questionnaire for the Alabama Ethics
Commission. The Personnel Department will provide these employees the required forms, upon
request. These employees are responsible for filing the reports in a timely manner.
Section 36-
25-4.2 states that “[a]ll public employees required to file the Statement of Economic Interests
required by Section 36-25-14, shall participate in an online educational review of the Alabama
Ethics Law provided on the official website of the commission. Employees hired after January 1,
2011, shall have 90 days to comply with this subsection.”
C. Political Activity
Employees may individually exercise their right to vote and privately express their views as a
citizen, including becoming a candidate for public office. However, an employee shall not
engage in political activities during his or her work time. Without limitation, Baldwin County
expressly prohibits employees from soliciting political financial contributions, distributing
political literature, wearing political buttons or similar insignia during their work time.
Employees who are issued uniforms by Baldwin County are prohibited from wearing their
uniforms while engaging in political activities.
Baldwin County also prohibits employees from distributing political literature or printed or other
material of any kind in working areas at any time. Employees may not use any equipment owned
VI. Code of Ethics
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page VI-2
by Baldwin County, including but not limited to, copiers and fax machines, to engage in political
activities.
This prohibition against soliciting other employees for political purposes covers Baldwin
County’s telephonic and computer equipment. Thus, no employee is permitted to use Baldwin
County’s electronic mail, the internet, voice-mail, telephones, computers or other related
equipment for the purpose of soliciting others for political activities or for preparing, duplicating
or distributing political literature or other material to other employees or non-employees.
The Personnel Director is available to answer any questions regarding proper employee political
activity. This policy does not authorize a county employee to engage in political activity in
violation of federal or state law.
D. Secondary Employment
Baldwin County Commission employees shall not engage in any outside employment which
adversely affects his or her work performance as an employee of the County or creates a conflict
of interest.
If an employee engages in other employment, he or she must notify his or her supervisor in
writing stating the name of the employer, the nature of work or business, specific duties, and
hours worked per week. The supervisor will send a copy of these statements to the Personnel
Director for placement in the employee’s personnel file. If the supervisor believes there may be a
potential incompatibility between the outside employment and County employment due to either
the number of work hours or nature of work or scheduling requirements, he or she shall submit
appropriate recommendations to the Personnel Director. The final decision will be made jointly
by the Personnel Director and the Appointing Authority or Appointed Department Head.
The employee shall at all times give first priority to the performance of his or her Baldwin
County Commission job. County work schedules will not be adjusted to accommodate non-
County work schedules.
E. Nepotism
Relatives of employees will be eligible for employment, but they must compete for jobs on the
same terms and conditions as other applicants.
If you work another job, you must notify your supervisor in writing and state the
employer, type of work, job duties, and hours worked per week. This job cannot
conflict with your primary job with the Baldwin County Commission.
VI. Code of Ethics
Baldwin County Commission Employee Handbook - Approved 4/2/2013 Page VI-3
Employees are not permitted to directly supervise a relative. Direct or immediate supervision
includes, but is not limited to, any participation in the hiring decision, promotional decision,
work assignment decision, shift assignment decision, disciplinary decision or the evaluation
process of another employee.
For purposes of this section of the Employee Handbook, “relatives” is defined as a spouse, child,
parent, brother, sister, parent-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law,
aunt, uncle, niece, nephew and first cousin of current employees.
F. Reporting Arrests
Any employee of the County who has been arrested for any reason must report the arrest and
surrounding circumstances to his or her immediate supervisor within one (1) day of returning to
work. Failure to comply with this policy may result in disciplinary action. Supervisors are
required to forward the information to the Appointing Authority, Appointed Department Head
and Personnel Director.
VII. Safety and Health
Baldwin County Employee Handbook - Approved 4/2/2013 Page VII-1
VII. Safety and Health
A. Introduction
Management’s job is to promote a smooth flow of services, free from any kind of interruption.
The County operates in a system consisting of employees, equipment, materials, government
structure, planning methods, etc. Losses due to unsafe practices or unsafe conditions are
evidence of an existing situation that, if uncorrected, could lead to repeated injuries, illnesses
and/or property damage. Any loss is an event which interrupts the smooth flow of profitable
services. It constitutes a failure somewhere in the system, either in planning or methods
application. The reasons for loss investigation are:
To discover causes of work stoppage (what part of our system broke down and why); and
To eliminate these causes in order to ensure uninterrupted services in the future.
Most people think of a loss or injury as strictly a liability. However, when investigated properly,
the knowledge obtained and utilized effectively can be turned into an asset. These investigations
can:
Aid in the elimination of service breakdowns;
Assist in improving methods and conditions;
Be used to identify training needs;
Demonstrate management’s concern for safety; and
Add to the supervisor’s accumulated knowledge of his or her operation and management
responsibilities.
B. Responsibilities
1. Management Responsibilities
The County Commission, Appointing Authority and Appointed Department Heads are
responsible for the following:
a. Setting the safety and health policies and procedures;
b. Ensuring that sufficient, trained personnel are assigned to direct the safety and health
program;
c. Assigning and communicating safety and health responsibilities to managers and
supervisors;
d. Providing adequate authority and resources necessary for implementation of policies and
procedures;
e. Assigning accountability to managers, supervisors and employees so that safety and
health performance is evaluated as other aspects of job performance are evaluated;
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f. Assuring that production processes and safety and health protection are completely
integrated so that safety and health are part of the daily production activity within the
County;
g. Periodic reviews of the safety and health program and related policies, procedures and
practices, to ensure that they remain relevant and effective in participating and meeting
the stated goal and objectives; and
h. Participating in safety and health program activities on a regular basis.
2. Risk Management Departmental Responsibilities include the following:
a. Coordination and directing all activities related to the implementation of the safety and
health program;
b. Developing, documenting and maintaining all safety related programs, policies and
procedures as needed;
c. Conducting comprehensive worksite inspections on a regular basis for purpose of
identifying unsafe conditions and unsafe acts. Imminent danger items identified through
inspections will be corrected immediately, with other items being submitted to the
County Commission office as needed;
d. Assisting supervisors in the performance of Job Safety and Health Analysis (JSHA) in
the respective departments;
e. Developing and implementing safety and health awareness and communication
programs;
f. Participating in and reviewing accident/incident investigations for correctness of
informational and casual factors and for making recommendations relative to corrective
actions necessary to prevent a recurrence;
g. Conducting on-going evaluations of the safety and health program and instituting
changes as needed to ensure that the program remains relevant and effective;
h. Assist with the indoctrination of new employees as needed, relative to general safety and
health rules, policies, programs and procedures and advising of the personal protective
equipment necessary to do his or her jobs; and
i. Staying abreast on new developments and certifications in the field of safety and health
rules and accident prevention so that he or she can be an effective resource for everyone
connected to the program.
3. Supervisor Responsibilities include the following:
a. Conducting safety training/meetings in his or her departments on a regular basis;
b. In coordination with Risk Manager, conducting informal, continuous and on-going
inspections in his or her departments, as well as more formal comprehensive safety and
health inspections on a regular basis, for the purpose of identifying unsafe conditions and
unsafe acts;
c. Performing Job Safety and Health Analysis (JSHA’s) for all positions within his or her
departments with the assistance of the Risk Manager. JSHA is simply the study of job
related task and possible hazards and the implementation of methods to reduce the
identified hazards;
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d. Training new or transferred employees in safety and health issues relative to his or her
department and to the specific job assignment;
e. Consistent enforcement of all safety and health rules, policies, practices and procedures;
and
f. Encouraging all employees to use the personal protective equipment needed to be able to
safely do his or her job.
4. Employee Responsibilities include the following:
a. Complying with all established safety and health rules, policies, practices and procedures
and being active in his or her own safety and health protection;
b. Promptly reporting all work-related injuries and illnesses, regardless of severity and near-
miss incidents to the supervisor so that treatment can be rendered and investigations can
be conducted;
c. Promptly reporting any unsafe conditions, unsafe equipment or unsafe acts to supervision
immediately;
d. Proactively submit suggestions to management to improve safety and health;
e. Wearing and maintaining in good condition all personal protective equipment required
for his or her job;
f. Attending safety meeting and educational programs as directed by management; and
g. Submitting to random drug and alcohol testing in accordance with County policies and
procedures.
C. Loss and Safety Investigation
All investigations will start with the immediate supervisor. It is his or her system that broke
down. Also, he or she is usually the person who management expects will initiate the corrective
action needed to solve the existing problem. Others may be involved in the investigation and
corrective action due to the nature of the loss. The investigator’s attitude should be one of
positive fact-finding, not blame fixing. The positive attitude will assist in enlisting meaningful
contributions from witnesses, positive corrective action and follow-up to make sure the problem
was eliminated.
The investigation should take place immediately after the loss and a copy of the report turned
into the Risk Manager by the supervisor within twenty-four (24) hours of the accident or incident
(must turn in at a minimum, the completed First Report of Injury). Prompt investigation will help
ensure that physical conditions remain unchanged and employees involved are still available.
The fact will still be fresh in the participant’s mind, and witnesses will still remember what, how
and when it occurred. Whenever the cause is an unsafe condition, a copy of a completed work
order will be attached. If the cause was an unsafe act, written corrective action will be attached
as warranted.
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The “First Report of Injury Report” must be filled out by the employee’s supervisor and
not the injured employee who was involved in the accident.
D. Workers Compensation
All employees are protected under the State of Alabama’s Workers Compensation Law for
injuries and occupational diseases that result “out of and in the course of employment.” This
includes injuries that take place when the employee is performing tasks he or she was hired to
perform at times and in places where he or she was hired to work.
For all life threatening injuries or illnesses, please notify 911.
If an employee experiences an on-the-job, non-life threatening injury or illness, he or she is
required to:
1. Report the incident to his or her supervisor immediately;
2. Provide written notification of how the injury occurred to the supervisor within twenty-four
(24) hours;
3. Provide information to the supervisor so that the supervisor can complete the Alabama First
Report of Injury within twenty-four (24) hours from the time of the incident. The supervisor
will then send it to the Risk Manager;
4. All initial medical visits are made at one of the following clinics:
a. Industrial Medical Center located at 7901 Hwy 90, Suite 101 Daphne, Alabama 36526.
Follow up visits will be scheduled by the Industrial Medical Center as needed;
b. Coastal Health Institute located at 915 W. Laurel Ave. Foley, Alabama 36535. Follow
up visits will be scheduled by the Industrial Medical Center as needed; or
c. Infirmary Urgent Care located at 108 McMeans Ave. Bay Minette, Alabama 36507.
Follow up visits will be scheduled by the Industrial Medical Center as needed; and
5. In the event the Industrial Medical Center is closed, after hours non-life threatening medical
treatment may be sought at the following locations as deemed necessary by management:
a. North Baldwin Medical Center, in Bay Minette, Alabama; or
b. Thomas Hospital, in Fairhope, Alabama; or
c. South Baldwin Hospital, in Foley, Alabama.
All related follow up visits for treatment rendered at North Baldwin Medical Center, Thomas
Hospital or South Baldwin Hospital must be made at the Industrial Medical Center. At no time
will a referral to the employee’s personal physician be made by the emergency room doctor
in regards to workers compensation cases.
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6. Every employee injured on the job is required to:
a. Keep all scheduled appointments with physicians/therapist as scheduled;
b. Be aware that Baldwin County has a Temporary Transitional Duty program for all
employees. For more information on this program, please refer to the Baldwin County
Temporary Transitional Duty Policy;
c. Notify his or her supervisor immediately if the physician advises the employee not to
return to work, to work with restrictions and when he or she releases you to full duty; and
d. Give the supervisor a copy of the Return to Work and/or Work Restriction Form(s)
received from the physician. A copy must be given to the Risk Manager so that it may be
retained in the employee workers compensation file.
7. If an employee requires emergency medical treatment for “life threateninginjuries, he or
she should use the emergency room at any Baldwin County hospital. Only one (1) visit to the
emergency room will be covered by workers compensation per each work related incident.
Notification to Risk Management should be made immediately.
8. If there is a follow-up appointment required after the initial visit to the emergency room, then
the follow-up visit MUST be scheduled at the Industrial Medical Center. The employee’s
workers compensation case manager will assist the Risk Manager in scheduling this
appointment for the employee. The employee is not authorized to return to the emergency
room for follow-up treatment (i.e., removal of stitches, change of injury dressings, etc.).
9. Baldwin County has contracted with local pharmacies to charge medications for work-related
injuries after the following:
a. The employee has notified his or her supervisor and Risk Management of the injury;
b. The employee’s prescription has been approved for payment by Risk Management; and
c. The pharmacy has contacted Risk Management for authorization.
At no time should an employee go to their personal pharmacy or put workers
compensation prescriptions on their personal insurance.
10. If the employee’s authorized treating physician releases the employee to return to work with
specific temporary restrictions (i.e., transitional duty) and Baldwin County can provide a job
Only one visit to the emergency room will be covered by workers compensation. All
follow-up appointments must be seen at the Industrial Medical Center.
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within the recommended restrictions, he or she must return to work and attempt the
transitional duty. Transitional duty is offered at the will of the County and is only offered on
a temporary basis.
11. The employee’s authorized physician determines what transitional duty work is appropriate.
If clarification of transitional duty restrictions is needed, Risk Management should be
contacted. Failure to report for the assigned transitional duty work as authorized may result
in the employee having to use his or her sick or leave time to cover the employee’s absence.
An employee may qualify for benefits if Baldwin County cannot provide a job within the
restrictions given by the authorized physician.
12. Medical bills and temporary benefits will not be paid until Risk Management has received
the appropriate forms from the employee and his or her supervisor.
13. After the employee’s claim has been received in Risk Management, it will be submitted to a
workers compensation case manager, to determine whether it is approved. The employee will
be notified if a problem arises in the process of making that decision.
If a Workers Compensation claim is rejected as a Workers Compensation injury, it may be
applied to the employee’s medical insurance.
The goal is to process Workers Compensation claims as quickly and as fairly as possible while
providing the employee with the best medical care possible. The length of time required for
approval will vary for each claim.
14. All employees involved in a Workers Compensation Injury or a Liability Property Damage
incident will be required to receive a Post-Accident Drug Screen immediately after the
reported incident.
15.
Official medical records in regards to Workers Compensation and Drug Screen Testing
should only be maintained in the Personnel Department. At no time should any medical
information (personal protected health information) be retained at any other location other
than the Personnel Department, unless written consent has been otherwise given.
E. Workers Compensation Payments
The employee will be paid a full day’s pay for the day of the injury. The following three (3)
days can be charged to annual leave, sick leave or leave without pay. These “following three
You must return to work and attempt transitional (light) duty if authorized by your
treating physician. Failure to report for light duty may result in termination of
disability benefits.
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(3)” days will be reimbursed under the workers compensation benefits after the employee
remains off work for a period of twenty-one (21) calendar days. If an employee remains off of
work for a period of twenty-one (21) days, he or she must reimburse the county for “following
three (3)days that was paid to the employee.
The only check an employee who has filed for workers compensation benefits will receive is a
check received from the workers compensation insurance carrier for Baldwin County.
While on workers compensation leave, the employee shall be placed in a leave without pay
status. The employee will not accumulate annual or sick leave while on workers compensation
leave.
All individual health insurance premiums paid by Baldwin County for an employee will remain
in force and continue to be paid by the County. All employees are required to continue to pay his
or her portion of health insurance premiums. Employees will be issued an invoice from the
Accounting Department.
If, while on workers compensation leave, the employee wishes to continue dependent coverage
or other items that are customarily deducted from his or her paycheck, the employee must
contact the Personnel Department for payment procedures. If payments are not submitted in a
timely manner, coverages are subject to cancellation.
An employee (who has depleted his or her sick, annual leave and FMLA) out on workers
compensation leave, who has reached “Maximum Medical Improvement (MMI),” shall be
terminated, if he or she does not return to work.
F. Transitional Duty
The Temporary Transitional Duty Policy is intended to support injured and ill employees who
have temporary restrictions due to work related injuries and are expected to return to his or her
regular assignments following recovery. This policy and procedure does not cover employees
with permanent restrictions and is offered at the will of the Baldwin County Commission and
may be terminated at any time. Each case presented for possible Temporary Transitional Duty
will be evaluated on case by case bases by the Personnel Director, Risk Manager, Appointing
Authority and respective Appointed Department Head.
1. Eligible Personnel.
The guidelines for eligible personnel are as follows:
a. Any probationary or permanent employee of Baldwin County;
b. A physician’s note detailing the employee’s temporary work restrictions is required to be
eligible for a Temporary Transitional Duty Assignment;
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c. Work restrictions are defined as physician specified work activities that are limited due to
an occupational illness or injury, regardless of whether the employee has lost time from
work or not (e.g. limited hours, limited functions, need for equipment, etc.);
d. The employee must provide his or her supervisor a physician’s note identifying
temporary work restrictions or time off, within one (1) business day of the employee’s
receipt of the note;
e. The supervisor is then responsible to notify his or her relevant Appointing Authority or
Appointed Department Head of the request for Temporary Transitional Duty; and
f. The relevant Appointing Authority or Appointed Department Head is responsible for
seeking approval from the Risk Manager and Personnel Director in order to authorize
Temporary Transitional Duty.
2. Non-Eligible Personnel.
The following are personnel who are ineligible:
a. Contractors, volunteers, inmates, interns or temporary employees;
b. Employees who have a common, contagious illness (e.g. cough, cold or flu) or an injury
that has no impact on the ability to perform his or her regular job duties (e.g. an employee
who works sitting at a desk and has a sprained ankle);
c. Employees on non-medical leave (e.g. military, bonding, etc.); or
d. Employees who have permanent restrictions that do not fall within the normal scope of
his or her job activities.
3. Identify Potential Eligible Employees.
The guidelines used to identify potential eligible employees are as follows:
a. The department supervisor shall identify an employee who has been, or will be, off work
due to an occupational injury or illness;
b. The employee shall self-identify by providing temporary work restrictions to his or her
department supervisor;
c. Clarification of restrictions may be needed; and
d. The relevant Appointing Authority or Appointed Department Head, Personnel Director
and the Risk Manager shall review medical records to identify potentially eligible
employees. This determination will be made on a case by case base, while considering
the best interest of the employee and Baldwin County during the evaluation.
4. Assess Work Restrictions and Develop Assignment.
The department should make every effort within five (5) working days or as early as possible, to
do the following:
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a. Provide a Temporary Transitional Duty Assignment, if feasible, for all work related
injuries. The department director must email the proposed Temporary Transitional Duty
Assignment and its duration to the Personnel Director and the Risk Manager;
b. Request assistance in the development of the Temporary Transitional Duty Assignment.
Assistance from the Personnel Director and the Risk Management may include
clarification from the medical provider, a need for equipment beyond internal resource
availability, assessment of possible alternate job duties or special projects or an
assessment of the appropriateness of the modification; and
c. Notify the Personnel Director and the Risk Manager if at any time the department is
unable to provide a Temporary Transitional Duty assignment.
5. Communication of Assignment to Employee.
The department will discuss the Temporary Transitional Duty assignment with the employee.
Assignments are determined based upon the employee’s temporary work restrictions, skills, the
duration of time required for the assignment and the needs of the department. The employee will
act in accordance with the duties assigned in a Temporary Transitional Duty assignment. The
refusal to do so may result in the loss of workers compensation wage replacement benefits, in
accordance with state law or long-term disability benefits.
6. Completion of Temporary Transitional Duty Letter.
The relevant Appointed Department Head is responsible for the following:
a. Completing the Letter of Temporary Transitional Duty Assignment (TTD) along with the
Personnel Director and Risk Manager;
b. Sending a copy of the TTD Letter to the immediate supervisor, the Personnel Director
and to the Risk Manager;
c. Making certain that the employee begins his or her work in that assignment once the TTD
letter is completed;
d. Meeting with the Risk Manager for a discussion of the Temporary Transitional Duty
Assignment; and
e. Meeting with the employee for a discussion of the Temporary Transitional Duty
Assignment.
7. Work Restrictions and Assignment Modification.
The relevant department head is responsible for:
a. Monitoring the assignment and the employee for compliance;
b. Re-assessing the assignment upon any change of temporary work restrictions or as the
needs of the department change. This will also require a new TTD Letter.
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The employee is responsible for providing within one (1) business day, any medical
documentation detailing the revised temporary work restrictions to the department designee, if
the temporary work restrictions change at any time during the current assignment.
8. Duration of Assignment.
a. The duration of the Temporary Transitional Duty Assignment for occupational illnesses
or injuries will be up to ninety (90) days, as the needs of the department allow;
b. For any change in duration or temporary work restrictions, the department must complete
a new Letter of Temporary Transitional Duty Assignment; and
c. The duration shall not exceed ninety (90) days from the original date of the Temporary
Transitional Duty Assignment, without approval from the relevant Appointed Department
Head, Personnel Director and the Risk Manager.
9. Extension of Assignment.
Consideration for extensions may be considered for occupational illness or injury. An extension
beyond ninety (90) days may be granted with approval from the relevant Appointing Authority
or Appointed Department Head, Personnel Director and the Risk Manager. In no event shall
Temporary Transitional Duty Assignments exceed three hundred and sixty-five (365) days for an
occupational illness or injury.
10. Extension Requirements.
In order for an extension to be considered, the following requirements must be made:
a. The department and the employee both request an extension;
b. The employee has made progress in transitioning back to the regular assignment during
his or her ninety (90) day Temporary Transitional Duty Assignment; and
c. The extension is for a specific, short period of time due to the employee’s medical
physician indicating that the employee is progressing as expected toward returning to
work in his or her regular assignment.
11. Transitional Duty Assignment Termination.
The Temporary Transitional Duty Assignment will terminate at any time, if the needs of the
department change or when a department determines that the employee is not acting in
accordance with the stated restrictions or is unable to perform the duties as assigned within the
stated restrictions.
The Temporary Transitional Duty Assignment will terminate at any time, if the physician:
a. Releases the employee to full duty without restrictions;
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b. Removes the employee from work; or
c. Indicates the employee has permanent restrictions.
Where restrictions are permanent, Appointing Authority and Appointed Department Heads
should refer to the Personnel Director and Risk Manager for additional guidance and directives.
The Temporary Transitional Duty Assignment automatically terminates at the end of the
approved assignment, unless an extension has been requested and approved per the policy. If the
department is terminating the Temporary Transitional Duty Assignment prior to the agreed upon
end date, the Appointing Authority and Appointed Department Head shall give the employee as
much notice as possible. Early agreement termination must be approved by the relevant
Appointing Authority and Appointed Department Head, Personnel Director and the Risk
Manager.
12. Dispute Resolution.
In the case of disputes regarding the denial of a temporary transitional duty assignment or the
denial of an extension of a transitional duty assignment, the employee or department may follow
the grievance procedure as shown in section II.B Equal Employment Opportunity/Employment
Grievance Procedures.
G. General Safety and Health Rules
The Baldwin County Commission makes every effort to provide a work place free of recognized
hazards. The Baldwin County Commission, therefore, reserves the right to amend, modify or
rescind any provisions contained herein. These general rules are for guidance. Employees must
be familiarized with every rule set forth herein.
Because of the variation in the work in the departments, it is impossible to include in this
handbook all the rules governing safety of operations. Rules that apply to specific operations or
departments will be brought to the employee’s attention by his or her supervisor. The following
are examples of such rules but are not all inclusive.
H. Safety Rules
1. Only approved safety equipment will be used in the performance of an employee’s official
duties. Safety glasses/goggles, steel-toed safety boots, ear plugs and hard hats are required to
be worn in certain areas as a condition of employment. All steel-toed boots shall be sturdy
work boots only. The adequacy or type of protection required must be commensurate with
the potential hazard of each job assignment. This will be determined by the Job Safety and
Health Analysis (JSHA) that will be conducted for the specific job title.
2. A face shield or safety glasses are required when employees are using a grinder, weed eater,
lawnmower, trimmer, chainsaw, mulcher, chipper, etc., or when performing other operations
where sparks or small pieces of debris can become airborne.
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3. Any employee welding must use a welding shield. Any employee using a torch must wear
the appropriate shaded lens or shield.
4. Never operate any piece of equipment, machine, crane, tractor, forklift, etc., unless trained
and instructed to do so.
5. Never operate a machine unless all guards are in place. If a guard is missing or in need of
repair, it is the employee’s responsibility to notify his or her supervisor immediately.
6. Report unsafe acts and unsafe conditions to the department supervisor immediately.
7. Be sure the machine has stopped running before it is cleaned or adjusted. Follow the
guidelines set forth by OSHA for de-energizing equipment.
8. Always wear leather chaps when operating a chainsaw.
9. Long pants/trousers are required to be worn while operating weed-eaters, trimmers, saws,
lawnmowers, etc., in order to help reduce the number of injuries associated with the
operation of such equipment.
10. At no time should any part of the body be placed in a potential area that may result in contact
with moving machinery.
11. At no time is an employee permitted to climb on, walk on, stand on or jump over machinery
or other equipment in contravention or violation of the safety and/or operations manual for
the machinery or equipment.
12. At no time should an employee use defective tools or equipment. Always inspect any tool or
piece of equipment about to be used. If a tool or piece of equipment is defective, it is the
employee’s responsibility to notify his or her supervisor immediately. Always use the proper
tool for the job. Do not use tools with mushroomed heads. All files must have handles.
13. Only authorized employees are permitted to service or maintain electrical equipment.
14. All aisles, walkways, gates, etc., must be kept clear of debris at all times.
15. Never turn compressed air on yourself or anyone else. Do not clean your person or clothing
with compressed air. As little as four pounds of air pressure can rupture an eyeball or an
eardrum. Employees must always properly wear a face shield when using compressed air.
16. Lift the right way to avoid strain. Bend at the knees, keep the body erect and then push
upward with the legs. Never lift any item that is too heavy. Get help.
17. Employees are prohibited from riding on the forklifts, cables, slings or any other part of any
machine or crane. Only authorized personnel are permitted to operate forklifts and other
powered industrial trucks. The operator is the only person authorized to ride on a forklift or
powered industrial truck.
18. Any employee who is in a man lift or basket of any kind must properly wear a safety harness
and lanyard while in the basket or man lift.
19. Never walk or stand under a suspended load.
20. Do not use lifting slings, hooks or chains without inspecting them first. If faulty, do not use
them. Employees must contact their supervisor for proper inspection procedures or to report
faulty equipment. Do not use “homemade” slings, hooks, or other lifting devices for any load
bearing purpose. Slings and chains should have a manufacturer tag or label on them, which
tells the date the item was made and its rated load capacity. Homemade lifting devices such
as hooks and slings are not to be used.
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21. Never use a makeshift or defective scaffold.
22. Gloves must be worn when working on jobs that present hand hazards.
23. All employees who are working from an elevated platform of any kind over six (6) feet high
without the proper guard rails installed are required to properly wear fall protection
equipment.
24. Only authorized employees are allowed to enter a confined space at any time.
25. Each employee working in or on a piece of equipment that is required to be locked out must
attach his or her own individual lock out device to the machinery or equipment.
I. Health Rules
1. In case of injury, no matter how slight, immediately report it to the department supervisor.
2. Keep the work place clean. Put all rags, trash, cups and waste in containers provided for that
purpose.
3. All personnel who are required to wear a respirator must successfully pass a PFT (Pulmonary
Function Test).
4. All personnel who wear a respirator or dust mask are required to be clean-shaven at the time
that the respirator or dust mask is used.
5. Use extreme care in handling all chemicals.
6. If you work in oil or toxic combustibles, be particular about washing and scrubbing your
hands.
J. Fire and Environmental Rules
1. Report any fire or emergency immediately to the department supervisor.
2. All employees are to be familiar with emergency exits, emergency evacuation meeting areas
and firefighting equipment such as fire extinguishers. Fire extinguishers are located
throughout County buildings. These extinguishers have instructions on how to operate the
extinguisher and for what type of fire they are designed to be used.
3. Never block an exit or firefighting equipment.
4. All flammable liquids must be maintained in approved containers. All bulk flammable
material must be stored in a flammable storage locker or equivalent.
5. All containers must be labeled as to its contents.
6. Rags saturated with flammables must be kept in approved safety containers.
7. Never pour oil, flammable liquids or other unauthorized chemicals into any sewer or drain.
8. Smoking is prohibited in restricted areas.
9. Employees should strive to protect the environment, minimize waste, meet all established
environmental goals and objectives and strive for continuous improvement.
10. In the event of a chemical or oil spill, please notify the department supervisor immediately.
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Violation of any safety, health, fire or environmental rule may result in appropriate
corrective action that may vary from a verbal warning to termination of employment,
depending on the seriousness of the violation.
K. Alcohol and Drugs Drug Free Workplace Policy
The Baldwin County Commission is committed to providing a safe working environment for all
employees while serving the citizens of Baldwin County. The Baldwin County Commission
recognizes that any employee who improperly uses intoxicating substances, including drugs and
alcohol, poses a serious threat to his or her self, his or her coworkers and to the public in general.
Even small quantities of narcotics, abused prescription or over-the-counter drugs or alcohol can
impair judgment and reflexes. This impairment can have dire results, particularly for employees
operating vehicles or potentially dangerous equipment.
It is therefore the policy of the Baldwin County Commission that all employees or any
person performing any kind of work for Baldwin County Commission must report to work
completely free from alcohol, illegal or unauthorized drugs or any other substances that
may have a mind-altering or intoxicating effect or otherwise impair the employee’s
judgment, reaction times or functioning.
The County also prohibits all employees from using, possessing, manufacturing, distributing or
making arrangements to distribute alcohol, illegal or unauthorized drugs or any other
intoxicating substances while at work or on or about any county property.
In order to avoid creating safety problems and violating this policy, employees must inform his
or her supervisor when he or she is legitimately taking any medication, including prescription
drugs or over-the-counter medications, which affects his or her ability to work. Employees
whose job performance may be affected by such medications may be required to provide a
fitness-for-duty certification before being allowed to resume their job duties.