Sheriff's Policy Manual PDF

SHERIFF’S POLICY MANUAL 3.15 SEPARATION: A. Resignation: 1. To resign in good standing, employees will complete and submit a Separation Form with Employee Check-Out List (BSO AP#4) two weeks before the separation's effe...

SHERIFF’S POLICY MANUAL 3.15 SEPARATION: A. Resignation: 1. To resign in good standing, employees will complete and submit a Separation Form with Employee Check-Out List (BSO AP#4) two weeks before the separation's effective date, unless waived by the Sheriff. Note: Good standing means a resignation (not resignation in lieu of termination) with no charges pending and a minimum two weeks notification, unless waived by the Sheriff. 2. Separation by mutual agreement will be processed as a resignation and handled on a case-by-case basis. 3. Any employee who has not resigned in good standing will not be eligible for rehire except at the sole discretion of the Sheriff. 4. Procedure for employee: a. Employees will complete and sign the Separation Form's appropriate portions and submit it via chain of command. Completed forms will be sent to Human Resources for processing. b. Employees will return all BSO issued items to the appropriate issuing components and advise their district/division command once that task has been completed. c. Employees, on their final day, will return their BSO issued I.D. Cards to their division/district command. d. Employees will not be given their final paycheck until all BSO-issued items and forms are submitted and reconciled. 5. Procedure for district/division command: a. Upon notification by the employee that all BSO issued items have been returned, a district/division command representative will send an email to the “Employee Check-out” group email in the Outlook Reviewed: 03/14/2023 Revised: 05/12/2023 Rescinds: 02/13/2021 Effective: 06/03/2023 3.15 Page 1 of 8  SHERIFF’S POLICY MANUAL Global Address List which will send a blast notification to all necessary departments that are responsible for any/all BSO issued items. b. The employees responsible in each respective department will respond via email acknowledging that there is nothing outstanding or advise the command representative what is missing. c. Once confirmation has been received from all appropriate components, the command representative is responsible for completing the Employee Check-out List portion of the form (BSO AP#4) in its entirety. This includes the command representative and the employee signing the form. These signatures are to certify that all uniforms, badges, equipment, manuals, identification cards, security access cards, and supplies belonging to the Broward Sheriff’s Office were returned or accounted for. d. The Employee Check-out List portion of the form (BSO AP#4), along with copies of the department email responses, are to be forwarded electronically to the Bureau of Human Resources Division group email (“Salary Maintenance”) in the Outlook Global Address List. e. The command representative will either hand deliver the employee ID card or send it inter-office back to Human Resources. f. When an employee separates from the agency, not in good standing: i. The district/division command will still be responsible for completing the Termination Form with Employee Check-out List (BSO AP #13) following the same described check-out process. ii. If the employee was the responsibility of Internal Affairs at the time of separation, it will be Internal Affairs’ responsibility to complete this process, with any assistance needed from the home command. Reviewed: 03/14/2023 Revised: 05/12/2023 Rescinds: 02/13/2021 Effective: 06/03/2023 3.15 Page 2 of 8  SHERIFF’S POLICY MANUAL iii. District/Division commands must make all reasonable attempts to obtain all property belonging to the Broward Sheriff’s Office. If the property is not recovered, the command representative must document their efforts in a memo and attach the memo to the Employee Check out List portion of the form (BSO AP#4). B. Retirement: 1. Florida Retirement System (FRS) – Employees are required to meet the definition of “normal retirement date” as defined by FRS (FS 121.021(29)) as it applies to employees in both the Pension Plan and the Investment Plan. The definition and requirements will apply for retirement insurance discount eligibility determination. 2. Contract City Pension Plan – Employees acquired through contractual agreement with cities and retiring from a contract city pension plan must meet the definition and eligibility requirements of the applicable contract city pension plan’s regular retirement for retirement insurance discount eligibility determination. 3. Employees can retire under FRS only if employees are eligible for and applied for FRS benefits. 4. Employees wanting to retire should complete and submit a Separation Form at least two weeks before the retirement's effective date. C. Retirement Insurance Benefit: The following BSO-paid health insurance benefits will be available to employees who retire under FRS or applicable contract city pension plan: 1. Except where otherwise provided by written agreement with an employee executed by the Sheriff or the Executive Director over Human Resources, as the Sheriff’s designee, all employees in the BSO group health insurance plan at time of retirement and not covered under a collective bargaining unit agreement will be allowed to remain in the BSO group health insurance plan if they retire under FRS or applicable contract city. In addition to FRS benefits or other applicable benefits, employees hired prior to October 1, 2007, will be grandfathered to continue eligibility for the 2% credit toward the cost of the group health insurance plan for every year of service with Reviewed: 03/14/2023 Revised: 05/12/2023 Rescinds: 02/13/2021 Effective: 06/03/2023 3.15 Page 3 of 8  SHERIFF’S POLICY MANUAL BSO prorated by each full month of service up to a maximum of 50%. Employees hired on or after October 1, 2007, will not be eligible for the retirement discount program. 2. Employees covered under a bargaining unit agreement should refer to their applicable bargaining unit agreement. 3. Employees acquired through contractual arrangement with cities or other agencies transitioned to BSO prior to October 1, 2007, will be grandfathered to continue eligibility for the two percent (2%) retirement discount program and will be entitled to count their years of service with BSO prorated by each full month of service up to a maximum of 50%. Employees transitioned to BSO on or after October 1, 2007, will not be eligible for the retirement discount program. 4. Employees who retire and who meet the requirements outlined in Section 3.15 (B) and who do not wish to continue to participate in the BSO Group Health Plan at time of retirement from BSO may elect to receive a monthly stipend equal to the premium amount paid by the Sheriff utilizing the HMO premium rate at the time of separation/retirement with the employee’s percentage discount applied as outlined in Section C. The level of coverage, HMO single or HMO family will be determined by the single or family coverage level maintained for the twenty-four (24) months directly preceding retirement. If the employee’s level of coverage changed over the previous twenty-four (24) months from the time of retirement from BSO, the employee will only be eligible to receive a stipend equal to the amount paid by the Sheriff as defined in the applicable rate schedule utilizing the HMO single level of coverage. a. Employees who elected to continue coverage in the BSO Group Health Insurance may at a later date cancel the coverage and elect to receive a monthly stipend equal to the stipend available at the time of retirement. The employee must send written notification to BSO 30 days prior to the date they wish to terminate the coverage. b. Employees electing the monthly stipend may not re-enroll in the BSO Group Health Insurance at a future date. D. Permanent Total Disability: Reviewed: 03/14/2023 Revised: 05/12/2023 Rescinds: 02/13/2021 Effective: 06/03/2023 3.15 Page 4 of 8  SHERIFF’S POLICY MANUAL 1. When there is no other option other than separation or retirement, Employee Benefits: a. Will contact the employee to discuss the situation, verify the information, and offer assistance to the employee. b. May request the assistance of EAP or the Chaplain during the separation. 2. Employee Benefits will prepare all necessary information and arrange an appointment with the employee and family members (at BSO or the employee's home) to discuss all options available to the employee regarding retirement, separation, and insurance. 3. The Chaplain and/or EAP will provide assistance to the command with the completion of the Separation Form with Employee Check-Out List (BSO AP#4). 4. Employees retiring under FRS Disability will meet with an Employee Benefits representative to coordinate the processing of the Separation Form with Employee Check-Out List (BSO AP#4) with the employee's home department. 5. An employee from the home department will be assigned the responsibility of returning all BSO equipment and having the Employee Check-Out List portion of the form (BSO AP#4) completed. The Check-Out List portion of the form (BSO AP#4) will be returned to Human Resources within two weeks and processed for the employee. 6. Employee Benefits will be the central information center for the employee to contact for benefit information. E. Death of an Employee: 1. Responsibility: The employee's home department will coordinate the completion of the Separation Form with Employee Check-Out List (BSO AP#4). The Employee Benefits Manager will coordinate all benefit processing. Deceased employees will be processed as a resignation with Reviewed: 03/14/2023 Revised: 05/12/2023 Rescinds: 02/13/2021 Effective: 06/03/2023 3.15 Page 5 of 8  SHERIFF’S POLICY MANUAL the explanation of the employee's death. The date of resignation is the date of death. 2. Notification: Notification of the employee's death (whether the death occurred on or off duty) will be made to the BSO Chaplain, Employee Benefits, EAP Manager, and employee's command. 3. Supervisor Responsibility: The deceased employee's supervisor will assign a liaison to the family within 24 hours upon notification of the employee's death. The Chaplain will send instructions, via fax if available, to the supervisor upon completing the Separation Form with Employee Check-Out List (BSO AP#4) to include: a. Family members should not be contacted about completion of the Separation Form with Employee Check-Out List (BSO AP#4) until after the funeral or memorial service. b. The liaison will secure the Separation Form with Employee Check- Out List (BSO AP#4) from the supervisor. c. Within one week following the funeral or memorial service, the supervisor will ensure all required paperwork is completed along with the liaison being responsible for the collection of equipment and obtaining all necessary signatures. d. The completed Separation portion of the form (BSO AP#4) will be hand carried through the chain of command. e. All completed forms will be submitted to Human Resources. 4. Human Resources will submit the completed forms to Finance/Payroll for the final check to be issued. Employee Benefits will oversee the process to ensure the timely processing of the final check. Earned wages and accruals will be paid to the employee's designated beneficiary. 5. The Employee Benefits Manager will be the central contact person for the employee' family. Reviewed: 03/14/2023 Revised: 05/12/2023 Rescinds: 02/13/2021 Effective: 06/03/2023 3.15 Page 6 of 8  SHERIFF’S POLICY MANUAL F. Termination: 1. Terminations are dismissals, discharges, or separations made for just cause including, but not limited to misconduct, inefficiency, inability to perform assigned duties, insubordination, or willful violations of policies and procedures. 2. Terminated employees will be given the reasons for termination, in writing, to include the effective date of the termination as soon as practical. 3. Supervisors will complete a Termination Form with Employee Check-out List (BSO AP#13), via chain of command, to process a termination. 4. Terminated employees will not be eligible for rehire unless approved by the Sheriff. 5. A statement of the status of fringe and retirement benefits after dismissal will be provided. G. Layoff/Reduction in Force: 1. Any involuntary separation not involving discharge for cause will be considered a layoff. 2. Employees may be laid off if it becomes necessary by reason of shortage of funds or work, abolition of position, other changes in duties or organization of position, or reasons outside the employee's control that do not discredit the employee's BSO service. 3. No regular employee will be laid off while another employee is retained on a provisional or temporary basis in the same classification within the division/section. 4. If the layoff of one or more employee becomes necessary, the division/section commander should notify the Human Resources Director at least 30 calendar days in advance of the intended action. Reviewed: 03/14/2023 Revised: 05/12/2023 Rescinds: 02/13/2021 Effective: 06/03/2023 3.15 Page 7 of 8  SHERIFF’S POLICY MANUAL 5. Layoff or reduction in force should be affected only after all personnel actions aimed at avoiding layoff are considered (transfers, re-assignments, etc.). 6. Regular employees being laid off will be notified, in writing, by the Human Resources Director at least 10 working days before a lay-off's effective date, if practical. Reviewed: 03/14/2023 Revised: 05/12/2023 Rescinds: 02/13/2021 Effective: 06/03/2023 3.15 Page 8 of 8