Employee Handbook

TABLE OF CONTENTS

INTRODUCTION
•Delaware Valley Regional Planning Commission

FACTS ABOUT YOUR POSITION
EMPLOYMENT POLICY STATEMENT
EMPLOYMENT STATUS
•Regular Salaried Employees
•Non-Salaried Employees(Full and Part-time)
RECRUITMENT AND APPLICATION
•Recruitment of Staff from within DVRPC
•Recruitment of Persons from outside DVRPC
•Employee Referral Program
•Eligibility to Work in the United States
•Orientation Period
•Position Classification
•Compensation Plan
•Your Performance & Performance Rating

PERSONNEL ACTIONS
SALARY INCREASES-PERFORMANCE EVALUATIONS
•Meritorious Salary Increments
•Exceptional Salary Increments
•Recognition of Educational Achievement Increments
•Promotions
•Reclassifications
•Work Hours
PAY POLICY
•Paychecks
•Time Sheets
EQUAL OPPORTUNITY POLICY
•Grievances and Appeals
•Complaints and Appeals
AMERICAN WITH DISABILITIES ACT POLICY
HARASSMENT
•Sexual Harassment Policy & Prohibited Conduct
SEPARATION
•Resignation
•Reduction in Force
•Disciplinary Policy and Procedures
•Employee Conduct
•Types of Disciplinary Action

FACTS ABOUT YOUR BENEFITS
LEAVE
•Annual Leave
•Unused Annual Leave
•Personal Leave
•Holidays
•Sick Leave
•Family and Medical Leave
•Leave of Absence Without Pay
•Military Leave
•Special Civil Leave
FRINGE BENEFITS
•Retirement
•Social Security
•Health Insurance
•Alternative Health Benefits Cash Program
•Retired Employee Health Program
•Alternative Health Care Protection
•Leave of Absence Without Pay
•COBRA
•Life Insurance
•Workmen's Compensation
•Unemployment Compensation
•TransitChek
•Advanced Training Assistance Program

IMPORTANT INFORMATION
•Name, Address and Other Changes
•Release of Human Resources Information
•DVRPC Dress Code Policy
•First Aid
•Attendance at Off-Site Conferences and Meetings
•Travel Expenses
•Commission Vehicles
•Credit Union
•Deferred Compensation Program
•Political Activity
•Conflict of Interest
•Acceptance of Gifts
•Other Employment
•Building Security
•DVRPC Social Club
•Identification Card
•Employment Information Systems
•DVRPC E-Mail Policy
•Workstation and Internet Usage Policy
•Alcoholism and Drug Policy
•No Smoking Policy
•Inclement Weather Procedures

INTRODUCTION

Welcome to the Delaware Valley Regional Planning Commission.

The Commission plays an important role in many aspects of life in the Delaware Valley, and I hope you feel that through your work here at DVRPC you are improving the region where we live. To answer some of the questions you may have concerning the Commission and its policies, we have written this handbook.

The management staff of the Commission strives to make the working environment a challenging and productive experience. Our objective is to foster as much diversity in work assignments as possible, so that staff members can utilize their individual skills and learn new ones as well. We encourage creative, innovative thinking and self-motivation, and welcome your suggestions for increased efficiencies.

In accordance with adopted Board policies, we are committed to the principle of equal opportunity in all aspects of the Commission's employment activities.

The Employee Handbook is your guide to the major features of the Commission's regulations and to the benefits made available to you. Review the Handbook carefully and retain it at your work desk for quick reference.

This Employee Handbook is not a contract guaranteeing employment for any specific duration. Although we hope that your employment relationship with us will be long-term, either you or DVRPC may terminate this relationship at any time, for any reason, with or without cause.

I rely upon division and office heads, and the Human Resources office staff, to maintain close contact with each employee and to resolve any problems or answer questions that may arise. I look forward to meeting each staff member personally, and am available to meet with an employee who seeks my guidance concerning Commission-related matters.

We wish you the best of luck and success in your position and hope that your employment relationship with DVRPC will be a rewarding experience. - Barry Seymour, Executive Director

DELAWARE VALLEY REGIONAL PLANNING COMMISSION
The Delaware Valley Regional Planning Commission is a public agency which was established in 1965 by an interstate compact between the Commonwealth of Pennsylvania and the State of New Jersey. The staff of the Commission conducts professional planning studies and programs in many fields, including transportation, environmental protection, land use, economic development, data and information management, and other special studies. The agency's policy-making body is the Board which is composed of Commissioners representing each member government. The Executive Committee is responsible for the agency's administrative and fiscal control. Both groups usually meet monthly. The Executive Director is responsible for the overall supervision of the staff and the work program.

Since the Commission does not have a tax base or first instance funding, all positions are dependent upon DVRPC receiving federal, state, and county grants and contributions.

The purpose of this handbook is to provide a good working knowledge of the Commission's personnel policies and benefits. However, it is not a substitute for the official Human Resources Policy and Procedures Manual, so please check with your immediate supervisor or with the Human Resources office if you have any specific questions on policies or procedures. The contents of this handbook are presented for your knowledge. While we fully intend to continue offering the benefits and policies as written, the Delaware Valley Regional Planning Commission reserves the right to change, modify or revoke them, with or without notice to you, permanently or temporarily, if it is in the best interest of the Commission to do so.

No policy, benefit, or procedure implies, or should be construed to imply that the Handbook is an employment contract for any period of time.

Included with the Human Resources Policy and Procedures Manual is an acknowledgment sheet which would apply to DVRPC employees. After the sheet is read carefully, employees sign the sheet and you return it to the Human Resources Office, where it will be kept in their employment file.

FACTS ABOUT YOUR POSITION

EMPLOYMENT POLICY STATEMENT

All employment is authorized by the Executive Director. "Dismissal is not limited to cause" and the Delaware Valley Regional Planning Commission reserves the right to sever the employment relationship for any reason at will and at the total discretion of the Executive Director.

Please understand that no supervisor, manager, or representative of DVRPC other than the Executive Director has the authority to enter into any agreement with you for employment for any specified period or to make any promises or commitments contrary to the foregoing and will not be enforceable unless it is in writing by the Executive Director.

EMPLOYMENT STATUS

There are two types of pay classifications for Commission employees; regular full-time salaried and non-salaried. All DVRPC employees are employed at-will and therefore can be removed for any reason at any time with or without cause.

Regular Full-Time Employees
The majority of the Commission's staff is regular full-time salaried employees. If you are a regular full-time employee, you are eligible for the following benefits upon your first day: annual leave, sick leave, holidays, personal leave days, monthly TransitChek, special civil leave and military leave, and are enrolled in the Commonwealth of Pennsylvania State Employees Retirement System (SERS). After a 90-day orientation period, you are eligible for the following benefits: group life insurance, PPO or HMO health insurance, dental plan, prescription plan, flexible spending account. Each of these benefits is described more fully in a later section of this handbook.

Non-Salaried Employees (Full-Time and Part-Time)
From time to time, the Commission requires the services of personnel on a short-term basis. Temporary appointments barring exceptional circumstances are made for a period of no longer than 750 hours or 100 days in a given calendar year. Full-time cooperative education students may work longer than 750 hours in a given calendar year and are exempt from mandatory enrollment into the State Employees' Retirement System (SERS). Temporary employees are paid on an hourly or per diem basis. If you are a non-salaried employee, you are not eligible for any of the benefits listed above except for annual leave and sick leave and, in some circumstances, a monthly TransitChek.

RECRUITMENT AND APPLICATION

All steps in the recruitment process must adhere to DVRPC's Equal Opportunity Employment Policy. In order to start the recruitment process for any position, an Action for Approval must be signed by the respective department head, recommended by the Human Resources Director and the Comptroller, and approved by the Executive Director. After the interviewing phase has been completed, all candidates will be rated and ranked. The Human Resources Director will then make a selection recommendation and present it to the Division Director for their recommendation. The Executive Director has final approval authority on all hires, and will send an offer letter to the prospective employee.

Recruitment of Staff from within DVRPC
All vacancies will be posted on designated bulletin boards for a period of five working days before outside recruitment begins. Under special conditions, the requirements of this procedure may be waived by the Executive Director. A combination of education, past work experience and experience gained at DVRPC are requirements that will be considered in recruiting in-house applicants. The following policy guideline applies to all DVRPC employees who are applicants:

The promotion of existing employees who have increased their skill and job potential and who qualify will be encouraged.

Interdepartmental recruitment of qualified DVRPC employees will be encouraged.

No employee will be intimidated or discouraged from applying for a vacant position.

In order to be considered for a vacant position, current employees must meet the educational and years of experience requirements listed in the vacancy announcement and submit a memo and/or cover letter of intent, along with an updated resume that includes the details of their current position to the Director of Human Resources.

Recruitment of Persons from outside DVRPC
Advertisements are placed in area newspapers coincident with the internal posting of a vacancy announcement. Posting announcements are sent to appropriate colleges and university placement offices and to all minority referral placement offices. Advertisements may be placed in professional newsletters and publications. Selections to fill vacant positions will be made of the best qualified persons in terms of experience, skills, training, education and aptitude. Employment opportunities will be made available on an equal opportunity basis to qualified persons without regard to race, color, religion, gender, sexual preference, national origin, political affiliation, physical disability, age or marital status. DVRPC employees are encouraged to refer qualified applicants.

Employee Referral Program
This program encourages and subsequently rewards employees who seek out and refer qualified applicants to DVRPC positions. We believe that by tapping into our best resource-our employees-we will be sure to attract candidates that will enhance the reputation and work environment here at DVRPC. A total of $500.00 will be awarded to any DVRPC employee who refers an applicant who is then hired and remains an active employee for at least 90 days. The reward will be made in two payments. The first payment of $250.00 will be awarded after the referred employee has been with the Commission for a total of 30 days. The second payment of $250.00 will be awarded after the referred employee has successfully completed his/her 90-day orientation period.

Eligibility To Work In The United States
In accordance with The Immigration Reform and Control Act of 1986, DVRPC will only employ American Citizens or Foreign-Nationals who are legally authorized to work in the United States. Employees must provide sufficient documentation necessary to complete the INS Form I-9 (Employment Eligibility Verification) within three (3) days of their start date at DVRPC. It is DVRPC's policy not to sponsor Foreign-Nationals for temporary work visas and permanent residency status to continue to legally work in the United States.

Orientation Period
If you are hired on a salaried basis, you will go through a 90-day orientation period to determine whether you can perform the required duties of your position. This period will be utilized for closely observing your work and for your obtaining the most effective adjustment to your position. Employees in an orientation period, like all DVRPC employees, are employed at-will and therefore can be removed for any reason at any time with or without cause. In addition, if at any time during the orientation period, your performance is found to be unsatisfactory, you will be terminated. If you are in orientation, you have no right of appeal in a termination action. Prior to the end of this 90-day period, your supervisor will evaluate your performance. If your performance does not meet the Commission's standards, your orientation period may be extended. A satisfactory performance will determine the end of your orientation status and placement in a regular status.

Only when you are in regular status do you become eligible for all benefits. (Does not apply to non-salaried employees).

If you are a non-salaried employee (temporary), you do not receive a formal evaluation, but may have your performance evaluated when qualified and applying for a regular salaried position.

Position Classification
Because of the many different types of positions in the Commission, it is necessary to standardize position titles and descriptions. This is done through a position classification system which groups positions into class series on the basis of their duties and responsibilities. A class series is a group of positions that have similar duties and responsibilities and that can be described by the same title. These positions are treated alike with respect to recruitment, selection, compensation and other Human Resources consideration.

In general, the levels of classifications in a class series are graded according to the type of education and amount of experience required. For example, a Technical Assistant II or a Research Analyst II position will require more education and/or experience than a Technical Assistant I or a Research Analyst I. At present, there are 45 levels of classifications used in the Commission.

Each position classification has an approved title and job description. The position title is used for all payroll and Human Resource actions. This should not be confused with a working title, which is used within the Commission and in contact with the public. The position specification consists of the position title; a brief definition of the work included; examples of tasks which are typical of positions in the class; the special knowledge, skills and abilities which are required of new employees in the class; the minimum experience and training necessary for entrance to the class; and any other special requirements, such as a license or certificate. The classification of your position is based upon an evaluation of the type and level of your assigned duties and responsibilities in relation to the class specifications.

Compensation Plan
One of the main purposes of the classification plan is to insure that you, as a Commission employee, are paid in accord with the principle of "Equal Pay for Equal Work." Each class in the position classification plan is assigned to a pay range having a minimum rate and a maximum rate. The compilation of the various pay ranges constitutes the compensation plan. The compensation plan is established by the Executive Committee. From time to time, the compensation plan is amended by the Executive Committee, upon the recommendation of the Executive Director.

A new employee usually starts at the minimum rate of the pay range for their classification of work.

Your Performance and Performance Rating
Upon assignment to a position in the Commission you will receive on-the-job instruction from your supervisor. You will be given adequate time to learn your duties, and the established standards you must meet will be explained to you. Toward the end of the 90-day orientation period, your supervisor will complete an orientation performance evaluation form and rate your performance. If it is acceptable, your position will assume regular status. Your supervisor will discuss your rating with you and you will be asked to sign to acknowledge that you have seen the form.

PERSONNEL ACTIONS

SALARY INCREASES AND PERFORMANCE EVALUATIONS

If you are a salaried employee, you may be eligible for two types of salary increases. Each is described below. All salary increases are contingent upon the availability of funds.

Meritorious Salary Increments
From time to time, the Executive Committee of the Delaware Valley Regional Planning Commission may authorize an average percentage salary increase. The Commission's employees may receive a meritorious salary increase which is based on individual performance.

At the beginning of each fiscal year, July 1st, you and your supervisor will complete an Employee Worksheet for Performance Program. This program will define your tasks/objectives and standards of performance. In January, you will receive a six (6) month interim review. At the end of the fiscal year, June 30th, the final results achieved will be noted and rated. In addition, a Performance Evaluation Form which describes your personal working traits is prepared and rated. Your total performance evaluation rating score is a composite of the two separate performance evaluation criteria, (i.e., the fiscal year's work program and your personal work traits). The accomplishments stated on the Worksheet for Performance guides your overall rating score. The percentage of the salary increase you may receive depends on your overall rating, (i.e., Outstanding, Excellent, Very Good, etc.). Your immediate supervisor will discuss the rating with you. Strengths will be identified and your supervisor, if necessary, will identify opportunities for improvement and develop a performance improvement plan. You will be asked to sign to acknowledge that you have seen the form.

If your performance rating is unsatisfactory, you will not be eligible for promotion or a meritorious salary increment, and the rating may be grounds for dismissal. If you do not agree with your performance rating, it is within your prerogative to request a conference with the reviewing officer. If you are still dissatisfied with the answers you receive, you may confer with the Human Resources Director. The final decision rests with the Executive Director of DVRPC.

Non-salaried employees may receive informal performance ratings as well. Although these ratings are not related to salary increases as they are with salaried employees, they will provide a record of your employment here at DVRPC which may be useful to you in locating regular employment elsewhere.

Remember, ratings are as much designed to recognize you for good work as well as to identify problem areas. The Commission wants to see you become more proficient and to progress, based on merit, to higher levels of responsibility as opportunities become available. Performance ratings become a part of your permanent record.

New employees hired after the beginning of each fiscal year will be eligible for a pay for performance salary increased based on their start date.

Employees who join DVRPC from:
July 1 to December 31 will be eligible for a full increase.
January 1 to March 31 will be eligible for a pro-rated increase.

Because of their orientation status, new employees who join DVRPC from April 1 to June 30 will not be eligible for a salary increase.

Exceptional Salary Increments
Exceptional performance increments are granted to employees who exemplify a standard of excellence and outstanding performance in connection with their assigned duties and responsibilities and accompanied by a superior attitude and a willingness to cooperate with others. You must have demonstrated outstanding performance, beyond regularly assigned duties and responsibilities, which has been reflected in actual results well above standards for their job. The granting of an exceptional increment may be made at any time during the year. You may also be considered for an exceptional salary increment where a promotion or other action may not be possible or appropriate. To be eligible for consideration of an exceptional increment you must have received a rating of Excellent or higher and written justification from your immediate supervisor. The Executive Director approves this award.

Recognition of Educational Achievement Increments
It is the policy of DVRPC to recognize and award Staff who have received during their tenure at the Commission advanced education degrees which are related to the advancement of knowledge and skills that will enhance their job performance. If you are eligible for a reclassification, you will be advanced to the next salary grade with a 5% salary increment. If you are not eligible for a reclassification, you will receive a 5% salary increment in your current salary range.

Promotions
(a) Competitive Promotion
It is the Commission's policy to fill vacancies by promoting qualified employees. Notices of available positions are posted on the special bulletin boards. You are encouraged to apply for promotional opportunities and to compete with outside candidates.

Selection is based on merit. Friendship, relationship, prejudices, outside influence, disability, sexual orientation, color, race, age, religion, gender, or national origin will not have any bearing on either an employee's eligibility for a position or the employee's chances of being selected.

(b) Reclassification-Assignment to a Higher Level Position
This type of promotion recognizes the employee's demonstrated competence to perform more responsible work and is based upon actual assignment to a position of increased difficulty and responsibility.

(c) Desk Audit
If you genuinely believe that your current position is improperly classified, you may ask to have the classification of your position reviewed. Reclassification should not be requested because your salary is at the maximum of your pay range or because you believe you are capable of performing at a higher level. You should review carefully your duties and responsibilities and relate them to the standards and specifications for your present class before deciding to initiate a request. One important factor that should be considered is whether any significant changes have taken place in your work since you were assigned to your present classification. Reclassification does not always carry a higher grade or salary. Each action is carefully analyzed and could conceivably involve a down grade.

Reclassification Procedure
Outline your request in writing, giving specific reasons why you believe your position should be reclassified. The request should be given to your supervisor, who will review and forward it with a recommendation to the Division Director. The Division Director will then prepare a comment before forwarding the request to the Human Resources Director. The Human Resources Director reviews the request and determines if a formal desk audit is required. Recommendation from the Human Resources Director on the disposal of the request is made to the Executive Director within a reasonable period of time.

Compensation
If you are promoted to a higher classification, you may receive a five percent (5%) increase over your previous salary.

Work Hours
The official work day for Commission employees is normally 8:00 a.m. to 4:30 p.m. or 8:30 a.m. to 5:00 p.m. Alternative flex hours from 7:30 a.m.- 4:00 p.m. or 9:00 a.m. - 5:30 p.m. are also an option but staff must request such an arrangement of their Division Director and have it approved by the Executive Director. The Commission's reception desk is in operation from 8:00 a.m. to 5:00 p.m. A total of 7.5 hours is required daily, Monday through Friday. One hour is allowed for a lunch break.
Exceptions to flex time hours will require the written approval of the Division Director and the Executive Director.

Compensatory Time: All exempt class staff members are expected to routinely perform overtime as part of their required duties. Compensatory time should only be granted under the most unusual circumstances (ex. evening meeting hours extended beyond normal DVRPC business hours, excessive overtime worked deemed necessary to complete special projects). Any request by a staff member to use earned compensatory time is subject to the approval of their immediate supervisor with the staff members assurance that the time is available. Compensatory time may be granted only if it is not disruptive to the Commission's operations.

PAY POLICY

Paychecks
All employees are paid on a bi-weekly basis and there will be 26.1 pay periods per annum. Your supervisor will explain the schedule. Deductions may be made from your check for federal income tax, social security, state income tax, Philadelphia city wage tax, retirement, deferred compensation, etc. An Earnings Statement which shows earnings and payroll deductions are included with your check. You should check it for accuracy each pay day. You may request that your check be direct deposited to a personal bank account by making arrangements with the Finance office.

Time Sheets
All employees are required to prepare and hand in a time sheet every week. Paychecks are not issued without a properly signed time sheet. Time sheets should be completed on a daily basis. Since time sheets are used to allocate costs to various projects, identified by a code number, it is very important that your time sheet accurately reflects the hours you spent working on individual projects. Your supervisor will explain the coding system to you and will tell you which projects you are allowed to charge on your time sheet.

EQUAL OPPORTUNITY POLICY

DVRPC policy prohibits discrimination against any employee or prospective employee because of race, color, age, gender, religious affiliation, national origin, marital status, disability, or sexual orientation. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, and training. Promotions are based on job performance, attitude and willingness to accept additional responsibility. An Affirmative Action Program outlines the various activities carried out by the Commission to achieve equal opportunity objectives. The Human Resources/Equal Opportunity Director assists the Executive Director in ensuring that equal opportunity actions are properly performed. Any questions you may have about equal opportunity policies should be directed to the Human Resources/Equal Opportunity Director.

The Commission complies with the Americans with Disabilities Act and other applicable laws and ensures equal employment opportunities to qualified individuals with a disability. The Commission will provide reasonable accommodation to any known physical or mental limitation of qualified disabled applicants and employees who otherwise qualify for a job, unless the accommodation would impose undue hardship on the Commission.

Environmental Justice and You

The Delaware Valley Regional Planning Commission (DVRPC), as one component of its responsibilities and required self-certification as the region's Metropolitan Planning Organization (MPO), ensures that its plans, programs and projects are responsive to the goals of Title VI of the Civil Rights Act of 1964. The law is intended to avoid both direct and disparate impacts on identified groups, such as African-Americans, Asians, Hispanics, Native Americans, the poor and disabled, through implementation of DVRPC's long-range Land Use and Transportation Plan (the Year 2025 Plan); the shorter-range Transportation Improvement Program (TIP) and the annual Planning Work Program. Each of these documents is evaluated annually, as part of the required self-certification process, to ensure that the Plan, TIP and Work Program, as a whole, comply with the spirit and intent of Title VI. In furtherance of this process, during 2001, the DVRPC Board adopted the following policy statement:

Our Philosophy: The Delaware Valley Regional Planning Commission (DVRPC), through its Annual Planning Work Program, has undertaken the supportive technical analyses and coordination activities to prepare this Environmental Justice (EJ) Policy Statement, accompanying Implementation Strategies and Summary Report. DVRPC Board and staff, both collectively as an agency and as individuals, believe that sensitivity to environmental justice issues and concerns is the right thing to do, in response to the affirmative and proactive approaches advocated by Title VI of the Civil Rights Act of 1964. reflect the diversity of the region's population, needs and governing structure.

It is the responsibility of each DVRPC staff member, through their personal behavior, public interaction and direct involvement in technical studies and programs, to strive to achieve the spirit and intent of this adopted Policy Statement. Please consult with the Office of Human Resources, the Office of Communications and Public Affairs and this report if you have any questions or need additional guidance.

Grievances and Appeals
General
A grievance is a perceived wrong considered by an employee as grounds for a non -EEO complaint. You have the right to file a grievance if you believe that a severe injustice has been suffered due to lack of job satisfaction, threats to your safety or health, physical facilities, supervisory practices, disciplinary action, work hours, administration of leave and similar conditions of employment. It is the policy of DVRPC to assure the availability of a a grievance procedure for the resolution of problems without fear of reprisal.

Management will consider the following guidelines:
It is the aim of the Commission to prevent grievances or to resolve them as soon as they arise. If you have a grievance, you should bring it to the attention of your immediate supervisor either verbally or in writing. If the matter is not within the supervisor's control, or if you feel the answer does not resolve your grievance, you may appeal the matter to higher administration levels. The levels of appeal above your supervisor, are your Division Director and the Human Resources/Equal Opportunity Director. If necessary, the Human Resources/Equal Opportunity Director will contact the Executive Director. Please contact the Human Resources Director for more details of the Grievance procedures.

Complaints and Appeals
General
Special complaint procedures have been developed to deal with any complaints of discrimination against race, color, gender, sexual orientation, age, religion, national origin, disability, personal appearance. If you feel you have been discriminated against in some manner, contact the Human Resources/Equal Opportunity Director.

The meeting(s) and contents will be kept in strict confidence and you will be informed of the procedures available for filing a discrimination complaint. It is against DVRPC policy for any employee (supervisory or otherwise) to retaliate against any employee for using the complaint procedures. Any employee found to have engaged in prohibited retaliation will be subject to disciplinary action, up to and including dismissal.

AMERICAN WITH DISABILITIES ACT

DVRPC complies with the American with Disabilities Act and other applicable laws that ensure equal employment opportunities to qualified individuals with a disability. No supervisor or employee will willingly discriminate against disabled people by patronization, disdainful attitude, wrongful treatment, or inappropriate remarks and titles.

All employees are also expected to adhere to the DVRPC's policy of providing reasonable accommodations for co-workers with disabilities: unless an undue hardship, direct threat to health and safety or other job related consideration exists.

HARASSMENT

DVRPC expressly prohibits any harassment of any DVRPC employee based on race, color, religion, gender, sexual preference, national origin, age disability, or status in any group protected by federal, state or local law. Harassment is a form of discrimination. All managers and supervisors are to report to the Human Resources Director as soon as they become aware of any conduct that may constitute harassment, including sexual harassment as defined in the section below. Any employee of DVRPC found in violation of these rules and policies will be subject to appropriate disciplinary action, up to and including termination.

Sexual Harassment Policy
DVRPC will neither accept nor condone any conduct or behavior which constitutes sexual harassment in the workplace. All managers and supervisors will have the responsibility to assure that the DVRPC workplace is free of any such conduct and behaviors. Any employee of DVRPC found in violation of these rules and policies will be subject to appropriate disciplinary action, up to and including dismissal. Unwelcome sexual advances, request for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:

1. Submission to such conduct is either an explicit or implicit term or condition of employment;
2. Submission to or rejection of such conduct is used as a basis for employment decisions affecting the individual; or
3. Such conduct has the purpose or effect of reasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive working environment.

Prohibited Conduct
DVRPC'S sexual harassment policy prohibits sexual harassment in the workplace, whether committed by supervisory or non-supervisory personnel. Specifically, no supervisor will threaten or insinuate, either explicitly, or implicitly, that an employee's submission to or rejection of sexual advances will in any way influence any personnel decision regarding the employee's employment, wages, advancement, assigned duties, or any other condition of employment or career development.

Other sexually harassing conduct in the workplace that may create an offensive work environment, whether committed by supervisory or non-supervisory personnel, is also prohibited. This includes, but is not limited to offensive, or unwelcome advances of a sexual nature, graphic verbal commentaries about an individual's body, sexually degrading words used to describe an individual's body, sexually degrading words used to describe an individual, and the display in the workplace of sexually suggestive objects or pictures.

Complaint Procedure
If you believe that you have been the subject of harassment, you are encouraged to seek assistance and guidance from the Human Resources/EEO Director or the Executive Director. To the extent possible, all complaints and related information will remain confidential except to those individuals who need the information to investigate, evaluate, or take action in response to the complaint or incident.

Retaliation
It is against DVRPC's policy for any employee (supervisory or otherwise) to retaliate against any employee for using the complaint procedures provided by the Human Resources Director. Anyone found to have engaged in prohibited retaliation will be subject to disciplinary action up to and including dismissal.

SEPARATION

Resignation
If you plan to resign, you should give your supervisor written notice at least two weeks before your last day of work, unless you are unable to do so because of extenuating circumstances. Executive management personnel should give at least one (1) months' notice. This notice should include your reason for resigning. Prior to receiving your final paycheck, you will be required to return your identification card and to account for all Commission property assigned to you.

If your resignation is for the purpose of retiring, contact the State Employees' Retirement System Field Office and your Human Resources Office at least six weeks before your termination date.

Absence without approved leave for more than five consecutive working days may, at the discretion of the Executive Director, be interpreted as abandonment of employment, and in effect, a resignation.

Reduction in Force
It is the policy of DVRPC that, if it must reduce employment because of lack of work, lack of funds, restructuring, or any other conditions, the Executive Director will implement a Reduction-in-Force ( RIF). DVRPC will attempt to avoid terminations, and whenever possible will consider alternatives to a RIF before any final decisions are made. However, management must reserve the right to make exceptions to the RIF procedures in order to assure an adequate level of productivity. The Executive Director will determine which positions must be retained so that DVRPC's Work Program objectives will be maintained following the RIF. The procedure is designed to identify those individuals whose employment must be terminated. Employee evaluation ratings will be used in determining which employee will be terminated. Seniority (excluding breaks in service) will only be used when ranking individuals who have the same rating score. Specific details will be provided by the Human Resources Director, if you should have any questions. If budget constraints are temporary, you may be subject to furlough, which is a temporary separation from employment, either on vacation paid leave or without pay.

Disciplinary Policy And Procedures
Disciplinary action will be taken to notify an employee whose conduct has been improper with view toward ending such conduct and continuing his or her employment or to terminate the employment when it becomes necessary to do so in the best interest of DVRPC.

The Executive Director is responsible for disciplining employees, such as for misconduct amounting to violation of law or Commission rules, insubordination, intoxication while on duty, unsatisfactory work performance, or similar substantial reasons. Disciplinary action for improper conduct can be in the form of verbal or written reprimand to more serious actions, including suspension, demotion, or immediate dismissal of an employee.

The above constructive disciplinary policy is intended as a general guideline only. The Commission may, in its sole discretion, omit any of the steps and proceed directly to discharge.

Employee Conduct
Although situations may exist where a warning, second chance, or some other discipline may suffice, the following are some examples, but are not inclusive of all reasons, of misconduct so serious that they subject an employee to immediate suspension or discharge without warning:

1. Any act which endangers the safety or lives of self or others.
2. Gross insubordination, including deliberate disobedience of proper and reasonable instruction from one's supervisor.
3. Falsifying any Commission records or providing false or misleading information to Commission investigators, officials, supervisors, or law enforcement officers.
4. Falsifying payroll records or payroll information.
5. Leaving Commission work locations during working hours without the permission of a supervisor.
6. Abusing, destroying, damaging or defacing Commission property, tools, equipment or the property of others.
7. Gambling of any kind on Commission premises or during work hours.
8. Delaying or restricting work activities or inciting others to delay or restrict work activities.
9. Fighting (any employee directly involved).
10. Bringing intoxicants, narcotics, alcohol, hallucinogens, illegal drugs or other mind-impairing substances to work; possessing or consuming same on Commission premises, or during working hours or reporting for work under their influence. Supervisors will be held responsible for allowing any of the above to occur.
11. Unauthorized possession of firearms or other dangerous weapons on Commission premises or during working hours.
12. Unapproved absences from work (AWOL) or excessive absenteeism.
13. Disclosure of confidential Commission information to unauthorized persons.
14. Failure to complete and submit a request for approval of outside employment when that employment is in conflict with employees' Commission duties.
15. Arrest and/or conviction on criminal charges.
16. Failure to turn over property found during the course of employment to appropriate management personnel in order that an attempt can be made to locate the owner.
17. Acceptance of loans, gifts, gratuities, favors, service or other proffered arrangements for personal benefit from private parties or organizations doing business with the Commission or which in any way is connected with Commission employment.
18. Failure to immediately report injury occurring on-the-job or disabling illness to your supervisor.
19. Displaying rude, obscene, or disrespectful or argumentative behavior toward Commission supervisors, managers, or the general public.
20. Operating a Commission vehicle without a valid operator's license of the appropriate classification where required.
21. Unauthorized use of Commission tools, equipment, reusable materials, property, facilities or supplies.
22. Any severe violation the Commission's policy and procedures as determined by the Executive Director, including violations of Commission policies against discrimination and sexual harassment.

Types of Disciplinary Action
Recommendations for disciplinary action due to improper conduct are to be forwarded, where practicable, to the Human Resources Office before any final action is taken.

The following disciplinary actions are authorized for improper conduct depending on the nature and severity of the offense:

a. Written Reprimand

1. A written reprimand is a documented transmittal from a department head or the Executive Director to an employee, informing such employee that his or her conduct, if continued, will warrant disciplinary action. The written reprimand will specify when and where such conduct occurred, and it will serve as a warning that any repetition of the unacceptable conduct will be reason for suspension or dismissal.
2. When a department head or the Executive Director determines that such action is necessary and appropriate in the best interest of DVRPC, he or she will transmit a reprimand in writing to an employee under their supervision. Such written reprimand will contain the necessary information and justification for the action, including a statement as to why the department head is taking this action rather than an alternative disciplinary action. A copy of such reprimand will be forwarded to the employee involved and placed in the employee's personnel file.

b. Suspension

1. Suspension is the temporary removal of a person from employment with DVRPC, without pay, for disciplinary reasons for a specified period of time not to exceed thirty (30) calendar days. A suspended employee will not receive pay or be permitted to use any leave benefits during the suspension period. For purposes of leave and pay benefits, the days of leave employees must take as a result of a suspension will be treated as leave without pay.
2. When a supervisor determines that such action is necessary and appropriate in the best interest of DVRPC, he or she may recommend to the Human Resources Director that an employee be suspended. This action will be in writing and contain the necessary information and justification for the action. In extreme circumstances, it may be necessary to suspend an employee prior to notifying the Human Resources Office. A written recommendation and justification will be provided to the Human Resources Director immediately following such action and sent to the Executive Director for approval.
3. Upon taking action on a recommendation for suspension, the Human Resources Director will notify the employee and provide him or her with a copy of the recommendation indicating the action taken and signed by the Executive Director. A suspension will become effective as of the time indicated on the personnel action. Employees affected by suspension will also be informed in their notice that they have the right to appeal. (See Grievance and Appeal Procedure, page 16)

c. Dismissal

1. Dismissal for improper conduct is the removal of a person from employment with DVRPC due to deliberate and gross misconduct, or at the discretion of the Executive Director when alternative disciplinary action is not deemed sufficient, appropriate, or in the best interest of DVRPC.
2. An employee who is dismissed will be compensated for those days worked up to and including the date of dismissal, as well as for his or her earned to date annual and compensatory leave. Pay and leave benefits, as well as fringe benefits, will terminate at the close of business on the day an employee is dismissed.

FACTS ABOUT YOUR BENEFITS

LEAVE

Annual Leave (Vacation)
The earning of annual leave is based upon length of service, and is calculated differently for salaried and non-salaried employees. Vacation schedules should be planned ahead and must be approved by the supervisor, who is responsible for scheduling vacations so that the number of employees on leave does not interfere with the work of the unit. Annual leave is requested via a memorandum addressed to the immediate supervisor, who must sign and approve it.

Salaried Employees:

Non-Salaried Employees:
One day is earned for the following:

Unused Annual Leave
Unused annual leave may be carried over from one year to the next, up to the amount of leave earned in the preceding two and one-half (2 1/2) years. For example, an employee earning 15 days of annual leave per year may carry over 37.5 days. An employee earning 20 days of annual leave per year may carry over 50 days. All carry over of leave time must be approved by the Executive Director. Unused annual leave that would otherwise be lost at the end of the calendar year may be applied against any sick leave taken that year. If employment is terminated, you will be paid for any annual leave you have earned to date and have not used.

Annual leave to which a salaried employee will become entitled during the calendar year may be used before it is actually earned. An employee who anticipates annual leave and then terminates employment must reimburse the Commission for any unearned annual leave which they have taken. However, non-salaried employees may not anticipate annual leave. They must earn the annual leave before it is taken.

Personal Leave
All full-time salaried employees are eligible for four (4) days of personal leave each calendar year. Non-salaried temporary employees are not eligible for personal leave. The personal leave allowed is intended to provide you with time off with pay so that you can attend to matters which may be considered private in nature, for example, special religious holidays. Personal leave is requested via a memorandum to your immediate supervisor, who must sign and approve it.

One personal leave day is earned during each quarter of the calendar year (January 1st to March 31st, April 1st to June 30th, July 1st to September 30th, and October 1st to December 31st). You must be in compensable status for the entire quarter to earn a personal leave day.

Personal leave to which an employee will become entitled during the calendar year may be granted at the supervisor's discretion before it is earned. If you are permitted to anticipate such leave and subsequently terminate employment, you will reimburse the Commission for unearned leave. If you terminate employment, you will be paid for any personal leave you have earned.

Personal leave days are non-cumulative from a calendar year to calendar years. If you are required to work on a scheduled personal leave day and is unable to reschedule the personal day during the calendar year due to the demands of your work, 90 days will be granted for scheduling personal leave days.

Holidays
Salaried employees observe the following holidays:

** Personal Days: One (1) personal leave day is earned during each quarter of the calendar year (January 1st to March 31st, April 1st to June 30th, July 1st to September 30th, and October 1st to December 31st) for a total of four (4) personal days per year.

The following holidays are suspended: Lincoln's Birthday, Good Friday, and General Election Day. Providing funds are available, these holidays may be reinstated. In order to be paid for a holiday, you must be in a compensable status both the day before and the day after the holiday.

Non-salaried employees are not paid for holidays, but they may charge the day to vacation leave if it has been earned.

Sick Leave
Statement of Policy

DVRPC expects all employees to assume diligent responsibility for their attendance and promptness. Recognizing, however that illnesses and injuries may occur, DVRPC has established sick leave benefits to compensate regular salaried and non-salaried employees for certain time lost for legitimate medical reasons.

Should you be unable to work because of illness, you must notify your supervisor or your department head by 9:00 a.m. on each day of your absence unless you are granted an authorized medical leave, in which case different notification procedures apply. (See FMLA policy in this handbook.) Failure to properly notify DVRPC results in an unexcused absence.

All salaried employees earn 1 1/4 days of sick leave for each month of employment. Non-salaried employees are entitled to one day of sick leave for each 140 hours worked. Unused sick leave may be accumulated up to 300 days.

You may be granted sick leave with pay when you are absent from work because of:

1. Your personal illness or injury.
2. A death in your immediate family, which includes husband or wife, son, daughter, brother, sister, parents, grandparent, grandchild, parent-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, grandparent-in-law, or any relative residing in your household.
3. Serious illness of a member of your immediate family or household requiring your care and attention.
4. Contact with or exposure to a contagious disease rendering your presence hazardous to fellow employees. "Contagious disease" is defined as a disease subject to quarantine or requires isolation of the patient by health authorities having jurisdiction.
5. Necessary medical or dental attention that cannot be scheduled during non-working hours.
6. When it is necessary for an employee's child to undergo an examination or treatment for medical, dental or optical reasons.

Sick leave will be granted only when you have received proper prior approval from the head of your department, or when you or someone in your household has notified your immediate supervisor within two hours of your reporting time on the first day of absence. If you are absent for three or more consecutive work days, proof of illness in the form of a certificate from a physician is required. Such a certificate will also be required if sick leave is requested during a vacation period, and in other circumstances as may be required by your department head. Repeated absences of less than three days, and repeated absences which in the opinion of the supervisor could be classified as sick leave abuse, could result in a request that a doctor's certificate be submitted for each such absence.

Any misstatement or misrepresentation by an employee in connection with the use of sick leave is grounds for disciplinary action. Sick leave is something to be used when you are sick or for other reasons cited in the Human Resources Rules and Regulations. It is not an extra vacation day or extra "time-off." Sick leave is not an entitlement!

While you are on sick leave, you continue to earn annual and sick leave. If you terminate employment, (except upon application for retirement benefits), any unused sick leave will lapse without compensation. Upon retirement, an employee is paid an amount equal to the value as described below.

In the last year of employment, 100% of days earned over 300 days, with a maximum of 13 additional days.

You have up to one year from your actual retirement date to apply for retirement annuities and still be eligible for payout of unused accumulated sick leave.

Sick leave to which a salaried employee will be entitled during the calendar year may be used before it is actually earned. An employee who uses sick leave before it is earned and terminates employment must reimburse the Commission for any unearned sick leave.

Non-salaried employees do not carry over accrued sick leave when there is a break in service. Temporary employees who are appointed to a regular salaried position without a break in service may carry over any accrued sick or annual leave.

Family and Medical Leave
GENERAL
The purpose of this policy is to provide employees an unpaid leave or paid leave for the birth, adoption or foster care of a child; an employee's serious illness; or the serious illness of a family member. The provisions of this section are intended to be interpreted so as to be consistent with the Federal Family and Medical Leave Act of 1993.

Family Leave

a. Eligibility

1. Any employee who has been employed by DVRPC for one (1) year and has worked at least 1,250 hours during the 12-month period immediately preceding the request, is eligible for family leave.
2. Employees may be granted 12 work weeks of unpaid family/medical leave during any 12-month period for the following:
   1. birth of a child
   2. the placement of a child with the employee for adoption or foster care
   3. the care of a family member who has a serious condition

If the request for leave is based on reasons (a) and (b) listed above, then the entitlement to leave expires 12 months after the birth or placement of a child.

b. Procedure
When requesting family leave; the employee will:

1. Provide reasonable notice in writing as soon as the employee knows that the leave will be needed. A completed "Request for Absence" form is also required. The notice should include the following:
   1. an explanation of why the leave is necessary;
   2. the date family leave will commence;
   3. the date the employee is expected to return to work; and
   4. related documentation or medical certification where appropriate.
2. Make a reasonable effort to schedule the family leave in a manner that does not disrupt unduly the operation of DVRPC.
3. Any accrued annual and sick leave must be used as part of unpaid family leave. DVRPC will continue Commission paid health and dental insurance while the employee is on unpaid FMLA leave.
4. Employees are required to arrange for a consultation with the Human Resources office prior to the beginning of the leave.
5. The Executive Director will approve or deny all request for Family Leave.

Note: Serious health condition is defined as a physical or mental illness, injury of impairment that involves inpatient care in a hospital, hospice or residential health facility; or continuing treatment or supervision at home by a health care provider or other competent individual.

Reinstatement
Employees returning from an authorized family leave will be reinstated to their previously held positions (or comparable positions) except in limited cases when holding an employee's position proves to be a hardship for the Commission.

Leave of Absence without Pay (Non-FMLA)
Leave of Absence without Pay (Non-FMLA) is a period of approved absence granted to employees who are not covered under the federal Family and Medical Leave Act (FMLA). Under the guidelines of the FMLA you must be employed for at least 12 months and have worked at least 1,250 hours during the 12-month period immediately preceding the request for family leave.

If you cannot fulfill the above requirements for FMLA, then employees still may be eligible for up to 12 weeks of leave time. Leave of absence without pay (non-FMLA) may be granted to salaried employees for serious health conditions, childbirth and non-medical-related issues, for such periods of time as are authorized by the Executive Director.

An employee who returns to work following an approved non-FMLA leave of absence without pay will be given the same or similar position in the same position classification and at the same rate of pay, as well as have all applicable benefits reinstated at full coverage.

When you are on leave of absence without pay (non-FMLA), you do not earn annual or sick leave. Please see the Human Resources department or consult the Employees' Policy and Procedure manual for more details on how benefits are affected when on leave of absence without pay (non-FMLA.)

When you are absent without notice or the approval of your supervisor, the absence is also without pay.

Leave of Absence Without Pay (Non-FMLA) may result in a pro-rated (reduced) pay for performance award.

Military Leave
There are two types of military leave--military leave with pay, and military leave without pay.

As a regular salaried DVRPC employee, you may be granted military leave with pay under the following conditions:

1. As a member of the Pennsylvania or New Jersey National Guard, for all types of training duty (active and inactive) or other military duty ordered or authorized by the Armed Forces of the United States. A maximum of 15 days paid military leave will be authorized each calendar year. Time off over 15 days can be charged to military leave without pay. In addition, military leave with pay will also be granted on all working days when as a member of the Pennsylvania National Guard, you are engaged in the active service of the Commonwealth as ordered by the Governor.
2. As a member of a Reserve component of the Armed Forces, for all types of duty ordered or authorized by the Armed Forces of the United States. A maximum of 15 days paid military leave will be authorized each calendar year. Any time off over 15 days can be charged to military leave without pay.

As regular salaried employees you will be granted military leave without pay if you enter voluntarily or involuntarily any branch of the Armed Forces of the United States, any of its reserve components or any of its National Guard components for purpose of training or service. A maximum of four years plus any involuntary extension of active duty and up to one year of voluntarily extended active duty will be authorized.

Special Civil Leave
Salaried employees may be granted leave with pay to serve on a jury or to attend court as a witness. You will be expected to come into the office if possible, either before the daily court session begins or after it ends. Prior approval to attend court must be obtained from your immediate supervisor for pay purposes, and a copy of your summons to attend court must be on file in the Human Resources Office.

FRINGE BENEFITS

Retirement
When you are appointed to a salaried position, you are required to join the Pennsylvania State Employees Retirement System. This is a program in which both you and the Commission contribute toward assuring an income for you after retirement. Your contribution is 6.25% of your salary. If you leave the Commission service, your contribution may be returned to you or, under certain conditions you may elect to vest it. The provisions of the retirement program are complicated, and the Human Resources Office will provide you with further information if you wish. You will receive a booklet explaining the retirement system issued by the State Employees Retirement Board.

Social Security
In addition to membership in the Retirement System, employees are eligible for Social Security benefits. Hourly or per diem employees, who are not eligible for membership in the State Retirement System, are covered by Social Security. See your social security office for details.

Health Insurance
The Commission provides hospital, medical, prescription and dental insurance for its salaried employees and their eligible families. We offer a choice of Personal Choice or Keystone health coverage. Coverage for regular salaried employees takes effect after you have completed 90 days of orientation. An extension of your orientation employment will delay your health and life insurance benefits. Brochures describing the Commission's group health insurance program, prescription plan and dental plan are available in the Human Resources Office.

Alternative Health Benefits Cash Program Policy
If you have health insurance coverage with another benefits program or through your spouse's plan, you have the option to waive DVRPC health, prescription and dental insurance benefits. In exchange, DVRPC will provide you with a cash benefit of 50% of the cost for your health, prescription and dental insurance. Cash benefits will be distributed semi-annually. The distribution months are January and July. All cash benefits are subject to local, state and federal taxes. Please see the Human Resources office for more detailed information.

Retired Employee Health Program
With the exception of the dental plan, health insurance and prescription insurance continues for all salaried employees who retire either by age or under the following criteria. (The dental plan ceases upon retirement regardless of the basis for the retirement.) The Commission's health insurance program covers all eligible employees who retire under age sixty (60) with twenty-five (25) or more years service; those over the age of 60 with ten (10) or more years service; or those retirees with an approved disability. At age 65, retired employees or their spouse automatically become eligible for Medicare, Part "A" and Part "B." Although Medicare provides for hospital and medical/surgical expenses, it does have deductibles and is not an all inclusive coverage. Medicare will then become your primary health insurance. To offset your out of pocket medical expenses, the Commission will pay for a supplemental Blue Cross/Blue Shield 65 Special Program. This program supplements medical services and expenses not included in Medicare. You are required to inform the Human Resources office when you or your eligible spouse have reached age 65 and have applied for Medicare. The Human Resources Office will arrange for your 65 Special application at that time. Coverage in the Retired Employee Health Program ends upon your death. If your covered spouse wishes to continue group coverage with DVRPC's plan, they must apply and pay for their continued medical and prescription insurance under the COBRA plan. Note: If you waive the COBRA coverage at the time of your retirement, your surviving spouse maintains the right to continue their health insurance for 36 months under COBRA coverage. See section on Consolidated Omnibus Budget Reconciliation Act of 1987.

Alternative Health Care Protection
As an alternative to the Personal Choice medical plan (PPO), you have the option of enrolling in a managed care program (HMO). Information about the Commission's health insurance plans is available in the Human Resources office.

The Commission will contribute up to the same amount toward the managed care plans for you and your family as it does for coverage under Personal Choice. If the cost of the managed care plan you select is higher than the Commission's Blue Cross/Blue Shield Personal Choice Plan, you will be responsible for the difference.

NOTE: Managed care benefits are determined by the provisions of the particular managed care coverage you select.

Leave of Absence Without Pay (LWOP)
NON FMLA LEAVE
If you take a leave of absence without pay (non-FMLA) for an extended period, your health insurance coverage will cease. However, you may elect to continue membership in the group if you pay for coverage yourself. For further information check with the Human Resources Office.

Consolidated Omnibus Budget Reconciliation Act Of 1986 (COBRA)
The Consolidated Omnibus Budget Reconciliation Act and the Tax Reform Act of 1986 require that the Commission offer employees and their eligible dependents enrolled in DVRPC's medical and dental insurance programs the opportunity to purchase a limited extension of health care coverage at group rates, with a 2% administrative cost, under qualifying circumstances when this coverage would otherwise end. The Human Resources Office is required to supply you with detailed information when the qualifying events occur.

A spouse or qualified dependent of a deceased retired employee may apply for COBRA coverage for a period of 36 months. Note: The dependent must be covered by the Commission's group plan prior to the death of the retired employee.

Life Insurance
The Commission provides group term life insurance if you are a salaried employee, after you complete 90 days of orientation or after the completion of an extended orientation. The amount of your insurance is equal to the nearest thousand dollars above your annual salary. Your life insurance remains in force during a leave of absence. You should refer any questions about the program to the Human Resources Office.

Workman's Compensation
The Commission carries insurance to protect you if you are injured on the job. If you are injured at work, even though you may not need medical attention, report it at once. Unless the injury is reported within 24 hours, you may not be eligible to receive compensation to which you may otherwise be entitled. Further information (including the necessary forms) is available in the Human Resources Office.

Unemployment Compensation
As a Commission employee, you are covered under the provisions of the Unemployment Compensation Law. If you are terminated from your employment, you may file a claim for unemployment benefits. If you are found eligible, compensation will be paid to you as determined by the Bureau of Employment Security.

TransitChek
Pre-Tax Purchase of Monthly TransitCheks Policy
Effective January 11, 2002, Section 132(f) of the Internal Revenue Service code will permit employees to receive a maximum of one hundred dollars monthly in TransitCheks to subsidize their transportation costs. Currently, DVRPC provides all employees with a sixty dollar TransitChek each month. Therefore, all employees may now opt to purchase an additional twenty or forty dollar TransitChek. This purchase will be deducted from their gross (pre-tax) income.
The benefits of purchasing additional TransitCheks with pre-tax monies are as follows:

1. You will reduce your taxable income by $240 ($20 TransitCheks) or $480 ($40 TransitCheks) per year.
2. You will be subsidizing your transportation costs with pre-tax dollars.

DVRPC will administer the option to purchase monthly TransitCheks with pre-tax monies ONCE per calendar year. All employees who would like to participate in the program will complete an application form at the beginning of each year. Changes may not be made once the initial decision has been made. Exceptions will only be made under documented extenuating circumstances. After opting into the program you will begin to receive your TransitCheks on the existing monthly schedule. DVRPC will be responsible for all administrative fees associated with the program.

Advanced Training Assistance Program
Introduction
The Advanced Training Assistance Program (ATAP) is established to encourage full-time Commission employees to pursue advanced training in their chosen fields of study. DVRPC will assist full-time employees by paying the costs of such advanced training in accordance with the policies and procedures set forth below.

In support of the ATAP, the Executive Director will allocate funds in the annual DVRPC budget.

DVRPC recognizes the existence of three (3) different forms of advanced training: (1) Pursuit of an advanced degree at an accredited college or university, (2) training necessary to perform specifically assigned current work activities, and (3) course work or training generally related to the employee's work assignments, but not essential to perform currently assigned duties. Each form of training is discussed in detail below:

A. Pursuit of an Advanced Degree
At the present time direct reimbursement for expenses incurred in pursuit of an advanced degree are not eligible under the ATAP. However, the Advanced Education policy recognizes and awards staff who have received during their tenure at the Commission advanced education degrees which are related to the advancement of knowledge and skills that will enhance their job performance with a 5% salary increment. Please refer to Advanced Education policy.

B. Training Essential for Present Job Performance
When it is determined by the responsible Division Director that one or more individuals in the division require training to perform currently assigned work activities, the Division Director will, in memo form - providing the rationale for the request and all necessary details (cost, location, etc.) - request the approval of the Executive Director for the named individual(s) to attend the required training.

The Executive Director will then approve or reject the request for training and the affected employee(s) will be notified.

If approved, all costs associated with this form of training will be fully borne by DVRPC with no obligation to the employee.

C. Training Generally Related to Employee's Work Assignments
From time to time an employee may wish to enroll in a formal course or attend some other specialized training that is generally related to the employee's work assignments, but not essential to perform currently assigned duties.

In such instances, the employee may make a formal written request to the appropriate Division Director. If the Division Director agrees with the employee's request, the Division Director will, in memo form - including all relevant information - request approval of the Executive Director.

The Executive Director will then approve or reject the request for training and the affected employee(s) will be notified.

If approved, the employee may enroll in the training or course subject to the following conditions:

Where the total cost of such requested training (including, but not limited to course fees, course materials, travel expenses, lodging, meals) does not exceed $1000.00, all costs will be borne by DVRPC with no obligation to the employee.

Whenever the total cost of such requested training (including, but not limited to course fees, course materials, travel expenses, lodging, meals) exceeds $1000.00, DVRPC will bear all costs in accordance with the following stipulation.
If the employee voluntarily terminates employment with DVRPC, or is involuntarily terminated for cause, the employee will reimburse DVRPC for all costs associated with the training as follows:

• Termination of employment within 6 months of completion of the training or course - 100% reimbursement
• Termination of employment within 6 to 12 months of completion of the training or course - 50% reimbursement
• After 12 months from completion of the training or course, the employee has no further reimbursement obligation.

If the employee fails to complete the training, the employee shall reimburse DVRPC for 100% of all costs incurred.

Agreement to these terms and conditions does not constitute or imply an employment contract and does not void the Employment at Will relationship.

Employee Eligibility
To be eligible for DVRPC reimbursed training an employee must:

1. Be a full-time DVRPC employee.
2. Have successfully completed the initial 3 month orientation period.
3. Have at least a "Very Good" on the last appropriate Performance Rating.
4. Not currently be in any "Probationary" status or under any level of progressive discipline.
5. Have received approval for reimbursement prior to enrolling in the training.
6. Have not received a cumulative reimbursement (including all costs) of more than $4,000 in a given 12 month period. Please refer to Paragraph C on Page 2.
7. The employee must sign the Employment Agreement regarding terms of course reimbursement.

Failure to meet all these requirements at the time of the training request shall be cause for immediate rejection of the request.

DVRPC reserves the right to modify or cancel the ATAP at any time with or without prior notice.

IMPORTANT INFORMATION

Name, Address and Other Changes
If any change is necessary concerning your name, address, social security number, marital status, dependents or beneficiaries, notify the Human Resources Office immediately so that payroll deductions and official records may be changed as required.

Changes may affect one or more of the following benefit and tax areas - retirement, life insurance, health insurance, state income tax, federal withholding tax, and social security tax. It is especially important that your social security number is properly recorded. Be certain to check your number on such documents as your earnings statement and statements from the State Employees' Retirement Board.

It is your responsibility to ensure your Human Resources file is current and includes, but is not limited to, current address and telephone number (unlisted phone number), who to contact in case of emergency, education or training completed since appointment as an employee of DVRPC, and any other material you would want to be considered when applying for a new position or promotion.

Release of Human Resources Information
The Human Resources Office is responsible for the confidentiality of your Human Resources file. The information contained in your files will be released only to authorized individuals. The Executive Director is the official custodian of your records and as such delegates this authority to the Human Resources Office, who in turn determines those who have a need to know the contents of your Human Resources file.

DVRPC Dress Code Policy

Everyday you represent DVRPC to the public and our planning partners and it is important you are well groomed, neat and dress appropriately for your job function. While we trust each employee's common sense and good judgment, a dress code must be followed that is appropriate to our professional work environment. DVRPC has a Business Casual dress code but emphasizes some occasions may call for Professional Business attire.

Professional Business attire must be worn by all DVRPC staff when a Board meeting is scheduled, at Board meetings, or when attending meetings scheduled at DVRPC or other Off-Site offices and events. Dates for DVRPC Board meetings are linked on our website's calendar. You are expected to represent DVRPC in a professional manner and dress appropriately for conducting such business.

We expect to see staff respect the dress guidelines. Supervisors are responsible for the enforcement of these rules and should deal with any employee who does not adhere to them on an individual basis. If an employee is found to be in violation of this code, their supervisor may require them to leave for the day and to use a vacation day's pay. We hope if you see staff disregarding our dress code that you will remind them of the appropriate dress.

For other times when you are working in the office, the guidelines in regard to appropriate dress under the Business Casual code follows:

MEN: Dress slacks or khakis that are tailored and pressed. Men cannot wear "cargo" pants (pants with pockets and/or zippers on the legs) or jeans. Type of shirts permitted: short or long sleeved dress (oxford) shirts, polo shirts, other dress shirts with collars, sweaters and turtlenecks. Clothes should be neat and clean.

WOMEN: Dress slacks, khakis, skirts that are knee-length or longer, dresses. Women cannot wear "cargo" pants (pants with pockets and/or zippers on the legs) or jeans. Ankle-length dress pants are permissible, but knee or shin-length "capri" pants are not. Shirts should have a professional appearance and fit conservatively. Short or long-sleeved dress shirts, polo shirts, blouses, or other dress shirts and sweaters are permitted. Open-toed shoes, boots and dress sandals are permitted. We would prefer if you are presenting or attending a meeting that you wear stockings with your open toe shoes or dress sandals. Again, all clothes should be neat and clean.

Also keep in mind:

• All employees should wear shirts tucked in unless the shirt is tapered or otherwise designed to be worn untucked.
• Shoes should be clean and professional looking.
• Conservative dress is always preferred in an office environment.

The following items cannot be worn to the office:

• Blue jeans or denim clothing of any kind
• Casual/beach-style sandals (flip-flops)
• Sneakers or sneaker-style shoes (except for field work)
• Athletic wear (sweatshirts/pants, warm-up suits, etc)
• T-shirts
• Shirts with logos
• Tank tops
• Shorts
• Capri knee or shin length pants or cargo pants

The guidelines in regard to the appropriate Professional Business dress code is as follows:

Men: Button shirts with collars, Ties, Dress shoes. Suits or dress slacks with a jacket when attending meetings.

Women: Business suits, skirts or slacks. Dresses that are knee length or longer. Dress shoes, stockings with open toe shoes or dress sandals.

First Aid
Limited first aid supplies (aspirin, band-aids, etc.) are kept in the office supply room. Serious medical problems that occur at work should be reported to your supervisor or to the Human Resources Office so that arrangements can be made to take you to a hospital or doctor.

Attendance at Off-Site Conferences and Meetings
It is extremely important that all staff members inform their immediate supervisor and Division Secretary when planning to attend an off-site meeting, conference or other miscellaneous event that will cause them to be out of the office for any period of time. Please inform your immediate supervisor, as far in advance as possible, of the date you will be off-site, approximate time period, name and location of the event, and any other necessary details. You must then complete a Contact Information Form and give it to your Division Secretary.

It is crucial that your immediate supervisor and/or Division Secretary be able to contact you at all times in the event of situations such as a personal emergency which requires us to contact you immediately, a staff member or other individual requiring information regarding a project that you are responsible for, the unexpected closing of DVRPC offices, etc.

*Note: The Contact Information Form is always available on the dvrpc_shared drive (Ashley Schaefer's computer) and in the Human Resources Office

Travel Expenses
If you are required to travel on Commission business, you will be paid expenses within limits described in the Commission's traveling expense regulations. These regulations provide a uniform system of reimbursement for all employees who are required to travel on official business. The Finance Office will explain the regulations and assist you in completing the required forms. It is important that all receipts be turned in when you are submitting a request for reimbursement. Cash advances for traveling must first be approved by your Division Director, Finance Officer and the Executive Director.

Commission Vehicles
Commission vehicles, including cars, vans and rental vehicles, are for official business and are not to be used for private business or pleasure. Be sure to keep this in mind if you use a Commission vehicle for your work assignments. Give these vehicles the same care you would give your own. When you drive a Commission vehicle you represent the Commission, therefore, drive with caution and courtesy. The assignment of rented cars is handled by the Administration Division. Requisitions for rented vehicles must have the approval of your Division Director or a designated alternate. The completed form is returned to the Administration Division. Advance scheduling is required.

In the event of an accident, please report in full detail the nature of the accident as well as any individual who may have been involved. This information should be submitted immediately in writing to your supervisor and a copy must be given to the Purchasing Office. In the case of any injury, the Human Resources Office should be notified immediately.

Credit Union
As a member of the State Employees' Retirement System you and your family are eligible to join the Pennsylvania State Employees Credit Union. You may apply for membership by completing an application. (Hourly employees are also eligible to join the Credit Union.)

Various types of savings plans and services are available. See Human Resources for details. The address of the Pennsylvania State Employee's Credit Union is P.O. Box 1006, Harrisburg, Pennsylvania 17108, telephone (717) 787-7328. SERS Member Handbook

Deferred Compensation Program
As an employee of DVRPC, you are eligible to participate in the Commonwealth of Pennsylvania Deferred Compensation Program. This program permits you, on a voluntary basis, to authorize a portion of your salary to be withheld (through payroll deduction) and invested for payment to you at a later date. Contact the Finance Office for a program brochure and additional information.

Political Activity
Because the Commission receives millions of dollars annually in Federal funds, its employees are subject to the Hatch Act. In essence, the Hatch Act states that no employee can engage in partisan political activities. Detailed information about Hatch Act requirements can be obtained from the Office of the General Counsel, United States Office of Human Resources Management, 1900 E. Street, N.W., Washington, D.C. 20415.

Conflict of Interest
Commission policy is that there must be no conflict between an employee's Commission position and any outside work or interest he or she may have.

DVRPC employees are not authorized to accept honoraria of any type as guest speakers as a result of their position at DVRPC. The adopted Code of Ethics concerning conflict of interest is contained in the Bylaws of the Commission. A violation of the Code can be cause for dismissal.

If you have a question about a possible conflict of interest, please consult with the Division Director, Human Resources or the Executive Director to resolve the question.

Acceptance of Gifts
Commission policy states that no employee will accept gifts, meals, gratuities, entertainment, or favors from or be under obligation to anyone with whom the Commission has, does, or may do business. In addition, no employee, group, or organization affiliated with the Commission may solicit contractors, suppliers or consultants to participate in any group gathering or accept gratuities of any kind for any purpose from them.

Other Employment
The Commission does not object to your holding outside employment if it does not involve a conflict of interest or interfere in any way with your regular Commission duties, but approval of such employment must be obtained from the Executive Director.

Building Security
You are advised to keep handbags and other valuable items out of sight and preferably locked in your desk. Report any thefts to the Purchasing Office. All Commission guests should be instructed to enter through the reception area and enter the floor by the Fourth Street elevators. Additionally, for security purposes, please keep all security "key pad doors" closed at all times, and please do not discuss the key code numbers in public areas.

DVRPC Social Club
Officers are elected each year and there are several committees which meet from time to time. The DVRPC Social Club promotes good will within the Commission and plans social activities for employees. All employees (regular and temporary) are welcome to participate in the activities of the DVRPC Social Club.

Identification Card
You will be issued an Identification Card (ID). Since your ID card serves several useful purposes, it must be carried at all times. When entering after business hours or on weekends the building security management will require appropriate identification and your ID card will suffice. Your card provides identification for check cashing in most retail establishments. Protect your ID card from unauthorized use, it is your responsibility. When you terminate your employment with DVRPC for any reason, your ID card is to be returned to the Human Resources Office.

Employment Information Systems
It is important that you understand the benefits program and keep abreast of all official matters. New information will be disseminated to staff as soon as it occurs.

In order to reduce the flow of paper traffic, e-mail will continue to be used as a primary source of interoffice communication. It is important for you to check your e-mail at least once or twice a day for current messages. Interoffice e-mail correspondence will help DVRPC to communicate effectively without producing excess paper. By accessing your e-mail account, you will have up-to-date information on projects, assignments, office announcements and changes in scheduling.

Please check the bulletin boards, (1) across from the map sales station (2) in the employee's lounge area for the posting of the Employee's Social Club news, updates of governmental rules and regulations, recreational activities, employee benefits and DVRPC official information of general interest.

DVRPC Email Policy

DVRPC respects the privacy of its employees. However, staff members do not have a personal privacy right regarding any matter created, received, stored or sent on the Commission�s email system. DVRPC�s email service and all staff computer�s are property of the Commission and should be used accordingly. The use of the Commission�s email, like the use of any other Commission-provided resource, is subject to normal regulation of Information Technology, in terms of legal and ethical behavior. The Commission�s computer systems store all email traffic in backup files. Although email is not actively monitored, your messages may not be completely private due to the transfer of information through a networked system.

DVRPC does reserve the right to review the contents of email communication in order to ensure the proper Commission image is being preserved, to prevent and investigate possible wrong doings, to comply with legal or regulatory requests for information, and to ensure the email system is not being used contrary to this policy. DVRPC also reserves the right to access email files for immediate business use when the individual user of the account is unavailable to grant permission.

DVRPC prohibits the use of its email system by employee-users to transmit, retrieve or store:

• Any communications of a discriminatory, threatening or harassing nature or materials that are X-rated or pornographic.
• Information with derogatory or inflammatory remarks about an individual�s race, age, disability, religion, national origin, physical attributes or sexual orientation.
• Information containing indecent communication about, or provided to, minors; off-color jokes or cartoons; gossip; or political beliefs.
• Abusive, profane, or offensive information.
• Materials that would adversely or negatively reflect upon DVRPC or be contrary to DVRPC�s best interests.
• Any illegal activities�included, but not limited to: piracy, cracking, copyright infringement, mp3 file-sharing, and unauthorized access to any computers or email systems on the Internet.
• In a way that disrupts the email systems� use by others. This includes excessive broadband use in terms of sending email messages to thousands of users (�spamming� or chain email letters.)
• Communications which hide the identity of the sender or represents the sender as someone else.
• Any email that is violation of the Hatch Act which in essence restricts employees� participation in partisan political activities.

DVRPC allows the use of its email system by employee-users to transmit, retrieve or store:

• Internal and external communications related to DVRPC business.
• Internal and external communications of a personal nature. These types of communication should be kept to a minimum and should not disrupt work productivity. For example, notification of volunteer activities is permissible. If an external email is received that matches one of the prohibited types of email, it is recommended that you contact the sender and refer them to your personal home email account.

Like any communication, staff should apply traditional notions of good judgment, common sense, and professionalism when using email. When in doubt of proper message content or style, employees should seek guidance from their supervisor.

Any employee who receives an email message that violates this policy, such as junk mail or other email problems, should report the matter to DVRPC�s IT Director, LAN Manager or IT Analyst immediately.

Any staff member violating any portion of this policy will be subject to having their email benefit revoked as well as other disciplinary actions. All violations of any portion of this policy will reported to the Human Resources Director.

Workstation and Internet Usage Policy
The Internet is a helpful business tool that can provide a great deal of useful information. Unfortunately, it can also be a distraction from productive work time when browsing non-business related sites or when playing computer or Internet based games. DVRPC�s Internet service and all staff computers are property of the Commission and should be used accordingly. The use of the Commission�s Internet service, like the use of any other Commission-provided resource, is subject to normal regulation of Information Technology, in terms of, legal and ethical behavior. Each staff member has the responsibility to use his/her computer and Internet benefit in a productive manner. Staff members do not have a personal privacy right regarding any matter created, received, stored or sent from or on Commission issued computers. DVRPC has the right and capability to monitor computer use and Internet browsing by each user on our system. However, our goal is that employees will make this unnecessary.

In an effort to clarify our position on the use of Commission issued computers and the Internet, we have developed the following guidelines:

• Acceptable Usage: Employee-users are permitted to use the Internet for email, and navigation on the world wide web (www). Resource usage is also permitted for IT Technology and communication between employees and non-employees for the Commission�s business, which includes: review of possible vendors, consultants and member governments for information; research; and retrieving regulatory or technical information. In addition, staff may be permitted to use the file transfer protocol (FTP) for transferring/receiving computer files from member governments, consultants and/or public sectors.
• Personal Usage: While use of the Internet for personal reasons is not prohibited, staff should restrict such activity to non-work hours so it does not interfere with the employee�s job responsibilities. In addition, audio or video streaming, such as internet radio, sporting events and stock tickers, that are constantly running in the background are not considered occasional personal use and are prohibited; these are considered constant detractors from an employee�s job responsibilities. Constant streaming audio or video use unnecessary broadband resources.
• Passwords: The username and password is the responsibility of the individual to whom it is assigned. Any authorized use of the username and password by other individuals to whom it is assigned (i.e., family members) to gain access to the DVRPC network and Internet makes that employee-user responsible for any and all actions of those individuals. Violations of DVRPC Workstation and Internet Use Policy and any other policy through the authorized use of the username and password subjects the individual to whom it is assigned to disciplinary action, up to and including termination. Although you will be given a username and password when you are initially assigned a computer, you will be given instructions as to how to change your password. It is the employee�s responsibility to change their password. It is recommended that employees change their password every 90 days.
• Legal Issues: At no time shall Commission computers or Internet service be used for transmitting, retrieving or storing any communications for purpose that is illegal, against Commission policy or contrary to the Commission�s best interest.
• Ethical Issues: At no time shall Commission computers or Internet service be used for transmitting, retrieving or storing any communications of an unethical nature or purpose. This includes materials that are: X-rated or pornographic; derogatory or inflammatory remarks about an individual�s race, age, disability, religion, national origin, physical attributes or sexual orientation; abusive; profane; or related to violence, discrimination, or harassment.
• Software: To prevent the downloading of computer viruses that could contaminate the Commission�s network and systems, any staff member that requires Internet-downloaded software to perform his/her job functions must contact the IT Director for assistance. Additionally, staff members may not install any personally purchased software on Commission computers. All software must be registered to and purchased by DVRPC.
• Downloading: Employee-users are prohibited from downloading games, copyrighted mp3's and movies. Audio or video streaming, such as internet radio and sporting events, that are constantly running in the background are also prohibited. Work-related podcasts and work-related audio conferences are not prohibited.
• Gambling: Employee-users are prohibited from online gambling, including but not limited to, online poker, online bingo, online sports-betting, and online casinos.
• Online Stock & Day Trading: The purchase of stocks online falls under the category of personal use and should be restricted to non-work hours and not interfere with the employee�s job responsibilities. However, online stock tickers are prohibited from streaming on employee-users� computers.
• Online Auctions: Bidding at online auction sites (i.e. eBay) falls under the category of personal use and should be restricted to non-work hours and not interfere with the employee�s job responsibilities.
• Game Playing: Computer and/or Internet based game playing of any kind is strictly prohibited during work-hours.
• Instant Messaging: Use of Instant Messaging programs should be limited to work-related matters, except for occasional incidental personal use. Incidental personal use of Instant Messaging programs is not prohibited as long as the use does not interfere with the employee�s work, DVRPC operations or does not violate any DVRPC policy.
• Copyright Issues: Copyrighted materials belonging to entities other than DVRPC may not be transmitted by employees on the company�s network. All employees obtaining access to other companies� or individual�s materials must respect all copyrights and may not copy, retrieve or modify copyrighted materials, except with permission or as a single copy to reference only.
• Blogs: Personal Websites and Web logs (blogs) have become prevalent methods of self-expression. DVRPC respects the right of employees to use these mediums during their personal time. If an employee chooses to identify himself or herself as a DVRPC employee on a Website or Web log, he or she must adhere to the following guidelines:
  • Make it clear to the readers that the views expressed are the employee�s alone and that they do not necessarily reflect the views of DVRPC.
  • Do not disclose any information that is confidential or proprietary to DVRPC or to any third party that has disclosed information to DVRPC. Consult DVRPC�s confidentiality policy for guidance about what constitutes confidential information.
  • Uphold DVRPC�s value of respect for the individual and avoid making defamatory statements about DVRPC employees, clients, partners, affiliates and others.
  • If blogging activity is seen as compromising the Commission, DVRPC may request a cessation of such commentary and the employee may be subject to counseling and, potentially, disciplinary action.
  Note: This policy does not apply to staff developing newsfeeds for the DVRPC Website and Intranet, which uses blog technology.
• Screen Savers: Employees are encouraged to use caution when changing their workstation computer�s screensaver. Using screensavers that are not included with the Windows operation system is not prohibited as long as the screensaver does not violate any aspects of DVRPC�s Workstation and Internet Usage policy.
• Accidental Usage: If a staff member accidentally accesses an inappropriate website in the normal course of business, possibly due to pop-ups, pop-unders, or hover ads, he/she should notify the IT Director, LAN Manager or IT Analyst immediately.

Any staff member violating any portion of this policy will be subject to having their Internet service benefit revoked as well as other disciplinary actions. All violations of any portion of this policy will reported to the Human Resources Director.

Alcoholism And Drug Policy
DVRPC recognizes alcoholism and drug abuse as treatable diseases and encourages employees who suspect that they may have a problem to seek diagnosis and appropriate treatment. Assistance may be sought directly from the Human Resources Director. Those who make a request for diagnosis and treatment of such problems will in no way jeopardize their employment opportunities. Please refer to the Commission's policy on Alcoholism and Drug Abuse. Copies are available in the Human Resources office.

NO SMOKING Policy
Smoking is not permissible anywhere within the ACP Building.

Inclement Weather Procedures
In the event of severe weather conditions, a message will be recorded by 6:30 a.m. to advise staff whether or not the office will be opened for business on the day of the storm. The recorded message is activated by calling the Commission's main telephone number: (215) 592-1800. A winter phone tree list and radio broadcast is also implemented (Specific instructions will be found in your New Employee packet.)