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Employee Handbook 2007.doc

  1. 1. Indiana Secretary of State Employee Handbook April 2007 Table of ContentsTopic Page(s)Philosophies of Employment 1-2Mission Statement 1Work Environment 1Equal Employment Opportunity 2Open Door Policy 2Anti-Harassment Policy 2-5Workplace 2Reporting a Complaint 3Protection against Retaliation 3Resolving Conflict 3Ethics 3Drug-Free Environment 5General Work Issues 5-11Job Responsibility 5Hours of Operation 5Attendance & Punctuality 6Overtime 6Interoffice Communication 7Professional Image 8Personal Belongings 8
  2. 2. Computer Systems 8Voluntary Termination (Resignation) 8Disciplinary Action 9Periodic Reviews 10Training 10Accidents and Injuries 11Evacuation Procedures 11Housekeeping 11Personal Information Changes 11Employee Personnel Records or Forms 12Personnel Files 12Parking 12Inclement Weather 12Benefits 12-18Qualification 12Compensation 13Health Insurance 13Dental Insurance 16Life Insurance 16Disability-Short/Long Term 16EASY -- Employee Assistance Services for You 17Indiana Deferred Compensation Plan 17Public Employees Retirement Fund (PERF) 18US Savings Bonds 18
  3. 3. Time Off. 18-20Community Service Leave 18Emergency Leave 18Funeral Leave 18Military Leave 19Personal Leave 19Sick Leave 19Vacation Leave 20Parental Absence Child’s Education Leave 20 IntroductionThis is your Secretary of State’s Office Employee Handbook. It is intended to serve as a quick andconvenient source of information for you.It has been developed to give you an overview of the benefits, policies and work rules that affect you asan employee. Your supervisor or personnel officer can provide greater detail regarding individualtopics or practices that may be unique to your division.The information contained in this handbook should provide you with a better understanding andappreciation of the benefits available to you and your family as a result of your employment with theSecretary of State of Indiana.This employee handbook is not an employment agreement or contract, and the contents are subject tochange at the discretion of the Secretary of State.Philosophies of EmploymentMission StatementTo always exceed customer expectations by delivering services courteously, efficiently, and accurately.Work EnvironmentThe Secretary of State’s Office exists to serve and protect the public. With that in mind, each of usmust consider how our activities and conduct affect the public. We strive daily to provide modelcustomer service and solid enforcement of Indiana law. This requires us to listen to the citizens weserve in order to understand their needs and problems. Interaction with citizens and other branches ofgovernment must be cooperative and friendly. Any response to citizen inquiries should be timely and
  4. 4. appropriate. Furthermore, each of us must continually look for ways to better serve our fellow citizensand follow the established procedures in an effort to make these improvements a part of our routinework effort. As customers ourselves, we expect that from those with whom we interact.Equal Employment OpportunityThe Secretary of State’s Office is committed to recruit, select, develop and promote employees basedon individual ability and job performance. Our policy is to provide equal employment opportunity to allpeople in all aspects of employer-employee relations without discrimination because of race, sex, age,color, religion, national origin, citizenship status, disability or veteran status. We will comply with thespirit as well as the letter of applicable state and federal law as it applies to all employment practices,including but not limited to recruiting, pay rates, training, promotions, and all other terms andconditions of employment and termination.We commit ourselves to move toward ever more progressive full opportunity employment in stateemployment. Employment decisions will be made in a manner that will advance the principles of equalopportunity employment.Open Door PolicyAt all times any employee should feel comfortable in approaching his/her supervisor to discuss anyissue or concern important to him/her. The Secretary of State’s Office is dedicated to an open and clearchannel of communication to solve problems. All supervisors in the office believe that problems can beresolved by making ourselves available to employees willing to bring their concerns to us.We understand that general policies and job guidelines will not address all possible issues that arise inthe work place. When an employee is faced with an uncertain situation, the employee should seek theguidance of a supervisor.We welcome suggestions from all employees regarding ideas for improving the way that the Secretaryof State’s Office carries out its mission statement. Please see your supervisor with any ideas. Policy Prohibiting All Forms of Unlawful HarassmentWork Place HarassmentSexual harassment is "unwelcome sexual advances, requests for sexual favors, and other verbal orphysical conduct of a sexual nature when:Submission to such conduct is made either explicitly or implicitly a term or condition of an individualsemployment; or,Submission to or rejection of such conduct by an individual is used as a basis for employment decisionsaffecting such individual; or,Such conduct has the purpose or effect of unreasonably interfering with an individuals workperformance or creating an intimidating, hostile or offensive working environment."Reporting a Complaint
  5. 5. Individuals who believe they have been subjected to sexual harassment or individuals who haveknowledge of sexual harassment against or by a State employee may report the incident and/or allegedharasser to the following persons who have been identified and trained to receive complaints of sexualharassment:Employee Relations Division, State Personnel Department Phone: 317.232.3080Agency Human Resource Office – AA/EEO DivisionIndiana Civil Rights Commission (ICRC) Phone: 317.232.2600Equal Employment Opportunity Commission (EEOC) Phone: 317.226.7212 or toll free at 800.669.4000SupervisorProtection against RetaliationThe State will not in any way retaliate against an individual that makes a report of sexual harassmentnor permit any supervisor, officer or employee to do so. Retaliation is a serious violation of the sexualharassment policy and should be reported immediately. Any person found to have retaliated againstanother individual for the good faith reporting of sexual harassment will be subject to the samedisciplinary action provided for sexual harassment offenders.Resolving Workplace ConflictsThe Secretary of State’s Office encourages employees to work with each other to resolve interpersonalconflict. In those cases where intervention is required, an employee should involve a supervisor. In nocase should employees engage in behavior that is inappropriate, including shouting matches, refusingto assist fellow employees, and other conduct that adversely affects the workplace.EthicsPublic office is a public trust. Therefore, employees of the Secretary of State’s Office must conductthemselves in a manner that reassures the public that all state business is performed for the publicwelfare. Each employee of the Secretary of State’s Office must attend ethics training, read the ethicshandbook, and sign a document verifying that he or she will adhere to the ethics policy set forth in thatbook. The Secretary of State’s Office grants no exceptions to this rule.Following are some general ethics rules. This list is not intended to replace either the ethics handbookor the ethics laws and rules found in Indiana Code 4-2-6 and 40 IAC 2, nor is it intended as a completelist of ethical rules. It is meant to highlight those rules that you are most likely to encounter during youremployment with the Secretary of State’s Office.
  6. 6. 1. Employees are to be impartial in the discharge of their duties.2. Public office is not to be used for private gain. 3. Employees may not solicit or accept outside payments or gifts for the performance of state duties. 4. Employees may not benefit financially from information of a confidential nature gained through state employment. 5. An employee should not accept a gift, favor, service, or entertainment under circumstances in which it can easily be inferred the gift could influence one to give special consideration to an action in his/her official capacity. 6. Employees may not have outside employment incompatible with their state employment. 7. Employees may not make unapproved use of state property, personnel, or facilities. This rule prohibits the use of official letterhead or the mention of the Secretary of State’s Office in person, letter, phone or electronic communication in addressing private concerns. 8. An employee may not participate as a state employee in any decision of any kind in which the employee, their spouse, or minor child has a financial interest. 9. Employees may not use state time for anything beyond the scope of state employment. 10. Employees may not engage in any political activity when on duty. This includes soliciting political contributions from any other person.If you have questions concerning the propriety of a situation, you should contact your Division Directorbefore taking any action. We urge you to ask before you do something rather than trying to explainwhat you did after the fact. The exercise of good judgment and common sense will assure that weretain the respect and trust of the citizens of Indiana and uphold the Code of Ethics for Stateemployees.Drug- Free EnvironmentThe State operates a drug-free workplace; therefore, employees who manufacture, sell, distribute, use,possess, or are under the influence of controlled substances or alcohol on state premises, while actingon behalf of the state, or using state property or equipment shall be subject to disciplinary action up toand including dismissal. Employees are prohibited from operating state vehicles with any measurableamount of alcohol or illegal drug in their blood. Employees who feel they have a substance abuseproblem may contact the States employee assistance program (EASY) at 1-800-223-7723. Treatmentfor substance abuse may qualify for medical leave of absence. Admitting to a substance abuse problemor admission into a treatment program after having been given notice of a required a drug or alcoholtest, a pre-deprivation meeting, or the imposition of discipline will not prevent or invalidatedisciplinary action.
  7. 7. Problems in job performance resulting from an inability to perform, and not related to misconduct,should be addressed through the performance appraisal process. Problems in job performance resultingfrom an apparent unwillingness to perform or related to misconduct should be addressed through thedisciplinary process.General Work IssuesJob ResponsibilityAll employees are required to fulfill the responsibilities of their jobs in an efficient manner. TheSecretary of States Office reserves the right to add or to change an employee’s job responsibilities.Employees may be asked to execute their jobs with new or different technology that is implemented toimprove the business operations of the Secretary of State’s Office. Training will be provided asnecessary to assure that all employees can effectively use new technology. If you have any questionsabout particular job responsibilities or training opportunities, please contact your Division Director.Hours of OperationIn compliance with our mission statement, in order to serve the business community, the Secretary ofState’s Office maintains longer business hours than required by state law,. The Secretary of State’sOffice maintains the following hours of operation:8:00 AM to 5:30 PM (excluding state holidays).Your schedule will be determined for you by your supervisor with a focus on what is necessary to meetthe obligations of the office. Your supervisor may need to change your schedule for a fixed period oftime or permanently. You will be given as much notice as is possible of the change.AttendanceRegular attendance and punctuality are an important part of each state job, and it is the policy of theexecutive branch of Indiana state government that determining scheduling needs and enforcingattendance requirements is best accomplished at the local or agency level. Appointing authorities shalldetermine work schedules necessary for the effective operation of the agency.The standard work schedule for state employees is seventy-five (75) hours per biweekly pay period,unless otherwise authorized by the State Personnel Director and State Budget Agency.OvertimeWork schedules shall be developed to minimize premium overtime and avoid excessive overtime byindividual employees. Overtime-eligible employees shall not be scheduled for nor work more thanforty (40) hours in a calendar week without prior agency authorization.In place of overtime pay, employees of the Secretary of State can receive compensation hours. Thesehours can be earned with the approval of a supervisor. These hours may be used in lieu of other paid
  8. 8. time off. The Fair Labors Standard Act, as amended, address the qualifications and circumstances thatwarrant overtime compensation and the rate that follows.Overtime procedures shall be established which will ensure adequate staffing while recognizingmanagement’s responsibility to be fair in treatment of employees. Such procedures shall encourageemployees to volunteer for overtime and shall provide for mandatory overtime only when qualifiedvolunteers are not available. Appointing authorities reserve the right to deviate from establishedprocedures when conditions exist which threaten the security or operation of the agency/institution/facility, or the public safety. (E.g. emergency road crews).Breaks - All full-time employees are eligible for a one-hour lunch break each day. Employees mayrequest a different break schedule. However, you must request permission from your Division Directorprior to deviating from the break schedule outlined above. When a Director approves your requestedschedule, you are expected to conform to that schedule as your regular break period(s). Deviation froman agreed upon schedule will be viewed as a violation of this policy. Violations of this policy can leadto a loss of your desired break schedule and/or discipline up to and including termination. As a reminder, you are obligated as a state employee to meet all ethical obligations set forth by the state. It is a breach of the ethics rules to work less than 7.5 hours a day if you are getting paid for 7.5 hours a day. Therefore, employees who take excessive breaks are in violation of state ethics rules as well as this policy.Personal Phone Calls All office equipment is intended for the successful performance of the workresponsibilities of the Secretary of State’s Office. From time to time, it is understood that you may needto receive or make local telephone calls. However, making or receiving personal phone calls are limitedto emergency or pre-approved situations. Please inform your family and friends of this limitation. If apersonal phone call must be made or taken, each employee is expected to use the phone as efficientlyas possible given the circumstances. Personal long distance phone calls are strictly prohibited under any circumstance. Accepting collect calls at the office is also strictly prohibited.Smoking Those who smoke should do so before or after work hours or during the lunch break period.Smoking is not permitted in the Secretary of State’s Office or in state-owned facilities. This includeswork areas, enclosed offices, and common areas.Visitors It is nice to be able to share your lunch break with friends and family. In an effort to balancethe interests of the office, the citizens of Indiana, and co-workers, an employee should meet his/hervisitor in common or reception areas and only during the employee’s lunch break. This will assure thatour public responsibilities can be met without interruption.The above clarifications of this policy are intended to focus work-hour activities on serving ourcustomers, the citizens of the State of Indiana. Our customers expect and deserve the highest possiblequality in the service received from each state employee. We must position ourselves to be responsiveto customer needs when the customer’s need arises. This means being available to focus on customerissues at their convenience. Any activity that has an indirect effect of making customers unreasonablywait must be avoided.
  9. 9. Interoffice CommunicationEffective interoffice communication is essential to the successful completion of the work performed bythe Secretary of State’s Office. Employees are expected to exercise good judgment in makingdeterminations about the urgency of problems that arise. Where appropriate, an employee shouldimmediately contact his/her supervisor when faced with an urgent situation. If the situation issufficiently serious and the employee’s supervisor is not available, the employee should seek theassistance of another person with authority to address the problem. A voice mail should also be left sothe supervisor is aware of the situation and knows whom he/she can contact for more information.In the event that the need to talk with your supervisor is less critical, you should leave a voice mail foryour supervisor. Voice mail is accessible from points outside of the office and will assure timelyreceipt of the message. An employee may leave a note or e-mail in addition to a voice mail message.Professional ImageThe Secretary of State’s Office is a professional business office. With that in mind, all employees areexpected to exercise good judgment in matters of personal grooming and dress. Employees are furtherencouraged to remember that citizens of Indiana may visit our office at any time. Each of us has theability to promote or diminish the professional image we create for the public.At a minimum, employees are expected to maintain high standards of personal cleanliness and attire.Examples of impermissible attire include the following: cut-offs, halter tops, shorts, sweatshirts,sweatpants, workout attire, jeans, shirts displaying advertising or political messages, t-shirts, tank tops,dresses with spaghetti straps or revealing bare backs or midriffs, and/or tennis shoes. Exceptions can bemade for special circumstances.Employees that have direct interaction with customers should also refrain from eating or chewing gumwhile working.Personal BelongingsWhile the State of Indiana has taken some measures to provide added security of work areas, eachemployee is responsible for assuring the safety of his or her own personal belongings. The Secretary ofState’s Office cannot assume responsibility for the loss of any personal item in work and commonareas.Computer SystemsComputer equipment employed by the Secretary of State’s Office is provided by the people for thebenefit of the people. Under the ethics rules, all computer equipment must be used to perform thebusiness responsibilities of the Secretary of State’s Office only. Employees do not have, and should notexpect, any personal privacy interest in using state computer equipment. No personal business may beperformed utilizing any computer hardware, software, electronic or communications equipment,electronic media or electronic communications equipment owned by, under the control of, or providedby the Secretary of State’s office. This includes logging on to the Internet for non-business purposes aswell as the knowing receipt of e-mails personal in nature. Where an employee receives an e-mail that is
  10. 10. not business related, the employee should act to prevent continued receipt of personal e-mails. Anypersonal or unauthorized use of this equipment of the Secretary of State’s office will be subject todisciplinary action up to and including termination.No computer program, software, or other form of electronic information may be copied except withproper permission and as required to perform one’s official duties and no copies may be removed fromthe premises. Software may not be added to state computers.Individuals should log off from the computer system prior to leaving the premises. This will assist withsystem maintenance issues as they arise.Voluntary Termination (Resignation)As an at-will employee, your employment may be terminated without cause or notice. As a courtesy,however, the Secretary of State’s Office asks each employee to provide at least two weeks notice ofany intent to resign. Failure to give such notice before resignation will result, at a minimum, in anotation in the employee’s personnel records – “resigned without notice.”During your final days with the Secretary of State’s Office, you will be asked to return property thatbelongs to the Secretary of State’s Office. Property includes keys, handbooks, computer passwords,and any other material that can be designated as Secretary of State property. All personal property mustbe removed. We ask for each employee’s cooperation to assure that the efforts of the Secretary of Stateare not unduly affected by the absence of equipment or information necessary to the successfulcompletion of such efforts.When resigning from state service in good standing, you may be entitled to payment for up to 30 daysof accrued vacation. Refer to the Vacation Policy in this handbook.Disciplinary PolicyAn employee is subject to discipline for just cause.Just cause can include:1) Doing of an act which a person ought not to do.2) The omission of an act which a person ought to do.3) The improper doing of a permissible act.Illustrations of behavior that constitute just cause include, but are not limited to, the following:Falsification, misrepresentation, or intentional omission of required information on the employmentapplication/resume;Violation of, or failure to comply with, Federal or State law, rules, executive order, policies orprocedures;Insubordination;Failure to perform assigned duties or negligence in the performance of assigned job duties;
  11. 11. Failure to obtain and maintain a current license or certification required by law or agency standards as acondition of employment;Failure to maintain satisfactory, effective working relationships with the public or other employees;Insubordinate acts or language which hamper the agencys ability to control, manage, or function;Workplace harassment based, in whole or in part, on race, color, sex, religion, age, disability, ornational origin which manifests itself in the form of comments, jokes, printed material and/orunwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexualnature;Possession of materials and/or the utterance of comments in the workplace that are derogatory towardsa group or individual based upon race, color, sex, religion, age, disability, or national origin;Dishonesty;Improper use of leave;Conduct which adversely affects the employees job performance or the agency of employment;Fighting;Conviction of a crime; orActions which bring the agency or the individual into disrepute or impair the effectiveness of theagency or individual.Disciplinary action should be taken only after a full and fair investigation.Suspensions without pay, demotions, or dismissals may be imposed on regular employees in the meritservice or on non-merit employees with complaint rights pursuant to EO 05-14 only after a pre-deprivation meeting has been held with the employee explaining the nature of the allegations and theevidence supporting disciplinary action, and providing the employee an opportunity to explain his/heractions.Periodic ReviewsThe Secretary of State expects employees to give their best efforts and may review an employee’sperformance from time to time. Most performance is recognized at the moment it is performed. Wevalue thanking employees for successful performance in a timely fashion. If an employee is concernedabout his/her performance, the employee should contact his/her supervisor and request a meeting.TrainingGenerally, supervisors are responsible for training oversight of new employees. The Secretary ofState’s Office expects that experienced employees are involved in a collaborative effort to determinewhat skills are necessary to help employees better perform their work. This includes identification anddiscussion of training opportunities that employees believe can have a positive effect on officecapabilities.A supervisor may provide or schedule training needed in conjunction with your job duties. In additionto training within the office, other agencies within Indiana State Government also present a variety ofclasses that assist employees in meeting their developmental needs.
  12. 12. Accidents and InjuriesAny employee that believes he/she has a need for immediate medical attention should first contactemergency personnel. An employee should then contact his/her Division Director or Deputy Director.Any bystanders are encouraged to facilitate this contact. Any case of injury or accident, regardless ofwhether medical attention is sought, must be reported to your Division Director for properdocumentation. Failure to report workplace injuries is a violation of this policy and may negativelyaffect your ability to file a successful claim under state insurance policies.Evacuation ProceduresEvacuation maps are posted on bulletin boards in work areas. Please take a moment to familiarizeyourself with the layout of your work area and the building itself to insure that you are comfortablewith what steps to take in the event of an emergency. The Secretary of State’s Office wants your safetyto come first.HousekeepingEmployees must keep work areas organized, clean, and in good working order. Please remember thatwe are working on and with property that belongs to the citizens of Indiana. A clean and organizedworkplace directly affects the level of service we give and how well we maintain our missionstatement.Personal Information ChangesAny personal information changes must be reported to the Director of Operations within ten days ofsuch a change. Personal information changes include, but are not limited to, the following: change ofaddress, change of phone number, change in marital status, change in the number of your dependents,and new emergency contact information. This policy benefits you. Retention of accurate personnelrecords facilitates payroll processing, employee benefit claims processing, delivery of pertinent taxforms, and other necessary communication between the Secretary of State’s Office and you. Failure toprovide updated information can directly affect these issues that are important to you. Employee Personnel Records or FormsPersonnel Files1. A copy of any document relevant to work performance that is placed in an employees personnel fileshall be provided to the employee. One copy of any documents maintained in an employees personnelfile shall be provided at no cost to the employee or the employees designated representative, onrequest.2. The employing agency will release to the public only the following personal information concerningan employee: name, gross compensation, job title, business address, business telephone number, jobdescription, and dates of employment. If a person not having regular access authority requests toinspect a personnel file, make copies of the information contained in a personnel file or receive
  13. 13. information other than that specified above, instruction on how to respond to the request shall besought from the State Personnel Department.3. The State Personnel Department will authorize disclosure of only that personal information which isallowed to be provided by law. When information concerning an employee, other than specified inparagraphs 1 or 2 above, is disclosed to someone not having regular access authority, the employee willbe notified (unless prohibited by law) of what information was disclosed and to whom.ParkingTo park in state designated facilities, an employee must obtain a parking permit. The Director ofOperations is able to assist an employee who needs a new parking permit or needs a substitute for onethat has been lost.Inclement WeatherIt is difficult to predict what weather will lead to the necessity of closing the office. However, in theevent of severe weather conditions, all state facilities remain open unless otherwise directed by theGovernor or the Secretary of State. The likelihood of such occurrence is low, and employees shouldplan to come to work as scheduled.BenefitsQualifications for BenefitsThere are specific qualifications that you must meet to be eligible for benefits. In your orientation, theDirector of Operations will notify you as to whether you qualify for any of the benefits outlined below.This section is designed to briefly introduce you to benefits currently offered by the Secretary of State’soffice to eligible employees where applicable. It is not intended to be a complete description of allbenefits or their terms. Please refer to the plan documents for details. Where appropriate, additionalmaterials will be made available to you describing each of the plans. Should you have any questionsregarding your eligibility at any time, please direct them to the Director of Operations.CompensationAll employees are required to complete a time sheet for each pay period. Please note the followingimportant facts regarding the time sheet. First, your employee number is your social security number.You should write your social security number in the box labeled “employee number" on your timecard.Second, the State Board of Accounts requires employees to sign and date each time card he/she submitsat the designated place on the time sheet form. Failure to sign and date your time sheet will delay ourability to process your check. Third, for each pay period, the number of hours worked should notexceed 75 hours without the pre-approval from your supervisor. Additional instructions are provided onyour time card.Time sheets must be turned in to your Division Director no later than 9:30 AM on the last Friday ofeach pay period. Failure to comply with this provision could result in a delay in receipt of yourpaycheck until the following pay period. Furthermore, this policy requires each employee to predict the
  14. 14. hours you work for the Friday on which you turn in your time card. If you leave prior to or later than tothe time you record on your time card, you should contact your supervisor and payroll clerkimmediately.Employees are paid by check every other Wednesday. The Secretary of State’s Office will distributechecks earlier only when a holiday falls on a Wednesday. For employee safety paychecks will bereleased only to the employee. A relative or friend may collect an employee’s check only upon writtenauthorization from the employee. If you need your check mailed , please contact the Director ofOperations. All potential errors should be reported to the Director of Operations immediately.At the discretion of the Chief of Staff or a Division Director, a non-exempt employee may be givencompensatory time off in lieu of overtime subject to the limitations imposed by the Fair LaborStandards Act. Compensatory time off may be used to reward conscientious, hard working Secretary ofState employees who have worked extra hours for sustained periods of time as a result of extraordinaryor seasonal agency workload. Please note that while the normal workweek is only 37.5 hours, anemployee is not eligible for overtime pay until he/she has worked over 40 hours in one workweek. Anemployee must obtain prior approval for compensatory time, and, if approved, must use thecompensatory time within a reasonable time of making the request, so long as such use does not undulydisrupt the operations of the Secretary of State’s Office. Total accrued compensatory time may notexceed 240 hours at any time.Employment BenefitsLife outside of workVacation Leave Up to 90 hours earned per year. Bonus vacation leave after 5, 10, and 20 years of service.Sick Leave Up to 67.5 hours earned per year.Personal Leave Up to 22.5 hours earned per year.Holidays Twelve (12) holidays per year.Other Paid Leave Funeral Leave, Jury Duty Leave & Military Leave.Family Leave Up to 12 weeks of unpaid leave per year for family care, adoption or childbirth.Community Service Leave Promotes the direct involvement of State employees in public services in their communities through volunteer efforts.Insurance – for you and your family
  15. 15. Health Insurance Several health insurance options are available including Traditional and Health Maintenance Organizations (HMO’s).Dental The state pays 100% of the premium cost for this plan.Vision The state contributes to the premium, enabling all employees to participate in this plan.Life Insurance Group term insurance is available up to 150% of salary. Supplemental plans are available as well as dependent life coverage.Short / Long Term Disability The state shares the cost for your participation in theBenefits disability plan.Retirement Plans – helps you plan for your futurePublic Employee’s Retirement The state pays 100% of the cost. Individual accountsFund are maintained for each employee. Investment options are available.Deferred Compensation Investment options that allow salary deferment for tax purposes. The State will match up to $15.00 per pay period.Additional Benefits – it all adds upAutomatic Deposit Direct deposit of payroll checks.Employee Assistance Services Provides employee and family member supportfor You (EASY) during difficult times either directly by phone or by referral to resources in the communityParking Free parking is available at most State facilities.Health InsuranceThe State of Indiana offers a number of different health insurance plans. The State’s health insuranceplans are designed to provide you with quality health care at a reasonable expense. Premiums can bededucted directly from your pay. You will have thirty days from the date of your eligibility for benefitsto choose the type of coverage that is best for you. You should make your decision carefully. Changingyour coverage is limited to an open enrollment period that occurs only once a year at the end of thecalendar year. More information about each of the plans will be given to you at orientation if you areeligible for this benefit.Upon separation from your employment with the Secretary of State’s Office, you may have the optionto continue your benefits coverage. Additional information will be provided to you at such time.
  16. 16. The Traditional Plan permits you to choose your own doctor. In addition, you pay a yearly deductible toward your medical bills. Once you have paid your deductible, the traditional plan pays a larger part of your expenses than the HMO, while you pay the rest. This plan covers basic medical care such as doctor visits and prescriptions as well as major medical costs such as hospital stays and surgery. For example: The Traditional Plan will pay 100% of the medically necessary hospital charges for a precertified in-hospital stay for a surgical procedure. The surgeon’s charges will be paid at 90% of the usual, customary, and reasonable charges; you then pay the remaining 10%. The State of Indiana’s Traditional Plan booklet provides additional details on costs and health benefits. A Health Maintenance Organization (HMO) requires you to choose a doctor from a list of doctors who participate in each HMOs specific plan. An employee interested in an HMO should contact the physician he/she is interested in to determine whether the physician is accepting new patients. HMOs will pay most of your basic and major and medical expenses. However, they may require you to pay deductibles on prescriptions and other items. Read the HMO booklets to find out what expenses will and will not be paid by the HMOs. Not all HMOs offered by the State are available everywhere. Some HMOs are geographically restricted. Check with the Director of Operations to see what HMOs are available in your county. You have thirty days from the date of your employment to choose the type of coverage you prefer. Once you have chosen your health insurer, that choice is final until open enrollment, which occurs once a year. If you leave state government, you will be referred to the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) option for continuing coverage.Dental InsuranceThe Secretary of State’s office is pleased to offer employees a choice of dental insurance providers.Each plan has different elements that appeal to our employees. If you are eligible for participation inthe dental plan, the Director of Operations will give more information about each plan to you.Life Insurance Basic Life, Supplemental Life, and Dependent Life As a Secretary of State employee, you may participate in a Basic Life Insurance Program. The value of your basic life coverage is based on your base annual wage. A supplemental Life Insurance Program for addition life coverage at varying amounts is also offered to state employees. The State contributes toward the basic life insurance premium, and employees can purchase the supplemental insurance at a low group rate. If you participate in the supplemental program you
  17. 17. may also purchase coverage for your spouse and/or dependent children. Both programs are available through payroll deductions. If you leave state government, you will receive information explaining how to convert your group life coverage to an individual policy. Continuing Coverage after state employment If you leave state government, you will be notified of the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) option for continuing coverage. See the Director of Operations for details.Disability, Short and Long TermFull time employees with six months of continuous service are required to participate in the disabilityplan which provides benefits should a medical condition prevent you from performing your regularduties. No enrollment in this plan is necessary. Employee contributions are made through automaticpayroll deductions and are equal to a small percentage of your bi-weekly salary. The State makes acontribution as well.Benefits are payable after a consecutive thirty calendar day elimination period or on the date yousubmit an application for benefits, whichever is later. Benefits are not paid retroactively if theapplication is received after the thirty-day elimination period.Following the elimination period (or date of application), short term disability will replace sixty percentof your income while you are unable to perform your duties due to a medical condition, for a periodequal to six months from the date of disability.If, after that time, you are still prevented from performing your regular duties, long term disability willreplace forty to fifty percent of your income for a maximum of four years (the amount and duration isdependent on several factors). Modified duty assignments may be made in appropriate cases while anemployee continues to receive disability benefits.For the period during which you are receiving disability benefits, you are required to notify theBenefits Division of the State Personnel Department of receipt of income from any other source.Failure to do so within seven days of receipt may result in loss of your benefits.The Director of Operations can provide answers to questions and the forms necessary for filing a claim.EASY – Employee Assistance Services for YouEASY is a voluntary resources and referral program that is available at no cost to you. The program isdesigned to assist employees and the families of employees in finding help for problems that resultfrom personal crisis, financial difficulty, interpersonal relationships, substance abuse, and other causes.The services provided through EASY will be treated in a confidential and professional manner. In orderto receive help through EASY, contact the referral office at 1-800-223-7723.Indiana Deferred Compensation Plan (IDCP)
  18. 18. Deferred compensation is a voluntary IRS plan that offers all state employees an effective way toreduce current taxes and to supplement other retirement benefits. Available through payroll deduction,the plan permits participants to set aside part of their bi-weekly earnings and invest them in acompetitive investment option. The state of Indiana matches employee contributions, up to $15 per payperiod. There is no waiting period for eligibility and employees may enroll at any time. Contact theDirector of Operations to get more information about this benefit.Public Employee’s Retirement Fund (PERF)The Public Employee’s Retirement Fund exists to supply the employees of the Secretary of State’soffice with retirement security. The Secretary of State’s office supplies eligible employees with asummary plan description that outlines the details of the plan. The Director of Operations can help youunderstand your benefits under this program.US Savings BondsAs a state employee, you may sign up for payroll deductions toward the purchase of United StatesSavings Bonds. Available at half their face value, bonds may be purchased in denominations from $100to $10,000. Savings bonds held for at least five years earn 85 percent of the average return on five-yeartreasury securities. The market-based rate is adjusted every six months to protect your investmentshould interest rates increase. A guaranteed minimum rate of six percent protects you should interestrates decrease. Contact the Director of Operations for more information. Time Off LeaveCommunity Service LeaveEach full-time State employee who shows that s/he has volunteered his/her own time to a charitableorganization will be allowed leave with pay from the employee’s regular assigned duties, not to exceeda combined total of seven and one-half hours (7.5) each calendar year, to voluntarily participate inactivities for the benefit of another governmental entity or a charitable organization that is exempt fromfederal income taxation under Section 501(c)(3) of the Internal Revenue Code. The voluntary activitiesmust not promote religion or attempt to influence legislation, governmental policy, or elections topublic office.Emergency Conditions LeaveIt is the policy of the State of Indiana to provide services to the citizens at all appropriate businesshours as advertised to the public; however, in circumstances where a work site must be closed due toconditions at that location that adversely affect the health or safety of employees or clients/customers,or ability of employees to perform the required duties, and where there is no reasonable alternative sitefor the employees to perform the work, employees affected by that closure should not lose wages forthe time the work site is unusable.
  19. 19. Funeral LeaveIt is the policy of the State of Indiana that employee requests for up to three (3) days of paid leaveunder the provisions of this policy shall be honored by management. Such days shall be in conjunctionwith the time of the death or date of the funeral. Management reserves the right to requiredocumentation to verify the authenticity of request when there is a legitimate reason to compel suchverification. Relative means husband, wife, father, mother, son, daughter, brother, sister, grandparent,grandchild, or spouse of any of these, or a person living in the same household with employee. For amarried employee, these members of the spouse’s family are included.Military LeaveIt is the policy of the State of Indiana to fully adhere to the requirements of federal and state lawregarding military leaves for members of the uniformed services. In the event of a dispute between theprovisions of this policy and the relevant procedures, the provisions of the Uniformed ServicesEmployment and Re-employment Rights Act (USERRA) control.Leave(s) will be granted in accordance with any orders for military duty. Differential pay (thedifference between basic active military salary and the salary that would have been paid as an activestate employee) will be granted to employees who are members of the Indiana National Guard or otherIndiana reserve component of the armed forces of theUnited States on active military duty. Differential pay does not apply to service performed exclusivelyfor training. Employees who are members of the Indiana National Guard or other Indiana reservecomponent of the armed forces of the United States on active military service have the option tocontinue family health care coverage at the employees own expense.Members of the uniformed services desiring to return to work following military service will bereinstated in accordance with applicable federal and state laws.Time spent in military service will be counted for purposes of calculating retirement benefits andeligibility for family-medical leave.Personal LeaveIt is the policy of the State of Indiana that employees should have reasonable opportunities for timeaway from work without loss of pay to handle personal business and emergencies. Full-time employeesshall accrue seven and one-half (7.5) hours of personal leave for each four-(4) months of employment.Part-time employees working at least fifty percent (50%) of full-time shall accrue three and three-quarters (3.75) hours of personal leave for each four- (4) months of employment.No employee may accrue a personal leave balance in excess of twenty-two and one half (22.5) hours. Ifan employee is otherwise eligible to accrue personal leave, but the accrual thereof would increasehis/her account balance beyond that limit, the personal leave hours shall be credited to the employeesaccrued sick leave balance.
  20. 20. Sick LeaveIt is the policy of the State of Indiana that employees should have reasonable opportunities for timeaway from work without loss of pay to handle illness, injury, legal quarantine and attending visits withhealth care providers for themselves and immediate family members.Full-time employees shall accrue seven and one-half (7.5) hours of sick leave for each two- (2) monthsof employment and an additional seven and one-half (7.5) hours of sick leave for each four (4) monthsof employment. Part-time employees working at least fifty percent (50%) of full-time shall accrue threeand three-quarters (3.75) hours of sick leave for each two- (2) months of employment and an additionalthree and three-quarters (3.75) hours of sick leave for each four (4) months of employment.Sick leave rolls over and accumulates.Vacation LeaveIt is the policy of the State of Indiana, consistent with the operational needs of the State, that vacationleave shall be granted at such times during the year as requested by the employee. Local policy, if any,will govern vacation scheduling.Full-time employees shall accrue seven and one-half (7.5) hours of vacation leave for each month ofemployment. Part-time employees working at least fifty percent (50%) of full-time shall accrue threeand three-quarters (3.75) hours of vacation leave for each month of employment. Additional vacationleave is accrued after five (5), ten (10), and twenty (20) years of employment.A dismissed employee shall forfeit all accrued but unused vacation leave.Parental Absence for Child’s EducationAppointing authorities in all state agencies shall make reasonable efforts to approve employee requestsfor time off to foster involvement in their child’s education through participation in parent-teacherconferences, classroom activities, or other means. Such time off shall be accomplished through the useof adjusted work schedules to accommodate the time needed. In those situations where an adjustedwork schedule is not practical, such as twenty-four hour/seven-day operations, appropriate forms ofaccrued leave should be utilized.