nm3clol-public/Russell_County/Human_Resources/2020-08-03-RC Personnel Policy/README.md

---
type: document
title: 2020-08-03-RC Personnel Policy
file: ../2020-08-03-RC Personnel Policy.pdf
tags:
  - Russell_County
  - Human_Resources
  - '2020'
  - 2020-08
  - '2020-08-03'
docDate: '2020-08-03'
contentType: application/pdf
contentLength: 1346531
sha256sum: c9ed272af09fe2a2c516c1b520603f99cf368dc265adbd7813e8744368823bd0
sha1sum: a1d26da8db61c83fa4dd19717e14165bf711cab9
---

 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

RUSSELL COUNTY

PERSONNEL POLICIES
AND PROCEDURES





Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
TABLE OF CONTENTS 

 

TABLE OF CONTENTS 
PART 00. PREFACE 

SECTION 00-01 ADOPTING RESOLUTION OF THE BOARD OF SUPERVISORS 
 

PART 01. INTRODUCTION 

SECTION 01-01 GENERAL 
SECTION 01-02 EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT 
SECTION 01-03 ESTABLISHMENT OF POLICIES 
SECTION 01-04 APPLICABILITY OF POLICIES 
SECTION 01-05 DISSEMINATION OF POLICIES 
SECTION 01-06 DEFINITIONS 
SECTION 01-07 TERMINOLOGY 
SECTION 01-08 ADMINISTRATION 
SECTION 01-09 EFFECTIVE DATE 
SECTION 01-10 AMENDMENTS 
SECTION 01-11 OBJECTIVES AND SCOPE 
SECTION 01-12 INTERPRETATION 

 

PART 02. APPLICATIONS FOR EMPLOYMENT 

SECTION 02-01 GENERAL 
SECTION 02-02 VACANCIES AND NEW POSITIONS 
SECTION 02-03 RECLASSIFICATION, RETITLING AND/OR CONSOLIDATION OF EXITING POSITIONS 
SECTION 02-04 TRANSFER OR PROMOTION OF EMPLOYEES 
SECTION 02-05 PHYSICAL STANDARDS 
SECTION 02-06 EMPLOYEE IDENTIFICATION 
SECTION 02-07 FORM OF APPLICATION 
SECTION 02-08 APPLICATION PROCESS 
SECTION 02-09 OTHER STANDARDS FOR EMPLOYMENT 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
‘TABLE OF CONTENTS,

TABLE OF CONTENTS
PART 00. PREFACE

SECTION 00-01 ADOPTING RESOLUTION OF THE BOARD OF SUPERVISORS

PART 01. INTRODUCTION

SECTION 01-01 GENERAL

SECTION 01-02 EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT
SECTION 01-03 ESTABLISHMENT OF POLICIES
SECTION 01-04 APPLICABILITY OF POLICIES
SECTION 01-05 DISSEMINATION OF POLICIES
SECTION 01-06 DEFINITIONS

SECTION 01-07 TERMINOLOGY

SECTION 01-08 ADMINISTRATION

SECTION 01-09 EFFECTIVE DATE

SECTION 01-10 AMENDMENTS

SECTION 01-11 OBJECTIVES AND SCOPE
SECTION 01-12 INTERPRETATION

PART 02. APPLICATIONS FOR EMPLOYMENT

SECTION 02-01 GENERAL

SECTION 02-02 VACANCIES AND NEW POSITIONS

SECTION 02-03 RECLASSIFICATION, RETITLING ANDIOR CONSOLIDATION OF EXITING POSITIONS
SECTION 02-04 TRANSFER OR PROMOTION OF EMPLOYEES.

SECTION 02-05 PHYSICAL STANDARDS

SECTION 02-06 EMPLOYEE IDENTIFICATION

SECTION 02-07 FORM OF APPLICATION

SECTION 02-08 APPLICATION PROCESS

SECTION 02-09 OTHER STANDARDS FOR EMPLOYMENT




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
TABLE OF CONTENTS 

 

 

PART 03. HIRING AND APPOINTMENTS 

SECTION 03-01 GENERAL 
SECTION 03-02 EMPLOYMENT SELECTION PROCESS 
SECTION 03-03 SELECTION PROCESS PARTICIPANTS 
SECTION 03-04 REVIEW OF EMPLOYMENT APPLICATIONS 
SECTION 03-05 EMPLOYMENT INTERVIEW 
SECTION 03-06 CANDIDATE RECOMMENDATIONS 
SECTION 03-07 NEGOTIATION OF SALARY OR WAGE 
SECTION 03-08 PRE-EMPLOYMENT REQUIREMENTS 
SECTION 03-09 PRE-EMPLOYMENT CRIMINAL RECORD REVIEW 
SECTION 03-10 MANAGER POSITIONS 
SECTION 03-11 TEMPORARY POSITIONS 
SECTION 03-12 TEMPORARY EMPLOYEES  
 

PART 04. ORIENTATION AND PROBATIONARY EMPLOYMENT 

SECTION 04-01 GENERAL 
SECTION 04-02 ORIENTATION  
SECTION 04-03 ORIENTATION INFORMATION PACKET 
SECTION 04-04 ON-THE-JOB TRAINING 
SECTION 04-05 PROBATIONARY EMPLOYMENT PERIOD 

 
PART 05. POSITION CLASSIFICATION PLAN 

SECTION 05-01 GENERAL 
SECTION 05-02 ESTABLISHMENT OF POSITION CLASSIFICATION PLAN 
SECTION 05-03 DESIGNATION OF POSITIONS 
SECTION 05-04 ASSIGNMENT OF POSITIONS 
SECTION 05-05 MAINTENANCE OF POSITION CLASSIFICATION PLAN 
SECTION 05-06 SPECIAL PROVISIONS FOR LIMITED FULL-TIME EMPLOYEES 

 
PART 06. DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES 

SECTION 06-01 GENERAL 
SECTION 06-02 SHARED POSITIONS BETWEEN DEPARTMENTS 
 
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
‘TABLE OF CONTENTS,

PART 03. HIRING AND APPOINTMENTS

SECTION 03-01 GENERAL

SECTION 03-02 EMPLOYMENT SELECTION PROCESS
SECTION 03-03 SELECTION PROCESS PARTICIPANTS.
SECTION 03-04 REVIEW OF EMPLOYMENT APPLICATIONS
SECTION 03-05 EMPLOYMENT INTERVIEW

SECTION 03-06 CANDIDATE RECOMMENDATIONS
SECTION 03-07 NEGOTIATION OF SALARY OR WAGE
SECTION 03-08 PRE-EMPLOYMENT REQUIREMENTS
SECTION 03-09 PRE-EMPLOYMENT CRIMINAL RECORD REVIEW
SECTION 03-10 MANAGER POSITIONS

SECTION 03-11 TEMPORARY POSITIONS

SECTION 03-12 TEMPORARY EMPLOYEES

PART 04. ORIENTATION AND PROBATIONARY EMPLOYMENT
SECTION 04-01 GENERAL
SECTION 04-02 ORIENTATION
SECTION 04-03 ORIENTATION INFORMATION PACKET
SECTION 04-04 ON-THE-JOB TRAINING
SECTION 04-05 PROBATIONARY EMPLOYMENT PERIOD

PART 05. POSITION CLASSIFICATION PLAN
SECTION 05-01 GENERAL
SECTION 05-02 ESTABLISHMENT OF POSITION CLASSIFICATION PLAN
SECTION 05-03 DESIGNATION OF POSITIONS
SECTION 05-04 ASSIGNMENT OF POSITIONS
SECTION 05-05 MAINTENANCE OF POSITION CLASSIFICATION PLAN
SECTION 05-06 SPECIAL PROVISIONS FOR LIMITED FULL-TIME EMPLOYEES

PART 06. DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES

SECTION 06-01 GENERAL
SECTION 06-02 SHARED POSITIONS BETWEEN DEPARTMENTS.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
TABLE OF CONTENTS 

 

 
PART 06. DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES (continued) 

 

SECTION 06-03 DESIGNATED WORKDAY, WORK WEEK AND WORK YEAR 
SECTION 06-04 HOURS OF OPERATION 
SECTION 06-05 MEAL PERIODS 
SECTION 06-06 ESTABLISHMENT OF DEPARTMENTAL OPERATING POLICIES AND PROCEDURES 
SECTION 06-07 OFFICE CLOSURE DURING EMERGENCIES 

 
PART 07. EMPLOYMENT BENEFITS AND LEAVE 

SECTION 07-01 GENERAL 
SECTION 07-02 TYPES OF EMPLOYMENT BENEFITS 
SECTION 07-03 ADMINISTRATION OF LEAVE 
SECTION 07-04 ANNUAL LEAVE 
SECTION 07-05 SICK LEAVE 
SECTION 07-06 JURY LEAVE 
SECTION 07-07 MILITARY LEAVE 
SECTION 07-08 FAMILY & MEDICAL LEAVE  
SECTION 07-09 HOLIDAY LEAVE 
SECTION 07-10 COMPENSATION OF LEAVE AT TERMINATION OF EMPLOYMENT 
SECTION 07-11 EMPLOYMENT BENEFITS AND LEAVE FOR PART-TIME AND FULL-

TIME EMPLOYEES 

SECTION 07-12 LEAVE TRANSFERRAL 
SECTION 07-13 WHEN PAID LEAVE ACCRUED 
SECTION 07-14  ABSENCES WITHOUT LEAVE 
SECTION 07-15 WORKER’S COMPENSATION 
SECTION 07-16 WORKER’S COMPENSATION AND EMPLOYEE PAY 
SECTION 07-17  ADA/ADAA DISABILITIES POLICY 

 
PART 08. COMPENSATORY TIME AND OVERTIME 

SECTION 08-01 GENERAL 
SECTION 08-02 EXEMPT POSITIONS 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
‘TABLE OF CONTENTS,

PART 06. DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES (continued)

SECTION 06-03 DESIGNATED WORKDAY, WORK WEEK AND WORK YEAR
SECTION 06-04 HOURS OF OPERATION

SECTION 06-05 MEAL PERIODS

SECTION 06-06 ESTABLISHMENT OF DEPARTMENTAL OPERATING POLICIES AND PROCEDURES
SECTION 06-07 OFFICE CLOSURE DURING EMERGENCIES.

PART 07. EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-01 GENERAL

SECTION 07-02 TYPES OF EMPLOYMENT BENEFITS.

SECTION 07-03 ADMINISTRATION OF LEAVE

SECTION 07-04 ANNUAL LEAVE

SECTION 07-05 SICK LEAVE

SECTION 07-06 JURY LEAVE

SECTION 07-07 MILITARY LEAVE

SECTION 07-08 FAMILY & MEDICAL LEAVE

SECTION 07-09 HOLIDAY LEAVE

SECTION 07-10 COMPENSATION OF LEAVE AT TERMINATION OF EMPLOYMENT

SECTION 07-11 EMPLOYMENT BENEFITS AND LEAVE FOR PART-TIME AND FULL-
TIME EMPLOYEES

SECTION 07-12 LEAVE TRANSFERRAL

SECTION 07-13 WHEN PAID LEAVE ACCRUED

SECTION 07-14 ABSENCES WITHOUT LEAVE

SECTION 07-15 WORKER'S COMPENSATION

SECTION 07-16 WORKER’S COMPENSATION AND EMPLOYEE PAY
SECTION 07-17 ADA/ADAA DISABILITIES POLICY

PART 08. COMPENSATORY TIME AND OVERTIME

SECTION 08-01 GENERAL
SECTION 08-02 EXEMPT POSITIONS




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
TABLE OF CONTENTS 

 

 

PART 08. COMPENSATORY TIME AND OVERTIME (continued) 
 
SECTION 08-03 NON-EXEMPT POSITIONS 
SECTION 08-04 ELIGIBILITY FOR COMPENSATORY TIME 
SECTION 08-05 DEFINITION OF COMPENSATORY TIME 
SECTION 08-06 SPECIAL CIRCUMSTANCES INVOLVING COMPENSATORY TIME 
SECTION 08-07   AUTHORIZATION TO EARN COMPENSATORY TIME 
SECTION 08-08 USE OF COMPENSATORY TIME 
SECTION 08-09 PAY FOR COMPENSATORY TIME AT TERMINATION 
SECTION 08-10 COMPENSATORY TIME AND OVERTIME PAY FOR PART-TIME AND 

TEMPORARY EMPLOYEES 
SECTION 08-11 TRANSITION OF EMPLOYEES FROM NON-EXEMPT TO EXEMPT POSITIONS 
SECTION 08-12 PART-TIME EMPLOYMENT AND COMPENSATORY TIME/OVERTIME 
SECTION 08-13 OVERTIME PAY 
SECTION 08-14 ADDITIONAL ANNUAL LEAVE DURING WEEKS WITH HOLIDAYS 

 
PART 09. GRIEVANCE PROCEDURE 

SECTION 09-01 GENERAL 
SECTION 09-02 DEFINITION OF GRIEVANCE 
SECTION 09-03 COUNTY RESPONSIBILITIES 
SECTION 09-04 COVERAGE OF PERSONNEL 
SECTION 09-05 DETERMINATION OF GRIEVABILITY 
SECTION 09-06 GRIEVANCE PROCEDURE 
SECTION 09-07 GRIEVANCE PROCEDURE-PANEL HEARING 

 
PART 10. EMPLOYEE ETHICS AND CONDUCT 

SECTION 10-01 GENERAL 
SECTION 10-02 GIFT AND GRATUITIES 
SECTION 10-03 CONFLICT OF INTEREST 
SECTION 10-04 WORKPLACE HARASSMENT AND DISCRIMINATION 
SECTION 10-05 DISCRETION AND CONFIDENTIALITY 
SECTION 10-06 EMPLOYEES AS PUBLIC TRUSTEES 
SECTION 10-07 RELATIONSHIP BETWEEN EMPLOYEES AND BOARD OF SUPERVISORS 
SECTION 10-08 DRESS CODE 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
‘TABLE OF CONTENTS,

PART 08. COMPENSATORY TIME AND OVERTIME (continued)

SECTION 08-03 NON-EXEMPT POSITIONS

SECTION 08-04 ELIGIBILITY FOR COMPENSATORY TIME

SECTION 08-05 DEFINITION OF COMPENSATORY TIME

SECTION 08-06 SPECIAL CIRCUMSTANCES INVOLVING COMPENSATORY TIME
SECTION 08-07 AUTHORIZATION TO EARN COMPENSATORY TIME

SECTION 08-08 USE OF COMPENSATORY TIME

SECTION 08-09 PAY FOR COMPENSATORY TIME AT TERMINATION

SECTION 08-10 COMPENSATORY TIME AND OVERTIME PAY FOR PART-TIME AND.
TEMPORARY EMPLOYEES.
SECTION 08-11 TRANSITION OF EMPLOYEES FROM NON-EXEMPT TO EXEMPT POSITIONS,

SECTION 08-12 PART-TIME EMPLOYMENT AND COMPENSATORY TIME/OVERTIME
SECTION 08-13 OVERTIME PAY
SECTION 08-14 ADDITIONAL ANNUAL LEAVE DURING WEEKS WITH HOLIDAYS

PART 09. GRIEVANCE PROCEDURE

SECTION 09-01 GENERAL

SECTION 09-02 DEFINITION OF GRIEVANCE

SECTION 09-03 COUNTY RESPONSIBILITIES

SECTION 09-04 COVERAGE OF PERSONNEL

SECTION 09-05 DETERMINATION OF GRIEVABILITY
SECTION 09-06 GRIEVANCE PROCEDURE

SECTION 09-07 GRIEVANCE PROCEDURE-PANEL HEARING

PART 10. EMPLOYEE ETHICS AND.

SECTION 10-01 GENERAL

SECTION 10-02 GIFT AND GRATUITIES

SECTION 10-03 CONFLICT OF INTEREST

SECTION 10-04 WORKPLACE HARASSMENT AND DISCRIMINATION
SECTION 10-05 DISCRETION AND CONFIDENTIALITY

SECTION 10-06 EMPLOYEES AS PUBLIC TRUSTEES

SECTION 10-07 RELATIONSHIPBETWEENEMPLOYEES AND BOARD OF SUPERVISORS
SECTION 10-08 DRESS CODE




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
TABLE OF CONTENTS 

 

 

PART 10. EMPLOYEE ETHICS AND CONDUCT (continued) 
 
SECTION 10-09 CHANGE OF ADDRESS OR TELEPHONE NUMBER 
SECTION 10-10 PERSONAL CALLS ON COUNTY TELEPHONES 
SECTION 10-11 PERSONAL USE OF COUNTY PROPERTY 
SECTION 10-12 ADHERENCE TO SAFETY RULES 
SECTION 10-13 DRUG AND ALCOHOL-FREE WORKPLACE                                                    
SECTION 10-14 EMPLOYEE RELATIONS WITH THE PUBLIC 

 
PART 11. DISCIPLINARY ACTION AND TERMINATION 

 
 

SECTION 11-01 GENERAL 
SECTION 11-02 FORMS OF DISCIPLINARY ACTION 
SECTION 11-03  AUTHORIZATION TO TAKE DISCIPLINARY ACTION 
SECTION 11-04  GRADUATION OF DISCIPLINARY ACTIONS 
SECTION 11-05 CAUSES FOR DISCIPLINARY ACTION 
SECTION 11-06 DISCIPLINARY ACTION PROTOCOL 
SECTION 11-07 DISCIPLINARY PROCEDURE 
SECTION 11-08 FILINGS WITHIN PERMANENT PERSONNEL RECORD 
SECTION 11-09  SUSPENSION WITH PAY DURING ADMINISTRATIVE INVESTIGATION 
SECTION 11-10  DISCIPLINARY ACTION AND PERFORMANCE EVALUATION 
SECTION 11-11 DEMOTIONS 
SECTION 11-12 SUSPENSION AND EMPLOYMENT BENEFITS PROGRAMS AND LEAVE 
SECTION 11-13 TERMINATION FOR DISCIPLINARY REASONS 
SECTION 11-14 RESIGNATION 
SECTION 11-15 RETIREMENT 
SECTION 11-16 EMPLOYMENT BENEFITSPROGRAMS UPON TERMINATION, RESIGNATION 

OR RETIREMENT 
 

PART 12. EMPLOYEE PAY PLAN 

SECTION 12-01 PAY PERIODS 
SECTION 12-02 SALARIES AND SALARIED OVERTIME COMPENSATION 
SECTION 12-03 AUTHORIZED PAYROLL DEDUCTIONS 
SECTION 12-04 DEDUCTIONS ON TERMINATION 
SECTION 12-05 PROBATIONARY EMPLOYMENT AND ANNUAL INCREASES 

 
PART 13.  MISCELLANEOUS 

SECTION 13-01 EMPLOYEE TRAVEL 
SECTION 13-02 REIMBURSEMENT OF EMPLOYEE PURCHASES 
SECTION 13-03 EMPLOYEE USE OF COUNTY INTERNET ACCESS 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
‘TABLE OF CONTENTS,

PART 10. EMPLOYEE ETHICS AND CONDUCT (continued)

SECTION 10-09 CHANGE OF ADDRESS OR TELEPHONE NUMBER
SECTION 10-10 PERSONAL CALLS ON COUNTY TELEPHONES
SECTION 10-11 PERSONAL USE OF COUNTY PROPERTY

SECTION 10-12 ADHERENCE TO SAFETY RULES

SECTION 10-13 DRUG AND ALCOHOL-FREE WORKPLACE
SECTION 10-14 EMPLOYEE RELATIONS WITH THE PUBLIC

PART 11. DISCIPLINARY ACTION AND TERMINATION

SECTION 11-01 GENERAL

SECTION 11-02 FORMS OF DISCIPLINARY ACTION

SECTION 11-03 AUTHORIZATION TO TAKE DISCIPLINARY ACTION

SECTION 11-04 GRADUATION OF DISCIPLINARY ACTIONS

SECTION 11-05 CAUSES FOR DISCIPLINARY ACTION

SECTION 11-06 DISCIPLINARY ACTION PROTOCOL

SECTION 11-07 DISCIPLINARY PROCEDURE

SECTION 11-08 FILINGS WITHIN PERMANENT PERSONNEL RECORD

SECTION 11-09 SUSPENSION WITH PAY DURING ADMINISTRATIVE INVESTIGATION
SECTION 11-10 DISCIPLINARY ACTION AND PERFORMANCE EVALUATION
SECTION 11-11 DEMOTIONS

SECTION 11-12 SUSPENSION AND EMPLOYMENT BENEFITS PROGRAMS AND LEAVE
SECTION 11-13 TERMINATION FOR DISCIPLINARY REASONS

SECTION 11-14 RESIGNATION

SECTION 11-15 RETIREMENT

SECTION 11-16 EMPLOYMENT BENEFITS PROGRAMS UPON TERMINATION, RESIGNATION
OR RETIREMENT

PART 12. EMPLOYEE PAY PLAN

SECTION 12-01 PAY PERIODS

SECTION 12-02 SALARIES AND SALARIED OVERTIME COMPENSATION
SECTION 12-03 AUTHORIZED PAYROLL DEDUCTIONS

SECTION 12-04 DEDUCTIONS ON TERMINATION

SECTION 12-05 PROBATIONARY EMPLOYMENT AND ANNUAL INCREASES

PART 13. MISCELLANEOUS

SECTION 13-01 EMPLOYEE TRAVEL
SECTION 13-02 REIMBURSEMENT OF EMPLOYEE PURCHASES
SECTION 13-03 EMPLOYEE USE OF COUNTY INTERNET ACCESS




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 00: PREFACE 

 

 

SECTION 00-01 
Effective Date:  August 3, 2020 

 
ADOPTING RESOLUTION OF THE BOARD OF SUPERVISORS 

 
 

Resolution 07-20 of the Russell County Board of Supervisors are incorporated into this Manual and 
included on the following pages. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 00: PREFACE

SECTION 00-01
Effective Date: August 3, 2020

ADOPTING RESOLUTION OF THE BOARD OF SUPERVISORS

Resolution 07-20 of the Russell County Board of Supervisors are incorporated into this Manual and
included on the following pages




 

                COUNTY OF R USSELL 
                  137 HIGHLANDS DRIVE 

                  LEBANON, VIRGINIA 24266 
______________________________ 

(276) 889-8000  

          (276) 889-8011 (FAX) 

 

 

 

V I R G I N I A: 
 

At a meeting of the Russell County Board of Supervisors held August 3, 2020, at 6 
p.m., at the Russell County Government Center in Lebanon, Virginia, the following were 
present: 

 
PRESENT 

 

Chairperson Rebecca Dye – District 6 
Vice Chairman Steve Breeding – District 5 
Tim Lovelace – District 1 
Lou Ann Wallace – District 2 
Carl Rhea – District 3 
David Eaton – District 4 
Oris Christian – At-Large 

 
Lonzo Lester, County Administrator                     
Katy Patton, County Attorney 

 

On motion of Lou Ann Wallace, second by Tim Lovelace, it was resolved to 
adopt the following Resolution: 

 
RESOLUTION NUMBER 07-20 

 
WHEREAS, the Board of Supervisors of Russell County has determined that the 

present Personnel Policy For Employees of Russell County, Virginia adopted by the 
Board of Supervisors, effective as of August 3, 2020, and including all subsequent 
amendments thereto is now largely inadequate to meet the needs of County employees and 
the Board of Supervisors as a public employer, and 

 
WHEREAS, the Board of Supervisors desires to revise and re-adopt certain rules, 

relative to the conduct of personnel administration for County employees under the 
employment of the Board of Supervisors, and 

 
WHEREAS, the Personnel Policies Review Committee of the Board of 

Supervisors recommends the re-adoption of certain revised rules, regulations, guidelines, 
policies and procedures now embodied in the Russell County Board of Supervisors 
Personnel Policies and Procedures Manual, and  

COUNTY OF RUSSELL
137 HIGHLANDS DRIVE

LEBANON, VIRGINIA 24266

(276) 889-8000
(276) 889-8011 (FAX)

VIRGINIA:

Ata meeting of the Russell County Board of Supervisors held August 3, 2020, at 6
p.m., at the Russell County Government Center in Lebanon, Virginia, the following were
present:

PRESENT

Chairperson Rebecca Dye — District 6
Vice Chairman Steve Breeding — District 5
Tim Lovelace — District 1

Lou Ann Wallace — District 2

Carl Rhea — District 3

David Eaton — District 4

Oris Christian — At-Large

Lonzo Lester, County Administrator
Katy Patton, County Attorney

On motion of Lou Ann Wallace, second by Tim Lovelace, it was resolved to
adopt the following Resolution:

RESOLUTION NUMBER 07-20

WHEREAS, the Board of Supervisors of Russell County has determined that the
present Personnel Policy For Employees of Russell County, Virginia adopted by the
Board of Supervisors, effective as of August 3, 2020, and including all subsequent
amendments thereto is now largely inadequate to meet the needs of County employees and
the Board of Supervisors as a public employer, and

WHEREAS, the Board of Supervisors desires to revise and re-adopt certain rules,
relative to. the conduct of personnel administration for County employees under the
employment of the Board of Supervisors, and

WHEREAS, the Personnel Policies Review Committee of the Board of
Supervisors recommends the re-adoption of certain revised rules, regulations, guidelines,
policies and procedures now embodied in the Russell County Board of Supervisors
Personnel Policies and Procedures Manual, and




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 01: INTRODUCTION 

 

 
 
 
_________________________________ 

 
 
LONZO LESTER, MBA, CPC, VCO 

 

 
COUNTY OF RUSSELL 

 
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Russell County, 

Virginia that it hereby approves, adopts and makes effective the provisions of Sections 1 through 13 
inclusive of the Russell County Board of Supervisors Personnel Policies and Procedures Manual 
effective as of August 3, 2020. 

 
BE IT ALSO RESOLVED the record copies of the Russell County Board of Supervisors Personnel 

Policies and Procedures Manual as adopted hereby this Resolution be maintained in the Offices of 
County Administrator and County Attorney pursuant to Section 01-05 of this Manual, and that original 
Extract Copies of the Minutes of the Meeting of the Board of Supervisors containing this Resolution be 
made part of those record copies. 

 
BE IT ALSO RESOLVED that this Manual be distributed to County employees in 

accordance with the provisions of the Manual; and that copies also be distributed to all elected officials 
and other heads of agencies and organizations of the Constitutional, Independent Agency, Judicial and 
Political Sub-Divisions of the Russell County government as set forth in the Preface of the Manual. 

 

I hereby certify that the aforementioned Resolution is a true exact copy of the Resolution adopted by the 
Russell County, Virginia Board of Supervisors at their regular meeting held August 3, 2020. 

 
The vote on this motion was as follows: (6-1) 

 

 Rebecca Dye Aye  Lou Ann Wallace Aye David Eaton  Aye 
 Steve Breeding Aye  Carl Rhea Aye Oris Christian Nay 
 Tim Lovelace Aye     

 
 

 
 

Lonzo Lester, County Administrator 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

COUNTY OF RUSSELL

NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Russell County,
Virginia that it hereby approves, adopts and makes effective the provisions of Sections 1 through 13

inclusive of the Russell County Board of Supervisors Personnel Policies and Procedures Manual
effective as of August 3, 2020.

BE IT ALSO RESOLVED the record copies of the Russell County Board of Supervisors Personnel
Policies and Procedures Manual as adopted hereby this Resolution be maintained in the Offices of
County Administrator and County Attorney pursuant to Section 01-05 of this Manual, and that original

Extract Copies of the Minutes of the Meeting of the Board of Supervisors containing this Resolution be
made part of those record copies.

BE IT ALSO RESOLVED that this Manual be distributed to County employees in
accordance with the provisions of the Manual; and that copies also be distributed to all elected officials
and other heads of agencies and organizations of the Constitutional, Independent Agency, Judicial and
Political Sub-Divisions of the Russell County government as set forth in the Preface of the Manual.

hereby certify that the aforementioned Resolution is a true exact copy of the Resolution adopted by the
Russell County, Virginia Board of Supervisors at their regular meeting held August 3, 2020.

The vote on this motion was as follows: (6-1)

RebeccaDye Aye LouAnnWallace Aye David Eaton Aye
Steve Breeding Aye Carl Rhea Aye Oris Christian Nay
Tim Lovelace Aye

LONFOLESTER MBA, CPC, WOO

Lonzo Lester, County Administrator




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 01: INTRODUCTION 

 

 
SECTION 01-01 
Effective Date: August 3, 2020 

GENERAL 

 

The Russell County Board of Supervisors Personnel Policies and Procedures Manual (hereinafter 
referred to as “Manual”) will contain policies and procedures governing employees of the Russell 
County government. These policies and procedures are to be followed with regard to employment, 
promotion, demotion, dismissal and any other activities dealing with personnel which is deemed 
necessary in order to clarify the County’s or employee’s position in the personnel system established 
by the Russell County Board of Supervisors. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-01
Effective Date: August 3, 2020

GENERAL

The Russell County Board of Supervisors Personnel Policies and Procedures Manual (hereinafter
referred to as “Manual") will contain policies and procedures governing employees of the Russell
County government. These policies and procedures are to be followed with regard to employment,
promotion, demotion, dismissal and any other activities dealing with personnel which is deemed
necessary in order to clarify the County's or employee's position in the personnel system established
by the Russell County Board of Supervisors.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 01: INTRODUCTION 

 

 

SECTION 01-02 
Effective Date: August 3, 2020 

 
EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT 

 
 
It is the policy of the Russell County Board of Supervisors to provide equal opportunity in 
employment and advancement, and to administer its employment policies without regard to race, 
color, religion, sex, age, national origin, political affiliation or handicapping condition. This policy will 
prevail throughout every aspect of employment practice including, but not limited to the following: 

 
(A) Recruiting, hiring and promoting in all job classifications without regard to race, color, religion, 
 sex, age, national origin, political affiliation or handicap, except where age or sex can be 
 demonstrated as a bona fide occupational qualification. 

 
(B) All decisions for hiring or promotions shall be based solely upon each individual’s qualifications 
 for the position to be filled. 

 
(C) All other personnel actions such as compensation, benefits, transfers, layoffs, returns from 
 layoffs, education, social and recreation programs, will be administered without regard to race, 
 color, religion, national origin, sex, age, political affiliation or handicap. 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-02
Effective Date: August 3, 2020

EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT

It is the policy of the Russell County Board of Supervisors to provide equal opportunity in
employment and advancement, and to administer its employment policies without regard to race,
color, religion, sex, age, national origin, political affiliation or handicapping condition. This policy will
prevail throughout every aspect of employment practice including, but not limited to the following

(A) — Recruiting, hiring and promoting in all job classifications without regard to race, color, religion,
sex, age, national origin, political affiliation or handicap, except where age or sex can be
demonstrated as a bona fide occupational qualification.

(B) — Alldecisions for hiring or promotions shall be based solely upon each individual's qualifications
for the position to be filled.

(C) All other personnel actions such as compensation, benefits, transfers, layoffs, returns from
layoffs, education, social and recreation programs, will be administered without regard to race,
color, religion, national origin, sex, age, political affiliation or handicap.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 01: INTRODUCTION 

 

 

SECTION 01-03 
Effective Date: August 3, 2020 

ESTABLISHMENT OF POLICIES 

 

The following rules, regulations, and other administrative provisions for personnel administration 
(hereinafter called “Policies”) are established for the information and guidance of all concerned. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-03
Effective Date: August 3, 2020

ESTABLISHMENT OF POLICIES

The following rules, regulations, and other administrative provisions for personnel administration
(hereinafter called “Policies”) are established for the information and guidance of all concerned.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 01: INTRODUCTION 

 

 

SECTION 01-04 
Effective Date: August 3, 2020  

APPLICABILITY OF POLICIES 

 

The Policies herein established and set forth in this Manual shall apply to all permanent/full-time 
employees of the County government as defined. Application of these Policies to permanent/part-
time, temporary/full-time and temporary/part-time employees are as may be indicated within the 
various provisions of this Manual. 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-04
Effective Date: August 3, 2020

APPLICABILITY OF POLICIES

The Policies herein established and set forth in this Manual shall apply to all permanent/full-time
employees of the County government as defined. Application of these Policies to permanent/part-
time, temporary/full-time and temporary/part-time employees are as may be indicated within the
various provisions of this Manual.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 01: INTRODUCTION 

 

 

SECTION 01-05 
Effective Date: August 3, 2020  

DISSEMINATION OF POLICIES 

 

The County Administrator will make public complete copies of all Policies and amendments thereto 
within thirty (30) calendar days and shall be responsible for maintaining a complete current set of 
Policies, and for bringing these Policies to the attention of all officers and employees of the County 
government.  All employees will sign a letter of acknowledgement and understanding of these policies 
that will be placed in the employee’s personnel file. 

 
One (1) complete set of these Policies and all amendments thereto will be maintained at all times in 
the Office of the County Administrator and the County Attorney; these sets shall be considered as 
official record copies of these Policies and shall be noted as such. For purposes of the public 
records of the Board of Supervisors, these record copies shall be considered sufficient for the 
purpose of documenting the initial adoption of these Policies where the full text of same is not 
contained in the Minutes of the Meetings of the Board of Supervisors of Russell County. Where the 
text of the Minutes of the Board of Supervisors differs from the text contained in these record copies, 
the text contained in the Minutes shall prevail. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-05
Effective Date: August 3, 2020

DISSEMINATION OF POLICIES

The County Administrator will make public complete copies of all Policies and amendments thereto
within thirty (30) calendar days and shall be responsible for maintaining a complete current set of
Policies, and for bringing these Policies to the attention of all officers and employees of the County
government. All employees will sign a letter of acknowledgement and understanding of these policies
that will be placed in the employee's personnel file.

One (1) complete set of these Policies and all amendments thereto will be maintained at all times in
the Office of the County Administrator and the County Attorney; these sets shall be considered as
official record copies of these Policies and shall be noted as such. For purposes of the public
records of the Board of Supervisors, these record copies shall be considered sufficient for the
purpose of documenting the initial adoption of these Policies where the full text of same is not
contained in the Minutes of the Meetings of the Board of Supervisors of Russell County. Where the
text of the Minutes of the Board of Supervisors differs from the text contained in these record copies,
the text contained in the Minutes shall prevail.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 01: INTRODUCTION 

 

 
SECTION 01-06 

  Effective Date: August 3, 2020   
 
DEFINITIONS 

 
 
Where used within this Personnel Policy Manual, the following words and terms 
shall have the meaning indicated herein: 

 
A. Administration: 

 
The various offices, departments, and employees of the County government 
established by the Russell County Board of Supervisors.  

 
B. At-Will Employment: 

 
Employment with the County is at-will, for an indefinite period of time, until terminated 
by either the County or the employee, with or without cause. That means either party 
may end the relationship at any time. 

 
C. Budget Authority: 

 
A condition where sufficient funds have been appropriated by the Russell County 
Board of Supervisors and available for expenditure within a budgetary department of 
the County’s Operating Budget to undertake the purchase of a good or service. In 
certain situations, sufficient funds must exist with a specific line-item(s) of a 
budgetary department and be available for expenditure before budget authority shall 
exist. 

 
D. Complaint: 

 

An allegation of a violation of or offense against the provisions of the County 
personnel, departmental or other policies, procedures, regulations, rules or 
practices by a County official, another employee, or from the public, against an 
employee. 

 
E. Demotion: 

 

County Administrator initiated assignment of an employee to a lower position with 
less job responsibilities that results in a minimum of a 5% reduction in base salary 
upon board approval. 

 
F. Employee: 

 

An individual filling an authorized compensated position in the County government. 
  Employees are of two types: 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-06
Effective Date: August 3, 2020

DEFINITIONS.

Where used within this Personnel Policy Manual, the following words and terms
shall have the meaning indicated herein:

A. Administration:

The various offices, departments, and employees of the County government
established by the Russell County Board of Supervisors.

B. At-Will Employment:

Employment with the County is at-will, for an indefinite period of time, until terminated
by either the County or the employee, with or without cause. That means either party
may end the relationship at any time.

C. Budget Authority:

A condition where sufficient funds have been appropriated by the Russell County
Board of Supervisors and available for expenditure within a budgetary department of
the County's Operating Budget to undertake the purchase of a good or service. In
certain situations, sufficient funds must exist with a specific line-item(s) of a
budgetary department and be available for expenditure before budget authority shall
exist.

D. Complaint:

An allegation of a violation of or offense against the provisions of the County
personnel, departmental or other policies, procedures, regulations, rules or
practices by a County official, another employee, or from the public, against an
employee.

E. Demotion:
County Administrator initiated assignment of an employee to a lower position with

less job responsibilities that results in a minimum of a 5% reduction in base salary
upon board approval.

F. Employee:

An individual filling an authorized compensated position in the County government.
Employees are of two types:




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 01: INTRODUCTION 

 

 
 

1. Full-Time:  A salaried employee or position employed to work up to eight hours 
or more per day, forty hours or more per seven consecutive calendar day 
workweek or not less than fifty weeks per year. P.T.O. (Paid Time Off), Sick 
Leave and designated County holidays shall count as time worked for this 
purpose. Meal Periods shall not count as time worked for this purpose. As 
used herein the Personnel Policy Manual, the term “Full-Time” shall apply only 
to Full-Time employees and positions unless otherwise specified. 

 
2. Part-Time: Employees that are paid by the hour and limited to (1,500) hours 

of work in a consecutive (365) day period beginning on the anniversary of 
their hire date. They are paid only for hours worked. 

 
3. Notwithstanding the above classifications, all employees are at-will 

employee. 
 

G. Guideline: 
 
A term used to refer to policies, procedures, or principles that may not require strict 
adherence in interpretation or application, but rather may be broadly construed. 

 
H. Position Description: 

 

A written description of minimum job qualifications and essential duties and 
responsibilities for a specific position of employment. It identifies job requirements 
and development needs and lets the employee know what is expected by defining 
the work to be performed in relation to the overall goals of the department. The 
Position Description shall not be interpreted to limit an employee’s role but is, 
instead, intended to define the minimal requirements. 

 
I. Permanent Personnel Record: 

 

The body of official records maintained by the County Administrator or his/her designee 
on all employees relative to their employment within the County. 

 
J. Full-Time Position: 

 
A position of employment within the County that has been approved by the Russell 

County Board of Supervisors for an employee to provide services on behalf of the 
County for a minimum of (40) hours per work. 

 
K. Promotion: 

 

County Administrator initiated assignment of an employee to a higher position with 
more job responsibilities that results base salary increase upon board approval. 

 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

1. Full-Time: A salaried employee or position employed to work up to eight hours
or more per day, forty hours or more per seven consecutive calendar day
workweek or not less than fifty weeks per year. P.T.O. (Paid Time Off), Sick
Leave and designated County holidays shall count as time worked for this
purpose. Meal Periods shall not count as time worked for this purpose. As
used herein the Personnel Policy Manual, the term “Full-Time” shall apply only
to Full-Time employees and positions unless otherwise specified.

2. Part-Time: Employees that are paid by the hour and limited to (1,500) hours
of work in a consecutive (365) day period beginning on the anniversary of
their hire date. They are paid only for hours worked.

3. Notwithstanding the above classifications, all employees are at-will
employee.

G. Guideline:

A term used to refer to policies, procedures, or principles that may not require strict
adherence in interpretation or application, but rather may be broadly construed.

H. Position Description:

Awritten description of minimum job qualifications and essential duties and
responsibilities for a specific position of employment. It identifies job requirements
and development needs and lets the employee know what is expected by defining
the work to be performed in relation to the overall goals of the department. The
Position Description shall not be interpreted to limit an employee's role but is,
instead, intended to define the minimal requirements.

|. Permanent Personnel Record:

The body of official records maintained by the County Administrator or his/her designee
on alll employees relative to their employment within the County.

J. Full-Time Position:

A position of employment within the County that has been approved by the Russell
County Board of Supervisors for an employee to provide services on behalf of the
County for a minimum of (40) hours per work.

K. Promotion:

County Administrator initiated assignment of an employee to a higher position with
more job responsibilities that results base salary increase upon board approval.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 01: INTRODUCTION 

 

 
L. Resignation: 

 

The permanent separation of employment from the County initiated voluntarily by 
an employee. Resignations must be submitted in writing to the County 
Administrator or his/her designee and likewise accepted by the board. 

 
M. Sexual Harassment: 

 

As defined in guidelines published by the Equal Employment Opportunity 
Commission and in Section 10-04 of the Personnel Policy Manual, sexual 
harassment includes sexual advances, requests for sexual favors, and other verbal 
or physical conduct of a sexual nature. 

 
N. Suspension: 

 

A temporary separation from paid employment for disciplinary purposes. An 
employee’s paid employment may be suspended by action of the County 
Administrator without pay for an indefinite period not to exceed sixty working days as 
a disciplinary action. 

 
O. Temporary Position: 

 
A position within the County where budget authority has been provided for the 
County Administrator to establish such position where there exists a short term need 
for an employee to provide services. Budget authority for temporary positions is said 
to exist where funds have been appropriated to a specific line-item(s) within a 
budgetary department for compensation of temporary employees. Temporary 
positions are not established for more than one County fiscal year but may be 
reauthorized indefinitely so long as budget authority exists. No temporary position 
may be established and filled for more than fifty calendar weeks within any County 
fiscal year. 

 
P. Termination: 

 

The permanent separation of employment from the County. Termination from 
employment may result from any of the following non-exclusive list of actions: 
voluntary resignation, retirement, layoff, discharge for failure to meet minimal 
standards of performance, or disciplinary discharge for reasons of misconduct or 
otherwise. 

 
Q. Verbal Warning: 

 

A disciplinary action involving formal discussion and correction of a violation of 
personnel or departmental policies, procedures, rules, practices or guidelines 
undertaken between the supervisor, and an employee. When using a verbal warning 
as a disciplinary action, the employee must be advised that the discussion is 
considered a verbal warning within the context of the provisions concerning 
employee discipline. 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

L. Resignation:

The permanent separation of employment from the County initiated voluntarily by
an employee. Resignations must be submitted in writing to the County
Administrator or his/her designee and likewise accepted by the board.

M. Sexual Harassment:

As defined in guidelines published by the Equal Employment Opportunity
Commission and in Section 10-04 of the Personnel Policy Manual, sexual
harassment includes sexual advances, requests for sexual favors, and other verbal
or physical conduct of a sexual nature.

N. Suspension:

A temporary separation from paid employment for disciplinary purposes. An
employee's paid employment may be suspended by action of the County
Administrator without pay for an indefinite period not to exceed sixty working days as
a disciplinary action.

O. Temporary Position:

A position within the County where budget authority has been provided for the
County Administrator to establish such position where there exists a short term need
for an employee to provide services, Budget authority for temporary positions is said
to exist where funds have been appropriated to a specific line-item(s) within a
budgetary department for compensation of temporary employees. Temporary
positions are not established for more than one County fiscal year but may be
reauthorized indefinitely so long as budget authority exists. No temporary position
may be established and filled for more than fifty calendar weeks within any County
fiscal year.

P. Termination:

The permanent separation of employment from the County. Termination from
employment may result from any of the following non-exclusive list of actions:
voluntary resignation, retirement, layoff, discharge for failure to meet minimal
standards of performance, or disciplinary discharge for reasons of misconduct or
otherwise.

Q. Verbal Warning:

A disciplinary action involving formal discussion and correction of a violation of
personnel or departmental policies, procedures, rules, practices or guidelines
undertaken between the supervisor, and an employee. When using a verbal warning
as a disciplinary action, the employee must be advised that the discussion is
considered a verbal warning within the context of the provisions concerning
employee discipline.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 01: INTRODUCTION 

 

 
R. Written Warning: 

 

A disciplinary action involving the preparation of a written record of a violation of 
personnel policies, procedures, rules, practices or guidelines taken by the supervisor 
and the County Administrator against an employee. Written warnings shall be placed 
in the employee’s Permanent Personnel Record with prior approval of the County 
Administrator. When a formal written warning is used as a disciplinary procedure, it 
must be so stated as part of the written warning. 

 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

R. Written Warning:

A disciplinary action involving the preparation of a written record of a violation of
personnel policies, procedures, rules, practices or guidelines taken by the supervisor
and the County Administrator against an employee. Written warnings shalll be placed
in the employee's Permanent Personnel Record with prior approval of the County
Administrator. When a formal written warning is used as a disciplinary procedure, it
must be so stated as part of the written warning.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 01: INTRODUCTION 

 

 
 
SECTION 01-07 

  Effective Date: August 3, 2020   
  

 
TERMINOLOGY 

 
 
Throughout this Personnel Policy Manual, the use of the word “shall” or “must” is 
interpreted as mandatory or compulsory; the word “may” be interpreted as permissive or 
discretionary. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-07
Effective Date: August 3, 2020

TERMINOLOGY

Throughout this Personnel Policy Manual, the use of the word “shall” or “must” is
interpreted as mandatory or compulsory; the word “may” be interpreted as permissive or
discretionary.





Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 01: INTRODUCTION 

 

 

SECTION 01-08 
Effective Date: August 3, 2020 

ADMINISTRATION 

 

The Russell County Board of Supervisors and the County Administrator are empowered under the 
Code of Virginia and the County ordinances to establish offices and departments, to employ 
personnel and to set salaries. These Policies are intended to cover all facets of the County's 
personnel management practices in accordance with that grant of authority. The County 
Administrator is responsible for overall personnel management practices and maintaining a modern 
personnel program. 

 
The County Administrator is the chief personnel officer for the County government and may delegate 
certain duties, authorities, and responsibilities to other employees for the routine administration of 
these Policies. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-08
Effective Date: August 3, 2020

ADMINISTRATION

The Russell County Board of Supervisors and the County Administrator are empowered under the
Code of Virginia and the County ordinances to establish offices and departments, to employ
personnel and to set salaries. These Policies are intended to cover all facets of the County's
personnel management practices in accordance with that grant of authority. The County
Administrator is responsible for overall personnel management practices and maintaining a modern
personnel program.

The County Administrator is the chief personnel officer for the County government and may delegate
certain duties, authorities, and responsibilities to other employees for the routine administration of
these Policies.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 01: INTRODUCTION 

 

 

SECTION 01-09 
Effective Date: August 3, 2020  

EFFECTIVE DATE 

The Polices set forth in this Manual are effective and in full force as of August 3, 2020.  

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-09
Effective Date: August 3, 2020

EFFECTIVE DATE

The Polices set forth in this Manual are effective and in full force as of August 3, 2020.





Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 01: INTRODUCTION 

 

 

SECTION 01-10 
Effective Date: August 3, 2020 

AMENDMENTS 

 

When, in the opinion of the County Administrator, reasonable change has occurred to warrant an 
amendment to this Manual, such an amendment will be made with the approval of the Russell County 
Board of Supervisors. The Board of Supervisors may direct the County Administrator to review 
these Policies and recommend changes. No change to these Policies may be made without said 
change being first reviewed and prepared by the County Administrator and approved by the Board of 
Supervisors. 

 
Within such approval, or as soon as practicable, the County Administrator shall disseminate written 
copies of any amendments to these Policies to all employees of the County government. Failure of 
any employee to receive written notice of amendments shall not relieve the employee of responsibility 
for compliance with any amendment so issued. 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-10
Effective Date: August 3, 2020

AMENDMENTS

When, in the opinion of the County Administrator, reasonable change has occurred to warrant an
amendment to this Manual, such an amendment will be made with the approval of the Russell County
Board of Supervisors. The Board of Supervisors may direct the County Administrator to review
these Policies and recommend changes. No change to these Policies may be made without said
change being first reviewed and prepared by the County Administrator and approved by the Board of
Supervisors.

Within such approval, or as soon as practicable, the County Administrator shalll disseminate written
copies of any amendments to these Policies to all employees of the County government. Failure of
any employee to receive written notice of amendments shall not relieve the employee of responsibility
for compliance with any amendment so issued.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 01: INTRODUCTION 

 

 

SECTION 01-11 
Effective Date: August 3, 2020  

OBJECTIVES AND SCOPE 

 

The specific objectives of the Board of Supervisors’ personnel management practices shall be: 
 

• to provide a clear statement of policies, rules, regulations and standards that shall 
govern the conduct of employees and Russell County Board of Supervisors regarding 
personnel practices and policies. 

 
• to provide a definition of rights and procedures that regulate the personnel actions of the 

Russell County Board of Supervisors and employees of the County government. 
 

• to define the rights and responsibilities of all personnel who are not otherwise exempted 
from these policies. 

 
• to provide effective control of salary payments on a uniform basis; and 

 
• to furnish County management with a consistent and effective means of recognizing 

improved and outstanding performance. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-11
Effective Date: August 3, 2020

OBJECTIVES AND SCOPE

The specific objectives of the Board of Supervisors’ personnel management practices shall be:

+ to provide a clear statement of policies, rules, regulations and standards that shall
govern the conduct of employees and Russell County Board of Supervisors regarding
personnel practices and policies.

+ to provide a definition of rights and procedures that regulate the personnel actions of the
Russell County Board of Supervisors and employees of the County government.

+ to define the rights and responsibilities of all personnel who are not otherwise exempted
from these policies.

+ to provide effective control of salary payments on a uniform basis; and

+ to furnish County management with a consistent and effective means of recognizing

improved and outstanding performance.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 01: INTRODUCTION 

 

 

SECTION 01-12 
Effective Date: August 3, 2020  

INTERPRETATION 

 

These Policies are intended to cover most personnel problems and actions for which the County 
Administrator is responsible. Those not specifically covered shall be interpreted by the County 
Administrator in keeping with the intent of these policies and all applicable Federal and State laws.

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 01: INTRODUCTION

SECTION 01-12
Effective Date: August 3, 2020

INTERPRETATION
These Policies are intended to cover most personnel problems and actions for which the County

Administrator is responsible. Those not specifically covered shall be interpreted by the County
Administrator in keeping with the intent of these policies and all applicable Federal and State laws.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 02: APPLICATION FOR EMPLOYMENT 

 

 

SECTION 02-01 
Effective Date: August 3, 2020 

GENERAL 

 

It is the policy of the Russell County Board of Supervisors to recruit and employ the most 
qualified individuals meeting the broad general requirements found in the Position Descriptions. The 
Position Descriptions contain general information concerning the nature, responsibilities of and desired 
qualifications for positions; they are not absolute standards or for either job performance or candidacy 
for consideration of a posted position. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 02: APPLICATION FOR EMPLOYMENT

SECTION 02-01
Effective Date: August 3, 2020

GENERAL

It is the policy of the Russell County Board of Supervisors to recruit and employ the most
qualified individuals meeting the broad general requirements found in the Position Descriptions. The
Position Descriptions contain general information concerning the nature, responsibilities of and desired
qualifications for positions; they are not absolute standards or for either job performance or candidacy
for consideration of a posted position.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 02: APPLICATIONS FOR EMPLOYMENT 

 

 

SECTION 02-02 
Effective Date: August 3, 2020 

VACANCIES AND NEW POSITIONS 

 

Upon any vacancy of an existing permanent/full-time position of the Manager position, the County 
Administrator shall submit the Position Description to the Board of Supervisors for review.  The 
Board of Supervisors may then authorize the County Administrator to post (publicize) the position as 
being vacant in accordance with the policies and procedures of this Section.  At the time an existing 
permanent/full-time position of the Supervisor/Assistant/Operator/Technician/Aide position becomes 
vacant, the County Administrator may post (publicize) the position in accordance with the 
policies and procedures of this Section provided budget authority exists to refill the position. 
Board of Supervisors approval is not required to refill positions within the Supervisor/Assistant/ 
Operator/Technician/Aide position unless additional funds are required in order for the position to be 
refilled.  
 
Position Descriptions for permanent/full-time and permanent/part-time positions shall be approved by 
the Board of Supervisors prior to the posting of any such position. Temporary/full-time and 
temporary/part-time positions as needed may be administratively established by the County 
Administrator where budget authority exists to support them.  No temporary position may be posted 
or filled without prior written approval of the County Administrator. Position Descriptions for 
temporary/full-time and temporary/part-time positions are not required but may be established and 
approved for use by the County Administrator at his/her discretion. Where a Position Description is 
approved for use, any vacancies in that position shall be posted based on the requirements of its 
Position Description. 

 
Any request to establish or create a new permanent/full-time or permanent/part-time position shall 
be made to the County Administrator. The County Administrator shall review the need for such a 
position, and if appearing warranted, shall prepare a draft Position Description for review and approval 
by the Board of Supervisors. The County Administrator shall recommend a salary or wage range 
for the position consistent with the labor market. The Board of Supervisors must act to approve the 
Position Description, recommended salary or wage range, and appropriate such funds as may be 
needed for the position prior to its posting or filling. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 02: APPLICATIONS FOR EMPLOYMENT

SECTION 02-02
Effective Date: August 3, 2020

VACANCIES AND NEW POSITIONS

Upon any vacancy of an existing permanentull-time position of the Manager position, the County
Administrator shall submit the Position Description to the Board of Supervisors for review. The
Board of Supervisors may then authorize the County Administrator to post (publicize) the position as
being vacant in accordance with the policies and procedures of this Section. At the time an existing
permanentfull-time position of the Supervisor/Assistant/Operator/Technician/Aide position becomes
vacant, the County Administrator may post (publicize) the position in accordance with the
policies and procedures of this Section provided budget authority exists to refill the position
Board of Supervisors approval is not required to refill. positions within the Supervisor/Assistant/
Operator/Technician/Aide position unless additional funds are required in order for the position to be
refilled.

Position Descriptions for permanent/full-time and permanent/part-time positions shall be approved by
the Board of Supervisors prior to the posting of any such position. Temporary/full-time and
temporary/part-time positions as needed may be administratively established by the County
Administrator where budget authority exists to support them. No temporary position may be posted
or filled without prior written approval of the County Administrator. Position Descriptions for
temporary/full-time and temporary/part-time positions are not required but may be established and
approved for use by the County Administrator at his/her discretion. Where a Position Description is
approved for use, any vacancies in that position shall be posted based on the requirements of its
Position Description.

Any request to establish or create a new permanentfull-time or permanent/part-time position shall
be made to the County Administrator. The County Administrator shall review the need for such a
position, and if appearing warranted, shall prepare a draft Position Description for review and approval
by the Board of Supervisors. The County Administrator shall recommend a salary or wage range
for the position consistent with the labor market. The Board of Supervisors must act to approve the
Position Description, recommended salary or wage range, and appropriate such funds as may be
needed for the position prior to its posting or filing.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 02: APPLICATIONS FOR EMPLOYMENT 

 

 

SECTION 02-03 
Effective Date: August 3, 2020 

 
RECLASSIFICATION, RETITLING AND/OR CONSOLIDATION OF EXISTING POSITIONS 

 
 
From time to time, existing positions may be (i). reclassified (moved from one position to another); (ii). 
retitled (a new position title given to an existing position), and/or (iii). consolidated (two (2) or more 
positions merged into a single position). Consolidation of positions may result in a reduction of the 
workforce.  
 
The Board of Supervisors may direct, or the County Administrator may recommend to the Board of 
Supervisors positions for reclassification, retitling, and/or consolidation with the position(s) affected to 
be filled by present employees. No provisions herein this Section shall be construed so as to prevent 
reclassification, retitling, and/or consolidation and filling positions in this manner, nor shall any 
provisions herein be construed so as to compel the posting of any such affected positions unless 
so directed by the Board of Supervisors. If posting of such positions are directed, the position shall 
be treated as a new position and shall be posted and filled in accordance with this Manual. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 02: APPLICATIONS FOR EMPLOYMENT

SECTION 02-03
Effective Date: August 3, 2020

RECLASSIFICATION, RETITLING AND/OR CONSOLIDATION OF EXISTING POSITIONS.

From time to time, existing positions may be (i). reclassified (moved from one position to another); (ii).
retitled (a new position title given to an existing position), and/or (iii). consolidated (two (2) or more
positions merged into a single position). Consolidation of positions may result in a reduction of the
workforce

The Board of Supervisors may direct, or the County Administrator may recommend to the Board of
Supervisors positions for reclassification, retitiing, and/or consolidation with the position(s) affected to
be filled by present employees. No provisions herein this Section shall be construed so as to prevent
reclassification, retitling, and/or consolidation and filling positions in this manner, nor shall any
provisions herein be construed so as to compel the posting of any such affected positions unless
so directed by the Board of Supervisors. If posting of such positions are directed, the position shall
be treated as a new position and shall be posted and filled in accordance with this Manual.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 02: APPLICATIONS FOR EMPLOYMENT 

 

 

SECTION 02-04 
Effective Date: August 3, 2020 

 
TRANSFER OR PROMOTION OF EMPLOYEES 

 
 
Where vacancies exist in previously approved positions of the Supervisor/Specialist/Assistant/ 
Operator/Technician/Aide, upon recommendation and approval of the County Administrator, a 
permanent/full-time or permanent/part-time employee within the same department as the vacancy 
may be transferred to that position. The County Administrator shall establish a probationary 
employment period of no less than two (2) nor more than six (6) calendar months for any employee 
so transferred, provided that such employee has completed the full twelve (12) month probationary 
period required by all initial hires. If the employee is currently completing their initial probationary period, 
then that employee must complete at least the remaining period of that probationary period even if it is 
in excess of six calendar months. 
 
Employees transferred or promoted to positions shall have their compensation set upon 
recommendation of the County Administrator and approval of the Board of Supervisors.   

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 02: APPLICATIONS FOR EMPLOYMENT

SECTION 02-04
Effective Date: August 3, 2020

TRANSFER OR PROMOTION OF EMPLOYEES

Where vacancies exist in previously approved positions of the Supervisor/Specialist/Assistan/
Operator/Technician/Aide, upon recommendation and approval of the County Administrator, a
permanent/full-time or permanent/part-time employee within the same department as the vacancy
may be transferred to that position. The County Administrator shall establish a probationary
employment period of no less than two (2) nor more than six (6) calendar months for any employee
so transferred, provided that such employee has completed the full twelve (12) month probationary
period required by all initial hires. If the employee is currently completing their initial probationary period,
then that employee must complete at least the remaining period of that probationary period even if itis
in excess of six calendar months.

Employees transferred or promoted to positions shall have their compensation set upon
recommendation of the County Administrator and approval of the Board of Supervisors.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 02: APPLICATIONS FOR EMPLOYMENT 

 

 

SECTION 02-05 
Effective Date: August 3, 2020 

PHYSICAL STANDARDS 

 

Applicants for employment and all employees must meet and maintain the physical standards 
established for the position for which they apply or hold, if any, as set out in the Position Descriptions. 
Pre-employment physical examinations if required shall be administered under the guidelines of 
applicable federal and/or state standards. In addition, the County will adhere to the non-discriminatory 
policies set forth in federal and state law, including reasonable accommodations to allow handicapped 
persons to perform the essential functions of positions. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 02: APPLICATIONS FOR EMPLOYMENT

SECTION 02-05
Effective Date: August 3, 2020

PHYSICAL STANDARDS

Applicants for employment and all employees must meet and maintain the physical standards
established for the position for which they apply or hold, if any, as set out in the Position Descriptions.
Pre-employment physical examinations if required shall be administered under the guidelines of
applicable federal and/or state standards. In addition, the County will adhere to the non-discriminatory
policies set forth in federal and state law, including reasonable accommodations to allow handicapped
persons to perform the essential functions of positions.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 02: APPLICATIONS FOR EMPLOYMENT 

 

 

SECTION 02-06 
Effective Date: August 3, 2020  

EMPLOYEE IDENTIFICATION 

 

All applicants for employment must furnish references and be interviewed prior to being considered 
for employment. Certain employees may be fingerprinted and/or bonded if determined necessary after 
acceptance of employment. The County Administrator shall determine and advise potential applicants 
at the time of posting the Notice of Position Vacancy/Availability if fingerprinting or bonding will be 
required. 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 02: APPLICATIONS FOR EMPLOYMENT

SECTION 02-06
Effective Date: August 3, 2020

EMPLOYEE IDENTIFICATION

All applicants for employment must furnish references and be interviewed prior to being considered
for employment. Certain employees may be fingerprinted and/or bonded if determined necessary after
acceptance of employment. The County Administrator shall determine and advise potential applicants
at the time of posting the Notice of Position Vacancy/Availability if fingerprinting or bonding will be
required.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 02: APPLICATIONS FOR EMPLOYMENT 

 

 

SECTION 02-07 
Effective Date:  August 3, 2020  

 FORM OF APPLICATION 

 

All applicants for employment must prepare an application for employment form supplied by the 
County with all requested information completed. All application forms shall comply with applicable 
state and federal regulations and executive orders. 

 
In addition to complete employment applications forms, certain positions may require resumes as part 
of complete employment applications. Resume submission if required shall be stated in the Notice of 
Position Vacancy/Availability posting. The County Administrator may waive any irregularities or 
deficiencies in employment applications submitted if such are determined immaterial to informational 
needs supporting the application and selection process. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 02: APPLICATIONS FOR EMPLOYMENT

SECTION 02-07
Effective Date: August 3, 2020

FORM OF APPLICATION

All applicants for employment must prepare an application for employment form supplied by the
County with all requested information completed. All application forms shall comply with applicable
state and federal regulations and executive orders.

In addition to complete employment applications forms, certain positions may require resumes as part
of complete employment applications. Resume submission if required shall be stated in the Notice of
Position Vacancy/Availability posting. The County Administrator may waive any irregularities or
deficiencies in employment applications submitted if such are determined immaterial to informational
needs supporting the application and selection process.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 02: APPLICATIONS FOR EMPLOYMENT 

 

 

SECTION 02-08 
Effective Date: August 3, 2020 

APPLICATION PROCESS 

 

The County will adhere to the following rules and procedures concerning the application process: 
 
(A). The County Administrator or his/her designee shall develop, maintain, and update as necessary 
all forms needed to constitute a complete application for employment for positions. The County 
Administrator in consultation with the County Attorney shall review all such forms prior to use. 

 
(B). A "Notice of Position Vacancy" (for vacant, previously approved positions) or “Notice of Position 
Availability" (for new, approved but not-previously-filled positions) shall be prepared by the County 
Administrator for all open positions within the County. This Notice shall contain the full text of the 
Position Description’s General Description of Responsibilities and Qualifications sections or an 
adequately summarized version thereof along with the Closing Date for receipt of applications and 
full mailing address for submission of applications. Any additional information required for a complete 
application shall be specified in the posting. All applications shall be directed to the County 
Administrator’s Office for receipt and initial processing. 

 
(C). Vacancies will be posted (publicized) no less than two (2) times within period of two (2) 
consecutive weeks in the employment section of at least one (1) newspaper of general circulation 
serving Russell County. At the direction of the Russell County Board of Supervisors or the County 
Administrator, additional local, regional, state or national postings may be specified. In addition, 
the Notice of Position Vacancy/Availability will be posted (displayed) in the County Government 
Center and on the County website until the Closing Date for receipt of applications. 

 
(D). Closing Date for receipt of applications shall be no less than fourteen (14) nor more than twenty-
one (21) calendar days from the date of first posting in a newspaper of general circulation in 
Russell County. A longer period may be specified by the Russell County Board of Supervisors or the 
County Administrator. Closing Dates shall be established to conclude at the close of business of 
working day. 

 
(E). The County Administrator or his/her designee shall assemble application packets containing the 
Application for Employment forms, copy of the full Position Description, and other information relevant 
to making application for a vacant position. Application packets shall be available on the County’s 
website or pick-up in the County Administrator’s Office during regular County working hours and such 
other locations as may be listed in the notice posted for the position.  In the discretion of the County 
Administrator, the County Administrator’s Office may forward application packets to applicants by U.S. 
Mail or private carrier at the County’s expense. 

 
(F). Completed applications must be returned to the County Administration Office or to an address 
given in the posting for the position before the close of business of the specified Closing Date. If 
submitted by U.S. Mail or private carrier, an application must be clearly postmarked before 5:00 PM 
of the Closing Date to be accepted. Telefax copies of applications will be accepted but must be 
followed by original documents to be considered as complete. If any additional information is requested  
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 02: APPLICATIONS FOR EMPLOYMENT

SECTION 02-08
Effective Date: August 3, 2020

APPLICATION PROCESS

The County will adhere to the following rules and procedures concerning the application process:

(A). The County Administrator or his/her designee shall develop, maintain, and update as necessary
all forms needed to constitute a complete application for employment for positions. The County
Administrator in consultation with the County Attorney shall review all such forms prior to use.

(B). A "Notice of Position Vacancy" (for vacant, previously approved positions) or “Notice of Position
Availability" (for new, approved but not-previously-filled positions) shall be prepared by the County
Administrator for all open positions within the County. This Notice shall contain the full text of the
Position Description’s General Description of Responsibilities and Qualifications sections or an
adequately summarized version thereof along with the Closing Date for receipt of applications and
full mailing address for submission of applications. Any additional information required for a complete
application shall be specified in the posting. All applications shall be directed to the County
Administrator's Office for receipt and initial processing.

(C). Vacancies will be posted (publicized) no less than two (2) times within period of two (2)
consecutive weeks in the employment section of at least one (1) newspaper of general circulation
serving Russell County. At the direction of the Russell County Board of Supervisors or the County
Administrator, additional local, regional, state or national postings may be specified. In addition,
the Notice of Position Vacancy/Availability will be posted (displayed) in the County Government
Center and on the County website until the Closing Date for receipt of applications.

(D). Closing Date for receipt of applications shall be no less than fourteen (14) nor more than twenty-
one (21) calendar days from the date of first posting in a newspaper of general circulation in
Russell County. A longer period may be specified by the Russell County Board of Supervisors or the
County Administrator. Closing Dates shall be established to conclude at the close of business of
working day.

(E). The County Administrator or his/her designee shall assemble application packets containing the
Application for Employment forms, copy of the full Position Description, and other information relevant
to making application for a vacant position. Application packets shall be available on the County's
website or pick-up in the County Administrator's Office during regular County working hours and such
other locations as may be listed in the notice posted for the position. In the discretion of the County
Administrator, the County Administrator's Office may forward application packets to applicants by U.S.
Mail or private carrier at the County's expense.

(F). Completed applications must be returned to the County Administration Office or to an address
given in the posting for the position before the close of business of the specified Closing Date. If
submitted by U.S. Mail or private carrier, an application must be clearly postmarked before 5:00 PM
of the Closing Date to be accepted. Telefax copies of applications will be accepted but must be
followed by original documents to be considered as complete. If any additional information is requested




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 02: APPLICATIONS FOR EMPLOYMENT 

 

 
as part of an application, this information must be included with the application to be considered 
as complete. Applications that are incomplete may not receive consideration. The County 
Administrator or his/her designee shall review applications received for completeness in accordance 
with the posted application documentation requirements. Any incomplete applications received shall be 
brought to the attention of the County Administrator and the applicants are not required to be notified 
prior to Closing Date unless so directed by the County Administrator. 

 
(G). Upon receipt of any application for employment for a posted position, the County Administrator 
or his/her designee will mark the date of receipt on the first page of the County application form. All 
correspondence from the applicant will be maintained with the application for employment. 

 
(H). All employment applications and supporting materials received for any position become the 
property of the County of Russell upon receipt and may not be returned. 

 
(I). All employment applications submitted must be for a presently posted position.  The County 
Administrator or his/her designee shall not solicit or accept any applications for positions not posted 
at the time of receipt of application materials, nor accept employment applications where the position 
being applied for is not stated or uncertain. The County Administrator or his/her designee shall require 
new employment applications and supporting materials for each posted position, regardless of 
whether an applicant has previously submitted an employment application for a recently filled 
position. Any unsolicited application materials received may be disposed. 

 
(J).   The County Administration will retain all information relative to applicants and applications for 
employment in strict confidence. No information will be released to any official, officer or employee of 
the County unless authorized by the County Administrator. 

 
(K). If a position has been previously posted, but no applicant was chosen due to the belief that no 
applicant was qualified or the responsibilities of the position have been changed, the vacancy may be 
re-posted. In this event, all original applicants for the posted position shall be so notified in writing. 
Original applicants may reapply for position by forwarding a letter to the County Administrator or 
his/her designee requesting continued consideration of their original application for the re-posted 
position. 

 
(L). The County Administration shall retain all employment applications and supporting materials for 
a period of one (1) year from the Closing Date of a posted position. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 02: APPLICATIONS FOR EMPLOYMENT

as part of an application, this information must be included with the application to be considered
as complete. Applications that are incomplete may not receive consideration. The County
Administrator or his/her designee shall review applications received for completeness in accordance
with the posted application documentation requirements. Any incomplete applications received shall be
brought to the attention of the County Administrator and the applicants are not required to be notified
prior to Closing Date unless so directed by the County Administrator.

(G). Upon receipt of any application for employment for a posted position, the County Administrator
or his/her designee will mark the date of receipt on the first page of the County application form. All
correspondence from the applicant will be maintained with the application for employment,

(H). All employment applications and supporting materials received for any position become the
property of the County of Russell upon receipt and may not be returned.

(I). All employment applications submitted must be for a presently posted position. The County
Administrator or his/her designee shall not solicit or accept any applications for positions not posted
at the time of receipt of application materials, nor accept employment applications where the position
being applied for is not stated or uncertain. The County Administrator or his/her designee shall require
new employment applications and supporting materials for each posted position, regardless of
whether an applicant has previously submitted an employment application for a recently filled
position. Any unsolicited application materials received may be disposed.

(J). The County Administration will retain all information relative to applicants and applications for
employment in strict confidence. No information will be released to any official, officer or employee of
the County unless authorized by the County Administrator.

(K). If a position has been previously posted, but no applicant was chosen due to the belief that no
applicant was qualified or the responsibilities of the position have been changed, the vacancy may be
re-posted. In this event, all original applicants for the posted position shall be so notified in writing
Original applicants may reapply for position by forwarding a letter to the County Administrator or
his/her designee requesting continued consideration of their original application for the re-posted
position.

(L). The County Administration shall retain all employment applications and supporting materials for
a period of one (1) year from the Closing Date of a posted position.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 02: APPLICATIONS FOR EMPLOYMENT 

 

 

SECTION 02-09 
Effective Date: August 3, 2020 

 
OTHER STANDARDS FOR EMPLOYMENT 

 
 
Where standards or requirements for a position are established which are in accordance with federal 
and state guidelines, all applicants shall be required to meet those standards as a condition of 
initial or continuing employment. Such standards shall be listed on the Position Description. Any 
substitution for or deviation from established standards must have prior approval by the Board of 
Supervisors and/or appropriate state/federal oversight agency. The County Administrator may establish 
or prescribe tests or examinations to determine whether an applicant or employee meets such 
standards or requirements. 

 
Any applicant or employee who must operate a County-owned motor vehicle in the performance of a 
position must possess and maintain an appropriate and valid driver's license as a condition of initial 
and continuing employment. An affected employee whose driver’s license is suspended or revoked 
shall have his/her employment status reviewed by the department head and County Administrator. 
Possession of a valid driver’s license shall not be a condition of initial or continuing employment where 
the position does not require same and where the applicant or employee has alternate means of 
transportation. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 02: APPLICATIONS FOR EMPLOYMENT

SECTION 02-09
Effective Date: August 3, 2020

OTHER STANDARDS FOR EMPLOYMENT

Where standards or requirements for a position are established which are in accordance with federal
and state guidelines, all applicants shall be required to meet those standards as a condition of
initial or continuing employment. Such standards shall be listed on the Position Description. Any
substitution for or deviation from established standards must have prior approval by the Board of
Supervisors and/or appropriate state/federal oversight agency. The County Administrator may establish
or prescribe tests or examinations to determine whether an applicant or employee meets such
standards or requirements.

Any applicant or employee who must operate a County-owned motor vehicle in the performance of a
position must possess and maintain an appropriate and valid driver's license as a condition of initial
and continuing employment. An affected employee whose driver's license is suspended or revoked
shall have his/her employment status reviewed by the department head and County Administrator.
Possession of a valid driver's license shall not be a condition of initial or continuing employment where
the position does not require same and where the applicant or employee has alternate means of
transportation.




Russell County Board of Supervisors                                
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03: HIRING AND APPOINTMENT 

 

 

SECTION 03-01 
Effective Date: August 3, 2020 

GENERAL 

 

Those persons empowered to participate in the hiring and appointment of employees shall endeavor 
to do so in the most effective, neutral and responsible way possible. Accordingly, the provisions 
of this Section shall govern the means and procedures by which hiring, and appointments are 
performed. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 03: HIRING AND APPOINTMENT

SECTION 03-01
Effective Date: August 3, 2020

GENERAL

Those persons empowered to participate in the hiring and appointment of employees shall endeavor
to do so in the most effective, neutral and responsible way possible. Accordingly, the provisions
of this Section shall govern the means and procedures by which hiring, and appointments are
performed.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03: HIRING AND APPOINTMENTS 

 

 

SECTION 03-02 
Effective Date: August 3, 2020 

 
EMPLOYMENT SELECTION PROCESS 

 
 
The steps in hiring employees of the County is known as the “employment selection process”. The 
County shall conduct this process generally as set out below: 

 
(A). review of all employment applications received for a posted position, 

(B). designation of candidates, 

(C).    interview of candidates, 
 
(D).    recommendation of candidate, subject to: 

 
(i). any required skills or other pre-employment performance testing; 
(ii). any required pre-employment medical examination; 
(iii). criminal background check, 

 
(E).    offer of employment by County Administrator. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 03: HIRING AND APPOINTMENTS

SECTION 03-02
Effective Date: August 3, 2020

EMPLOYMENT SELECTION PROCESS

The steps in hiring employees of the County is known as the “employment selection process”. The
County shall conduct this process generally as set out below:

(A). _ review of all employment applications received for a posted position,
(B). designation of candidates,
(C). _ interview of candidates,
(D). recommendation of candidate, subject to:
(i). any required skills or other pre-employment performance testing;
(ii). any required pre-employment medical examination;

(iii). criminal background check,

(E). offer of employment by County Administrator.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03: HIRING AND APPOINTMENTS 

 

 

SECTION 03-03 
Effective Date: August 3, 2020   

SELECTION PROCESS PARTICIPANTS 

 

Within five (5) working days of the Closing Date for any posted position, the County Administration 
shall make available and/or copy and distribute all applications for employment received to the County 
Administrator. At the direction of the County Administrator, the County Administration may distribute 
such materials in advance of the Closing Date. 

 
Participants in the employment selection process shall be referred to as “application reviewers”. 
Employment applications shall be reviewed accordance with the position, as follows: 

 
(A).   Manager: 

(i). County Administrator and one (1) or two (2) members of the Board of Supervisors. 
 
(C).   Supervisor/Specialist: 

(i).  County Administrator and Department Supervisor. 
  
(D). Assistant/Operator/Technician and Aide:               

(i).  County Administrator. 
 
Where a Manager position is to be filled, the Russell County Board of Supervisors shall designate its 
participants in the employment selection process at the time the position is authorized to be posted. 
. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 03: HIRING AND APPOINTMENTS

SECTION 03-03
Effective Date: August 3, 2020

SELECTION PROCESS PARTICIPANTS

Within five (5) working days of the Closing Date for any posted position, the County Administration
shall make available and/or copy and distribute all applications for employment received to the County
Administrator. At the direction of the County Administrator, the County Administration may distribute
such materials in advance of the Closing Date.

Participants in the employment selection process shall be referred to as “application reviewers”
Employment applications shall be reviewed accordance with the position, as follows:

(A). Manager.
(i). County Administrator and one (1) or two (2) members of the Board of Supervisors.

(C). Supervisor/Specialist:
(i). County Administrator and Department Supervisor.

(D). Assistant/Operator/Technician and Aide:
(i). County Administrator.

Where a Manager position is to be filled, the Russell County Board of Supervisors shall designate its
participants in the employment selection process at the time the position is authorized to be posted.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03: HIRING AND APPOINTMENTS 

 

 

SECTION 03-04 
Effective Date: August 3, 2020 

 
REVIEW OF EMPLOYMENT APPLICATIONS 

 
 
Depending on the number of complete applications received, a maximum of five (5) applicants 
deemed most qualified shall be designated by the above application reviewers, and a minimum of 
three (3) of these top five applicants shall be granted employment interviews. Applicant references if 
provided may be contacted at the discretion of the application reviewers. Present or past employers 
listed as references shall not be contacted if the applicant so requests. Applicants selected for 
interviews shall be designated as “candidates”. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 03: HIRING AND APPOINTMENTS

SECTION 03-04
Effective Date: August 3, 2020

REVIEW OF EMPLOYMENT APPLICATIONS.

Depending on the number of complete applications received, a maximum of five (5) applicants
deemed most qualified shall be designated by the above application reviewers, and a minimum of
three (3) of these top five applicants shall be granted employment interviews. Applicant references if
provided may be contacted at the discretion of the application reviewers. Present or past employers
listed as references shall not be contacted if the applicant so requests. Applicants selected for
interviews shall be designated as “candidates”.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03: HIRING AND APPOINTMENTS 

 

 

SECTION 03-05 
Effective Date: August 3, 2020  

EMPLOYMENT INTERVIEW 

 

Interviews with candidates shall be conducted by the County Administrator or his/her designee. All 
application reviewers need not participate in the interview process at the direction or consent of the 
County Administrator or Board of Supervisors.  
 
Prior to the conduct of interviews, the County Administrator or reviewers shall determine a reasonable 
number of questions to pose to each candidate during the interview in order to achieve some 
consistency in the interview process (interviews are not limited to the pre-determined line of 
questioning). Only questions about information on the employment application or job-related 
information may be asked. Questions may be changed for subsequent interviews for new vacancies in 
a similar position. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 03: HIRING AND APPOINTMENTS

SECTION 03-05
Effective Date: August 3, 2020

EMPLOYMENT INTERVIEW

Interviews with candidates shall be conducted by the County Administrator or his/her designee. All
application reviewers need not participate in the interview process at the direction or consent of the
County Administrator or Board of Supervisors.

Prior to the conduct of interviews, the County Administrator or reviewers shall determine a reasonable
number of questions to pose to each candidate during the interview in order to achieve some
consistency in the interview process (interviews are not limited to the pre-determined line of
questioning). Only questions about information on the employment application or job-related
information may be asked. Questions may be changed for subsequent interviews for new vacancies in
a similar position.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03: HIRING AND APPOINTMENTS 

 

 

SECTION 03-06 
Effective Date: August 3, 2020 

CANDIDATE RECOMMENDATION 

 

The candidate deemed most qualified by the County Administrator or application reviewers based 
on the employment application, interview, and comparison to Position Description requirements shall 
be recommended by the highest-ranking reviewer in writing.  

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 03: HIRING AND APPOINTMENTS

SECTION 03-06
Effective Date: August 3, 2020

CANDIDATE RECOMMENDATION
The candidate deemed most qualified by the County Administrator or application reviewers based

on the employment application, interview, and comparison to Position Description requirements shall
be recommended by the highest-ranking reviewer in writing.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03: HIRING AND APPOINTMENTS 

 

 

SECTION 03-07 
Effective Date: August 3, 2020  

NEGOTIATION OF SALARY OR WAGE 

 

During the candidate interview process, the County Administrator or application reviewers may 
discuss the salary or wage available to the position. In the absence of a previously approved salary 
or wage range for a position, the County Administrator shall provide instruction to the application 
reviewers in this regard. Application reviewers may not establish the exact initial starting salary or wage 
for the position unless the exact figure has previously been set by the County Administrator prior to 
the candidate interview process. Application reviewers recommend a starting salary or wage 
recommendation to the County Administrator based on discussion of this issue with the 
recommended candidate. The County Administrator may accept this recommendation or may offer a 
different initial starting salary or wage. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 03: HIRING AND APPOINTMENTS

SECTION 03-07
Effective Date: August 3, 2020

NEGOTIATION OF SALARY OR WAGE

During the candidate interview process, the County Administrator or application reviewers may
discuss the salary or wage available to the position. In the absence of a previously approved salary
or wage range for a position, the County Administrator shall provide instruction to the application
reviewers in this regard. Application reviewers may not establish the exact initial starting salary or wage
for the position unless the exact figure has previously been set by the County Administrator prior to
the candidate interview process. Application reviewers recommend a starting salary or wage
recommendation to the County Administrator based on discussion of this issue with the
recommended candidate. The County Administrator may accept this recommendation or may offer a
different initial starting salary or wage.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03: HIRING AND APPOINTMENTS 

 

 

SECTION 03-08 
Effective Date: August 3, 2020 

 
PRE-EMPLOYMENT REQUIREMENTS 

 
 
Any candidate for a position whose Position Description contains pre-employment requirements such 
as required skills, competency, or other performance testing shall be required to complete such testing 
prior to being offered employment. Any skills testing, competency, or other performance testing shall 
be designed to be a fair evaluation of the abilities and knowledge needed to meet the minimum 
requirements of the position. Skills or performance testing if required shall be developed by the 
department head(s) to which the position is assigned and approved by the County Administrator. 
Computer skills tests shall be developed and administered by the County Administration in concert with 
the position’s department head or County Administrator. The County Administrator with the 
concurrence of the department head(s) concerned may waive such testing if in his/her opinion 
the candidate’s previous employment or education sufficiently demonstrates competency in the 
required skill or knowledge area. Pre-employment medical examination if required may not be waived 
by the County Administrator. Any such examination will be scheduled by County Administration. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 03: HIRING AND APPOINTMENTS

SECTION 03-08
Effective Date: August 3, 2020

PRE-EMPLOYMENT REQUIREMENTS

Any candidate for a position whose Position Description contains pre-employment requirements such
as required skills, competency, or other performance testing shall be required to complete such testing
prior to being offered employment. Any skills testing, competency, or other performance testing shall
be designed to be a fair evaluation of the abilities and knowledge needed to meet the minimum
requirements of the position. Skills or performance testing if required shall be developed by the
department head(s) to which the position is assigned and approved by the County Administrator.
Computer skills tests shall be developed and administered by the County Administration in concert with
the position’s department head or County Administrator. The County Administrator with the
concurrence of the department head(s) concemed may waive such testing if in his/her opinion
the candidate's previous employment or education sufficiently demonstrates competency in the
required skill or knowledge area. Pre-employment medical examination if required may not be waived
by the County Administrator. Any such examination will be scheduled by County Administration.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03:  HIRING AND APPOINTMENTS 

 

 

SECTION 03-09 
Effective Date: August 3, 2020 

 
PRE-EMPLOYMENT CRIMINAL RECORD REVIEW 

 
In the interest of public welfare and safety, offers of permanent/full-time and permanent/part-time 
employment with the County shall be conditioned on fingerprinting in order to facilitate a review of the 
applicant’s criminal history record, except as follows: (i) applicants for voluntary (uncompensated) 
positions; (ii) temporary clerical and/or seasonal workers whose anticipated employment is less than 
six (6) calendar months, and (iii) applicants for re-hire by the County within a twelve (12) month 
period of prior County employment and who were fingerprinted during their prior employment may be 
exempt from criminal history record review. Except for re-hire as stated in the foregoing sentence, 
no exemption applies if the position involves working with cash or minors. The County Administrator 
may require fingerprinting of exempted positions on a case-by-case basis. 

 
(A) This policy shall apply to all candidates for employment except as otherwise specified herein 
and shall apply to candidates for employment in the office of any Constitutional Officer, board, 
authority, commission or agency of the County government if such employer adopts a written pre-
employment criminal records review policy consistent with the provisions of this section. 

 
(B) The County reserves the right to fingerprint and conduct a criminal history record review for any 
employee of the County after employment has commenced. Refusal by an employee to submit to a 
criminal history record review as described herein shall be grounds for termination. 

 
(C) All applicants for positions of employment with the County shall sign a release to authorize the 
County to conduct a criminal history record review. Refusal to sign such written release shall be 
grounds to discontinue further consideration of an application for employment. 

 
(D) When criminal history record review is required, an offer of employment shall not be made until 
after results of the criminal history record review have been received and reviewed by the County 
Administrator or his/her designee. Failure by the County to implement this requirement prior to 
making an offer of employment shall not waive the County’s authority to require a criminal history 
record review as a prerequisite to continued employment with the County. 

 
(E) Upon determination that an offer of employment with the County would be made to an applicant 
contingent upon results of criminal history record review, the County Administrator shall require the 
applicant to request the Russell County Sheriff’s Office to provide to the County two sets of the 
applicant’s fingerprints. Upon receipt of the fingerprints, County Administration shall have the 
fingerprints submitted to the Virginia State Police Central Criminal Records Exchange and the 
Federal Bureau of Investigation for review. 

 
(F) Upon receipt of the results of criminal records review, the County Administrator shall review such 
results to determine the applicant’s fitness for employment. The County Administrator may consult 
with the County Attorney and/or the Department Head for the position to which the applicant has 
applied as necessary in making this determination. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL,
PART 03: HIRING AND APPOINTMENTS

SECTION 03-09
Effective Date: August 3, 2020

PRE-EMPLOYMENT CRIMINAL RECORD REVIEW

In the interest of public welfare and safety, offers of permanent/full-time and permanent/part-time
employment with the County shall be conditioned on fingerprinting in order to facilitate a review of the
applicant's criminal history record, except as follows: (i) applicants for voluntary (uncompensated)
positions; (ii) temporary clerical and/or seasonal workers whose anticipated employment is less than
six (6) calendar months, and (iii) applicants for re-hire by the County within a twelve (12) month
period of prior County employment and who were fingerprinted during their prior employment may be
exempt from criminal history record review. Except for re-hire as stated in the foregoing sentence,
no exemption applies if the position involves working with cash or minors. The County Administrator
may require fingerprinting of exempted positions on a case-by-case basis.

(A) This policy shall apply to all candidates for employment except as otherwise specified herein
and shall apply to candidates for employment in the office of any Constitutional Officer, board,
authority, commission or agency of the County government if such employer adopts a written pre-
employment criminal records review policy consistent with the provisions of this section.

(B) The County reserves the right to fingerprint and conduct a criminal history record review for any
employee of the County after employment has commenced. Refusal by an employee to submit to a
criminal history record review as described herein shall be grounds for termination.

(C) All applicants for positions of employment with the County shall sign a release to authorize the
County to conduct a criminal history record review. Refusal to sign such written release shall be
grounds to discontinue further consideration of an application for employment.

(D) When criminal history record review is required, an offer of employment shall not be made until
after results of the criminal history record review have been received and reviewed by the County
Administrator or his/her designee. Failure by the County to implement this requirement prior to
making an offer of employment shall not waive the County's authority to require a criminal history
record review as a prerequisite to continued employment with the County.

(E) Upon determination that an offer of employment with the County would be made to an applicant
contingent upon results of criminal history record review, the County Administrator shall require the
applicant to request the Russell County Sheriff's Office to provide to the County two sets of the
applicant's fingerprints. Upon receipt of the fingerprints, County Administration shall have the
fingerprints submitted to the Virginia State Police Central Criminal Records Exchange and the
Federal Bureau of Investigation for review.

(F) Upon receipt of the results of criminal records review, the County Administrator shall review such
results to determine the applicant's fitness for employment. The County Administrator may consult
with the County Attormey and/or the Department Head for the position to which the applicant has
applied as necessary in making this determination.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03:  HIRING AND APPOINTMENTS 

 

 

(G) Criminal history information considered in accordance with this section shall include outstanding 
warrants, pending criminal charges, and records of conviction. Records of dispositions that occurred 
while an applicant was considered a juvenile shall not be referenced unless authorized by court order, 
federal law or regulation, or state statute authorizing such dissemination. 

 
(H) In determining whether a criminal conviction revealed by the report would disqualify an applicant, 
the County Administrator shall consider the following criteria: 

 
1. whether the report consistent with information provided by the applicant by th e  a p p l i c a n t  i n  

the employment application materials; 
2. the nature and seriousness of the crime; 
3. the relationship of the crime to the work to be performed in the position applied for; 
4. the extent to which the position applied for might offer an opportunity to engage in further 

criminal activity of the same type as that in which the person had been involved; 
5. the relationship of the crime to the ability, capacity, or fitness required to perform the duties and 

discharge the responsibilities of the position being sought; 
6. the extent and nature of the person’s past criminal activity; 
7. the age of the person at the time of the commission of the crime; 
8. the amount of time that has elapsed since the person’s last involvement in the commission of a 

crime; 
9. the conduct and work activity of the person prior to and following the criminal activity; and 
10. evidence of the person’s rehabilitation or rehabilitative effort while incarcerated or following 

release. 
 
(I) If an applicant is denied employment because of information appearing in his/her criminal 
history record, the County shall provide written notification to the applicant that information obtained 
from the Central Criminal Records Exchange contributed to such denial. 

 
(J) If the criminal history record wrongly shows that the applicant had no criminal convictions, the 
County shall consider information regarding criminal convictions in accordance with this policy at the 
time such information becomes known to the County. 

 
(K) The criminal history information provided in accordance with this policy shall be used solely to 
assess eligibility for public employment or service and shall not be disseminated to any person not 
involved in the assessment process. 

 
(L) The County shall maintain the confidentiality of all criminal history record reports and contents and 
shall provide the subject of the report a copy within five (5) working days of a request. In the event 
the applicant is not offered a position of employment due to the criminal history report, the County 
shall maintain a copy of the report for the period of time required by Virginia law from the date of 
application, after which time the report shall be shredded. The information from the records review 
shall not be disseminated except as provided for in this section. 

 
(M) If an applicant seeks to amend or correct his/her record, the applicant may contact the Virginia 
State Police Central Criminal Records Exchange or the Federal Bureau of Investigation. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL,
PART 03: HIRING AND APPOINTMENTS

(G) Criminal history information considered in accordance with this section shall include outstanding
warrants, pending criminal charges, and records of conviction. Records of dispositions that occurred
while an applicant was considered a juvenile shall not be referenced unless authorized by court order,
federal law or regulation, or state statute authorizing such dissemination.

(H) In determining whether a criminal conviction revealed by the report would disqualify an applicant,
the County Administrator shall consider the following criteria:

1. whether the report consistent with information provided by the applicant by the applicant in
the employment application materials;

2. the nature and seriousness of the crime;

3. the relationship of the crime to the work to be performed in the position applied for;

4. the extent to which the position applied for might offer an opportunity to engage in further
criminal activity of the same type as that in which the person had been involved;

5. the relationship of the crime to the ability, capacity, or fitness required to perform the duties and
discharge the responsibilities of the position being sought;

6. the extent and nature of the person’s past criminal activity;

7. the age of the person at the time of the commission of the crime;

8. the amount of time that has elapsed since the person's last involvement in the commission of a
crime;

9. the conduct and work activity of the person prior to and following the criminal activity; and

10. evidence of the person’s rehabilitation or rehabilitative effort while incarcerated or following
release.

(1) If an applicant is denied employment because of information appearing in his/her criminal
history record, the County shall provide written notification to the applicant that information obtained
from the Central Criminal Records Exchange contributed to such denial.

(J) If the criminal history record wrongly shows that the applicant had no criminal convictions, the
County shall consider information regarding criminal convictions in accordance with this policy at the
time such information becomes known to the County.

(K) The criminal history information provided in accordance with this policy shall be used solely to
assess eligibility for public employment or service and shall not be disseminated to any person not
involved in the assessment process.

(L) The County shall maintain the confidentiality of all criminal history record reports and contents and
shall provide the subject of the report a copy within five (5) working days of a request. In the event
the applicant is not offered a position of employment due to the criminal history report, the County
shall maintain a copy of the report for the period of time required by Virginia law from the date of
application, after which time the report shall be shredded. The information from the records review
shall not be disseminated except as provided for in this section.

(M) If an applicant seeks to amend or correct his/her record, the applicant may contact the Virginia
State Police Central Criminal Records Exchange or the Federal Bureau of Investigation.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03: HIRING AND APPOINTMENTS 

 

 

SECTION 03-10 
Effective Date: August 3, 2020 

MANAGER POSITIONS 

 

At the discretion of the Russell County Board of Supervisors, appointments to Manager positions 
sha l l  be subject to prior approval of the Board of Supervisors. Such exercise of discretionary 
authority shall be determined at the time of approval to fill any vacancy in such position, or upon initial 
authorization of a new Manager position. In this event, the County Administrator shall bring forth a 
formal recommendation to the Board of Supervisors as to an appointment, whereupon Board approval 
or rejection shall be given, including discussion of same in a closed meeting of the Board of 
Supervisors as deemed appropriate. Any such recommendation shall not be construed as a Board 
appointment of a Manager position, nor alter any prescribed employer-employee relationship as set 
out in the Position Description. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 03: HIRING AND APPOINTMENTS

SECTION 03-10
Effective Date: August 3, 2020

MANAGER POSITIONS

At the discretion of the Russell County Board of Supervisors, appointments to Manager positions
shall be subject to prior approval of the Board of Supervisors. Such exercise of discretionary
authority shall be determined at the time of approval to fill any vacancy in such position, or upon initial
authorization of a new Manager position. In this event, the County Administrator shall bring forth a
formal recommendation to the Board of Supervisors as to an appointment, whereupon Board approval
or rejection shall be given, including discussion of same in a closed meeting of the Board of
Supervisors as deemed appropriate. Any such recommendation shall not be construed as a Board
appointment of a Manager position, nor alter any prescribed employer-employee relationship as set
out in the Position Description.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03: HIRING AND APPOINTMENTS 

 

 

SECTION 03-11 
Effective Date: August 3, 2020 

TEMPORARY POSITIONS 

 

The selection process for temporary/full-time and temporary/part-time employees may follow the 
procedure described in this Part for positions of the Assistant/Operator/Technician/Aide positions. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL

PART 03: HIRING AND APPOINTMENTS

SECTION 03-11
Effective Date: August 3, 2020

TEMPORARY POSITIONS.

The selection process for temporary/full-time and temporary/part-time employees may follow the
procedure described in this Part for positions of the Assistant/Operator/Technician/Aide positions.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 03: HIRING AND APPOINTMENTS 

 

 
SECTION 03-12 

  Effective Date: August 3, 2020 
 

TEMPORARY EMPLOYEES 
 
 
When a vacancy due to termination of employment or absence due to extended medical 
leave or other use of leave time exists within a full-time or part-time position, and where 
there exists an immediate, urgent need to fill that position, the County Administrator 
may authorize the hiring of a temporary employee to fill positions on a short-term basis.  
 
The person hired as a temporary employee may be recommended by the Department 
Supervisor where the employee is needed or otherwise selected by the County 
Administrator. Where a vacant position is filled on this basis, a temporary employee 
may be used for up to six successive calendar months. Where a position is being filled 
due to an employee absence of extended medical leave or other use of leave time, the 
position may continue to be filled by a temporary employee for the period of the 
absence. Periodic use of such temporary employees on a “fill-in” basis may continue 
after the regular employee returns to his/her position if needed and as necessary at the 
discretion of the County Administrator. Temporary employees may also be used for 
seasonal needs or as business demands. 

 
Temporary employees employed are considered part- time employees for the purposes 
of other applicable policies set out in the Personnel Policy Manual. The hourly wage for 
such employees shall be negotiated and set by the Department Supervisor with the 
approval of the County Administrator. 

 
 
 
 
 
 
 
 
 
 
 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL

PART 03: HIRING AND APPOINTMENTS

SECTION 03-12
Effective Date: August 3, 2020

TEMPORARY EMPLOYEES

When a vacancy due to termination of employment or absence due to extended medical
leave or other use of leave time exists within a full-time or part-time position, and where
there exists an immediate, urgent need to fill that position, the County Administrator

may authorize the hiring of a temporary employee to fill positions on a short-term basis.

The person hired as a temporary employee may be recommended by the Department
Supervisor where the employee is needed or otherwise selected by the County
Administrator. Where a vacant position is filled on this basis, a temporary employee
may be used for up to six successive calendar months. Where a position is being filled
due to an employee absence_of extended medical leave or other use of leave time, the
position may continue to be filled by a temporary employee for the period of the
absence. Periodic use of such temporary employees on a “fill-in” basis may continue
after the regular employee returns to his/her position if needed and as necessary at the
discretion of the County Administrator. Temporary employees may also be used for
seasonal needs or as business demands.

Temporary employees employed are considered part- time employees for the purposes
of other applicable policies set out in the Personnel Policy Manual. The hourly wage for
such employees shall be negotiated and set by the Department Supervisor with the
approval of the County Administrator.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 04: ORIENTATION AND PROBATIONARY EMPLOYMENT 

 

 

SECTION 04-01 
Effective Date: August 3, 2020 

GENERAL 

 

It is the policy of the Board of Supervisors to provide for adequate initial orientation to new employees 
as well as a period of probationary employment to ensure that new employees may be trained and 
tested in the performance of their duties. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 04: ORIENTATION AND PROBATIONARY EMPLOYMENT

SECTION 04-01
Effective Date: August 3, 2020

GENERAL
It is the policy of the Board of Supervisors to provide for adequate initial orientation to new employees

as well as a period of probationary employment to ensure that new employees may be trained and
tested in the performance of their duties.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 04: ORIENTATION AND PROBATIONARY EMPLOYMENT 

 

 

SECTION 04-02 
Effective Date: August 3, 2020  

ORIENTATION SESSION 

 

After employees have been hired, they will be given an orientation session to the organization of the 
County government.  Review of important personnel policies and procedures and employment 
benefits, and their new position. The responsibility for conducting the orientation session shall be 
shared between the County Administration and the new employee's department head or his/her 
designee. The County Administrator or his/her designee and department supervisors are responsible 
for the development of adequate procedures for conducting the orientation session.  

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 04: ORIENTATION AND PROBATIONARY EMPLOYMENT

SECTION 04-02
Effective Date: August 3, 2020

ORIENTATION SESSION

After employees have been hired, they will be given an orientation session to the organization of the
County government. Review of important personnel policies and procedures and employment
benefits, and their new position. The responsibility for conducting the orientation session shall be
shared between the County Administration and the new employee's department head or his/her
designee. The County Administrator or his/her designee and department supervisors are responsible
for the development of adequate procedures for conducting the orientation session.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 04: ORIENTATION AND PROBATIONARY EMPLOYMENT 

 

 

SECTION 04-03 
Effective Date: August 3, 2020  

ORIENTATION INFORMATION PACKET 

 

Each new employee shall receive an information packet and each department supervisor to 
supplement verbal orientation. At minimum, this information packet shall contain a current copy of 
this Manual or information concerning the Manual’s location on the County website for employees 
with County-provided Internet access at their workstations; information, forms and other materials 
pertinent to the County’s employment benefits programs; any written or graphic departmental policies 
and procedures, and such other information as deemed relevant to the new employee’s position. 
Such materials become the personal property of the employee upon completion of the probationary 
employment period. 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 04: ORIENTATION AND PROBATIONARY EMPLOYMENT

SECTION 04-03
Effective Date: August 3, 2020

ORIENTATION INFORMATION PACKET

Each new employee shall receive an information packet and each department supervisor to
supplement verbal orientation. At minimum, this information packet shall contain a current copy of
this Manual or information conceming the Manual's location on the County website for employees
with County-provided Internet access at their workstations; information, forms and other materials
pertinent to the County's employment benefits programs; any written or graphic departmental policies
and procedures, and such other information as deemed relevant to the new employee's position.
Such materials become the personal property of the employee upon completion of the probationary
employment period.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 04: ORIENTATION AND PROBATIONARY EMPLOYMENT 

 

 

SECTION 04-04 
Effective Date:  August 3, 2020   

ON-THE-JOB TRAINING 

 

During the new employee’s probationary period, each department head shall facilitate on-the-job 
training whereby the new employee may be instructed in the conduct, techniques and procedures of 
the position while contributing positively to the work of the department. On-the-job training may 
extend to the full length of the probationary employment period. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 04: ORIENTATION AND PROBATIONARY EMPLOYMENT

SECTION 04-04
Effective Date: August 3, 2020

ON-THE-JOB TRAINING

During the new employee's probationary period, each department head shall facilitate on-the-job
training whereby the new employee may be instructed in the conduct, techniques and procedures of
the position while contributing positively to the work of the department. On-the-job training may
extend to the full length of the probationary employment period.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 04: ORIENTATION AND PROBATIONARY EMPLOYMENT 

 

 

SECTION 04-05 
Effective Date: August 3, 2020 

PROBATIONARY EMPLOYMENT PERIOD 

 

For each permanent/full-time and permanent/part-time position of the Manager/Supervisor/Specialist/ 
Assistant/Operator/Technician/Aide positions there is an established probationary employment period 
of twelve (12) calendar months from the first full day of employment.  No probationary employment 
period is established for temporary/full-time or temporary/part-time positions. During the 
probationary employment period, any permanent/full-time and permanent/part-time employee may be 
subject to disciplinary procedures, including termination of employment, without recourse to the 
Grievance Procedure set out in Part 09 of this Manual. This twelve-month period shall be known as 
the "probationary employment period" and employees during this period shall be referred to as 
"probationary employees." No employment probationary period may exceed a total of twelve (12) 
calendar months for any employee.  
 
Nothing herein shall alter any employee’s status as an “At-Will” employee. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 04: ORIENTATION AND PROBATIONARY EMPLOYMENT

SECTION 04-05
Effective Date: August 3, 2020

PROBATIONARY EMPLOYMENT PERIOD

For each permanentfull-time and permanent/part-time position of the Manager! Supervisor/Specialist!
Assistant/Operator/Technicianl/Aide positions there is an established probationary employment period
of twelve (12) calendar months from the first full day of employment. No probationary employment
period is established for temporary/fulltime or temporary/part-time positions. During the
probationary employment period, any permanent/full-time and permanent/part-time employee may be
subject to disciplinary procedures, including termination of employment, without recourse to the
Grievance Procedure set out in Part 09 of this Manual. This twelve-month period shall be known as
the "probationary employment period” and employees. during this period shall be referred to as
"probationary employees." No employment probationary period may exceed a total of twelve (12)
calendar months for any employee.

Nothing herein shall alter any employee's status as an “At-Will” employee.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 05: POSITION CLASSIFICATION PLAN 

 

 

SECTION 05-01 
Effective Date: August 3, 2020 

GENERAL 

 

It is the policy of the Russell County Board of Supervisors to provide a well-structured employment 
environment and competitive levels of compensation to attract and retain quality employees. In 
furtherance of this policy, the Board of Supervisors may establish and maintain a Position Classification 
Plan, as well as other policies, rules, and procedures governing issues relating to the structure of 
positions and the nature of employee compensation. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 05: POSITION CLASSIFICATION PLAN.

SECTION 05-01
Effective Date: August 3, 2020

GENERAL

It is the policy of the Russell County Board of Supervisors to provide a well-structured employment
environment and competitive levels of compensation to attract and retain quality employees. In
furtherance of this policy, the Board of Supervisors may establish and maintain a Position Classification
Plan, as well as other policies, rules, and procedures governing issues relating to the structure of
positions and the nature of employee compensation.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 05: POSITION CLASSIFICATION PLAN 

 

 

SECTION 05-02 
Effective Date: August 3, 2020 

 
ESTABLISHMENT OF POSITION CLASSIFICATION PLAN 

 
 
The Position Classification Plan has been established by the Board of Supervisors herein. The 
Classification Plan is intended as a management tool to facilitate the definition of positions through 
Position Descriptions, to categorize positions, and to recognize the relationships between different 
positions. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 05: POSITION CLASSIFICATION PLAN.

SECTION 05-02
Effective Date: August 3, 2020

ESTABLISHMENT OF POSITION CLASSIFICATION PLAN

The Position Classification Plan has been established by the Board of Supervisors herein. The
Classification Plan is intended as a management tool to facilitate the definition of positions through
Position Descriptions, to categorize positions, and to recognize the relationships between different
positions.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 05: POSITION CLASSIFICATION PLAN 

 

 

SECTION 05-03 
Effective Date: August 3, 2020 

 
DESIGNATION OF POSITIONS 

 
 
The following Positions are designated: 

 
A. Manager – Heads of departments. 

 
B. Supervisor/Specialist – Positions possessing supervisory authority over others within their 
department and/or requiring advanced job knowledge or skills relative to others within their 
department. 

 
C. Assistant/Operator/Technician – Positions providing administrative assistance and/or requiring 
basic job knowledge or skills relative to other within their department 

 
D. Aide – All permanent/part-time positions. 

 
Manager positions are those responsible for the day-to-day operations of the various departments.  
 
Supervisor/Specialist positions may be generally characterized as those serving as a "second-in-
charge" of the departments to which they are assigned and may have supervisory authority over other 
departmental employees delegated to them by their manager. Specialist positions also fall into this 
classification where advanced job knowledge or skills are required.  
 
Assistant/Operator/Technician/Aide positions constitute the non-managerial, non-supervisory 
workforce of the departments. 

 
All positions shall be assigned to one of the above designations. Generally, formal position titles shall 
contain the word Manager, Supervisor, Specialist, Assistant, Operator, Technician or Aide denoting 
to which class the position is assigned. Certain position titles shall be as prescribed by the Code of 
Virginia (1950), as amended.  

 
Temporary/full-time or temporary/part-time positions may be afforded official position titles as may be 
necessary or appropriate at the discretion of the County Administrator or manager to which the 
position is assigned. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 05: POSITION CLASSIFICATION PLAN.

SECTION 05-03
Effective Date: August 3, 2020

DESIGNATION OF POSITIONS

The following Positions are designated:
‘A. Manager — Heads of departments.

B. Supervisor/Specialist — Positions possessing supervisory authority over others within their
department and/or requiring advanced job knowledge or skills relative to others within their
department.

C. Assistan/Operator/Technician — Positions providing administrative assistance and/or requiring
basic job knowledge or skills relative to other within their department

D. Aide — All permanentipart-time positions.
Manager positions are those responsible for the day-to-day operations of the various departments.

Supervisor/Specialist positions may be generally characterized as those serving as a "second-in-
charge" of the departments to which they are assigned and may have supervisory authority over other
departmental employees delegated to them by their manager. Specialist positions also fall into this
classification where advanced job knowledge or skills are required.

Assistant/Operator/Technician/Aide positions constitute the _non-managerial, non-supervisory
workforce of the departments.

All positions shall be assigned to one of the above designations. Generally, formal position titles shall
contain the word Manager, Supervisor, Specialist, Assistant, Operator, Technician or Aide denoting
to which class the position is assigned. Certain position titles shall be as prescribed by the Code of
Virginia (1950), as amended.

Temporary/full-time or temporary/part-time positions may be afforded official position titles as may be
necessary or appropriate at the discretion of the County Administrator or manager to which the
position is assigned.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 05: POSITION CLASSIFICATION PLAN 

 

 

SECTION 05-04 
Effective Date: August 3, 2020 

 
ASSIGNMENT  OF POSITIONS 

 
 
The County Administrator shall make all assignments of existing positions, subject to approval of the 
Board of Supervisors. The County Administrator shall be responsible for the assignment of newly 
created, retitled and/or consolidated positions or to new positions, subject to approval of the Board of 
Supervisors. The Board of Supervisors may direct that such assignments be reviewed and 
approved or recommended by a committee or other body appointed by the Board of Supervisors prior 
to same being brought to the Board of Supervisors for final approval. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 05: POSITION CLASSIFICATION PLAN.

SECTION 05-04
Effective Date: August 3, 2020

ASSIGNMENT OF POSITIONS

The County Administrator shall make all assignments of existing positions, subject to approval of the
Board of Supervisors. The County Administrator shall be responsible for the assignment of newly
created, retitled and/or consolidated positions or to new positions, subject to approval of the Board of
Supervisors. The Board of Supervisors may direct that such assignments be reviewed and
approved or recommended by a committee or other body appointed by the Board of Supervisors prior
to same being brought to the Board of Supervisors for final approval.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 05: POSITION CLASSIFICATION PLAN 

 

 

SECTION 05-05 
Effective Date: August 3, 2020 

 
MAINTENANCE OF POSITION CLASSIFICATION PLAN 

 
 
Supervisors shall be responsible for bringing attention to any material change i n  duties, 
responsibilities, working conditions, or other factors affecting the classification of any position to 
the County Administrator. Following the receipt of such information, the County Administrator may 
review the position and determine if the classification should be changed. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 05: POSITION CLASSIFICATION PLAN.

SECTION 05-05
Effective Date: August 3, 2020

MAINTENANCE OF POSITION CLASSIFICATION PLAN

Supervisors shall be responsible for bringing attention to any material change in duties,
responsibilities, working conditions, or other factors affecting the classification of any position to
the County Administrator. Following the receipt of such information, the County Administrator may
review the position and determine if the classification should be changed




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 05: POSITION CLASSIFICATION PLAN 

 

 

SECTION 05-06 
Effective Date: August 3, 2020 

 
SPECIAL PROVISIONS FOR LIMITED FULL-TIME EMPLOYEES 

 
 
At the discretion of the Board of Supervisors, a position may be established, or an existing position 
reclassified as "limited full-time".  Limited full-time positions are those which the Board of Supervisors 
have determined merit compensation based on an annual salary with fringe benefits similar or 
proportional to that provided regular full-time employees for working hours of less than forty (40) per 
week. Employees holding such positions may be employed to work up to eight (8) hours or more per 
day, thirty-nine (39) hours or less per seven (7) consecutive calendar day work week for not less than 
fifty (50) weeks per year. The total working hours per week for a limited full-time position shall be 
established by the Board of Supervisors consistent with its determination of the amount of time 
needed per week for such position. The days of the week during which limited full-time positions work 
may be established by the County Administrator or Board of Supervisors. 

 
For the purposes of the application of policies set out in this Manual, limited full-time employees are 
treated the same as regular full-time employees except as otherwise provided for in this section. 
Limited full-time employees shall be permitted to participate in County-provided retirement and health 
insurance benefits programs on the same basis as regular full-time employees subject to eligibility 
and approval of the benefit program providers. Personal Leave, Annual Leave and Sick Leave for 
limited full-time employees are provided on a proportionate basis to leave time provided to regular 
full-time employees consistent with the provisions of Sections 07-04, 07-05 and 07-07 of this Manual.  
 
As an example, a limited full-time employee compensated for a twenty (20) hour work week (or 50% 
percent of a regular full-time 40-hour work week) would receive fifty (50%) percent of the Personal 
Leave time of a regular full-time employee (thirty-six (36) hours per County fiscal year); fifty (50%) 
percent of the Annual Leave time of a regular full-time employee based on the limited full-time 
employee's time in continuous service, and fifty (50%) percent of the Sick Leave time (four (4) hours 
per month) of a regular full-time employee. Annual Leave days may be continuously accumulated by 
limited full-time employees; the County will compensate such employees for up to one hundred and 
ninety-two (192) hours or twenty-four (24) Annual Leave days accrued but unused at the time of 
termination of employment consistent with the provisions of Section 07-04 of this Manual. Limited 
full-time employees classified as "exempt" pursuant to Section 08-02 of this Manual are eligible to 
receive Discretionary Leave pursuant to Section 07-13 of this Manual for time worked in excess of the 
position’s designated regular working hours. Such time may be taken off by the employee on an hour 
for hour basis by the end of the calendar month following the month in which it is earned. Limited full- 
time employees classified as "non-exempt" pursuant to Section 08-03 of this Manual are eligible to 
receive compensatory time off or overtime pay pursuant to Section 08-04 of this Manual for all hours 
worked in excess of the position’s designated working hours (i.e., if a non-exempt, limited full-time 
employee is compensated for a twenty (20) hour work week, the employee would receive 
compensatory time off or overtime pay for each hour worked over twenty (20) in any given work 
week). If a designated County holiday pursuant to Section 07-12 of this Manual falls on a limited full- 
time employee’s scheduled working day, the employee shall receive Holiday Leave on a 
proportionate basis to leave time provided to regular full-time employees. As an example, a limited  
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 05: POSITION CLASSIFICATION PLAN.

SECTION 05-06
Effective Date: August 3, 2020

SPECIAL PROVISIONS FOR LIMITED FULL-TIME EMPLOYEES

At the discretion of the Board of Supervisors, a position may be established, or an existing position
reclassified as “limited full-time". Limited full-time positions are those which the Board of Supervisors
have determined merit compensation based on an annual salary with fringe benefits similar or
proportional to that provided regular full-time employees for working hours of less than forty (40) per
week. Employees holding such positions may be employed to work up to eight (8) hours or more per
day, thirty-nine (39) hours or less per seven (7) consecutive calendar day work week for not less than
fifty (50) weeks per year. The total working hours per week for a limited full-time position shall be
established by the Board of Supervisors consistent with its determination of the amount of time
needed per week for such position. The days of the week during which limited full-time positions work
may be established by the County Administrator or Board of Supervisors.

For the purposes of the application of policies set out in this Manual, limited full-time employees are
treated the same as regular full-time employees except as otherwise provided for in this section.
Limited full-time employees shall be permitted to participate in County-provided retirement and health
insurance benefits programs on the same basis as regular full-time employees subject to eligibility
and approval of the benefit program providers. Personal Leave, Annual Leave and Sick Leave for
limited full-time employees are provided on a proportionate basis to leave time provided to regular
full-time employees consistent with the provisions of Sections 07-04, 07-05 and 07-07 of this Manual.

As an example, a limited full-time employee compensated for a twenty (20) hour work week (or 50%
percent of a regular full-time 40-hour work week) would receive fifty (50%) percent of the Personal
Leave time of a regular full-time employee (thirty-six (36) hours per County fiscal year); fifty (50%)
percent of the Annual Leave time of a regular full-time employee based on the limited full-time
employee's time in continuous service, and fifty (50%) percent of the Sick Leave time (four (4) hours
per month) of a regular full-time employee. Annual Leave days may be continuously accumulated by
limited full-time employees; the County will compensate such employees for up to one hundred and
ninety-two (192) hours or twenty-four (24) Annual Leave days accrued but unused at the time of
termination of employment consistent with the provisions of Section 07-04 of this Manual. Limited
fulltime employees classified as "exempt" pursuant to Section 08-02 of this Manual are eligible to
receive Discretionary Leave pursuant to Section 07-13 of this Manual for time worked in excess of the
position's designated regular working hours. Such time may be taken off by the employee on an hour
for hour basis by the end of the calendar month following the month in which it is earned. Limited full-
time employees classified as "non-exempt" pursuant to Section 08-03 of this Manual are eligible to
receive compensatory time off or overtime pay pursuant to Section 08-04 of this Manual for all hours
worked in excess of the position's designated working hours (i.e., if a non-exempt, limited full-time
employee is compensated for a twenty (20) hour work week, the employee would receive
compensatory time off or overtime pay for each hour worked over twenty (20) in any given work
week). If a designated County holiday pursuant to Section 07-12 of this Manual falls on a limited full-
time employee's scheduled working day, the employee shall receive Holiday Leave on a
proportionate basis to leave time provided to regular full-time employees. As an example, a limited




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 05: POSITION CLASSIFICATION PLAN 

 

 
full-time employee compensated for a twenty (20) hour work week (or 50% percent of a regular full- 
time 40-hour work week) would receive fifty (50%) percent of the Holiday Leave time of a regular full- 
time employee (i.e., four (4) hours for each designated County holiday).  The time remaining within a 
designated County holiday may be taken off as Annual, Personal, or Discretionary Leave or 
compensatory time off, or otherwise must be worked within the seven-day work week in which the 
holiday falls. No allowance shall be made if a holiday falls on a limited full-time employee’s scheduled 
day(s) off. Where the working days of a limited full-time employee are established by the County 
Administrator, the working days may be altered during the week of a designated County holiday 
if so agreed to by the employee and the employee’s manager. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 05: POSITION CLASSIFICATION PLAN.

fulltime employee compensated for a twenty (20) hour work week (or 50% percent of a regular full-
time 40-hour work week) would receive fifty (50%) percent of the Holiday Leave time of a regular full-
time employee (i.e., four (4) hours for each designated County holiday). The time remaining within a
designated County holiday may be taken off as Annual, Personal, or Discretionary Leave or
compensatory time off, or otherwise must be worked within the seven-day work week in which the
holiday falls. No allowance shall be made if a holiday falls on a limited full-time employee's scheduled
day(s) off. Where the working days of a limited full-time employee are established by the County
Administrator, the working days may be altered during the week of a designated County holiday
if so agreed to by the employee and the employee's manager.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES 

 

 

SECTION 06-01 
Effective Date:  August 3, 2020      

GENERAL 

Employees shall be assigned to a position within one (1) or more offices and/or departments for 
the conduct of the duties of that position. Each office or department shall be immediately 
overseen and supervised. Non-department employees will report directly to their respective 
Supervisors, the County Administrator (or, where personnel of the Supervisor/Specialist position 
are employed, to departmental Supervisors as may be directed by the manager). All Managers 
report directly to the County Administrator who is responsible for the general direction and oversight 
of all departments. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES

SECTION 06-01
Effective Date: August 3, 2020

GENERAL

Employees shall be assigned to a position within one (1) or more offices and/or departments for
the conduct of the duties of that position. Each office or department shall be immediately
overseen and supervised. Non-department employees will report directly to their respective
Supervisors, the County Administrator (or, where personnel of the Supervisor/Specialist position
are employed, to departmental Supervisors as may be directed by the manager). All Managers
report directly to the County Administrator who is responsible for the general direction and oversight
of all departments.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES 

 

 
 

SECTION 06-02 
Effective Date: August 3, 2020 

 
SHARED POSITIONS BETWEEN DEPARTMENTS 

 
 
Upon the recommendation of the County Administrator and approval of the Board of Supervisors, 
certain positions of the Supervisor/Specialist/Assistant/Operator/Technician and Aides may be 
"shared" between two departments. "Shared" positions shall provide services to both departments to 
which the position is assigned on a continuous basis under arrangements and conditions approved 
by the County Administrator and set forth generally in the Position Description for the position 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES

SECTION 06-02
Effective Date: August 3, 2020

SHARED POSITIONS BETWEEN DEPARTMENTS

Upon the recommendation of the County Administrator and approval of the Board of Supervisors,
certain positions of the Supervisor/Specialist/Assistan/Operator/Technician and Aides may be
"shared" between two departments. "Shared" positions shall provide services to both departments to
which the position is assigned on a continuous basis under arrangements and conditions approved
by the County Administrator and set forth generally in the Position Description for the position




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES 

 

 

SECTION 06-03 
Effective Date: August 3, 2020 

 
DESIGNATED WORKDAY, WORK WEEK, AND WORK YEAR 

 
 
The designated "workd a y " for all employees shall be a period of eight (8) hours.  The designated 
"work week" for all employees shall consist of forty hours beginning at 12:01 AM Monday and ending 
12:00 PM midnight Sunday. 

 
The "work year" for all employees shall consist of two thousand and eighty (2,080) hours per County 
Fiscal Year, beginning July 1 and ending June 30. Fifty-two (52) work weeks comprise the work 
year. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES

SECTION 06-03
Effective Date: August 3, 2020

DESIGNATED WORKDAY, WORK WEEK, AND WORK YEAR

The designated "workday" for all employees shall be a period of eight (8) hours. The designated
"work week" for all employees shall consist of forty hours beginning at 12:01 AM Monday and ending
12:00 PM midnight Sunday.

The "work year" for all employees shall consist of two thousand and eighty (2,080) hours per County
Fiscal Year, beginning July 1 and ending June 30. Fifty-two (52) work weeks comprise the work
year.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES 

 

 

SECTION 06-04 
Effective Date: August 3, 2020  

HOURS OF OPERATION 

 

The regular working hours of operation shall be Monday through Friday, 8:30 AM to 4:30 PM unless 
other operating hours are needed for County operations. 

 
The regular working hours of operation for the above consist of eight (8) hours of work per day, with 
one-half (0.5) hour paid, non-duty-free Meal Period. No Meal Period may be taken between 8:30 
AM and 9:30 AM, and generally no Meal Period may be taken between 4:00 PM and 5:00 PM unless 
the employee is to return to work after 5:00 PM that same day.  

 
The regular working hours for positions and individual employees shall be established according 
to the needs of those departments by their supervisors with the approval of the County Administrator. 
The regular working hours of operation for these departments shall consist of up to eight (8) hours 
of work per day, with one-half (0.5) hour paid non-duty-free Meal Period. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES

SECTION 06-04
Effective Date: August 3, 2020

HOURS OF OPERATION

The regular working hours of operation shall be Monday through Friday, 8:30 AM to 4:30 PM unless
other operating hours are needed for County operations.

The regular working hours of operation for the above consist of eight (8) hours of work per day, with
one-half (0.5) hour paid, non-duty-free Meal Period. No Meal Period may be taken between 8:30
AM and 9:30 AM, and generally no Meal Period may be taken between 4:00 PM and 5:00 PM unless
the employee is to return to work after 5:00 PM that same day.

The regular working hours for positions and individual employees shall be established according
to the needs of those departments by their supervisors with the approval of the County Administrator.
The regular working hours of operation for these departments shall consist of up to eight (8) hours
of work per day, with one-half (0.5) hour paid non-duty-free Meal Period.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES 

 

 

SECTION 06-05 
Effective Date: August 3, 2020 

MEAL PERIODS 

 

Meal Periods consisting of one-half (0.5) hour shall be provided to Administrative Division employees 
working at least eight (8) consecutive hours per day at which time the employee may leave his/her 
workp lace or station for meals and/or personal use. A Meal Period is not provided for employees 
working less than eight (8) consecutive hours as a daily work schedule. Employees choosing to 
work through their Meal Period are considered to have done so voluntarily, and no compensable 
time (whether compensatory time or overtime) shall be earned for doing so. 

 
Department heads or the County Administrator may establish policies specific to individual 
departments regarding when Meal Periods may be taken by employees; office closures for Meal 
Periods; whether meals may be eaten at individual workstations or offices, and other related issues. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES

SECTION 06-05
Effective Date: August 3, 2020

MEAL PERIODS

Meal Periods consisting of one-half (0.5) hour shall be provided to Administrative Division employees
working at least eight (8) consecutive hours per day at which time the employee may leave his/her
workplace or station for meals and/or personal use. A Meal Period is not provided for employees
working less than eight (8) consecutive hours as a daily work schedule. Employees choosing to
work through their Meal Period are considered to have done so voluntarily, and no compensable
time (whether compensatory time or overtime) shall be eamed for doing so.

Department heads or the County Administrator may establish policies specific to individual
departments regarding when Meal Periods may be taken by employees; office closures for Meal
Periods; whether meals may be eaten at individual workstations or offices, and other related issues.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES 

 

 

SECTION 06-06 
Effective Date: August 3, 2020 

 
ESTABLISHMENT OF DEPARTMENTAL OPERATING POLICIES AND PROCEDURES 

 
 
From time to time and/or at the direction of the Board of Supervisors or the County Administrator,  
may establish specific policies, guidelines, rules, regulations and procedures to aid in the conduct of 
their operations not inconsistent with the provisions of this Manual, other policies of the Board of 
Supervisors, and the ordinances, laws and regulations of the County, state and federal governments. 
Such policies and procedures shall be set out in writing and be subject to review, modification and 
approval by the County Administrator and Board of Supervisors as may be directed.  

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES

SECTION 06-06
Effective Date: August 3, 2020

ESTABLISHMENT OF DEPARTMENTAL OPERATING POLICIES AND PROCEDURES

From time to time and/or at the direction of the Board of Supervisors or the County Administrator,
may establish specific policies, guidelines, rules, regulations and procedures to aid in the conduct of
their operations not inconsistent with the provisions of this Manual, other policies of the Board of
Supervisors, and the ordinances, laws and regulations of the County, state and federal governments.
Such policies and procedures shall be set out in writing and be subject to review, modification and
approval by the County Administrator and Board of Supervisors as may be directed.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES 

 

 

SECTION 06-07 
Effective Date: August 3, 2020 

 
OFFICE CLOSURE DURING EMERGENCIES 

 
 
The County Administrator and/or Chairman of the Board of Supervisors may close the offices and 
operations when in their judgment circumstances warrant due to a health, safety or other threat to 
County employees or to the public who must use County facilities and properties. Such threats 
include severe inclement weather or other unusual conditions.  

 
The County Administrator or Chairman of the Board of Supervisors may direct that certain employees 
and departments report to or remain at work during an emergency closure. In this event, all hours 
worked by such employees will be compensated at the "holiday rate". All permanent/full-time 
employees relieved of duty due to an emergency closure will be paid for the time relieved at their 
regular rate of compensation. All other employees will receive no compensation for lost work time 
due to such closure. Employees voluntarily working during such closures (doing so purely from 
personal initiative) shall not be eligible for "holiday rate" compensation or paid time off. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 06: DEPARTMENTAL ORGANIZATION AND WORK SCHEDULES

SECTION 06-07
Effective Date: August 3, 2020

OFFICE CLOSURE DURING EMERGENCIES

The County Administrator and/or Chairman of the Board of Supervisors may close the offices and
operations when in their judgment circumstances warrant due to a health, safety or other threat to
County employees or to the public who must use County facilities and properties. Such threats
include severe inclement weather or other unusual conditions.

The County Administrator or Chairman of the Board of Supervisors may direct that certain employees
and departments report to or remain at work during an emergency closure. In this event, all hours
worked by such employees will be compensated at the "holiday rate". All permanent/full-time
employees relieved of duty due to an emergency closure will be paid for the time relieved at their
regular rate of compensation. All other employees will receive no compensation for lost work time
due to such closure. Employees voluntarily working during such closures (doing so purely from
personal initiative) shall not be eligible for "holiday rate" compensation or paid time off.




POLICY 

Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
SECTION 07-01 
Effective Date: August 3, 2020 

 
GENERAL 

 
 
It is the policy of the Russell County Board of Supervisors to provide certain employment 
benefits, including paid leave from work in consideration of the service provided by 
employees and to provide an attractive work environment to attract and retain quality 
personnel.. Such benefits are not continuing obligations of the Board of Supervisors and 
do not vest themselves as rights or obligations to employees from the Board of 
Supervisors as an employer. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

Russell County Board of Supervisors:
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-01
Effective Date: August 3, 2020

GENERAL

It is the policy of the Russell County Board of Supervisors to provide certain employment
benefits, including paid leave from work in consideration of the service provided by
employees and to provide an attractive work environment to attract and retain quality
personnel. Such benefits are not continuing obligations of the Board of Supervisors and
do not vest themselves as rights or obligations to employees from the Board of
Supervisors as an employer.




POLICY 

Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 

SECTION 07-02 
Effective Date: August 3, 2020 

 
TYPES OF EMPLOYMENT BENEFITS 

 
 
The Board of Supervisors may offer to full-time employees of the Administrative Division 
the following employment benefits, among others: 

 
A. Health Insurance 

 
B. Retirement Plan 

 
C. Life Insurance 

 
D. Paid Leave 

 
E. Paid Holidays 

 
The types of benefits and benefit packages, level of employer versus employee 
contributions, and conditions and limitations on the scope, extent and duration of such 
benefits are dictated by decisions of the Board of Supervisors and the policies of 
participating benefits providers. Information on these employment benefits may be 
obtained through County Administration. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-02
Effective Date: August 3, 2020

TYPES OF EMPLOYMENT BENEFITS

The Board of Supervisors may offer to full-time employees of the Administrative Division
the following employment benefits, among others:

A. Health Insurance

B. Retirement Plan

C. Life Insurance

D. Paid Leave

E. Paid Holidays
The types of benefits and benefit packages, level of employer versus employee
contributions, and conditions and limitations on the scope, extent and duration of such
benefits are dictated by decisions of the Board of Supervisors and the policies of

participating benefits providers. Information on these employment benefits may be
obtained through County Administration.




POLICY 

Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE

  

 

 
SECTION 07-03 
Effective Date: August 3, 2020 

 
 

ADMINISTRATION OF LEAVE 
 
 
The types of leave set out under this Part are administered by the County Administrator 
or his/her Designee unless otherwise noted. It is the responsibility of the County 
Administration to generally oversee such leave provisions to ensure accuracy and 
accountability in their application and employees’ use of same. The County 
Administrator or his/her Designee shall develop appropriate mechanisms and 
documentation for accurately tracking and recording the use of leave and instructing 
employees concerning leave policies. Only such mechanisms and documentation as 
are approved for use in this regard by the County Administrator or his/her Designee will 
be accepted for the purpose of official County records concerning leave. 

 
The County Administrator or his/her Designee is authorized to exercise his/her best 
judgment in the interpretation and application of leave policies where uncertainty or 
ambiguity may exist or arise under certain circumstances. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-03
Effective Date: August 3, 2020

ADMINISTRATION OF LEAVE

The types of leave set out under this Part are administered by the County Administrator
or his/her Designee unless otherwise noted. It is the responsibility of the County
Administration to generally oversee such leave provisions to ensure accuracy and
accountability in their application and employees’ use of same. The County
Administrator or his/her Designee shall develop appropriate mechanisms and
documentation for accurately tracking and recording the use of leave and instructing
employees concerning leave policies. Only such mechanisms and documentation as
are approved for use in this regard by the County Administrator or his/her Designee will
be accepted for the purpose of official County records concerning leave.

The County Administrator or his/her Designee is authorized to exercise his/her best
judgment in the interpretation and application of leave policies where uncertainty or
ambiguity may exist or arise under certain circumstances.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
SECTION 07-04 
Effective Date: August 3, 2020 

 
 
Annual Leave 

 
 

Leave with pay (i.e., P.T.O.) will be provided for each completed calendar year of 
employment as follows: 

 
 

Length of Service             Accrual Rates                
Under 5 years   120 hours 
10 years   160 hours 
15 years                             200 hours 
20 years   240 hours 
25 years    280 hours 
30 years    320 hours 

 

        
Increases in P.T.O. monthly accrual rates as a result of accumulated years of service 
will occur starting the month following an employee’s employment anniversary date. 

 
P.T.O. will be earned in accordance with the provisions of the Personnel Policy 
Manual. P.T.O. may be accumulated by all employees up to the Maximum Balance and 
Payout of 320 hours.  At termination of employment, the County will compensate up to 
the Maximum Payout, according to the schedule above. Compensation will be 
rendered based on the employee’s rate of compensation at the time of termination of 
employment. Any P.T.O. accumulated in excess of the Maximum Payout of 320 hours 
shall be forfeited without compensation. 

 
Constitutional Officers and Employees: 

 
“Employee” as used in this section, means employee or deputy of the Attorney for the 
Commonwealth, Treasurer, the Commissioner of the Revenue, the Clerk of the Circuit 
Court and the Sheriff and shall also include the officers of all courts whose salaries are 
paid by the Commonwealth. The maximum payout shall be not more than 240 hours of 
accrued P.T.O. 

 
An employee may use P.T.O. upon approval by the employee’s Department Director for 
vacation, personal, sick and other leave purposes as needed. P.T.O. may not be taken 
in excess of (15) consecutive working days within any (60) calendar day period unless 
approved by the County Administrator or his/her Designee. No P.T.O. can be taken 
during any period of absence following an absence of (60) consecutive calendar days 
until the employee has been back at work at least (30) consecutive working days, 
unless the Family and Medical Leave Act or other law mandates approval of continued 
leave. 
 
 
 

 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-04
Effective Date: August 3, 2020

Annual Leave

Leave with pay (i.e., P.T.O.) will be provided for each completed calendar year of
employment as follows:

Lenath of Service Accrual Rates
Under 5 years 120 hours
10 years 160 hours
15 years 200 hours
20 years 240 hours
25 years 280 hours
30 years 320 hours

Increases in P.T.O. monthly accrual rates as a result of accumulated years of service
will occur starting the month following an employee's employment anniversary date.

P.T.O. will be earned in accordance with the provisions of the Personnel Policy
Manual. P.T.O. may be accumulated by all employees up to the Maximum Balance and
Payout of 320 hours. At termination of employment, the County will compensate up to
the Maximum Payout, according to the schedule above. Compensation will be
rendered based on the employee's rate of compensation at the time of termination of
employment. Any P.T.O. accumulated in excess of the Maximum Payout of 320 hours
shall be forfeited without compensation.

Constitutional Officers and Employees:

“Employee” as used in this section, means employee or deputy of the Attorney for the
Commonwealth, Treasurer, the Commissioner of the Revenue, the Clerk of the Circuit
Court and the Sheriff and shall also include the officers of all courts whose salaries are
paid by the Commonwealth. The maximum payout shall be not more than 240 hours of
accrued P.T.O.

‘An employee may use P.T.O. upon approval by the employee's Department Director for
vacation, personal, sick and other leave purposes as needed. P.T.O. may not be taken
in excess of (15) consecutive working days within any (60) calendar day period unless
approved by the County Administrator or his/her Designee. No P.T.O. can be taken
during any period of absence following an absence of (60) consecutive calendar days
until the employee has been back at work at least (30) consecutive working days,
unless the Family and Medical Leave Act or other law mandates approval of continued
leave




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
Employees are encouraged to submit requests for the use of P.T.O. with as much 
advance notice as possible, but at minimum, in accordance with the following advance 
request schedule. 
 
All requests shall be made in writing using the County P.T.O. Request Form. An 
employee requesting (3) or more consecutive working days of P.T.O. must provide to 
his/her Department Director (or the Deputy County Administrator if the employee is a 
Department Director) a completed County P.T.O. Request Form at least (24) hours in 
advance of the date or time for which the P.T.O. is requested. P.T.O. requests in excess 
of (3) consecutive working days must be submitted at least (3) working days in advance of 
the date the leave is requested. 
 
County Administrator or his/her designee have authority to grant or deny a request for 
P.T.O. A request for P.T.O. may be denied if an employee’s absence would be disruptive 
to departmental operations, if the request was not filed in the manner and within the time 
frame specified above, or for other reasons related to operation of County business.  

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 
 
 
 
 
 
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

Employees are encouraged to submit requests for the use of P.T.O. with as much
advance notice as possible, but at minimum, in accordance with the following advance

request schedule.

All requests shall be made in writing using the County P.T.O. Request Form. An
employee requesting (3) or more consecutive working days of P.T.O. must provide to
his/her Department Director (or the Deputy County Administrator if the employee is a
Department Director) a completed County P.T.O. Request Form at least (24) hours in
advance of the date or time for which the P.T.O. is requested. P.T.O. requests in excess
of (3) consecutive working days must be submitted at least (3) working days in advance of
the date the leave is requested.

County Administrator or his/her designee have authority to grant or deny a request for
P.T.O. A request for P.T.O. may be denied if an employee's absence would be disruptive
to departmental operations, if the request was not filed in the manner and within the time
frame specified above, or for other reasons related to operation of County business.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
SECTION 07-05 
Effective Date: August 3, 2020 

 
 

Sick Leave 
 

Sick Leave may be used only for the following: 
 
1. An illness, injury or medical procedure and recuperative period, including the birth 

of a child, incapacitating the employee to perform his/her duties. 
2. An exposure to a contagious disease such that the employee’s presence on duty would 

jeopardize the health of fellow employees or the public. 
3. Appointment for examination and treatment related to health when such an 

appointment cannot reasonably be scheduled during non-work hours.  
4. Illness or death in the immediate family. Any employee required to be absent because 

of death in his/her immediate family shall be entitled to 24 hours of paid (bereavement) 
leave. The immediate family includes only the employee’s parents; grandparents; 
spouse; children; brother; sister; mother-in- law; father-in-law; sister-in-law; brother-in-
law; son-in-law; daughter-in-law; or any person living as family in the household of the 
employee.  Any additional leave, if taken, shall be deducted from the employee’s 
accumulated sick or annual leave.  

5. Exceptions to these policies for extenuating circumstances may be granted by the 
Board of Supervisors upon written request through the County Administrator. 

 
Sick leave shall be granted to full time employees based on eight hours for each month 
of service.  Accumulation of sick leave shall be unlimited for full-time County employees. 
 
Payout for sick leave shall be at the time of separation of employment, by retirement only. 
The maximum payout for County employees for accrued sick leave shall be unlimited.  Sick 
leave shall be reimbursed upon retirement at a rate equal to Russell County Schools pay 
per day of unused sick leave.  Accrued sick leave may also be used to pay for health 
insurance after retirement. 

 
Constitutional Officers and Employees: 

 
“Employee” as used in this section, means employee or deputy of the Attorney for the 
Commonwealth, Treasurer, the Commissioner of the Revenue, the Clerk of the Circuit 
Court and the Sheriff and shall also include the officers of all courts whose salaries are 
paid by the Commonwealth. The maximum payout shall be not more than 240 hours of 
accrued sick leave. 
 
The justification for use of Sick Leave shall be subject to verification at the discretion of 
the County Administrator or his/her designee. 
 
Verification may be required in the form of a signed statement from the employee’s 
attending physician describing the employee’s medical condition and stating that the 
employee was unable by reason of this condition to be at work during the entire period of 
absence. Where extended absence (after 5 consecutive working days) is indicated, FMLA 
procedures will be followed.   

 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-05
Effective Date: August 3, 2020

Sick Leave

Sick Leave may be used only for the following:

1. Anillness, injury or medical procedure and recuperative period, including the birth
ofa child, incapacitating the employee to perform his/her duties.

2. An exposure to a contagious disease such that the employee's presence on duty would
jeopardize the health of fellow employees or the public.

3. Appointment for examination and treatment related to health when such an
appointment cannot reasonably be scheduled during non-work hours.

4. Illness or death in the immediate family. Any employee required to be absent because
of death in his/her immediate family shall be entitled to 24 hours of paid (bereavement)
leave. The immediate family includes only the employee's parents; grandparents;
spouse; children; brother; sister; mother-in-law; father-in-law; sister-in-law; brother-in-
law; son-in-law; daughter-in-law; or any person living as family in the household of the
employee. Any additional leave, if taken, shall be deducted from the employee's
accumulated sick or annual leave.

5. Exceptions to these policies for extenuating circumstances may be granted by the
Board of Supervisors upon written request through the County Administrator.

Sick leave shall be granted to full time employees based on eight hours for each month
of service. Accumulation of sick leave shall be unlimited for full-time County employees.

Payout for sick leave shall be at the time of separation of employment, by retirement only.
The maximum payout for County employees for accrued sick leave shall be unlimited. Sick
leave shall be reimbursed upon retirement at a rate equal to Russell County Schools pay
per day of unused sick leave. Accrued sick leave may also be used to pay for health
insurance after retirement.

Constitutional Officers and Employee:

“Employee” as used in this section, means employee or deputy of the Attorney for the
Commonwealth, Treasurer, the Commissioner of the Revenue, the Clerk of the Circuit
Court and the Sheriff and shall also include the officers of all courts whose salaries are
paid by the Commonwealth. The maximum payout shall be not more than 240 hours of
accrued sick leave.

The justification for use of Sick Leave shall be subject to verification at the discretion of
the County Administrator or his/her designee.

Verification may be required in the form of a signed statement from the employee's
attending physician describing the employee's medical condition and stating that the
employee was unable by reason of this condition to be at work during the entire period of
absence. Where extended absence (after 5 consecutive working days) is indicated, FMLA
procedures will be followed




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
SECTION 07-06 
Effective Date: August 3, 2020 
 

 
JURY LEAVE 

 
 
The County Administrator or his/her Designee shall grant a full-time employee leave 
with pay for an absence necessary for serving on a jury or attending court as a witness 
under subpoena. An employee compensated for civil duties, as by jury or witness fees, 
shall be paid only the difference between such compensation and the regular salary for 
the period of absence. Part-time employees shall be granted leave without pay for jury 
duty or as a subpoenaed witness. 

 
Employees must give advance notice of the need for leave of absence for jury duty and 
must provide a copy of the summons to jury service with the written request for leave. 
Notice to the County should be provided as soon as possible after receipt of the 
summons for jury duty. 

 
If the employee is excused from jury duty or is otherwise not required to be present in 
court, the employee is expected to return to work with the County if reasonably possible. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-06
Effective Date: August 3, 2020

JURY LEAVE

The County Administrator or his/her Designee shall grant a full-time employee leave
with pay for an absence necessary for serving on a jury or attending court as a witness
under subpoena. An employee compensated for civil duties, as by jury or witness fees,
shall be paid only the difference between such compensation and the regular salary for
the period of absence. Part-time employees shall be granted leave without pay for jury

duty or as a subpoenaed witness.

Employees must give advance notice of the need for leave of absence for jury duty and
must provide a copy of the summons to jury service with the written request for leave.
Notice to the County should be provided as soon as possible after receipt of the
summons for jury duty.

If the employee is excused from jury duty or is otherwise not required to be present in
court, the employee is expected to return to work with the County if reasonably possible.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
SECTION 07-07 
Effective Date: August 3, 2020 

 
MILITARY LEAVE 

 
 
Russell County is committed to protecting the job rights of employees absent on 
military leave. In accordance with federal and state law, it is the County’s policy that 
no employee or prospective employee will be subjected to any form of discrimination 
on the basis of that person’s membership in or obligation to perform service for any 
of the Uniformed Services of the United States. Specifically, no person will be denied 
employment, re-employment, promotion, or other benefit of employment based on 
such membership. Furthermore, no person will be subjected to retaliation or adverse 
employment action because such person has exercised his or her rights under 
applicable law or this policy. If any employee believes that he or she has been 
subjected to discrimination in violation of this policy, the employee should immediately 
contact the County Administrator, or his/her designee. 

 
Eligibility: 

 
Employees taking part in a variety of military duties are eligible for benefits under this 
policy. Such military duties include leaves of absence taken by members of the 
uniformed services, including Reservists, National Guard members for training, 
periods of active military service, and funeral honors duty, as well as time examined 
to determine fitness to perform such service. Subject to certain exceptions under the 
applicable laws, these benefits are generally limited to five years of leave of absence. 

 
Procedures for Military Leave: 

 
Unless military necessity prevents it, or is otherwise impossible or unreasonable, an 
employee should provide Russell County with notice of the need for leave as far in 
advance as is reasonable under the circumstances. Written notice is preferred, but 
not required under the law or this policy. 

 
Employees on temporary or extended military leave may, at their option, use any or 
all accrued paid P.T.O. or Sick Leave during their absence. 

 
When the employee intends to return to work, he or she must make application for re- 
employment to County Administrator, or his/her designee, within the application period 
set forth below. 

 
If the employee does not return to work, the Department Director must notify County 
Administration so that appropriate action may be taken. 

 
 
 
 
 
 
 
 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-07
Effective Date: August 3, 2020

MILITARY LEAVE

Russell County is committed to protecting the job rights of employees absent on
military leave. In accordance with federal and state law, it is the County's policy that
no employee or prospective employee will be subjected to any form of discrimination
on the basis of that person's membership in or obligation to perform service for any
of the Uniformed Services of the United States. Specifically, no person will be denied
employment, re-employment, promotion, or other benefit of employment based on
such membership. Furthermore, no person will be subjected to retaliation or adverse
employment action because such person has exercised his or her rights under
applicable law or this policy. If any employee believes that he or she has been
subjected to discrimination in violation of this policy, the employee should immediately
contact the County Administrator, or his/her designee.

Eligi

ty:

Employees taking part in a variety of military duties are eligible for benefits under this
policy. Such military duties include leaves of absence taken by members of the
uniformed services, including Reservists, National Guard members for training,
periods of active military service, and funeral honors duty, as well as time examined
to determine fitness to perform such service. Subject to certain exceptions under the
applicable laws, these benefits are generally limited to five years of leave of absence.

Procedures for Military Leave:

Unless military necessity prevents it, or is otherwise impossible or unreasonable, an
employee should provide Russell County with notice of the need for leave as far in
advance as is reasonable under the circumstances. Written notice is preferred, but
not required under the law or this policy.

Employees on temporary or extended military leave may, at their option, use any or
all accrued paid P.T.O. or Sick Leave during their absence.

When the employee intends to return to work, he or she must make application for re-
employment to County Administrator, or his/her designee, within the application period
set forth below.

If the employee does not return to work, the Department Director must notify County
Administration so that appropriate action may be taken.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
Benefits: 

 
An employee on extended military leave may elect to continue group health insurance 
coverage for the employee and covered dependents under the same terms and 
conditions for a period not to exceed 31 days from the date the military leave of 
absence begins. The employee must pay, per pay period, the premium normally paid by 
the employee. After the initial 31-day period, the employee and covered dependents can 
continue group health insurance up to 24 months at 100% of the overall (both employer 
and employee) premium rate. 

 
Employees do not accrue P.T.O. or Sick Leave while on military leave of absence 
status. 

 
With respect to the County’s retirement plan, upon re-employment, employees who 
have taken military leave will be credited for purposes of vesting with the time spent in 
military service and will be treated as not having incurred a break in service. 

 
Re-Employment and Exceptions: 

 
An employee who has engaged in military service must, in order to be entitled to the re- 
employment rights as set forth under the “USERRA” Act, must submit an application for 
re-employment according to the following schedule. 
 

1. If service is less than (31) days (or for the purpose of taking an examination to 
determine fitness for service)- the employee must report for re-employment at the 
beginning of the first full regularly scheduled working period on the first calendar 
day following completion of service and the expiration of (8) hours after a time for 
safe transportation back to the employee’s residence. 

2. If service is for (31) days or more but less than (181) days-the employee must 
submit an application for re-employment with County Administration no later than 
(2) years following the completion of service. 

3. If service is over (180) days-the employee must submit an application for re- 
employment with County Administration no later than (90) days following the 
completion of service. 

4. If the employee is hospitalized or convalescing from a service-connected injury- 
the employee must submit an application for re-employment with County 
Administration no later than (2) years following completion of service. 

 
In addition to the employee’s failure to apply for re-employment in a timely manner, an 
employee is not entitled to re-instatement as described above if any of the following 
conditions exist. 

 
 
 

 
 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

Benefits:

An employee on extended military leave may elect to continue group health insurance
coverage for the employee and covered dependents under the same terms and
conditions for a period not to exceed 31 days from the date the military leave of
absence begins. The employee must pay, per pay period, the premium normally paid by
the employee. After the initial 31-day period, the employee and covered dependents can
continue group health insurance up to 24 months at 100% of the overall (both employer
and employee) premium rate.

Employees do not accrue P.T.O. or Sick Leave while on military leave of absence
status.

With respect to the County's retirement plan, upon re-employment, employees who
have taken military leave will be credited for purposes of vesting with the time spent in
military service and will be treated as not having incurred a break in service.

Re-Employment and Exceptions:

‘An employee who has engaged in military service must, in order to be entitled to the re-
employment rights as set forth under the “USERRA” Act, must submit an application for
re-employment according to the following schedule.

1. If service is less than (31) days (or for the purpose of taking an examination to
determine fitness for service)- the employee must report for re-employment at the
beginning of the first full regularly scheduled working period on the first calendar
day following completion of service and the expiration of (8) hours after a time for
safe transportation back to the employee's residence.

2. If service is for (31) days or more but less than (181) days-the employee must
submit an application for re-employment with County Administration no later than
(2) years following the completion of service.

3. If service is over (180) days-the employee must submit an application for re-
employment with County Administration no later than (90) days following the
completion of service.

4. If the employee is hospitalized or convalescing from a service-connected injury-
the employee must submit an application for re-employment with County
Administration no later than (2) years following completion of service.

In addition to the employee's failure to apply for re-employment in a timely manner, an
employee is not entitled to re-instatement as described above if any of the following
conditions exist.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 

1. The County’s circumstances have so changed as to make re-employment 
impossible or unreasonable. 

2. Re-employment would pose an undue hardship upon Russell County. 
3. The employee’s employment prior to the military service was merely for a brief, 

non-recurrent period and there was no reasonable expectation that the 
employment would have continued indefinitely or for a significant period. 

4. The employee did not receive an honorable discharge from military service. 
 
Employees re-employed following military leave will receive seniority and other benefits 
determined by seniority that the employee had at the beginning of the leave, plus any 
additional seniority and benefits the employee would have attained, with reasonable 
certainty, had the individual remained continuously employed. 

 
Prevailing Authority: 

 
Should there be any substantive difference between these provisions regarding Military 
Leave and any state or federal provisions regarding such leave as applicable to 
employees of local governments, such state or federal provisions shall prevail. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

1. The County's circumstances have so changed as to make re-employment

impossible or unreasonable.

Re-employment would pose an undue hardship upon Russell County.

. The employee's employment prior to the military service was merely for a brief,
non-recurrent period and there was no reasonable expectation that the
employment would have continued indefinitely or for a significant period.

4. The employee did not receive an honorable discharge from military service

en

Employees re-employed following military leave will receive seniority and other benefits
determined by seniority that the employee had at the beginning of the leave, plus any
additional seniority and benefits the employee would have attained, with reasonable
certainty, had the individual remained continuously employed.

Prevailing Authority:
Should there be any substantive difference between these provisions regarding Military

Leave and any state or federal provisions regarding such leave as applicable to
employees of local governments, such state or federal provisions shall prevail.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 

SECTION 07-08 
Effective Date: August 3, 2020 

Family and Medical Leave 
 

Who the Policy Covers 
 

 

To be eligible for Family and Medical Leave Act (FMLA) leave, an employee must: 
 

• Have been employed by the County for at least 12 months (need not be continuous); 
• Have worked at least 1,250 hours during the previous 12-month period (unless absent on 

military leave); and 
• Work at a location where the County employs at least 50 persons within a 75-mile radius. 
• Pursuant to FMLA, “key employees” are not eligible for FMLA leave and the County may 

deny reinstatement to the same or equivalent position after extended absence of a key 
employee. The key employees in the County subject to this exception are the “County 
Administrator” and “County Attorney”. 

 
 

Policy 
 

 

Under this policy, the County provides eligible employees with 1) up to 12 workweeks of unpaid, job- 
protected leave in a 12-month period for certain family and medical reasons. Or, up to 26 workweeks 
of leave for eligible employees to care for a covered service member with a serious illness or injury, 
as specified in the County’s Military FMLA Policy. In general, Military FMLA issues are addressed in 
a separate section, below. The County shall review any leave for any “Reason for Leave” stated 
herein for qualification as FMLA leave after absence of more than 5 consecutive days or 10 days 
cumulative absence in a rolling 12-month period. 

 
Reasons for Leave 

 
Eligible employees can take leave for any of the following reasons which may qualify for FMLA: 

 
• To care for the employee’s own serious health condition, including health conditions 

relating to pregnancy, childbirth, and related medical conditions. 
• To care for the serious health condition of the employee’s child, spouse, or parent. 
• Because of the birth of an employee’s child. 
• Because of the placement of a child with the employee for adoption or foster care. 
• Because of certain family and medical events as specified in the Military FMLA Policy, below. 

 
Leave Is Unpaid but Employee Must Use Paid Time Off When Available 

 
Although FMLA leave is unpaid, during any FMLA leave, employees are required to use all available 
leave time, including vacation leave, sick leave and any other earned or paid time off. The use of paid 
time off during an FMLA leave of absence shall not extend the length of an employee’s FMLA leave. 
Any 
absences after the 5th day without a request for FMLA Leave from the employee will trigger FMLA 
procedures from the County Administration. 

 
During FMLA leave, the County allows the employee to continue to accrue paid time off until all paid 
leave is exhausted. FMLA leave does not constitute a break in service for purposes of longevity, seniority, 
or any employee benefit plan. 
 
 
 
 
 
 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-08
Effective Date: August 3, 2020

Family and Medical Leave

Who the Policy Covers

To be eligible for Family and Medical Leave Act (FMLA) leave, an employee must

‘* Have been employed by the County for at least 12 months (need not be continuous);

+ Have worked at least 1,250 hours during the previous 12-month period (unless absent on
military leave); and

‘+ Work ata location where the County employs at least 50 persons within a 75-mile radius.

‘+ Pursuant to FMLA, “key employees” are not eligible for FMLA leave and the County may
deny reinstatement to the same or equivalent position after extended absence of a key
employee. The key employees in the County subject to this exception are the “County
Administrator’ and “County. Attorney’.

Policy

Under this policy, the County provides eligible employees with 1) up to 12 workweeks of unpaid, job-
protected leave in a 12-month period for certain family and medical reasons. Or, up to 26 workweeks
of leave for eligible employees to care for a covered service member with a serious illness or injury,
as specified in the County's Military FMLA Policy. In general, Military FMLA issues are addressed in
a separate section, below. The County shall review any leave for any "Reason for Leave" stated
herein for qualification as FMLA leave after absence of more than 5 consecutive days or 10 days
cumulative absence in a rolling 12-month period.

Reasons for Leave
Eligible employees can take leave for any of the following reasons which may qualify for FMLA’

+ To.care for the employee's own serious health condition, including health conditions
relating to pregnancy, childbirth, and related medical conditions.
To care for the serious health condition of the employee's child, spouse, or parent.
Because of the birth of an employee's child.
‘+ Because of the placement of a child with the employee for adoption or foster care.
‘+ Because of certain family and medical events as specified in the Military FMLA Policy, below.

Leave Is Unpaid but Employee Must Use Paid Time Off When Available

Although FMLA leave is unpaid, during any FMLA leave, employees are required to use all available
leave time, including vacation leave, sick leave and any other earned or paid time off. The use of paid
time off during an FMLA leave of absence shall not extend the length of an employee's FMLA leave,
Any

absences after the 5" day without a request for FMLA Leave from the employee will trigger FMLA
procedures from the County Administration.

During FMLA leave, the County allows the employee to continue to accrue paid time off until all paid
leave is exhausted. FMLA leave does not constitute a break in service for purposes of longevity, seniority,
or any employee benefit plan.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 
Employee Benefits During FMLA Leave 

 
During FMLA leave, the County will maintain fringe benefits provided to an Employee, subject to the 
following provisions. If paid time off is applied during a period of FMLA leave, the County will deduct the 
employee portion of the benefit premiums as payroll deductions, as usual. If FMLA leave is unpaid, the 
employee must make arrangements with County Administration to pay the employee portion of the 
premiums. If an employee does not pay their share of premiums during unpaid leave, coverage may 
lapse. If an employee does not return to work after FMLA leave, the County may require the employee 
to reimburse the County for the portion of the employee’s benefit premiums paid by the County during 
the FMLA leave. 

 
Notice of Leave 

 
A “Request for Leave” form is available from County Administration and should be used for the 
following notices of leave for reasons that may quality as FMLA leave. For any absence due to 
“Reasons for Leave” identified in this policy, an employee shall provide to County Administration written 
notice of such expected absence at least 30 days in advance if at all possible. When an employee 
becomes aware of a need for such absence less than 30 days in advance, the employee shall provide 
to County Administration notice of such need as soon as possible but no later than the same day or next 
business day after commencement of such leave. For an unexpected absence for such “Reasons for 
Leave”, written notice of such leave shall be provided to County Administration as soon as possible but 
no later than three business days after commencement of leave. 

 
A Request for Leave Form is available from County Administration. 

 
Eligibility Notice/Rights and Responsibilities 

 
Upon receipt of an employee’s Request for Leave, the County will provide the following documents to the 
employee along with instructions as to their use: 
 

1. Notice of Eligibility and Rights and Responsibilities for Taking FMLA Leave; 
2. Certification of Health Care Provider Form for Employee’s Serious Health Condition; 
3. Certification of Health Care Provider Form for Family Member; 
4. Medical Information Release Form. 

 
Medical Certification Is Required 

 
Employees who request FMLA leave must submit to County Administration a Medical Certification Form 
completed by the health care provider to support the leave request. The County also requests that a 
Medical Information Release Form be certified by the employee and returned to County Administration. 
The Medical Certification Form should be returned to the County within 15 calendar days after it is 
requested or as soon as possible thereafter, if circumstances demand longer than 15 calendar days. 
The Medical Certification Form must be completed with sufficient details about the reason for the 
absence before a determination of qualification can be made. 

 
If the Medical Certification Form returned to the County is not satisfactory, an employee will be told of the 
deficiencies in writing and given 7 calendar days to complete the Form. If the medical information is 
inadequate, designated County representatives may contact the employee’s health care provider directly 
to authenticate or clarify information on the certification without the employee’s consent. Also, the 
designated County representative may directly contact the employee’s health provider, after receiving the 
employee’s permission, to get more complete information regarding the nature of the ailment, the 
duration of the leave, the need for intermittent leave, etc. Failure to submit a complete and sufficient 
Medical Certification will be grounds for, and may result in, deferral or denial of the employee’s 
requested FMLA leave. 
 
 
 
 
 
 
 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

Employee Benefits During FMLA Leave

During FMLA leave, the County will maintain fringe benefits provided to an Employee, subject to the
following provisions. If paid time off is applied during a period of FMLA leave, the County will deduct the
‘employee portion of the benefit premiums as payroll deductions, as usual. If FMLA leave is unpaid, the
‘employee must make arrangements with County Administration to pay the employee portion of the
premiums. If an employee does not pay their share of premiums during unpaid leave, coverage may
lapse. If an employee does not return to work after FMLA leave, the County may require the employee
to reimburse the County for the portion of the employee's benefit premiums paid by the County during
the FMLA leave,

Notice of Leave

‘A“Request for Leave" form is available from County Administration and should be used for the
following notices of leave for reasons that may quality as FMLA leave. For any absence due to
“Reasons for Leave" identified in this policy, an employee shall provide to County Administration written
notice of such expected absence at least 30 days in advance if at all possible. When an employee
becomes aware of a_need for such absence less than 30 days in advance, the employee shall provide
to County Administration notice of such need as soon as possible but no later than the same day or next
business day after commencement of such leave. For an unexpected absence for such “Reasons for
Leave", written notice of such leave shall be provided to County Administration as soon as possible but
no later than three business days after commencement of leave.

A Request for Leave Form is available from County Administration.

Eligi

ity Notice/Rights and Responsibilities
Upon receipt of an employee's Request for Leave, the County will provide the following documents to the
‘employee along with instructions as to their use:

1. Notice of Eligibility and Rights and Responsibilities for Taking FMLA Leave;

2. Certification of Health Care Provider Form for Employee's Serious Health Condition;
3. Certification of Health Care Provider Form for Family Member;

4. Medical Information Release Form.

Medical Certification Is Required

Employees who request FMLA leave must submit to County Administration a Medical Certification Form
‘completed by the health care provider to support the leave request. The County also requests that a
Medical Information Release Form be certified by the employee and returned to County Administration
The Medical Certification Form should be returned to the County within 15 calendar days after itis
requested or as soon as possible thereafter, if circumstances demand longer than 15 calendar days.
The Medical Certification Form must be completed with sufficient details about the reason for the
absence before a determination of qualification can be made.

If the Medical Certification Form returned to the County is not satisfactory, an employee will be told of the
deficiencies in writing and given 7 calendar days to complete the Form. If the medical information is
inadequate, designated County representatives may contact the employee's health care provider directly
to authenticate or clarify information on the certification without the employee's consent. Also, the
designated County representative may directly contact the employee's health provider, after receiving the
‘employee's permission, to get more complete information regarding the nature of the ailment, the
duration of the leave, the need for intermittent leave, etc. Failure to submit a complete and sufficient
Medical Certification will be grounds for, and may result in, deferral or denial of the employee's
requested FMLA leave




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 
The County can request a second or third opinion regarding the employee’s condition and treatment (at 
the County’s expense). 

 
Designation Notice 

 
Within 5 business days (absent extenuating circumstances) of having enough information to determine 
whether the requested leave is FMLA-eligible, the County will provide a Designation Notice, informing the 
employee whether or not leave is designated FMLA leave and the amount of leave that will be 
designated, if known. This designation may be retroactive. 

 
Duration of Family and Medical Leave 

 
Generally, eligible employees will be entitled to a cumulative total of 12 workweeks of FMLA leave within 
a 12-month leave period. However, when the leave time includes covered service member care leave, 
alone or in combination with regular FMLA or Qualifying Exigency leave, the employee is entitled to up 
to 26 workweeks of leave during any single 12-month period. Any combination of FMLA leave may not 
exceed the maximum limit of 26 workweeks.1 

 
The County will apply the “rolling method” to determine FMLA eligibility. The “rolling method” means that 
the 12-month period to determine FMLA eligibility shall be measured backwards from the date an 
employee’s requested leave begins for the purpose to determine how many FMLA-qualified absences 
have occurred in the 12-month period and whether additional FMLA leave is available (FMLA Leave 
Year). The FMLA Leave Year will begin on the first day that the employee takes FMLA leave. 

 
A husband and wife who both work for the County are entitled to a combined total of 12 weeks’ leave in a 
12-month period for the birth, adoption, or foster care of a child or to care for a parent with a serious 
health condition. Both the mother and father are entitled to take 12 workweeks of leave to care for a 
seriously ill child. Leave time taken for the purpose of bonding with a new child will require notice from 
the employee that such time is being requested as bonding. 

 
In certain cases, the County may approve “intermittent leave” or “reduced schedule” pursuant to 
FMLA. The need for either of these types of leave must be certified by a health care provider and 
should be scheduled to avoid disruption to the County insofar as is reasonable. 

 
Re-certification 

 
The County may require an employee to re-certify a serious health condition periodically. The County 
shall require annual medical certifications for serious health conditions that persist for more than one 
FMLA Year, including chronic/lifelong ailments. 

 
Return to Work 

 
Prior to return to work, employees absent on FMLA leave shall provide medical certification of their 
fitness to return to work, using the Fitness for Duty form provided by County Administration. The 
certification must take into consideration the employee’s Job Description and its essential job functions. 
Employees failing 
to provide the Fitness for Duty certification based on essential job functions cannot resume work until 
such certification is provided. 

 
Employees returning to work from FMLA leave will be returned to the same or an equivalent position 
held prior to the leave, unless the position has ceased to exist because of business necessity. If an 
employee does not return to work as soon as possible as such is certified on the Fitness for Duty form 
or upon exhaustion of FMLA leave, whichever occurs first, the County may terminate employment of 
such employee. 

 
 
 
 

 

1 See Military FMLA Policy, below, for specific rules governing any use of military caregiver leave. 
 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

The County can request a second or third opinion regarding the employee's condition and treatment (at
the County's expense).

Designation Notice

Within 5 business days (absent extenuating circumstances) of having enough information to determine
whether the requested leave is FMLA-eligible, the County will provide a Designation Notice, informing the
‘employee whether or not leave is designated FMLA leave and the amount of leave that will be
designated, if known. This designation may be retroactive,

Duration of Family and Medical Leave

Generally, eligible employees will be entitled to a cumulative total of 12 workweeks of FMLA leave within
a 12-month leave period. However, when the leave time includes covered service member care leave,
alone or in combination with regular FMLA or Qualifying Exigency leave, the employee is entitled to up
to 26 workweeks of leave during any single 12-month period. Any combination of FMLA leave may not
‘exceed the maximum limit of 26 workweeks."

The County will apply the “rolling method" to determine FMLA eligibility. The “rolling method” means that
the 12-month period to determine FMLA eligibility shall be measured backwards from the date an
‘employee's requested leave begins for the purpose to determine how many FMLA-qualified absences
have occurred in the 12-month period and whether additional FMLA leave is available (FMLA Leave
Year). The FMLA Leave Year will begin on the first day that the employee takes FMLA leave.

‘A husband and wife who both work for the County are entitled to a combined total of 12 weeks’ leave in a
12-month period for the birth, adoption, or foster care of a child or to care for a parent with a serious
health condition. Both the mother and father are entitled to take 12 workweeks of leave to care for a
seriously ill child. Leave time taken for the purpose of bonding with a new child will require notice from
the employee that such time is being requested as bonding,

In certain cases, the County may approve “intermittent leave” or “reduced schedule” pursuant to
FMLA. The need for either of these types of leave must be certified by a health care provider and
should be scheduled to avoid disruption to the County insofar as is reasonable.

Re-ce

ication

The County may require an employee to re-certify a serious health condition periodically. The County
shall require annual medical certifications for serious health conditions that persist for more than one
FMLA Year, including chronictlifelong ailments.

Return to Work

Prior to return to work, employees absent on FMLA leave shall provide medical certification of their
fitness. to return to work, using the Fitness for Duty form provided by County Administration. The
certification must take into consideration the employee's Job Description and its essential job functions.
Employees failing

to provide the Fitness for Duty certification based on essential job functions cannot resume work until
such certification is provided.

Employees returning to work from FMLA leave will be returned to the same or an equivalent position
held prior to the leave, unless the position has ceased to exist because of business necessity. If an
employee does not return to work as soon as possible as such is certified on the Fitness for Duty form
or upon exhaustion of FMLA leave, whichever ocours first, the County may terminate employment of
such employee.

* See Military FMLA Policy, below, for specific rules governing any use of military caregiver leave.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 
Military Family and Medical Leave 

 
Who the Policy Covers 

 

 

To qualify for leave under the military Family and Medical Leave Act provisions, an employee must be 
eligible for traditional FMLA leave and be either: 

 
• The parent, spouse, son, or daughter of a service member in the National Guard or a 

Reserve component of the Armed Forces, or of an Armed Forces retiree, who is on active 
duty (or has been notified of an impending call or order to active duty) in the Armed Forces 
in support of a contingency operation; or 

• The spouse, son, daughter, parent, or next of kin of a covered service member undergoing 
medical treatment, recuperation, or therapy, who is otherwise in outpatient status, or is 
otherwise on the temporary disability retired list, for a serious injury or illness. 

 
 

Policy 
 

 

Under the Military FMLA policy, the County provides eligible employees with: 
 
• Up to 12 workweeks of unpaid, job-protected leave in a 12-month period because of a 

qualifying exigency; or 
• Up to 26 workweeks of leave for eligible employees within a single 12-month period to care for 

a covered service member with a serious illness or injury. 
 

Unless specifically stated otherwise, procedures, notices, and rights and responsibilities stated above as 
part of County policy for traditional FMLA apply to military FMLA. 

 
Reasons for Leave 

 
Eligible employees can take military FMLA leave for any of the following reasons: 

 
• Because of any qualifying exigency arising out of the fact that a son, daughter, spouse, or parent of 

the employee is on active duty (or has been notified of an impending call or order to active duty) in 
the Armed Forces in support of a contingency operation. This leave is limited to relatives of 
National Guard and Reserve service members and of Armed Forces retirees who are in federal 
service. 

• To care for a covered service member with a serious injury or illness if the employee is the spouse, 
son, daughter, parent, or next of kin (nearest blood relative) of the covered service member. This 
leave does not cover relatives of veterans or service members on the permanent disability 
retired list. 

 
Who Is the Covered Service Member? 

 
A covered service member is one who is undergoing medical treatment, recuperation, or therapy, who is 
otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury 
or illness. The serious injury or illness is covered if it was incurred while in the line of duty and renders 
the service member medically unfit to perform his/her military duties. The County will rely on authorized 
health care providers or designated officials in the Department of Defense to determine whether the          
service member is deemed a covered service member. 

 
Notice of Leave 

 
When the need for leave because of a qualifying exigency related to a family member’s active duty is 
“foreseeable,” the employee should provide notice as soon as practicable, regardless of how far in 
advance such leave is foreseeable. When an employee becomes aware of a need for FMLA leave less 
than 30 days in advance, it should be practicable for the employee to provide notice of the need for  
 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

Military Family and Medical Leave

Who the Policy Covers

To qualify for leave under the military Family and Medical Leave Act provisions, an employee must be
eligible for traditional FMLA leave and be either:

‘+ The parent, spouse, son, or daughter of a service member in the National Guard or a
Reserve component of the Armed Forces, or of an Armed Forces retiree, who is on active
duty (or has_been notified of an impending call or order to active duty) in the Armed Forces
in support of a contingency operation; or

+ The spouse, son, daughter, parent, or next of kin of a covered service member undergoing
medical treatment, recuperation, or therapy, who is otherwise in outpatient status, or is
otherwise on the temporary disability retired list, for a serious injury or illness.

Policy

Under the Military FMLA policy, the County provides eligible employees wit

‘+ Up to 12 workweeks of unpaid, job-protected leave in a 12-month period because of a
qualifying exigency; or

‘+ Up to 26 workweeks of leave for eligible employees within a single 12-month period to care for
a covered service member with a serious illness or injury.

Unless specifically stated otherwise, procedures, notices, and rights and responsibilities stated above as
part of County policy for traditional FMLA apply to military FMLA.

Reasons for Leave
Eligible employees can take military FMLA leave for any of the following reasons:

+ Because of any qualifying exigency arising out of the fact that a son, daughter, spouse, or parent of
the employee is on active duty (or has been notified of an impending call or order to active duty) in
the Armed Forces in support of a contingency operation. This leave is limited to relatives of
National Guard and Reserve service members and of Armed Forces retirees who are in federal
service.

+ To care for a covered service member with a serious injury or iliness if the employee is the spouse,
‘son, daughter, parent, or next of kin (nearest blood relative) of the covered service member. Thi
leave does not cover relatives of veterans or service members on the permanent disability
retired list.

Who Is the Covered Service Member?

covered service member is one who is undergoing medical treatment, recuperation, or therapy, who is
otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury
or illness. The serious injury oF illness is covered if it was incurred while in the line of duty and renders
the service member medically unfit to perform his/her military duties. The County will rely on authorized
health care providers or designated officials in the Department of Defense to determine whether the
service member is deemed a covered service member.

Notice of Leave

When the need for leave because of a qualifying exigency related to a family member's active duty is
“foreseeable,” the employee should provide notice as soon as practicable, regardless of how far in
advance such leave is foreseeable. When an employee becomes aware of a need for FMLA leave less.
than 30 days in advance, it should be practicable for the employee to provide notice of the need for




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 
leave either the same day or the next business day. As soon as practicable means as soon as both 
possible and practical, taking into account all of the facts and circumstances in the individual case. 

 
When military caregiver leave is requested, as with traditional FMLA, an employee must provide the 
County at least 30 days’ advance notice before FMLA leave is to begin if the need for the leave is 
foreseeable. If 30 days’ notice is not practicable, notice must be given as soon as practicable. 

 
A Request for Military Leave Form is available from County Administration Office. 

 
Eligibility Notice/Rights and Responsibilities 

 
Employees will receive the same Eligibility Notice and Notice of Rights and Responsibilities when 
requesting military FMLA leave as are given under traditional FMLA. The County will provide employees 
who request military FMLA leave with the appropriate certification form for Qualifying Exigency Leave or 
Military Caregiver Leave at this time. The Eligibility Notice/Rights and Responsibilities Notice are 
available from County Administration. 

 
Certification for Leave Taken Because of a Qualifying Exigency 

 
The first time an employee requests leave because of a qualifying exigency; the employee must provide a 
copy of the covered military member’s active duty orders or other documentation issued by the military. 
The documentation must indicate that the covered military service member is on active duty or called to 
active duty status in support of a contingency operation and the dates of the covered military member’s 
active duty service. The employee shall need to supply such documentation again only if requesting leave 
for a different active duty or call to active duty status of the same or a different covered military member. 

 
A Certification for Qualifying Exigency Leave Form is available from County Administration; it includes a 
list of approved qualifying exigencies. A completed certification form is required in order for the employee 
to be granted this Leave. 

 
The County also may contact an appropriate unit of the Department of Defense to request verification that 
a covered military service member is on active duty or called to active duty status, without the employee’s 
permission. 

 
The County may require confirmation of the employee’s relationship with the service member at any time 
in this process. 

 
Certification for Military Caregiver Leave 

 
When an employee takes leave to care for a covered service member with a serious injury or illness, the 
County will require the employee to obtain a certification completed by an authorized health care provider 
of the covered service member. A Certification for Military Caregiver Leave Form is available from County 
Administration. Except as stated below, a completed form is required in order for the employee to be 
granted this Leave. The County may require confirmation of the employee’s relationship with the covered 
service member at any time in this process. 

 
In lieu of any certification, the County will accept Invitational Travel Orders (ITOs) or Invitational Travel 
Authorizations (ITAs) issued to any family member to join an injured or ill service member at his or her 
bedside, regardless of whether the employee is named in the order or authorization. An ITO or ITA is 
sufficient certification for the duration of time specified in the ITO or ITA. During that time period, an 
eligible employee may take leave to care for the covered service member in a continuous block of time 
or on an intermittent basis. 

 
The County may seek authentication and clarification of the ITO or ITA but will not seek a second or 
third opinion or a re-certification during the period of time in which the employee’s leave is supported 
by an ITO or ITA. 

 
 
 
 
 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

leave either the same day or the next business day. As soon as practicable means as soon as both
possible and practical, taking into account all of the facts and circumstances in the individual case.

When military caregiver leave is requested, as with traditional FMLA, an employee must provide the
County at least 30 days’ advance notice before FMLA leave is to begin if the need for the leave is
foreseeable. If 30 days’ notice is not practicable, notice must be given as soon as practicable.

‘A Request for Military Leave Form is available from County Administration Office.

Eligi

ity Notice/Rights and Responsi

ities

Employees will receive the same Eligibility Notice and Notice of Rights and Responsit
requesting military FMLA leave as are given under traditional FMLA. The County will provide employees
who request military FMLA leave with the appropriate certification form for Qualifying Exigency Leave or
Military Caregiver Leave at this time. The Eligibility Notice/Rights and Responsibilities Notice are
available from County Administration.

Certification for Leave Taken Because of a Qualifying Exigency

The first time an employee requests leave because of a qualifying exigency; the employee must provide a
copy of the covered military member's active duty orders or other documentation issued by the military.
The documentation must indicate that the covered military service member is on active duty or called to
active duty status in support of a contingency operation and the dates of the covered military member's,
active duty service. The employee shall need to supply such documentation again only if requesting leave
for a different active duty or call to active duty status of the same or a different covered military member.

‘A Certification for Qualifying Exigency Leave Form is available from County Administration; it includes a
list of approved qualifying exigencies. A completed certification form is required in order for the employee
to be granted this Leave.

‘The County also may contact an appropriate unit of the Department of Defense to request verification that.
a covered military service member is on active duty or called to active duty status, without the employee's
permission.

‘The County may require confirmation of the employee's relationship with the service member at any time
in this process.

Certification for Military Caregiver Leave

When an employee takes leave to care for a covered service member with a serious injury or illness, the
County will require the employee to obtain a certification completed by an authorized health care provider
of the covered service member. A Certification for Military Caregiver Leave Form is available from County
Administration. Except as stated below, a completed form is required in order for the employee to be
granted this Leave. The County may require confirmation of the employee's relationship with the covered
service member at any time in this process.

In lieu of any certification, the County will accept Invitational Travel Orders (ITOs) or Invitational Travel
‘Authorizations (ITAs) issued to any family member to join an injured or il service member at his or her
bedside, regardless of whether the employee is named in the order or authorization. An ITO or ITA is
sufficient certification for the duration of time specified in the ITO or ITA. During that time period, an
eligible employee may take leave to care for the covered service member in a continuous block of time
or onan intermittent basis.

The County may seek authentication and clarification of the ITO or ITA but will not seek a second or
third opinion or a re-certification during the period of time in which the employee's leave is supported
byan ITO or ITA,




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 
If an employee will need leave to care for a covered service member beyond the expiration date specified 
in an ITO or ITA, the County will request that the employee have one of the authorized health care  
providers complete a certification form for the additional time. Timelines designated under the traditional  
FMLA policy will apply for return of such certifications. 

 
In all instances in which certification is requested, it is the employee’s responsibility to provide the County 
with complete and sufficient certification, and failure to do so may result in the delay or denial of FMLA 
leave. 

 
The County may seek authentication and/or clarification of the Certification Form but will not seek second 
and third opinions or re-certifications for military FMLA leave. 

 
Duration of Military Family and Medical Leave 

 
Eligible employees using qualifying exigency leave will be entitled to a cumulative total of 12 workweeks 
of FMLA leave within a 12-month leave period and are covered by the same policy provisions (as to 
duration, benefits, return to work, etc.) as employees requesting traditional FMLA leave, as detailed 
above. 

 
Employees using military caregiver leave alone or military caregiver leave in combination with traditional 
FMLA-qualifying leave or qualifying exigency leave may take up to 26 workweeks of leave during any 
single 12-month period. The amount of the leave taken for traditional or qualifying exigency is limited to a 
total of 12 workweeks; the difference may be taken as military caregiver leave. The 26 workweeks of 
military caregiver leave run on a separate FMLA year that commences with the first day leave is taken 
and can run forward until the end of that 12-month period. Any combination of FMLA leave may not 
exceed the maximum limit of 26 workweeks in that single 12-month period. Unused military caregiver 
leave is forfeited at the end of that 12-month period. 

 
With regard to the military caregiver leave, if both a husband and wife work for the County, the husband 
and wife’s leave is limited to a combined total of 26 workweeks for military caregiver leave alone. The 
same 26-workweek limitation applies when in combination with any other 12-workweek FMLA leave, with 
the exception of caring for a seriously ill child, which expands the traditional FMLA entitlement of 12 
workweeks to 24 for the mother and father combined. (Generally, family members would be limited to 12 
workweeks for care due to the birth, adoption, or placement of a child or the care of a qualifying relative 
during the 12-month period.) 

 
In certain cases, leave may be taken on an intermittent basis or the employee may work a reduced 
schedule. Intermittent leave must be necessary and should be scheduled to avoid disruption insofar as is 
reasonable. 

 
A Certification for Military Caregiver Leave is available from County Administration. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

If an employee will need leave to care for a covered service member beyond the expiration date specified
in an ITO or ITA, the County will request that the employee have one of the authorized health care
providers complete a certification form for the additional time. Timelines designated under the traditional
FMLA policy will apply for return of such certifications.

In all instances in which certification is requested, itis the employee's responsibility to provide the County
with complete and sufficient certification, and failure to do so may result in the delay or denial of FMLA
leave

The County may seek authentication and/or clarification of the Certification Form but will not seek second
and third opinions or re-certifications for military FMLA leave.

Duration of Military Family and Medical Leave

Eligible employees using qualifying exigency leave will be entitled to a cumulative total of 12 workweeks
of FMLA leave within a 12-month leave period and are covered by the same policy provisions (as to
duration, benefits, return to work, etc.) as employees requesting traditional FMLA leave, as detailed
above.

Employees using military caregiver leave alone or military caregiver leave in combination with traditional
FMLA-qualifying leave or qualifying exigency leave may take up to 26 workweeks of leave during any
single 12-month period. The amount of the leave taken for traditional or qualifying exigency is limited to a
total of 12 workweeks; the difference may be taken as military caregiver leave. The 26 workweeks of
military caregiver leave run on a separate FMLA year that commences with the first day leave is taken
and can run forward until the end of that 12-month period. Any combination of FMLA leave may not
exceed the maximum limit of 26 workweeks in that single 12-month period. Unused military caregiver
leave is forfeited at the end of that 12-month period.

With regard to the military caregiver leave, if both a husband and wife work for the County, the husband
and wife's leave is limited to a combined total of 26 workweeks for military caregiver leave alone. The
‘same 26-workweek limitation applies when in combination with any other 12-workweek FMLA leave, with
the exception of caring for a seriously ill child, which expands the traditional FMLA entitlement of 12
workweeks to 24 for the mother and father combined. (Generally, family members would be limited to 12
workweeks for care due to the birth, adoption, or placement of a child or the care of a qualifying relative
during the 12-month period.)

In certain cases, leave may be taken on an intermittent basis or the employee may work a reduced
schedule. Intermittent leave must be necessary and should be scheduled to avoid disruption insofar as is
reasonable.

A Certification for Military Caregiver Leave is available from County Administration.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 
SECTION 07-09 
Effective Date: August 3, 2020 

 
 

HOLIDAY LEAVE 
 
The following days are authorized as official holidays and office shall be closed: 
New Year’s Day 
Election Day 
Martin Luther King, Jr. Day 
President’s Day 
Good Friday 
Memorial Day 
Independence Day 
Labor Day 
Columbus Day 
Veterans Day 
Thanksgiving Day 
Day After Thanksgiving Day 
Christmas Eve 
Christmas Day 

 
These generally are those holidays recognized by the state and federal governments 
(subject to amendment by action of the Board of Supervisors). Full-time employees 
shall be paid at their regular rate of compensation for holidays as designated by the 
Board of Supervisors, unless the employee is subject to disciplinary suspension from 
employment at the time of the holiday.  In addition, any other day so declared by the 
Governor of the Commonwealth, or President of the United States shall be a legal 
holiday. 
 
No paid work by any Administrative Division employee or Department may be 
performed on a designated County holiday without prior written approval of the 
County Administrator or his/her Designee. All Administrative Division Department 
Directors must submit a written request for approval to work departmental 
employees on a County holiday to the County Administrator or his/her Designee, no 
less than ten working days prior to the designated holiday. 
 
Upon approval of the County Administrator or his/her Designee, time worked by full- 
time, FLSA non-exempt employees during a designated County holiday, or during a 
closing of County offices other than for a County holiday (such as due to inclement 
weather or other circumstance where the closure is declared by the County 
Administrator or his/her Designee, or the Board of Supervisors) will be compensated 
in pay at a rate equal to one and one-half times the employee’s regular hourly rate 
of compensation for non-exempt employees pursuant to Part (8) of the Personnel 
Policy Manual. This shall be referred to as the “holiday rate” of compensation.  
 
 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-09
Effective Date: August 3, 2020

HOLIDAY LEAVE

The following days are authorized as official holidays and office shall be closed:
New Year's Day

Election Day

Martin Luther King, Jr. Day
President's Day

Good Friday

Memorial Day
Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Day After Thanksgiving Day
Christmas Eve

Christmas Day

These generally are those holidays recognized by the state and federal governments
(subject to amendment by action of the Board of Supervisors). Full-time employees
shall be paid at their regular rate of compensation for holidays as designated by the
Board of Supervisors, unless the employee is subject to disciplinary suspension from
employment at the time of the holiday. In addition, any other day so declared by the
Governor of the Commonwealth, or President of the United States shalll be a legal
holiday.

No paid work by any Administrative Division employee or Department may be
performed on a designated County holiday without prior written approval of the
County Administrator or his/her Designee. All Administrative Division Department
Directors must submit a written request for approval to work departmental
employees on a County holiday to the County Administrator or his/her Designee, no
less than ten working days prior to the designated holiday.

Upon approval of the County Administrator or his/her Designee, time worked by full-
time, FLSA non-exempt employees during a designated County holiday, or during a
closing of County offices other than for a County holiday (such as due to inclement
weather or other circumstance where the closure is declared by the County
Administrator or his/her Designee, or the Board of Supervisors) will be compensated
in pay at a rate equal to one and one-half times the employee's regular hourly rate
of compensation for non-exempt employees pursuant to Part (8) of the Personnel
Policy Manual. This shall be referred to as the “holiday rate” of compensation.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 
During designated closing of County offices including holidays, no part-time or 
temporary employees are eligible to be compensated at the “holiday rate”; any time 
worked by such employees during designated County holidays or during a 
designated closing of County offices shall be at the employees’ regular hourly rate of 
pay. 

 
In the event a full-time employee attends a work-related function or activity on a 
designated County holiday conducted at some other location other than the 
employee’s primary place of work involving education, training, technical assistance, 
workshops, seminars, symposiums, conferences, or other types of instructional or 
informational meeting events, the employee shall be entitled to receive up to eight 
hours of additional P.T.O upon approval of the County Administrator or his/her 
Designee. The “holiday rate” of compensation shall not be applied to such work-
related activities. 

 
If a designated County holiday falls on a full-time employee’s scheduled day off other 
than Saturday or Sunday, the employee shall be allowed eight hours of P.T.O. Leave 
earned in this manner shall be subject to the provisions of Section 07-04 of the 
Personnel Policy Manual. No part-time or temporary employees are eligible to earn 
P.T.O. in this manner. 

 
 
 

 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

During designated closing of County offices including holidays, no part-time or
temporary employees are eligible to be compensated at the “holiday rate”; any time
worked by such employees during designated County holidays or during a
designated closing of County offices shall be at the employees’ regular hourly rate of
pay.

In the event a full-time employee attends a work-related function or activity on a
designated County holiday conducted at some other location other than the
employee's primary place of work involving education, training, technical assistance,
workshops, seminars, symposiums, conferences, or other types of instructional or
informational meeting events, the employee shall be entitled to receive up to eight
hours of additional P.T.O upon approval of the County Administrator or his/her
Designee. The “holiday rate” of compensation shall not be applied to such work-
related activities.

Ifa designated County holiday falls on a full-time employee's scheduled day off other
than Saturday or Sunday, the employee shall be allowed eight hours of P.T.O. Leave
earned in this manner shall be subject to the provisions of Section 07-04 of the
Personnel Policy Manual. No part-time or temporary employees are eligible to earn
P.T.O. in this manner.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 

SECTION 07-10 
Effective Date: August 3, 2020 

 
 
COMPENSATION OF LEAVE AT TERMINATION OF EMPLOYMENT 

 
• Paid Time Off (P.T.O.) 

 

An employee shall be compensated in one lump sum or multiple payment within the 
fiscal year for the balance of accrued but unused P.T.O. (Paid Time Off) up to the 
maximum payout amount, pursuant to Section 07-04 of the Personnel Policy 
Manual and compensatory time when he/she terminates employment within the 
Administrative Division by virtue of retirement, voluntary separation or dismissal 
from employment. 

 
Compensation for accrued but unused P.T.O. will be rendered on the basis of the 
employee’s current rate of compensation or the employee’s present rate of 
compensation in the event the employee has only been in service during the present 
fiscal year. The rate of compensation will be converted to a rate per one hour of 
employment based on (2,080) work hours per County fiscal year. The total number 
of accrued but unused P.T.O. will be converted to hours or portion thereof and 
multiplied by the hourly rate of compensation, the product being the amount of 
compensation due the employee. Any P.T.O. in excess of the maximum payout 
amount pursuant to Section 07-04 of the Personnel Policy Manual at the time of 
termination shall be forfeited without compensation. 

 
• Sick Leave 

 
An employee shall be compensated for accrued sick leave at the time of separation of 
employment, by retirement only, up to the Maximum payout pursuant to the Personnel 
Policy Manual. 
 

• Compensatory Time 
 

An employee shall upon termination of employment be paid for all unused 
compensatory time at the employee’s current rate of compensation in effect at the time 
compensation. The rate of compensation will be converted to a rate per one hour of 
employment based on (2,080) work hours per County fiscal year. The total number of 
accrued but unused compensatory time hours or portions thereof will be multiplied by 
the hourly rate of compensation, the product being the amount of compensation due 
the employee. 
 
Compensatory time hours are accrued and recorded based on one- and one-half times 
the number of hours the employee worked over forty hours in any designated seven-day 
workweek. 

 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-10
Effective Date: August 3, 2020

COMPENSATION OF LEAVE AT TERMINATION OF EMPLOYMENT

* Paid Time Off (P.

An employee shall be compensated in one lump sum or multiple payment within the
fiscal year for the balance of accrued but unused P.T.O. (Paid Time Off) up to the
maximum payout amount, pursuant to Section 07-04 of the Personnel Policy
Manual and compensatory time when he/she terminates employment within the
Administrative Division by virtue of retirement, voluntary separation or dismissal
from employment.

Compensation for accrued but unused P.T.O. will be rendered on the basis of the
employee's current rate of compensation or the employee's present rate of
compensation in the event the employee has only been in service during the present
fiscal year. The rate of compensation will be converted to a rate per one hour of
employment based on (2,080) work hours per County fiscal year. The total number
of accrued but unused P.T.O. will be converted to hours or portion thereof and
multiplied by the hourly rate of compensation, the product being the amount of
compensation due the employee. Any P.T.O. in excess of the maximum payout
amount pursuant to Section 07-04 of the Personnel Policy Manual at the time of
termination shall be forfeited without compensation.

* Sick Leave

‘An employee shall be compensated for accrued sick leave at the time of separation of
employment, by retirement only, up to the Maximum payout pursuant to the Personnel
Policy Manual.

« Compensatory Time

‘An employee shall upon termination of employment be paid for all unused
compensatory time at the employee's current rate of compensation in effect at the time
compensation. The rate of compensation will be converted to a rate per one hour of
employment based on (2,080) work hours per County fiscal year. The total number of
accrued but unused compensatory time hours or portions thereof will be multiplied by
the hourly rate of compensation, the product being the amount of compensation due
the employee.

Compensatory time hours are accrued and recorded based on one- and one-half times
the number of hours the employee worked over forty hours in any designated seven-day
workweek.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 
SECTION 07-11 
Effective Date: August 3, 2020 

 
 

 
EMPLOYMENT BENEFITS AND LEAVE FOR PART TIME AND TEMPORARY 
EMPLOYEES 

 
 
No employment benefits, paid leave or paid holidays shall be provided to Part Time or 
Temporary employees unless so directed by the County Administrator or the Board of 
Supervisors. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

Russell County Board of Supervisors.
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-11
Effective Date: August 3, 2020

EMPLOYMENT BENEFITS AND LEAVE FOR PART TIME AND TEMPORARY
EMPLOYEES:

No employment benefits, paid leave or paid holidays shall be provided to Part Time or
Temporary employees unless so directed by the County Administrator or the Board of
Supervisors.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
SECTION 07-12 
Effective Date: August 3, 2020 

 
 
LEAVE TRANSFERRAL 

 
County Government employees, as described below, entering initial, full-time 
employment within the County Government may transfer to their service accounts 
their accrued, unused P.T.O. and Sick Leave from their prior County Government 
service. Transfer will be permitted only if the employee transitions from his/her 
previous employer within a time period not to exceed ten working days from the last 
day of employment in the previous position to the first day of employment 
 
No P.T.O. so transferred may be used within sixty calendar days of the employee’s 
first day of employment. No compensatory leave balances shall be transferred to 
employment. A written statement signed by the employee’s previous employer 
(agency, elected official, manager, etc.) certifying the accrued but unused leave 
balances is required before transfer of same will be accepted. County 
Administration is responsible for record keeping in this regard. 

 
For the purposes of this Section, “County Government employees” shall be limited to 
former employees of any entity listed in this Personnel Policy Manual as part of the 
Constitutional, Independent Agency, and Judicial Divisions of the County 
government of Russell County, Virginia. These are as follows: 

 
29th Judicial Circuit Court Services Unit 
Juvenile & Domestic Relations Court 
Office of Clerk of Circuit Court 
Office of Clerk of General District Court 
Office of Commonwealth Attorney 
Office of County Commissioner of the Revenue 
Office of County Sheriff 
Office of County Treasurer 
Office of Voter Registrar 
Russell County Department of Social Services                                                                     
Russell County Public Library 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-12
Effective Date: August 3, 2020

LEAVE TRANSFERRAL

County Government employees, as described below, entering initial, full-time
employment within the County Government may transfer to their service accounts
their accrued, unused P.T.O. and Sick Leave from their prior County Government
service. Transfer will be permitted only if the employee transitions from his/her
previous employer within a time period not to exceed ten working days from the last
day of employment in the previous position to the first day of employment

No P.T.O. so transferred may be used within sixty calendar days of the employee's
first day of employment. No compensatory leave balances shall be transferred to
employment. A written statement signed by the employee's previous employer
(agency, elected official, manager, etc.) certifying the accrued but unused leave
balances is required before transfer of same will be accepted. County
Administration is responsible for record keeping in this regard.

For the purposes of this Section, “County Government employees” shall be limited to
former employees of any entity listed in this Personnel Policy Manual as part of the
Constitutional, Independent Agency, and Judicial Divisions of the County
government of Russell County, Virginia. These are as follows:

29!" Judicial Circuit Court Services Unit
Juvenile & Domestic Relations Court

Office of Clerk of Circuit Court

Office of Clerk of General District Court

Office of Commonwealth Attorney

Office of County Commissioner of the Revenue
Office of County Sheriff

Office of County Treasurer

Office of Voter Registrar

Russell County Department of Social Services
Russell County Public Library




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
 

SECTION 07-13 
Effective Date: August 3, 2020 

 
 

PAID LEAVE ACCRUED 
 
Full-time employees shall accrue (earn) P.T.O. and Sick Leave at the monthly rates 
established pursuant to Sections 07-04 and 07-05 of the Personnel Policy Manual. 
Employees must have worked fifty (50%) percent or more of the total number of 
possible working hours for any given calendar month; to accrue P.T.O. and Sick 
Leave. No partial accrual of P.T.O. or Sick Leave is permitted. 

 
Newly hired full-time employees beginning their first month of employment on or before 
the fifteenth calendar day of any month shall accrue eight hours, each, of P.T.O. and 
Sick Leave upon completion of the first calendar month of employment. Such 
employees beginning employment after the fifteenth calendar day of any month shall 
not accrue leave time for that month. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-13
Effective Date: August 3, 2020

PAID LEAVE ACCRUED

Full-time employees shall accrue (earn) P.T.O. and Sick Leave at the monthly rates
established pursuant to Sections 07-04 and 07-05 of the Personnel Policy Manual.
Employees must have worked fifty (50%) percent or more of the total number of
possible working hours for any given calendar month; to accrue P.T.O. and Sick
Leave. No partial accrual of P.T.O. or Sick Leave is permitted.

Newly hired full-time employees beginning their first month of employment on or before
the fifteenth calendar day of any month shall accrue eight hours, each, of P.T.O. and
Sick Leave upon completion of the first calendar month of employment. Such
employees beginning employment after the fifteenth calendar day of any month shall
not accrue leave time for that month.




POLICY 

 

Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
SECTION 07-14 
Effective Date: August 3, 2020 

 
 

ABSENCES WITHOUT LEAVE 
 
 
Absences without leave time available will be deducted in pay from the employee during 
the month when the absence without leave occurred. Disciplinary action including 
termination of employment may be taken where a full-time and part-time employee is 
absent more than five successive working days without leave, or for absences without 
leave in excess of five working days separately throughout a County fiscal year. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-14
Effective Date: August 3, 2020

ABSENCES WITHOUT LEAVE

Absences without leave time available will be deducted in pay from the employee during
the month when the absence without leave occurred. Disciplinary action including
termination of employment may be taken where a full-time and part-time employee is
absent more than five successive working days without leave, or for absences without
leave in excess of five working days separately throughout a County fiscal year.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
SECTION 07-15 
Effective Date: August 3, 2020 

 
 
WORKER’S COMPENSATION 

 

Employees injured on the job are afforded protection in accordance with the 
Virginia Worker’s Compensation Act. The County as an employer covers the full 
cost of Worker’s Compensation insurance for all its employees. The County’s 
Workers’ Compensation insurance costs are based on the number of injuries that 
its employees suffer. The lower the injury rate, the lower the County’s insurance 
costs, which means that more money can be put back in the County for its benefit 
and its employees. 

 
Any employee involved in an accident on the job resulting in personal injury must 
take the following steps to be eligible to file a claim for Worker’s Compensation. 

 
A. Employees should immediately report injuries to their Department Director, 

or in the absence of the Department Director, to the County 
Administrator, or his/her designee, so that the employee can receive fast 
and effective treatment. The employee shall provide the following 
information: (1) how the injury occurred; (2) where the employee was 
working when the injury occurred; (3) what time the injury occurred; (4) a 
description of the injury, and (5) the name of persons who may have 
witnessed the accident that resulted in the injury. 

 
B. If an injury occurs on the job, the injured employee must sign a written 

Accident Report of the injury within (3) days of its occurrence. Accident 
Report Forms may be obtained in the County Administration. If the injured 
employee is unable to fill out an Accident Report Form due to the nature of 
the injury, his/her Department Director should obtain a form and fill it out 
for the employee. 

 
C. If the employee requires immediate medical treatment, the employee’s 

Department Director or other County employee may transport the 
injured employee to the nearest medical facility and must advise the 
registrar at that facility that the employee was injured on the job.   

                 
D. If the employee does not require immediate medical treatment, the 

employee should consult with a physician as soon as possible if medical 
difficulties arise that appear associated with the on-the-job injury. All 
employees are encouraged to seek immediate medical attention for a work-
related injury regardless of the severity of the injury. Medical treatment 
sought days after an injury may not be considered claimable under the 
County’s Worker’s Compensation insurance policy. Employees must advise 
any medical personnel treating them that their injury occurred while on the 
job. 

 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-15
Effective Date: August 3, 2020

WORKER'S COMPENSATION

Employees injured on the job are afforded protection in accordance with the
Virginia Worker's Compensation Act. The County as an employer covers the full
cost of Worker's Compensation insurance for all its employees. The County's
Workers’ Compensation insurance costs are based on the number of injuries that
its employees suffer. The lower the injury rate, the lower the County's insurance
costs, which means that more money can be put back in the County for its benefit
and its employees.

Any employee involved in an accident on the job resulting in personal injury must
take the following steps to be eligible to file a claim for Worker's Compensation.

‘A. Employees should immediately report injuries to their Department Director,
or in the absence of the Department Director, to the County
Administrator, or his/her designee, so that the employee can receive fast
and effective treatment. The employee shall provide the following
information: (1) how the injury occurred; (2) where the employee was
working when the injury occurred; (3) what time the injury occurred; (4) a
description of the injury, and (5) the name of persons who may have
witnessed the accident that resulted in the injury.

B. Ifan injury occurs on the job, the injured employee must sign a written
Accident Report of the injury within (3) days of its occurrence. Accident
Report Forms may be obtained in the County Administration. If the injured
employee is unable to fill out an Accident Report Form due to the nature of
the injury, his/her Department Director should obtain a form and fill it out
for the employee.

C. If the employee requires immediate medical treatment, the employee's,
Department Director or other County employee may transport the
injured employee to the nearest medical facility and must advise the
registrar at that facility that the employee was injured on the job.

D. If the employee does not require immediate medical treatment, the
employee should consult with a physician as soon as possible if medical
difficulties arise that appear associated with the on-the-job injury. All
employees are encouraged to seek immediate medical attention for a work-
related injury regardless of the severity of the injury. Medical treatment
sought days after an injury may not be considered claimable under the
County's Worker's Compensation insurance policy. Employees must advise
any medical personnel treating them that their injury occurred while on the
job.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
E. An injured employee should seek treatment by a physician who is a 

participant in the County’s Workers’ Compensation Coverage Plan. A list of 
these physicians can be found in the County Administration Office. If an 
injured employee chooses a physician who is not a member of this group, 
the employee may be responsible for the entire cost of medical treatment 
rendered by the non-member physician. 

 
F. After receipt of medical treatment (if necessary), the employee must file a 

First Report of Accident Form with the County Administration within five 
calendar days of the date of the accident. This form will then be filed with the 
County’s Worker’s Compensation insurance carrier. The employee is 
responsible for providing all medical bills associated with the injury to the 
County Administration for filing with the insurance carrier. The carrier will 
then request all medical records associated with the injury in order to 
process the claim and determine payment of any medical bills associated 
with the injury. A representative of the insurance carrier will contact the 
employee directly if additional information is needed. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

E. An injured employee should seek treatment by a physician who is a
participant in the County's Workers’ Compensation Coverage Plan. A list of
these physicians _can be found in the County Administration Office. If an
injured employee chooses a physician who is not a member of this group,
the employee may be responsible for the entire cost of medical treatment
rendered by the non-member physician.

F. After receipt of medical treatment (if necessary), the employee must file a
First Report of Accident Form with the County Administration within five
calendar days of the date of the accident. This form will then be filed with the
County's Worker's Compensation insurance carrier. The employee is
responsible for providing all medical bills associated with the injury to the
County Administration for filing with the insurance carrier. The carrier will
then request all medical records associated with the injury in order to
process the claim and determine payment of any medical bills associated
with the injury. A representative of the insurance carrier will contact the
employee directly if additional information is needed.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
SECTION 07-16 
Effective Date: August 3, 2020 

 
 
WORKER’S COMPENSATION AND EMPLOYEE PAY 

 

Worker’s Compensation insurance provides benefits for employees who are absent 
from work due to injury by accident arising out of and in the course of employment or 
“occupational disease” as defined in the Virginia Worker’s Compensation Act, both of 
which shall hereinafter be referred to as “job-related injury”. The County pays the entire 
cost of this insurance, which covers all County Administrative Division employees. The 
County’s Worker’s Compensation insurance costs are based on the number of job- 
related injuries the County suffers. The lower the County’s injury rate, the lower the 
costs. Should an employee sustain a job-related injury, Worker’s Compensation 
insurance will provide medical coverage and income replacement for the period of the 
employee’s disability as required by law. 

 
Injuries sustained by telecommuting employees while working at a home location and in 
conjunction with their regular work duties are normally covered by the County’s 
Worker’s Compensation insurance. Telecommuting employees are responsible to notify 
their Department Director or County Administrator or his/her Designee of such injuries in 
accordance with the Personnel Policy Manual.  Injuries that do not occur in the course 
of employee’s employment are matters of personal liability. 

 
Light Duty: 

 

In the event of job-related injury of an employee, the employee’s Department Director is 
encouraged to consider the possibility of light duty assignments consistent with written 
recommendation of the injured employee’s physician. Such assignments shall be at the 
discretion of the Department Director with written permission from the County 
Administrator or his/her Designee. Employees assigned to light duty responsibilities while 
recovering from job-related injury are advised to perform only functions that are consistent 
with their physician’s recommendations. The County is not required to provide for light 
duty assignments that do not materially contribute to the operation of the department to 
which the injured employee is assigned, nor will the County temporarily transfer injured 
employees to other departments for the purpose of light duty assignments. 

 
Administration of Worker’s Compensation Pay 

 

Under state law, Worker’s Compensation pay does not begin until after the first seven 
calendar days of incapacity resulting from job-related injury, but if incapacity extends 
beyond that period, compensation shall commence with the eighth day of disability. 
Therefore, during the first seven days of incapacity due to a work-related injury, the 
County will apply the employee’s accrued P.T.O. (Paid Time Off) or Sick Leave as the 
source of compensation to the employee for any time within that time period that the 
employee is absent from work due to job-related injury. Leave time will be deducted 
accordingly. Any time for which the employee does not have accrued leave time will be 
treated as leave without pay. 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

SECTION 07-16
Effective Date: August 3, 2020

WORKER’S COMPENSATION AND EMPLOYEE PAY

Worker's Compensation insurance provides benefits for employees who are absent
from work due to injury by accident arising out of and in the course of employment or
“occupational disease” as defined in the Virginia Worker’s Compensation Act, both of
which shall hereinafter be referred to as “job-related injury”. The County pays the entire
cost of this insurance, which covers all County Administrative Division employees. The
County's Worker's Compensation insurance costs are based on the number of job-
related injuries the County suffers. The lower the County's injury rate, the lower the
costs. Should an employee sustain a job-related injury, Worker's Compensation
insurance will provide medical coverage and income replacement for the period of the
employee's disability as required by law.

Injuries sustained by telecommuting employees while working at a home location and in
conjunction with their regular work duties are normally covered by the County's
Worker's Compensation insurance. Telecommuting employees are responsible to notify
their Department Director or County Administrator or his/her Designee of such injuries in
accordance with the Personnel Policy Manual. Injuries that do not occur in the course
of employee’s employment are matters of personal liability.

Light Duty:

In the event of job-related injury of an employee, the employee's Department Director is
encouraged to consider the possibility of light duty assignments consistent with written
recommendation of the injured employee's physician. Such assignments shall be at the
discretion of the Department Director with written permission from the County
Administrator or his/her Designee. Employees assigned to light duty responsibilities. while
recovering from job-related injury are advised to perform only functions that are consistent
with their physician's recommendations. The County is not required to provide for light
duty assignments that do not materially contribute to the operation of the department to
which the injured employee is assigned, nor will the County temporarily transfer injured
employees to other departments for the purpose of light duty assignments.

Administration of Worker's Compensation Pa)

Under state law, Worker's Compensation pay does not begin until after the first seven
calendar days of incapacity resulting from job-related injury, but if incapacity extends
beyond that period, compensation shall commence with the eighth day of disability.
Therefore, during the first seven days of incapacity due to a work-related injury, the
County will apply the employee's accrued P.T.O. (Paid Time Off) or Sick Leave as the
source of compensation to the employee for any time within that time period that the
employee is absent from work due to job-related injury. Leave time will be deducted
accordingly. Any time for which the employee does not have accrued leave time will be
treated as leave without pay.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
Upon the eighth day of disability, state law provides that Worker’s Compensation 
insurance shall pay two-thirds of an employee’s salary or hourly wage. When a workers’ 
compensation claim is filed, an Election of Method of Payment Form must be signed by the 
employee, or his/her representative.  This election form allows the employee to either 
receive compensatory pay, which is paid by the workers compensation carrier only, if this   
election is made, no wage/salary will be paid by the County to said employee. The 
employee shall become responsible to pay directly to the County all of the employee’s 
share of payroll benefits (i.e., health insurance, disability insurance, and other cafeteria 
plan benefits). The employee may elect to turn his/her workers’ compensation checks over 
to the County. The County shall then apply the Worker’s Compensation payment, which is 
two-thirds (66%) of the employee’s usual pay, toward the employee’s salary/wage. The 
County will draw the remaining one-third (33%) day’s pay from the employee’s accrued 
leave time for each day of absence so that the employee will receive a paycheck for a full 
day as long as accrued leave time is available to supplement the Worker’s Compensation 
Insurance payment. Time will be deducted from the employee’s accrued leave time, 
accordingly.  The employee shall continue to accrue leave benefits pursuant to Section 
07-17 of the Personnel Policy Manual and their Virginia Retirement System (VRS) 
retirement service credit will be accrued at the same rate as if the employee were working 
on the job. Payments for payroll benefits shall be deducted from the compensation 
payment made to the employee. 

 
• State law provides that upon the twenty-second day of incapacity due to job-

related injury, Worker’s Compensation insurance shall reimburse two-thirds (66%) 
of the employee’s usual pay for each day of absence from work during the first 
seven days of incapacity. Again, an Election of Method of Payment Form must be 
signed by the employee, or his/her representative.  This election form allows the 
employee to either receive compensatory pay, which is paid by the workers 
compensation carrier only, if this election is made, no wage/salary will be paid by 
the County to said employee.  The employee shall become responsible to pay 
directly to the County all the employee’s share of payroll benefits (i.e., health 
insurance, disability insurance, and other cafeteria plan benefits).  The employee 
may elect to turn his/her workers’ compensation checks over to the County.   Upon 
receipt of the reimbursement paycheck from Worker’s Compensation insurance, 
the County shall reimburse to the employee two-thirds (66%) of any leave time 
deducted to cover the employee’s salary/wage for absence during the first seven 
days of incapacity. 

 
After the employee exhausts accrued leave time from its use to supplement the Worker’s 
Compensation insurance payments, the employee shall begin to receive the Worker’s 
Compensation paycheck directly. The County shall, after exhaustion of the employee’s 
accrued leave time begin managing the employee’s benefits as it would for an employee 
on leave without pay. The employee shall become responsible to pay directly to the 
County all the employee’s share of payroll benefits (i.e., health insurance, disability 
insurance, and other cafeteria plan benefits). If the employee continues to be absent due 
to a job-related injury after accrued leave time is exhausted, the employee shall not 
continue to accrue P.T.O., Sick Leave, or VRS retirement service credit pursuant to the 
provisions of the Personnel Policy Manual. 

 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

Upon the eighth day of disability, state law provides that Worker's Compensation
insurance shall pay two-thirds of an employee's salary or hourly wage. When a workers’
compensation claim is filed, an Election of Method of Payment Form must be signed by the
employee, or his/her representative. This election form allows the employee to either
receive compensatory pay, which is paid by the workers compensation carrier only, if this
election is made, no wagelsalary will be paid by the County to said employee. The
employee shall become responsible to pay directly to the County all of the employee's
share of payroll benefits (i.e., health insurance, disability insurance, and other cafeteria
plan benefits). The employee may elect to turn his/her workers’ compensation checks over
to the County. The County shall then apply the Worker's Compensation payment, which is
two-thirds (66%) of the employee's usual pay, toward the employee's salary/wage. The
County will draw the remaining one-third (33%) day's pay from the employee's accrued
leave time for each day of absence so that the employee will receive a paycheck for a full
day as long as accrued leave time is available to supplement the Worker's Compensation
Insurance payment. Time will be deducted from the employee's accrued leave time,
accordingly. The employee shall continue to accrue leave benefits pursuant to Section
07-17 of the Personnel Policy Manual and their Virginia Retirement System (VRS)
retirement service credit will be accrued at the same rate as if the employee were working
on the job. Payments for payroll benefits shall be deducted from the compensation
payment made to the employee.

« State law provides that upon the twenty-second day of incapacity due to job-
related injury, Worker's Compensation insurance shall reimburse two-thirds (66%)
of the employee's usual pay for each day of absence from work during the first
seven days of incapacity. Again, an Election of Method of Payment Form must be
signed by the employee, or his/her representative. This election form allows the
employee to either receive compensatory pay, which is paid by the workers
compensation carrier only, if this election is made, no wage/salary will be paid by
the County to said employee. The employee shall become responsible to pay
directly to the County all the employee's share of payroll benefits (i.e., health
insurance, disability insurance, and other cafeteria plan benefits). The employee
may elect to turn his/her workers’ compensation checks over to the County. Upon
receipt of the reimbursement paycheck from Worker's Compensation insurance,
the County shall reimburse to the employee two-thirds (66%) of any leave time
deducted to cover the employee's salary/wage for absence during the first seven
days of incapacity.

After the employee exhausts accrued leave time from its use to supplement the Worker's
Compensation insurance payments, the employee shall begin to receive the Worker's
Compensation paycheck directly. The County shall, after exhaustion of the employee's
accrued leave time begin managing the employee's benefits as it would for an employee
on leave without pay. The employee shall become responsible to pay directly to the
County all the employee's share of payroll benefits (i.e., health insurance, disability
insurance, and other cafeteria plan benefits). If the employee continues to be absent due
to a job-related injury after accrued leave time is exhausted, the employee shall not
continue to accrue P.T.O., Sick Leave, or VRS retirement service credit pursuant to the
provisions of the Personnel Policy Manual




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 07: EMPLOYMENT BENEFITS AND LEAVE 

 

 
Termination of Employment 

 

In accordance with state law, the County shall not terminate employment on the basis of 
excessive absenteeism if such employee’s absence is due to a job-related injury 
compensable under the Virginia Worker’s Compensation Act; unless such extended 
absence causes the County undue hardship (as defined by the Americans With 
Disabilities Act). The County Administrator or his/her Designee shall have discretion in the 
event of undue hardship where appropriate, to terminate employment of such employee 
based on excessive absenteeism. 

 
 
 
 

 
 
 
 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 07: EMPLOYMENT BENEFITS AND LEAVE

Termination of Employment

In accordance with state law, the County shall not terminate employment on the basis of
excessive absenteeism if such employee's absence is due to a job-related injury
compensable under the Virginia Worker's Compensation Act; unless such extended
absence causes the County undue hardship (as defined by the Americans With

Disabilities Act). The County Administrator or his/her Designee shall have discretion in the
event of undue hardship where appropriate, to terminate employment of such employee
based on excessive absenteeism.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 
SECTION 07-16 
Effective Date: August 3, 2020 

 
 

ADA/ADAA DISABILITIES POLICY 

PURPOSE 
 
 

1. The American with Disabilities Act (ADA) and the Americans with Disabilities Act Amendments 
Act (ADAAA) are federal laws that require employers with 15 or more employees as well as 
state and local governments, regardless of the number of employees, not to discriminate 
against job applicants and individuals with disabilities and, when needed, to provide reasonable 
accommodations to job applicants and employees who are qualified for a job, so that they may 
complete the process to apply for employment and perform the essential job duties of the 
position, respectively. 

 
2. It is the policy of Russell County to comply with all federal and state laws concerning the 

employment of persons with disabilities and to act in accordance with regulations and 
guidance issued by the Equal Employment Opportunity Commission (EEOC). Furthermore, 
it is County policy not to discriminate against qualified individuals based on their disability 
regarding all employment practices, including job application procedures, hiring, 
advancement, discharge, compensation, training and other terms, conditions and privileges of 
employment. The County also prohibits discrimination against persons because they have a 
known association or relationship with an individual with a disability. 

 
3. This Disabilities Policy provides guidance and the procedure through which individuals may 

request reasonable accommodation and the manner in which departments should consider 
and review those requests. It is intended to assist applicants for employment, current 
employees, and department directors in requesting and processing reasonable accommodation 
requests. 

 
POLICY 

 
4. The County will provide reasonable accommodation to enable a qualified job applicant with 

a disability to complete the job application process, and to enable a qualified employee with a 
disability to perform the essential functions of a job currently held. 

 
5. Persons who pose a direct threat to the health or safety of themselves or other individuals in 

the workplace, for whom a reasonable accommodation cannot be made to eliminate such 
threat, will not be hired if such person is a job applicant, or, if such person is an employee, will 
be placed on administrative leave until an organizational decision is made in regard to the 
immediate employment situation. 

 
6. Individuals who are currently using illegal drugs are not protected by the ADA and ADAAA 

and, therefore, are excluded from coverage under the County’s Disabilities Policy. Tests 
for illegal use of drugs are not medical examinations under the ADA, are not subject to 
restrictions of such examinations, and shall be conducted by the County in accordance with its 
policy for such testing. 

 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 07-16
Effective Date: August 3, 2020

ADA/ADAA DISABILITIES POLICY
PURPOSE

1. The American with Disabilities Act (ADA) and the Americans with Disabilities Act Amendments
Act (ADAAA) are federal laws that require employers with 15 or more employees as well as
state and local governments, regardless of the number of employees, not to discriminate
against job applicants and individuals with disabilities and, when needed, to provide reasonable
accommodations to job applicants and employees who are qualified for a job, so that they may
complete the process to apply for employment and perform the essential job duties of the
position, respectively.

2. It is the policy of Russell County to comply with all federal and state laws concerning the
employment of persons with disabilities and to act in accordance with regulations and
guidance issued by the Equal Employment Opportunity Commission (EEOC). Furthermore,
it is County policy not to discriminate against qualified individuals based on their disability
regarding all employment practices, including job application procedures, hiring,
advancement, discharge, compensation, training and other terms, conditions and privileges of
employment. The County also prohibits discrimination against persons because they have a
known association or relationship with an individual with a disability.

3. This Disabilities Policy provides guidance and the procedure through which individuals may
request reasonable accommodation and the manner in which departments should consider
and review those requests. It is intended to assist applicants for employment, current
employees, and department directors in requesting and processing reasonable accommodation
requests.

POLICY

4. The County will provide reasonable accommodation to enable a qualified job applicant with
a disability to complete the job application process, and to enable a qualified employee with a
disability to perform the essential functions of a job currently held.

5. Persons who pose a direct threat to the health or safety of themselves or other individuals in
the workplace, for whom a reasonable accommodation cannot be made to eliminate such
threat, will not be hired if such person is a job applicant, or, if such person is an employee, will
be placed on administrative leave until an organizational decision is made in regard to the
immediate employment situation

6. Individuals who are currently using illegal drugs are not protected by the ADA and ADAAA
and, therefore, are excluded from coverage under the County's Disabilities Policy. Tests
for illegal use of drugs are not medical examinations under the ADA, are not subject to
restrictions of such examinations, and shall be conducted by the County in accordance with its
policy for such testing.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 
7. The County strictly prohibits harassment or discriminatory conduct related to an applicant or 

employee request for reasonable accommodation. In the event of such conduct, the applicant 
or employee is referred to the County Personnel Policy and Procedures Manual Workplace 
Harassment and Discrimination Policy. 

 
PROCEDURE 

 

1. It is the responsibility of the applicant or employee to advise the County Administration of their 
request for accommodation. 

 
2. The County Administration is available to provide information and assistance in the 

preparation, explanation, and processing of a request for reasonable accommodation. 
 

3. All requests for accommodation must indicate the following: 
 

a. Name, address, and telephone number of the person making the accommodation. 
b. The specific limitation, the type of accommodation requested, and an explanation of how 

the accommodation will allow the performance of the essential functions of the position 
of employment.  

 
4. Verification of the disability by the requester’s physician, medical provider or 

vocational/rehabilitation counselor may be required. If medical verification is required, the 
requester must sign a release form. However, such verification will not be required of a job 
applicant unless a bona fide job offer has been made, contingent solely upon outcome of 
reasonable accommodation request consideration. 

 
5. The County will make every reasonable effort to maintain confidentiality of all communications 

regarding reasonable accommodation interactive process and any associated medical 
information. 

 
6. The following factors will be taken into consideration in review of a request for 

accommodation: 
 

a. Analyze the job or activity to determine the essential functions. 
b. Determine with the employee or applicant how the disability limits their performance 

of the essential functions. 
c. Identify accommodation options that overcome limitations and determine the 

effectiveness and feasibility of the proposed accommodations. 
d. In consideration of both the requester’s preferences and the needs of the County, the 

County will select the accommodation most appropriate for both the requester and the 
County. 

 
7. If the request is approved, the County Administrator will notify the requester and coordinate 

with the applicable department to make the necessary  
implementation arrangements. 

 
8. If the request is denied, the requester may appeal to the County Administrator for additional 

consideration within 15 calendar days of written notice of denial. 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

7. The County strictly prohibits harassment or discriminatory conduct related to an applicant or
employee request for reasonable accommodation. In the event of such conduct, the applicant
or employee is referred to the County Personnel Policy and Procedures Manual Workplace
Harassment and Discrimination Policy.

PROCEDURE

1. Itis the responsibility of the applicant or employee to advise the County Administration of their
request for accommodation.

2. The County Administration is available to provide information and assistance in the
preparation, explanation, and processing of a request for reasonable accommodation.

3. All requests for accommodation must indicate the following:

a. Name, address, and telephone number of the person making the accommodation.

b. The specific limitation, the type of accommodation requested, and an explanation of how
the accommodation will allow the performance of the essential functions of the position
of employment.

4. Verification of the disability by the requester’s physician, medical provider or
vocational/rehabilitation counselor may be required. If medical verification is required, the
requester must sign a release form. However, such verification will not be required of a job
applicant unless a bona fide job offer has been made, contingent solely upon outcome of
reasonable accommodation request consideration.

5. The County will make every reasonable effort to maintain confidentiality of all communications
regarding reasonable accommodation interactive process and any associated medical
information.

6. The following factors will be taken into consideration in review of a request for
accommodation:

a. Analyze the job or activity to determine the essential functions.

b. Determine with the employee or applicant how the disability limits their performance
of the essential functions.

c. Identify accommodation options that overcome limitations and determine the
effectiveness and feasibility of the proposed accommodations.

d. In consideration of both the requester’s preferences and the needs of the County, the
County will select the accommodation most appropriate for both the requester and the
County.

7. If the request is approved, the County Administrator will notify the requester and coordinate
with the applicable department to make the necessary
implementation arrangements.

8. If the request is denied, the requester may appeal to the County Administrator for additional
consideration within 15 calendar days of written notice of denial.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 
9. Review and determination by the County Administrator will be completed within 21 calendar 

days from the County Administrator’s receipt of the request for appeal. The County 
Administrator will provide a written record of the decision on the appeal, which shall be delivered 
to the Requester personally or to the address provided in the accommodation request form. 

 
10. The deadlines stated, above, may be extended by mutual agreement of the requester and 

the County Administrator. 
 
TERMS USED IN THIS POLICY 

 
As used in this policy, the following terms have the indicated meaning: 

 
1. Direct Threat: A significant risk to the health or safety of the individual with a disability or 

others when this risk cannot be eliminated by reasonable accommodation. 
 

2. Disability: A physical or mental impairment that substantially limits one or more major life 
activities of the individual, a record of such an impairment, or being regarded as having 
such an impairment. The County will interpret “disability” in accordance with federal and state 
law requirements. 

 
3. Essential Functions of the Job: Those job activities that are determined by the County to be 

essential or core to performing the job; these functions cannot be modified. 
 

4. Major Life Activities: Term includes caring for oneself, performing manual tasks, seeing, 
hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, 
reading, concentrating, thinking, communication and working. 

 
5. Qualified Individual: An individual who meets the skill, experience, education, or other 

requirements of an employment position that he/she holds or desires. 
 

6. Reasonable Accommodation: Includes changes to the work environment that do not cause 
undue hardship to the County and may include making existing facilities readily accessible to 
and usable by individuals with disabilities, job restructuring, part-time or modified work 
schedules, telecommuting, reassignment to a vacant position, acquisition or modification of 
equipment or devices, appropriate adjustment or modifications of examinations, training 
materials or policies, the provision of qualified readers or interpreters, and other similar 
accommodations for individuals with disabilities. 

 
7. Undue Hardship: An action requiring significant difficulty or expense by the County. In 

determining whether an accommodation would impose an undue hardship on a covered entity, 
factors to be considered include, but are not limited to: 

 
 The nature and cost of the accommodation; 
 The overall financial resources of the employer involved in the provision of the reasonable 

accommodation, the number of persons employed at such facility, the effect on expenses 
and resources, or the impact of such accommodation on the operation of the facility. 

 The overall financial resources of the employer; the size, number, type and location of 
facilities; and 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

9. Review and determination by the County Administrator will be completed within 21 calendar
days from the County Administrator's receipt of the request for appeal. The County
Administrator will provide a written record of the decision on the appeal, which shall be delivered
to the Requester personally or to the address provided in the accommodation request form

10.The deadlines stated, above, may be extended by mutual agreement of the requester and
the County Administrator.

TERMS USED IN THIS POLICY
As used in this policy, the following terms have the indicated meaning:

1. Direct Threat: A significant risk to the health or safety of the individual with a disability or
others when this risk cannot be eliminated by reasonable accommodation.

2. Disability: A physical or mental impairment that substantially limits one or more major life
activities of the individual, a record of such an impairment, or being regarded as having
such an impairment. The County will interpret “disability” in accordance with federal and state
law requirements.

3. Essential Functions of the Job: Those job activities that are determined by the County to be
essential or core to performing the job; these functions cannot be modified.

4. Major Life Activities: Term includes caring for oneself, performing manual tasks, seeing,
hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning,
reading, concentrating, thinking, communication and working.

5. Qualified Individual: An individual who meets the skill, experience, education, or other
requirements of an employment position that he/she holds or desires.

6. Reasonable Accommodation: Includes changes to the work environment that do not cause
undue hardship to the County and may include making existing facilities readily accessible to
and usable by individuals with disabilities, job restructuring, part-time or modified work
schedules, telecommuting, reassignment to a vacant position, acquisition or modification of
equipment or devices, appropriate adjustment or modifications of examinations, training
materials or policies, the provision of qualified readers or interpreters, and other similar
accommodations for individuals with disabilities.

7. Undue Hardship: An action requiring significant difficulty or expense by the County. In
determining whether an accommodation would impose an undue hardship on a covered entity,
factors to be considered include, but are not limited to:

* The nature and cost of the accommodation;

+ The overall financial resources of the employer involved in the provision of the reasonable
accommodation, the number of persons employed at such facility, the effect on expenses
and resources, or the impact of such accommodation on the operation of the facility.

* The overall financial resources of the employer; the size, number, type and location of
facilities; and




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 
 The type of operations of the employer, including the composition, structure   and   

functions   of   the   workforce; administrative   or   fiscal relationship of the facility involved 
in making the accommodation to the employer. 

 
The examples provided in the above terms are not meant to be all-inclusive and should not 
be construed as such. They are not the only conditions that are considered to be 
disabilities, impairments or reasonable accommodations covered by ADA/ADAAA policy. 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

+ The type of operations of the employer, including the composition, structure and
functions of the workforce; administrative or fiscal relationship of the facility involved
in making the accommodation to the employer.

The examples provided in the above terms are not meant to be all-inclusive and should not
be construed as such. They are not the only conditions that are considered to be
disabilities, impairments or reasonable accommodations covered by ADA/ADAAA policy.





Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 
SECTION 08-01 
Effective Date: August 3, 2020 

GENERAL 

 

It is the County’s policy to comply with the provisions of Title 29, Chapter 8 of the United States Code, 
commonly referred to as the Fair Labor Standards Act of 1938, as amended, hereinafter referred to 
as the “FLSA”. Accordingly, any employee who is not exempt as provided for herein and who actually 
works more that forty (40) hours in any seven (7) consecutive day work week shall be compensated 
for those hours worked in excess of those above specified in accordance with Section 207 of the 
FLSA. The FLSA and this Manual Section shall govern the compensatory time and overtime policies 
of the County government. Where there is a conflict between the provision of this Manual Section 
and the FLSA, the FLSA shall govern. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-01
Effective Date: August 3, 2020

GENERAL

It is the County's policy to comply with the provisions of Title 29, Chapter 8 of the United States Code,
commonly referred to as the Fair Labor Standards Act of 1938, as amended, hereinafter referred to
as the “FLSA”. Accordingly, any employee who is not exempt as provided for herein and who actually
works more that forty (40) hours in any seven (7) consecutive day work week shall be compensated
for those hours worked in excess of those above specified in accordance with Section 207 of the
FLSA. The FLSA and this Manual Section shall govern the compensatory time and overtime policies
of the County government. Where there is a conflict between the provision of this Manual Section
and the FLSA, the FLSA shall govern.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-02 
Effective Date: August 3, 2020 

EXEMPT POSITIONS 

 

The County Administrator shall determine which positions are "exempt" pursuant to FLSA 
provisions. This determination shall be noted on the Position Descriptions for the affected positions. 
Employees holding these positions shall not be eligible to earn compensatory time or overtime pay. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-02
Effective Date: August 3, 2020

EXEMPT POSITIONS
The County Administrator shall determine which positions are "exempt" pursuant to FLSA

provisions. This determination shall be noted on the Position Descriptions for the affected positions.
Employees holding these positions shall not be eligible to earn compensatory time or overtime pay.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-03 
Effective Date: August 3, 2020 

NON-EXEMPT POSITIONS 

 

The County Administrator shall determine which positions are "non-exempt" pursuant to FLSA 
provisions. This determination shall be noted on the Position Descriptions for the affected positions. 
Employees holding these positions shall be eligible to earn compensatory time or overtime pay. 

 
All Aide positions are non-exempt positions and eligible to receive overtime pay in the event any 
such position is authorized to work more than forty (40) hours in any seven (7) day work week 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-03
Effective Date: August 3, 2020

NON-EXEMPT POSITIONS
The County Administrator shall determine which positions are "non-exempt" pursuant to FLSA
provisions. This determination shall be noted on the Position Descriptions for the affected positions.

Employees holding these positions shall be eligible to earn compensatory time or overtime pay.

All Aide positions are non-exempt positions and eligible to receive overtime pay in the event any
such position is authorized to work more than forty (40) hours in any seven (7) day work week




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-04 
Effective Date: August 3, 2020 

 
ELIGIBILITY FOR COMPENSATORY TIME 

 
 
An employee’s eligibility to earn compensatory time depends upon the position the employee holds 
within the County, and whether that position is determined to be "exempt" or "non- exempt" from 
the provisions of the FLSA as applied to local government employers. Those Administrative Division 
positions that the County Administrator determines to be "non-exempt" shall be eligible for 
compensatory time. Those positions determined to be "exempt" shall not be eligible for compensatory 
time. The County Administrator, in consultation with the County Attorney is responsible for assessing 
the nature of the work performed by each permanent/full-time employee and determining whether the 
position is exempt or non-exempt from FLSA compensatory time provisions. The County Administrator 
shall undertake such an assessment and provide a written determination to the Board of Supervisors 
prior to the creation of any new permanent/full-time position by the Board of Supervisors, or within 
thirty (30) calendar days of the initial filling of any newly-created position in the event the exempt/non-
exempt status of the position is uncertain until the position is filled and work is being performed. 
During the time prior to such an evaluation, an employee performing work-related duties in excess 
of 40 hours during any designated seven (7) day workweek will be eligible for compensatory time. 
This time if earned will not be forfeited by the employee if it is later determined that the position is 
exempt from compensatory time. 

 
Subject to approval by the Board of Supervisors, the County Administrator may recommend changes 
or additions to the departments and positions designated as overtime-only. In  the event of a transition 
of an employee’s position from compensatory time eligibility to overtime-only status, the balance of 
accrued and unused compensatory time owed to such an employee may be retained and used by the 
employee until end of calendar year, at which time any remaining unused balance shall be remitted 
pursuant to Section 08-08. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-04
Effective Date: August 3, 2020

ELIGIBILITY FOR COMPENSATORY TIME

An employee's eligibility to earn compensatory time depends upon the position the employee holds
within the County, and whether that position is determined to be "exempt" or "non- exempt” from
the provisions of the FLSA as applied to local government employers. Those Administrative Division
positions that the County Administrator determines to be "non-exempt" shall be eligible for
compensatory time. Those positions determined to be "exempt" shall not be eligible for compensatory
time. The County Administrator, in consultation with the County Attorney is responsible for assessing
the nature of the work performed by each permanent/full-time employee and determining whether the
position is exempt or non-exempt from FLSA compensatory time provisions. The County Administrator
shall undertake such an assessment and provide a written determination to the Board of Supervisors
prior to the creation of any new permanent/full-time position by the Board of Supervisors, or within
thirty (30) calendar days of the initial filling of any newly-created position in the event the exempt/non-
exempt status of the position is uncertain until the position is filled and work is being performed.
During the time prior to such an evaluation, an employee performing work-related duties in excess
of 40 hours during any designated seven (7) day workweek will be eligible for compensatory time.
This time if eared will not be forfeited by the employee if it is later determined that the position is
exempt from compensatory time.

Subject to approval by the Board of Supervisors, the County Administrator may recommend changes
or additions to the departments and positions designated as overtime-only. In the event of a transition
‘of an employee's position from compensatory time eligibility to overtime-only status, the balance of
accrued and unused compensatory time owed to such an employee may be retained and used by the
employee until end of calendar year, at which time any remaining unused balance shall be remitted
pursuant to Section 08-08.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-05 
Effective Date: August 3, 2020  

DEFINITION OF COMPENSATORY TIME 

 

The County defines "compensatory time" as the amount of time an employee is permitted to take off 
for personal use during his/her regular work schedule for time in the performance of work-related 
duties in excess of forty (40) hours during any designated seven (7) consecutive day workweek. All 
hours worked over 40 during any seven-day work week are multiplied by a factor of 1.5 (one and one- 
half times) and the product becomes the amount of time the employee accrues as compensatory time 
and is recorded as such on the employee’s Monthly Time Sheet. Compensatory time when taken off 
is paid to the employee at the employee’s regular rate of compensation. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-05
Effective Date: August 3, 2020

DEFINITION OF COMPENSATORY TIME

The County defines "compensatory time" as the amount of time an employee is permitted to take off
for personal use during his/her regular work schedule for time in the performance of work-related
duties in excess of forty (40) hours during any designated seven (7) consecutive day workweek. All
hours worked over 40 during any seven-day work week are multiplied by a factor of 1.5 (one and one-
half times) and the product becomes the amount of time the employee accrues as compensatory time
and is recorded as such on the employee's Monthly Time Sheet. Compensatory time when taken off
is paid to the employee at the employee's regular rate of compensation




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-06 
Effective Date: August 3, 2020 

 
SPECIAL CIRCUMSTANCES INVOLVING COMPENSATORY TIME 

 
 
Compensatory time or overtime pay may also be earned for hours worked in excess of forty (40) in 
any seven-day workweek by non-exempt employees for travel time to and from work-related functions 
or activities. These functions or activities must be conducted at some other location other than the 
employee’s primary place of work and involve education, training, technical assistance, workshops, 
seminars, symposiums, conferences, or other types of instructional or informational meeting events to 
which the employee was directed to attend by the County Administrator. 

 
Compensatory time or overtime pay may not be earned for time worked by non-exempt employees 
for the following activities: 

 
(A). For travel time to and from any work-related function or activity conducted at some other 
location other than the employee’s primary place of work which the employee on his/her own initiative 
requested to attend and was granted permission by the County Administrator. 

 
(B). For travel or commuting time spent on any mode of transportation to or from any destination 
where a regular or routine work-related function or activity is being conducted. 

 
(C). For attending or participating in optional social, work-related events or activities incidental to 
employment with the County, or for attending or participating in workshops, seminars or other types of 
instructional or informational meetings pertaining to County employment benefits programs. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-06
Effective Date: August 3, 2020

SPECIAL CIRCUMSTANCES INVOLVING COMPENSATORY TIME

Compensatory time or overtime pay may also be eamed for hours worked in excess of forty (40) in
any seven-day workweek by non-exempt employees for travel time to and from work-related functions
or activities. These functions or activities must be conducted at some other location other than the
employee's primary place of work and involve education, training, technical assistance, workshops,
seminars, symposiums, conferences, or other types of instructional or informational meeting events to.
which the employee was directed to attend by the County Administrator.

Compensatory time or overtime pay may not be eamed for time worked by non-exempt employees
for the following activities:

(A). For travel time to and from any work-related function or activity conducted at some other
location other than the employee's primary place of work which the employee on his/her own initiative
requested to attend and was granted permission by the County Administrator.

(B). For travel or commuting time spent on any mode of transportation to or from any destination
where a regular or routine work-related function or activity is being conducted.

(C). For attending or participating in optional social, work-related events or activities incidental to
employment with the County, or for attending or participating in workshops, seminars or other types of
instructional or informational meetings pertaining to County employment benefits programs.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-07 
Effective Date: August 3, 2020 

 
AUTHORIZATION TO EARN COMPENSATORY TIME 

 
 
All employees must be pre-authorized in writing by the County Administrator before compensatory time 
may be earned. This pre-authorization may be in the form of a "blanket" pre-authorization which 
designates the types of anticipated or routine work-related duties from which compensatory time may 
accrue, or in the form of a specific pre- authorization where the work-related duties to be performed 
are generally non-reoccurring. A blanket pre-authorization must be executed by the employee’s 
department head and the County Administrator and filed in the employee’s Permanent Personnel 
Records. A specific pre-authorization may be executed by the employee’s department head (or by the 
County Administrator for department heads) and attached to the employee’s Monthly Time Sheet 
when submitted to the Office of the County Administrator A form provided through the Office of the 
County Administrator shall be used for such pre-authorizations. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-07
Effective Date: August 3, 2020

AUTHORIZATION TO EARN COMPENSATORY TIME

All employees must be pre-authorized in writing by the County Administrator before compensatory time
may be eamed. This pre-authorization may be in the form of a "blanket" pre-authorization which
designates the types of anticipated or routine work-related duties from which compensatory time may
accrue, or in the form of a specific pre- authorization where the work-related duties to be performed
are generally non-reoccurring. A blanket pre-authorization must be executed by the employee's
department head and the County Administrator and filed in the employee's Permanent Personnel
Records. A specific pre-authorization may be executed by the employee's department head (or by the
County Administrator for department heads) and attached to the employee's Monthly Time Sheet
when submitted to the Office of the County Administrator A form provided through the Office of the
County Administrator shall be used for such pre-authorizations.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-08 
Effective Date: August 3, 2020  

USE OF COMPENSATORY TIME 

 

When earned, compensatory time must be used (taken off) by the employee by no later than 
each calendar year for time earned.   

 
Under the FLSA, the County as an employer may not compel any employee to use compensatory 
time instead of personal leave once earned. Department heads and the County Administrator may 
take such work scheduling actions as are possible and practical to prevent the earning of 
compensatory time by employees. Such actions may include reducing an employee’s regular working 
hours where it is known in advance that compensatory time is likely to be earned by an employee 
during any given work week. Specific policies, guidelines, and procedures to reduce the likelihood 
of employees earning compensatory time may be embodied in operating procedures established 
pursuant to this Manual or set out separately, either issued or approved by the County Administrator. 
Department heads and the County Administrator are obligated to permit the use of compensatory 
time by employees as long as the employee’s absence will not unduly disrupt the operations of the 
department(s) to which the employee is assigned.   

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-08
Effective Date: August 3, 2020

USE OF COMPENSATORY TIME

When earned, compensatory time must be used (taken off) by the employee by no later than
each calendar year for time earned.

Under the FLSA, the County as an employer may not compel any employee to use compensatory
time instead of personal leave once earned. Department heads and the County Administrator may
take such work scheduling actions as are possible and practical to prevent the earning of
compensatory time by employees. Such actions may include reducing an employee's regular working
hours where it is known in advance that compensatory time is likely to be earned by an employee
during any given work week. Specific policies, guidelines, and procedures to reduce the likelihood
of employees earning compensatory time may be embodied in operating procedures established
pursuant to this Manual or set out separately, either issued or approved by the County Administrator.
Department heads and the County Administrator are obligated to permit the use of compensatory
time by employees as long as the employee's absence will not unduly disrupt the operations of the
department(s) to which the employee is assigned.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-09 
Effective Date: August 3, 2020 

 
 
PAY FOR COMPENSATORY TIME AT TERMINATION 

 
 
An employee shall, upon termination of employment with the County, be paid for all unused 
compensatory time in accordance with the provision of the FLSA. Such compensation shall be at the 
employee’s regular rate of compensation in effect at the time compensation. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-09
Effective Date: August 3, 2020

PAY FOR COMPENSATORY TIME AT TERMINATION

‘An employee shall, upon termination of employment with the County, be paid for all unused
compensatory time in accordance with the provision of the FLSA. Such compensation shall be at the
employee's regular rate of compensation in effect at the time compensation.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-10 
Effective Date: August 3, 2020 

 
COMPENSATORY TIME AND OVERTIME PAY FOR PART-TIME AND TEMPORARY 
EMPLOYEES 

 
 
No permanent/part-time, temporary/part-time or temporary/full-time employee will be permitted to work 
a schedule which would exceed forty (40) hours in any given seven (7) day work week to be eligible 
for compensatory time or overtime pay unless approved by the County Administrator in advance. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-10
Effective Date: August 3, 2020

COMPENSATORY TIME AND OVERTIME PAY FOR PART-TIME AND TEMPORARY
EMPLOYEES

No permanent/part-time, temporary/part-time or temporary/full-time employee will be permitted to work
a schedule which would exceed forty (40) hours in any given seven (7) day work week to be eligible
for compensatory time or overtime pay unless approved by the County Administrator in advance




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-11 
Effective Date: August 3, 2020 

 
TRANSITION OF EMPLOYEES FROM NON-EXEMPT/EXEMPT POSITIONS 

 
 
In the event an employee transitions from a non-exempt to exempt position (either through promotion, 
demotion, transfer, change in status determination or retitling and/or consolidation of positions), any 
unused compensatory time shall be converted to pay and remitted to the affected employee as soon 
as practical. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-11
Effective Date: August 3, 2020

TRANSITION OF EMPLOYEES FROM NON-EXEMPT/EXEMPT POSITIONS

In the event an employee transitions from a non-exempt to exempt position (either through promotion,
demotion, transfer, change in status determination or retitling and/or consolidation of positions), any
unused compensatory time shall be converted to pay and remitted to the affected employee as soon
as practical




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-12 
Effective Date: August 3, 2020 

 
PART-TIME EMPLOYMENT AND COMPENSATORY TIME/OVERTIME 

 
 
No permanent/full-time employee may engage in permanent/part-time or temporary/part-time 
employment within any other County department. No permanent/part-time employee may engage in 
temporary/full-time or temporary/part-time employment within any other County department. 

 
If an employee undertakes solely at his/her discretion employment for the County in a position 
outside of the County Administration, the hours of different employment shall be excluded from the 
calculations of compensatory time or overtime earned by that employee. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-12
Effective Date: August 3, 2020

PART-TIME EMPLOYMENT AND COMPENSATORY TIME/OVERTIME

No permanent/full-time employee may engage in permanent/part-time or temporary/part-time
employment within any other County department. No permanent/part-time employee may engage in
temporary/full-time or temporary/part-time employment within any other County department.

If an employee undertakes solely at his/her discretion employment for the County in a position
outside of the County Administration, the hours of different employment shall be excluded from the
calculations of compensatory time or overtime earned by that employee.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-13 
Effective Date: August 3, 2020  

OVERTIME PAY 

 

The County defines "overtime pay" as the amount of compensation an employee may be paid for the 
performance of work-related duties in excess of 40 hours during any designated seven (7) 
consecutive day workweek. Overtime pay may be rendered during the regular monthly pay period. 
The employee’s regular rate of compensation (whether annual salary or hourly wage) in the 
affected positions is converted to an amount per one (1) hour of employment. The conversion of 
annual salary to an amount per one (1) hour of employment will be based on the annual salary figure 
divided by two thousand and eighty (2,080) work hours per County fiscal year. This is referred to as 
the "salaried hourly rate", and multiplied by a factor of 1.5 (one and one-half times), the product 
becomes the amount of compensation due the employee for each (1) hour of actual overtime 
worked (referred to as the "salaried overtime rate"). 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-13
Effective Date: August 3, 2020

OVERTIME PAY

The County defines "overtime pay" as the amount of compensation an employee may be paid for the
performance of work-related duties in excess of 40 hours during any designated seven (7)
consecutive day workweek. Overtime pay may be rendered during the regular monthly pay period.
The employee’s regular rate of compensation (whether annual salary or hourly wage) in the
affected positions is converted to an amount per one (1) hour of employment. The conversion of
annual salary to an amount per one (1) hour of employment will be based on the annual salary figure
divided by two thousand and eighty (2,080) work hours per County fiscal year. This is referred to as
the "salaried hourly rate", and multiplied by a factor of 1.5 (one and one-half times), the product
becomes the amount of compensation due the employee for each (1) hour of actual overtime
worked (referred to as the "salaried overtime rate").




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 08: COMPENSATORY TIME AND OVERTIME 

 

 

SECTION 08-14 
Effective Date: August 3, 2020 

 
ADDITIONAL ANNUAL LEAVE DURING WEEKS WITH HOLIDAYS 

 
 
During work weeks having one (1) or more designated County holidays pursuant to this Manual, 
additional Annual Leave for all permanent/full-time employees shall be accrued or earned for hours 
worked in excess of the required work hours designated for that week.  The required work hours for 
weeks with holidays are equal to forty (40) hours reduced by eight 
(8) hours, or portion thereof, for each designated County holiday during that week. All hours worked 
over the required work hours but less than or equal to forty (40) during any seven-day work week with 
designated County holidays shall be multiplied by a factor of 1.0 (hour for hour) and the product 
becomes the amount of time the employee shall accrue as additional Annual Leave. This additional 
Annual Leave shall be recorded on the employee’s Monthly Timesheet. All hours worked on a 
designated County holiday are excluded from the calculations of hours worked for the week under 
this section. Provisions concerning compensation for working on a designated County holiday are 
covered in Section 07-09 of this Manual. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 08: COMPENSATORY TIME AND OVERTIME

SECTION 08-14
Effective Date: August 3, 2020

ADDITIONAL ANNUAL LEAVE DURING WEEKS WITH HOLIDAYS

During work weeks having one (1) or more designated County holidays pursuant to this Manual,
additional Annual Leave for all permanent/full-time employees shall be accrued or earned for hours
worked in excess of the required work hours designated for that week. The required work hours for
weeks with holidays are equal to forty (40) hours reduced by eight

(8) hours, or portion thereof, for each designated County holiday during that week. All hours worked
‘over the required work hours but less than or equal to forty (40) during any seven-day work week with
designated County holidays shall be multiplied by a factor of 1.0 (hour for hour) and the product
becomes the amount of time the employee shall accrue as additional Annual Leave. This additional
Annual Leave shall be recorded on the employee's Monthly Timesheet. All hours worked on a
designated County holiday are excluded from the calculations of hours worked for the week under
this section. Provisions concerning compensation for working on a designated County holiday are
covered in Section 07-09 of this Manual.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 09: GRIEVANCE PROCEDURE 

 

 

SECTION 09-01 
Effective Date: August 3, 2020 

GENERAL 

 

Pursuant to §15.2-1506 of the Code of Virginia (1950), as amended,  there is hereby established a 
grievance procedure for employees that affords an immediate and fair method for the resolution of 
disputes which may arise between the County and its employees. It shall be the County’s responsibility 
as an employer to encourage the resolution of employee problems and complaints. To that end, 
employees must be able to freely, and without retaliation, discuss their concerns with their 
immediate supervisors and management. To the extent that such concerns cannot be resolved 
informally, the grievance procedure shall afford an immediate and fair method for the resolution of 
employment disputes which may arise between the County and those employees who have access 
to the procedure. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 09: GRIEVANCE PROCEDURE

SECTION 09-01
Effective Date: August 3, 2020

GENERAL

Pursuant to §15.2-1506 of the Code of Virginia (1950), as amended, there is hereby established a
grievance procedure for employees that affords an immediate and fair method for the resolution of
disputes which may arise between the County and its employees. It shall be the County's responsibility
as an employer to encourage the resolution of employee problems and complaints. To that end,
employees must be able to freely, and without retaliation, discuss their concerns with their
immediate supervisors and management. To the extent that such concems cannot be resolved
informally, the grievance procedure shall afford an immediate and fair method for the resolution of
employment disputes which may arise between the County and those employees who have access
to the procedure.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 09: GRIEVANCE PROCEDURE 

 

 

SECTION 09-02 
Effective Date: August 3, 2020  

DEFINITION OF GRIEVANCE 

 

A "grievance" shall be a complaint or dispute by an employee relating to his employment, including 
but not necessarily limited to, (i). disciplinary actions, including terminations, disciplinary demotions, 
and suspensions, provided that terminations shall be subject to grievance whenever resulting from 
formal discipline or unsatisfactory job performance; (ii). the application of personnel policies, 
procedures, rules and regulations, including the application of policies involving matters referred to in 
Section 09-03(iii) of this Manual; (iii). discrimination based on race, color, creed, political affiliation, 
age, disability, national origin or sex; and (iv). acts of retaliation as a result of the use of or participation 
in the grievance procedure or because the employee has complied with any law of the United States 
or of the Commonwealth, has reported any violation of such law to a governmental authority, has 
sought any change in law before the Congress of the United States or the General Assembly or 
has reported an incidence of fraud, abuse, or gross mismanagement.   

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 09: GRIEVANCE PROCEDURE

SECTION 09-02
Effective Date: August 3, 2020

DEFINITION OF GRIEVANCE

‘A "grievance" shall be a complaint or dispute by an employee relating to his employment, including
but not necessarily limited to, (i). disciplinary actions, including terminations, disciplinary demotions,
and suspensions, provided that terminations shall be subject to grievance whenever resulting from
formal discipline or unsatisfactory job performance; (ii). the application of personnel policies,
procedures, rules and regulations, including the application of policies involving matters referred to in
Section 09-03(iii) of this Manual; (ii). discrimination based on race, color, creed, political affiliation,
age, disability, national origin or sex; and (iv). acts of retaliation as a result of the use of or participation
in the grievance procedure or because the employee has complied with any law of the United States
or of the Commonwealth, has reported any violation of such law to a governmental authority, has
sought any change in law before the Congress of the United States or the General Assembly or
has reported an incidence of fraud, abuse, or gross mismanagement.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 09: GRIEVANCE PROCEDURE 

 

 

SECTION 09-03 
Effective Date: August 3, 2020 

COUNTY RESPONSIBILITIES 

 

The Board of Supervisors shall retain the exclusive right to manage the affairs and operations of 
County government. Accordingly, the following complaints are not subject to grievance: (i). 
establishment and revision of wages or salaries, position classification or employment benefits; (ii). 
work activity accepted by the employee as a condition of employment or work activity that may 
reasonably be expected to be a part of the job content; (iii). the contents of ordinances, statutes or 
established personnel policies, procedures, rules and regulations; (iv). failure to promote except 
where the employee can show that established promotional policies or procedures were not followed 
or applied fairly; (v). the methods and the means by which work activities are to be carried on; (vi). 
except where such action affects an employee who has been reinstated within the previous six 
(6) months as the result of the final determination of a grievance, termination, layoff, demotion or 
suspension from duties because of lack of work, reduction in work force, or job abolition; (vii). the 
hiring, promotion, transfer, assignment and retention of County employees; and (viii) the relief of 
employees from duties of the County in emergencies. In any grievance brought under the exception 
to provision (vi). of this Section, the action shall be upheld upon a showing by the County that: (a). 
there was a valid business reason for the action, and (b). the employee was notified of the reason in 
writing prior to the effective date of the action.  Nothing herein shall negate the “at-will” employer and 
employee relationship.  

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 09: GRIEVANCE PROCEDURE

SECTION 09-03
Effective Date: August 3, 2020

COUNTY RESPONSIBILITIES

The Board of Supervisors shall retain the exclusive right to manage the affairs and operations of
County government. Accordingly, the following complaints are not subject to grievance: (i).
establishment and revision of wages or salaries, position classification or employment benefits; (ii).
work activity accepted by the employee as a condition of employment or work activity that may
reasonably be expected to be a part of the job content; (iii). the contents of ordinances, statutes or
established personnel policies, procedures, rules and regulations; (iv). failure to promote except
where the employee can show that established promotional policies or procedures were not followed
or applied fairly; (v). the methods and the means by which work activities are to be carried on; (vi).
except where such action affects an employee who has been reinstated within the previous six

(6) months as the result of the final determination of a grievance, termination, layoff, demotion or
suspension from duties because of lack of work, reduction in work force, or job abolition; (vii). the
hiring, promotion, transfer, assignment and retention of County employees; and (viii) the relief of
employees from duties of the County in emergencies. In any grievance brought under the exception
to provision (vi). of this Section, the action shall be upheld upon a showing by the County that: (a).
there was a valid business reason for the action, and (b). the employee was notified of the reason in
writing prior to the effective date of the action. Nothing herein shall negate the “at-will employer and
employee relationship.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 09: GRIEVANCE PROCEDURE 

 

 

SECTION 09-04 
Effective Date: August 3, 2020 

COVERAGE OF PERSONNEL 

 

Unless otherwise provided by law, all permanent/full-time and permanent/part-time employees having 
completed their probationary employment period are eligible to file grievances with the following 
exceptions: 

 
(A). Employees holding positions of the Manager Class pursuant to Section 05-03 of this Manual, 
including any additions thereto by amendment of this Manual. 

 
(B). Employees who by law serve at the will or pleasure of an Appointing Authority;  

(C). Employees whose terms of employment are limited by law; and 

(D). Temporary/full-time, temporary/part-time and any other limited term and/or seasonal employees. 
 
(E). Otherwise eligible employees who voluntarily resign will not have access to the grievance 
procedure after the effective date of the resignation. 

 
The County Administrator shall determine the employees excluded from the grievance procedure and 
shall be responsible for maintaining an up-to-date list of the affected positions, subject to approval by 
the Board of Supervisors. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 09: GRIEVANCE PROCEDURE

SECTION 09-04
Effective Date: August 3, 2020

COVERAGE OF PERSONNEL

Unless otherwise provided by law, all permanentfull-time and permanent/part-time employees having
completed their probationary employment period are eligible to file grievances with the following
exceptions:

(A). Employees holding positions of the Manager Class pursuant to Section 05-03 of this Manual,
including any additions thereto by amendment of this Manual.

(8). Employees who by law serve at the will or pleasure of an Appointing Authority;
(C). Employees whose terms of employment are limited by law; and
(D). Temporary/full-time, temporary/part-time and any other limited term and/or seasonal employees.

(E). Otherwise eligible employees who voluntarily resign will not have access to the grievance
procedure after the effective date of the resignation.

The County Administrator shall determine the employees excluded from the grievance procedure and
shall be responsible for maintaining an up-to-date list of the affected positions, subject to approval by
the Board of Supervisors.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 09: GRIEVANCE PROCEDURE 

 

 

SECTION 09-05 
Effective Date: August 3, 2020 

DETERMINATION OF GRIEVABILITY 

 

At any time prior to a panel hearing as provided for in this Manual, the County Administrator, at the 
request of the Board of Supervisors or employee/grievant, shall decide whether or not the 
employee/grievant’ s complaint is subject to grievance. The County Administrator shall make such 
decision in writing within ten (10) calendar days of the request and shall send a copy of the decision 
to the employee/grievant.  The employee/grievant may appeal the decision of the County 
Administrator to the Circuit Court of Russell County, Virginia for a hearing on the issue of whether the 
grievance qualifies for a panel hearing by filing a written notice of appeal with the County Administrator 
within ten (10) days from the date of receipt of the decision and giving a copy thereof to all other parties. 

 
Within ten (10) days after receipt of the written notice of appeal, the County Administrator shall 
transmit to the Clerk of the Circuit Court of Russell County, Virginia a copy of his/her decision on the 
matter, a copy of the notice of appeal and any exhibits. The County Administrator shall also furnish 
to the employee/grievant a list of evidence furnished to the court. The failure of the County 
Administrator to transmit the record shall not prejudice the rights of the employee/grievant. The court, 
on motion of the employee grievant, may issue a writ of certiorari requiring the County Administrator 
to transmit the record on or before a certain date. 

 
Within thirty (30) days of receipt of the record by the Clerk of the Circuit Court of Russell County, the 
court, sitting without a jury, shall hear the appeal on the record transmitted by the County 
Administrator and such additional evidence as may be necessary to resolve any controversy as to the 
correctness of the record. The court, in its discretion, may receive such other evidence as the ends 
of justice require. 

 
Within fifteen (15) days from the date of the conclusion of the hearing, the court shall render a 
decision affirming, reversing or modifying the decision of the County Administrator. The decision of 
the court is final and not appealable. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 09: GRIEVANCE PROCEDURE

SECTION 09-05
Effective Date: August 3, 2020

DETERMINATION OF GRIEVABILITY

At any time prior to a panel hearing as provided for in this Manual, the County Administrator, at the
request of the Board of Supervisors or employee/grievant, shall decide whether or not the
employee/grievant’s complaint is subject to grievance. The County Administrator shall make such
decision in writing within ten (10) calendar days of the request and shall send a copy of the decision
to the employee/grievant. The employee/grievant may appeal the decision of the County
Administrator to the Circuit Court of Russell County, Virginia for a hearing on the issue of whether the
grievance qualifies for a panel hearing by filing a written notice of appeal with the County Administrator
within ten (10) days from the date of receipt of the decision and giving a copy thereof to all other parties.

Within ten (10) days after receipt of the written notice of appeal, the County Administrator shall
transmit to the Clerk of the Circuit Court of Russell County, Virginia a copy of his/her decision on the
matter, a copy of the notice of appeal and any exhibits. The County Administrator shall also furnish
to the employee/grievant a list of evidence furnished to the court. The failure of the County
Administrator to transmit the record shall not prejudice the rights of the employee/grievant. The court,
‘on motion of the employee grievant, may issue a writ of certiorari requiring the County Administrator
to transmit the record on or before a certain date.

Within thirty (30) days of receipt of the record by the Clerk of the Circuit Court of Russell County, the
court, sitting without a jury, shall hear the appeal on the record transmitted by the County
Administrator and such additional evidence as may be necessary to resolve any controversy as to the
correctness of the record. The court, in its discretion, may receive such other evidence as the ends
of justice require.

Within fifteen (15) days from the date of the conclusion of the hearing, the court shall render a
decision affirming, reversing or modifying the decision of the County Administrator. The decision of
the court is final and not appealable.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL FOR ADMINISTRATIVE DIVISION EMPLOYEES 
PART 09: GRIEVANCE PROCEDURE 

 

 

SECTION 09-06 
Effective Date: August 3, 2020 

GRIEVANCE PROCEDURE 

 

(A).    Management Steps: 
 
It is the desire of the County to adjust grievances informally, and department heads, supervisors and 
employees are expected to make every effort to resolve problems as they arise. However, it is 
recognized that there will be disputes that require a grievance procedure. This procedure for qualifying 
grievances is provided for in a series of steps as set out below. 

 
(1).     First Management Step: 

 
This step provides for an informal, initial processing of an employee’s grievance by the employee’s 
immediate supervisor through a verbal, discussion format. The employee shall first discuss his/her 
complaint with his/her immediate supervisor within twenty (20) calendar days after the event giving 
rise to the grievance. The immediate supervisor shall make a careful inquiry into the facts and 
circumstances of the grievance and respond to the employee within seven (7) calendar days after the 
employee’s initial discussion with him/her. If the employee’s immediate supervisor fails to respond 
within seven (7) calendar days, the grievance automatically proceeds to the next step. 

 
(2).     Second Management Step: 

 
If an employee is dissatisfied with the decision of his immediate supervisor, he/she may, within seven 
(7) calendar days after the decision, submit a written grievance to his/her department head, or if the 
employee’s immediate supervisor fails to respond as provided for in Section 09-06 (A), he/she may, 
within fourteen (14) calendar days after the employee’s initial discussion with his/her immediate 
supervisor, submit a written grievance to his/her department head. The employee must file the written 
grievance on a Russell County Grievance Form obtained from the County Administrator’s Office and 
must specify thereon the relief requested. Upon receipt of a completed grievance form, the department 
head shall note thereon in the appropriate box the date of receipt and initial the same. The 
department head shall provide a copy of the dated and initialed grievance form to the employee. Within 
seven (7) calendar days after receipt of the written grievance, the department head shall conduct 
a separate investigation and a face-to-face meeting with the employee at which, in addition to the 
employee and department head, witnesses for each side may be present. However, a witness may be 
present only when actually testifying. Within seven (7) calendar days after the conclusion of the face-
to-face meeting between the employee and department head, the department head shall provide a 
written decision to the employee and County Administrator. 

 
(3).     Final Management Step: 

 
If an employee is dissatisfied with the decision of the department head, he/she may submit a written 

request for review by the County Administrator. The employee shall submit the written request to the 
County Administrator within seven (7) calendar days after receipt of the written decision of the 
department head. The County Administrator shall note on the Russell County Grievance Form in the 
appropriate box the date of receipt of the written request for review and initial the same. The 
County Administrator shall provide a copy of the dated and initialed grievance form to the employee 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL FOR ADMINISTRATIVE DIVISION EMPLOYEES
PART 09: GRIEVANCE PROCEDURE.

SECTION 09-06
Effective Date: August 3, 2020

GRIEVANCE PROCEDURE

(A). Management Steps

Itis the desire of the County to adjust grievances informally, and department heads, supervisors and
employees are expected to make every effort to resolve problems as they arise. However, it is
recognized that there will be disputes that require a grievance procedure. This procedure for qualifying
grievances is provided for in a series of steps as set out below.

(1). First Management Step:

This step provides for an informal, initial processing of an employee's grievance by the employee's
immediate supervisor through a verbal, discussion format. The employee shall first discuss his/her
complaint with his/her immediate supervisor within twenty (20) calendar days after the event giving
rise to the grievance. The immediate supervisor shall make a careful inquiry into the facts and
circumstances of the grievance and respond to the employee within seven (7) calendar days after the
employee's initial discussion with him/her. If the employee's immediate supervisor fails to respond
within seven (7) calendar days, the grievance automatically proceeds to the next step.

(2). Second Management Step:

If an employee is dissatisfied with the decision of his immediate supervisor, he/she may, within seven
(7) calendar days after the decision, submit a written grievance to his/her department head, or if the
employee's immediate supervisor fails to respond as provided for in Section 09-06 (A), he/she may,
within fourteen (14) calendar days after the employee's initial discussion with his/her immediate
supervisor, submit a written grievance to his/her department head. The employee must file the written
grievance on a Russell County Grievance Form obtained from the County Administrator's Office and
must specify thereon the relief requested. Upon receipt of a completed grievance form, the department
head shall note thereon in the appropriate box the date of receipt and initial the same. The
department head shall provide a copy of the dated and initialed grievance form to the employee. Within
seven (7) calendar days after receipt of the written grievance, the department head shall conduct
a separate investigation and a face-to-face meeting with the employee at which, in addition to the
employee and department head, witnesses for each side may be present. However, a witness may be
present only when actually testifying. Within seven (7) calendar days after the conclusion of the face-
to-face meeting between the employee and department head, the department head shall provide a
written decision to the employee and County Administrator.

(3). Final Management Step:

If an employee is dissatisfied with the decision of the department head, he/she may submit a written
request for review by the County Administrator. The employee shall submit the written request to the
County Administrator within seven (7) calendar days after receipt of the written decision of the
department head. The County Administrator shall note on the Russell County Grievance Form in the
appropriate box the date of receipt of the written request for review and initial the same. The
County Administrator shall provide a copy of the dated and initialed grievance form to the employee




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL FOR ADMINISTRATIVE DIVISION EMPLOYEES 
PART 09: GRIEVANCE PROCEDURE 

 

 

and his/her department head. Within seven (7) calendar days after receipt of the request, the County 
Administrator shall conduct a separate investigation and a face-to-face meeting with the employee. 
At this meeting, the employee may have present a representative of his/her choice. If the employee 
is represented by legal counsel, the County has the option of being represented by legal counsel (the 
County Attorney and/or other legal counsel of the County’s choosing). In addition, witnesses for each 
side may be present; however, a witness may be present in the meeting room only when actually 
testifying. Within seven (7) calendar days after the conclusion of this meeting between the employee 
and County Administrator, the County Administrator shall provide a written decision to the employee. 

 
(B).    Compliance: 

 
(1). After the initial filing of a written grievance, failure of either party to comply with all substantial 
procedural requirements of the grievance procedure, including the panel hearing, without just cause 
shall result in a decision in favor of the other party on any subject to grievance issue, provided the 
party not in compliance fails to correct the noncompliance within five (5) working days of receipt of 
written notification by the other party of the compliance violation. Such written notification by the 
grievant shall be made to the County Administrator. 

 
(2). The County Administrator or his/her designee, at his/her option, may require a clear written 
explanation of the basis for just cause extensions or exceptions. The County Administrator or his/her 
designee shall determine compliance issues. Compliance determinations made by the County 
Administrator shall be subject to judicial review by filing a petition with the Circuit Court of Russell 
County, Virginia within thirty (30) calendar days of the compliance determination. 

 
(3). Time frames set out herein may be extended by mutual agreement of the County and the 
employee. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL FOR ADMINISTRATIVE DIVISION EMPLOYEES
PART 09: GRIEVANCE PROCEDURE.

and his/her department head. Within seven (7) calendar days after receipt of the request, the County
Administrator shall conduct a separate investigation and a face-to-face meeting with the employee.
At this meeting, the employee may have present a representative of his/her choice. If the employee
is represented by legal counsel, the County has the option of being represented by legal counsel (the
County Attorney and/or other legal counsel of the County's choosing). In addition, witnesses for each
side may be present; however, a witness may be present in the meeting room only when actually
testifying. Within seven (7) calendar days after the conclusion of this meeting between the employee
and County Administrator, the County Administrator shall provide a written decision to the employee.

(B). Compliance

(1). After the initial filing of a written grievance, failure of either party to comply with all substantial
procedural requirements of the grievance procedure, including the panel hearing, without just cause
shall result in a decision in favor of the other party on any subject to grievance issue, provided the
party not in compliance fails to correct the noncompliance within five (5) working days of receipt of
written notification by the other party of the compliance violation. Such written notification by the
grievant shall be made to the County Administrator.

(2). The County Administrator or his/her designee, at his/her option, may require a clear written
explanation of the basis for just cause extensions or exceptions. The County Administrator or his/her
designee shall determine compliance issues. Compliance determinations made by the County
Administrator shall be subject to judicial review by filing a petition with the Circuit Court of Russell
County, Virginia within thirty (30) calendar days of the compliance determination.

(3). Time frames set out herein may be extended by mutual agreement of the County and the
employee.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 09: GRIEVANCE PROCEDURE 

 

 

SECTION 09-07 
Effective Date: August 3, 2020 

 
GRIEVANCE PROCEDURE - PANEL HEARING 

 
 
(A).    Notice of Appeal: 

 
If the employee is dissatisfied with the decision of the County Administrator and if the complaint is a 
qualifying grievance, he/she may submit a written request for a hearing before an impartial panel and 
state in the request the reasons why the County Administrator’s decision is not acceptable and the 
relief requested. The employee shall submit the written request to the County Administrator within 
seven (7) calendar days after receipt of the written decision of the County Administrator. The County 
Administrator shall note on the Russell County Grievance Form in the appropriate box the date of receipt 
of the written request for review and initial the same.  The County Administrator shall provide a copy 
of the dated and initialed grievance form to the employee. 

 
(B).    Selection of Panel Members: 

 
The panel shall consist of three (3) impartial members. Within fourteen (14) calendar days after the 
employee’s written request for a panel hearing is filed, the employee shall appoint a member (1) to 
the panel, and the County Administrator shall appoint a member (1) to the panel. The two (2) 
appointed members of the panel shall appoint the third member to the panel. In the event that they 
shall not be able to agree as the appointment of the final panel member, the chief judge of the Circuit 
Court of Russell County, Virginia shall select the third panel member. The County Administrator 
shall be responsible for coordinating panel nominations, hearings and activities. 

 
(C).    Qualification of Panel Members: 

 
The panel shall not be composed of any persons having direct involvement with the grievance being 
heard by the panel, or with the complaint or dispute giving rise to the grievance. Officers and 
managers who are in a direct line of supervision of the employee, persons residing in the same 
household as the employee and the following relatives of a participant in the grievance process or a 
participant's spouse are prohibited from serving as panel members: spouse, parent, child, descendants 
of a child, sibling, niece, nephew and first cousin. No attorney having direct involvement with the subject 
matter of the grievance, nor a partner, associate, employee or co-employee of the attorney shall 
serve as a panel member. 

 
(D).    Administrative Hearing Officer: 

 
The County shall not be required to have an administrative hearing officer in any case but may elect 
to do so in an employee termination or retaliation case. When the County elects to use an administrative 
hearing officer as the third panel member in an employee termination or retaliation case, the 
Executive Secretary of the Supreme Court of Virginia shall appoint such administrative hearing 
officer from the list of administrative hearing officers maintained by the Executive Secretary pursuant 
to § 9-6.14:14.1 of the Code of Virginia (1950), as amended, and such appointment shall be made 
from the appropriate geographical region on a rotating basis. The County shall bear the expense of the 
administrative hearing officer’s services. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 09: GRIEVANCE PROCEDURE

SECTION 09-07
Effective Date: August 3, 2020

GRIEVANCE PROCEDURE - PANEL HEARING

(A). Notice of Appeal:

If the employee is dissatisfied with the decision of the County Administrator and if the complaint is a
qualifying grievance, he/she may submit a written request for a hearing before an impartial panel and
state in the request the reasons why the County Administrator's decision is not acceptable and the
relief requested. The employee shall submit the written request to the County Administrator within
seven (7) calendar days after receipt of the written decision of the County Administrator. The County
Administrator shall note on the Russell County Grievance Form in the appropriate box the date of receipt
of the written request for review and initial the same. The County Administrator shall provide a copy
of the dated and initialed grievance form to the employee.

(B). Selection of Panel Members:

The panel shall consist of three (3) impartial members. Within fourteen (14) calendar days after the
employee's written request for a panel hearing is filed, the employee shall appoint a member (1) to
the panel, and the County Administrator shall appoint a member (1) to the panel. The two (2)
appointed members of the panel shall appoint the third member to the panel. In the event that they
shall not be able to agree as the appointment of the final panel member, the chief judge of the Circuit
Court of Russell County, Virginia shall select the third panel member. The County Administrator
shall be responsible for coordinating panel nominations, hearings and activities.

(C). Qualification of Panel Members:

The panel shall not be composed of any persons having direct involvement with the grievance being
heard by the panel, or with the complaint or dispute giving rise to the grievance. Officers and
managers who are in a direct line of supervision of the employee, persons residing in the same
household as the employee and the following relatives of a participant in the grievance process or a
participant's spouse are prohibited from serving as panel members: spouse, parent, child, descendants
ofa child, sibling, niece, nephew and first cousin. No attorney having direct involvement with the subject
matter of the grievance, nor a partner, associate, employee or co-employee of the attorney shall
serve as a panel member.

(D). Administrative Hearing Officer:

The County shall not be required to have an administrative hearing officer in any case but may elect
to do so in an employee termination or retaliation case. When the County elects to use an administrative
hearing officer as the third panel member in an employee termination or retaliation case, the
Executive Secretary of the Supreme Court of Virginia shall appoint such administrative hearing
officer from the list of administrative hearing officers maintained by the Executive Secretary pursuant
to § 9-6.14:14.1 of the Code of Virginia (1950), as amended, and such appointment shall be made
from the appropriate geographical region on a rotating basis. The County shall bear the expense of the
administrative hearing officer's services.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 09: GRIEVANCE PROCEDURE 

 

 
(E).    Chairperson of Panel: 

 
The third member of the panel, being either the person chosen by the two other panel members, the 
person chosen by the chief judge of the Circuit Court of Russell County, Virginia or the administrative 
hearing officer chosen in termination or retaliation cases,  shall be the chairperson of the panel and 
shall preside at the hearing. Upon appointing the third panel member, the two (2) other panel members, 
the chief judge of the Circuit Court of Russell County, Virginia or the Executive Secretary of the 
Supreme Court of Virginia, as the case may be, shall notify the employee and the County 
Administrator of the appointment. 

 
(F).     Panel Hearing Date: 

 
After the appointment of the chairperson, the County Administrator shall consult with the panel 
members in scheduling a date, time, and place of the hearing and shall immediately notify the 
employee. Unless the parties agree otherwise, the hearing date shall be held within twenty-eight (28) 
calendar days but no sooner than fourteen (14) calendar days after the appointment of the third panel 
member. The panel shall conduct the hearing in Russell County, unless otherwise agreed to by the 
parties or unless the panel unanimously decides that another location is appropriate. 

 
(G).    Rules for Panel Hearing: 

 
(1).  The panel does not have authority to formulate policies or procedures or to alter existing 

policies or procedures of the County. 
 
(2).  The panel has discretion to determine the propriety of attendance at the hearing of persons not 

having a direct interest in the hearing, and, at the request of either party, the hearing shall be 
private. 

 
(3). Within seven (7) calendar days after receiving notice of the selection of the third panel member, 

the County Administrator shall provide the panel with copies of the grievance record by mailing 
or delivering the same to the chairperson. The County Administrator shall provide the employee 
with a list of the documents furnished to the panel. The employee and, if represented by 
counsel, his attorney, between fourteen (14) calendar days and four (4) calendar days prior to 
the scheduled panel hearing, shall be entitled to access and copies of all relevant files intended 
to be used in the hearing. 

 
(4).  The panel shall have the authority to determine the admissibility of evidence without regard to 

the burden of proof, or the order of presentation of evidence, so long as a full and equal 
opportunity is afforded to all parties for the presentation of their evidence. 

 
(5).  All evidence shall be presented in the presence of the panel and the parties, except by mutual 

consent of the parties. 
 
(6).  At least seven (7) calendar days prior to the hearing, the parties shall exchange copies of 

documents and a list of exhibits to be introduced at the hearing and a list of witnesses to be 
called to testify. At least four (4) calendar days prior to the hearing, each party shall afford the 
other party an opportunity to see and inspect their exhibits. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 09: GRIEVANCE PROCEDURE

(E). Chairperson of Panel:

The third member of the panel, being either the person chosen by the two other panel members, the
person chosen by the chief judge of the Circuit Court of Russell County, Virginia or the administrative
hearing officer chosen in termination or retaliation cases, shall be the chairperson of the panel and
shall preside at the hearing. Upon appointing the third panel member, the two (2) other panel members,
the chief judge of the Circuit Court of Russell County, Virginia or the Executive Secretary of the
Supreme Court of Virginia, as the case may be, shall notify the employee and the County
Administrator of the appointment.

(F). Panel Hearing Date:

After the appointment of the chairperson, the County Administrator shall consult with the panel
members in scheduling a date, time, and place of the hearing and shall immediately notify the
employee. Unless the parties agree otherwise, the hearing date shall be held within twenty-eight (28)
calendar days but no sooner than fourteen (14) calendar days after the appointment of the third panel
member. The panel shall conduct the hearing in Russell County, unless otherwise agreed to by the
parties or unless the panel unanimously decides that another location is appropriate.

(G). Rules for Panel Hearing:

(1). The panel does not have authority to formulate policies or procedures or to alter existing
policies or procedures of the County.

(2). The panel has discretion to determine the propriety of attendance at the hearing of persons not
having a direct interest in the hearing, and, at the request of either party, the hearing shall be
private.

(3). Within seven (7) calendar days after receiving notice of the selection of the third panel member,
the County Administrator shall provide the panel with copies of the grievance record by mailing
or delivering the same to the chairperson. The County Administrator shall provide the employee
with a list of the documents furnished to the panel. The employee and, if represented by
counsel, his attorney, between fourteen (14) calendar days and four (4) calendar days prior to
the scheduled panel hearing, shall be entitled to access and copies of all relevant files intended
to be used in the hearing.

(4). The panel shall have the authority to determine the admissibility of evidence without regard to
the burden of proof, or the order of presentation of evidence, so long as a full and equal
opportunity is afforded to all parties for the presentation of their evidence.

(5). All evidence shall be presented in the presence of the panel and the parties, except by mutual
consent of the parties.

(6). At least seven (7) calendar days prior to the hearing, the parties shall exchange copies of
documents and a list of exhibits to be introduced at the hearing and a list of witnesses to be
called to testify. At least four (4) calendar days prior to the hearing, each party shall afford the
other party an opportunity to see and inspect their exhibits.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 09: GRIEVANCE PROCEDURE 

 

 
(7).  Each party may call upon appropriate witnesses and be represented by legal counsel or other 

representatives at the hearing. Such representatives may examine, cross-examine, question 
and present evidence on behalf of the parties without being in violation of §54.1-3904 of the 
Code of Virginia (1950), as amended. 

 
(8).  A party may not introduce a document or exhibit or have a witness testify if the document, 

exhibit or witness was not revealed to the other party in accordance with Section 09-07 (G). 
(6). herein. The panel chairperson, in his/her discretion, upon a showing of good cause, may 
permit the introduction of such document, exhibit or testimony. 

  
(9).  Within fourteen (14) calendar days after the conclusion of the hearing, the panel shall render a 

written decision within the scope of its authority and subject to existing policies, procedures 
and law. In rendering its decision, the panel shall be guided, but not necessarily bound, by the 
relief requested by the employee in the employee’s written request for a panel hearing. In 
addition to its decision, the panel shall set forth the reasons for its decision, citing relevant 
facts, policies, procedures and laws. The decision shall be by the majority of the panel 
members. The chairperson shall immediately provide copies of the written decision to the 
employee and the County Administrator. 

 
(10).  Within fourteen (14) calendar days after the date of the decision, either party may submit a 

written request to the panel chairperson for reconsideration of the panel decision. The panel, 
by majority vote and for good cause shown, may elect to review its decision and/or reopen the 
hearing. Within seven (7) calendar days after the chairperson’s receipt of the request, the 
panel shall make such decision. 

 
(H).    Effect of Panel Decision: 

 
The decision of the panel shall be final and binding and consistent with provisions of law and written 
policy. The County Administrator or his/her designee shall determine whether the relief, if any, 
granted by a panel is consistent with written policy, unless the County Administrator has a direct 
personal involvement with the event or events giving rise to the grievance, in which case the 
Commonwealth’s Attorney for Russell County, Virginia shall make the decision. 

 
(I).      Implementation of Panel Decision: 

 
Either party may petition the Circuit Court of Russell County, Virginia for an order requiring 
implementation of the panel decision. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 09: GRIEVANCE PROCEDURE

(7)

(8).

(9).

(10).

(H).

Each party may call upon appropriate witnesses and be represented by legal counsel or other
representatives at the hearing. Such representatives may examine, cross-examine, question
and present evidence on behalf of the parties without being in violation of §54.1-3904 of the
Code of Virginia (1950), as amended.

A party may not introduce a document or exhibit or have a witness testify if the document,
exhibit or witness was not revealed to the other party in accordance with Section 09-07 (G).
(6). herein. The panel chairperson, in his/her discretion, upon a showing of good cause, may
permit the introduction of such document, exhibit or testimony.

Within fourteen (14) calendar days after the conclusion of the hearing, the panel shall render a
written decision within the scope of its authority and subject to existing policies, procedures
and law. In rendering its decision, the panel shall be guided, but not necessarily bound, by the
relief requested by the employee in the employee's written request for a panel hearing. In
addition to its decision, the panel shall set forth the reasons for its decision, citing relevant
facts, policies, procedures and laws. The decision shall be by the majority of the panel
members. The chairperson shall immediately provide copies of the written decision to the
employee and the County Administrator.

Within fourteen (14) calendar days after the date of the decision, either party may submit a
written request to the panel chairperson for reconsideration of the panel decision. The panel,
by majority vote and for good cause shown, may elect to review its decision and/or reopen the
hearing. Within seven (7) calendar days after the chairperson’s receipt of the request, the
panel shall make such decision.

Effect of Panel Decision:

The decision of the panel shall be final and binding and consistent with provisions of law and written
policy. The County Administrator or his/her designee shall determine whether the relief, if any,
granted by a panel is consistent with written policy, unless the County Administrator has a direct
personal involvement with the event or events giving rise to the grievance, in which case the
Commonwealth's Attomey for Russell County, Virginia shall make the decision.

().

Implementation of Panel Decision:

Either party may petition the Circuit Court of Russell County, Virginia for an order requiring
implementation of the panel decision




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-01 
Effective Date: August 3, 2020 

GENERAL 

 

The Russell County Board of Supervisors expects all employees to conduct the business of the 
County government under their charge to the highest ethical standards. The following provisions shall 
serve as guidelines to such ethical service, but said provisions are not considered inclusive of all 
standards of ethical conduct expected. The Board of Supervisors expects employees to use common 
sense and good judgment and to seek the advice of their superiors whenever a particular situation give 
rise to questions concerning conduct and behavior. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-01
Effective Date: August 3, 2020

GENERAL

The Russell County Board of Supervisors expects all employees to conduct the business of the
County government under their charge to the highest ethical standards. The following provisions shall
serve as guidelines to such ethical service, but said provisions are not considered inclusive of all
standards of ethical conduct expected. The Board of Supervisors expects employees to use common
sense and good judgment and to seek the advice of their superiors whenever a particular situation give
rise to questions concerning conduct and behavior.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-02 
Effective Date: August 3, 2020  

GIFTS AND GRATUITIES 

 

No employee may accept gifts, gratuities or loans from organizations, businesses, or individuals with 
whom he/she has official relationships related to the business of the County government. These 
limitations are not intended to prohibit the acceptance of articles of negligible value that are distributed 
generally, nor to prohibit employees from obtaining personal loans from public or private lending 
institutions. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-02
Effective Date: August 3, 2020

GIFTS AND GRATUITIES.

No employee may accept gifts, gratuities or loans from organizations, businesses, or individuals with
whom he/she has official relationships related to the business of the County government. These
limitations are not intended to prohibit the acceptance of articles of negligible value that are distributed
generally, nor to prohibit employees from obtaining personal loans from public or private lending

institutions.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-03 
Effective Date: August 3, 2020 

CONFLICT OF INTEREST 

 

Employees are expected to discharge their duties conscientiously and to conduct themselves in a 
manner, both on and off the job, which will reflect favorably upon the County government. Each 
employee shall refrain from any use of his/her official position which is motivated by the desire for 
private gain for himself/herself or other persons to whom the employee has personal, business or family 
ties. Each employee shall exercise care in his/her personal financial activities to avoid any appearance 
of acting based on information obtained in the course of performing his/her County activities. The 
Virginia Comprehensive Conflict of Interests Act is hereby made a part of the personnel policies of 
the Board of Supervisors and is applicable to employees as stated therein. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-03
Effective Date: August 3, 2020

CONFLICT OF INTEREST

Employees are expected to discharge their duties conscientiously and to conduct themselves in a
manner, both on and off the job, which will reflect favorably upon the County government. Each
employee shall refrain from any use of his/her official position which is motivated by the desire for
private gain for himself/herself or other persons to whom the employee has personal, business or family
ties. Each employee shall exercise care in his/her personal financial activities to avoid any appearance
of acting based on information obtained in the course of performing his/her County activities. The
Virginia Comprehensive Conflict of Interests Act is hereby made a part of the personnel policies of
the Board of Supervisors and is applicable to employees as stated therein.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 
 
SECTION 10-04 
Effective Date: August 3, 2020 
 
 
WORKPLACE HARASSMENT AND DISCRIMINATION 

 

I. General Purpose and Application of Policy. 
 
Russell County strives to create and maintain a work environment in which people are 
treated with dignity, decency and respect. All matters relating to the conduct of 
County government should be characterized by mutual trust and absence of 
intimidation, oppression, and exploitation. The accomplishment of this goal is essential 
to the success of the County. For that reason, the Board of Supervisors and County 
Administrator strictly prohibit unlawful discrimination and harassment, in the relations 
between and among employees, management staff, employees of outside vendors, and 
in relations with the public. 

 
Russell County, in compliance with all applicable Federal, State and local anti- 
discrimination and harassment laws and regulations, strictly forbids discrimination 
and/or harassment on the basis of race, sex, color, national origin, religion, pregnancy, 
sexual orientation, gender identity, age, marital or veteran status, political affiliation, 
genetics, physical or mental disability, or other category protected by state or federal 
law. Any behavior that offends, insults, or threatens a County employee, or which is 
done by a County employee, should be reported in accordance with this policy. 

 
All employees, regardless of their positions, are covered by and expected to comply 
with this policy; and to take appropriate measures to ensure that prohibited conduct 
does not occur. 

 
II. Complaint procedure. 

 
Complaints of workplace discrimination or harassment should be reported as soon as 
possible after the incident occurs. Allegations of discrimination or harassment, whether 
it is personally experienced or if it is witnessed, should be reported directly to the 
County Administrator or his/her designee.  All allegations of harassment will be 
investigated. To the extent possible, the reporting party’s confidentiality and that of 
any witness and the alleged offender will be protected against unnecessary disclosure. 

 
III. Disciplinary Action. 

 
Disciplinary action will be taken against any employee who violates this policy. Based 
on the seriousness of the offense, disciplinary action may include verbal or written 
reprimand, or termination of employment. Notification will be given to non-employees 
who are determined to have violated this policy and appropriate measures taken to 
protect the affected employee. Department heads who allow workplace harassment to 
continue or who fail to notify the County Administrator, or his/her designee, as directed 
in this policy, upon becoming aware of a harassment complaint, may be considered 
parties to the offense and consequently potentially subject to disciplinary action or 
termination. 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-04
Effective Date: August 3, 2020

WORKPLACE HARASSMENT AND DISCRIMINATION

1. General Purpose and Application of Policy.

Russell County strives to create and maintain a work environment in which people are
treated with dignity, decency and respect. All matters relating to the conduct of
County government should be characterized by mutual trust and absence of
intimidation, oppression, and exploitation. The accomplishment of this goal is essential
to the success of the County. For that reason, the Board of Supervisors and County
Administrator strictly prohibit unlawful discrimination and harassment, in the relations
between and among employees, management staff, employees of outside vendors, and
in relations with the public.

Russell County, in compliance with all applicable Federal, State and local anti-
discrimination and harassment laws and regulations, strictly forbids discrimination
and/or harassment on the basis of race, sex, color, national origin, religion, pregnancy,
sexual orientation, gender identity, age, marital or veteran status, political affiliation,
genetics, physical or mental disability, or other category protected by state or federal
law. Any behavior that offends, insults, or threatens a County employee, or which is
done by a County employee, should be reported in accordance with this policy.

All employees, regardless of their positions, are covered by and expected to comply
with this policy; and to take appropriate measures to ensure that prohibited conduct
does not occur.

ll. Complaint procedure.

Complaints of workplace discrimination or harassment should be reported as soon as
possible after the incident occurs. Allegations of discrimination or harassment, whether
it is personally experienced or if it is witnessed, should be reported directly to the
County Administrator or his/her designee. All allegations of harassment will be
investigated. To the extent possible, the reporting party's confidentiality and that of
any witness and the alleged offender will be protected against unnecessary disclosure

Ill. Disciplinary Action.

Disciplinary action will be taken against any employee who violates this policy. Based
on the seriousness of the offense, disciplinary action may include verbal or written
reprimand, or termination of employment. Notification will be given to non-employees
who are determined to have violated this policy and appropriate measures taken to
protect the affected employee. Department heads who allow workplace harassment to
continue or who fail to notify the County Administrator, or his/her designee, as directed
in this policy, upon becoming aware of a harassment complaint, may be considered
parties to the offense and consequently potentially subject to disciplinary action or
termination,




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 
 
IV. Prohibited Conduct Under This Policy. 

Discrimination 

The County shall not tolerate unlawful employment discrimination, which is the 
provision of employment opportunities, benefits, privileges, or other employment- 
related decisions on the basis of race, sex, color, national origin, religion, 
pregnancy, sexual orientation, gender identity, age, marital or veteran status, 
political affiliation, genetics, physical or mental disability, or other category 
protected by state or federal law.  Employment-related decisions shall be made 
based on job-related performance standards. 

 
Harassment 

 

Harassment is unwelcome verbal or physical conduct designed to threaten, 
intimidate or coerce in the relations between and among employees, management 
staff, employees of outside vendors, and in relations with the public in the context of 
conducting business on behalf of Russell County. Verbal taunting (including racial 
and ethnic slurs, jokes, and epithets) that impair the ability of an employee to 
perform their job is included in the definition of harassment. 

 
A. Verbal:  Verbal harassment includes but is not limited to comments that 

are offensive or unwelcome regarding a person’s nationality, origin, race, 
color, religion, gender, sexual orientation, age, body, disability or 
appearance, including epithets, slurs, and negative stereotyping. 
 
Non-Verbal:  Non-verbal harassment includes but is not limited to unwelcome 
physical contact and the distribution, display or discussion of any written or 
graphic material that ridicules, degrades, insults, belittles or shows hostility, 
aversion or disrespect toward an individual or group because of national 
origin, race, color, religion, age, gender, sexual orientation, pregnancy, 
appearance, disability, sexual identity, marital or other protected status. 

 
Sexual Harassment 

 

Unwelcome sexual advances, requests for sexual favors, sexual demands; or other 
verbal, visual, or physical conduct of a sexual nature will constitute sexual 
harassment when it is made explicitly or implicitly a term or condition of 
employment; is used as basis for an employment decision; unreasonably interferes 
with an employee’s work performance; or creates an intimidating, hostile or 
otherwise offensive environment either for the target of the conduct or for a third- 
party complainant who is offended by such communications between others. 

 
A. Verbal: Verbal sexual harassment includes but is not limited to innuendoes, 

suggestive comments, jokes of a sexual nature, sexual propositions, lewd 
remarks and threats, requests for any type of sexual favor, and verbal abuse 
or “kidding” that is oriented toward a prohibitive form of harassment, including 
that which is sexual in nature and unwelcome. 

 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

IV. Prohibited Conduct Under This Policy.

Disc jon
The County shall not tolerate unlawful employment discrimination, which is the
provision of employment opportunities, benefits, privileges, or other employment-
related decisions on the basis of race, sex, color, national origin, religion,
pregnancy, sexual orientation, gender identity, age, marital or veteran status,
political affiliation, genetics, physical or mental disability, or other category
protected by state or federal law. Employment-related decisions shall be made
based on job-related performance standards.

Harassment

Harassment is unwelcome verbal or physical conduct designed to threaten,
intimidate or coerce in the relations between and among employees, management
staff, employees of outside vendors, and in relations with the public in the context of
conducting business on behalf of Russell County. Verbal taunting (including racial
and ethnic slurs, jokes, and epithets) that impair the ability of an employee to
perform their job is included in the definition of harassment.

A. Verbal: Verbal harassment includes but is not limited to comments that
are offensive or unwelcome regarding a person's nationality, origin, race,
color, religion, gender, sexual orientation, age, body, disability or
appearance, including epithets, slurs, and negative stereotyping.

Non-Verbal: Non-verbal harassment includes but is not limited to unwelcome
physical contact and the distribution, display or discussion of any written or
graphic material that ridicules, degrades, insults, belittles or shows hostility,
aversion or disrespect toward an individual or group because of national
origin, race, color, religion, age, gender, sexual orientation, pregnancy,
appearance, disability, sexual identity, marital or other protected status.

Sexual Harassment

Unwelcome sexual advances, requests for sexual favors, sexual demands; or other
verbal, visual, or physical conduct of a sexual nature will constitute sexual
harassment when it is made explicitly or implicitly a term or condition of
employment; is used as basis for an employment decision; unreasonably interferes
with an employee's work performance; or creates an intimidating, hostile or
otherwise offensive environment either for the target of the conduct or for a third-
party complainant who is offended by such communications between others.

A. Verbal: Verbal sexual harassment includes but is not limited to innuendoes,
Suggestive comments, jokes of a sexual nature, sexual propositions, lewd
remarks and threats, requests for any type of sexual favor, and verbal abuse
or “kidding” that is oriented toward a prohibitive form of harassment, including
that which is sexual in nature and unwelcome.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 
 

B. Non-Verbal:  Non-verbal sexual harassment includes but is not limited to the 
distribution, display or discussion of any written or graphic material, including 
calendars, posters and cartoons that are sexually suggestive or show hostility 
toward an individual or group because of sex, suggestive or insulting sounds, 
leering, staring, whistling, obscene gestures, content in letters and notes, 
facsimiles, e-mail, photos, text messages, tweets, and internet postings. 
 

C. Physical:  Physical sexual harassment includes but is not limited to 
unwelcome, unwanted physical contact, including touching, tickling, 
pinching, patting, brushing up against, hugging, cornering, kissing, fondling, 
and forced sexual intercourse or assault. 

 
Sexual harassment is not determined based upon whether participation was 
voluntary, but rather whether the conduct was unwanted. Unwelcome advances, 
therefore, are sufficient to justify a complaint if the activity or verbal comments 
interfere with the performance of the employee on the job by creating a hostile, 
offensive, or intimidating working environment. 

 
Courteous, mutually respectful, pleasant, non-coercive interactions between 
employees, including men and women, that are appropriate in the workplace and 
acceptable to and welcomed by both parties are not considered to be harassment, 
including sexual harassment. 

 
Retaliation 

 
The County prohibits employment-based retaliation against anyone who reports a 
complaint of discrimination or harassment, who speaks as a witness in the 
investigation of a complaint, who speaks to a state or local elected official or who 
serves as an investigator of a complaint. 

 
V. Investigation and Confidentiality. 
 

Information, including documentation and written reports, obtained or created during 
the course of an investigation of a discrimination or harassment complaint will be 
kept confidential to the extent possible and according to any existing State or 
Federal law. 
 
During the complaint process, the confidentiality of the information received, the 
privacy of the individuals involved, and the wishes of the complaining person will be 
protected to as great a degree as is legally possible, considering the County’s legal 
obligation to act on the complaint and the right of the charged party to obtain 
information. 

 
All employees are expected to cooperate fully with investigations of reports of 
discrimination or harassment.  Failure to cooperate fully may lead to discipline, 
which may include termination of employment. Further, individuals who make false 
statements during the course of an investigation may be subject to discipline, which 
may include termination of employment. 

 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

B. Non-Verbal: Non-verbal sexual harassment includes but is not limited to the
distribution, display or discussion of any written or graphic material, including
calendars, posters and cartoons that are sexually suggestive or show hostility
toward an individual or group because of sex, suggestive or insulting sounds,
leering, staring, whistling, obscene gestures, content in letters and notes,
facsimiles, e-mail, photos, text messages, tweets, and internet postings.

C. Physical: Physical sexual harassment includes but is not limited to
unwelcome, unwanted physical contact, including touching, tickling,
pinching, patting, brushing up against, hugging, cornering, kissing, fondling,
and forced sexual intercourse or assault.

Sexual harassment is not determined based upon whether participation was
voluntary, but rather whether the conduct was unwanted. Unwelcome advances,
therefore, are sufficient to justify a complaint if the activity or verbal comments
interfere with the performance of the employee on the job by creating a hostile,
offensive, or intimidating working environment.

Courteous, mutually respectful, pleasant, non-coercive interactions between
employees, including men and women, that are appropriate in the workplace and
acceptable to and welcomed by both parties are not considered to be harassment,
including sexual harassment.

Retaliation

The County prohibits employment-based retaliation against anyone who reports a
complaint of discrimination or harassment, who speaks as a witness in the
investigation of a complaint, who speaks to a state or local elected official or who
serves as an investigator of a complaint.

V. Investigation and Confidentiality.

Information, including documentation and written reports, obtained or created during
the course of an investigation of a discrimination or harassment complaint will be
kept confidential to the extent possible and according to any existing State or
Federal law.

During the complaint process, the confidentiality of the information received, the
privacy of the individuals involved, and the wishes of the complaining person will be
protected to as great a degree as is legally possible, considering the County's legal
obligation to act on the complaint and the right of the charged party to obtain
information.

All employees are expected to cooperate fully with investigations of reports of
discrimination or harassment. Failure to cooperate fully may lead to discipline,
which may include termination of employment. Further, individuals who make false
statements during the course of an investigation may be subject to discipline, which
may include termination of employment




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-05 
Effective Date: August 3, 2020   

DISCRETION AND CONFIDENTIALITY 

 

Employees may from time to time have access to information that is or could be damaging or 
detrimental to the interests of private individuals or County government. Employees shall refrain from 
disseminating such information either verbally, in writing, through the inappropriate reproduction or 
use of official documents, or by any other means. Employees shall exercise discretion and 
confidentiality in their discussion of the business of the County government with others. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-05
Effective Date: August 3, 2020

DISCRETION AND CONFIDENTIALITY

Employees may from time to time have access to information that is or could be damaging or
detrimental to the interests of private individuals or County government. Employees shall refrain from
disseminating such information either verbally, in writing, through the inappropriate reproduction or
use of official documents, or by any other means. Employees shall exercise discretion and
confidentiality in their discussion of the business of the County government with others.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-06 
Effective Date: August 3, 2020     

EMPLOYEES AS PUBLIC TRUSTEES 

 

The Board of Supervisors expects all employees to conduct themselves as "public trustees", both in 
the sense of the faithful performance of the lawful or other duties assigned to that employee and of 
County property assets which may be placed in the charge or care of that employee. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-06
Effective Date: August 3, 2020

EMPLOYEES AS PUBLIC TRUSTEES
The Board of Supervisors expects all employees to conduct themselves as "public trustees", both in

the sense of the faithful performance of the lawful or other duties assigned to that employee and of
County property assets which may be placed in the charge or care of that employee.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-07 
Effective Date: August 3, 2020   

 
RELATIONSHIP BETWEEN EMPLOYEES AND BOARD OF SUPERVISORS 

 
 
It is the policy of the Board of Supervisors that the County Administrator have the primary decision-
making authority over the duties, responsibilities, and conduct of employees under their charge. 
Accordingly, in the event of a personnel dispute, problem,  or discontent with a decision, 
employees under the County Administrator should exhaust every means to resolve said problems 
administratively before bringing the matter to the attention of individual Board members or the Board 
of Supervisors as the governing body. Employees are encouraged to relate to members of the Board 
of Supervisors on a professional basis, but to refrain from using such relationships to circumvent 
established administrative procedures to resolve problems or to intervene on behalf of the employee. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-07
Effective Date: August 3, 2020

RELATIONSHIP BETWEEN EMPLOYEES AND BOARD OF SUPERVISORS

It is the policy of the Board of Supervisors that the County Administrator have the primary decision-
making authority over the duties, responsibilities, and conduct of employees under their charge.
Accordingly, in the event of a personnel dispute, problem, or discontent with a decision,
employees under the County Administrator should exhaust every means to resolve said problems
administratively before bringing the matter to the attention of individual Board members or the Board
of Supervisors as the governing body. Employees are encouraged to relate to members of the Board
of Supervisors on a professional basis, but to refrain from using such relationships to circumvent
established administrative procedures to resolve problems or to intervene on behalf of the employee.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-08 
Effective Date: August 3, 2020   

DRESS CODE 

 

Employees are expected to dress for work as is dictated by the working environment or 
departmental requirements. Where uniforms are provided, employees shall wear same and maintain 
them in good condition, normal wear and tear excepted. Uniforms purchased or leased by the County 
on behalf of employees are considered property of the County. Employees shall not wear clothing 
generally considered inappropriate for office workers in this locale. Department heads or the County 
Administrator may establish formal or informal standards appropriate to the work environment for 
employee dress. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-08
Effective Date: August 3, 2020

DRESS CODE

Employees are expected to dress for work as is dictated by the working environment or
departmental requirements. Where uniforms are provided, employees shall wear same and maintain
them in good condition, normal wear and tear excepted. Uniforms purchased or leased by the County
on behalf of employees are considered property of the County. Employees shall not wear clothing
generally considered inappropriate for office workers in this locale. Department heads or the County
Administrator may establish formal or informal standards appropriate to the work environment for

employee dress.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-09 
Effective Date: August 3, 2020   
 
CHANGE OF ADDRESS OR TELEPHONE NUMBER 

 
 
All employees shall supply their home telephone number to their department head or County 
Administrator if they have home telephones. All employees are required to notify their department 
head or County Administration of any change of home address or home telephone number within 
three (3) working days of such change. This information shall not be supplied to the public or others 
without prior approval of the employee. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-09
Effective Date: August 3, 2020

CHANGE OF ADDRESS OR TELEPHONE NUMBER

All employees shall supply their home telephone number to their department head or County
Administrator if they have home telephones. All employees are required to notify their department
head or County Administration of any change of home address or home telephone number within
three (3) working days of such change. This information shall not be supplied to the public or others
without prior approval of the employee.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-10 
Effective Date: August 3, 2020   

 
PERSONAL CALLS ON COUNTY TELEPHONES 

 
 
While situations may arise necessitating personal telephone calls, it should be remembered that the 
telephones are for transaction of County business and personal calls should be kept to a minimum. 
No employee may place a long-distance personal phone call on County telephones except in extreme 
emergencies with prior permission of the employee’s department head or County Administrator. The 
employee shall reimburse all such calls to the County at the time of billing. Employees having access 
to a County cellular telephone shall limit their personal use of same as much as possible. No 
employee may accept a collect personal phone call on County telephones. The Board of Supervisors 
or County Administrator may establish other policies with respect to use of County telephones not 
inconsistent with the above. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-10
Effective Date: August 3, 2020

PERSONAL CALLS ON COUNTY TELEPHONES

While situations may arise necessitating personal telephone calls, it should be remembered that the
telephones are for transaction of County business and personal calls should be kept to a minimum.
No employee may place a long-distance personal phone call on County telephones except in extreme
emergencies with prior permission of the employee's department head or County Administrator. The
employee shall reimburse all such calls to the County at the time of billing. Employees having access
to a County cellular telephone shall limit their personal use of same as much as possible. No
employee may accept a collect personal phone call on County telephones. The Board of Supervisors
or County Administrator may establish other policies with respect to use of County telephones not
inconsistent with the above.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-11 
  Effective Date: August 3, 2020   
 
PERSONAL USE OF COUNTY PROPERTY 

 

Personal use of County-owned real property, facilities, materials, tools, equipment and motor vehicles 
is prohibited. The Board of Supervisors or County Administrator may establish other policies with 
respect to use of County property not inconsistent with the above. Use of County computers and 
other electronic equipment by employees shall be governed by policies set forth and approved by 
the County Administrator. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-11
Effective Date: August 3, 2020

PERSONAL USE OF COUNTY PROPERTY

Personal use of County-owned real property, facilities, materials, tools, equipment and motor vehicles
is prohibited. The Board of Supervisors or County Administrator may establish other policies with
respect to use of County property not inconsistent with the above. Use of County computers and
other electronic equipment by employees shall be governed by policies set forth and approved by
the County Administrator.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-12 
Effective Date: August 3, 2020   

ADHERENCE TO SAFETY RULES 

 

Employees are required to adhere to all departmental safety rules, procedures and practices, and to 
use personal protective equipment provided by the County or required for personal purchase for use 
on the job. Department heads must make familiar all such rules, procedures and practices to new 
employees as part of the new employee’s initial orientation. All employees in turn are obligated to 
report and/or, if possible, correct all unsafe working conditions known to them. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-12
Effective Date: August 3, 2020

ADHERENCE TO SAFETY RULES

Employees are required to adhere to all departmental safety rules, procedures and practices, and to
use personal protective equipment provided by the County or required for personal purchase for use
on the job. Department heads must make familiar all such rules, procedures and practices to new
employees as part of the new employee's initial orientation. All employees in turn are obligated to
report and/or, if possible, correct all unsafe working conditions known to them,




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 
SECTION 10-13 
Effective Date: August 3, 2020 

DRUG AND ALCOHOL-FREE WORKPLACE 

1. PURPOSE 
Russell County has an obligation to the public and to its employees to conduct its operations 
safely and efficiently. Therefore, the County shall maintain a drug and alcohol-free workplace. 
All County employees have a responsibility to ensure that their duties are not impaired by the 
use of drugs or alcohol. 

 
2. POLICY 

The possession, use, or sale of unauthorized or illegal drugs; misuse of legal drugs; 
consumption of alcohol; or testing positive for use of unauthorized; or unprescribed; or illegal 
drugs or alcohol during an employees’ working hours while on County property or while on 
County business is strictly prohibited. In furtherance of this policy, the County will conduct 
random, mandatory drug and alcohol testing of County employees. Evidence of employee 
activity in violation of this policy shall result in disciplinary action and may constitute grounds 
for termination of employment. Drug and alcohol testing also shall be performed in 
consideration of potential new hires.  Positive test results will be considered in employment 
decisions and may result in a determination that the applicant is unsuitable for County 
employment. Further, employees who operate a county-owned 
Commercial Motor Vehicle (CMV) and are required to hold a Commercial Driver’s License (CDL) 
are subject to a higher degree of regulation than other employees. Employees testing positive 
will be removed immediately from driving duties. 
Employees with a need are encouraged to request assistance through the County’s Health 
Insurance Program, or through community agencies. 

 
3. APPLICABILITY 

This policy is applicable to all employees of the County, whether classified or non-classified, 
full-time or part-time, permanent or temporary, salaried or hourly. 

 
4. DEFINITIONS 

 
Alcohol: 
Any product as defined as “alcohol” and/or “alcoholic beverages” in “The Alcoholic Beverage 
Control Act,” section 4.1-100 of the Code of Virginia, as amended. 
 
Adulterated Specimen: 
A specimen that contains a substance that is not expected to be present in human urine 
or contains a substance expected to be present but is at a concentration so high that it is not 
consistent with human urine. 
 
 
 
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-13
Effective Date: August 3, 2020

DRUG AND ALCOHOL-FREE WORKPLACE

1.

PURPOSE
Russell County has an obligation to the public and to its employees to conduct its operations
safely and efficiently. Therefore, the County shall maintain a drug and alcohol-free workplace.
All County employees have a responsibility to ensure that their duties are not impaired by the
use of drugs or alcohol.

POLICY

The possession, use, or sale of unauthorized or illegal drugs; misuse of legal drugs;
consumption of alcohol; or testing positive for use of unauthorized; or unprescribed; or illegal
drugs or alcohol during an employees’ working hours while on County property or while on
County business is strictly prohibited. In furtherance of this policy, the County will conduct
random, mandatory drug and alcohol testing of County employees. Evidence of employee
activity in violation of this policy shall result in disciplinary action and may constitute grounds
for termination of employment. Drug and alcohol testing also shall be performed in
consideration of potential new hires. Positive test results will be considered in employment
decisions and may result in a determination that the applicant is unsuitable for County
employment. Further, employees who operate a county-owned

Commercial Motor Vehicle (CMV) and are required to hold a Commercial Driver's License (CDL)
are subject to a higher degree of regulation than other employees. Employees testing positive
will be removed immediately from driving duties.

Employees with a need are encouraged to request assistance through the County's Health
Insurance Program, or through community agencies.

APPLICABILITY
This policy is applicable to all employees of the County, whether classified or non-classified,
full-time or part-time, permanent or temporary, salaried or hourly.

DEFINITIONS

Alcohol:
Any product as defined as “alcohol” and/or “alcoholic beverages” in “The Alcoholic Beverage
Control Act,” section 4.1-100 of the Code of Virginia, as amended.

Adulterated Specimen:

A specimen that contains a substance that is not expected to be present in human urine
or contains a substance expected to be present but is at a concentration so high that it is not
consistent with human urine.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 
Commercial Driver’s License (CDL):  Any of three types of commercial driver’s licenses: 
 

Class A: Any combination of vehicles with a gross vehicle weight rating (GVWR) of 26,001 
or mover pounds provided the GVWR of the vehicle(s) being towed is in excess of 10,000 
pounds. 
 
Class B:  Any single vehicle with a GVWR of 26,001 or more pounds, or any such 
vehicle towing a vehicle not in excess of 10,000 pounds GVWR. Class C:  Any single 
vehicle or combination of vehicles that does not meet the definition of Class A or Class B, 
but is either designed to transport 16 or more passengers, including the driver, or is 
placarded for hazardous materials. 
 

CDL Employee: 
Any County Employee required to have a Commercial Driver’s License as a condition of 
employment with the County. 
 
Commercial Motor Vehicle: 
A motor vehicle having a gross vehicle weight rating or gross combination weight rating of 
26,001 or more pounds. 
 
Illegal Drug: 
Any controlled substance as such is defined in the “Drug Control Act,” Title 54.1, Chapter 34 
of the Code of Virginia, as such may be amended from time to time, except a controlled 
substance included in Schedules II through V and used by the employee whose conduct is 
in question pursuant to a valid prescription for medical purposes filled in the United States. 
 
Safety Sensitive Position: 
A position of employment with the County in which the employee has responsibility for his 
or her own safety or other people’s safety, including without limitation, jobs that require a CDL 
as a condition of employment; jobs that involve operation of a motor vehicle, or any other 
equipment, machinery or power tools; jobs that include repairing, maintaining, or monitoring 
the performance or operation of any equipment, tool, or machinery, the malfunction of which 
could result in injury to person or property damages. Employees that hold Safety Sensitive 
Positions shall be held to all standards set forth herein for such positions. 
 
Substance Abuse Professional (SAP): 
A person with professional certification to evaluate employees who have violated drug and 
alcohol regulation by employers and make recommendations to the employer concerning 
education, treatment, follow-up testing, and aftercare. 

 
5. SELF-REPORTING 

 
Prescriptions and Over-the-Counter Drugs:  Employees taking prescription drugs issued by a 
licensed physician or over-the-counter drugs are responsible to be aware of the effects such 
drugs may have on the performance of their duties and to report to the County Administrator 
or his/her designee that they are taking such substances that may affect their performance.  
Employees shall promptly report to the County Administrator or his/her designee any use of 
prescribed or over-the-counter drugs that may affect the employee’s judgment, performance, 
or behavior.  Where a CDL employee does not comply with this requirement, a physician’s  
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

Commercial Driver's License (CDL): Any of three types of commercial driver's licenses:

Class A: Any combination of vehicles with a gross vehicle weight rating (GVWR) of 26,001
or mover pounds provided the GVWR of the vehicle(s) being towed is in excess of 10,000
pounds.

Class B: Any single vehicle with a GVWR of 26,001 or more pounds, or any such
vehicle towing a vehicle not in excess of 10,000 pounds GVWR. Class C: Any single
vehicle or combination of vehicles that does not meet the definition of Class A or Class B,
but is either designed to transport 16 or more passengers, including the driver, or is
placarded for hazardous materials.

CDL Employee:
Any County Employee required to have a Commercial Driver's License as a condition of
employment with the County.

Commercial Motor Vehicle:
A motor vehicle having a gross vehicle weight rating or gross combination weight rating of
26,001 or more pounds.

Mlegal Drug:
Any controlled substance as such is defined in the “Drug Control Act,” Title 54.1, Chapter 34
of the Code of Virginia, as such may be amended from time to time, except a controlled
substance included in Schedules II through V and used by the employee whose conduct is
in question pursuant to a valid prescription for medical purposes filled in the United States.

Safety Sensitive Position:
A position of employment with the County in which the employee has responsibility for his
or her own safety or other people's safety, including without limitation, jobs that require a CDL
as a condition of employment; jobs that involve operation of a motor vehicle, or any other
equipment, machinery or power tools; jobs that include repairing, maintaining, or monitoring
the performance or operation of any equipment, tool, or machinery, the malfunction of which
could result in injury to person or property damages. Employees that hold Safety Sensitive
Positions shall be held to all standards set forth herein for such positions.

Substance Abuse Professional (SAP):

A person with professional certification to evaluate employees who have violated drug and
alcohol regulation by employers and make recommendations to the employer concerning
education, treatment, follow-up testing, and aftercare.

5. SELF-REPORTING

Prescriptions and Over-the-Counter Drugs: Employees taking prescription drugs issued by a
licensed physician or over-the-counter drugs are responsible to be aware of the effects such
drugs may have on the performance of their duties and to report to the County Administrator
or his/her designee that they are taking such substances that may affect their performance.
Employees shall promptly report to the County Administrator or his/her designee any use of
prescribed or over-the-counter drugs that may affect the employee's judgment, performance,
or behavior. Where a CDL employee does not comply with this requirement, a physician's




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 
prescription will not be an acceptable excuse for violation, and the employee will be subject to 
disciplinary action or termination. 

 
6. TESTING CONDITIONS 

 
County employees will be designated for alcohol and drug testing under the following 
conditions. 

 
• Pre-Employment: At the time an offer for employment is made, as a condition of continued 

consideration for employment, applicants will be advised of the requirement to be tested 
for drug and alcohol use using the County’s procedures for such testing. No prospective 
employee will be asked to submit to testing unless an offer of employment has been made. A 
positive test result may result in rescission of the offer of employment. 

 
• Return to duty after 90-day leave: Any employee who has been removed from the random 

testing pool and out of work for 90 or more days shall have pre- employment testing upon 
return to duty. 

 
• Transfer from non-safety sensitive position to a safety sensitive position: As a  consideration 

for transfer from a non-safety sensitive position to a safety sensitive position, an employee 
will be required to be tested for drug and alcohol use. 

 
• Reasonable Suspicion: Employees will be tested whenever the individual’s behavior or 

appearance causes the employee’s supervisor to question the employee’s ability to perform 
his/her duties safely. 

 
• Random: Employees will be tested whenever the random selection process designates the 

employee for testing. 
 

• Post-Accident: Employees involved in workplace accidents, including without limitation, 
accidents involving use of motor vehicles in the course of employment, may be required 
to undergo testing. Employees shall be tested any time they are involved in an on-the-job 
vehicle accident resulting in a citation for moving violations arising from an accident that: 
(1) requires a vehicle to be towed, (2) results in an injury requiring immediate medical 
attention away from the scene, or (3) results in a fatality. Employees are prohibited from 
using alcohol or controlled substances following an accident that necessitates testing, as 
described above, until after they have been tested. Failure to report a workplace accident 
shall result in disciplinary measures, up to and including possible termination of 
employment. I f the accident results in the death of the employee, blood/urine samples may 
be tested for the presence of drugs/alcohol. 

 
• Other Testing: Employees will be tested after return to duty after completion of a drug and 

alcohol rehabilitation program. After returning to work, these covered employees will be 
tested randomly at least six times during the next 12 months. Further, employees in this re-
testing group also will continue to be part of the random testing pool. 

 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

prescription will not be an acceptable excuse for violation, and the employee will be subject to
disciplinary action or termination.

6. | TESTING CONDITIONS

County employees will be designated for alcohol and drug testing under the following
conditions.

* Pre-Employment: At the time an offer for employment is made, as a condition of continued
consideration for employment, applicants will be advised of the requirement to be tested
for drug and alcohol use using the County's procedures for such testing. No prospective
employee will be asked to submit to testing unless an offer of employment has been made. A
positive test result may result in rescission of the offer of employment.

* Return to duty after 90-day leave: Any employee who has been removed from the random
testing pool and out of work for 90 or more days shall have pre- employment testing upon
return to duty.

« Transfer from non-safety sensitive position to a safety sensitive position: As a consideration
for transfer from a non-safety sensitive position to a safety sensitive position, an employee
will be required to be tested for drug and alcohol use.

» Reasonable Suspicion: Employees will be tested whenever the individual's behavior or
appearance causes the employee's supervisor to question the employee's ability to perform
his/her duties safely.

* Random: Employees will be tested whenever the random selection process designates the
employee for testing.

* Post-Accident: Employees involved in workplace accidents, including without limitation,
accidents involving use of motor vehicles in the course of employment, may be required
to undergo testing. Employees shall be tested any time they are involved in an on-the-job
vehicle accident resulting in a citation for moving violations arising from an accident that:
(1) requires a vehicle to be towed, (2) results in an injury requiring immediate medical
attention away from the scene, or (3) results in a fatality. Employees are prohibited from
using alcohol or controlled substances following an accident that necessitates testing, as
described above, until after they have been tested. Failure to report a workplace accident
shall result in disciplinary measures, up to and including possible termination of
employment. If the accident results in the death of the employee, blood/urine samples may
be tested for the presence of drugs/alcohol.

* Other Testing: Employees will be tested after return to duty after completion of a drug and
alcohol rehabilitation program. After returning to work, these covered employees will be
tested randomly at least six times during the next 12 months. Further, employees in this re-
testing group also will continue to be part of the random testing pool.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 
• Testing facility: Any drug and/or alcohol testing by the County will be conducted by a 

laboratory licensed by the Commonwealth, the name and location of which will be made 
available to the employee by the County Administration. The County will notify the employee 
of results of a test after receipt of such results from the laboratory. I f the results confirm 
positive, the employee will be given the opportunity to explain the positive result. In 
addition, the employee may have the same sample retested at a laboratory of the employee’s 
choice at the employee’s expense, limited to laboratories licensed by the Commonwealth. 

 
• Expenses: The County will pay the cost of any testing that it requires or requests, including 

retesting of confirmed positive results if such retesting is performed at the election of the 
County. Any additional tests that the employee requests will be paid for by the employee. 

 
7. PRIVACY RIGHTS 

 
The County reserves the right to search an employee’s person, locker, work area, and desk at 
any time, with or without cause. 

 
The County will make every effort to keep the results of drug and alcohol tests confidential. 
Employees should be advised, however, that test results may be used in arbitration, or 
administrative hearings, and any court cases arising as a result of the employee’s drug test. Also, 
results will be sent to federal agencies as required by federal law. If the employee is referred to a 
treatment facility for evaluation, the test results will be made available to the employee’s counselor. 

 
8. DISCIPLINE AND CORRECTIVE ACTION 

 
A refusal to take the tests, the discovery of an adulterated specimen, a discovery of tampering 
with the sample, or a positive test result in the absence of prior self- reporting and physician 
prescription, when applicable, shall result in termination of employment. In the event of a positive 
test result, a statement of medical justification provided in writing by a licensed physician will be 
considered for purposes of County evaluation but will not necessarily override the County 
decision to rescind an offer of employment or to terminate employment. 

 
If there is reason to suspect that an employee is working under the influence of an illegal drug or 
alcohol, the employee may be suspended until the results of a drug and/or alcohol test are made 
available by the testing laboratory. Employees who report to work under the influence of drugs or 
alcohol will not be allowed to drive themselves home or elsewhere. Refusal to comply with this rule 
may result in immediate termination. 

 
Where a CDL employee does not comply with self-reporting requirements as stated in this 
policy, a physician’s prescription will not be an acceptable excuse, and the employee will be 
subject to disciplinary action or termination. 

 
9. CDL EMPLOYEES 

 
CDL Employees are subject to the County mandatory drug and alcohol testing program in 
accordance with the Omnibus Transportation Employee Testing Act of 1991 and U.S. Department 
of Transportation (DOT) Rule 49 CFR Part 40 and The Federal Motor Carrier Safety  
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

Testing facility: Any drug and/or alcohol testing by the County will be conducted by a
laboratory licensed by the Commonwealth, the name and location of which will be made
available to the employee by the County Administration. The County will notify the employee
of results of a test after receipt of such results from the laboratory. If the results confirm
positive, the employee will be given the opportunity to explain the positive result. In
addition, the employee may have the same sample retested at a laboratory of the employee's
choice at the employee's expense, limited to laboratories licensed by the Commonwealth

* Expenses: The County will pay the cost of any testing that it requires or requests, including
retesting of confirmed positive results if such retesting is performed at the election of the
County. Any additional tests that the employee requests will be paid for by the employee.

7. PRIVACY RIGHTS

The County reserves the right to search an employee's person, locker, work area, and desk at
any time, with or without cause.

The County will make every effort to keep the results of drug and alcohol tests confidential.
Employees should be advised, however, that test results may be used in arbitration, or
administrative hearings, and any court cases arising as a result of the employee's drug test. Also,
results will be sent to federal agencies as required by federal law. If the employee is referred to a
treatment facility for evaluation, the test results will be made available to the employee's counselor.

8. DISCIPLINE AND CORRECTIVE ACTION

A refusal to take the tests, the discovery of an adulterated specimen, a discovery of tampering
with the sample, or a positive test result in the absence of prior self- reporting and physician
prescription, when applicable, shall result in termination of employment. In the event of a positive
test result, a statement of medical justification provided in writing by a licensed physician will be
considered for purposes of County evaluation but will not necessarily override the County
decision to rescind an offer of employment or to terminate employment.

If there is reason to suspect that an employee is working under the influence of an illegal drug or
alcohol, the employee may be suspended until the results of a drug and/or alcohol test are made
available by the testing laboratory. Employees who report to work under the influence of drugs or
alcohol will not be allowed to drive themselves home or elsewhere. Refusal to comply with this rule
may result in immediate termination

Where a CDL employee does not comply with self-reporting requirements as stated in this
policy, a physician's prescription will not be an acceptable excuse, and the employee will be
subject to disciplinary action or termination.

9. CDL EMPLOYEES
CDL Employees are subject to the County mandatory drug and alcohol testing program in

accordance with the Omnibus Transportation Employee Testing Act of 1991 and U.S. Department
of Transportation (DOT) Rule 49 CFR Part 40 and The Federal Motor Carrier Safety




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 
Administration’s (FMCSA) rule, 49 CFR 382. All County employees who are required to have 
any category of Commercial Driver’s License as a condition of employment are subject to the 
County’s policy for Drug and Alcohol-Free Workplace. 

 
CDL employees who test positive for drugs or above the .04 blood alcohol level shall be 
immediately terminated from employment if such results occur while employee is on duty; if 
such results occur when employee is off-duty, the employee shall be removed from driving duties 
while a disciplinary action determination is considered. Return to duty after a positive test, that  was 
received while off-duty, shall be at the sole discretion of the  County Administrator; however, no 
one who has tested positive while off duty shall perform safety-sensitive functions again until 
after successful completion of a return-to-duty program administered by a Substance Abuse 
Professional. 

 
Prior to hiring a CDL Employee, the County will review the applicant’s DOT drug and alcohol 
testing history with any and all DOT-regulated company(ies) that employed the applicant during 
the three-year period prior to the County’s potential hire date. Applicants for CDL positions will 
be asked to provide written consent to seek the information from prior employers in accordance 
with County policy and DOT requirements. If the applicant does not provide such written 
consent, the County shall not offer employment for a CDL Employee position. 

 
11. EXCLUSIONS 
 

Moderate use of alcohol during social functions outside of the usual workplace and outside of 
regular business hours but in which County employees participate as a consequence of position 
in the County are excluded as long as such employee does not operate a County-owned vehicle 
at a time proximate to such use. 

 
Members of the Board of Supervisors are excluded from testing requirements. Board-appointed 
members of County authorities, commissions, boards, and committees are excluded from testing 
requirements, unless such appointees are County employees, in which case testing 
requirements and this policy shall apply. 

 
12. INTERPRETATION 
 

The authority to interpret this policy rests with the County Administrator. 
 
 
 
 

 
 

 
 
 
 
 
 
 
 
 
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

Administration's (FMCSA) rule, 49 CFR 382. All County employees who are required to have
any category of Commercial Driver's License as a condition of employment are subject to the
County's policy for Drug and Alcohol-Free Workplace.

CDL employees who test positive for drugs or above the .04 blood alcohol level shall be
immediately terminated from employment if such results occur while employee is on duty; if
such results occur when employee is off-duty, the employee shall be removed from driving duties
while a disciplinary action determination is considered. Retum to duty after a positive test, that was
received while off-duty, shall be at the sole discretion of the County Administrator; however, no
one who has tested positive while off duty shall perform safety-sensitive functions again until
after successful completion of a return-to-duty program administered by a Substance Abuse
Professional.

Prior to hiring a CDL Employee, the County will. review the applicant's DOT drug and alcohol
testing history with any and all DOT-regulated company(ies) that employed the applicant during
the three-year period prior to the County's potential hire date. Applicants for CDL positions will
be asked to provide written consent to seek the information from prior employers in accordance
with County policy and DOT requirements. If the applicant does not provide such written
consent, the County shall not offer employment for a CDL Employee position

11.EXCLUSIONS

Moderate use of alcohol during social functions outside of the usual workplace and outside of
regular business hours but in which County employees participate as a consequence of position
in the County are excluded as long as such employee does not operate a County-owned vehicle
at a time proximate to such use.

Members of the Board of Supervisors are excluded from testing requirements. Board-appointed
members of County authorities, commissions, boards, and committees are excluded from testing
requirements, unless such appointees are County employees, in which case testing
requirements and this policy shall apply.

12. INTERPRETATION

The authority to interpret this policy rests with the County Administrator.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 10: EMPLOYEE ETHICS AND CONDUCT 

 

 

SECTION 10-14 
Effective Date: August 3, 2020  

EMPLOYEE RELATIONS WITH PUBLIC 

 

The Board of Supervisors expects employees to conduct their relations with the public with the utmost 
professionalism, courtesy and respect. Employees should remind themselves continuously that they 
are "public servants" and should conduct themselves accordingly. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 10: EMPLOYEE ETHICS AND CONDUCT

SECTION 10-14
Effective Date

August 3, 2020

EMPLOYEE RELATIONS WITH PUBLIC

The Board of Supervisors expects employees to conduct their relations with the public with the utmost
professionalism, courtesy and respect. Employees should remind themselves continuously that they
are "public servants" and should conduct themselves accordingly.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

 

 

SECTION 11-01 
Effective Date: August 3, 2020   

GENERAL 

 

The Russell County Board of Supervisors sets forth the following policies and procedures regarding 
employee discipline so that such matters may be handled in a fair, objective, and consistent manner. It 
is the policy of the Board of Supervisors that employee disciplinary actions be handled as set forth 
herein in an administrative fashion. The County Administrator and County Attorney may and should 
request consultation and advice from the Board of Supervisors where an anticipated disciplinary 
action may result in possible legal action being taken against the County. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION,

SECTION 11-01
Effective Date: August 3, 2020

GENERAL

The Russell County Board of Supervisors sets forth the following policies and procedures regarding
employee discipline so that such matters may be handled in a fair, objective, and consistent manner. It
is the policy of the Board of Supervisors that employee disciplinary actions be handled as set forth
herein in an administrative fashion. The County Administrator and County Attorney may and should
request consultation and advice from the Board of Supervisors where an anticipated disciplinary
action may result in possible legal action being taken against the County.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

 

 

SECTION 11-02 
Effective Date: August 3, 2020   

FORMS OF DISCIPLINARY ACTIONS 

 

The following forms of disciplinary actions are approved for use against employees: 
 
(A). Verbal warning 

(B). Written warnings  

(C).    Suspension without pay 
 
(D). Temporary or permanent demotion with or without reduction in pay 

(E). Termination of employment 

The above is listed in general order of severity and are defined in Section 01-06 of this Manual. All 
formal written warnings, suspensions without pay, temporary or permanent demotions, and 
terminations must be documented in writing and made part of the employee’s Permanent Personnel 
Record. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION,

SECTION 11-02
Effective Date: August 3, 2020

FORMS OF DISCIPLINARY ACTIONS

The following forms of disciplinary actions are approved for use against employees:

(A). Verbal warning

(B). Written warnings

(C). Suspension without pay

(D). Temporary or permanent demotion with or without reduction in pay

(E). Termination of employment

The above is listed in general order of severity and are defined in Section 01-06 of this Manual. All
formal written warnings, suspensions without pay, temporary or permanent demotions, and

terminations must be documented in writing and made part of the employee's Permanent Personnel
Record.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

 

 

SECTION 11-03 
Effective Date: August 3, 2020   

 
AUTHORIZATION TO TAKE DISCIPLINARY ACTION 

 
 
Employees of the Manager position may take disciplinary action against employees under their direct 
supervision up to and including verbal warnings without prior approval of the County Administrator. 
Disciplinary actions involving written warnings, suspension without pay, temporary or permanent 
demotions and termination of employment must be authorized by the County Administrator. The 
County Administrator may take or direct a department head to take disciplinary actions against an 
employee, including granting that department head authority to issue a formal written warning, and/or 
to suspend, demote or terminate an employee. Any such grant of authority must be documented in 
writing from the County Administrator to the department head the same day the action is taken. 

 
Employees of the Supervisor position may make verbal warnings as disciplinary actions against 
employee under their immediate supervision with prior approval of their department heads (such 
approval may be blanket in nature). All such actions shall be reported to the department head the same 
day the action is taken. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION,

SECTION 11-03
Effective Date: August 3, 2020

AUTHORIZATION TO TAKE DISCIPLINARY ACTION

Employees of the Manager position may take disciplinary action against employees under their direct
supervision up to and including verbal warnings without prior approval of the County Administrator.
Disciplinary actions involving written warnings, suspension without pay, temporary or permanent
demotions and termination of employment must be authorized by the County Administrator. The
County Administrator may take or direct a department head to take disciplinary actions against an
employee, including granting that department head authority to issue a formal written warning, and/or
to suspend, demote or terminate an employee. Any such grant of authority must be documented in
writing from the County Administrator to the department head the same day the action is taken.

Employees of the Supervisor position may make verbal warnings as disciplinary actions against
employee under their immediate supervision with prior approval of their department heads (such
approval may be blanket in nature). All such actions shall be reported to the department head the same
day the action is taken.




 

Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 11: DISCIPLINARY ACTION AND TERMINATION  

 
 

 

SECTION 11-04 
Effective Date: August 3, 2020   

GRADUATION OF DISCIPLINARY ACTIONS 

 

The types of approved disciplinary actions set forth in Section 11-02 are part of a graduated system 
of employee discipline designed to provide an opportunity for employees to learn acceptable conduct 
and behavior on the job without immediate recourse to termination. The type of disciplinary action 
taken on the first or successive violations of personnel or departmental policies, procedures, rules, 
practices or guidelines will depend primarily on the severity of the violation, the experience level of 
the employee, the conditions of the work environment where the employee is assigned, and/or 
whether there is a demonstrated, flagrant pattern developing with regard to such violations. Any or all 
these conditions may be considered to determine the type of disciplinary action taken against an 
individual employee. Verbal warnings and written warnings are primarily designed to correct 
inappropriate conduct or behavior; written warnings, suspensions, demotions and terminations are 
primarily designed to punish such conduct or behavior. In addition to their use as a disciplinary 
action, demotions are sometimes necessary in order that employees whose work has not been 
satisfactory (not due to disciplinary problems), but whose termination does not appear warranted 
may be retained and assigned less difficult work. The department head is required to gain the 
approval of the County Administrator before such a non-disciplinary demotion may occur. 

 
Section 11-05 designates the types of violations and segregates these violations into general groups 
in order of severity for the purpose of establishing a general protocol with respect to the application of 
approved disciplinary actions. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11; DISCIPLINARY ACTION AND TERMINATION,

SECTION 11-04
Effective Date: August 3, 2020

IRADUATION OF DISCIPLINARY ACTION:

The types of approved disciplinary actions set forth in Section 11-02 are part of a graduated system
‘of employee discipline designed to provide an opportunity for employees to learn acceptable conduct
and behavior on the job without immediate recourse to termination. The type of disciplinary action
taken on the first or successive violations of personnel or departmental policies, procedures, rules,
practices or guidelines will depend primarily on the severity of the violation, the experience level of
the employee, the conditions of the work environment where the employee is assigned, and/or
whether there is a demonstrated, flagrant pattern developing with regard to such violations. Any or all
these conditions may be considered to determine the type of disciplinary action taken against an
individual employee. Verbal warnings and written warnings are primarily designed to correct
inappropriate conduct or behavior; written warnings, suspensions, demotions and terminations are
primarily designed to punish such conduct or behavior. In addition to their use as a disciplinary
action, demotions are sometimes necessary in order that employees whose work has not been
satisfactory (not due to disciplinary problems), but whose termination does not appear warranted
may be retained and assigned less difficult work. The department head is required to gain the
approval of the County Administrator before such a non-disciplinary demotion may occur.

Section 11-05 designates the types of violations and segregates these violations into general groups
in order of severity for the purpose of establishing a general protocol with respect to the application of
approved disciplinary actions.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 11: DISCIPLINARY ACTION AND TERMINATION 

 

 

SECTION 11-05 
Effective Date: August 3, 2020   

CAUSES FOR DISCIPLINARY ACTION 

 

An employee may be subject to disciplinary action if he/she: 

(A). Group 1 Violations: 

(1). is convicted of a felony crime of the state or federal government; or is convicted for illegal 
conduct occurring either on or off the job which is clearly related to job performance or is of such a 
nature that continued employment in his/her position could constitute negligence with regard to the 
County’s duties to the public and other employees; 

 
(2).  is proven or reasonably demonstrated through administrative investigation to be guilty of theft or 
flagrant misuse of County property, or of willful malfeasance in the conduct of the position to which the 
employee is assigned, whether or not formal criminal or civil charges are brought against the 
employee by the County government; 

 
(3). willfully gives false statements to County officials or to the public; falsifying, stealing, willfully 
damaging, defacing or improperly destroying County records, including time records, leave records, 
County employment applications, insurance claims, or pay or reimbursement vouchers; 

 
(4). takes for personal use from any person any fee, gift, or other valuable thing in the course of 
work or in connection with it when such gift or other valuable thing is given in the hope or expectation 
of receiving a favor or better treatment than that accorded other persons; or accepts any bribe, gift, 
token, monies, or other things of value intended as an inducement to perform or refrain from performing 
any official acts, or engages in any action of extortion or other means of obtaining money or other 
things of value through his/her position in the County; 

 
(5). violates the Board of Supervisor’s sexual harassment policy set out in this Manual, or violate the 
alcohol and drug misuse policy set out in this Manual; 

 
(6). is incompetent, unsatisfactory or inefficient in the performance of the stated duties of the 
position to which he/she is assigned; or demonstrates personal characteristics which make the 
employee incompatible with co-workers in the position to which the employee is assigned; 

 
(7). flagrantly violates any safety policy, rule, regulation or procedure to injure or endanger him/herself, 
other employee or the public; 

 
(8). possesses or brings onto County property an unauthorized firearm, dangerous weapon, explosive 
or any illegal drug; 

 
(9). violates any lawful or official policy, rule, regulation or order or willingly as an employee of the 
County fails to obey any proper direction made and given by a M a n a g e r  Class employee, or 
the employee’s immediate department head or supervisor to constitute gross insubordination; 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION,

SECTION 11-05
Effective Date: August 3, 2020

CAUSES FOR DISCIPLINARY ACTION

‘An employee may be subject to disciplinary action if he/she:
(A). Group 1 Violations:

(1). is convicted of a felony crime of the state or federal government; or is convicted for illegal
conduct occurring either on or off the job which is clearly related to job performance or is of such a
nature that continued employment in his/her position could constitute negligence with regard to the
County's duties to the public and other employees;

(2). is proven or reasonably demonstrated through administrative investigation to be guilty of theft or
flagrant misuse of County property, or of willful malfeasance in the conduct of the position to which the
employee is assigned, whether or not formal criminal or civil charges are brought against the
employee by the County government;

(3). willfully gives false statements to County officials or to the public; falsifying, stealing, willfully
damaging, defacing or improperly destroying County records, including time records, leave records,
County employment applications, insurance claims, or pay or reimbursement vouchers;

(4). takes for personal use from any person any fee, gift, or other valuable thing in the course of
work or in connection with it when such gift or other valuable thing is given in the hope or expectation
of receiving a favor or better treatment than that accorded other persons; or accepts any bribe, gift,
token, monies, or other things of value intended as an inducement to perform or refrain from performing
any official acts, or engages in any action of extortion or other means of obtaining money or other
things of value through his/her position in the County;

(5). violates the Board of Supervisor's sexual harassment policy set out in this Manual, or violate the
alcohol and drug misuse policy set out in this Manual;

(6). is incompetent, unsatisfactory or inefficient in the performance of the stated duties of the
position to which he/she is assigned; or demonstrates personal characteristics which make the
employee incompatible with co-workers in the position to which the employee is assigned;

(7). flagrantly violates any safety policy, rule, regulation or procedure to injure or endanger him/herself,
other employee or the public;

(8). possesses or brings onto County property an unauthorized firearm, dangerous weapon, explosive
or any illegal drug;

(9). violates any lawful or official policy, rule, regulation or order or willingly as an employee of the
County fails to obey any proper direction made and given by a Manager Class employee, or
the employee's immediate department head or supervisor to constitute gross insubordination;




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 11: DISCIPLINARY ACTION AND TERMINATION 

 

 

(10). induces, or attempts to induce, an Manager Class employee or other employee in the service of 
the County to commit an unlawful act or to act in violation of any lawful or official policy, rule, 
regulation or order; 

 
(11). has used, threatened to use, or attempted to use personal or political influence in securing 
more favorable treatment from a Manager Class employee or other employee in any manner related to 
his/her position; 

 
(12). is a member of a subversive organization demonstrating hostility to the laws, institutions or 
officials of the United States, the Commonwealth of Virginia, or any city, town, or county of the 
Commonwealth; 

 
(13). hinders, attempts to hinder, disrupt or in any way interferes with the lawful performance of 
duties and responsibilities of any Manager Class employee or other employee of the Board of 
Supervisors established pursuant to the laws, ordinances, policies, rules, regulations and procedures 
of the United States, the Commonwealth of Virginia, or the County of Russell. 

 
(B).    Group 2 Violations: 

 
(1). fails to report for work or absence without prior notice to his/her department head or supervisor; 

 
(2).     is absent from duty without proper authorization or a satisfactory reason for more than three 

 successive working days; 
 
(3). illegally gambles or engages in fighting on County property; 

(4). is sleeping during working hours; 

(5).    is excessively absent or tardy, causing undue burden on co-workers or reduces the efficiency 
or effectiveness of the department to which the employee is assigned; 

 
(6). speaks disrespectfully of, publicly criticizes, or maliciously ridicules any official or employee of any 
department, agency, or organization of the County government; 

 
(7). is careless or negligent with the monies or other property or resources of the County government; 

 
(8). divulges or discusses any confidential County business matters not having previously been 
made public, or discloses confidential information to any person unless directed to do so by his/her 
department head, or grants interviews or in any way knowingly makes public information not previously 
made public; 

 
(9). engages in conduct unbecoming an employee of the County government while on duty or 
while representing the County in an official capacity not otherwise categorized as a Group 1 or Group 
3 violation. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION,

(10). induces, or attempts to induce, an Manager Class employee or other employee in the service of
the County to commit an unlawful act or to act in violation of any lawful or official policy, rule,
regulation or order;

(11). has used, threatened to use, or attempted to use personal or political influence in securing
more favorable treatment from a Manager Class employee or other employee in any manner related to
his/her position;

(12). is a member of a subversive organization demonstrating hostility to the laws, institutions or
officials of the United States, the Commonwealth of Virginia, or any city, town, or county of the
Commonwealth;

(13). hinders, attempts to hinder, disrupt or in any way interferes with the lawful performance of
duties and responsibilities of any Manager Class employee or other employee of the Board of
Supervisors established pursuant to the laws, ordinances, policies, rules, regulations and procedures
of the United States, the Commonwealth of Virginia, or the County of Russell.

(8). Group 2 Violations:

(1). fails to report for work or absence without prior notice to his/her department head or supervisor;

(2). is absent from duty without proper authorization or a satisfactory reason for more than three
successive working days;

(3). _ illegally gambles or engages in fighting on County property;
(4). _ is sleeping during working hours;

(5). _ is excessively absent or tardy, causing undue burden on co-workers or reduces the efficiency
or effectiveness of the department to which the employee is assigned;

(6). speaks disrespectfully of, publicly criticizes, or maliciously ridicules any official or employee of any
department, agency, or organization of the County government;

(7). is careless or negligent with the monies or other property or resources of the County government;

(8). divulges or discusses any confidential County business matters not having previously been
made public, or discloses confidential information to any person unless directed to do so by his/her
department head, or grants interviews or in any way knowingly makes public information not previously
made public;

(9). engages in conduct unbecoming an employee of the County government while on duty or
while representing the County in an official capacity not otherwise categorized as a Group 1 or Group
3 violation.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 11: DISCIPLINARY ACTION AND TERMINATION 

 

 

(C).    Group 3 Violations: 
 
(1). fails to pay or make judgment provisions for future payment of his/her debts leading to a legal 
garnishment of pay, or to provide for proper family support and to pay his/her just financial obligations; 

 
(2). is offensive or rude in his/her conduct or language directed toward other employees, the 
public, or County officials, while either on or off duty, or engages in heated verbal argument while on 
duty; 

 
(3). engages in behavior disruptive of the orderly transaction of County business or which disrupts 
other County employees in the performance of their duties not otherwise categorized as a Group 1 or 
Group 2 violation; 

 
(4).     violates any of the provisions or regulations of this Manual not otherwise categorized as Group 
1 or Group 2 violations. 

 
The above groupings of violations are not exhaustive and do not serve to limit the types of violations 
which disciplinary action may be taken. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION,

(C). Group 3 Violations:

(1). fails to pay or make judgment provisions for future payment of his/her debts leading to a legal
garnishment of pay, or to provide for proper family support and to pay his/her just financial obligations;

(2). is offensive or rude in his/her conduct or language directed toward other employees, the
public, or County officials, while either on or off duty, or engages in heated verbal argument while on
duty;

(3). engages in behavior disruptive of the orderly transaction of County business or which disrupts
other County employees in the performance of their duties not otherwise categorized as a Group 1 or
Group 2 violation;

(4). _ violates any of the provisions or regulations of this Manual not otherwise categorized as Group
1 or Group 2 violations.

The above groupings of violations are not exhaustive and do not serve to limit the types of violations
which disciplinary action may be taken.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

 

 

SECTION 11-06 
Effective Date: August 3, 2020  

DISCIPLINARY ACTION PROTOCOL 

 

The following is a general protocol with respect to disciplinary actions: 
 
(A). For violations described in or which may be characterized as similar to Group 1, for the first 
offense a written warning and/or suspension and/ or termination may be made depending on the 
severity of and circumstances surrounding the offense. For a second offense identical or similar to 
the first, termination of employment may be made. 

 
(B). For violations described in or which may be characterized as similar to Group 2, for the first 
offense a verbal warning, written warning, and/or suspension may be made depending on the severity 
of and circumstances surrounding the offense. For a second offense identical or similar to the first, 
suspension or demotion may occur, or termination of employment may be affected. In extreme or 
aggravated cases, termination may occur with the first offense. 

 
(C). For violations described in or which may be characterized as similar to Group 3, for the first 
offense a verbal warning, written warning may be made depending on the severity of and 
circumstances surrounding the offense. For a second offense identical or similar to the first, 
suspension or demotion may occur. For the third or any subsequent offense, termination may occur. 

 
The purpose of the protocol is to serve as a guideline rather than a strictly applied regulation with 
respect to disciplinary actions. In all cases, severity of the offense and mitigating or aggravating 
circumstances should govern the disciplinary action taken. Mitigating circumstances include 
conditions that would compel a reduction in the disciplinary action to promote the interests of fairness 
and objectivity, including but not limited to the employee’s time in service and overall service record 
or otherwise satisfactory work performance. Extreme or aggravating circumstances include conditions 
that demonstrate willful or blatant disregard for established or acceptable conduct or behavior or 
demonstrate very poor judgment to make the employee appear susceptible to committing the same 
or similar offense in the future. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION,

SECTION 11-06
Effective Date: August 3, 2020

DISCIPLINARY ACTION PROTOCOL

The following is a general protocol with respect to disciplinary actions:

(A). For violations described in or which may be characterized as similar to Group 1, for the first
offense a written warning and/or suspension and/ or termination may be made depending on the
severity of and circumstances surrounding the offense. For a second offense identical or similar to
the first, termination of employment may be made.

(B). For violations described in or which may be characterized as similar to Group 2, for the first
offense a verbal warning, written warning, and/or suspension may be made depending on the severity
of and circumstances surrounding the offense. For a second offense identical or similar to the first,
suspension or demotion may occur, or termination of employment may be affected. In extreme or
aggravated cases, termination may occur with the first offense.

(C). For violations described in or which may be characterized as similar to Group 3, for the first
offense a verbal warming, written warming may be made depending on the severity of and
circumstances surrounding the offense. For a second offense identical or similar to the first,
suspension or demotion may occur. For the third or any subsequent offense, termination may occur.

The purpose of the protocol is to serve as a guideline rather than a strictly applied regulation with
respect to disciplinary actions. In all cases, severity of the offense and mitigating or aggravating
circumstances should govern the disciplinary action taken. Mitigating circumstances include
conditions that would compel a reduction in the disciplinary action to promote the interests of fairness
and objectivity, including but not limited to the employee's time in service and overall service record
or otherwise satisfactory work performance. Extreme or aggravating circumstances include conditions
that demonstrate willful or blatant disregard for established or acceptable conduct or behavior or
demonstrate very poor judgment to make the employee appear susceptible to committing the same
or similar offense in the future.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

 

 

SECTION 11-07 
Effective Date: August 3, 2020  

DISCIPLINARY PROCEDURE 

 

(A).    Lodging of Complaint: 
 
Alleged complaints against employees of the Supervisor/Specialist, Assistant/Operator/Technician 
and Aide Classes of employees within the Administrative Division shall be first referred to the 
department head to which the employee is assigned. Alleged complaints against employees of the 
Manager Class shall be referred to the County Administrator. The County Administrator should be 
advised by the department head of any complaint lodged against an employee as soon as practical. 
All verbal or written complaints require at least initial inquiry. 

 
(B).    Initial Inquiry: 

 
Upon evidence of or receiving a report of an alleged complaint from a County official, another 
employee or from the public, whether verbally or in writing, the department head to which the 
employee is assigned (or County Administrator in the event the employee is a department head) will 
conduct an initial inquiry. The inquiry will be made for the purpose of ascertaining the true facts 
relative to the circumstances surrounding the alleged complaint to determine whether an 
administrative investigation is warranted. 

 
On the basis of the initial inquiry, if there is reasonable evidence to suggest a violation or offense has 
occurred, the department head to which the employee is assigned (or County Administrator in the 
event the employee is a department head) will initiate an administrative investigation. At this time, the 
County Administrator should be fully informed of the initial inquiry and process envisioned for the 
investigation. If there is no basis for such an investigation as a result of the initial inquiry, the matter 
will be dropped. 

 
(C).    Administrative Investigation: 

 
The course of the administrative investigation must be dictated by the nature of the alleged violation 
or offense but may include informal or formal questioning of persons thought to have knowledge of the 
situation and by close questioning of the employee. Written records may be requested from any 
Administrative Division department to support the investigation. Access to otherwise confidential 
information may be obtained with the permission of the County Administrator. During the 
investigation of a written complaint against an employee, a copy of the complaint may be provided to 
the employee if doing so would not interfere with the proper investigation of the matter (written 
complaints may be signed or unsigned, but will only be considered a verifiable written complaint if the 
identity of the complainant is positively known). If the complaint is verbal in origin, the department 
head may divulge the nature of the complaint to the employee but may withhold the complainant’s 
identity from the employee, if doing so would likewise not interfere with the investigation of the matter. 
If during the administrative investigation evidence is gathered suggesting a criminal offense, the 
County Administrator or County Attorney may contact the proper law enforcement agencies to continue 
the investigation. If the evidence suggests that a felony has been committed, involvement of law 
enforcement agencies in the investigation is mandatory. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION,

SECTION 11-07
Effective Date: August 3, 2020

DISCIPLINARY PROCEDURE

(A). Lodging of Complaint:

Alleged complaints against employees of the Supervisor/Specialist, Assistant/Operator/Technician
and Aide Classes of employees within the Administrative Division shall be first referred to the
department head to which the employee is assigned. Alleged complaints against employees of the
Manager Class shall be referred to the County Administrator. The County Administrator should be
advised by the department head of any complaint lodged against an employee as soon as practical.
All verbal or written complaints require at least initial inquiry.

(B). Initial Inquiry:

Upon evidence of or receiving a report of an alleged complaint from a County official, another
employee or from the public, whether verbally or in writing, the department head to which the
employee is assigned (or County Administrator in the event the employee is a department head) will
conduct an initial inquiry. The inquiry will be made for the purpose of ascertaining the true facts
relative to the circumstances surrounding the alleged complaint to determine whether an
administrative investigation is warranted.

On the basis of the initial inquiry, if there is reasonable evidence to suggest a violation or offense has
occurred, the department head to which the employee is assigned (or County Administrator in the
event the employee is a department head) will initiate an administrative investigation. At this time, the
County Administrator should be fully informed of the initial inquiry and process envisioned for the
investigation. If there is no basis for such an investigation as a result of the initial inquiry, the matter
will be dropped.

(C). Administrative Investigation:

The course of the administrative investigation must be dictated by the nature of the alleged violation
or offense but may include informal or formal questioning of persons thought to have knowledge of the
situation and by close questioning of the employee. Written records may be requested from any
Administrative Division department to support the investigation, Access to otherwise confidential
information may be obtained with the permission of the County Administrator. During the
investigation of a written complaint against an employee, a copy of the complaint may be provided to
the employee if doing so would not interfere with the proper investigation of the matter (written
complaints may be signed or unsigned, but will only be considered a verifiable written complaint if the
identity of the complainant is positively known). If the complaint is verbal in origin, the department
head may divulge the nature of the complaint to the employee but may withhold the complainant's
identity from the employee, if doing so would likewise not interfere with the investigation of the matter.
If during the administrative investigation evidence is gathered suggesting a criminal offense, the
County Administrator or County Attorney may contact the proper law enforcement agencies to continue
the investigation. If the evidence suggests that a felony has been committed, involvement of law
enforcement agencies in the investigation is mandatory.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL  
PART 11: DISCIPLINARY ACTION AND TERMINATION 

 

 

(D).    Report and Disciplinary Action: 
 
If upon the conclusion of the administrative investigation there exists sufficient and reasonable evidence 
to conclude that the complaint was justified and that a violation or offense has occurred, the 
investigating party (department head or County Administrator) will prepare a written Report on the 
matter. The report should be sufficiently detailed to document the nature of the complaint 
investigated, the manner of the administrative investigation conducted, the evidence collected, and 
the formal determination of guilt by the employee who was the subject of the investigation. If the 
complaint involved criminal activity where a formal criminal investigation was initiated, the written 
documentation comprising the criminal investigation file may serve as this Report. The Report shall 
be signed by the investigating party, a copy of which shall be provided to the employee and the 
original to the County Administrator (when the criminal investigation file is used as the Report, 
distribution of copies of these records shall be as permitted by the investigating law enforcement 
agency). 

 
On the basis of this Report and such additional inquiry or investigation as he/she may determine, 
including joint or separate consultations with the complainant, the investigating party and/or the 
employee, the County Administrator shall determine what, if any, appropriate disciplinary action to 
take. In this regard, the protocols set out in Section 11-06 shall serve as guidelines with respect to 
the action taken. The County Administrator may direct disciplinary action be taken by department 
heads pursuant to the authorizations granted under Section 11-03. 

 
(E).     Grievance Procedure: 

 
Any employee who has been suspended, demoted, or terminated, and considers himself/herself 
aggrieved, may follow the grievance procedures as outlined in Part 09 of this Manual. Verbal 
warnings and written warnings as disciplinary actions are not subject to grievance. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION,

(D). Report and Disciplinary Action:

Ifupon the conclusion of the administrative investigation there exists sufficient and reasonable evidence
to conclude that the complaint was justified and that a violation or offense has occurred, the
investigating party (department head or County Administrator) will prepare a written Report on the
matter. The report should be sufficiently detailed to document the nature of the complaint
investigated, the manner of the administrative investigation conducted, the evidence collected, and
the formal determination of guilt by the employee who was the subject of the investigation. If the
complaint involved criminal activity where a formal criminal investigation was initiated, the written
documentation comprising the criminal investigation file may serve as this Report. The Report shall
be signed by the investigating party, a copy of which shall be provided to the employee and the
original to the County Administrator (when the criminal investigation file is used as the Report,
distribution of copies of these records shall be as permitted by the investigating law enforcement
agency).

On the basis of this Report and such additional inquiry or investigation as he/she may determine,
including joint or separate consultations with the complainant, the investigating party and/or the
employee, the County Administrator shall determine what, if any, appropriate disciplinary action to
take. In this regard, the protocols set out in Section 11-06 shall serve as guidelines with respect to
the action taken. The County Administrator may direct disciplinary action be taken by department
heads pursuant to the authorizations granted under Section 11-03.

(E). Grievance Procedure:
Any employee who has been suspended, demoted, or terminated, and considers himself/herself

aggrieved, may follow the grievance procedures as outlined in Part 09 of this Manual. Verbal
warnings and written warnings as disciplinary actions are not subject to grievance.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

   

SECTION 11-08 
Effective Date: August 3, 2020   

 
FILINGS WITHIN PERMANENT PERSONNEL RECORD 

 
 
Any complaint resulting in formal disciplinary action shall have all pertinent or supporting 
documentation generated as a result of the complaint’s investigation and action taken filed within an 
employee’s Permanent Personnel Record. Complaints where no action was taken or where written 
warnings were issued may also be documented and filed at the discretion of the County 
Administrator. Such filings may also include notation of verbal warning depending on the severity 
and/or reoccurring nature of the matter to which such admonishments relate. In cases resulting in 
formal disciplinary action, the employee shall be advised in writing that the documentation relating to 
same is being filed within the employee’s Permanent Personnel Record. The employee may be 
advised verbally or in writing as to filings relating to written warnings at the discretion of the County 
Administrator. All Administrative Division employees may have access to their Permanent Personnel 
Record for review upon request to the County Administration. Employees are permitted to file 
statements in rebuttal to any documentation filed within their Permanent Personnel Records. 

 
Where a filing has occurred and an employee is subsequently absolved from guilt or fault, all 
documentation relating to the matter may be removed from the employee’s Permanent Personnel 
Record at the direction of the County Administrator. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION

SECTION 11-08
Effective Date: August 3, 2020

FILINGS WITHIN PERMANENT PERSONNEL RECORD

Any complaint resulting in formal disciplinary action shall have all pertinent or supporting
documentation generated as a result of the complaint's investigation and action taken filed within an
employee's Permanent Personnel Record. Complaints where no action was taken or where written
warnings were issued may also be documented and filed at the discretion of the County
Administrator. Such filings may also include notation of verbal warning depending on the severity
and/or reoccurring nature of the matter to which such admonishments relate. In cases resulting in
formal disciplinary action, the employee shall be advised in writing that the documentation relating to
same is being filed within the employee's Permanent Personnel Record. The employee may be
advised verbally or in writing as to filings relating to written warnings at the discretion of the County
Administrator. All Administrative Division employees may have access to their Permanent Personnel
Record for review upon request to the County Administration. Employees are permitted to file
statements in rebuttal to any documentation filed within their Permanent Personnel Records.

Where a filing has occurred and an employee is subsequently absolved from guilt or fault, all
documentation relating to the matter may be removed from the employee’s Permanent Personnel
Record at the direction of the County Administrator.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

   

SECTION 11-09 
Effective Date: August 3, 2020   

 
SUSPENSION WITH PAY DURING ADMINISTRATIVE INVESTIGATION 

 
 
If during the course of an administrative investigation of an alleged complaint, it is determined that the 
continued presence of the employee who is the subject of the investigation on the job is or may be 
harmful or detrimental to the investigation, the County Administrator may place the employee on 
suspension with pay for a period not to exceed twenty (20) successive County working days. 
Suspension with pay is not considered a disciplinary action, nor does it imply or should be interpreted 
to imply guilt, since the alleged complaint is still under investigation. Suspension with pay is an 
action designed to contribute toward the expedient resolution of the investigation of the complaint in 
certain situations. 

 
In extreme or unusual circumstances, the County Administrator may extend the suspension with pay 
period for an additional twenty (20) successive County working days.  Suspension exceeding 25 days 
must approved by the Board of Supervisors. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION

SECTION 11-09
Effective Date: August 3, 2020

SUSPENSION WITH PAY DURING ADMINISTRATIVE INVESTIGATION

If during the course of an administrative investigation of an alleged complaint, it is determined that the
continued presence of the employee who is the subject of the investigation on the job is or may be
harmful or detrimental to the investigation, the County Administrator may place the employee on
suspension with pay for a period not to exceed twenty (20) successive County working days.
Suspension with pay is not considered a disciplinary action, nor does it imply or should be interpreted
to imply guilt, since the alleged complaint is still under investigation. Suspension with pay is an
action designed to contribute toward the expedient resolution of the investigation of the complaint in
certain situations,

In extreme or unusual circumstances, the County Administrator may extend the suspension with pay
period for an additional twenty (20) successive County working days. Suspension exceeding 25 days
must approved by the Board of Supervisors.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

   

SECTION 11-10 
Effective Date: August 3, 2020   

 
DISCIPLINARY ACTION AND PERFORMANCE EVALUATIONS 

 
 
Any formal disciplinary action, including written warnings may be considered during an employee’s 
performance evaluation and may negatively affect the findings of that evaluation. These may also 
negatively affect an employee’s application for promotion to another position may be cited as material 
evidence of an employee’s job performance with respect to requested references from other potential 
employers (both within the County government and outside). 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION

SECTION 11-10
Effective Date: August 3, 2020

DISCIPLINARY ACTION AND PERFORMANCE EVALUATIONS

Any formal disciplinary action, including written warnings may be considered during an employee's
performance evaluation and may negatively affect the findings of that evaluation. These may also
negatively affect an employee's application for promotion to another position may be cited as material
evidence of an employee's job performance with respect to requested references from other potential
employers (both within the County government and outside).




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

   

SECTION 11-11 
Effective Date: August 3, 2020  

DEMOTIONS 

 

Demotion refers to the change of an employee from a position in one class to a position in another 
class, possibly having lower pay and possibly requiring the performance of less responsible duties. 
This may also include transfer from a permanent/full-time position to a permanent/part-time position 
as a disciplinary action. In the event of such a transfer, the employee will be entitled to continued 
participation in County employment benefits programs under the terms and conditions established 
for other permanent/part-time employees in this Manual. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION

SECTION 11-11
Effective Date: August 3, 2020

DEMOTIONS

Demotion refers to the change of an employee from a position in one class to a position in another
class, possibly having lower pay and possibly requiring the performance of less responsible duties.
This may also include transfer from a permanent/full-time position to a permanent/part-time position
as a disciplinary action. In the event of such a transfer, the employee will be entitled to continued
participation in County employment benefits programs under the terms and conditions established
for other permanent/part-time employees in this Manual.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

   

SECTION 11-12 
Effective Date: August 3, 2020   

 
SUSPENSION AND EMPLOYMENT BENEFITS PROGRAMS AND LEAVE 

 
 
An employee under suspension without pay as a disciplinary action shall be allowed to continue 
participation in all County employment benefits programs for the period of the suspension. A 
suspended employee shall reimburse the County in full for any monthly payroll deduction required 
for such programs in the event the employee’s remaining compensation for that month is insufficient 
to cover the deduction. The employee shall be notified in writing of this situation by the County 
Administration, and reimbursement must be made within fifteen (15) working days of this notice. 
Failure to do so may result in permanent loss of participation in such programs at the discretion of the 
County Administrator. 

 
An employee suspended for more than fifteen (15) successive working days shall not accrue Annual 
Leave or Sick Leave for the month the suspension period began. An employee may not substitute 
any form of paid leave, including compensatory time off, in lieu of unpaid suspension time. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION

SECTION 11-12
Effective Date: August 3, 2020

SUSPENSION AND EMPLOYMENT BENEFITS PROGRAMS AND LEAVE

‘An employee under suspension without pay as a disciplinary action shall be allowed to continue
participation in all County employment benefits programs for the period of the suspension. A
suspended employee shall reimburse the County in full for any monthly payroll deduction required
for such programs in the event the employee's remaining compensation for that month is insufficient
to cover the deduction. The employee shall be notified in writing of this situation by the County
Administration, and reimbursement must be made within fifteen (15) working days of this notice.
Failure to do so may result in permanent loss of participation in such programs at the discretion of the
County Administrator.

‘An employee suspended for more than fifteen (15) successive working days shall not accrue Annual
Leave or Sick Leave for the month the suspension period began. An employee may not substitute
any form of paid leave, including compensatory time off, in lieu of unpaid suspension time.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

   

SECTION 11-13 
Effective Date: August 3, 2020   

TERMINATION FOR DISCIPLINARY REASONS 

 
The authority to terminate an employee for disciplinary reasons is vested solely with the County 
Administrator, who may delegate or direct that the department head of the employee being 
terminated effect the termination action. The County Administrator at his/her discretion may provide 
the employee the opportunity to involuntarily resign from employment rather than be terminated. All 
involuntary resignations for disciplinary reasons shall be submitted in writing and signed by the 
employee either to the department head or County Administrator. A written acceptance of the 
involuntary resignation will be provided by the department head or County Administrator. All such 
documentation shall be maintained in the affected employee’s Permanent Personnel Record. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION

SECTION 11-13
Effective Date: August 3, 2020

TERMINATION FOR DISCIPLINARY REASONS

The authority to terminate an employee for disciplinary reasons is vested solely with the County
Administrator, who may delegate or direct that the department head of the employee being
terminated effect the termination action. The County Administrator at his/her discretion may provide
the employee the opportunity to involuntarily resign from employment rather than be terminated. All
involuntary resignations for disciplinary reasons shall be submitted in writing and signed by the
employee either to the department head or County Administrator. A written acceptance of the
involuntary resignation will be provided by the department head or County Administrator. All such
documentation shall be maintained in the affected employee's Permanent Personnel Record.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

   

SECTION 11-14 
Effective Date: August 3, 2020  

RESIGNATION 

 
An employee may terminate employment with the County voluntarily by resignation by stating his/her 
reasons in writing to the department head or the County Administrator. An employee who has 
submitted a voluntary resignation may be continued in the position upon request to withdraw the 
resignation prior to its formal written acceptance by the department head or County Administrator. 
Once written acceptance has been issued, the department head or County Administrator is not 
compelled to reinstate the resigning employee. Employees are encouraged to provide at least two 
(2) weeks’  notice in their voluntary resignations. All such documentation shall be maintained in the 
affected employee’s Permanent Personnel Record.   
 
If a person who voluntarily terminates his/her employment but does not comply with the written notice 
will be deemed terminated with unauthorized leave of absence.  

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION

SECTION 11-14
Effective Date: August 3, 2020

RESIGNATION

‘An employee may terminate employment with the County voluntarily by resignation by stating his/her
reasons in writing to the department head or the County Administrator. An employee who has
submitted a voluntary resignation may be continued in the position upon request to withdraw the
resignation prior to its formal written acceptance by the department head or County Administrator.
Once written acceptance has been issued, the department head or County Administrator is not
compelled to reinstate the resigning employee. Employees are encouraged to provide at least two
(2) weeks’ notice in their voluntary resignations. All such documentation shall be maintained in the
affected employee's Permanent Personnel Record.

Ifa person who voluntarily terminates his/her employment but does not comply with the written notice
will be deemed terminated with unauthorized leave of absence.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

   

SECTION 11-15 
Effective Date: August 3, 2020  

RETIREMENT 

 

When an employee subject to the provisions of the  Virginia  Retirement System (VRS) reaches 
retirement age in accordance with the provisions of VRS and desires to retire from County 
employment, the employee shall so advise the County Administration in writing within six (6) calendar 
months of the desired date of retirement. The County Administration will so notify VRS at that time 
in order to allow sufficient time to process all required paperwork to commence retirement payments 
at the time requested by the employee. 

 
When an employee subject to VRS provisions becomes physically or mentally incapable of performing 
the duties of his/her position in a satisfactory manner, it shall be the duty of the County Administrator 
to consider transferring the employee to a more suitable position (if such a position be available), or 
to require the employee to apply for disability or retirement, as appropriate. The Board of Supervisors 
or County Administrator is not compelled to create such a position or to take inordinate steps to 
facilitate an employee under these circumstances, and the County Administrator is empowered to 
cause the involuntary resignation of the employee due to personal medical conditions in 
circumstances where no suitable position is available and the employee refuses to apply for, or is 
determined ineligible for, disability or retirement. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION

SECTION 11-15
Effective Date: August 3, 2020

RETIREMENT

When an employee subject to the provisions of the Virginia Retirement System (VRS) reaches
retirement age in accordance with the provisions of VRS and desires to retire from County
employment, the employee shall so advise the County Administration in writing within six (6) calendar
months of the desired date of retirement. The County Administration will so notify VRS at that time
in order to allow sufficient time to process all required paperwork to commence retirement payments
at the time requested by the employee.

When an employee subject to VRS provisions becomes physically or mentally incapable of performing
the duties of his/her position in a satisfactory manner, it shall be the duty of the County Administrator
to consider transferring the employee to a more suitable position (if such a position be available), or
to require the employee to apply for disability or retirement, as appropriate. The Board of Supervisors
or County Administrator is not compelled to create such a position or to take inordinate steps to
facilitate an employee under these circumstances, and the County Administrator is empowered to
cause the involuntary resignation of the employee due to personal medical conditions in
circumstances where no suitable position is available and the employee refuses to apply for, or is
determined ineligible for, disability or retirement.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 11: DISCIPLINARY ACTION AND TERMINATION 

   

SECTION 11-16 
Effective Date: August 3, 2020   

 
EMPLOYMENT BENEFITS PROGRAMS UPON TERMINATION, RESIGNATION OR RETIREMENT 

 
 
The County is subject to the provisions of Title 10, Section 10003(a) of the federal Consolidated 
Omnibus Budget Reconciliation Act of 1986 (referred to as ‘COBRA’). It is the policy of the County to 
provide health insurance benefits to former employees in strict accordance with COBRA. The County 
Attorney is responsible for interpreting the application of COBRA provisions to specific situations 
regarding terminated employees. In general terms, COBRA may permit terminating employees to 
continue to be covered by the County’s health insurance benefits program under certain specific terms 
and conditions. Where an employee knows in advance of his/her pending termination, the employee 
should arrange to meet with the County Administration as soon as possible to discuss COBRA 
provisions if the employee is interested in maintaining County health insurance coverage. If termination 
is unanticipated, terminated employees must notify the County Administration no later than ten (10) 
calendar days after their termination date if they are interested in continuing their health insurance 
coverage through the County to determine eligibility under COBRA. Former employees are 
personally responsible for remitting their health insurance premium payments to the County 
Administrator, or his/her designee, no later than the eighteenth (18th) day of each month in order to 
continue coverage through the last calendar day of the next month (the form and manner of 
remittance shall be established by the County Administration). Non-payment of the monthly premium 
(or payment being rendered later than thirty (30) calendar days from the 18th day of any month) will 
result in cancellation of coverage. If coverage is canceled due to non- or late payment, the County’s 
obligations under COBRA may cease. 

 
Upon termination of employment for any reason, the County will cease its contributions to the 
employee’s Virginia Retirement System (VRS) retirement fund. If the employee is terminated mid- 
way through any month, the final contribution will be prorated according to the number of days the 
employee worked in that month. Terminated employees must meet with the County Administrator, or 
his/her designee, to discuss how they wish to handle their retirement fund according to VRS 
provisions. Group life insurance will also cease when the employee is terminated for reasons other 
than retirement. Employees may purchase an individual policy at non-group rates at their own expense. 

 
Termination of an employee for any reason will result in the employee ceasing to accrue any further 
leave time benefits as provided in this Manual as of the date of termination. Employees should refer 
to this Manual regarding compensation of leave at termination of employment. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 11: DISCIPLINARY ACTION AND TERMINATION

SECTION 11-16
Effective Date: August 3, 2020

EMPLOYMENT BENEFITS PROGRAMS UPON TERMINATION, RESIGNATION OR RETIREMENT

The County is subject to the provisions of Title 10, Section 10003(a) of the federal Consolidated
Omnibus Budget Reconciliation Act of 1986 (referred to as ‘COBRA’). It is the policy of the County to
provide health insurance benefits to former employees in strict accordance with COBRA. The County
Attomey is responsible for interpreting the application of COBRA provisions to specific situations
regarding terminated employees. In general terms, COBRA may permit terminating employees to
continue to be covered by the County’s health insurance benefits program under certain specific terms
and conditions. Where an employee knows in advance of his/her pending termination, the employee
should arrange to meet with the County Administration as soon as possible to discuss COBRA
provisions if the employee is interested in maintaining County health insurance coverage. If termination
is unanticipated, terminated employees must notify the County Administration no later than ten (10)
calendar days after their termination date if they are interested in continuing their health insurance
coverage through the County to determine eligibility under COBRA. Former employees are
personally responsible for remitting their health insurance premium payments to the County
Administrator, or his/her designee, no later than the eighteenth (18th) day of each month in order to
continue coverage through the last calendar day of the next month (the form and manner of
remittance shall be established by the County Administration). Non-payment of the monthly premium
(or payment being rendered later than thirty (30) calendar days from the 18th day of any month) will
result in cancellation of coverage. If coverage is canceled due to non- or late payment, the County's
obligations under COBRA may cease.

Upon termination of employment for any reason, the County will cease its contributions to the
employee's Virginia Retirement System (VRS) retirement fund. If the employee is terminated mid-
way through any month, the final contribution will be prorated according to the number of days the
employee worked in that month. Terminated employees must meet with the County Administrator, or
his/her designee, to discuss how they wish to handle their retirement fund according to VRS
provisions. Group life insurance will also cease when the employee is terminated for reasons other
than retirement. Employees may purchase an individual policy at non-group rates at their own expense.

Termination of an employee for any reason will result in the employee ceasing to accrue any further
leave time benefits as provided in this Manual as of the date of termination. Employees should refer
to this Manual regarding compensation of leave at termination of employment.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 12: EMPLOYEE PAY PLAN 

 

 

SECTION 12-01 
Effective Date:  August 3, 2020 

PAY PERIODS 
 
 
Pay Periods for all full-time, salaried employees shall begin the first calendar day 
through the fifteenth calendar day of each month, and the sixteenth calendar day 
through the last day of each month (excluding weekends and County holidays). For 
salaried employees, compensation for the immediately preceding Pay Period will 
generally be rendered on the sixteenth calendar day (excluding weekends and 
County holidays) and last regular County working day of the current month. 

 
The Pay Periods for all part-time, hourly wage employees shall begin the first 
calendar day through the fifteenth calendar day of each month, and the sixteenth 
calendar day through the last day of each month (excluding weekends and County 
holidays).  

 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 12: EMPLOYEE PAY PLAN

SECTION 12-01
Effective Date: August 3, 2020

PAY PERIODS

Pay Periods for all full-time, salaried employees shall begin the first calendar day
through the fifteenth calendar day of each month, and the sixteenth calendar day
through the last day of each month (excluding weekends and County holidays). For
salaried employees, compensation for the immediately preceding Pay Period will
generally be rendered on the sixteenth calendar day (excluding weekends and
County holidays) and last regular County working day of the current month.

The Pay Periods for all part-time, hourly wage employees shall begin the first
calendar day through the fifteenth calendar day of each month, and the sixteenth

calendar day through the last day of each month (excluding weekends and County
holidays).




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 12: EMPLOYEE PAY PLAN 

 

 

SECTION 12-02 
Effective Date: August 3, 2020 

 
 
BASIS FOR ANNUAL SALARIES AND SALARIED OVERTIME COMPENSATION 

 
 
Under normal conditions, the annual salaries for all permanent/full-time employees are for a period of 
two thousand and eighty (2,080) hours of employment for the annual period beginning July 1 and 
ending June 30 corresponding to the County Fiscal Year. Permanent/full-time salaried employees are 
considered to have been paid for 2,080 hours of employment each County fiscal year provided the 
employee has worked from the period beginning July 1 and ending June 30. Accordingly, all 
calculations for salaried overtime compensation pursuant to this Manual shall be made based on 
dividing a permanent/full-time employee’s salary by 2,080 hours to achieve the “salaried hourly 
rate” for purposes of calculating overtime compensation. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 12; EMPLOYEE PAY PLAN

SECTION 12-02
Effective Date: August 3, 2020

BASIS FOR ANNUAL SALARIES AND SALARIED OVERTIME COMPENSATION

Under normal conditions, the annual salaries for all permanent/full-time employees are for a period of
two thousand and eighty (2,080) hours of employment for the annual period beginning July 1 and
ending June 30 corresponding to the County Fiscal Year. Permanent/full-time salaried employees are
considered to have been paid for 2,080 hours of employment each County fiscal year provided the
employee has worked from the period beginning July 1 and ending June 30. Accordingly, all
calculations for salaried overtime compensation pursuant to this Manual shall be made based on
dividing a permanentfull-time employee's salary by 2,080 hours to achieve the “salaried hourly
rate" for purposes of calculating overtime compensation.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 12: EMPLOYEE PAY PLAN 

 

 

SECTION 12-03 
Effective Date: August 3, 2020 

AUTHORIZED PAYROLL DEDUCTIONS 

 

The County of Russell as an employer is authorized to make appropriate deductions from an 
employee's gross pay to cover Federal and State income taxes, contributions for retirement systems, 
employee group life insurance, health insurance and other employment benefits plans. With the 
authorization of the employee, the County may also make payroll deductions as may be approved by 
Board of Supervisors for the benefit or convenience of the employees. Individual deductions for other 
than the above shall be made only with the approval of the County Administrator and Board of 
Supervisors. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 12; EMPLOYEE PAY PLAN

SECTION 12-03
Effective Date: August 3, 2020

AUTHORIZED PAYROLL DEDUCTIONS

The County of Russell as an employer is authorized to make appropriate deductions from an
employee's gross pay to cover Federal and State income taxes, contributions for retirement systems,
employee group life insurance, health insurance and other employment benefits plans. With the
authorization of the employee, the County may also make payroll deductions as may be approved by
Board of Supervisors for the benefit or convenience of the employees. Individual deductions for other
than the above shall be made only with the approval of the County Administrator and Board of
Supervisors.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 12: EMPLOYEE PAY PLAN 

 

 

SECTION 12-04 
Effective Date: August 3, 2020 

DEDUCTIONS ON TERMINATION 

 

On termination of employment, the County shall deduct and withhold from the final paycheck of an 
employee any amount owed the County in payment for unearned leave, employment benefit 
programs, unreturned County-owned equipment and property, or any other indebtedness to the 
County. The final paycheck shall not be issued until the extent of any indebtedness to the County 
has been determined and cleared. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 12; EMPLOYEE PAY PLAN

SECTION 12-04
Effective Date: August 3, 2020

DEDUCTIONS ON TERMINATION

On termination of employment, the County shall deduct and withhold from the final paycheck of an
employee any amount owed the County in payment for unearned leave, employment benefit
programs, unreturned County-owned equipment and property, or any other indebtedness to the
County. The final paycheck shall not be issued until the extent of any indebtedness to the County
has been determined and cleared.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 12: EMPLOYEE PAY PLAN 

 

 

SECTION 12-05 
Effective Date: August 3, 2020 

 
PROBATIONARY EMPLOYMENT AND ANNUAL INCREASES 

 
 
The following provisions are guidelines for determining the eligibility of employees for annual salary or 
wage increases during the first year of their employment. These guidelines are generally applicable 
to all Positions of this Manual: 

 
The employee’s probationary employment period must be completed before the employee shall be 
eligible to receive his/her first general salary or wage increase beginning the following County fiscal 
year. This increase would be made effective as of the date of any general increase given to other 
employees. 

 
As guidelines, the above provisions are applied in instances where there are no unusual or mitigating 
circumstances as may be determined by the employee’s department head and/or County 
Administrator. Any increase in salary or wages is subject to budgetary appropriation by the Russell 
County Board of Supervisors. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 12; EMPLOYEE PAY PLAN

SECTION 12-05
Effective Date: August 3, 2020

PROBATIONARY EMPLOYMENT AND ANNUAL INCREASES

The following provisions are guidelines for determining the eligibility of employees for annual salary or
wage increases during the first year of their employment. These guidelines are generally applicable
to all Positions of this Manual:

The employee's probationary employment period must be completed before the employee shall be
eligible to receive his/her first general salary or wage increase beginning the following County fiscal
year. This increase would be made effective as of the date of any general increase given to other
employees.

As guidelines, the above provisions are applied in instances where there are no unusual or mitigating
circumstances as may be determined by the employee’s department head and/or County
Administrator. Any increase in salary or wages is subject to budgetary appropriation by the Russell
County Board of Supervisors.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 13: MISCELLANEOUS 

 

 

SECTION 13-01 
Effective Date: August 3, 2020 

 
EMPLOYEE TRAVEL AND RELATED EXPENSES 

 
 
The Russell County Board of Supervisors recognizes the need for employees to occasionally use their 
personal motor vehicles for work-related travel. The policies set forth in this Section are intended to 
govern employees' use of personal vehicles and the County’s reimbursement for same and for work-
related travel expenses. 

 
(A).    Use of County Motor Vehicles and Personal Vehicles: 

 
(1). County motor vehicles shall be used rather than personal vehicles for work-related travel where 
possible. This Policy is administered by the County Administrator.  

 
(2). Employees may use their personal vehicles for travel to and from work-related functions when 
necessary. As a guideline, "shared" County motor vehicles may be used for both local (i.e. within 
Russell County and non-local outside Russell County travel). Priority use of shared County motor 
vehicles is given to non-local travel. Employees may use their personal vehicles for non-local travel 
and be reimbursed subject to the provisions of this Section and approval of the County Administrator.  
 
As a guideline, employees with access to a "priority" or "dedicated" motor vehicle should use those 
vehicles rather than "shared" vehicles in both non-local and especially local travel where practical. 

 
(3). County motor vehicle insurance coverage is not extended to employees using personal vehicles 
for work-related travel. 

 
(B).    Travel and Related Expenses Eligible for Reimbursement. 

 
The following may be reimbursed or charged to a County credit card: 

 
(1). Use of an employee’s personal vehicle to commute to and from work-related functions outside of 
Russell County upon approval of the County Administrator. This includes travel to and from work-
related functions held after regular working hours, on nights, weekends, and County holidays. 

 
(2). Where p r e -authorized by the County Administrator, use of long-distance common-carrier 
transportation such as airlines, buses, or trains to travel or commute to and from work-related functions 
not within Russell County. 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 13: MISCELLANEOUS,

SECTION 13-01
Effective Date: August 3, 2020

EMPLOYEE TRAVEL AND RELATED EXPENSES

The Russell County Board of Supervisors recognizes the need for employees to occasionally use their
personal motor vehicles for work-related travel. The policies set forth in this Section are intended to
govern employees’ use of personal vehicles and the County's reimbursement for same and for work-
related travel expenses

(A). _ Use of County Motor Vehicles and Personal Vehicles:

(1). County motor vehicles shall be used rather than. personal vehicles for work-related travel where
possible. This Policy is administered by the County Administrator.

(2). Employees may use their personal vehicles for travel to and from work-related functions when
necessary. As a guideline, "shared" County motor vehicles may be used for both local (i.e. within
Russell County and non-local outside Russell County travel). Priority use of shared County motor
vehicles is given to non-local travel. Employees may use their personal vehicles for non-local travel
and be reimbursed subject to the provisions of this Section and approval of the County Administrator.

As a guideline, employees with access to a "priority" or "dedicated" motor vehicle should use those
vehicles rather than "shared" vehicles in both non-local and especially local travel where practical

(3). County motor vehicle insurance coverage is not extended to employees using personal vehicles
for work-related travel.

(B). Travel and Related Expenses Eligible for Reimbursement.

The following may be reimbursed or charged to a County credit card:

(1). Use of an employee's personal vehicle to commute to and from work-related functions outside of
Russell County upon approval of the County Administrator. This includes travel to and from work-
related functions held after regular working hours, on nights, weekends, and County holidays.

(2). Where pre-authorized by the County Administrator, use of long-distance common-carrier

transportation such as airlines, buses, or trains to travel or commute to and from work-related functions
not within Russell County.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 13: MISCELLANEOUS 

 

 

(3). Use of taxis, cabs, buses, or other local common-carrier transportation to travel or commute to 
and from work-related functions not within Russell County. 

 
(4). Cost of lodging, meals (including tips or gratuities not to exceed fifteen (15%) percent of the 
total bill), tolls, parking fees and related fares or charges incurred as a direct result of work-related 
travel. 

 
(C). Travel and Related Expenses Not Eligible for Reimbursement. 

The following may not be reimbursed or charged to a County credit card: 

(1). Use of an employee’s personal vehicle to commute from the employee’s residence or other 
location to and from the employee’s primary place of work on a day-to-day basis. 

 
(2). Commutes using an employee’s personal vehicle to and from work-related functions within 
Russell County, including functions held after regular working hours, on nights, weekends, and County 
holidays. 

 
(3). Commutes using an employee’s personal vehicle from an employee’s residence or other 
location to and from the employee’s primary place of work or other location within Russell County for 
the purpose of accessing a County motor vehicle for subsequent travel to a work-related function. 

 
(4). Repairs or emergency road assistance to an employee’s personal vehicle while in use for 
work-related travel. 

 
(5). Expenses incurred for an employee’s emergency medical or health-related services while 
traveling on work-related functions, unless said services are determined to qualify for Worker’s 
Compensation benefits. 

 
(6). Personal expenses while traveling on work-related functions, such purchases of goods and 
services for personal use or convenience. 

 
(D).    Rate of Mileage Reimbursement for Travel Using Personal Vehicles: 

 
(1). The County will reimburse employees at the rate equal the rate per mile of travel established 
for employees by the Board of Supervisors when using personal vehicles for non-local, work-related 
travel in instances where no County motor vehicle was available at the time of departure. Mileage 
may begin at the point of departure for the trip and end when the point of return for the employee. 
Employees must certify as to the unavailability of a County motor vehicle in this event, and the situation 
may be verified by the County Administrator. The County Administrator may disallow full mileage 
reimbursement where a County motor vehicle was available. 

 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 13: MISCELLANEOUS,

(3). Use of taxis, cabs, buses, or other local common-carrier transportation to travel or commute to
and from work-related functions not within Russell County.

(4). Cost of lodging, meals (including tips or gratuities not to exceed fifteen (15%) percent of the
total bill), tolls, parking fees and related fares or charges incurred as a direct result of work-related
travel.

(C). Travel and Related Expenses Not Eligible for Reimbursement

The following may not be reimbursed or charged to a County credit card:

(1). Use of an employee’s personal vehicle to commute from the employee's residence or other
location to and from the employee's primary place of work on a day-to-day basis.

(2). Commutes using an employee's personal vehicle to and from work-related functions within
Russell County, including functions held after regular working hours, on nights, weekends, and County
holidays.

(3). Commutes using an employee's personal vehicle from an employee's residence or other
location to and from the employee's primary place of work or other location within Russell County for
the purpose of accessing a County motor vehicle for subsequent travel to a work-related function.

(4). Repairs or emergency road assistance to an employee's personal vehicle while in use for
work-related travel.

(5). Expenses incurred for an employee's emergency medical or health-related services while
traveling on work-related functions, unless said services are determined to qualify for Worker's
Compensation benefits.

(6). Personal expenses while traveling on work-related functions, such purchases of goods and
services for personal use or convenience.

(D). Rate of Mileage Reimbursement for Travel Using Personal Vehicles:

(1). The County will reimburse employees at the rate equal the rate per mile of travel established
for employees by the Board of Supervisors when using personal vehicles for non-local, work-related
travel in instances where no County motor vehicle was available at the time of departure. Mileage
may begin at the point of departure for the trip and end when the point of return for the employee.
Employees must certify as to the unavailability of a County motor vehicle in this event, and the situation
may be verified by the County Administrator. The County Administrator may disallow full mileage
reimbursement where a County motor vehicle was available.





Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 13: MISCELLANEOUS 

 

 
(2). Fuel purchases for employees using their personal vehicles for any work-related travel must be 
paid by the employee.  A County credit card may not be used for such purchases. 

 
(3). Employees must apply for reimbursement on forms provided by the County within thirty (30) 
calendar days of the first date on which expenses were incurred. In the event of a change in the 
rate of reimbursement, the rate paid will be that in effect at the time the expense was incurred. The 
cost of reimbursement shall be charged to an appropriate budget line-item and will only be made 
provided budget authority exists for such reimbursement. 

 
(4). The County Administrator may reduce or adjust the amount of mileage reimbursement if the 
mileage recorded appears excessive in relation to the extent of travel involved. 

 
(E).    Per-Diem and Reimbursements for Travel-Related Expenses: 

 
(1). Lodging reservations for employee travel should be made in advance of the trip and billed 
directly to the County where possible. Receipts for all lodging must be kept when the County credit 
card is used or if the employee wishes to seek reimbursement for lodging costs. No reimbursement will 
be made without appropriate receipts. Where the function’s sponsor recommends or provides 
lodging associated with the function, the County will pay for or reimburse in full the cost of such 
lodging. As a guideline, the cost of lodging should not exceed one hundred twenty-five ($125.00) 
dollars per employee per night. If lodging costs exceed this amount (including sponsor-provided 
lodging), employees should seek alternative accommodations. The County Administrator may make 
exceptions to this guideline in special or unusual situations. 

 
(2). As a guideline, the County will not pay for or reimburse overnight lodging expenses where the 
location of a work-related function is fifty (50) miles or less from the Town of Lebanon, Virginia. 
Exceptions may be made by the County Administrator with respect to work-related functions to be 
conducted over more than two (2) successive days at such a location, or where the work-related 
function will be beginning earlier than 8:00 AM or end past 7:00 PM on any day. 

 
(3).   The County will pay for or reimburse in full the actual cost of employee meals while traveling 
on work-related functions not to exceed sixty ($60.00) dollars per employee in any twenty-four (24) 
hour period (per-diem) while traveling alone or with other County employees. Exceptions to this per- 
diem rate may be made by the County Administrator with respect to work-related travel with non- 
employee guests or with County elected or appointed officials, or when the travel distance or destination 
appears to warrant additional per-diem. Receipts for all meals purchased must be presented if the 
employee wishes to seek reimbursement for meals. No reimbursement will be made without 
appropriate receipts. 

 
(4).   Fuel purchases for County motor vehicles while in use for any work-related travel may be paid 
by a County fuel card or reimbursed to the employee, repairs, or maintenance to County vehicles. 

 
 
 
 
 
 
 
 
 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 13: MISCELLANEOUS,

(2). Fuel purchases for employees using their personal vehicles for any work-related travel must be
paid by the employee. A County credit card may not be used for such purchases.

(3). Employees must apply for reimbursement on forms provided by the County within thirty (30)
calendar days of the first date on which expenses were incurred. In the event of a change in the
rate of reimbursement, the rate paid will be that in effect at the time the expense was incurred. The
cost of reimbursement shall be charged to an appropriate budget line-item and will only be made
provided budget authority exists for such reimbursement.

(4). The County Administrator may reduce or adjust the amount of mileage reimbursement if the
mileage recorded appears excessive in relation to the extent of travel involved.

(E). Per-Diem and Reimbursements for Travel-Related Expenses:

(1). Lodging reservations for employee travel should be made in advance of the trip and billed
directly to the County where possible. Receipts for all lodging must be kept when the County credit
card is used or if the employee wishes to seek reimbursement for lodging costs. No reimbursement will
be made without appropriate receipts. Where the function's sponsor recommends or provides
lodging associated with the function, the County will pay for or reimburse in full the cost of such
lodging. As a guideline, the cost of lodging should not exceed one hundred twenty-five ($125.00)
dollars per employee per night. If lodging costs exceed this amount (including sponsor-provided
lodging), employees should seek alternative accommodations. The County Administrator may make
exceptions to this guideline in special or unusual situations.

(2). As a guideline, the County will not pay for or reimburse overnight lodging expenses where the
location of a work-related function is fifty (50) miles or less from the Town of Lebanon, Virginia.
Exceptions may be made by the County Administrator with respect to work-related functions to be
conducted over more than two (2) successive days at such a location, or where the work-related
function will be beginning earlier than 8:00 AM or end past 7:00 PM on any day.

(3). The County will pay for or reimburse in full the actual cost of employee meals while traveling
‘on work-related functions not to exceed sixty ($60.00) dollars per employee in any twenty-four (24)
hour period (per-diem) while traveling alone or with other County employees. Exceptions to this per-
diem rate may be made by the County Administrator with respect to work-related travel with non-
employee guests or with County elected or appointed officials, or when the travel distance or destination
appears to warrant additional per-diem. Receipts for all meals purchased must be presented if the
employee wishes to seek reimbursement for meals. No reimbursement will be made without
appropriate receipts.

(4). Fuel purchases for County motor vehicles while in use for any work-related travel may be paid
by a County fuel card or reimbursed to the employee, repairs, or maintenance to County vehicles.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 13: MISCELLANEOUS 

 

 
(5). Employees must apply for reimbursement on forms provided by the County Administrator’s 
Office. Reimbursement must be applied for within thirty (30) calendar days of the first date on which 
expenses were incurred. In the event of a change in the rate of reimbursement, the rate paid will be 
that in effect at the time the expense was incurred. The cost of reimbursement shall be charged to 
an appropriate budget line-item and will only be made provided budget authority exists for such 
reimbursement. 

 
(6). The County Administrator may reduce or adjust the amount of travel-related expense 
reimbursement if the amount exceeds the provisions of this section without prior approval or sufficient 
justification. 

 
(F).     Cash Advances for Travel-Related Expenses: 

 
In particular situations, it may be necessary to provide a cash advance for travel-related expenses. 
Such advances may be authorized by the County Administrator on a case-by-case basis and subject 
to conditions as may be deemed appropriate by the County Administrator. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 13: MISCELLANEOUS,

(5). Employees must apply for reimbursement on forms provided by the County Administrator's
Office. Reimbursement must be applied for within thirty (30) calendar days of the first date on which
expenses were incurred. In the event of a change in the rate of reimbursement, the rate paid will be
that in effect at the time the expense was incurred. The cost of reimbursement shall be charged to
an appropriate budget line-item and will only be made provided budget authority exists for such
reimbursement.

(6). The County Administrator may reduce or adjust the amount of travel-related expense
reimbursement if the amount exceeds the provisions of this section without prior approval or sufficient
justification

(F). Cash Advances for Travel-Related Expenses:
In particular situations, it may be necessary to provide a cash advance for travel-related expenses.

Such advances may be authorized by the County Administrator on a case-by-case basis and subject
to conditions as may be deemed appropriate by the County Administrator.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 13: MISCELLANEOUS 

 

 
SECTION 13-02 
Effective Date: August 3, 2020  

REIMBURSEMENT OF EMPLOYEE PURCHASES 

 
Upon County Administrator approval, reimbursement shall be remitted to the employee on a case 
by case basis.  The cost of reimbursement shall be charged to an appropriate budget line-item and 
will only be remitted provided budget authority exists for such reimbursement. 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL
PART 13: MISCELLANEOUS,

SECTION 13-02
Effective Date: August 3, 2020

REIMBURSEMENT OF EMPLOYEE PURCHASES

Upon County Administrator approval, reimbursement shall be remitted to the employee on a case
by case basis. The cost of reimbursement shall be charged to an appropriate budget line-item and
will only be remitted provided budget authority exists for such reimbursement.




Russell County Board of Supervisors  
PERSONNEL POLICIES AND PROCEDURES MANUAL 
PART 13:  GENERAL 

 

 

SECTION 13-03 
Effective Date: August 3, 2020 

 
EMPLOYEE USE OF COUNTY INTERNET ACCESS 

 
 
Certain employees may be permitted access to the Internet via desktop computers with the 
approval of the County Administrator for County business only. Personal use of the Internet is limited 
only to employees’ break-period.  Any other internet use will be handled through employee counseling 
or disciplinary action.    

 
 

 
 

 
 

Russell County Board of Supervisors
PERSONNEL POLICIES AND PROCEDURES MANUAL,

PART 13: GENERAL

SECTION 13-03
Effective Date: August 3, 2020

EMPLOYEE USE OF COUNTY INTERNET ACCESS

Certain employees may be permitted access to the Internet via desktop computers with the
approval of the County Administrator for County business only. Personal use of the Internet is limited
only to employees’ break-period. Any other internet use will be handled through employee counseling

or disciplinary action.



	PART 00. PREFACE
	SECTION 06-07 OFFICE CLOSURE DURING EMERGENCIES
	SECTION 10-08 DRESS CODE
	SECTION 10-13 DRUG AND ALCOHOL-FREE WORKPLACE                                                    SECTION 10-14 EMPLOYEE RELATIONS WITH THE PUBLIC
	SECTION 12-03 AUTHORIZED PAYROLL DEDUCTIONS
	SECTION 00-01
	V I R G I N I A:
	RESOLUTION NUMBER 07-20
	The vote on this motion was as follows: (67-10)
	SECTION 01-01
	SECTION 01-02
	SECTION 01-03
	SECTION 01-04
	SECTION 01-05
	SECTION 01-06
	DEFINITIONS
	SECTION 01-07
	TERMINOLOGY
	SECTION 01-08
	SECTION 01-09
	SECTION 01-10
	SECTION 01-11
	SECTION 01-12
	SECTION 02-01
	SECTION 02-02
	SECTION 02-03
	SECTION 02-04
	SECTION 02-05
	SECTION 02-06
	SECTION 02-07
	SECTION 02-08
	SECTION 02-09
	SECTION 03-01
	SECTION 03-02
	SECTION 03-03
	SECTION 03-04
	SECTION 03-05
	SECTION 03-06
	SECTION 03-07
	SECTION 03-08
	SECTION 03-09
	SECTION 03-10
	SECTION 03-11
	SECTION 03-12
	TEMPORARY EMPLOYEES
	SECTION 04-01
	SECTION 04-02
	SECTION 04-03
	SECTION 04-04
	SECTION 04-05
	SECTION 05-01
	SECTION 05-02
	SECTION 05-03
	SECTION 05-04
	SECTION 05-05
	SECTION 05-06
	SECTION 06-01
	SECTION 06-02
	SECTION 06-0304
	SECTION 06-0405
	SECTION 06-0506
	SECTION 06-0607
	SECTION 06-0708
	SECTION 07-01
	GENERAL
	SECTION 07-02
	TYPES OF EMPLOYMENT BENEFITS
	SECTION 07-03
	ADMINISTRATION OF LEAVE
	SECTION 07-04
	Annual LeaveLeave With Pay (Paid Time Off or P.T.O.)
	SECTION 07-05
	Sick Leave
	SECTION 07-06
	JURY LEAVE
	SECTION 07-07
	MILITARY LEAVE
	Eligibility:
	Procedures for Military Leave:
	Benefits:
	Re-Employment and Exceptions:
	Prevailing Authority:
	SECTION 07-08
	Who the Policy Covers
	Policy
	Military Family and Medical Leave
	Who the Policy Covers
	Policy
	SECTION 07-09
	HOLIDAY LEAVE
	SECTION 07-10
	COMPENSATION OF LEAVE AT TERMINATION OF EMPLOYMENT
	SECTION 07-11
	EMPLOYMENT BENEFITS AND LEAVE FOR PART TIME ANDOR TEMPORARY EMPLOYEES
	SECTION 07-12
	TRANSFERABLE LEAVELEAVE TRANSFERRAL
	SECTION 07-13
	WHEN PPAID LEAVE ACCRUED
	SECTION 07-14
	ABSENCES WITHOUT LEAVE
	SECTION 07-15
	WORKER’S COMPENSATION
	SECTION 08-02
	SECTION 08-03
	SECTION 08-04
	SECTION 08-06
	SECTION 08-07
	SECTION 08-08
	SECTION 08-09
	SECTION 08-10
	SECTION 08-11
	SECTION 08-12
	SECTION 08-13
	SECTION 08-14
	SECTION 09-01
	SECTION 09-02
	SECTION 09-03
	SECTION 09-04
	SECTION 09-05
	SECTION 09-06
	SECTION 09-07
	SECTION 10-01
	SECTION 10-02
	SECTION 10-03
	SECTION 10-04
	WORKPLACE HARASSMENT AND DISCRIMINATION
	I.
	II. Complaint procedure.
	I.
	III. Disciplinary Action.
	IV. Prohibited Conduct Under This Policy. Discrimination
	Harassment
	Sexual Harassment
	Retaliation
	V. Investigation and Confidentiality.
	SECTION 10-05
	SECTION 10-06
	SECTION 10-07
	SECTION 10-08
	SECTION 10-09
	SECTION 10-10
	SECTION 10-11:  April 6, 2020
	PERSONAL USE OF COUNTY PROPERTY
	SECTION 10-12
	SECTION 10-13
	1.
	1.
	1.
	1.
	1.
	1.
	1. PURPOSE
	1.
	2. POLICY
	1.
	3. APPLICABILITY
	4. DEFINITIONS
	Alcohol:
	Adulterated Specimen:
	Commercial Driver’s License (CDL):
	Any of three types of commercial driver’s licenses:
	CDL Employee:
	Commercial Motor Vehicle:
	Illegal Drug:
	Safety Sensitive Position:
	Substance Abuse Professional (SAP):

	5. SELF-REPORTING
	6. TESTING CONDITIONS
	7. PRIVACY RIGHTS
	8. DISCIPLINE AND CORRECTIVE ACTION
	9. CDL EMPLOYEES
	11. EXCLUSIONS
	12. INTERPRETATION
	SECTION 10-14
	SECTION 11-01
	SECTION 11-02
	SECTION 11-03
	SECTION 11-04
	SECTION 11-05
	SECTION 11-06
	SECTION 11-07
	SECTION 11-08
	SECTION 11-09
	SECTION 11-10
	SECTION 11-11
	SECTION 11-12
	SECTION 11-13
	SECTION 11-14
	SECTION 11-15
	SECTION 11-16
	SECTION 12-01
	PAY PERIODS
	SECTION 12-02
	SECTION 12-03
	SECTION 12-04
	SECTION 12-05
	SECTION 13-01
	SECTION 13-02
	SECTION 13-03