COUNTY OF ESCAMBIA

BOARD OF COUNTY COMMISSIONERS

HUMAN RESOURCES DEPARTMENT

POLICIES AND PROCEDURES

221 Palafox Place, Suite 200

Pensacola, FL32502

(850) 595-3000

October 1, 2005

Revision January 1, 2007

Revision March 1, 2007

Revision October 1, 2009

Revision January 19, 2012

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TABLE OF CONTENTS

 Page

SECTION 1 ...................................................................................................................................1

DEFINITIONS ............................................................................................................................ 1

SECTION 2 ...................................................................................................................................8

PURPOSE AND SERVICES...................................................................................................... 8

2.1 Classified Service.......................................................................................................... 8

2.2 Unclassified Service ...................................................................................................... 8

SECTION 3 ...................................................................................................................................9

CLASSIFICATION OF POSITIONS........................................................................................... 9

3.1 Class Specifications Defined ......................................................................................... 9

3.2 Preparation of the Classification Plan............................................................................ 9

3.3 Approval of Plan.......................................................................................................... 10

3.4 Classification Plan Not a Part of These Policies and Procedures ................................ 10

3.5 Official Copy................................................................................................................ 10

3.6 Allocation and Classification of New Positions............................................................. 10

3.7 Changes in the Classification of Positions ................................................................... 10

3.8 Abolishment of Positions ............................................................................................. 11

3.9 Classification Actions Requiring Additional Funding .................................................... 11

3.10 Submission of Reclassification................................................................................. 11

SECTION 4 ................................................................................................................................. 12

ATTENDANCE AND HOLIDAYS............................................................................................. 12

4.1 Attendance.................................................................................................................. 12

4.2 Attendance Records.................................................................................................... 12

4.3 Absence Without Leave (AWOL)................................................................................. 12

4.4 Holidays ...................................................................................................................... 12

SECTION 5 ................................................................................................................................. 14

ANNUAL LEAVE (AL) – CLASSIFIED EMPLOYEES ............................................................. 14

5.1 Purpose and Accumulation of Annual Leave ............................................................... 14

5.2 Restrictions on Accumulation of Annual Leave............................................................ 14

5.3 Annual Leave Advances Prohibited............................................................................. 15

5.4 Annual Leave Records ................................................................................................ 15

5.5 Approval of Annual Leave Requests............................................................................ 15

5.6 Annual Leave, When Chargeable................................................................................ 15

5.7 Computation of Annual Leave Charges ....................................................................... 15

5.8 Payment for Unused Annual Leave Upon Separation of Service or Death................... 15

5.9 Payment for Annual Leave .......................................................................................... 15

5.10 Rate of Payment for Annual Leave Following Promotion or Demotion...................... 16

5.11 Disposition of Annual Leave..................................................................................... 16

5.12 Disciplinary Actions .................................................................................................. 16

SECTION 6 ................................................................................................................................. 17

SICK LEAVE (SL) - CLASSIFIED EMPLOYEES..................................................................... 17

6.1 Purpose and Accumulation of Sick Leave ................................................................... 17

6.2 Use of Sick Leave ....................................................................................................... 17

6.3 Sick Leave Responsibilities ......................................................................................... 18

6.4 Entitlement to Accumulated Sick Leave Upon Separation ........................................... 18

6.5 Disposition of Sick Leave ............................................................................................ 18

6.6 Sick Leave Used for Bereavement (Funeral)............................................................... 19

SECTION 7 ................................................................................................................................. 20

PAID TIME OFF LEAVE (PTO) SUMMARY – UNCLASSIFIED EMPLOYEES ....................... 20

7.1 Purpose and Accumulation of Paid Time Off (PTO)..................................................... 20

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7.2 Eligibility ...................................................................................................................... 20

7.3 Restrictions on Accumulation of Paid Time Off (PTO) ................................................. 20

7.4 Use of PTO and Extended Leave Bank (ELB)............................................................. 20

7.5 PTO and the Family and Medical Leave Act (FMLA)................................................... 21

7.6 Bereavement (Funeral) Leave..................................................................................... 21

7.7 Exhaustion of PTO Leave............................................................................................ 21

7.8 Approval of PTO Leave Requests ............................................................................... 21

7.9 PTO Advances Prohibited ........................................................................................... 21

7.10 PTO Records ........................................................................................................... 21

7.11 Scheduling of PTO................................................................................................... 22

7.12 Payment for Unused PTO or ELB Upon Separation of Service or Death.................. 22

7.13 Leave Donation and Leave Incentive Plans.............................................................. 22

7.14 Reinstatement.......................................................................................................... 22

7.15 Disposition of PTO Upon Entering the Deferred Retirement Option Program ........... 22

7.16 PTO, When Chargeable........................................................................................... 23

7.17 Computation of PTO Charges .................................................................................. 23

7.18 Transfer/Promotion From Classified to Unclassified Position ................................... 23

SECTION 8 ................................................................................................................................. 24

MANAGEMENT OPTIONS BENEFITS (MOB) – UNCLASSIFIED EMPLOYEES ................... 24

8.1 Purpose of MOB.......................................................................................................... 24

8.2 General Information..................................................................................................... 24

8.3 Senior Executive Service (SES) .................................................................................. 24

8.4 Professional, Technical, and Confidential Service (PTC)............................................. 24

SECTION 9 ................................................................................................................................. 26

LEAVE DONATION AND LEAVE INCENTIVE PLANS........................................................... 26

9.1 Annual or Paid Time Off (PTO) Leave Donation Plan.................................................. 26

9.2 Sick Leave Pool........................................................................................................... 26

9.3 Annual Leave Incentive Plan – (Classified Employees) ............................................... 27

LEAVES OF ABSENCE .......................................................................................................... 29

10.1 Leaves of Absence With Pay.................................................................................... 29

10.2 Leaves of Absence Without Pay............................................................................... 30

10.3 Compulsory Medical Leave ...................................................................................... 30

10.4 Leave of Absence for Military Duty........................................................................... 31

SECTION 11 ............................................................................................................................... 33

OCCUPATIONAL ILLNESS AND INJURIES .......................................................................... 33

11.1 Disability .................................................................................................................. 33

11.2 Disability Determinations.......................................................................................... 33

11.3 Medical and Physical Re-examination...................................................................... 33

11.4 Compensation During Disability ............................................................................... 33

11.5 FMLA Coordination .................................................................................................. 34

SECTION 12 ............................................................................................................................... 35

TERMINAL LEAVE.................................................................................................................. 35

12.1 Purpose ................................................................................................................... 35

12.2 Eligibility................................................................................................................... 35

12.3 Procedures............................................................................................................... 35

12.4 Leave Period............................................................................................................ 36

12.5 Exceptions ............................................................................................................... 36

12.6 Administration .......................................................................................................... 37

SECTION 13 ............................................................................................................................... 38

APPLICATIONS, EXAMINATIONS AND VETERANS’ PREFERENCE................................... 38

13.1 Applications.............................................................................................................. 38

13.2 Disqualifications of Applicants.................................................................................. 38

13.3 Disposition of Applications ....................................................................................... 39

13.4 Examinations ........................................................................................................... 39

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13.5 Postponement or Cancellation of Examination ......................................................... 39

13.6 Rating of Examinations ............................................................................................ 40

13.7 Notice of Examination Results.................................................................................. 40

13.8 Veterans’ Preference ............................................................................................... 41

SECTION 14 ............................................................................................................................... 42

JOB ANNOUCEMENTS, REFERRAL LIST, INTERVIEW GUIDELINES AND SELECTION... 42

14.1 Employment and Staffing ......................................................................................... 42

14.2 Competitive Procedures........................................................................................... 43

14.3 Non-competitive Procedures .................................................................................... 43

14.4 Referral Lists Established by Human Resources Department .................................. 43

14.5 Termination of Open Continuous Referral Lists........................................................ 44

14.6 Use of Related Referral Lists.................................................................................... 44

14.7 Removal of Names................................................................................................... 44

14.8 Interview Guidelines................................................................................................. 44

14.9 Selection from the Referral List ................................................................................ 45

14.10 Processing the Selection.......................................................................................... 45

14.11 Expiring Requisitions................................................................................................ 46

SECTION 15 ............................................................................................................................... 47

PROBATIONARY PERIOD – CLASSIFIED EMPLOYEES...................................................... 47

15.1 Initial Probationary Period ........................................................................................ 47

15.2 Extension of Probationary Period ............................................................................. 47

15.3 Promotional Probationary Period.............................................................................. 47

15.4 Transferring during Initial Probationary Period ......................................................... 48

SECTION 16 ............................................................................................................................... 49

EXTRAORDINARY APPOINTMENTS..................................................................................... 49

16.1 Temporary Appointment........................................................................................... 49

16.2 Term Appointment.................................................................................................... 49

16.3 Intermittent Appointment .......................................................................................... 49

16.4 Emergency Appointment.......................................................................................... 50

16.5 Grant-funded Appointment ....................................................................................... 50

16.6 Student Appointment................................................................................................ 51

16.7 Public Safety Relief Positions................................................................................... 52

16.8 Contract Employees................................................................................................. 52

SECTION 17 ............................................................................................................................... 53

TRANSFERS ........................................................................................................................... 53

17.1 Transfers.................................................................................................................. 53

17.2 Effect of Transfer...................................................................................................... 53

SECTION 18 ............................................................................................................................... 54

THE SALARY ADMINISTRATION PROGRAM ....................................................................... 54

18.1 Purpose of the Salary Administration Plan ............................................................... 54

18.2 Composition of the Compensation Plan ................................................................... 54

18.3 Adoption of the Pay Plan.......................................................................................... 54

18.4 Components of the Compensation Plan ................................................................... 54

18.5 Market Adjustment ................................................................................................... 55

18.6 Pay for Performance ................................................................................................ 55

18.7 Exceptional Circumstances Pay Adjustment ............................................................ 55

18.8 Reinstatement.......................................................................................................... 56

18.9 Rules for Administering Salary Adjustments – Classified and Unclassified............... 56

18.10 Career Ladder Positions........................................................................................... 57

18.11 Non-competitive Promotions .................................................................................... 57

18.12 Promotional/Reclassification Increase...................................................................... 57

18.13 Temporary Promotion............................................................................................... 57

18.14 Professional Certification Pay................................................................................... 58

18.15 Pay for Exemplary Performance............................................................................... 58

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18.16 Overtime Work, Overtime Pay, and Compensatory Time ......................................... 58

18.17 Standby Assignment/Callback.................................................................................. 59

18.18 Shift Differential........................................................................................................ 59

18.19 Incentive Retirement Pay ......................................................................................... 61

18.20 Deferred Retirement Option Program (DROP) ......................................................... 61

18.21 Longevity Pay – Frozen 09/30/09............................................................................. 62

18.22 Starting Rates .......................................................................................................... 62

SECTION 19 ............................................................................................................................... 63

PERFORMANCE MANAGEMENT .......................................................................................... 63

19.1 Performance Management....................................................................................... 63

19.2 Evaluating Performance........................................................................................... 63

19.3 Quarterly Reviews.................................................................................................... 63

19.4 Promotion, Transfer, or Demotion ............................................................................ 63

19.5 When Anniversary Dates Change ............................................................................ 64

19.6 Rebuttal ................................................................................................................... 64

19.7 Appeals.................................................................................................................... 64

19.8 Official Records........................................................................................................ 64

SECTION 20 ............................................................................................................................... 65

DEMOTIONS ........................................................................................................................... 65

20.1 Involuntary Demotions.............................................................................................. 65

20.2 Voluntary Demotions................................................................................................ 65

20.3 Pay Rate, Probationary Period, and Anniversary Dates ........................................... 65

20.4 Demotion of Promotional Employee Currently Serving a Probationary Period.......... 65

SECTION 21 ............................................................................................................................... 67

LAYOFF/REDUCTION IN FORCE – CLASSIFIED EMPLOYEES........................................... 67

21.1 Layoff Notice............................................................................................................ 67

21.2 Order of Reduction in Force ..................................................................................... 67

21.3 Preference List......................................................................................................... 68

21.4 Bridging of Service ................................................................................................... 68

21.5 Vacancy Notification................................................................................................. 68

SECTION 22 ............................................................................................................................... 69

SEPARATION FROM SERVICE.............................................................................................. 69

22.1 Resignation.............................................................................................................. 69

22.2 Resignation in Good Standing.................................................................................. 69

22.3 Resignation in Bad Standing .................................................................................... 69

22.4 Resignation in Lieu of Disciplinary Action................................................................. 69

22.5 Eligible for Rehire..................................................................................................... 70

22.6 Involuntary Separation ............................................................................................. 70

22.7 Retirement ............................................................................................................... 70

22.8 Layoff, Reduction-In-Force....................................................................................... 70

22.9 Death of Employee................................................................................................... 70

22.10 Exit Interviews.......................................................................................................... 70

SECTION 23 ............................................................................................................................... 71

DISCIPLINE – CLASSIFIED EMPLOYEES............................................................................. 71

23.1 Purpose ................................................................................................................... 71

23.2 Types of Disciplinary Action ..................................................................................... 71

23.3 Notice of Disciplinary Action (NODA) ....................................................................... 71

23.4 Service of Notice of Disciplinary Action on Employee............................................... 71

23.5 Appeals\and/or Grievance........................................................................................ 72

23.6 Collective Bargaining Agreements (CBA)................................................................. 72

SECTION 24 ............................................................................................................................... 73

GRIEVANCES – CLASSIFIED EMPLOYEES.......................................................................... 73

24.1 Employee Rights...................................................................................................... 73

24.2 Employee Duty......................................................................................................... 73

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24.3 Reasons................................................................................................................... 73

24.4 Eligibility................................................................................................................... 73

24.5 Process of Filling a Grievance.................................................................................. 73

24.6 Resolution................................................................................................................ 74

24.7 Exceptions ............................................................................................................... 74

SECTION 25 ............................................................................................................................... 75

PERSONNEL FORMS, RECORDS AND REPORTS............................................................... 75

SECTION 26 ............................................................................................................................... 76

EMERGENCY MANPOWER PLAN......................................................................................... 76

26.1 Purpose ................................................................................................................... 76

26.2 Scope....................................................................................................................... 76

26.3 Declaration of Support.............................................................................................. 76

26.4 Employee Categories............................................................................................... 76

26.5 Pay Procedures........................................................................................................ 78

26.6 General Provisions................................................................................................... 78

26.7 Responsibility........................................................................................................... 78

SECTION 27 ............................................................................................................................... 80

ETHICS AND STANDARDS OF CONDUCT ........................................................................... 80

27.1 Personal Interest in County Contract or Transaction ................................................ 80

27.2 Disclosure or Use of Certain Information.................................................................. 80

27.3 Withholding of Information (Required Disclosure)..................................................... 80

27.4 Public Property......................................................................................................... 81

27.5 Special Treatment.................................................................................................... 81

27.6 Payment of Debts..................................................................................................... 81

27.7 Gifts and Gratuities .................................................................................................. 81

27.8 Gift Reports.............................................................................................................. 82

27.9 Outside Employment................................................................................................ 82

27.10 Prohibited Investments............................................................................................. 83

27.11 Miscellaneous Malfeasance or Misfeasance ............................................................ 83

27.12 Improper Use of Position.......................................................................................... 84

27.13 Converting County Property ..................................................................................... 84

27.14 Political Activity ........................................................................................................ 84

27.15 Professional Services............................................................................................... 84

27.16 Ethics Officer............................................................................................................ 84

27.17 Disclosure of Criminal Records Required................................................................. 85

27.18 Prohibition Against Misuse of Code.......................................................................... 85

27.19 Enforcement and Penalty ......................................................................................... 85

27.20 Training Administration and Records........................................................................ 86

27.21 Misuse of County Visa Purchase Card..................................................................... 86

27.22 Correcting the Misuse of Purchase Card.................................................................. 86

SECTION 28 ............................................................................................................................... 88

ELECTIVE OFFICE OR POLITICAL ACTIVITY....................................................................... 88

SECTION 29 ............................................................................................................................... 89

SEVERABILITY AND EFFECTIVE DATE ............................................................................... 89

29.1 Severability .............................................................................................................. 89

29.2 Adopted Date........................................................................................................... 89

29.3 History...................................................................................................................... 89

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SECTION 1

DEFINITIONS

In these Policies and Procedures, words used in the masculine gender include the 

feminine and neuter genders, and words used in the neuter gender include the masculine 

and feminine genders. The following words, terms, and phrases when used in these 

Policies and Procedures, shall have the meanings respectively ascribed to them in these 

Policies and Procedures unless the context plainly indicates a contrary meaning:

Administrative Leave - Paid leave not charged to annual leave, sick leave, PTO or 

MOB.

Advancement - A salary increase within an arranged schedule or established scale of 

pay for a class of positions, made without an examination.

Allocation - The act of assigning a position upon its initial creation to its appropriate 

class; also known as position “assignment” and “classification.”

Anniversary Date - The employee’s anniversary date as used for evaluation or merit and 

is that date one year from the effective date of his appointment, and/or any movement to 

another position in any regular full-time or part-time position.

Appeal - A request of a classified employee to review any appealable disciplinary action 

or violation of any policy covered by the Merit System of the Escambia County Merit 

System Protection Board.

Applicant - An individual who has completed and submitted an application for 

employment with the Escambia County Human Resources Department.

Appointee - An individual selected from a referral list in accordance with the Policies and 

Procedures.

Board of County Commissioners (BCC) - Five (5) elected County Commissioners 

and/or those department and employees under their authority. 

Break In Service - A separation for any of the following reasons: leave of absence 

without pay over sixty (60) days, resignation, retirement, layoff, or dismissal.

Department - An organizational function composed of one or more groups of major 

operational units within a function, and which consists of an executive head reporting to a

County administrator or the Board as reflected on an official organizational chart 

approved by the Board.

Callback - An off-duty employee called back to work due to emergency or other 

unforeseen circumstances.

Career Ladder Positions - Positions that are filled competitively at grades below the 

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supervisory level, and based on job performance and experience, incumbents are 

allowed to move up to these positions without competition.

Citizens’ Information Center (CIC) – Citizens’ call center with dedicated phone lines, 

which when activated, provides up-to-date information to citizens as they call in during 

times of emergency. The CIC is located in the Emergency Operations Center, staffed

primarily by County employees assigned temporarily, and supervised by the Office of the 

County Administrator.

Class or Class of Positions - A group of positions established under these Policies and 

Procedures which are sufficiently similar in duties, responsibilities and authority to be 

given the same job title, the same minimum qualifications, the same qualifying

examination, and the same salary range.

Class Family - The grouping of classes according to the general functional nature or 

character of duties performed.

Class Specifications - The description of each class of position that establishes a class 

title, characteristics of the class, examples of duties, knowledge, skills, abilities required, 

and minimum qualifications for the class.

Classification - A descriptive designation for a class and all positions of a class.

Classification Plan - The orderly and systematic arrangement of classes into series.

Classified Employee - An employee holding a position covered by the Escambia County

Merit System.

Classified Service - All offices and positions of trust or employment in the service of 

Escambia County, except those placed in the unclassified service by the Board of County

Commissioners. 

Classify - The act of assigning a position to the appropriate class in accordance with its 

duties, responsibilities, and authority.

Compensation - The salary or wage rates for work performed.

Compensation Plan - The combination of the Classification Plan, the Pay Plan and the 

Salary Administration procedures.

Compensatory Leave - Time off from work in lieu of monetary payment.

Competitive Job Vacancy - Positions filled through a competitive process where 

candidates compete based on merit. These positions may not be pre-selected.

County Staging Area (CSA) – Predetermined location(s) at which supplies arriving from 

out of town are accounted for pending movement to the various PODs.

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Days - Calendar days, unless specifically defined as work days.

Decision Band Method – The formal evaluation method by which all jobs are evaluated 

into broad pay bands for salary administration purposes.

Declared State of Emergency – The actual period of time immediately preceding and/or 

during the “Emergency”, as determined by the Escambia County BCC, the County

Administrator, or designee, normally in conjunction with the State of Florida or federal 

authorities.

Demotion - Involuntary - An involuntary change of employment from a position of one 

class to a position of another class leading to a reduction in DBM and/or pay. 

Demotion - Voluntary - A voluntary change of employment to a position in a class 

having a lower DBM and pay than the position previously held. This action may not be 

appealed to the MSPB.

Directed Reassignment - Management directed reassignments to another position, to

which qualified with no reduction in pay (involuntary); provided that the employee is 

qualified for the new position.

Disciplinary Action - Either letter of counseling, written reprimand, demotion, 

suspension, dismissal, resulting from misconduct or performance deficiencies of an 

employee.

Division - A major part of a department that has been divided for administrative reasons.

Eligible - A person who has successfully met all the requirements of a particular class.

Emergency – A condition which exists immediately proceeding, during, or following a 

situation which poses a threat to the health, safety and well-being of the citizens of 

Escambia County. This situation may be caused by man or by nature, and may be 

accidental or intentional. Special rules, regulations, and procedures may be placed in 

effect during this time. Other standing rules, regulations, and procedures may be

temporarily suspended until the emergency expires.

Emergency Appointment - A temporary appointment, without competition, to meet 

unforeseen conditions or other situations requiring immediate staffing without delays.

Emergency Critical (EC) – Key workers who work during the event typically assigned 

to the Emergency Operations Center (EOC) upon activation, or other critical functions. 

The appropriate Department Director is responsible for duties of these employees.

Emergency Essential (EE) – Employees not normally required during the actual event. 

They report within 24 hours of the event, or as directed. Duties are normally in 

support of the divisions’ post-event or recovery mission. The appropriate Department 

Director is responsible for duties of these employees.

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Emergency Operations Center (EOC) – The central locations at which all participating 

emergency agencies are convened to best coordinate and manage necessary 

emergency activities. The EOC is located at the Department of Public Safety and is under 

the direction of the Department Director.

Emergency Manpower Pool (EMP) – Employees without a specific or immediate 

emergency assignment. They are temporarily reassigned from their department 

responsibilities and given duties related to recovery efforts. They are required to report 

to their duty assignment within 48 hours of the event, or as directed. Work 

assignments are directed by the Human Resources Director.

Employee - An individual who has been appointed to an approved position.

Examination (or Exam) Plan - The plan by which an applicant is evaluated for the 

necessary knowledge, skills, and abilities for a given class of position.

Full-time Employee - An employee who has been appointed to a regular position and 

works at least 30 hours per week.

Grievance - A document filed by an employee alleging violation(s) of these Policies and 

Procedures.

Incumbent - Same as “Employee.”

Layoff - The involuntary termination of employment because of lack of funds or lack of 

work requiring a reduction in force and not to the discredit of the employee affected.

Leave - An approved type of absence from work as provided for by these Policies and 

Procedures.

Longevity Pay - Supplemental pay tied to length of service. (Frozen 09/30/09)

Merit Pay Increase - An increase in compensation that may be granted to a non-exempt

employee for meritorious service.

Merit System Protection Board - A board designed to review and adjudicate appeals by

classified employees of involuntary demotions, suspensions without pay, terminations, 

reductions in force involving reduction in pay or termination, and violations of Merit 

System principles.

Original Appointment - The first appointment of an individual through selection in 

accordance with these Policies and Procedures.

Overtime - Time worked by a non-exempt employee in excess of forty (40) hours in a 

seven (7) day work period as defined by the Fair Labor Standards Act.

Part-time Employee - An employee who has been appointed to a regular position and, 

works less than thirty (30) hours per week but at least twenty (20) hours per week.

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Pay Grade - A DBM Rating and a salary range with a minimum, midpoint, and maximum

pay bracket established to fairly and competitively compensate an employee for assigned 

work under the specific job classification.

Pay Rate - A specific dollar amount, expressed either as an annual rate, a monthly rate, 

a semi-monthly rate, a bi-weekly rate, or an hourly rate, that comprises each DBM as 

shown in the pay schedule.

Pay Schedule - A formal schedule of pay for all classes of work. The schedule shall set 

forth as to each class the minimum (base) rates, midpoint (base) rates, and the maximum 

(base) rates of pay. In addition, the pay plan may reflect the economic conditions of the 

area, the CPI, area wage surveys, and any difficulties experienced in recruitment.

Point of Distribution (POD) – Location(s) at which relief supplies such as food, water, 

and ice are made available to the general public.

Position - A set of duties and responsibilities that require the employment of an 

individual to accomplish.

Position Description - A written description of a set of duties and responsibilities 

assigned to a specific position.

Probationary Employee - A classified employee appointed to a regular position from an 

eligible referral list who has not completed his six (6) months’ probationary period, or as 

may be defined in certain class specifications or collective bargaining units.

Probationary Period - The working test or trial period, beginning with a person’s initial 

employment or promotion, generally six (6) months or as defined in certain class 

specifications, or collective bargaining units.

Promotion - Advancement from one class to another class having a higher DBM with 

increased duties, responsibilities, and pay.

Public Notice - An official announcement published in a local newspaper of general 

circulation which must meet notice requirements as prescribed by Florida Statutes.

Public Record - A record that the public shall have the right to inspect in a reasonable 

manner during regular business hours; any record that meets the requirements of 

Chapter 119, Florida Statutes.

Qualifications - The requirements of training and experience and other qualifications to 

be measured by an appropriate assessment tool.

Basically Qualified (BQ) - meets minimum qualifications for a position.

Highly Qualified (HQ) - meets or exceeds highly qualified criteria for a position.

Not Qualified (NQ) - does not meet minimum qualifications for a position.

Reallocation - A change in the allocation of a vacant position by assigning the funding 

from one position to another.

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Reassignment - A voluntary transfer to another position, for which the employee is

qualified.

Recall - Employees who are laid off may be recalled within one year to the affected 

classes when those positions become available without further examination.

Reclassification - The change of the position’s and the incumbent’s classification due to 

a gradual and permanent change in the assigned duties and responsibilities.

Red Circled – When an employee’s salary is frozen at the present rate due to the salary 

being over the maximum of the DBM pay range.

Re-employment Priority List (RPL) - A referral list that gives priority consideration for 

vacancies for employees affected by layoffs, rollbacks, and demotions.

Referral List - A list of applicants qualified for appointment to a position in any of the 

ways established by these Policies and Procedures.

Regular Position - Any established position that is established that is intended or which 

is likely to require the services of an incumbent without interruption for an unlimited 

period, subject to the provisions of these Policies and Procedures.

Regular Status Employee - An employee appointed under the provisions of these 

Policies and Procedures to a regular position and has thereby gained all rights and 

privileges provided by these Policies and Procedures. 

Reinstatement - Former employees who voluntarily resign in good standing may be

reinstated within twelve (12) months from the date of resignation without competition, or 

employees whose employment was interrupted by service in the Armed Forces shall be 

reinstated as prescribed by law.

Resignation - The voluntary separation from service made at the written request of the 

employee.

Salary Adjustment - An increase or decrease in salary.

Seniority Date - The beginning date of employment with the County. This date may be 

adjusted to account for periods of layoff, leaves without pay over sixty (60) days, breaks 

in service, and transfers from other County agencies.

Standby Assignment - An assignment made by a Division Manager which shall require 

an employee to be available for work, in addition to the employee’s regular workweek, on 

nights, weekends, and holidays, or at any other required time.

Suspension - An enforced leave of absence without pay (workdays or hours) for 

disciplinary purposes. 

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Temporary Position - Any established position that is intended or which is likely to 

require the services of an incumbent for a period of time not to exceed six (6) months.

Transfer - The movement of an employee from one position to another.

Unauthorized Leave (AWOL) - A type of absence from work, which is not approved and 

may subject the employee to disciplinary action.

Unclassified Employee - An at will employee who is not included in the Classified 

Service.

Unclassified Position - A position that is not included in the Classified Service. 

Vacancy - A position that is not occupied.

Workday - The number of hours an employee is required to work per day.

Workweek – The number of hours an employee is required to work per week; the 

workweek is typically forty (40) hours per week. 

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SECTION 2

PURPOSE AND SERVICES

The purpose of this manual is to provide an orderly procedure for the uniform 

administration of the HR Policies and Procedures, pertaining to the organization, 

maintenance, modification and administration of the Classified Service and the

Unclassified Service of the Escambia County Board of County Commissioners.

Areas pertaining strictly to the Classified Service are noted as such and areas 

pertaining strictly to the Unclassified Service are noted as such.

2.1 Classified Service 

The Classified Service shall include all positions within the BCC covered by the 

Merit System unless specifically excluded from the Classified Service by BCC 

Policies.

2.2 Unclassified Service 

The Unclassified Service shall include “at will” positions that are excluded from the 

Classified Service. These positions are usually exempt from the Fair Labor 

Standards Act (FLSA) and are generally management, professional, technical, or 

confidential staff positions involved in the determination and setting of public 

policy. Examples are: Senior Manager, Manager, Professional, 

Technical/Specialist, Key Staff, and Confidential Assistant.

The Unclassified Service is governed by Part 3 of the Administrative Code which includes 

the Appointment to the Unclassified Service, Administration of the Compensation and 

Classification Plan and Separation from the Unclassified Service.

The Human Resources Director is responsible for the implementation and maintenance 

of the Personnel System.

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SECTION 3

CLASSIFICATION OF POSITIONS

3.1 Class Specifications Defined 

Specifications for classes shall be defined as follows:

a. Purpose and Effect. Class specifications are descriptive and explanatory, but 

not restrictive except as to minimum requirements of training and experience. 

The language of the class specifications shall not be construed as restricting 

the authority of the Division Manager to assign related or incidental duties, or 

to assign, direct, supervise and control the work of employees. Additional 

duties may be assigned, added, modified, or eliminated as required to 

accomplish the mission or for training purposes. Every job description shall 

contain, as the last essential duty, the phrase, “Other duties as assigned.”

b. Application. In determining the class to which a position should be allocated, 

the class specification of each class shall be considered in its entirety and in 

relation to the specifications of other classes in the classification plan.

c. Minimum Qualifications. The statement of basic qualifications required shall 

be used as a guide in recruiting and selecting persons for examination and 

employment, for preparing examinations, and for use in determining the 

relative value of positions in a series with positions in other series.

3.2 Preparation of the Classification Plan

The Human Resources Director shall prepare a classification plan for all positions.

a. The classification plan shall consist of a list of titles of the classes to which all 

positions are to be allocated and a written specification defining each position 

in the plan.

b. The classification plan shall include: the position series, title, and DBM 

Rating, a position summary statement, the essential functions of positions of 

the class, minimum or desired qualifications, and any other pertinent material 

as the Human Resources Director may deem necessary or desirable.

c. The classification plan shall be developed and maintained so that all 

positions which are substantially similar in duties, responsibilities, and 

authority are included within the same series; and so that the same salary 

range or DBM Rating may be applied with reasonable equity, under similar 

working conditions, to all positions in the same series.

d. Trainee and career ladder classifications may be designated when it is 

deemed to be in the best interest of the BCC to do so in order to broaden 

points of entry into the Classified Service.

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3.3 Approval of Plan 

Upon its preparation or revision by the Human Resources Director, the 

classification plan shall be submitted to the County Administrator for approval. 

The Human Resources Director has the authority to classify positions and 

administer the plan.

3.4 Classification Plan Not a Part of These Policies and Procedures

Upon approval of the classification plan by the County Administrator, its provisions 

shall be observed in the handling of all personnel actions and activities, and shall 

be considered to be an administrative tool and not deemed to be part of these 

Policies and Procedures, except that the classification plan shall at all times be 

governed by these Policies and Procedures. 

3.5 Official Copy 

The Human Resources Director shall maintain the official copy of the classification 

plan that shall be open to public inspection at any time during business hours.

3.6 Allocation and Classification of New Positions

a. When a new position is created and before the new position may be filled, the

Bureau Chief shall submit documentation showing that establishment of such 

position is approved and budgeted and a PDQ (Position Description 

Questionnaire) or a comprehensive job description describing in detail the 

duties of such position. The Human Resources Department shall initiate a 

review and job analysis of the suggested duties and qualification 

requirements and recommend an appropriate classification, whether new or 

existing, for approval by the Human Resources Director.

b. Department Director may request, through the Human Resources 

Department, a reconsideration of the classification decision by the County

Administrator. The County Administrator has final authority in these 

reconsiderations.

3.7 Changes in the Classification of Positions

The Human Resources Director shall review the classification of an existing 

position due to changes in the duties and responsibilities, shall review every 

classification at least one (1) time every three (3) years, and shall review the 

classification due to the creation of a new series in which such position may be 

appropriately classified. The Division Manager shall certify that all duties are 

correct as submitted. The Human Resources staff will notify the Division Manager

and Department Director of the results. Upon obtaining approval from the Division

Manager/ Department Director, the employee may request a study of his position 

by submitting a PDQ to Human Resources.

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The County Administrator shall have final approval for appeals.

When justifiable conditions exist, e.g., reorganization, creating a significant change 

in the duties and responsibilities of a position to such a degree that the job class is 

no longer represented by the series title and/or grade of that position, the position 

may be reassigned to a different classification.

a. Reclassification - Reclassification is the change of an encumbered position’s 

classification and is treated the same as a promotion and does not affect the 

anniversary date.

b. Reallocation - Reallocation is the reassignment of a vacant position from one 

class to another class, either existing or newly developed, based upon 

significant and immediate changes in the position’s duties and responsibilities 

that is approved by the Human Resources Director.

3.8 Abolishment of Positions

Any position that remains unfilled by regular appointment may be abolished 

periodically based upon the recommendation of the Management and Budget 

Services Department Director and approval by the County Administrator.

3.9 Classification Actions Requiring Additional Funding

Any classification or reclassification action requires approval by the Division 

Manager and BCC Budget Manager regarding availability of funds. 

3.10 Submission of Reclassification

See Section 18.12 for the process of submitting reclassifications. 

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SECTION 4

ATTENDANCE AND HOLIDAYS

4.1 Attendance

Employees are expected to be in attendance at their work in accordance with 

these Policies and Procedures except for approved holidays, and leaves. 

4.2 Attendance Records 

The Division Managers shall keep up-to-date attendance records of employees, 

which shall be subject to applicable public record laws of the State of Florida.

4.3 Absence Without Leave (AWOL) 

The absence of an employee from duty, including an absence for a single day or 

part of a day, that is not authorized by a specific grant of leave under the 

provisions of these Policies and Procedures or the Federal Fair Labor Standards 

Act exemption shall be deemed to be an absence without leave. Any such 

absence shall be without pay and may be cause for disciplinary action. Three (3) 

or more consecutive days of absence without leave will be considered job 

abandonment and grounds for separation for cause. 

4.4 Holidays

All employees shall have the holidays with pay each year based on the published 

Holiday Schedule. Subject to the approval of the County Administrator, one 

holiday may be exchanged for another, and special holidays with pay may be 

granted provided the total number of holidays is kept equitable among all 

employees. 

a. Non-Exempt Employees

(1) Any non-exempt employee who is required to perform work on any of 

these holidays shall be paid two (2.0) times their regular hourly 

rate for hours worked regardless of the number of hours worked 

during that workweek. Regular overtime procedures will apply for the 

workweek.

(2) Holidays that occur during a period of approved paid leave shall not 

be charged against an employee’s leave record.

(3) Employees must be in paid status the workday before and the 

workday after the holiday in order to be paid for that holiday.

(4) Part-time employees who work a regularly established schedule of at 

east twenty (20) hours or more per week shall be paid for holidays 

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on the basis of the average number of hours worked per week 

divided by forty (40). 

(5) Employees shall not be paid for holidays that occur during a period 

of leave without pay (LWOP) or a suspension without pay.

(6) Full-time employees working greater than an eight (8) hour day shall 

be granted a minimum of eight (8) hours of holiday pay. Part-time 

employees shall receive pay for the number of hours normally 

scheduled per workday.

b. Classified Exempt Employees

(1) Classified Exempt employees required to perform work on a holiday, 

shall be paid at two (2.0) times their regular hourly rate for hours 

worked or receive another day off at the discretion of their 

department.

c. Unclassified Employees

(1) Unclassified employees required to perform work on a holiday shall 

receive another day off.

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SECTION 5

ANNUAL LEAVE (AL) – CLASSIFIED EMPLOYEES

5.1 Purpose and Accumulation of Annual Leave

The primary purpose of annual leave is to enable each eligible employee to have 

an annual vacation and to return to work physically and mentally refreshed. This 

leave must be requested by the employee and approved by the supervisor before 

the leave can be taken.

Annual leave shall not be credited in advance. Accrual of annual leave begins on 

the date of regular employment and ends with the date of separation. Leave 

accrual for fractions of a month shall be figured to the nearest day. For the 

purpose of computing annual leave taken, only normal working days are to be 

counted as leave.

Annual leave is accumulated in accordance with the following schedule:

Beginning date through the end of the 5th year 8 hours per month

Beginning 6th year through end of 10th year 10 hours per month

Beginning 11th year through end of 15th year 12 hours per month

Beginning 16th year through end of 20th year 14 hours per month

Beginning 21st year through end of 25th year 15 hours per month

Beginning 26th year through end of employment 16 hours per month

All Regular or Term, Full-time Classified Employees of the BCC are eligible to earn 

annual leave. Part-time employees who work a regularly established schedule of 

at least twenty (20) hours or more per week shall accrue annual leave on a pro 

rata basis. Employees that are converting from unclassified to classified must 

convert 100 hours of PTO to sick leave. 

5.2 Restrictions on Accumulation of Annual Leave

An employee shall not accrue annual leave during a leave of absence without pay, 

a suspension without pay, or when the employee is otherwise in a non-pay status. 

At the end of each calendar year annual leave will be reduced to (50) days (400 

hours). When extreme operational matters and/or emergencies occur and the 

employee had requested leave and the leave had been approved, an extension 

may be granted to use the leave at a later time. The extension to use this 

approved leave shall be granted by the County Administrator. Employees who are 

granted this extension shall have ninety (90) days from the date of approval by the 

County Administrator to take the leave or it will be forfeited.

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5.3 Annual Leave Advances Prohibited

No employee shall be allowed to use annual leave that has not already been 

accrued. 

5.4 Annual Leave Records

Annual leave accumulation and usage records for all employees shall be 

maintained by the division and shall be based upon the leave information 

submitted by the employees and authorized by the supervisors on each payroll. 

No annual leave shall be granted except on the basis of such leave records.

5.5 Approval of Annual Leave Requests

Requests for annual leave by the employee shall be made in accordance with 

current Policies and Procedures of the division. Leave must be scheduled and 

approved by the appropriate supervisor in advance according to these Policies 

and Procedures. Leave taken outside the guidelines of the scheduled annual 

leave is considered to be unscheduled leave and may result in a charge of 

absence without leave (AWOL), disciplinary action, and/or adversely affect an 

employee’s performance review. The determination of the Division Manager on 

the matter of scheduled annual leave shall be final.

New employees shall accrue annual leave as all other employees, but shall be 

permitted to use annual leave only after completion of ninety (90) days of 

employment.

5.6 Annual Leave, When Chargeable

Annual leave shall only be charged for absence upon a day which an employee 

would otherwise work and receive pay.

5.7 Computation of Annual Leave Charges

The employee shall charge absences from work to annual leave according to the 

actual number of leave hours used.

5.8 Payment for Unused Annual Leave Upon Separation of Service or Death

Upon separation from the County service, employees shall receive a lump sum 

payment for all accrued and unused annual leave up to a maximum of fifty (50) 

days (400 hours). Such payment shall be made at the employee’s regular rate of 

pay at the time of separation. 

5.9 Payment for Annual Leave 

Payment for annual leave shall be made on the employee’s regular payday and 

advance payment for such leave shall be prohibited. 

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5.10 Rate of Payment for Annual Leave Following Promotion or Demotion

Employees using annual leave after the effective date of their promotion or 

demotion to a higher or lower job classification shall receive annual leave pay at 

the rate in effect at the time the leave is taken.

5.11 Disposition of Annual Leave

a. Intra-transfer (divisions within the BCC) - When an employee transfers from 

one division to another division within the BCC, the employee’s accumulated 

annual leave shall also be transferred.

b. Inter-transfer (Other County agencies) - When a current employee transfers 

from another County agency the employee’s accumulated annual leave not to 

exceed the maximum accumulation, may be transferred to the BCC, based on 

availability of funds.

5.12 Disciplinary Actions

Employees who are disciplined in accordance with these Policies and Procedures 

shall not be permitted to use annual leave in lieu of disciplinary action.

5.13 Disposition of Annual Leave Upon Entering the Deferred Retirement Option 

Program (DROP)

When an employee elects to participate in the DROP Program he must select one 

of the following options:

a. Payment of annual leave hours not to exceed the current value of 400 hours.

b. Payment of a portion of his annual leave hours at the current rate of pay when 

entering Drop and the balance of annual leave not to exceed 400 hours when 

leaving DROP.

c. Payment of annual leave hours not to exceed the current value of 400 hours

when leaving DROP.

An employee who is participating in DROP will continue to accrue Annual leave 

until separation of employment. The final payment will not be credited to the 

employee’s retirement pension.

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SECTION 6

SICK LEAVE (SL) - CLASSIFIED EMPLOYEES

6.1 Purpose and Accumulation of Sick Leave

Sick leave is not to be considered as a right to which an employee may use at his 

discretion, but is a privilege not to be abused. Sick leave is not earned by working 

but is granted by the County as a benefit. The purpose of sick leave is to assist the 

employee during an illness or injury, and supervisors are urged to exercise strict 

control to prevent the abuse of sick leave.

Sick leave shall not be credited in advance. Sick leave accrual begins on the date 

of regular employment and ends on the date of separation. Leave accrual for 

fractions of a month shall be figured to the nearest day. An employee shall not 

accrue sick leave during a leave of absence without pay, a suspension without 

pay, or when the employee is otherwise in a non-pay status. For the purpose of 

computing sick leave taken, only normal working days are to be counted as leave.

Sick leave is accumulated at the rate of eight (8) hours per month. There is no 

maximum accumulation for sick leave.

Part-time employees who work a regularly established schedule of at least twenty 

(20) hours or more per week shall accrue sick leave on a pro rata basis.

6.2 Use of Sick Leave

Accrued sick leave shall be granted for:

a. Employee’s personal illness or physical incapacity resulting from causes 

beyond the employee’s control;

b. Medical, dental, optical consultations, treatments, or professional 

psychological services;

c. Enforced quarantine of the employee in accordance with community health 

regulations;

d. Family Medical Leave Act (FMLA) qualifying absences in accordance with the 

FMLA policy of the BCC;

e. Non-FMLA qualifying absences due to illness in the immediate family. The 

BCC may require a physician’s statement certifying the necessity of the 

employee’s absence from work. Immediate family shall mean spouse, child, 

parent, sister, brother, stepfather, stepmother, grandparent, or grandchildren 

of either the employee or the employee’s spouse;

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f. Illness of any other person related to the employee or related to their spouse 

if such use is deemed by the BCC to be in the best interest of the BCC. The 

BCC may require a physician’s statement certifying the necessity of the 

employee’s absence from work;

g. New employees shall accrue sick leave at the same rate as all other 

employees, but shall be permitted to use sick leave only after completion of 

ninety (90) days of employment.

6.3 Sick Leave Responsibilities

The employee shall have the responsibility of promptly notifying and receiving 

approval from his immediate supervisor or other pre-designated official regarding 

any illness or disability in compliance with these Policies and Procedures. For 

absences due to reasons not covered in the FMLA policy, the BCC may require 

proof of illness or disability of three (3) or more consecutive working days. Use of 

sick leave on false claims of illness, injury, or exposure to contagious disease, or 

falsification of proof to justify such leave shall be cause for discipline up to and 

including separation of service.

6.4 Entitlement to Accumulated Sick Leave Upon Separation

All sick leave shall be forfeited upon separation except under the following 

conditions:

a. Disability. Refer to the sick leave provisions for disability retirement as 

defined in the FRS Employer Handbook.

b. Retirement. When an employee is separated from classified employment 

due to retirement (as defined by the FRS Employer Handbook), the employee 

shall be entitled to receive a lump sum payment for up to one-half (1⁄2) of the 

accumulated sick leave to his credit prior to the effective date of the 

retirement up to a maximum of 1,040 hours.

c. Position Abolishment/Layoff. When a classified employee is separated due 

to the abolishment of his position or layoff, he shall be entitled to pay for onehalf (1⁄2) of the accumulated sick leave to his credit prior to his separation 

after a fifteen (15) calendar day period has elapsed pending reinstatement. A 

maximum payment of 1,040 hours of sick leave may be made.

6.5 Disposition of Sick Leave

a. Intra-transfer (divisions within the BCC) - When an employee transfers from 

one division to another division within the BCC, the employee’s accumulated 

sick leave shall also be transferred. 

b. Inter-transfer (Other County agencies) - When a current employee transfers 

from another County agency the employee’s accumulated sick leave may be 

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transferred to the BCC, based on availability of funds.

6.6 Sick Leave Used for Bereavement (Funeral) 

Any regular or probationary employee shall be permitted to use up to three (3) 

consecutive, full working days’ sick leave to attend the funeral or memorial service 

in the event of the death of any person residing in the employee’s household or 

any member of the employee’s extended family. Extended family shall mean 

spouse, child, parent, sister, sister-in-law, brother, brother-in-law, niece, nephew, 

stepfather, stepmother, uncle, aunt, grandparent, or grandchildren of either the 

employee or the employee’s spouse. The employee may be granted, at the 

discretion of the Division Manager, such time for funeral leave as may reasonably 

be required. All such leave shall be from accrued sick leave. If sick leave hours 

are inadequate or additional leave time is needed, the employee may use annual 

leave or leave without pay.

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SECTION 7

PAID TIME OFF LEAVE (PTO) SUMMARY – UNCLASSIFIED EMPLOYEES

7.1 Purpose and Accumulation of Paid Time Off (PTO)

The purpose of PTO is to establish a leave program that allows eligible BCC 

employees in the unclassified service to be paid for time off for any purpose 

deemed necessary. PTO must be requested by the employee and approved by 

the supervisor before the leave can be taken.

PTO shall be earned based on the following schedule:

Beginning date through the end of the 1st year 12 hours per month

Beginning 2nd year through end of 5th year 14 hours per month

Beginning 6th year through end of 10th year 16 hours per month

Beginning 11th year through end of 15th year 18 hours per month

Beginning 16th year through end of 20th year 20 hours per month

Beginning 21st year through end of 25th year 22 hours per month

Beginning 26th year through end of employment 24 hours per month

7.2 Eligibility 

All regular or term, full-time unclassified employees of the BCC are eligible to earn 

PTO. All regular, part-time unclassified employees who work a regularly 

established schedule of twenty (20) hours or more per week shall earn PTO leave 

on a pro rata basis.

7.3 Restrictions on Accumulation of Paid Time Off (PTO) 

An employee shall not earn PTO leave during a leave of absence without pay, a 

suspension without pay, or when the employee is otherwise in a non-pay status.

At the end of each calendar year PTO will be reduced to 500 hours. Any excess 

leave will be applied to an Extended Leave Bank (ELB). Under no circumstances 

may an employee be paid for any PTO leave in excess of 500 hours.

7.4 Use of PTO and Extended Leave Bank (ELB) 

Employees shall begin accruing PTO on the beginning date of employment, but 

shall not be permitted to use PTO until completion of ninety (90) days of 

employment. There is no cap or limitation on hours earned in an employee’s ELB.

After the first year of employment, employees are required to use at least forty (40) 

hours of PTO leave per year. PTO leave taken in each successive year will be 

based on the employee’s beginning date of employment. It is not required that the 

forty (40) hours be used consecutively.

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An employee who has been absent from work for more than three (3) consecutive 

work days due to a medically certified illness or injury for the employee and/or a 

member of the employee’s immediate family will be eligible to use time accrued in 

the ELB beginning on the 4th day.

7.5 PTO and the Family and Medical Leave Act (FMLA) 

For any qualifying event under the Family and Medical Leave Act of 1993 that 

exceeds three (3) consecutive working days, the employee’s earned PTO will be 

used for the first three (3) days’ absence. Beginning with the fourth day of the 

employee’s absence, the employee shall be required to use accrued ELB. When 

the employee’s ELB has been exhausted, the remainder of the employee’s earned 

PTO shall be used.

For any qualifying event under FMLA, an employee’s PTO and ELB shall run 

concurrently with FMLA leave.

7.6 Bereavement (Funeral) Leave 

An employee shall be permitted to use up to three (3) consecutive, full working 

day’s ELB leave to attend the funeral or memorial service in the event of the death 

of any person residing in the employee’s household or any member of the 

employee’s extended family. Under exceptional circumstances, an additional two 

(2) days of ELB may be granted.

7.7 Exhaustion of PTO Leave 

When an employee’s PTO leave has been exhausted, any absences from work 

due to a medically certified illness or injury will be taken as leave without pay 

(LWOP) for the first three (3) days and shall run concurrently with FMLA if the 

employee qualifies for FMLA leave. For each consecutive, subsequent working 

day, the employee will be eligible to use time, if available, in his/her ELB. 

7.8 Approval of PTO Leave Requests

An employee must request and receive approval of PTO leave in accordance with 

current Policies and Procedures of the employee’s division.

7.9 PTO Advances Prohibited 

No employee shall be allowed to use PTO that has not already been earned.

7.10 PTO Records 

PTO accumulation and usage records for all employees shall be maintained by the 

employee’s division.

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7.11 Scheduling of PTO 

The employee’s Division Manager shall have the discretion to approve/disapprove 

and the responsibility to schedule the leave of the employee.

7.12 Payment for Unused PTO or ELB Upon Separation of Service or Death

Please refer to the Paid Time Off (PTO) Policy, Section II; C.33

7.13 Leave Donation and Leave Incentive Plans 

a. Leave Donation - The rules that apply for annual leave donation for the 

classified employees will apply to unclassified employees except that PTO 

leave may be donated in lieu of annual leave. Any leave received will be 

converted to ELB leave.

b. Sick Leave Pool - The rules that apply for participating in the sick leave pool for 

classified employees will apply to unclassified employees except that PTO or 

ELB leave may be contributed to the pool. Hours received from the pool shall 

be transferred to the employee’s ELB in lieu of sick leave.

c. PTO Incentive Plan - The rules that apply to annual leave being converted to 

cash payments in lieu of taking time off for the classified employees will apply 

to unclassified employees except that PTO leave only may be converted in lieu 

of annual leave to cash payments. This to be paid in the second pay period, in 

the month of November, contingent upon availability of funds.

7.14 Reinstatement 

Employees who leave Escambia County employment and are then reinstated 

within one year will be eligible to count past years of service when applying this 

policy.

7.15 Disposition of PTO Upon Entering the Deferred Retirement Option Program 

When an employee elects to participate in the DROP Program he must select one 

of the following options:

a. Payment of PTO leave hours not to exceed the current value of 500 hours.

b. Payment of a portion of his PTO leave hours at the current rate of pay when 

entering Drop and the balance of PTO leave not to exceed 500 hours when 

leaving DROP.

c. Payment of PTO leave hours not to exceed the current value of 500 hours 

when leaving DROP.

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An employee who is participating in DROP will continue to accrue PTO/ELB leave 

until separation of employment. The final payment will not be credited to the 

employee’s retirement pension.

7.16 PTO, When Chargeable 

PTO shall only be charged for absence upon a day which an employee would 

otherwise work and receive pay.

7.17 Computation of PTO Charges

The employee shall charge absences from work to PTO according to the actual 

number of leave hours used in minimum of half-hour increments.

7.18 Transfer/Promotion From Classified to Unclassified Position 

An employee that is either transferred or promoted to an unclassified position will 

have the option to convert 100 hours.

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SECTION 8

MANAGEMENT OPTIONS BENEFITS (MOB) – UNCLASSIFIED EMPLOYEES

8.1 Purpose of MOB 

Employees who are members of the Unclassified Service are considered “at will” 

employees and receive MOB. They do not receive longevity, overtime pay, or

appeal rights to the Merit System Protection Board.

8.2 General Information

In addition to any other form of leave or excused absence, each employee in the 

unclassified service may take MOB leave in any fiscal year.

Unclassified personnel employed after April 1 of the fiscal year will not receive 

MOB until October 1 of the next fiscal year.

Approval for MOB leave must be given in advance in the same manner as other 

planned absences.

At the employee’s option, up to forty hours of unused MOB remaining at the end of 

the fiscal year may be compensated by lump sum cash payment at the employee’s 

usual pay rate, contingent on the availability of funds.

By the end of each fiscal year, any MOB leave that exceeds the maximum balance 

for the type of class (i.e., SES or PTC) will be lost. MOB will be paid out at the 

time of separation. 

8.3 Senior Executive Service (SES)

At the beginning of each fiscal year, SES employees receive 60 hours of MOB 

leave.

SES employees have the option to carry over, from one year to the next, up to 480 

hours of MOB leave. This will be a separate category than Paid Time Off (PTO) 

leave carry over.

As a recruitment incentive for SES positions that may be hard to fill and/or to 

attract candidates with superior qualifications, incoming personnel may receive, on 

a one-time basis, up to 40 hours of administrative leave and/or 40 hours of ELB.

This will be based upon recommendation by the Human Resources Director and 

approval by the County Administrator.

8.4 Professional, Technical, and Confidential Service (PTC) 

At the beginning of the fiscal year, PTC employees receive 40 hours of MOB.

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PTC employees have the option to carry over, from one year to the next, up to 250 

hours of MOB leave. This will be a separate category than Paid Time Off (PTO) 

leave carry over.

MOB leave may be used upon receipt with the approval of the Division Manager,

or whoever may be responsible for approving requested time off from work.

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SECTION 9

LEAVE DONATION AND LEAVE INCENTIVE PLANS

The BCC has developed the following leave programs for regular or term full-time County

employees who are eligible to earn leave benefits:

9.1 Annual or Paid Time Off (PTO) Leave Donation Plan

This plan allows annual leave or PTO to be donated directly to individuals. An 

employee shall be eligible to receive donated leave for his serious illness or that of 

an immediate family member as defined in Section 6 after all leave has been 

exhausted.

a. Annual or PTO leave may be donated to any employee who is eligible to earn 

leave benefits, and who has been employed by the Board of County

Commissioners for at least six (6) months.

b. An employee may donate annual or PTO leave only.

c. Donation of leave is strictly voluntary.

d. Donated annual or PTO leave shall be deducted from the donating 

employee’s leave account and shall be credited to the receiving employee’s 

sick leave or ELB account.

e. A minimum annual or PTO leave balance of 160 hours must be maintained 

after the leave is donated. An employee may donate from one (1) to forty 

(40) hours per fiscal year.

f. An employee may receive a maximum 480 hours of annual or PTO leave 

within a five (5) year period. The five (5) year period will be based on a 

“rolling twelve (12) month” calendar calculated from the initial approval. 

9.2 Sick Leave Pool

This plan allows participants to contribute sick leave or PTO leave to a pool to be 

disbursed to any participating employee who has a catastrophic illness, injury, or 

accident.

a. Participation in the sick leave pool is voluntary on the part of employees.

b. Any regular or term full-time employee who is eligible to earn leave benefits 

shall be eligible for participation in the sick leave pool after one (1) year of 

employment with the Board of County Commissioners, provided such 

employee has a sick leave or PTO balance of one hundred (100) hours.

c. Any sick or PTO leave contributed to the sick leave pool shall be removed 

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from the accumulated sick or PTO leave balance of the employee

contributing such leave.

d. Participating employees shall initially donate twelve (12) hours of sick or PTO 

leave to the sick leave pool. After the initial contribution that an employee 

makes upon electing to participate, no further contributions shall be required 

except as may be necessary to replenish the pool. Any such further 

contribution shall be equally required of all employees participating in the 

pool. When the balance of the Sick Leave Pool falls below twenty (20) 

percent of the total members’ contributions (number of members times 12 

hours), each member will be required to contribute six (6) hours of sick or

PTO leave from his or her official sick leave record (not to exceed twelve (12) 

hours in any one fiscal year).

e. A participating employee shall not be eligible to use sick leave from the pool 

until all of his sick, annual, PTO, MOB, ELB and compensatory leave has 

been depleted, unless otherwise agreed to in a collective bargaining 

agreement. Any member can draw up to a maximum of 240 hours of sick 

leave from the pool. 

f. A participating employee who chooses to no longer participate in the sick 

leave pool shall not be eligible to withdraw any sick leave already contributed 

to the pool.

g. Alleged abuse of the use of the sick leave pool shall be investigated and, on 

a finding of wrongdoing, the employee shall repay all the sick leave pool 

hours drawn from the sick leave pool and may be subject to disciplinary 

action. Procedures adopted for the administration of this program shall 

provide for the investigation of the use of sick leave utilized by the 

participating employee in the sick leave pool.

9.3 Annual Leave Incentive Plan – (Classified Employees)

This program allows annual leave to be converted to cash payments in lieu of 

taking time off.

a. Any eligible employee may request to sell his annual leave.

b. Annual leave sale by any eligible employee is strictly voluntary.

c. Once sold, annual leave shall be permanently deducted from the requesting 

employee’s leave balance.

d. The minimum annual leave balance that must remain after the leave is sold is 

240 hours.

e. An employee may sell a minimum of eight (8) hours and a maximum of forty 

(40) hours of annual leave per fiscal year.

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f. This program shall not be used in conjunction with retirement leave payouts

to exceed the limits of 400 hours of annual leave.

g. The payout of any annual leave shall be contingent upon availability of funds

and the BCC must approve the payout plan on an annual basis. 

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SECTION 10

LEAVES OF ABSENCE

10.1 Leaves of Absence With Pay

a. Jury Duty and Witness Duty. A type of paid leave provided to the employee 

when performing jury duty or when subpoenaed to appear before a court, 

public body, or commission in connection with County business. Such leave 

shall not be charged against the employee’s accumulated leave. Any 

additional compensation an employee may receive will be retained by the 

employee.

b. Special Meetings and Examinations. A type of paid time granted to the 

employee to attend professional or technical institutes or conferences, or 

such other meetings as may contribute to the effectiveness of service to the 

Board of County Commissioners upon return to duty. Time off with pay shall 

also be granted to an employee for the purpose of taking examinations and 

interviews for a position within the Board of County Commissioners. Such 

leave shall not be charged against the employee’s accumulated leave.

c. Training and Education. A type of paid time granted to the employee in order 

to secure special educational training directly appropriate to the employee’s 

position, to visit other governmental agencies, or in the approved manner to 

achieve systematic improvement in the knowledge or skills required in the 

performance of individual or division work.

d. Excused Absence/Administrative Leave. A type of paid time used in limited 

situations due to emergencies, inclement weather, facility utility outage, to 

participate in County sponsored training and activities, i.e., wellness classes; 

County sponsored civic activities, and for the purpose of conducting an 

investigation into allegations of impropriety on the part of the employee 

(suspensions with pay), and at other times. Administrative leave may also be 

used for classified recruitment incentive. Division Managers may approve up 

to four (4) hours of excused absence leave. Department Director may 

approve up to eight (8) hours total for the event and up to three (3) days for 

witness duty for non-personal business. 

e. Days of Mourning. Days of mourning declared by the President, Governor, or 

Chairman of the Board of County Commissioners shall also be observed by 

the employees as an excused absence leave day off with pay, i.e., 

employees who are required to work will receive another excused absence

leave day off. Such leave shall not be charged against the employee’s 

accumulated leave.

f. Emergency Leave. A type of paid leave for national, state, or local 

emergencies as declared by the appropriate authority.

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10.2 Leaves of Absence Without Pay

Employees must exhaust any comp-time before requesting Leave Without Pay 

(LWOP).

a. Medical Leave. An employee may request additional medical leave from the 

Division Manager and submit the approved request along with medical 

documentation to the Human Resources Director for approval, with final 

approval by the County Administrator. The Division Manager or Human 

Resources Department may require the employee to submit additional 

medical documentation concerning his condition either before granting the 

initial request for leave or during the course of the leave.

b. Other Leave Without Pay. Employees may be approved for leave without 

pay (LWOP) for up to a maximum of six (6) months for special circumstances 

and reasons considered to be in the best interest of the County. The request 

must be in writing and submitted to the Division Manager and the Human 

Resources Department, with final approval by the County Administrator.

(1) Short Periods. Division Managers may grant up to forty (40) hours of 

leave without pay per fiscal year. Employees are not required to 

exhaust leave prior to requesting LWOP.

(2) Extended Periods. The employee must have exhausted all other leave 

in order to qualify. Requests for leave without pay in excess of forty (40) 

hours must be processed by submitting a Personnel Action Form (PAF) 

through the Human Resources Director for review and recommendation 

to the County Administrator for final approval.

10.3 Compulsory Medical Leave

a. The County may place an employee on compulsory medical leave if the 

employee’s physical or mental condition poses a significant risk to the health 

or safety of the employee or the employee’s co-workers.

b. In order to place an employee on compulsory medical leave, the County shall 

require the employee to submit to a physical examination by a physician 

designated by the County Administrator. The physician’s report shall address 

the nature, duration, and severity of the risk, the probability that the potential 

injury will actually occur, and whether or not reasonable modifications of 

policies, practices, or procedures will mitigate the risk.

c. Prior to placing the employee on compulsory medical leave, the County’s 

Human Resources Department shall discuss possible accommodations with 

the employee and the employee’s supervisor, Division Manager, and 

Department Director. The Human Resources Department shall document 

any discussed accommodations, then shall immediately notify the employee 

in writing of the placement of the employee on compulsory medical leave. 

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The employee shall be placed on administrative leave on the day he is 

released from duty, thereafter on any paid leave as appropriate for the 

remainder of time until placed on compulsory medical leave. 

d. After the Human Resources Department receives the physician’s report and 

discusses possible accommodations, the Human Resources Department

shall request the County Administrator to approve compulsory medical leave 

for a period of not more than ninety (90) days. 

10.4 Leave of Absence for Military Duty

a. Military Reserve and National Guard Training Leave:

(1) Employees, other than temporary employees, whose position has an 

expected duration of less than six (6) months, who are reserve 

commissioned officers (including warrant officers) or reserve enlisted 

personnel in the United States Armed Forces or National Guard are 

entitled to leave for any period during which they have been ordered to 

active or inactive duty training. Leave with pay shall be granted up to a 

total of seventeen (17) working days, whether continuous or intermittent, 

during the calendar year. Additional days may be authorized by the 

State of Florida.

(2) Absences greater than seventeen (17) working days, whether 

continuous or intermittent, shall be granted without pay, unless the 

affected employee elects to utilize accrued leave. Such leave shall not 

result in any loss of time for efficiency rating purposes. During the 

period of time the employee is in a paid leave status, he shall 

accumulate all benefits normally granted.

(3) All such leave shall be considered creditable towards the accumulation 

of accrued leave.

b. Florida National Guard Leave:

(1) Employees who are members of the Florida National Guard shall be 

granted leave during periods in which they are ordered to active service 

by the Governor, under Chapter 250, Florida Statutes. 

(2) All compensation and benefits will be administered by County

ordinances, state statutes and the Uniformed Services Employment and 

Reemployment Rights Act (USERRA).

c. Military Reservist Leave

(1) Employees who are members of any of the uniformed services as 

defined in USERRA shall be granted leave during periods in which the 

President orders them to active service.

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(2) All compensation and benefits will be administered by County

ordinances, state statutes, and the Uniformed Services Employment and 

Reemployment Rights Act (USERRA).

d. Leave for Other Military Service:

(1) All leave, compensation, and benefits for employees who are drafted or 

volunteer for initial active military service in the United States Armed 

Forces or National Guard shall be administered by County ordinances, 

state statutes, and USERRA.

(2) Upon separation from the military service, the employee shall be eligible 

to return to the former position held or a different position in the same 

class. However, the County may require the employee to submit to a 

medical examination to determine the employee’s fitness to perform the 

essential duties of the position to which the employee may be returning. 

Based upon such medical findings, the employee may be placed in 

another class with duties he is able to perform and which is the nearest 

approximation to the position held prior to military service.

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SECTION 11

OCCUPATIONAL ILLNESS AND INJURIES

11.1 Disability

Any employee in the classified service who sustains an employment-related injury 

or disability shall be entitled to benefits provided by Chapter 440 - Worker’s 

Compensation, Florida Statutes.

11.2 Disability Determinations

Determinations of the existence and compensability of a disability shall be made in 

accordance with Chapter 440, Florida Statutes. This Law provides that the 

employer is responsible for furnishing employees who have incurred employmentrelated injuries or disabilities with such remedial treatment, care, and attendance 

under the direction and supervision of a qualified physician, surgeon, or other 

recognized practitioner.

11.3 Medical and Physical Re-examination

At any time, the Division Manager may request that a disabled employee be reexamined in regard to restrictions placed on the injured employee. Such request 

shall be directed to the Risk Manager who will inform the assigned adjuster. 

11.4 Compensation During Disability

a. Any employee who sustains a compensable injury within his/her duties and is 

unable to work as a result of that injury, if eligible, may request supplemental 

payments that, when added to Workers’ Compensation payments, equal the 

employee’s full pay. While on this leave due to an injury/illness, any

supplemental payments are charged against accumulated leave. Use of 

accumulated leave is applied in the following order: Classified Employees –

comp time, sick leave, and then annual leave. Unclassified Employees – comp 

time (non-exempt Unclassified Employees), PTO or MOB, then ELB after 3 

consecutive days.

b. Employees are always paid regular pay for their entire regularly scheduled shift 

for the day of the injury.

c. When the County offers light/temporary duty placement to an employee that is 

within the restrictions imposed by the treating physician, the employee does 

not have the option to refuse this placement.

d. An employee shall continue to accrue paid leave while receiving workers’ 

compensation indemnity benefits on a basis pro-rated to that amount of paid 

leave currently being used; however, no employee shall continue to accrue 

leave after such amounts standing to his/her credit have been exhausted.

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11.5 FMLA Coordination

For coordination of occupational illnesses and injuries related to FMLA, refer to the 

FMLA Policy.

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SECTION 12

TERMINAL LEAVE

12.1 Purpose 

The Escambia County Board of County Commissioners recognizes that its 

employees may request to use a period of accrued leave prior to retirement from 

employment with the County. Terminal leave is defined as “any paid leave of 

absence extending over a fixed period when such leave terminates on the 

effective date of the employee’s retirement from employment with Escambia 

County.” Approved leave will include Management Option Benefits, PTO, and

annual leave only. No sick leave or extended leave bank hours will be approved. 

The Board recognizes that terminal leave is beneficial because it provides one 

mechanism for reallocating positions and resources as may be necessary for the 

effective and efficient delivery of County services. 

12.2 Eligibility

Only full-time, regular employees are eligible for terminal leave. Employees 

requesting terminal leave may either be classified or unclassified.

12.3 Procedures 

To request terminal leave, the employee shall submit a voluntary, written request 

to retire from County employment and shall specify a future date for separation of 

employment with the County. Employees under the Florida Pension Plan must

have submitted retirement paperwork through the Human Resources Department. 

The employee must make the request no less than 30 days from the requested 

commencing terminal leave date.

Terminal leave is not a fixed or guaranteed benefit. The employee’s request must 

initially be submitted to and approved by the employee’s Department Director. If 

the Department Director approves the request for terminal leave, the Department 

Director shall forward the request to the Human Resources Director for 

concurrence. If both the Department Director and the Human Resources Director 

concur with the request, the Human Resources Director shall forward the request 

to the County Administrator for approval. A request for terminal leave shall only be 

considered granted if approved by the Department Director, the Human Resources 

Director, and the County Administrator. 

As a condition of receiving terminal leave, the employee shall agree, in writing, to 

the conditions of the leave, and shall waive all claims arising out of his or her 

employment. The employee shall also waive any claim to future employment with 

the County.

The County Administrator or the County Attorney may receive terminal leave 

under this policy if the terminal leave is approved by a majority vote of the Board of 

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County Commissioners. The approval of the Human Resources Director or any 

Department Director shall not be necessary under this subsection. If the County

Administrator or the County Attorney is granted terminal leave, he or she shall 

comply with all other guidelines established by this policy. 

12.4 Leave Period 

Terminal leave may be granted until either the employee’s separation date or a 

period not to exceed six months, whichever occurs first. The employee’s 

separation date includes any retirement dates established by the rules and 

regulations of the Florida Retirement System, Chapter 121, Florida Statutes. The 

employee may not receive any terminal leave after the employee’s retirement 

date.

a. Terminal leave is not a separate form of paid leave. The employee must first 

use any comp time, then any accrued paid leave (annual, PTO, MOB) 

during the terminal leave period.

b. The employee shall retain eligibility for benefits that he or she would be eligible 

for as a regular employee in a full-time status. 

c. While on terminal leave, an employee shall remain an employee of his or her 

department, and shall be subject to all policies of the County. The employee 

shall not be required to perform duties or work of any kind while on terminal 

leave unless the employee is called for work pursuant to the County’s 

Emergency Manpower Pool policy.

d. At the end of terminal leave, the employee shall receive any and all leave 

payouts as he or she may be entitled to under County policies. 

12.5 Exceptions 

Legitimate grounds for denying a request for terminal leave shall include, but not be 

limited to, the following:

a. The employee is on sick/ELB leave and is awaiting approval of disability 

retirement.

b. The employee is being separated from employment due to a reduction-inforce.

c. The employee is participating in another exit program with the County.

d. Granting the request for terminal leave would interfere with critical operational 

requirements of the County.

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12.6 Administration 

The Human Resources Director shall be responsible for administration of this terminal 

leave and shall insure that the employee complies with the requirements and 

guidelines. 

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SECTION 13

APPLICATIONS, EXAMINATIONS AND VETERANS’ PREFERENCE

The Human Resources Director is the delegated authority to recruit, screen, and develop 

official candidate referral lists and make official job offers.

13.1 Applications

No person shall be appointed to or admitted to an examination for any class of 

position until the applicant has completed and filed an application with the Human 

Resources Department. The online or paper application shall be accompanied by 

such documents and exhibits as may be required. Paper applications must be 

received and date stamped in Human Resources or postmarked by the closing 

date in the job announcement to be considered.

a. No application shall be accepted after the closing date specified in the job

announcement.

b. Applicants for open continuous positions must update their application every 

180 days to maintain an active status.

13.2 Disqualifications of Applicants

The Human Resources Department shall have the right to disqualify an applicant 

for reasons which include, but are not limited to, the following:

a. Failure to meet the minimum qualifications stated in the job vacancy 

announcement;

b. Failure to address Supplemental Questions/Knowledge, Skills and Abilities

(KSA’s)/Supplemental Questions in the job announcement;

c. Intentional false statement of any material fact or the practice, or attempted 

practice of any deception or fraud in the preparation or submission of the 

application or related documents;

d. Previous dismissal in bad standing from any position of the BCC;

e. Conviction of a crime, the nature of which may have an adverse effect on the 

performance of the duties of the position sought;

f. Obtaining privileged information about, or participation in, the administration 

of the examination process;

g. Age that is under the age of majority, as recognized by relevant child labor 

laws such as the Federal Fair Labor Standards Act of 1938, except where 

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special exemptions to those laws permit;

h. Applicant not in the area of consideration;

i. Application submitted or postmarked after the closing date; 

j. Failure to date and sign the paper application; and

k. Failure to meet the requirements of the Tobacco Free Hiring Policy.

13.3 Disposition of Applications

All employment applications and related documents shall be retained as specified 

by Chapter 119, Florida Statutes. Divisions shall have access to review 

applications or copies of applications of persons whose names are certified for 

selection and are on the official referral list provided by Human Resources.

13.4 Examinations

All methods of tests or examinations shall be practical, fair, job-related and 

constructed to measure the relevant success of an applicant for the class of 

position for which he is competing. Examinations are considered confidential 

testing material.

Three (3) classes of tests or examinations are authorized:

a. Entrance examinations are opened to all competitors who meet the 

requirements of the job specifications and other requirements as specified in 

the job announcement.

b. Promotional examinations are opened to classified employees who meet the 

minimum qualifications established for the position sought. It shall be 

considered a promotion when an employee advances from one class to 

another class with increased duties and responsibilities and for which a 

higher pay grade is assigned.

c. Knowledge, Skills and Abilities (KSA) Rating Exam - The Human Resources 

Department will consult with subject matter experts (SME’s) with input from 

the selecting official to develop any specialized experience, certifications, and 

three to five KSA’s used for screening applications for a Highly Qualified (HQ) 

group. Human Resources will develop a confidential scoring system directly 

related to the level of attainment of each KSA.

13.5 Postponement or Cancellation of Examination

Examinations shall be held on dates that are posted in public announcements 

unless the Human Resources Department reschedules, postpones, or cancels an 

examination because of reasons that may include, but are not limited to, the 

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following:

a. An inadequate number of applicants;

b. The non-attendance of special examiners;

c. A change in personnel requirements;

d. Natural disasters or emergencies.

When time permits, applicants shall be notified of any postponement or 

cancellation of examination.

13.6 Rating of Examinations

Confidential Rating Exam

a. Applications will be rated eligible based on the basic qualifications (BQ) of the 

job announcement. A Highly Qualified (HQ) rating will be based on the 

applicants documented response to the job posting supplemental 

questions/knowledge, skills and abilities (KSA’s) developed for the subject

class of the position. The confidential rating exam shall be the standard of 

measure that will be applied as equitably and fairly as possible to all 

applicants.

The confidential rating exam will not be modified to accommodate attempts to 

obtain a specific job for any particular applicant unless such modification is 

construed as a reasonable accommodation required and defined by 

applicable federal or state law. Any modification must be approved by HR as 

a bona-fide occupational qualification.

b. After consideration by the Human Resources analyst of all the available 

information pertinent to the rating exam, applicants may be grouped into 

different levels: not qualified (NQ), basically qualified (BQ) and highly 

qualified (HQ). NQ, BQ, and HQ ratings are not grievable or appealable.

c. Upon consultation with a division, the Human Resources Department may 

prepare the rating exam allowing special consideration for training, 

certifications, educational accomplishments, etc.

d. Open Continuous normally will not be rated for HQ. However, the Division 

Manager may establish KSA’s with assistance from Human Resources to 

define HQ candidates from the Basically Qualified referral list.

13.7 Notice of Examination Results

Rating and exam results may be obtained by contacting the Human Resources 

Department.

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13.8 Veterans’ Preference 

In accordance with state and federal guidelines, preference is given to eligible 

veterans and eligible spouses of veterans as defined in Chapter 295, Florida 

Statutes. In order for applicants to claim veterans’ preference, the documentation 

required by law shall be provided to the County at the time of application. 

Qualified applicants receiving Veterans’ Preference will be indicated as having

such preference on the referral list.

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SECTION 14

JOB ANNOUCEMENTS, REFERRAL LIST, INTERVIEW GUIDELINES AND 

SELECTION

14.1 Employment and Staffing

In order to attract and retain the highest caliber workforce available, it is the policy 

of Escambia County to recruit and fill vacant positions based on merit. Normally, 

job vacancies will be announced for competitive applications internally within the 

Board of County Commissioners (BCC) prior to consideration of any outside 

candidates. The rating and ranking system for job applicants will be tied to bona 

fide occupational qualifications of the positions being filled. Job candidates will be 

rated and ranked and appropriately referred to the selecting official based on 

qualifications of the positions. Selecting officials have the discretion to fill 

vacancies based on competitive or non-competitive procedures. Requests to fill 

all vacancies require submittal of an approved requisition in Automated Applicant 

Supply File (NeoGov). Job Vacancy Announcements will be posted internally a 

minimum of five (5) working days.

a. Internal Job Announcements (within the BCC) - Job postings will indicate 

employee eligibility and area of consideration. Areas of consideration will 

normally be in the Escambia County commuting area. Typically, these 

positions will be advertised for up to two (2) weeks and will be exclusive to 

BCC employees and outside applicants will not be accepted. Contract and 

Volunteers are considered to be outside applicants. Normally merit promotion 

announcements are opened at designated times to current Board of County

Commissioners employees. The Human Resources Department may extend 

the area of consideration to other agencies and governmental entities. 

Employees currently serving their initial or promotional probationary period 

will not be considered. (Exception to the promotional probationary period is 

when the promotional opportunity is within the applicant’s current division). If 

a broader applicant base is needed, an external job announcement may be 

utilized.

b. External Job Announcements – Job postings which are open to all applicants

and may follow an internal announcement. When approved by the HR 

Manager Director, internal and external announcements may be posted 

simultaneously.

c. Open/Continuous Job Announcements – These announcements are for 

positions that typically require frequent recruitment actions. These 

announcements are open to all applicants and are advertised on a continuous 

basis, with no closing date. When recruitment needs change, as determined by 

the Human Resources Department, these announcements may be closed. 

d. Other External Job Announcements – Job announcements which are 

advertised externally for a period up to 30 days following an internal 

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recruitment which has not produced a selection. In some cases, the internal 

posting period may be waived by the County Administrator.

14.2 Competitive Procedures

This is the process by which applicants compete for positions based on merit. The 

Human Resources Department will help assure such positions are announced 

both internally and externally, as appropriate, in order to communicate competitive 

job vacancies to potential candidates.

14.3 Non-competitive Procedures

While the substantial majority of job vacancies meet the criteria for posting, there 

are a few circumstances that do not warrant advertisement of positions. The 

following is the listing of special staffing situations that, with the recommendation 

of the Division Manager (where appropriate) and concurrence of the Human 

Resources Director, may be exempted from the competitive job posting process. 

Examples are:

a. Voluntary Transfers 

b. Management-Directed Reassignments 

c. Reorganizations 

d. Reductions in Force

e. Reclassifications

f. Non-competitive Internal 

14.4 Referral Lists Established by Human Resources Department

Depending on requirements, several types of Referral Lists may be established by 

the Human Resources Department. Referred candidates receiving Veterans’ 

Preference will be notated on applicable referral lists.

Re-employment referral lists are comprised of the names of eligible former 

employees who seek to be reappointed. Inclusions of names on re-employment 

referral lists are limited to persons who have achieved regular status and are on 

layoff status because of a reduction-in-force. Re-employment referral lists shall 

remain in force for a period of one (1) year from the effective date of layoff.

Open Continuous referral lists are maintained, as required, for defined classes of 

positions. Such referral lists shall contain the names of those persons who have 

successfully completed prescribed requirements, and who are considered 

basically qualified for appointment in the class for which the examination was held. 

Only candidates on the referral list can be selected. Open continuous referral lists 

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are current at the close of the business date of receipt of approved requisition in 

Human Resources with all rated applicants. An Open Continuous referral list 

expires after ninety (90) days. When all candidates have been rejected or there is

a need for more highly qualified candidates, the division may request a 

supplemental list.

Job referral lists are established by Human Resources following the rating and 

ranking of the candidates who applied during the posting period. No person shall 

publish or make known the final ranking status of names on a referral list prior to 

the date of the referral list’s official announcement. An open Job referral list 

expires after 180 days. The Division Manager may request a thirty (30) day 

extension of the referral list with approval of the Human Resources Director.

14.5 Termination of Open Continuous Referral Lists

In the event that there have been significant changes in the minimum 

qualifications, the Human Resources Department will rescind the existing referral 

list, send out notifications and create a new announcement. 

14.6 Use of Related Referral Lists

The Human Resources Department shall have the right to submit a referral list for 

which the minimum qualifications are comparable to or higher than those required 

for the class of positions of the new referral list.

14.7 Removal of Names

The Human Resources Department shall have the right to remove the names of 

eligible applicants from referral lists for reasons which include, but are not limited 

to, the following:

a. Any cause provided under “Disqualification of Applicants” under these 

Policies and Procedures;

b. No call or no show to a division for an interview when properly notified; 

c. Failure to respond in a timely manner;

d. Reached expiration date of application

e. Failure to report for drug test within the 24-hour window when requested.

14.8 Interview Guidelines

The selecting official may review the applications and make a selection without 

interviewing any of the candidates. If the selecting official elects to interview 

candidates, those with Veterans’ Preference must be interviewed. The selecting

official may establish a rating or interview panel.

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a. Rating Panel 

The rating panel will review the candidates without the selecting official. 

Panels that make recommendations to the selecting official may require 

public notice under the Sunshine Law. 

b. Interview Panel 

(1) The selecting official may establish an interview panel to assist him or 

her with the interview process.

(2) The selecting official must actively participate with the Interview Panel in 

the evaluation process.

(3) If the selecting official asks the Interview Panel to make a ranked or 

“best qualified” recommendation, public notice under the Sunshine Law 

may be required.

Additional interview Guidelines may be found in the Staffing Toolkit.

14.9 Selection from the Referral List

Selection of candidates will be processed in accordance to the following 

guidelines:

a. Selecting officials have the right to select any candidate from a referral list. 

They also have the right to non-select all of the candidates. 

b. Pre-selection of a candidate in a competitive job referral process is 

prohibited.

c. Selection of Basically Qualified (BQ) over Highly Qualified (HQ) will require 

specific justification tied directly to the bona fide occupational qualifications of 

the position and must be approved by the Human Resources Director.

d. Non-selection from any referral list is not a grievable or appealable action.

14.10 Processing the Selection

a. The selected candidate is designated on the referral list to the Human 

Resources Department.

b. Only the Human Resources Department is authorized to make a Conditional 

Job Offer to the candidate.

c. The Human Resources Director shall have approval authority for starting 

salaries falling within the first quartile of the appropriate salary range. The 

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County Administrator must approve salaries above the first quartile.

d. The Human Resources Department shall deliver a Conditional Job Offer to 

the selected candidate. 

14.11 Expiring Requisitions

Typically, the requisition remains open until the position is filled. If a requisition is 

over 90 days and falls into a new fiscal year, the requisition will expire.

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SECTION 15

PROBATIONARY PERIOD – CLASSIFIED EMPLOYEES

Employees covered by a bargaining agreement shall be subject to any probationary 

period provision of that agreement.

15.1 Initial Probationary Period

a. The first six (6) months of service in a position to which an employee has been 

appointed under the provisions of these Policies and Procedures shall 

constitute the initial probationary period.

b. The Division Manager may request the Human Resources Director to approve 

up to a three (3) month extension of the probationary period by providing 

written justification.

c. The Division Manager shall provide a written performance evaluation of the 

employee to the Human Resources Director prior to the end of the probationary 

period.

d. An employee in a term or relief position may apply for any position without 

having to complete a probationary period.

e. An employee may be separated from the classified service during the initial 

probationary period, and shall not have the right of appeal to the Merit System 

Protection Board.

15.2 Extension of Probationary Period

a. Any probationary period of an employee shall be extended by the length of any 

leave of absence in excess of one (1) week during the probationary period.

b. Employees working in classes that require certifications, licenses, etc., shall 

remain in probationary status until the required certifications, licenses, etc., 

have been obtained.

15.3 Promotional Probationary Period

a. If promoted, the employee shall begin a ninety (90) day promotional 

probationary period. Employees may not apply for other job opportunities 

outside the division while serving a promotional probationary period.

b. If an employee in regular status has been promoted but fails to successfully 

complete the probationary period, the division shall submit written 

documentation to justify demoting the employee to the position previously held 

if the position is vacant. If the position is not vacant, the individual will be 

offered another vacant position equal to or lower in pay for which he is

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qualified. If there are no vacant positions, the employee is to be offered the 

first vacant position equal to or lower in pay grade for which he qualifies when 

such position becomes available. For a period limited to one (1) year, 

employees are not to be hired or promoted to applicable vacant positions until 

the demoted employee, who must have been in good standing with a 

satisfactory performance evaluation prior to his promotion, is offered a vacant 

position within the division to which they promoted. The rate of pay in the new 

position shall be the same rate of pay in the former position prior to the original 

promotion; provided, however that the pay may not exceed the maximum of the 

pay range for the new position.

15.4 Transferring during Initial Probationary Period

If the employee is in an initial probationary status transferring to an identical class 

and has completed at least ninety (90) days, he will finish out the initial 

probationary period. If the employee has completed less than 90 days, a new 

probationary period will begin.

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SECTION 16

EXTRAORDINARY APPOINTMENTS

16.1 Temporary Appointment

Temporary appointments shall be utilized to replace regular employees who are 

temporarily absent from their duties or to provide extra assistance for short periods 

of time. Such appointments shall be made from a referral list. The Division 

Manager may make a temporary appointment through any means necessary to 

prevent a work stoppage or slowdown of work that is considered critical to the 

operations of the County. The temporary appointee shall file a County application 

with the Human Resources Department. The duration of the temporary 

appointment shall be limited to six (6) months.

The acceptance or refusal of a temporary appointment shall not affect an 

applicant’s eligibility for a regular appointment. Any person so appointed shall be 

compensated at the appropriate rate for the classification to which the temporary 

position belongs. Upon recommendation by the Division Manager and with the 

approval of the Human Resources Director, a temporary appointment may be 

compensated above the minimum of the pay grade. No other rights or benefits 

shall accrue to such person other than state mandates with the exception of 

holiday pay. Temporary appointees shall not achieve regular status. Time served 

in temporary status shall not be applied to regular status.

In order to be considered for regular employment, a temporary appointee must 

update his application in the Human Resources Department. 

16.2 Term Appointment

Term appointments are “at will” employees and shall be utilized by the divisions of 

the County to provide extra assistance for a period of six (6) months to three (3) 

years. Term appointments shall be made from a referral list. 

Term appointments receive all benefits except MSPB and Bargaining Unit rights. 

Leave may be accrued and used as provided in these Policies and Procedures. 

Time served in term status shall not be applied to regular County status. The time 

served in term status will be credited to FRS.

16.3 Intermittent Appointment

Intermittent appointments shall be placed in established positions. Such 

appointment shall be made for a special project or need of a temporary or 

transitory nature. An intermittent appointee shall be called in as needed on a 

weekly or monthly basis. There are no rights or benefits accrued other than those 

required by federal or state laws. Intermittent appointees shall not achieve regular 

status. Time served in intermittent status shall not be applied to regular status.

Upon recommendation by a Division Manager and with the approval of the Human 

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Resources Director, an intermittent appointment may be compensated above the

minimum of the pay grade.

16.4 Emergency Appointment

An emergency as used herein means an unforeseen condition that is likely to 

cause loss of life or damage to public property such as riots, hurricanes, 

tornadoes, floods or other disasters, or situations that require the employment of 

additional personnel without delay. The filling of normal vacancies or replacement 

of regular personnel shall not be classified as an emergency.

When an emergency arises which requires the immediate services of one or more 

persons and it is not possible to immediately secure such persons from an 

appropriate referral list, and based on prior approval of the County Administrator, 

the Division Manager may appoint such person(s) without regard to other 

provisions of these Policies and Procedures governing appointments. Such 

appointments shall be limited to the period of the emergency and shall not entitle

the appointee to any rights or benefits under the provisions these Policies and 

Procedures.

The Human Resources Department shall be immediately advised of every 

appointment made under the provisions of these Policies and Procedures.

16.5 Grant-funded Appointment

Grant-funded appointments are defined as appointments to temporary positions 

created and funded under federal, state or other grant agreements. Persons

appointed under this procedure may also be participants of programs designed to 

benefit unemployed or underemployed persons. Administrative staff positions of 

the grant program shall be employed through regular application and referral list 

procedures and may also be designated as grant-funded appointments. Persons 

who are physically or mentally challenged may also be appointed under this 

procedure by special agreements or grants arranged through state or federal 

vocational rehabilitation agencies. Any person receiving a grant-funded 

appointment shall be informed by the Department Director as to the terms and 

conditions of the appointment, the grant, and/or agreements relating to the 

appointment. The employment of such persons shall be terminated either upon 

expiration of the grant or as planned in any other form of agreement. There are no 

layoff rights.

All benefits and pay are subject to the availability of funds as provided for in the 

grant agreement.

a. No rate of pay shall be higher than rates paid to employees similarly 

employed, unless otherwise specified in the grant.

b. Leaves may be accrued and taken if provided for within the grant agreement 

but not in excess of that which is provided for under these Policies and 

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Procedures.

c. Holidays shall be the same as provided in these Policies and Procedures.

d. All other benefits shall be those set forth in the grant or the special 

agreements in compliance with applicable laws and regulations governing 

such.

e. Position creation, classification or reclassification, and DBM assignments 

may be accomplished in order to accommodate special grants or agreements 

made through federal and state vocational agencies in conjunction with the 

efforts to carry out vocational rehabilitation programs for challenged persons.

f. Transition from a grant-funded appointment to a regular appointment may be 

accomplished by any of the following:

(1) After completion of one year of continuous service, persons employed in 

this capacity may take promotional exams and be graded as other 

regular employees;

(2) Any persons employed under this procedure may take any entrance 

exam that is open on a competitive basis to the general public;

(3) Based upon demonstration of satisfactory performance as required by 

the class, without being placed on a referral list, individuals certified as 

vocational rehabilitation trainees may be automatically progressed to a 

position at the completion of the training period stipulated in the grant 

agreement. 

16.6 Student Appointment

A student is defined as an employee who is currently enrolled as a full-time or 

part-time student or certifies intent to enroll the next term in an accredited 

secondary school, college, vocational school or university. Employment shall be 

limited to 1400 hours in any twelve (12) month period starting with the student’s 

beginning date of employment. No other rights or benefits shall accrue to such 

person while serving in a student appointment. 

The Division Manager may appoint a student without processing through the 

Human Resources Department when the position is unpaid. Paid Student 

positions are posted and applicants are evaluated for minimum qualifications by 

the Human Resources Department. The Human Resources Department will 

prepare and deliver the conditional job offer to the selected candidate. 

Division Managers are responsible for providing orientation and rules of conduct to 

all students. All County student appointments must have a County-issued ID 

badge. Upon request of the Human Resources Department, students shall submit 

documentation of student status to be eligible for continued employment.

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16.7 Public Safety Relief Positions

Public Safety Relief positions are defined as positions that are established by the 

Board of County Commissioners and classified by the Human Resources 

Department and are assigned to the Department of Public Safety. Public Safety 

relief employees must meet and maintain training and certification requirements 

for the position held. The incumbent employees in such relief positions must 

submit monthly availability schedules and are required to work each month.

16.8 Contract Employees

Upon determining the need for assistance, the Division Manager shall submit a 

Request for Temporary Employment Service form to the Human Resources 

Department. The position will be filled following procedures outlined in the 

Temporary and Term Employee Contract Procedures

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SECTION 17

 TRANSFERS 

17.1 Transfers

A transfer is the movement of an employee from one position to another position in 

the same DBM within the Board of County Commissioners

Transfers shall be processed as follows:

a. A personnel action form shall be prepared by the receiving department,

forwarded to the releasing department for proper signature, and then 

forwarded to the Human Resources Department for processing.

b. If the employee is transferring to an identical job classification and is in his 

initial probationary status, he shall complete the remainder of the 

probationary period in the new position. If the remainder of the probationary 

period is less than 90 days, the employee shall serve at least 90 days of 

probation in the new position. For all transfers, a 90-day performance 

probationary period shall be required.

c. When an employee moves between different job classifications, he must 

meet the minimum qualifications of the new job class. If the employee is in 

his initial probationary status, he shall complete the remainder of the 

probationary period. If the remainder of the probationary period is less than 

90 days, the employee shall serve at least 90 days of probation in the new 

position. For all transfers, a 90-day performance probationary period shall be 

required.

17.2 Effect of Transfer

A transfer will not change the employee’s DBM, pay rate, or regular status. A new 

anniversary date shall be established on the effective date of the transfer.

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SECTION 18

THE SALARY ADMINISTRATION PROGRAM

18.1 Purpose of the Salary Administration Plan

The salary administration program is the formal system for classifying positions 

and compensating employees in the Board of County Commissioners (BCC). It is 

divided into two (2) distinct plans.

a. The classification plan is the categorization of job positions, duties and 

qualifications; and

b. The compensation plan provides a salary structure, and the components are 

detailed in this section. 

The Human Resources Department is responsible for development, maintenance, 

and administration of the Compensation and Classification Programs, subject to 

the County Administrator’s approval. Notwithstanding any ordinance, policy, or 

administrative code provision to the contrary, all provisions of this section shall 

also apply to employees in the Escambia County unclassified service. 

18.2 Composition of the Compensation Plan 

The compensation plan is designed as a fair and equitable method for payment of 

employees. The plan shall establish a basic salary schedule, as recommended by 

the County Administrator and approved by the BCC. The salary ranges shall 

include a minimum, a first quartile, a midpoint, a third quartile and a maximum rate 

of pay for all positions by Decision Band Method (DBM) Rating. In addition to the 

basic salary schedule, the compensation plan consists of components, including 

but not limited to market and pay for performance increases, promotional 

increases, and exceptional circumstance adjustments

18.3 Adoption of the Pay Plan

After necessary study, inquiry and consultation, the Human Resources staff shall 

prepare the compensation plan for the various classes of work and present the 

compensation plan with recommendation for its implementation to the County

Administrator for approval and adoption by the Board of County Commissioners. 

On an annual basis, not later than the second quarter of the fiscal year, the 

Human Resources Department will review, analyze, and make recommendations 

as appropriate for adjustments to the class and pay schedule based upon internal 

and external equity studies.

18.4 Components of the Compensation Plan

The compensation for each employee is the product of the salary structure and the 

components of the compensation plan that shall be used to adjust employee 

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compensation. Each component of the compensation plan is subject to funding 

approval on an annual basis by the Board of County Commissioners as part of the 

budget.

18.5 Market Adjustment

The annual market adjustment is the component that is used to insure that the 

salary structure is adjusted equally across the board to reflect changes in the cost 

of living as indicated by the most recent previous year’s average percentage 

Consumer Price Index data published by the Bureau of Labor Statistics. The 

market adjustment analysis will be completed by the second quarter of the fiscal 

year and recommended by the Human Resources Department to the County

Administrator for approval by the BCC. When applicable and when funds are 

available, a separate percentage or fixed increase may also be applied across the 

board to salaries of all eligible employees. Salaries set by County ordinance would 

be an exception to this provision. When an employee’s salary exceeds the 

maximum of the assigned pay range, the employee’s salary will be “red circled” 

and not be increased until the current salary falls within the assigned pay range.

However, those “red-circled” employees at, or above, the maximum of their 

assigned pay range may receive, subject to budget approval, a onetime lump sum 

payment each fiscal year equivalent to the market adjustment they would have 

been entitled to receive. At the discretion of the County Administrator, a lump-sum 

payment may be awarded at any time in lieu of any base pay increase due to a 

Consumer Price Index adjustment, cost-of-living adjustment, pay scale change, 

merit/performance awards, and/or pay equity adjustments.

18.6 Pay for Performance

The pay for performance (merit) component is designed to recognize job 

performance. The decision to provide a performance increase is contingent upon 

an overall performance appraisal rating and funding each year. Increases may be 

provided to employees whose performance is evaluated as meeting or exceeding 

standards. The overall review score is related to a predetermined percentage 

increase that will be determined annually by the Human Resources Department

and approved by the County Administrator. Employees at the maximum of their 

salary range may be provided a one-time lump sum payment per fiscal year for 

performance, if merited and approved by the County Administrator. By the fourth 

fiscal quarter, the Human Resources Department will recommend to the County

Administrator the performance increase guidelines for the next year.

18.7 Exceptional Circumstances Pay Adjustment

When it is asserted by a Department Director that the salaries of any and/or all 

employees classified in the same classification require adjustment, the Division 

Manager shall provide justification to the Human Resources Department. 

Requests for exceptional circumstances adjustments and the required justification 

will be compared to internal equity and/or salary survey data and reviewed for 

compliance with this policy. The Human Resources Director will forward the 

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request along with a recommendation to the County Administrator for 

consideration and/or approval.

18.8 Reinstatement

The Human Resources Director will determine the rate of pay for reinstated 

employees. The two types of reinstatement are:

a. Military Service Reinstatements. Employees who leave to enter the active 

service of the Armed Forces of the United States and who are subsequently 

reinstated to positions previously held shall be eligible for all entitlements as 

prescribed by USERRA regulations.

b. Regular Reinstatements. Former employees who voluntarily resign in good 

standing and return within thirty (30) days from the date of resignation may 

be reinstated to their former position at their former rate of pay. Their leave 

balances may be restored upon repayment to the County for any leave 

payout received upon their resignation. Former employees who voluntarily 

resign in good standing and return within twelve (12) months from the date of 

resignation will be reinstated at their former rate of pay at the time of 

resignation, or the minimum of the range, or at a rate between the minimum 

and the employee’s former rate. The Human Resources Director shall

approve rates up to the first quartile and the County Administrator shall 

approve rates above the first quartile. The reinstatement shall be:

(1) To the same or lower classification for which they are qualified without 

being on the referral list;

(2) To a higher classification for which they are qualified and on the referral 

list;

(3) With a new seniority date for longevity/leave accrual purposes, adjusted 

by the number of days of the absence;

(4) With a new anniversary date, effective the date of return.

18.9 Rules for Administering Salary Adjustments – Classified and Unclassified 

a. Any pay for performance salary increase associated with an interim 

performance review shall be prorated for the time period included above. The

review date is then changed to the first day of the pay cycle following the 

promotion, transfer or demotion.

b. All retroactive pay adjustments of any type that exceed sixty (60) days must 

be justified in writing by the Bureau Chief, submitted to the Human 

Resources Director for review and forwarded for approval by the County

Administrator. 

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18.10 Career Ladder Positions 

Some designated positions serve as career ladder (multi-level) positions, and at

the discretion of the Division Manager and the approval of the Human Resources 

Director, may be filled at any level from a competitive referral list (from trainee to 

journeyman). 

18.11 Non-competitive Promotions

After serving six months and upon completion of training and/or experience 

requirements contained in the trainee series specifications, employees designated 

as trainees may progress, contingent upon satisfactory performance and 

recommendation of the Division Manager to the next level of the career ladder 

without further competition. A new anniversary date will begin on the date of 

promotion.

18.12 Promotional/Reclassification Increase 

a. When an employee is promoted or reclassified, the employee’s salary will 

increase five percent (5%) or to the minimum salary of the new DBM pay 

grade, whichever is higher. The increased salary shall not exceed the 

maximum of the DBM. All employees are eligible for promotion. Any division 

employee currently under a Performance Improvement Plan (PIP) should be 

recommended by their Division Manager to the receiving division.

Promotions shall establish a new anniversary date.

b. Reclassification does not establish a new anniversary date or probationary 

date.

c. When an employee is promoted to the unclassified service (based upon a 

higher level of job duties and responsibilities), the employee’s salary 

including longevity shall increase five percent (5%) or to the minimum salary 

of the new DBM, whichever is higher. Promotion shall establish a new 

anniversary date.

d. All reclassification requests will be submitted in March to the Human 

Resources Department during the budget process for determination. If 

approved, they will become effective on or after the beginning of the new 

fiscal year.

18.13 Temporary Promotion

When justifiable conditions exist and an employee is temporarily required to serve 

in and accept the responsibility for work in a higher position, such employee shall 

receive the minimum rate of the DBM or a minimum of five percent (5%) increase 

above the present pay rate, whichever is higher. The increase shall take effect on 

the 15th day. The period of temporary promotion shall be up to one year and may 

only be extended by the County Administrator. At the conclusion of the 

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appointment, the employee’s pay shall revert to the authorized rate established for 

the regular position. Any such temporary increase granted shall not affect the 

employee’s eligibility for normal increases. A Personnel Action Form (PAF) along 

with written justification shall be forwarded to the Human Resources Department

for processing.

18.14 Professional Certification Pay 

The County Administrator may establish a Salary Incentive Pay Program for its 

employees who receive a professional designation as defined in the Florida 

Administrative Code, or any higher designation recommended by the Human 

Resources Department. The incentive pay may be paid in addition to any other 

authorized pay. The County Administrator may, after consideration of budget 

funds available, grant this incentive pay to all incumbents in the pre-approved 

position that utilizes the certification. 

To qualify for the incentive payment, an employee must meet the following 

requirements:

a. Be a full-time regular employee;

b. Obtain and provide documentation from the certifying authority showing 

currency of an active professional designation;

c. Be employed in a position designated by the County Administrator as a position 

where the office will benefit from the employment of a professionally certified 

employee;

d. The professional designation must be over and above any minimum education 

and training requirements of the job classification to which the employee is 

appointed.

18.15 Pay for Exemplary Performance

Nothing herein shall preclude the County Administrator from formally adopting a 

pay program recognizing an exemplary act of performance of any employee. Any 

exemplary awards of pay made to an employee may be in addition to base pay 

and/or a lump sum payment.

18.16 Overtime Work, Overtime Pay, and Compensatory Time

The BCC has adopted policies and procedures that meet the legal requirements of 

the Fair Labor Standards Act (FLSA). Should a FLSA non-exempt employee be 

required to actually work more than forty (40) hours in any one week (or other hour 

limitations or work periods as defined in the FLSA), all such time shall be 

considered overtime work. Overtime hours shall be paid at one and one-half times 

the regular rate of pay. As a public employer, the BCC may award compensatory 

time off at one and one-half hours for each hour of overtime worked. Any award of 

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compensatory time shall be in lieu of overtime pay.

a. Classified service salaried employees certified as meeting pertinent 

Administrative, Executive, or Professional Fair Labor Standards Act tests are 

excluded from the overtime provisions of the Fair Labor Standards Act. 

However, the County Administrator has approved compensatory time benefits 

to such salaried employees at one hour of compensatory time for each hour of 

overtime hour worked. If these employees have exhausted their available 

accumulated leave time, they may not have their salary reduced for absences 

of less than a day in duration.

b. Separated employees covered by the Fair Labor Standards Act shall receive a 

lump sum payment for all unused compensatory time at a rate which is not less 

than that employee’s average regular rate during the last three (3) years of 

employment, or that employee’s final regular rate whichever is higher. 

Employees who are exempted from the FLSA shall not receive compensatory 

lump sum payments at separation. Classified employees with compensatory 

time earned while in a covered status shall receive a lump sum payment at 

separation.

c. Annually, at the end of the fiscal year, all compensatory time accumulated 

during the year must be paid to the employee.

d. Division Managers will be responsible for maintaining records for comp time 

accrual and usage. Comp time usage should be requested and approved in the 

same manner as other leave plans.

18.17 Standby Assignment/Callback 

a. When it shall be in the best interest of the County, classified employees may 

be required to work standby assignments and be called back to work after a 

regular shift has been completed in accordance with policies and procedures 

adopted by the Division Manager and approved by the County Administrator.

b. A classified service, off-duty employee called back to work shall receive a 

minimum credit of two (2) hours and will be compensated on a portal-to-portal 

basis with such pay subject to the provisions for overtime compensation. The 

County Administrator shall have the discretion to assign an hourly supplement 

or allow for guaranteed work hours in excess of the two-hour minimum.

18.18 Shift Differential 

The shift differential program enables the Division Managers to request a shift 

differential payment for classified employees working a regularly scheduled shift 

with hours normally considered less desirable and physically more demanding. 

The shift differential program is contingent on funding.

The payment of shift differential is based upon the normal schedule of hours that 

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the employee is assigned to work and when those hours occur during the 24-hour 

period of a day. It is not intended for casual changes in the work schedule. 

Approval for adding classifications to those eligible to receive shift differential 

payment will only be given when the schedule will be in place for 30 days or more. 

Positions that are exempt from overtime as defined by the Fair Labor Standards 

Act will not be eligible for shift differential. If a position is only scheduled during 

the evening or night shift, and is not normally scheduled for a comparable day 

shift, the position may not be eligible for shift payment since the timing of the 

scheduled hours is taken into consideration in setting the hourly rate of pay for the 

classification.

a. 8-Hour Schedule:

The evening shift begins at 3:00 p.m. and ends at 11:00 p.m. Employees who 

are regularly scheduled to work the evening shift will receive a differential 

payment of $.75 per hour for all hours worked. Paid time away from work, 

such as holidays, sick leave and annual leave, will not be subject to payment 

of shift differential. 

The night shift begins at 11:00 p.m. and ends at 7:00 a.m. Employees who 

are regularly scheduled to work the night shift will receive a differential of 

$1.00 per hour for all hours worked. Paid time away from work will not be 

subject to payment of shift differential. Employees who work a regular 

schedule of 8 hours other than 3:00 p.m. - 11:00 p.m. or 11:00 p.m. - 7:00 

a.m. will be paid based upon the shift that includes the majority of their 

scheduled hours. If the majority of their scheduled hours fall within the day 

shift there is no payment of shift differential due. If the majority of their 

scheduled hours fall between 3:00 p.m. - 11:00 p.m. they shall receive $.75 

per hour for all hours worked. If the majority of their hours fall between 11:00 

p.m. - 7:00 a.m. they shall receive $1.00 per hour for all hours worked. 

b. 10-Hour Schedule:

 

Those employees who work a regularly scheduled 10-hour workday shall 

receive shift differential based upon the shift where the majority of their 

scheduled hours occur. If the majority of their scheduled hours are between 

3:00 p.m.-11:00 p.m. (evening shift) they receive $.75 per hour for all hours 

worked. If the majority of their scheduled hours fall between 11:00 p.m. and 

7:00 a.m. (night shift) they receive $1.00 for all hours worked. If the majority 

of their hours are during the day shift they will not be subject to payment of 

shift differential.

c. 12-Hour Schedule:

Those employees who are regularly scheduled for 12 hour workdays will 

receive shift differential of $1.00 per hour for all hours worked during the 

second shift of the day. For example, employees working a regular shift of 

6:00 p.m. to 6:00 a.m. will receive $1.00 per hour for all hours worked. 

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Employees working 6:00 a.m. to 6:00 p.m. will not be subject to payment of 

shift differential.

d. Temporary Schedules:

Temporary changes in an eligible employee’s schedule up to one week shall 

have no effect upon the way the employee is paid. Temporary changes of 

one week or more shall be considered a schedule change and the employee 

shall receive the appropriate shift differential of the “new” shift.

e. Split Schedules:

Employees who regularly work a split schedule will be considered for 

approval of shift differential payment based upon the circumstances of each 

individual case.

f. Public Safety Employees:

Employees are assigned various hours to work that routinely involves night 

and weekend shifts. Those employees scheduled for a 12-hour shift will 

receive shift differential payment of $1.00 per hour for all hours worked 

anytime on Saturday and Sunday. If the majority of their shift falls between 

the hours of 6:00 p.m. - 6 a.m., they will receive $1.00 per hour. Relief 

employees will receive the same shift differential as full-time employees. Any 

paid time away from work, such as holidays, sick leave, annual leave, will not 

be subject to payment of shift differential.

g. Approvals: 

Once the Division Manager determines the need, a letter requesting the 

payment of shift differential to an additional class/job shall be completed and 

forwarded to the Human Resources Department. The Human Resources 

Department shall forward the request with a recommendation to the County

Administrator for approval. 

18.19 Incentive Retirement Pay

Nothing in these Policies and Procedures to the contrary shall preclude the 

adoption of a retirement incentive program for County employees. Such programs 

shall be reported to the Board.

18.20 Deferred Retirement Option Program (DROP)

Nothing in these Policies and Procedures to the contrary shall preclude any 

employee covered by the Florida Retirement System from participation in the 

Deferred Retirement Option Program (DROP).

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18.21 Longevity Pay – Frozen 09/30/09

Longevity pay may be granted to classified employees, including part-time 

classified employees who work a regular schedule of at least twenty (20) hours per 

week, at the following rates:

2% of base pay upon completion of five (5) years of continuous service;

4% of base pay upon completion of ten (10) years of continuous service;

6% of base pay upon completion of fifteen (15) years of continuous service;

8% of base pay upon completion of twenty (20) years of continuous service;

10% of base pay upon completion of twenty-five (25) years of continuous service.

18.22 Starting Rates

In most cases, a new employee shall be paid the minimum rate of the DBM pay 

grade. Exceptions that are recommended by the Division Manager may be 

approved by the Human Resources Director for starting salaries falling within the 

first quartile (25%) of the appropriate pay range. Starting salaries above the first 

quartile of the salary range shall require the approval of the County Administrator. 

Appropriations for funding positions above the minimum rate must be secured 

within the framework of the budget of the division. The same principles, which 

apply to the starting rates of pay for full-time regular employees, shall be used to 

determine salary. The salary level in the range will be related to, but not limited to, 

such factors as experience and length of previous service in the County, and shall 

be recommended by the Division Manager and approved by the Human 

Resources Director.

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SECTION 19

PERFORMANCE MANAGEMENT

19.1 Performance Management 

The Human Resources Director is responsible for the development, maintenance, 

and administration of the performance management system. 

Each Department Director is responsible for establishing organizational and 

individual performance standards for each employee. These standards shall be 

tied to the goals and objectives of the department. The outcome must be 

objective, measurable, and observable. Good performance evaluations benefit 

both employees and the BCC. They promote common understanding of individual 

needs, work objectives and standards of acceptable performance.

19.2 Evaluating Performance 

Each employee shall be given a copy of the performance evaluation based on his 

individual duties and responsibilities. Employees shall meet with the Rating Official 

at the beginning of the evaluation period to review the established standards to 

discuss the goals and objectives and reach an understanding of the expectations. 

The Rating Official shall submit the performance evaluation to the Department 

Director or designee and obtain approval before discussing it with the employee. 

The Rating Official shall attach written justification to the evaluation regarding the 

standards in which the employee does not meet the established standards and 

when the employee exceeds standards. An employee may submit comments 

regarding the evaluation; however, it does not guarantee that changes will be 

made to the evaluation. 

19.3 Quarterly Reviews 

Every quarter after the annual evaluation, supervisors shall conduct a quarterly 

performance review, discussing with each employee the employee’s previous 

evaluation, current performance and accomplishments since the annual review. If 

the employee is not performing at an acceptable level of meeting standards, 

documentation of non-performance and guidance on what and how to improve 

shall be provided in writing to the employee. Quarterly reviews are retained at the 

division level.

19.4 Promotion, Transfer, or Demotion 

Employees who receive a promotion, transfer or demotion that is less than ninety 

(90) days from the effective date of the last performance evaluation shall not 

receive a performance evaluation from the releasing division. If more than ninety 

(90) days since the last performance evaluation, the releasing supervisor shall 

conduct a close-out evaluation and forward to the Human Resources Department.

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19.5 When Anniversary Dates Change 

A new anniversary date shall be established on the effective date of any 

transaction that moves an employee from one position to another, or when an 

employee moves from the classified service to the unclassified service or vice 

versa.

19.6 Rebuttal 

If an employee disagrees with any statement in a performance evaluation, a 

written rebuttal may be attached to the evaluation before it is submitted to the 

Human Resources Department.

19.7 Appeals 

The performance evaluation cannot be appealed or grieved. Only adverse 

employee actions, e.g., suspensions, demotions, and terminations associated with 

the overall “Does Not Meet” rating may be appealed to the Merit System 

Protection Board or grieved to the respective collective bargaining agreement. 

19.8 Official Records 

The original performance evaluation shall be submitted to the Human Resources 

Department to be included in the employee’s official personnel file. 

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SECTION 20

DEMOTIONS

20.1 Involuntary Demotions

a. Unsatisfactory Performance. An employee who fails to satisfactorily perform 

the duties and responsibilities required of the job may be demoted to a job 

classification at a lower DBM for which he qualifies. Documentation of 

unsatisfactory performance shall be submitted to the Human Resources 

Department on the respective Employee Performance Evaluation form as 

justification for the demotion.

b. Discipline: As a disciplinary measure, an employee may be demoted to a 

lower classification based upon unacceptable personal conduct. The Human 

Resources Department shall be contacted prior to initiating the demotion of 

an employee. This action may be administered to the employee after it has 

been reviewed and approved by the Human Resources Department and the 

County Attorney’s Office. 

c. Discipline of bargaining unit employees must comply with the union contract.

20.2 Voluntary Demotions

An employee may request, in writing, a voluntary demotion to any classification for 

which he is qualified. 

20.3 Pay Rate, Probationary Period, and Anniversary Dates

a. Pay Rate. An employee affected by a demotion shall have his pay adjusted 

to the DBM of the job classification to which the demotion is made as follows:

by five (5) percent, provided the new pay rate shall not exceed the maximum 

pay of the new classification or fall below the minimum pay of the new 

classification.

b. Probationary Period. An employee in his initial probationary period shall 

serve the balance of the probationary period in the new class. If the 

remainder of the probationary period is less than 90 days, the employee shall 

serve at least 90 days of probation in the new position. In any case, a 90-day 

performance probationary period shall be required.

c. A new anniversary date shall be established on the effective date of a 

demotion. 

20.4 Demotion of Promotional Employee Currently Serving a Probationary Period

A promotional probationary employee may be demoted for the inability to perform 

the duties and responsibilities required by the higher job classification in 

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accordance with these Policies and Procedures. 

If an employee in regular status has been promoted but fails to successfully 

complete the probationary period, the division shall submit written documentation 

to justify demoting the employee to the position previously held. The employee will 

revert to the position held prior to the promotion if the position is vacant. If the 

position is not vacant, the individual will be offered another vacant position equal 

to or lower in pay for which he is qualified. If there are no vacant positions, the 

employee is to be offered the first vacant position equal to or lower in pay grade 

for which he qualifies when such position becomes available. For a period limited 

to one (1) year, employees are not to be hired or promoted to applicable vacant 

positions until the demoted employee, who must have been in good standing with 

a satisfactory performance evaluation prior to his promotion, is offered a vacant 

position within the division to which they promoted. The rate of pay in the new 

position shall be the same rate of pay in the former position prior to the original 

promotion; provided, however that the pay may not exceed the maximum of the 

pay range for the new position. 

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SECTION 21

LAYOFF/REDUCTION IN FORCE – CLASSIFIED EMPLOYEES

The Department Director (DD) must notify the Human Resources Director of any 

anticipated need for the layoff of their employees. A DD may lay off employees because 

of lack of funds or lack of work, provided that such reductions are made in good faith. 

Prior to a layoff, the DD shall notify the Human Resources Department of the classes of 

positions directly affected, the number of positions to be vacated within each class; and 

the reasons therefore. Thereupon, the Human Resources staff shall furnish to the 

Department a valid departmental seniority list based on the employees’ seniority dates, 

including the names of the persons in the identified positions. 

21.1 Layoff Notice

The Human Resources staff will provide written notification to the employees who 

will be affected by a Reduction In Force (RIF). Employees shall be given a 

minimum of fifteen (15) calendar days’ notice prior to their layoff effective date. 

21.2 Order of Reduction in Force

 A reduction in force shall be made by seniority (50% of the decision) and by 

performance (50% of the decision) within the affected classes. The following is 

how the retention score is calculated:

A. Seniority - 50%

Points to be 

Years Awarded

Beginning date through the end of the 1st year 0

Beginning 2nd year through end of 2nd year 1

Beginning 3rd year through end of 5th year 2

Beginning 6th year through end of 9th year 3

Beginning 10th year through end of 19th year 4

Beginning 20th year and more 5

B. Performance - 50%

Evaluations graded less than three receive no points; employees (emps) 

ranked in lowest 20% get 1 point; emps. in next 20% get 2 pts; emps. in 

middle 20% get 3 pts: emps. in 4th 20% get 4 Pts; emps. in top 20% get 5 

pts.

C. Total points (A + B) equal the retention score. 

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D. Employees covered by collective bargaining agreement should be laid off in reverse 

 seniority order.

21.3 Preference List

 Employees laid off because of a RIF shall be notified when positions in their 

classes become available for six months following date of actual lay-off. 

21.4 Bridging of Service

Employees rehired within one (1) year will be given an adjusted seniority date to 

adjust for the period of layoff upon their reinstatement. 

21.5 Vacancy Notification

The Human Resources staff shall notify an employee who has been laid off of any 

vacancy in the same class for which the employee was laid off. Such notice shall 

be sent to his last known address. The notified employee shall be given seven (7) 

calendar days to notify the Human Resources staff of his interest in the position. If 

selected, the employee shall be given seven (7) additional calendar days to 

actually report to work unless this period is extended with the express consent of 

the employee and the DD where the vacancy exists. The failure of such employee 

to comply with any of the above conditions within the time limits specified shall 

void all reinstatement rights. The fact that a registered letter is returned to Human 

Resources because it failed to reach the employee at his last known address on 

record shall be taken as proof that the employee has failed to keep Human 

Resources advised of his current address, and the employee; therefore, shall 

forfeit his rights for reinstatement.

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SECTION 22

SEPARATION FROM SERVICE

22.1 Resignation

A resignation is considered a voluntary act on the part of the employee and shall 

not be forced.

22.2 Resignation in Good Standing

a. An employee in the classified service is expected to submit a written notice of 

resignation to his immediate supervisor at least two (2) weeks prior to the 

effective date of the resignation.

b. An employee in the unclassified service is expected to submit a written notice 

of resignation to the Department Director and the County Administrator. For 

PTC employees a 30-day notification shall be given and for SES employees a 

90-day notification shall be given.

c. Failure to comply with this requirement may be cause for immediate removal in 

bad standing. However, the Department Director may recommend and the 

Human Resources Director may exempt from this requirement any employee 

who has given less than the required notice, if in his judgment, exceptional 

circumstances warrant such exemption. 

The employee may not rescind a resignation, once tendered and accepted by the

Department Director. The Department Director must approve any change to the 

employee’s submitted resignation.

22.3 Resignation in Bad Standing

a. Failure to provide sufficient and proper resignation notice may result in a bad 

standing status for the employee. The Department Director shall submit 

justification to the Human Resources Department supporting the decision to 

establish bad standing status for the employee.

b. An employee who resigns with a current performance evaluation of an overall 

“did not meet” or is currently performing under a Performance Improvement 

Plan (PIP) shall be noted as having resigned in bad standing.

22.4 Resignation in Lieu of Disciplinary Action

A resignation in lieu of disciplinary action must be recommended by the 

Department Director. In such cases, documentation of the conditions of the 

voluntary resignation must be reviewed and approved by the Human Resources

Director before any action is taken.

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22.5 Eligible for Rehire

The Department Director shall submit justification to the Human Resources 

Department if an employee is not eligible for rehire. This justification shall be 

submitted with the Personnel Action Form (PAF) and it will be included in the 

employee’s Official Personnel File.

22.6 Involuntary Separation

An employee may be terminated whenever work habits, job performance, 

production or personal conduct falls below acceptable standards or whenever an 

employee has been found guilty of serious or repeated violations of rules, policies 

or procedures. An involuntary separation of a regular classified employee may be 

appealed to the Merit System Protection Board or grieved to their respective 

Collective Bargaining Agreement.

22.7 Retirement

An employee may retire subject to the provisions of the Florida Retirement System 

(FRS). An employee planning to retire shall notify their Division Manager and the 

Human Resources Department at least ninety (90) days prior to the planned date 

of retirement.

22.8 Layoff, Reduction-In-Force

Please refer to Section 21 of these HR Policies and Procedures.

22.9 Death of Employee

The official date of termination shall be the date of the death. All compensation 

due to the employee as of the effective date of the death shall be paid to the 

appropriate individual(s) as determined by law. 

22.10 Exit Interviews

When sufficient notice is provided, the Human Resources Department shall make 

every reasonable effort to interview separating employees. 

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SECTION 23

DISCIPLINE – CLASSIFIED EMPLOYEES

23.1 Purpose

Discipline is action taken against an employee when a policy, practice or 

procedure of the County or department is violated, when work performance is not 

satisfactory, or when other inappropriate behavior is exhibited. 

Unclassified employees are “at will” employees; therefore, these disciplinary 

procedures are not applicable. 

23.2 Types of Disciplinary Action

The types of disciplinary action, in order of their severity, are:

a. Letter of Counseling

b. Written Reprimand

c. Suspension (without pay)

d. Demotion

e. Termination

23.3 Notice of Disciplinary Action (NODA)

Notice of the disciplinary action of an employee shall state in writing the nature of 

the action taken, the effective date of the action and, if a suspension, the duration 

thereof. Such notice shall specify the date, time, and place (where applicable) and 

nature of the violation or misconduct charged in sufficient detail to provide the 

employee an opportunity to prepare a defense. The employee shall be served a 

Notice of Pending Disciplinary Action (NOPDA) providing the employee an 

opportunity to prepare a defense. All formal disciplinary actions (suspension, 

demotion and termination) shall be coordinated with the Human Resources 

Department before being served on the employee. The County Attorney shall 

concur on disciplinary actions that could result in an adverse action. The County

Administrator or designee shall sign such notice. 

23.4 Service of Notice of Disciplinary Action on Employee

Service of a notice of disciplinary action on an employee against whom such 

action has been taken shall be made by delivering a copy of the Notice of 

Disciplinary Action form to the employee in person or by legal service of process, 

or if the employee is absent from his employment, by mailing a copy of such notice 

by certified mail to the last known address of the employee as reflected on the 

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records of the Board of County Commissioners.

23.5 Appeals\and/or Grievances

When a disciplinary action is served upon the employee that could result in an 

adverse action, the employee has the right to appeal to the Merit System 

Protection Board or may appeal under the terms of the employee’s respective 

collective bargaining agreement. An employee may not appeal or grieve a Letter 

of Counseling or a Written Reprimand. 

23.6 Collective Bargaining Agreements (CBA)

Bargaining Unit employees shall review their appropriate Collective Bargaining 

Agreement to determine if these policies and procedures apply to them. In case of 

a conflict between the applicable CBA and these policies and procedures, the 

provisions in the CBA shall prevail.

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SECTION 24

GRIEVANCES – CLASSIFIED EMPLOYEES

24.1 Employee Rights

An employee has the right to file a grievance without fear of reprisal, retaliation or 

discrimination. The employee’s grievance shall be treated seriously, promptly and 

with as much confidentiality as possible with supervisors and others who may 

become involved. 

24.2 Employee Duty

Before filing a written grievance, the Board of County Commissioners encourages 

full, informal discussion of the issue(s) between the supervisor and the employee. 

The goal of this discussion should be to resolve the matter without the need for a 

written grievance. 

24.3 Reasons

A grievance can be filed for work-related dissatisfaction. Grievances cannot be 

filed due to administrative policy, performance evaluations or pay issues. Most job 

related dissatisfaction or problems can be handled by the first level supervisor.

24.4 Eligibility

Employees who have successfully completed an initial probationary period may 

file a grievance. Employees who are in term, temporary, and relief appointments 

may pursue a grievance only to the Division Manager level in their department.

24.5 Process of Filling a Grievance

Step One - Any employee who believes that he or she has a grievance shall take 

up the matter orally with his or her immediate supervisor within seven (7) calendar

days its occurrence. The immediate supervisor shall attempt to resolve the matter 

and respond orally to the employee within seven (7) calendar days of the date on 

which the employee initially brought the grievance to his or her attention.

Step Two - If the response of the immediate supervisor is unsatisfactory to the 

employee and does not resolve the issue, or the immediate supervisor does not 

respond to the employee within seven (7) working days, the employee may 

complete a Grievance Form and present the completed form to his/her Division

Manager within seven (7) calendar days after the date on which the immediate 

supervisor’s response was due or from the date the response did not resolve the 

issue. The Division Manager shall provide opportunity for discussion and review, 

and shall respond in writing on the Grievance Form within seven (7) calendar days 

after receipt of the form from the employee.

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Step Three - If the response from the Division Manager is unsatisfactory to the 

employee and does not resolve the issue, or the Division Manager does not 

respond to the employee within seven (7) calendar days, the employee may 

forward the Grievance Form to the Department Director within seven (7) calendar 

days of the date on which the Division Manager’s response was due or from the 

date the response did not resolve the issue. The Department Director shall 

investigate the matter and shall meet with the employee, and if applicable, include 

the supervisor(s) who responded in Steps One and Two. The Department Director

shall use existing policies and procedures as appropriate to resolve the grievance. 

The Department Director shall respond in writing on the Grievance Form within 14 

calendar days of the date on which he or she received the grievance. All 

decisions of the Department Director are final and not subject to further appeal.

24.6 Resolution

A resolution exists only when signed by both employee and a member of the 

management team.

24.7 Exceptions

The Human Resources Director reserves the right to review grievances and the 

process taken by management to resolve said grievances.

All grievances pertaining to violations of Title VII of the Civil Rights Act of 1964, the 

American’s With Disabilities Act (ADA), and other applicable federal, state and/or 

local laws and regulations should be immediately reported to the Human 

Resources Department.

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SECTION 25

 PERSONNEL FORMS, RECORDS AND REPORTS

The Human Resources Department will have the authority and responsibility to approve, 

develop, and implement all forms and databases for personnel actions.

Records and reports are available for inspection and copying in accordance with 

applicable public record laws of the State of Florida.

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SECTION 26

EMERGENCY MANPOWER PLAN

26.1 Purpose

To establish uniform, fair, and standardized procedures by which the Escambia 

County Administrator may employ a program which allows for the pre-notification 

of employees of their emergency assignment status and plans for effective 

management of employees during times of local emergency.

26.2 Scope

This plan applies to all full-time employees of Escambia County BCC, and is 

administered by the Human Resources Department. Participation is considered a 

“condition of employment” for those applicable employees. Any conflicts which may 

arise in the application of this program shall be referred to the Human Resources 

Department and, if necessary, the Human Resources Director may forward to the 

County Administrator, or designee, for final resolution. This plan is written in 

accordance with and shall not conflict with the Comprehensive Emergency 

Management Plan (CEMP) as implemented by the Director of the Public Safety 

Department. Terms not fully explained in this plan may be clarified by referring to 

the CEMP. If a conflict exists between this section and the CEMP, the CEMP shall 

govern.

26.3 Declaration of Support

The Board of County Commissioners supports the efforts of its employees to 

provide for the safety and welfare of the citizens of Escambia County. It should be 

understood by all employees that during a period of emergency, day-to-day 

operations may be altered and temporary duties outside the normal scope of their 

employment may be required for the duration of the state of emergency.

26.4 Employee Categories

a. All employees of the BCC, for purposes of this plan, shall be placed into one 

of the following categories:

1. Emergency Critical (EC) – During a Declared State of Emergency, these 

are considered the BCC’s “key workers.” Once a State of Emergency 

exists, the EOC and other critical functions will be operational 24 hours 

each day, manned by employees in this category. These EC employees 

have advance orders and will be working either in a County facility or in 

the field as appropriate prior to and/or during the actual event. It is the 

responsibility of these employees to prepare and make arrangements for 

family and personal needs in advance of the emergency. In most cases, 

control of these employees is retained by the appropriate Department 

Director, the Incident Commander, or designee. If, for any reason, the 

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employee cannot perform the duties as required, the Department Director

is expected to replace them with another employee from their division.

2. Emergency Essential (EE) – Employees who are Emergency Essential 

are not required to be on duty during the actual event, but are required to 

report to their duty assignment immediately following the event, when 

conditions are considered safe, normally within 24 hours of the event, or 

as otherwise directed. Duties will normally be in support of the division’s 

post-event mission, and control is retained by the appropriate Department 

Director. Employees are to be notified, in advance, of reporting 

instructions, to include a specific reporting place, time, and circumstances 

(e.g. when the wind speed is considered safe) for returning for duty.

3. Emergency Manpower Pool (EMP) – Employees without a specific and 

immediate emergency divisional assignment before, during, or following 

the event are placed in the Emergency Manpower Pool. Employees in 

the EMP are temporarily reassigned from their Bureau responsibilities and 

given duties related to recovery efforts. Pool employees are required to 

report to their new duty assignment within a maximum of 48 hours of the 

event (e.g. hurricane landfall), or as otherwise directed. Once assigned to 

the EMP, the Emergency Manpower Manager (EMM) will direct work 

assignments. Removal of an employee from the EMP for reassignment 

back to their parent division must be approved by their Department 

Director and the EMM.

4. Citizens’ Information Center (CIC) – Some members of the EMP may be 

assigned duties in the CIC. Employees assigned such duty will report 

when directed to the Emergency Operations Center (EOC), and will work 

under the supervisory control of the Office of the County Administrator. 

Duties in the CIC often begin prior to the actual Declaration of 

Emergency, typically require shift work, and may extend beyond the 

expiration of that declaration. Prior to reassignment to their division, prior 

coordination with the CIC team leader must occur to prevent gaps or 

shortfalls in scheduling. If for any reason, the employee cannot perform 

the duties as required, the Department Director is expected to replace 

them with another employee from their division. 

b. Assignment of an employee into one of these above categories is at the

discretion of management, and is considered a “Condition of Employment”

for employees of the BCC. Final assignment of an employee into an 

emergency category shall be at the discretion of the County Administrator or 

his designee. The EMM shall maintain the master list of employee 

assignments.

c. Employees not tasked as Emergency Critical or Emergency Essential shall be 

automatically placed in the Emergency Manpower Pool. Following certain 

events, including, but not limited to, a major hurricane, an extremely large 

relief effort may be required, requiring large numbers of employees to meet 

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the basic needs of the community. If sufficient numbers of workers cannot be 

found through voluntary efforts, the County Administrator, or designee, may 

reassign additional employees involuntarily from EC, EE, or CIC into the EMP.

d. Prior to being released from the last duty day before an anticipated event, 

employees will be directed by their division when and where to next report. 

Failure by employees to abide by those instructions may result in disciplinary 

action, up to and including termination, depending on the circumstances. 

Each employee is solely responsible for reporting within the directed 

timeframe. Evacuation, impassable roads, or downed communications 

networks shall not constitute excuses for a failure to report as required under

this plan. 

26.5 Pay Procedures

Due to the greatly expanded working hours, increased workload, added hardships, 

and personal sacrifices made by BCC employees during very difficult 

circumstances, the standard payment procedure during the period of a declared 

emergency will be as described at the time of the declaration or as soon as practical 

thereafter. 

26.6 General Provisions

a. Upon notification by the County Administrator, or designee, of an actual or 

potential emergency, the Human Resources Director will initiate proceedings to 

activate the Emergency Manpower Pool Plan. 

b. Every BCC employee must keep their County ID in their possession at all times 

and be prepared to display it to pass through security checkpoints or gain 

access to County facilities. The back of their badge should state “BCC 

Emergency Disaster Team” to assist with the passage of law enforcement 

checkpoints. An employee information hotline toll free telephone number, 1-

866-699-7572, is also printed on the back of the ID card.

c. Department Director shall be granted waiver authority to the Escambia County

Vehicle Policy. With their Chief’s approval, employees shall be allowed to take 

a Division-assigned vehicle home during the emergency.

Personnel in EC, EE, EMP, or CIC categories, who cannot report to duty as 

assigned, must request a waiver through their Bureau Chief, who will recommend 

approval/disapproval through the EMM to the County Administrator for final 

approval/disapproval. In cases of Failure to Notify of absence from duty and/or 

disapproval of waiver request, the employee may be charged with Absent Without 

Leave (AWOL) and be subject to disciplinary action, up to and including 

termination.

26.7 Responsibility

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It is the employee’s responsibility to contact their supervisor, monitor media 

announcements (radio/TV/internet, etc.), and to call the EMP Toll-Free Employee 

Information Hotline (1-866-699-7572) for automated instructions and updates. 

Should typical means of communication be down, i.e. landline and/or cell phone 

usage, the employee is responsible to make contact by any manner necessary 

and to report for duty or to the predetermined location for EMP assignments within 

48 hours. Unless otherwise specified, EMP personnel shall meet at the Escambia 

County Extension Service, Windstorm Mitigation Building, 3740 Stefani Road,

Cantonment, Florida for assignment.

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SECTION 27

ETHICS AND STANDARDS OF CONDUCT

The conduct of all public appointed officers and employees shall be measured by 

the standards set out in Part III, Chapter 112, Florida Statutes, and by those 

additional standards adopted by the County that require a higher standard of 

conduct than permitted under the State Code of Ethics, including but not limited to 

the following:

27.1 Personal Interest in County Contract or Transaction

No County Public Officer or employee having the power or duty to perform an 

official action related to a County contract or a transaction shall:

a. Have or thereafter acquire any interest in such a contract or transaction, or

b. Have an interest in any business entity representing, advising, or appearing on 

behalf of, whether paid or unpaid, any person involved in such contract or 

transaction, or

c. Have solicited or accepted present or future employment with a person or 

business entity involved in such contract or transaction, or

d. Have solicited, accepted, or granted a present or future gift, favor, service, or 

thing of value from or to a person involved in such contract or transaction, 

except as otherwise allowed in the State Code of Ethics.

27.2 Disclosure or Use of Certain Information

No public officer, employee of an agency, or local government attorney shall 

disclose or use information not available to members of the general public and 

gained by reason of his or her official position for his or her personal gain or 

benefit or for the personal gain or benefit of any other person or business entity.

27.3 Withholding of Information (Required Disclosure)

a. No public appointed officers or employees shall withhold any information when 

the officer or employee knows, or reasonably should know, that a failure to 

disclose may impair the proper decision making of any County boards, 

authorities, agencies or committees. In addition to the requirements of Chapter 

112, Part III, Code of Ethics for Public Officers and Employees, members of 

subordinate boards and committees, and any of the County’s employees who 

are recommending the approval or denial of a recommendation for any official 

action shall, prior to any such action, disclose any recent (within the last 90 

days) or ongoing business, financial, or investment relationship or interest that 

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may, in the context of the proposed official motion, reasonably be deemed to 

create the appearance of impropriety.

b. Employees classified as Senior Executive Service I or II shall be required to 

comply with the financial disclosure requirements established pursuant to 

Section 112.3145, Florida Statute (2007), including any appointed public officer 

or employee in the Senior Executive Service who does not have an 

independent obligation to make such financial disclosure under that section. 

For any SES employee who does not have an independent obligation to make 

this financial obligation under state law, disclosure shall be made on the 

Statement of Financial Interest form. Disclosure shall be made on an annual 

basis but shall not be made later than July 1 of each year. The County Ethics 

Officer shall ensure that disclosure forms and all necessary instructions for 

compliance are available and that members of the Senior Executive Service 

have adequate time to complete the disclosure forms. The County Ethics 

Officer shall be the custodian of records for any disclosure forms that are not 

required to be sent to the State of Florida Commission on Ethics.

27.4 Public Property

No County Public Officer or employee shall request or permit the unauthorized use 

of County-owned vehicles, equipment, materials, or property.

27.5 Special Treatment

No County Public Officer or employee shall grant any special consideration, 

treatment, or advantage to any person, group or organization beyond that which is 

available to every other person, group or organization in the same or similar 

circumstances.

27.6 Payment of Debts

All public officers and employees shall settle, in a timely fashion, business

accounts between them and the County, including the payment of taxes.

27.7 Gifts and Gratuities

Appointed public officers and employees shall not directly solicit any gift or accept 

or receive any gift – whether it be money, services, loans, travel, entertainment, 

hospitality, a promise, or in any other form – under circumstances where it could 

be reasonably inferred or expected that the gift was intended to influence them in 

the performance of their official duties, or the gift was intended to serve as a 

reward for any official action on their part. Furthermore, no County employee shall 

receive any gifts from organizations, business concerns, or individuals that are 

lobbyists or vendors that have a business relationship with the County if such gift 

has a value over $50.00. It is particularly important that executive, managers, 

supervisors, inspectors, purchasing agents, law enforcement officers, etc., guard 

against any relationship that might be construed as evidence of favoritism, 

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coercion, unfair advantage or collusion.

The following shall not be deemed a violation of the limitations this Policy imposes

as it relates to gifts and gratuities over $50.00:

a. Legitimate salary, benefits, fees, commissions, or expenses associated with a 

public officer’s or employee’s non-public business;

b. An award, plaque, certificate, memento, or similar item given in recognition of 

the public officer’s or employee’s civic, charitable, political, professional, or 

public service;

c. Food, beverages, and registration at group events to which all similarly situated 

employees or public officers are invited;

d. Actual and reasonable expenses, as set out in the County travel policy, for 

food, beverages, travel, lodging, and registration for a meeting which are 

provided to a public officer or employee so that he or she may participate in or 

speak at a meeting or conference or similar event;

e. A commercially reasonable loan offered to the public at large and made in the 

ordinary course of business;

f. Promotional items generally distributed free to public officers or employees by 

County vendors; and

g. Gifts from a relative (father, mother, son, daughter, husband, wife, brother, 

sister, father-in-law, mother-in-law, son-in-law, or daughter-in-law) of the 

appointed officer or employee.

27.8 Gift Reports

All reporting individuals, including County Commissioners, County Attorney, 

County Administrator, Purchasing Manager, the administrator with the power to 

grant land development permits, i.e., County Engineer, Chief Building Official, 

County Pollution Control Official and County Environmental Control Official; i.e., 

members of Planning Board and Board of Adjustment, and Fire Chief, who receive 

a gift shall report that gift in the manner provided by Section 112.3148, Florida 

Statutes.

27.9 Outside Employment

County employees may engage in outside employment, subject to the following 

restrictions:

a. County employees may not render services for outside interests or conduct a 

private business when such employment, service, or business creates a conflict 

with or impairs the proper discharge of their duties; and

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b. County employees may not use County property or resources to assist or 

promote the outside employment, service or business; and

c. County employees may not use any portion of time spent working for the 

County to assist or promote such outside employment, service, or business.

d. Furthermore, all County employees seeking to engage in private employment 

must complete the certification form that: 1) discloses the identity of the private 

employment, service, or business, 2) discloses the nature of the private 

employment, service, or business, and the job duties of the position that the 

County employee seeks, and 3) discloses whether, to the employee’s 

knowledge, the private employer, service, or business is a vendor or contractor 

for the County. This certification form, declaring such outside employment, 

must be filed with and approved by the County Ethics Officer and approved by 

the County Administrator. A copy of the certification form will be maintained in 

the employee’s official personnel file.

27.10 Prohibited Investments

No appointed public officer or employee over the course of his or her employment 

shall be allowed to have any personal investment which in any way would create a 

substantial conflict of interest between his or her private interests and the County’s 

interest. Additionally, no appointed public officer or employee who reviews 

applications for permits or approvals shall enter into any contractual relationship 

with a person or entity who must obtain a County permit or approval for the 

property (real or personal) that is the subject of the contract. However, once the 

person or entity has obtained a final decision on the permit or approval, the 

appointed public officer may enter into a contractual relationship for the property, 

provided: 1) any member of the public has the same opportunity to enter into a 

contractual relationship for the property with substantially similar terms and 

conditions, and 2) the contractual relationship does not violate any other provision 

of this policy. A decision is deemed final after any and all appeals of the decision

are final.

Furthermore, no County employee (including the County Administrator and the 

County Attorney) may enter into any joint business or joint investment with an 

elected County officer while the officer is serving his or her term of office. If the 

employee has any joint business or joint investment, with a commissioner that 

existed prior to the election of the commissioner, the employee must make full 

disclosure of the business or investment immediately upon the election of the 

commissioner.

27.11 Miscellaneous Malfeasance or Misfeasance

Any County Public Officer or employee, who breaches the public trust for private 

gain, shall be liable to the County for repayment of all financial benefits obtained 

by such a breach. It also shall be unlawful and a violation of this policy for any 

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County Public Officer or employee to threaten or intimidate or otherwise impede 

any witness, investigation, administration of law, the conduct of any public 

meeting, or any other act that would interfere with the lawful functioning of County

government.

27.12 Improper Use of Position

No County Public Officer, employee or County Attorney shall use or attempt to use 

his or her official position or any property or resource which may be within his or 

her trust, to secure a special privilege, benefit, or exemption for himself, herself, or 

others.

27.13 Converting County Property

A County Public Officer or employee is prohibited from converting or embezzling 

any real or personal property for which that public officer or employee is required 

to possess or control in the execution of his or her County duties. Upon a 

conviction and adjudication of guilt by a court of competent jurisdiction, whether 

civil or criminal, the County shall request that the court require proper restitution to 

the County.

27.14 Political Activity

Any County Public Officer or employee (except for the elected members of the 

Board of County Commissioners) is prohibited from conducting political activities 

while on County time. No such political activities will be undertaken by any person 

who disadvantages the functioning of County government. A County Public Officer

or employee is prohibited from using County resources to aid or boost the political 

campaign of any elected public officer. This policy shall not be interpreted to 

violate the protected constitutional rights of the First Amendment or the impairment 

of any public officer or employee’s civil rights to vote and to take part in political 

campaigns.

27.15 Professional Services

No County Public Officer or employee may recommend the services of any lawyer

or other professional to assist any person in a transaction involving the County

unless such recommendation is a part of that person’s official duties. No attorney 

employed by the County or other employee shall represent a private individual or 

entity before the County.

27.16 Ethics Officer

A County Ethics Officer will be appointed by the Board of County Commissioners. 

Unless another County employee is specifically designated as the County Ethics 

Officer by the Board of County Commissioners, the employee holding the position 

of County Human Resources Director shall be the County Ethics Officer. The 

County Ethics Officer duties and responsibilities shall be assigned, as a separate 

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responsibility, to the Human Resources Director. The Ethics Officer may receive 

complaints from the public or County personnel involving alleged ethical violations 

by the County’s appointed public officers or employees. The Ethics Officer will 

review any such allegation to determine whether or not it appears to be factually 

grounded. The Ethics Officer shall also report the allegation to the Chairman, 

BCC and the County Administrator and shall review the factual basis for the

allegation with the County Attorney. Should the complaint involve the County

Administrator, the complaint shall be referred to the Chairman of the Board. 

Should the complaint involve any Board Member or Ethics Officer the complaint 

shall be referred to the County Attorney. After such review, the Ethics Officer may 

initiate an investigation or refer the complainant to the State Commission on Ethics 

(COE) as appropriate. For purposes of this Policy, the Ethics Officer’s decision to 

initiate an investigation or to make a referral to the COE is subject to approval by 

the Chairman of the BCC and the County Administrator. The Ethics Officer’s 

completed report will be submitted to the Chairman of the Board of County

Commissioners. Removal of the Ethics Officer will require a majority vote of the 

Board of County Commissioners after a finding of good cause.

27.17 Disclosure of Criminal Records Required

Any person applying for appointment to a County board or committee or for 

employment with Escambia County will disclose any criminal convictions and the 

failure to do so may result in dismissal from any such volunteer, board or 

committee member, or from employment of the County.

27.18 Prohibition Against Misuse of Code

Individuals covered by this policy shall not use its provisions to further a false or 

frivolous claim against another. False claims shall be those forwarded with 

knowledge that the claim contains one or more false allegations or with reckless 

disregard for whether the complaint contains false allegations of material fact. The 

filing of a false complaint shall be a violation of this policy.

27.19 Enforcement and Penalty

Pursuant to Subsection 112.317(3)(b), Florida Statutes, the Board of County

Commissioners finds that an efficient and effective method for the determination of 

violations of the ethical standards set forth in this Policy is through local 

enforcement as provided herein. This Policy may be enforced in any manner 

allowed, authorized, or otherwise provided by law or ordinance, including Section 

125.01, Florida Statutes. 

a. For appointed public officers, who are members of County boards and 

committees, the Board of County Commissioners may censure or remove that 

person for a policy violation and prohibit him or her from being reappointed to a 

County board or committee for up to a period of five (5) years or may refer the 

matter to the State Commission on Ethics for investigation.

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b. For County employees, such employees may be subject to employment 

sanctions for a policy violation, including but not limited to, reduction in pay, 

reprimand, suspension, or termination in accordance with the personnel 

procedures which are currently established allowing for County classified or 

unclassified employees to be disciplined or the referral of the matter to the 

State Commission on Ethics for investigation.

27.20 Training Administration and Records

The Human Resources Director shall be responsible for training, administration 

and records associated with the BCC Ethics Program. All County employees 

classified as Senior Executive Service I or II are required to attend no less than 

two (2) hours of ethics training on an annual basis. Ethics training shall additionally 

be made available to all other supervisors and managers, and must attend a 

minimum of one (1) hour training annually. The Human Resources Director shall 

be responsible for scheduling an adequate number of training sessions and shall 

provide adequate notice of the training sessions. “Ethics Training” includes any 

training on the provisions, application, and enforcement of this policy, on the 

provisions, application, and enforcement of the State Code of Ethics, and any 

other ethics-based training for public employees approved by the County Ethics 

Officer. Failure to attend the minimum requirements for ethics training annually 

shall constitute a “for cause” basis for disciplinary action.

27.21 Misuse of County Visa Purchase Card

Employees are prohibited from using the County purchasing card for personal 

expenses; any such misuse will require immediate reimbursement and could result 

in the following disciplinary action guidelines: 

a. First Offense- In a two (2) year period, a written reprimand.

b. Second Offense- Three (3) day suspension.

c. Third Offense- Employment termination.

All bills and receipts must be forwarded to the Clerk's Accounts Payable Section 

within five business days of receiving the purchase card statement or the same 

disciplinary actions will apply.

27.22 Correcting the Misuse of Purchase Card

Upon realizing a cardholder misused their County purchasing card, they are to 

immediately get a credit from the vendor and notify his or her department 

representative of the circumstances. The Clerk’s Accounts Payable Section must 

also be notified by the next business day. If the cardholder is unable to obtain a 

credit, they must send a check to the Clerk’s Accounts Payable Section for the full 

amount of the unallowable purchase along with an explanation of what occurred 

and what steps were taken to try and obtain a credit. The department 

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representative must also be sent a copy of this report. DO NOT wait until the end 

of the month to notify the department representative, and the Clerk's Accounts 

Payable Section. All bills and receipts must be forwarded to the Clerk's Accounts 

Payable Section within five (5) business days of receiving the purchase card 

statement or the same disciplinary action listed in 27.2 Misuse of County Visa 

Purchase Card will apply.

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SECTION 28

ELECTIVE OFFICE OR POLITICAL ACTIVITY

All employees are governed by the provisions of applicable federal or state laws relating 

to elective office and political activity.

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SECTION 29

SEVERABILITY AND EFFECTIVE DATE

29.1 Severability

If any of the provisions of these Policies and Procedures or if any of the 

regulations or orders, or the application of such provisions to any person or 

circumstances shall be held inoperative, void or invalid, the remaining portion of 

these Policies and Procedures and the application of such provisions to persons or 

circumstances other than those as to which it is held inoperative, void, or invalid, 

shall not be affected thereby.

29.2 Adopted Date

These Policies and Procedures were adopted October 1, 2005.

29.3 History

Revision 1: January 1, 2007

Revision 2: March 1, 2007

Revision 3: October 1, 2009 (Published – March 18, 2010)

Revision 4: January 19, 2012

Revision 6: April 17, 2012

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