2015 kitsap transit employee handbook

Employee

Handbook

Effective June 2015

Table of Contents Page

Page i Kitsap Transit Employee Handbook - Effective June 2015

WELCOME LETTER.................................................................................................................. 1

SECTION 1 - SCOPE AND PURPOSE...................................................................................... 2

AT-WILL EMPLOYMENT ....................................................................................................... 2

PURPOSE OF MANUAL .......................................................................................................... 2

SCOPE ........................................................................................................................................ 2

KITSAP TRANSIT STRUCTURE AND STAFFING............................................................... 3

MISSION STATEMENT ........................................................................................................... 3

VISION STATEMENT .............................................................................................................. 3

SECTION 2 - GENERAL POLICIES & EMPLOYMENT GUIDELINES ........................... 4

EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION POLICY

STATEMENT ............................................................................................................................. 4

NON-DISCRIMINATION AND ANTI-HARASSMENT POLICY ......................................... 6

DEFINITIONS OF HARASSMENT ..................................................................................... 6

SEX DISCRIMINATION POLICY (41 C.F.R. 60-20.1 – 60-20.6) .......................................... 6

RELIGIOUS AND NATIONAL ORIGIN DISCRIMINATION POLICY ............................... 7

ANTI-BULLYING POLICY ...................................................................................................... 8

CONSEQUENCES ................................................................................................................. 9

RETALIATION IS PROHIBITED......................................................................................... 9

INDIVIDUALS AND CONDUCT COVERED ..................................................................... 9

COMPLAINT PROCEDURE FOR REPORTING HARASSMENT, DISCRIMINATION,

BULLYING OR RETALIATION ........................................................................................ 10

REASONABLE ACCOMMODATION OF INDIVIDUALS WITH DISABILITIES (ADA) 10

DISABILITY ACCOMMODATION REQUESTS ............................................................. 11

EMPLOYMENT GUIDELINES .............................................................................................. 12

GUIDELINES FOR PROFESSIONAL CONDUCT ........................................................... 12

ATTENDANCE .................................................................................................................... 13

INCLEMENT WEATHER ................................................................................................... 14

DRUG AND ALCOHOL POLICY .......................................................................................... 14

SMOKING POLICY ................................................................................................................ 15

WHISTLEBLOWER ACT ....................................................................................................... 15

NEPOTISM POLICY ............................................................................................................... 15

TRAVEL EXPENSES AND ALLOWANCES ........................................................................ 16

PLANES, TRAINS, BUSES, AND FERRIES ................................................................. 16

PARKING ......................................................................................................................... 16

ACCOMMODATION EXPENSES ..................................................................................... 16


Page ii Kitsap Transit Employee Handbook - Effective June 2015

MEALS DURING TRAVEL ............................................................................................ 17

LOCAL MEALS ............................................................................................................... 17

MEALS FOR NON-EMPLOYEES .................................................................................. 17

INCIDENTAL EXPENSES.................................................................................................. 17

MISCELLANEOUS ......................................................................................................... 18

NON-REIMBURSABLE EXPENSES ............................................................................. 18

TRAVEL AUTHORIZATION ......................................................................................... 18

EXPENSE REIMBURSEMENT ...................................................................................... 18

PAY FOR TRAVEL – NON-EXEMPT EMPLOYEES .................................................. 19

PAY FOR TRAVEL – EXEMPT EMPLOYEES ............................................................ 19

EQUIPMENT AND TECHNOLOGY POLICY ...................................................................... 19

PRIVACY AND SECURITY ............................................................................................... 20

PASSWORD PROTECTION ............................................................................................... 20

APPROPRIATE USE ........................................................................................................... 20

PERSONAL USE ................................................................................................................. 21

SOFTWARE ......................................................................................................................... 21

ACKNOWLEDGEMENT .................................................................................................... 22

PERSONNEL FILES ................................................................................................................ 22

OUTSIDE EMPLOYMENT ..................................................................................................... 22

CONFLICT OF INTEREST ..................................................................................................... 22

PROCUREMENT OF GOODS AND SERVICES .............................................................. 22

GIFTS AND COMPENSATION ......................................................................................... 22

EMPLOYEE SOLICITATION ............................................................................................ 22

MEDIA CONTACT.................................................................................................................. 23

WORKPLACE VIOLENCE POLICY ..................................................................................... 23

THEFT OR DAMAGE OF PERSONAL PROPERTY ............................................................ 24

SECTION 3 - EMPLOYMENT ................................................................................................. 25

EMPLOYMENT CATEGORIES ............................................................................................. 25

WORKER/DRIVER GENERAL INFORMATION................................................................. 26

HIRING PROCESS .................................................................................................................. 26

RECRUITMENT ...................................................................................................................... 26

SELECTION PROCESS ...................................................................................................... 27

VETERAN'S PREFERENCE ............................................................................................... 27

AGE REQUIREMENTS ...................................................................................................... 28


Page iii Kitsap Transit Employee Handbook - Effective June 2015

REFERENCES ..................................................................................................................... 28

OFFERS OF EMPLOYMENT ............................................................................................. 28

EMPLOYEE REFERRAL POLICY ........................................................................................ 29

REFERRAL GUIDELINES ................................................................................................. 29

NEW EMPLOYEE ORIENTATION ....................................................................................... 29

PROBATIONARY PERIOD FOR NON-REPRESENTED EMPLOYEES ............................ 30

TEMPORARY EMPLOYEES ................................................................................................. 30

EMPLOYMENT SEPARATION ............................................................................................. 30

RESIGNATION, RESIGNATION IN LIEU OF TERMINATION, AND DISCHARGE ...... 30

LAYOFF ................................................................................................................................... 31

RETIREMENT ......................................................................................................................... 31

PERS CONTACT INFORMATION .................................................................................... 31

DEATH ..................................................................................................................................... 32

EXIT INTERVIEWS ................................................................................................................ 32

KITSAP TRANSIT PROPERTY ............................................................................................. 32

FINAL PAYCHECK ................................................................................................................ 32

EMPLOYMENT REFERENCES FOR FORMER EMPLOYEES .......................................... 32

SECTION 4 - COMPENSATION ............................................................................................. 34

GENERAL INFORMATION ................................................................................................... 34

SALARY ADMINISTRATION ............................................................................................... 34

PAY PERIODS AND WORK WEEK ..................................................................................... 34

FLEXIBLE WORK SCHEDULES .......................................................................................... 34

REST AND MEAL BREAKS FOR NON-EXEMPT EMPLOYEES ...................................... 35

PAYROLL DEDUCTIONS...................................................................................................... 35

DEFERRED COMPENSATION.............................................................................................. 36

ANNUAL WAGE ADJUSTMENTS ....................................................................................... 36

SALARY INCREASES ............................................................................................................ 36

OVERTIME COMPENSATION.............................................................................................. 36

TRANSFER / PROMOTION ................................................................................................... 37

DEMOTION ............................................................................................................................. 37

RECLASSIFICATION ............................................................................................................. 37

ACTING APPOINTMENTS .................................................................................................... 38

MANDATORY ACTING APPOINTMENTS ......................................................................... 39

SECTION 5 - HEALTHCARE & TIME-OFF BENEFITS .................................................... 40


Page iv Kitsap Transit Employee Handbook - Effective June 2015

ELIGIBILITY ........................................................................................................................... 40

HEALTHCARE BENEFITS .................................................................................................... 40

MEDICAL INSURANCE .................................................................................................... 40

DENTAL INSURANCE ....................................................................................................... 41

SHORT-TERM DISABILITY – STD .................................................................................. 41

LONG-TERM DISABILITY – LTD .................................................................................... 41

LIFE AND ACCIDENTAL DEATH AND DISMEMBERMENT...................................... 41

AFLAC VOLUNTARY INSURANCE ................................................................................ 41

EXTENDED MEDICAL BENEFITS – COBRA................................................................. 41

FLEXIBLE SPENDING ACCOUNT – FSA ....................................................................... 42

OTHER BENEFITS.................................................................................................................. 42

TRAINING ........................................................................................................................... 42

TRAINING POLICY ........................................................................................................ 42

TRAINING REQUESTS .................................................................................................. 42

ELIGIBLE TRAINING AND REIMBURSEMENT REQUIREMENTS ....................... 43

REIMBURSEMENT TO KITSAP TRANSIT IF EMPLOYEE LEAVES ...................... 43

AGENCY SPONSORED CLASSES ............................................................................... 43

EMPLOYEE IDENTIFICATION CARDS .......................................................................... 43

EMPLOYEE ASSISTANCE PROGRAM – EAP ................................................................ 44

SMOKING CESSATION ..................................................................................................... 44

WELLNESS PROGRAM ..................................................................................................... 44

MANDATORY BENEFITS ..................................................................................................... 44

WORKER'S COMPENSATION / LABOR & INDUSTRIES – L&I .................................. 44

FICA AND UNEMPLOYMENT COMPENSATION ......................................................... 45

PAID TIME OFF ...................................................................................................................... 45

GENERAL LEAVE ACCRUAL ...................................................................................... 45

USE OF GENERAL LEAVE ........................................................................................... 47

YEAR END CARRY-OVER ........................................................................................... 47

GENERAL LEAVE PAYOUT......................................................................................... 47

DONATION OF LEAVE ................................................................................................. 48

HOLIDAYS .............................................................................................................................. 48

HOLIDAY SCHEDULE ...................................................................................................... 48

FLOATING HOLIDAYS ..................................................................................................... 48

HOLIDAY PAY ................................................................................................................... 49


Page v Kitsap Transit Employee Handbook - Effective June 2015

REASON OF FAITH LEAVE POLICY .................................................................................. 49

UNPAID LEAVES OF ABSENCE .......................................................................................... 50

MEDICAL LEAVES ................................................................................................................ 50

FAMILY AND MEDICAL LEAVE ACT (FMLA) (revised 10/11) ....................................... 50

STATEMENT OF POLICY ............................................................................................. 50

DEFINITIONS .................................................................................................................. 51

COVERAGE AND ELIGIBILITY................................................................................... 53

INTERMITTENT OR REDUCED LEAVE ..................................................................... 53

USE OF GENERAL LEAVE ........................................................................................... 53

NOTICE REQUIREMENT .............................................................................................. 54

MEDICAL CERTIFICATION ......................................................................................... 55

EFFECT ON BENEFITS .................................................................................................. 57

ATTENDANCE POLICIES ............................................................................................. 57

TIME SHEETS ................................................................................................................. 57

INTERACTION OF PREGNANCY DISABILITY LEAVE, WASHINGTON FAMILY

LEAVE ACT AND FEDERAL FAMILY AND MEDICAL LEAVE ACT ....................... 57

PREGNANCY DISABILITY LEAVE............................................................................. 57

REGISTERED DOMESTIC PARTNERSHIP ACT ................................................................ 58

WASHINGTON FAMILY LEAVE ACT (WFLA) ................................................................. 58

WASHINGTON FAMILY CARE ACT (WFCA) ................................................................... 59

DOMESTIC VIOLENCE LEAVE ACT .................................................................................. 59

RETURN TO WORK POLICY - RTW ................................................................................... 60

RETURN TO WORK PROCEDURE .................................................................................. 60

CONTINUATION OF BENEFITS WHILE ON LEAVE ....................................................... 61

PAID LEAVE ....................................................................................................................... 61

FMLA LEAVE ..................................................................................................................... 61

UNPAID LEAVE ................................................................................................................. 61

BEREAVEMENT LEAVE ....................................................................................................... 61

JURY DUTY/COURT APPEARANCES ................................................................................ 62

MILITARY LEAVE ................................................................................................................. 62

LEAVE FOR SPOUSES OF MILITARY PERSONNEL (Non-FMLA) ................................. 62

SECTION 6 - WORK STANDARDS, SAFETY AND SECURITY ...................................... 64

SAFETY MANAGEMENT PROGRAM ................................................................................. 64

EMPLOYEE BADGING, VENDORS AND VISITORS ........................................................ 64

EMPLOYEE BADGES ........................................................................................................ 64


Page vi Kitsap Transit Employee Handbook - Effective June 2015

VENDORS ............................................................................................................................ 64

VISITORS............................................................................................................................. 65

BOARD MEMBERS ............................................................................................................ 65

SPECIAL EVENTS .............................................................................................................. 65

WORKER'S COMPENSATION .............................................................................................. 65

OVERVIEW ......................................................................................................................... 65

COORDINATION OF WORKER’S COMPENSATION CLAIMS ................................... 66

SUPERVISOR'S RESPONSIBILITY .................................................................................. 66

EMPLOYEE'S RESPONSIBILITY ..................................................................................... 66

LIGHT-DUTY PROGRAM ..................................................................................................... 66

AGENCY VEHICLE USE AND DRIVING POLICY ............................................................ 67

POLICY AND PROCEDURE:............................................................................................. 68

ELIGIBILITY CHART ........................................................................................................ 70

USE OF SEAT BELTS ......................................................................................................... 72

ASSIGNMENT OF AGENCY VEHICLES ......................................................................... 72

CELL PHONE AND PERSONAL ELECTRONICS USE .................................................. 72

VEHICLE ACCIDENTS ...................................................................................................... 72

Kitsap Transit Employee Handbook

WELCOME LETTER

Kitsap Transit Employee Handbook - Effective June 2015


SECTION 1 - SCOPE AND PURPOSE AT-WILL EMPLOYMENT Kitsap Transit is an “at-will employer.” That means that there is no specified length of employment for any employee. Accordingly, either Kitsap Transit or the employee can terminate the employment relationship for any reason, with or without cause or notice, at any time, so long as there is no violation of applicable federal or state law. No supervisor or other representative of the Agency (except the Executive Director) has the authority to enter into any agreement for employment for any specified period, or to make any agreement contrary to the above. PURPOSE OF MANUAL This handbook is intended to provide general information about and guidelines for the employer/employee relationship and should not be construed as an employment contract. Nor is it intended to be comprehensive or to address all the possible applications of, or exceptions to, the general policies and procedures described. For that reason, if you have any questions concerning eligibility for a particular benefit, or the applicability of a policy or practice to you, you should address your specific questions to the Management. References in the handbook to reasons for termination are illustrative only and are not intended to limit in any way either the reasons for which an employee may be terminated or Kitsap Transit’s authority to terminate at will. Kitsap Transit reserves the right, at any time, to revise, modify or discontinue this handbook, the procedures, practices, policies and/or benefits described here, wholly or in part, at the sole discretion of management. Kitsap Transit also reserves the right to depart from its standard disciplinary procedures when, in its discretion, such a departure is deemed warranted. Finally, some of the subjects described here (e.g., medical insurance) are covered in detail in official policy documents. You should refer to these documents for specific information, since this handbook only briefly summarizes those benefits. Please note that the terms of the written insurance policies are controlling. SCOPE The policies in this handbook apply to all Kitsap Transit employees, except as noted in individual policies. Employees represented by a union should consult the applicable contract for additional information. In the event of a conflict between a union contract and any of the policies in this handbook, the union contract will take precedence, regardless of which is more or less restrictive.

KITSAP TRANSIT STRUCTURE AND STAFFING *This flowchart is designed to give a general overview of Structure and Staffing. For the most current version see Human Resources.

MISSION STATEMENT Provide safe, reliable and efficient transportation choices that enhance the quality of life in Kitsap County. VISION STATEMENT Kitsap Transit leads the delivery of a quality, coordinated and sustainable transportation network to serve the changing needs of Kitsap County residents.


KITSAP TRANSIT STRUCTURE AND STAFFING

*This flowchart is designed to give a general overview of Structure and Staffing. For the most current version see Human Resources.

Provide safe, reliable and efficient transportation choices that enhance the quality of life

Kitsap Transit leads the delivery of a quality, coordinated and sustainable transportation o serve the changing needs of Kitsap County residents.


*This flowchart is designed to give a general overview of Structure and Staffing. For the

Provide safe, reliable and efficient transportation choices that enhance the quality of life

Kitsap Transit leads the delivery of a quality, coordinated and sustainable transportation

SECTION 2 - GENERAL POLICIES & EMPLOYMENT GUIDELINES EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION POLICY STATEMENT It is the policy of Kitsap Transit not to discriminate or allow the

or applicants on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected veteran status, or any other

characteristic protected by law with regard

recruitment, advertising, job application procedures, hiring, upgrading, training, promotion, transfer, compensation, job assignments, benefits, and/or other terms, conditions, or

privileges of employment, provided taccommodations, to perform the essential functions of the job. This policy applies to all

jobs at the Organization. The Organization will continue to ensure that individuals are

employed, and that employees are treated during employment, without regard to their sex, gender identity, sexual orientation, race, color, religious creed, national origin,

physical or mental disability, protected veteran status, or any other characteristic protected by law in all employment practices as follows:

Employment decisions at the Organization are based on legitimate job related criteria. All personnel actions or programs that affect qualified individuals, such as employment,

upgrading, demotion, transfer, recruitment,

forms of compensation, and selection for training, are made without discrimination based upon the individual’s sex, gender identity, sexual orientation, race, color, religious

creed, national origin, physicalother characteristics protected by law. Employees may choose to voluntarily disclose

their sex, race, national origin, disability and protected veteran status at any time by

contacting Human Resourcesmanner and will not be used against an individual when making any employment

decisions. Employees and applicants with disabilities and disabled veterans are encouraged to inform Human Resources if the

perform a job for which they are otherwise qualified. The Organization makes, and will

continue to make, reasonable accommodations to the known physical or mental limitations of an otherwise qualified applicant or emplo

of qualified individuals with disabilities and disabled veterans, unless such

accommodations would impose an undue hardship on the operations of the Organization’s business.

Kitsap Transit and the Executive Director are fully

employment opportunity and affirmative action.

Cartwright, has overall responsibility for the implementation of this policy, and the Human Resources department maintains reporting and moni

Cartwright also supports the successful implementation of the Organization’s Affirmative Action Programs. Marianne Rajan, Affirmative Action Officer and Equal Employment


GENERAL POLICIES & EMPLOYMENT GUIDELINES


It is the policy of Kitsap Transit not to discriminate or allow the harassment of employees


characteristic protected by law with regard to any employment practices, including


privileges of employment, provided the individual is qualified, with or without reasonable accommodations, to perform the essential functions of the job. This policy applies to all


oyees are treated during employment, without regard to their sex, gender identity, sexual orientation, race, color, religious creed, national origin,

physical or mental disability, protected veteran status, or any other characteristic ll employment practices as follows:


upgrading, demotion, transfer, recruitment, advertising, termination, rate of pay or other


creed, national origin, physical or mental disability, protected veteran status, or any other characteristics protected by law. Employees may choose to voluntarily disclose


contacting Human Resources. Such information will be maintained in a confidential manner and will not be used against an individual when making any employment

decisions. Employees and applicants with disabilities and disabled veterans are encouraged to inform Human Resources if they need a reasonable accommodation to


continue to make, reasonable accommodations to the known physical or mental limitations of an otherwise qualified applicant or employee to promote the employment


accommodations would impose an undue hardship on the operations of the

and the Executive Director are fully committed to principals of equal

employment opportunity and affirmative action. The Human Resources Director, Jeff

Cartwright, has overall responsibility for the implementation of this policy, and the Human Resources department maintains reporting and monitoring procedures. Jeff

also supports the successful implementation of the Organization’s Affirmative Action Programs. Marianne Rajan, Affirmative Action Officer and Equal Employment


GENERAL POLICIES & EMPLOYMENT GUIDELINES


harassment of employees


to any employment practices, including


he individual is qualified, with or without reasonable accommodations, to perform the essential functions of the job. This policy applies to all


oyees are treated during employment, without regard to their sex, gender identity, sexual orientation, race, color, religious creed, national origin,

physical or mental disability, protected veteran status, or any other characteristic


advertising, termination, rate of pay or other


or mental disability, protected veteran status, or any other characteristics protected by law. Employees may choose to voluntarily disclose


. Such information will be maintained in a confidential manner and will not be used against an individual when making any employment

decisions. Employees and applicants with disabilities and disabled veterans are y need a reasonable accommodation to


continue to make, reasonable accommodations to the known physical or mental yee to promote the employment


accommodations would impose an undue hardship on the operations of the

committed to principals of equal

The Human Resources Director, Jeff

Cartwright, has overall responsibility for the implementation of this policy, and the toring procedures. Jeff

also supports the successful implementation of the Organization’s Affirmative Action Programs. Marianne Rajan, Affirmative Action Officer and Equal Employment


Opportunity Officer, is responsible for plan administration and implementation of the

Organization’s affirmative action activities. Marianne Rajan, who is also the Human Resources Manager, has the full support of top management and the staff necessary to

fully implement this Program. The EEO Officer also has full access to the Agency’s Executive Director with any AA/EEO concerns. In cases where Human Resource

Department practices or policies may be questioned, the EEO Officer has the ability to

report directly to the Executive Director as evidenced in the Organizational Chart or to consult with Kitsap Transit Board Counsel if a conflict of interest exists.

Kitsap Transit is committed to an affirmative action program that includes goals and

timetables. All managers and supervisors will take an active part in the Organization’s AAP to ensure all qualified employees and prospective employees are considered and

treated in a nondiscriminatory manner with respect to all employment decisions.

Performance evaluations of managers and supervisors will also include the success of the EEO program. Furthermore, Kitsap Transit will solicit the cooperation and support of

all employees for the Organization’s Equal Employment Opportunity and Affirmative

Action Policy.

Our Affirmative Action Programs include an audit and reporting system, which, among other things, uses metrics and other information to measure the effectiveness of our

Programs. The Affirmative Action Officer has been assigned responsibility for

periodically reviewing progress in the compliance and implementation of the policy of affirmative action.

Kitsap Transit also believes that the achievement of EEO goals will benefit

recipients/sub recipients and/or contractors through fuller utilization and development of

previously underutilized human resources.

In addition, Kitsap Transit recognizes the rights of employees and applicants to file discrimination complaints. Employees and applicants will not be subjected to

harassment, intimidation, threats, coercion, or discrimination because they have

engaged in, or may have engaged in, filing a complaint, assisting or participating in an investigation, compliance review or hearing, or other activity related to the

administration of Section 503 of the Rehabilitation Act of 1973, the Vietnam Era

Veterans’ Readjustment Assistance Act of 1974, Executive Order 11246, all as amended, and/or any other federal, state, or local law or regulation regarding Equal

Employment Opportunity, opposing any act or practice made unlawful, or exercising any other right protected by such laws or regulations.

John W. Clauson, Executive Director, May 1, 2015


NON-DISCRIMINATION AND ANTI-HARASSMENT POLICY Kitsap Transit is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including harassment. Therefore, Kitsap Transit expects that all relationships among persons in the workplace will be business-like. In furtherance of this commitment, it is the policy of Kitsap Transit to ensure equal employment opportunity without discrimination on the basis of race, color, creed, national origin, religion, sex, age, disability, sexual orientation, marital status, political ideology, ancestry, status as a Vietnam-era or special disabled veteran, or any other characteristic protected by law. Kitsap Transit prohibits and will not tolerate any such discrimination. DEFINITIONS OF HARASSMENT Harassment is a form of unlawful discrimination. Specifically, unlawful harassment is verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of a legally protected status and that a) has the purpose or effect of creating an intimidating, hostile, or offensive working environment; b) has the purpose or effect of unreasonably interfering with an individual's work performance; or c) otherwise adversely affects an individual's employment opportunities. Harassment on the basis of any protected characteristic is strictly prohibited. SEX DISCRIMINATION POLICY (41 C.F.R. 60-20.1 – 60-20.6) Pursuant to Kitsap Transit’s equal employment opportunity and affirmative action policy, we have adopted the following policy prohibiting sexual discrimination and harassment in the workplace. This policy applies to all terms and conditions of employment, including but not limited to, recruitment, hiring, promotion, transfer, demotion, layoff or recall from layoff, termination, wage and benefit administration and selection for training or other employment opportunities. The terms “because of sex”, on the “basis of sex” , “regardless of sex” and “without regard to sex” include, but are not limited to, because of or on the basis of pregnancy, childbirth or related medical conditions, gender identity and transgender status. In furtherance of our commitment to ensuring equal employment opportunity regardless of sex, we will take the following steps, as appropriate:

• Recruit individuals for all positions without regard to their sex

• Ensure that job postings and recruitment materials do not express a sex preference

• Review employment practices and personnel policies to ensure that applicants and employees are not discriminated against or harassed on the basis of sex

• Provide qualified employees with an equal opportunity to any available job without regard to their sex

• Administer employment opportunities, wages, hours, conditions of employment,


retirement programs, and other employee benefits regardless of sex

• Develop written policies which prohibit unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature towards employees and take reasonable steps to prevent such harassment from occurring

• Treat married and unmarried men and women equally in all personnel actions, application of retirement age criteria, and administration of benefits

• Provide appropriate restroom and other facilities for applicants and employees of both sexes

• Refrain from reliance on any state laws which conflict with the non-discrimination provisions of Title VII of the Civil Rights Act of 1964 or Executive Order 11246 and are superseded thereby

• Provide leaves of absence to employees without regard to sex

• Ensure that no employee is discriminated against because of pregnancy, childbirth, or related medical conditions. Women affected by pregnancy, childbirth, or related medical conditions will be treated the same as other persons who are not so affected but are similarly able or unable to work

• Administer any seniority systems without regard to sex

• Determine wage schedules without regard to sex

• Ensure that individuals are not restricted to certain job classifications based on sex. RELIGIOUS AND NATIONAL ORIGIN DISCRIMINATION POLICY (41 C.F.R. 60-50.1 – 60.50.5) Pursuant to Kitsap Transit’s equal employment opportunity and affirmative action policy, we have adopted the following policy prohibiting religious and national discrimination and harassment in the workplace. This policy applies to all terms and conditions of employment, including but not limited to, recruitment, hiring, promotion, transfer, demotion, layoff or recall from layoff, termination, wage and benefit administration, and selection for training or other employment opportunities. In furtherance of our commitment to ensuring equal employment opportunity regardless of national origin or religious beliefs, we will take the following steps, as appropriate:

• Recruit individuals for all positions without regard to their national origin or religious beliefs

• Review employment practices and personnel policies to ensure that applicants and employees are not discriminated against or harassed on the basis of religion or national origin

• Provide qualified employees with an equal opportunity to any available job without regard to their religion or national origin

• Administer employment opportunities, wages, hours, conditions of employment,


retirement programs, and other employee benefits regardless of religion or national origin

• Develop written policies which prohibit unwelcome verbal or physical conduct based on religion or national origin and take reasonable steps to prevent such harassment occurring

• Explain the Organization’s commitment to equal employment opportunity to supervisors and employees and request their support

• Develop reasonable internal procedures to monitor our implementation of the Organization’s equal employment opportunity and affirmative action policy

• Inform all recruitment sources of the Organization’s commitment to equal employment opportunity and seek their assistance and support of Kitsap Transit’s commitment to providing equal employment opportunity without regard to national origin or religion

• Endeavor to make reasonable accommodations to religious observations and practices of an employee or prospective employee unless doing so would pose an undue hardship on Organization’s business.

ANTI-BULLYING POLICY Kitsap Transit defines bullying as repeated, deliberate abusive behavior, either direct or indirect, whether verbal, physical or psychological, conducted by one or more persons against another (or others) that impacts the person or person’s ability to do their job. Bullying may be intentional or unintentional. However, the intention of the alleged bully is irrelevant, and will not be given consideration when determining discipline. Kitsap Transit considers the following types of behavior examples of bullying:

• Verbal Bullying: slandering, ridiculing or maligning a person or his/her family; persistent name calling which is hurtful, insulting or humiliating; using a person as the butt of jokes; abusive and offensive remarks.

• Physical Bullying: pushing; shoving; kicking; poking; tripping; assault, or threat of physical assault; damage or deliberately interfering or tampering with a worker’s personal effects or work equipment including phone, computer, email, internet, software.

• Gesture Bullying: non-verbal threatening gestures.

• Exclusion: socially or physically excluding or disregarding a person in work-related activities.

Additionally, the following examples, while not exhaustive, may constitute or contribute to evidence of bullying in the workplace:


• Persistent singling out of one person

• Shouting, raising the voice at an individual in public and/or in private

• Public humiliation or reprimands in any form

• Constant criticism on matters unrelated or minimally related to the person’s job performance or description

• Ignoring/interrupting an individual at meetings

• Repeatedly accusing someone of errors which cannot be documented

• Spreading rumors and gossip regarding individuals

• Manipulating the ability of someone to do their work (e.g., overloading, underloading, withholding information, setting meaningless tasks, setting deadlines that cannot be met, giving deliberately ambiguous instructions or supplying incorrect information)

• Assigning menial tasks not in keeping with the normal responsibilities of the job

• Consistently taking credit for another person’s ideas or work product

• Refusing reasonable requests for leave without legitimate work-related justification CONSEQUENCES Any employee found to violate this policy will be subject to disciplinary action, up to and including, termination of employment. Any manager or supervisor who is aware of any possible violation of this policy and fails to take corrective action and/or notify Human Resources will be subject to disciplinary action, up to and including termination of employment. RETALIATION IS PROHIBITED Kitsap Transit will not tolerate any retaliation against any individual who reports known or suspected violations of this policy or who participates in any investigation of the complaint. Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action up to and including termination. Kitsap Transit also recognizes that false accusations can have serious effects on innocent individuals. INDIVIDUALS AND CONDUCT COVERED These policies apply to all applicants and employees and prohibit harassment, discrimination, and retaliation whether engaged in by fellow employees, a supervisor or manager, or someone not directly connected to Kitsap Transit (e.g., an outside vendor, consultant or customer). Conduct prohibited by these policies is unacceptable in the workplace and in any work-related setting outside the workplace, such as during business trips, business meetings, and business-related social events.


COMPLAINT PROCEDURE FOR REPORTING HARASSMENT, DISCRIMINATION, BULLYING OR RETALIATION Kitsap Transit strongly urges employees to report all incidents of harassment, discrimination, bullying or retaliation, regardless of the offender's identity or position. All employees have an obligation to cooperate with any investigation. Individuals who believe that they or another employee have experienced harassment, discrimination, bullying or retaliation should bring their comments to a supervisor, department director, Human Resources, or any member of Management before the conduct becomes severe or pervasive. Individuals are not required to bring their complaints to their immediate supervisor before bringing the matter to the attention of any member of Management.

Each member of management is responsible for creating and maintaining an atmosphere free of discrimination and harassment, sexual or otherwise. Further, employees are responsible for respecting the rights of their co-workers. Employees are also responsible for ensuring that their conduct does not violate Kitsap Transit’s anti-harassment, non-discrimination and anti- bullying policies. Employees who have experienced behavior that they feel is in violation of Kitsap Transit's anti-harassment, non-discrimination and anti-bullying policy have an obligation to take advantage of this complaint procedure. Early reporting and intervention have proven to be the most effective methods of resolving actual or perceived incidents of harassment. Therefore, Kitsap Transit strongly urges the prompt reporting of complaints or concerns so that appropriate action can be taken. The availability of this complaint procedure does not preclude individuals who believe they are being subjected to harassing and/or bullying conduct from promptly telling the offender that his or her behavior is unwelcome and requesting that it be stopped immediately. Any reported allegations of harassment, discrimination, bullying or retaliation will be investigated promptly. Confidentiality will be maintained throughout the process, to the extent consistent with adequate investigation and appropriate corrective action. Following an impartial investigation, written findings will be given to both parties. Any employee who is found to have engaged in discrimination or harassment based on a legally protected characteristic may be subject to disciplinary action that Kitsap Transit believes appropriate under the circumstances, up to and including termination. REASONABLE ACCOMMODATION OF INDIVIDUALS WITH DISABILITIES (ADA) Kitsap Transit complies with the Americans with Disabilities Act (ADA) http://www.ada.gov/ and applicable federal and state and local laws aimed at ensuring access to opportunities for qualified individuals with disabilities. The Agency thus provides reasonable accommodation to the known physical, mental, or sensory limitations of otherwise qualified individuals with disabilities. Depending upon the severity of a medical condition, an employee injured on or off the job or who has an extended illness, may qualify as an individual with a disability. It is the Agency's policy to, without limitation:


• Ensure that applicants with disabilities are treated in a nondiscriminatory manner in the pre-employment process, and that employees with disabilities are treated in a nondiscriminatory manner in all terms, benefits, conditions, and privileges of employment;

• Keep all medical-related information confidential in accordance with the requirements of the ADA and maintain medical documentation separately from other personnel and/or supervisory records;

• Engage in a dialog with applicants and employees regarding the nature of their disability and possible solutions;

• Provide applicants and employees with disabilities with reasonable accommodation, except where such an accommodation would create an undue hardship on the Agency; and

• Inform applicants and employees that the Agency provides reasonable accommodation to qualified individuals with disabilities by, for example, including the above statement about this policy in this Employee Handbook and by posting the Equal Employment Opportunity Commission's poster http://www.eeoc.gov/ on not discriminating against individuals with disabilities and other protected groups conspicuously throughout the Agency's facilities.

DISABILITY ACCOMMODATION REQUESTS Reasonable accommodation means a modification or adjustment to a job, work environment, policy, practice, or procedure that enables a qualified individual with a disability to enjoy the same terms, benefits, conditions, and privileges of employment as non-disabled individuals and which does not cause an undue hardship to the employer. Individuals with disabilities may make requests for reasonable accommodation to Human Resources, who will review, evaluate and process the request. Human Resources will evaluate the feasibility and effectiveness of the requested accommodation with appropriate management representatives, identified as having a need to know (e.g., the individual's supervisor or department head). All information regarding the request for accommodation and the presence or nature of an individual’s disability will be regarded as confidential medical information and will be stored separately from personnel files, and access restricted to appropriate staff. Kitsap Transit will consider many factors in evaluating a request for accommodation including:

• The effectiveness of the requested accommodation;

• The nature and cost of the accommodation;

• Possible alternatives;

• The availability of tax credits and deductions, or outside funding;


• the Agency's overall financial resources and organization; and

• The accommodation's impact on the operation of the facility, including its impact on business and on the ability of other employees to perform their duties and on the facility's ability to conduct business.

As part of an interactive process to evaluate a request for accommodation, Kitsap Transit may ask that the applicant or employee provide documentation completed by a qualified healthcare provider. That provider may be asked for a variety of information, including verification of the disability as claimed, the medical necessity for accommodation, whether the employee or applicant can perform the essential functions of the job, and whether the requested accommodation is effective and/or appropriate to the disability. Human Resources will inform the individual of the Agency's decision. If an accommodation is approved, Human Resources will be responsible for implementation and/or coordination. If the accommodation request is denied, the employee will be advised of the right to appeal the Agency's decision by submitting a written statement to the Director. After reviewing the employee's appeal, the Director will notify Human Resources of the decision. Human Resources will, in turn, notify the individual of the Director’s decision, which will be final. EMPLOYMENT GUIDELINES GUIDELINES FOR PROFESSIONAL CONDUCT Kitsap Transit values respect, trust, loyalty, commitment and honesty. We encourage customer service, teamwork, good communication, cooperation and innovation. Employees are expected to exhibit a high degree of professionalism and personal integrity at all times. This not only requires respect for the rights and feelings of others, but also demands that employees refrain from any behavior that might be considered harmful to themselves, the Agency, or those with whom they come into contact while at work. These expectations of professional behavior include, but are not limited to:

• Reporting for work regularly and on time;

• Performing assigned duties to the best of their abilities;

• Being courteous, respectful and helpful to other employees and members of the public;

• Presenting a professional and appropriate appearance;

• Communicating respectfully and appropriately, both verbally and in writing.


Types of behavior and conduct that Kitsap Transit considers inappropriate include, but are not limited to, the following:

• Possession of firearms or other weapons on Kitsap Transit premises, in any Kitsap Transit vehicle, in any car parked in a Kitsap Transit work area, or while on Agency business;

• Reporting to work intoxicated or impaired due to the use of alcohol or non-prescribed drugs; or the illegal manufacture, possession, use, sale, distribution, or transportation of drugs;

• Fighting or using obscene or abusive language; making threats or threatening gestures;

• Theft of property from co-workers, clients, or Kitsap Transit;

• Violating local, state, or federal laws and regulations or Kitsap Transit's employment policies;

• Dishonesty, including falsifying employment or other official records, deliberate failure to report accidents or incidents, making false statements;

• Excessive unexcused absences or any absence without notice;

• Excessive or unauthorized personal use of Agency supplies, property, or corporate credit cards;

• Use of official authority for the purpose of interfering with or affecting the result of an election or a nomination for office;

• Disregarding safety or security regulations; and

• Insubordination or seriously disruptive or disrespectful conduct. This list of inappropriate behavior is intended to be illustrative. In addition to the above, should an employee's performance, work habits, overall attitude, conduct, or demeanor become unsatisfactory in the judgment of Kitsap Transit, the employee may be subject to disciplinary action, up to and including termination. Nothing contained in this policy shall eliminate or modify the employee's or Kitsap Transit's right to terminate the employment relationship at any time, for any reason, with or without cause or notice. Disciplinary action may include verbal warnings, written warnings, suspensions, and termination. Disciplinary actions may be taken in any order determined appropriate by Kitsap Transit's management. ATTENDANCE In order to allow for a variety of employee needs, the Agency has established a number of leave policies, which are detailed in “HEALTHCARE & TIME OFF BENEFITS,”


Section 5, page 40. These policies are balanced by employee responsibility. Kitsap Transit expects all employees to assume diligent responsibility for their attendance and the prompt notification of their supervisor, or other appropriate person, in the event of an illness or personal emergency that interferes with the ability to attend work. Attendance problems, including failure to call in, may result in disciplinary action up to and including termination. Employees who fail to report for work or call in for three days in a row may be deemed to have abandoned or resigned their jobs. Please refer to the “Return to Work Policy – RTW,” Section 5, page 60, for information on returning to work from a medical leave or illness. INCLEMENT WEATHER In the event that Kitsap Transit closes its administrative offices to the public due to inclement weather, all staff will be expected to report for work if they are scheduled to work that day. Employees who are unable to show up for work must notify their supervisor and use their accrued general leave to cover their absence. Employees who do not have accrued general leave will be on leave without pay for the time they are absent from work. The Executive Director or the Acting Executive Director has the sole authority to declare an agency-wide administrative leave should circumstances warrant it. DRUG AND ALCOHOL POLICY Kitsap Transit performs a vital public service to our community. To ensure that this service is delivered safely, we are dedicated to providing and maintaining a drug and alcohol-free working environment. It is Kitsap Transit's policy to:

• Assure that employees have the ability to perform assigned duties in a safe, healthy and productive manner;

• Create a workplace free from the adverse effects of drug and alcohol abuse or misuse; and

• Prohibit the unlawful distribution, possession or use of controlled substances. All Kitsap Transit employees are responsible for reading and following the requirements of the complete Drug and Alcohol Policy (available on the Public Drive in the “KT Policies” folder, or for a printed copy please contact Human Resources). Kitsap Transit cares about the health and well-being of its employees. We urge employees who believe they are having an alcohol or chemical dependency problem to seek treatment before job performance and employment is endangered.


SMOKING POLICY In the interest of the health and well-being of all employees, and in compliance with the Expanded Clean Indoor Air Act, smoking is not allowed inside, or within twenty five feet of, any Kitsap Transit-owned facilities or vehicles, including buses, staff cars, vanpool vans, and support vehicles. This includes the use of “e-cigarettes”. Employees who wish to smoke must use designated smoking areas and dispose of their smoking materials in the ashtrays/bins provided. Please refer to “OTHER BENEFITS,” Section 5, page 44, for information on Kitsap Transit’s “Smoking Cessation” program. (revised 10/11) WHISTLEBLOWER ACT The Washington State Whistleblower Act of 1982 provides protection for state employees who report suspected improper government action. Any Washington state employee may report suspected improper governmental action through the Whistleblower Program, and the State Auditor’s Office will investigate reports. “Improper government action” is action taken in the performance of an employee's official duties that:

• Results in mismanagement or gross waste of public funds;

• Is a violation of any federal or state law or rule; or

• Is of substantial and specific danger to the public health or safety. Kitsap Transit encourages employees to report such actions and will protect employees from retaliation for such reporting made in good faith. Complete information and procedures can be found in the Kitsap Transit “Employee Whistle Blowing Policy” (available on the Public Drive in the “KT Policies” folder, or for a hard copy please contact Human Resources). NEPOTISM POLICY Kitsap Transit permits the employment of qualified relatives of employees as long as such employment does not, in the opinion of the Agency, create actual or perceived conflicts of interest. For purposes of this policy, "relative" is defined as a spouse, partner, child, parent, sibling, grandparent, grandchild, aunt, uncle, niece, nephew, or corresponding in-law or "step" relation. The Agency will exercise sound business judgment in the placement of related employees in accordance with the following:

• Individuals who are related are permitted to work in the same department or in any other positions in an Agency facility, provided no direct reporting or supervisory relationship exists. That is, no employee is permitted to work within the "chain of command" of a relative such that one might influence the work responsibilities, salary, or career progress of the other relative.


• Employees who marry while employed are treated in accordance with these guidelines. That is, if, in the opinion of the Agency, an actual or perceived conflict arises as a result of the marriage, attempts will be made to find a suitable position within the Agency to which one of the employees will transfer. If accommodations of this nature are not feasible, the employees will be permitted to determine which of them will resign.

This policy applies to all categories of employment at Kitsap Transit, including but not limited to, regular, temporary, and part-time classifications. TRAVEL EXPENSES AND ALLOWANCES Kitsap Transit reimburses employees for allowable expenses incurred while traveling on Kitsap Transit business that are approved in advance by a Director. As public employees, we are all expected to make an effort to minimize expenses and to travel efficiently. Remember to always request government discounts. The department director or Executive Director may approve unexpected travel expenses. PLANES, TRAINS, BUSES, AND FERRIES Kitsap Transit will reimburse employees for actual airfare for the approved expenses. The employee must pay additional charges for personal detours, first class upgrade, etc. When employees choose to use an alternate travel method, such as trains or buses, the reimbursable expense may not exceed the cost of the most direct airfare. Employees should use the ferry to Seattle to minimize travel costs whenever possible; pre-paid ferry tickets are available from Finance. Employees should use airport shuttles whenever possible. If a rental car is necessary, reimbursement is limited to the cost of a compact car, unless three or more employees are traveling together. Employees should purchase only auto physical damage insurance, since Washington State Transit Insurance Pool (WSTIP) covers liability insurance for rental cars. Bridge and road tolls, shuttle, and taxi expenses are reimbursable. PARKING Kitsap Transit will reimburse employees for business-related parking fees. SeaTac Airport parking costs will be reimbursed only for more than one day in off-premise parking lots (park and shuttle). The SeaTac parking garage should only be used to park for one day or less. ACCOMMODATION EXPENSES Accommodation expenses will be reimbursed only at the designated Per Diem rates and only when approved in advance by a Director. Overnight accommodations will only be reimbursed when traveling outside of the Seattle and Tacoma area, which is defined as north of Everett, east of Seattle, and south of Olympia. Employees may stay over the night before if the conference starts at/or before 9:00 a.m. the following day. Accommodations on the last business day of a trip or after will only be reimbursed when


necessary to accommodate transportation schedules and/or discounts (e.g., airline flights), and the amount saved exceeds the cost for lodging and meals. Any deviation from the federally designated Per Diem rates must be pre-approved by the Executive Director and be supported by receipts. Reservations may be confirmed with a Kitsap Transit credit card, and payment may be made with cash, personal credit card, or the Kitsap Transit credit card. To use our company card, the traveler must have the actual card. The employee must submit all lodging receipts when completing the travel expense report to be processed for reimbursement. MEALS DURING TRAVEL All Kitsap Transit meals and incidental (M&I) per diem rates will be reimbursed at the federally approved Per Diem rate. The rates are adjusted annually in October with the federal per diem rates. Employees qualify for M&I Per Diem rates as follows:

• If an overnight stay is required, the employee qualifies to receive M&I per diem. The employee qualifies to receive 75% of the daily M&I Per Diem for the first and last days of travel. The employee qualifies to receive 100% of the M&I Per Diem for non-travel days out of town. Employees should refer to the M&I Per Diem for the applicable area of planned travel that is available as a tab to the “Travel Authorization” and “Travel Expense Report” (available on the Kitsap Transit “Public Drive” in the “FORMS” folder, or for a printed copy please contact Finance).

• If travel from the office does not require an overnight stay, there is no Per Diem for meals. (Revised 3/09)

• Receipts for M&I Per Diem do not need to be submitted to the Finance Department with the Travel expense Report.

LOCAL MEALS If an employee is required to work outside of their normal business hours, but does not meet the travel requirements, a Director may authorize reimbursement for meals, along with an expense report and receipts. This meal is not reported with the employee’s reportable taxable income provided that meal reimbursement is occasional or infrequent. Receipts must be submitted for expense reimbursement. MEALS FOR NON-EMPLOYEES With approval by a Director or the Executive Director, Kitsap Transit will reimburse employees for the actual cost (including tips) of meals purchased for those providing a service to the Agency (e.g., individuals serving on interview panels, trainers conducting seminars, etc.). INCIDENTAL EXPENSES Incidental expenses for food, personal phone calls, luggage handling services and tips


are included with the daily M&I Per Diem. Receipts do not need to be submitted with the Travel Expense Report. MISCELLANEOUS

Other business related expenses may be reimbursed with the approval of the department director or Executive Director. A “Travel Expense Form” (available on the Kitsap Transit “Public Drive” in the “FORMS” folder, or contact Finance for a hard copy) along with receipts must be submitted for reimbursable costs incurred during travel. Examples of business related expenses include cab fares, business phone calls, fax machine charges, computer or business center charges, etc.

NON-REIMBURSABLE EXPENSES

Employees will not be reimbursed for the cost of:

• Movies, video rentals, and/or airplane earphones;

• Alcoholic Beverages;

• Childcare;

• Upgrades (first class flights, upgraded car rentals, larger hotel rooms, etc.) TRAVEL AUTHORIZATION The department director or the Executive Director must approve all travel and related expenses in advance. The Executive Director must approve all out of state travel. To request approval, employees should complete the “Travel Advance Form” (available on the Kitsap Transit Public Drive in the FORMS folder, or contact Finance for a hard copy) before incurring any costs (seminar registrations, airline tickets, or other costs). All costs (actual and estimated) should be listed. A travel advance may be requested when completing the Travel Authorization form. Any cash or travel advance is only an estimate of expenses. The cost of airline tickets, rental cars, and hotel accommodations are typically paid by company credit card, rather than a cash advance. EXPENSE REIMBURSEMENT After completing travel, employees must, within 10 days of completing travel, reconcile estimated and actual expenses by completing a “Travel Expense Form” (available on the Kitsap Transit Public Drive in the “FORMS” folder, or contact Finance for a hard copy). Any additional amount due to or owed by the employee will be calculated from this report. Future travel advance requests will not be processed until prior Travel Expense reports and receipts are submitted to the Finance Department. It is important to note that it is the employee’s responsibility to submit receipts for expenses not included within the M&I Per Diem. If applicable receipts are not submitted, the employee’s travel reimbursement will be deferred and any applicable travel advances paid to the employee may be included with the employee’s reportable


income in accordance with IRS Revenue Ruling 2006-56. PAY FOR TRAVEL – NON-EXEMPT EMPLOYEES When employees travel to attend training or other work-related events, they are paid for all time spent for direct and reasonable travel, regardless if they are the driver or passenger of the vehicle. If the time spent traveling causes an employee to work more than 40 hours in a workweek, the additional time will be paid as overtime. Like all overtime, however, the employee’s supervisor must approve this in advance. Driving buses from the point of purchase may require that employees work over 40 hours in one week. Non-exempt employees can choose to be paid overtime or receive compensatory time, at the rate of time and a half, for all overtime hours. While on a bus driving trip, employees will be paid for:

• Actual driving time;

• Meal and rest breaks taken during the day;

• Time spent waiting for vehicle repairs;

• Other delays as identified by the trip leader; and

• Time spent traveling in a bus as a spare driver. Employees will not be paid for:

• Meal breaks taken before and after the driving day begins and ends;

• Excursion trips to points of interest along the way; and

• Other activities that employees choose to engage in that are not a necessity of the trip (for example, stopping at a shopping mall).

Using these guidelines, the trip leader will determine, for pay purposes, the number of work hours each day and will sign timesheets for the trip. PAY FOR TRAVEL – EXEMPT EMPLOYEES Exempt employees are generally paid a salary, regardless of hours worked, and are not eligible for overtime compensation. Time spent traveling does not affect pay. EQUIPMENT AND TECHNOLOGY POLICY Kitsap Transit provides its employees with communications hardware and software, internal and external email, access to the Internet, and voicemail for the benefit of the organization and its clients. Each employee has a responsibility to maintain and


enhance the Agency's public image, which includes using the technology provided in a professional, productive, ethical, and legal manner. As a condition of providing this technology, Kitsap Transit places certain restrictions on usage and expects employees to adhere to the following guidelines. PRIVACY AND SECURITY Although Kitsap Transit maintains a high degree of respect for the personal privacy of its employees, each employee should be aware that the following guidelines may affect their privacy in the workplace. The communication systems, as well as the equipment, data, messages, and files stored, are and remain at all times the property of the Agency. The Agency thus has the right to monitor their use. The Agency reserves the right to review, audit, intercept, access and disclose all messages created, received or sent over the email system for any purpose. At any time and without prior notice, Kitsap Transit’s management reserves the right to examine email, personal file directories, and other information stored on its computers. Internet messages are public communication and are not private. All communications, including text and images, may be disclosed to law enforcement or other third parties without prior consent of the sender or the receiver. No employee should consider his or her messages or files to be private or confidential. It should be noted that even if a message is erased, it is still possible to retrieve and read that message. The use of passwords for security does not guarantee confidentiality. It is also possible for messages to be retrieved and viewed by someone other than the intended recipient. Notwithstanding the Agency's right to retrieve and read any electronic mail messages, such messages should be treated as confidential by other employees and accessed only by the intended recipient. Employees may not retrieve or read any email messages that are not sent to them. The Executive Director must approve any exception to this policy. Aside from performance of normal job duties, employees are not permitted to modify, copy, remove, or destroy any Agency equipment, data, or files, unless specifically authorized or directed by the Information Technology Administrator or department Director. PASSWORD PROTECTION Computer account and password information should not be shared. Employees will be held responsible for activity originating from their account. Any employee who suspects that his or her password is no longer private should change the password immediately. APPROPRIATE USE Employees are prohibited from accessing the Internet from Kitsap Transit, or using Agency equipment, for any inappropriate purposes, including viewing or accessing sites that publish or promote pornography, violence, gambling, racism, harassment, or any


illegal activity. Employees are forbidden from using profanity or vulgarity in all Kitsap Transit email and from posting to public forums, blogs, or newsgroups from Kitsap Transit, or via the Agency’s communication system or equipment. This policy should be read and interpreted in conjunction with all other Agency policies, including but not limited to, policies prohibiting harassment, discrimination, offensive conduct, or inappropriate behavior. Kitsap Transit specifically prohibits employees from sending, creating, or soliciting email, voicemail messages, or any other file that would reasonably be considered offensive, harassing, inflammatory, or disruptive to any employee. Offensive content includes, but is not limited to, sexual comments or images, racial slurs, gender specific comments or any comments that would offend someone on the basis of their age, sex, sexual orientation, religious or political beliefs, national origin, or disability. Any attempt by employees to hide or disguise their identities while using email or Internet access is prohibited. In addition, employees may not use the Agency’s communications system or equipment to impede, slow down, or prevent the flow of information on the Internet or for any illegal or unethical purpose. Kitsap Transit’s communication system or email should not be used to solicit, proselytize, promote or engage in any non-job-related causes. This does not preclude personal use, subject to the guidelines explained below. Employees must abide by all federal, state, and local laws governing information sent through the Internet. PERSONAL USE Equipment provided to employees by Kitsap Transit is Agency property and is provided for Agency business purposes. Agency property includes, but is not limited to, computers, phones, and office equipment (e.g., copiers, faxes, etc.), cars, and cell phones. Email and Internet access through Kitsap Transit’s network are also provided for business purposes. Limited personal use is permitted; however, it must not interfere with Agency operations or with the individual employee’s job responsibilities, nor should it cause any harm or embarrassment to Kitsap Transit or its employees. Sending chain emails is strongly discouraged. Furthermore, personal use is subject to the appropriate use guidelines above. SOFTWARE To prevent computer viruses from being transmitted through the system, employees are not permitted to download or install any software, unless authorized by the Information Technology Administrator. Failure to detect viruses can result in corruption or damage to files and/or unauthorized entry into the Agency’s network. Therefore, any files that are downloaded should be treated with caution and passed through virus protection programs prior to use. Employees must comply with copyright and trademark laws when downloading material from the Internet. The Agency only uses software that is specifically licensed to Kitsap Transit.


ACKNOWLEDGEMENT Employees are hereby notified that use of Agency-provided technology constitutes full acceptance of the terms of this policy and consent to monitoring. Any employee who is found to have violated any part of this policy may be subject to disciplinary action, up to and including termination. PERSONNEL FILES Kitsap Transit maintains personnel records for each employee. While these files are Kitsap Transit property, employees have the right to review their own personnel file, in the presence of a Human Resources employee, at a mutually convenient time. Employees may request copies of anything in their personnel files. Employees can add their own version of any disputed item to the personnel file. The employee's supervisor, department director, the Human Resources Director or his/her designee, and the Executive Director may also examine employee personnel files. Employees are responsible for notifying Human Resources of relevant personal information changes, including marital status, address, legal name, phone number, or addition of new dependents. Failing to do this may result in a loss of benefit eligibility. OUTSIDE EMPLOYMENT Employees may have other employment outside the Agency, as long as they received the department director’s approval in advance and, in the opinion of the director, the other job(s) does not interfere with the employee’s Kitsap Transit job performance. CONFLICT OF INTEREST PROCUREMENT OF GOODS AND SERVICES Any employee involved in the award and administration of contracts cannot participate in that process when a real or apparent conflict of interest exists. An example of such a conflict would be if the employee or any member of his/her immediate family has financial or any other interest in the company selected to provide services. Employees may hold political office, except serving as a member of the Kitsap Transit Board of Commissioners. Any employee appointed to serve on the board of an outside agency, which contracts with Kitsap Transit, must resign from Kitsap Transit. GIFTS AND COMPENSATION As workers in a public agency, Kitsap Transit employees cannot receive any type of tangible compensation or gift from outside individuals or agencies. Outside employment is a separate issue, addressed above. EMPLOYEE SOLICITATION Solicitation for any “for-profit” commercial purposes is not allowed during work time or


with the use of any Kitsap Transit property. For this purpose, property includes, but is not limited to, all work locations, transfer centers, office equipment, computers, email, etc. For a further explanation on the use of email, please refer to the “Equipment and Technology Policy”, Section 2, of this handbook. Solicitation for non-profit charitable organizations may be allowed by the Human Resources Director, provided a detailed written request is submitted in advance. Approval of static displays for non-profit solicitation purposes in non-work areas, such as lunchrooms or designated break areas, may also be granted, provided those displays do not interfere with the work activities or employee use of those areas. Solicitation of Kitsap Transit employees for any partisan political organization or purpose is prohibited on Agency property at all times. Employees may not wear or display any sign or material relating to a political campaign while acting as a Kitsap Transit employee. Agency facility, equipment, and supplies are for Agency business only and may not be used for any political issue or candidate. With the department director’s approval, employees may collect money within their work areas for employee celebrations and employee illness. MEDIA CONTACT Only the Executive Director and departmental directors are authorized to represent the Agency to the media. Employees contacted by the media should refer media personnel to an appropriate spokesperson. WORKPLACE VIOLENCE POLICY It is Kitsap Transit’s policy to promote a safe environment for its employees. The Agency is committed to working with its employees to maintain a work environment free from violence, threats of violence, harassment, intimidation, and other disruptive behavior. Violence, threats, harassment, intimidation, and other disruptive behavior in our workplace will not be tolerated; that is all reports of incidents will be taken seriously and will be dealt with appropriately. Such behavior can include oral or written statements, gestures, or expressions that communicate a direct or indirect threat of physical harm. Individuals who commit such acts may be removed from the premises and may be subject to disciplinary action, criminal penalties, or both. Every employee is responsible for implementing this policy effectively and for maintaining a safe working environment. Do not ignore violent, threatening, harassing, intimidating, or other disruptive behavior. Any person who observes or experiences any such behavior on Agency premises, whether he or she is an Agency employee or not, should report it immediately to a supervisor or director. Supervisors and directors who


receive such reports should seek advice from the Human Resources Department regarding investigation of the incident and appropriate action. PLEASE NOTE: Threats or assaults that require immediate attention by police should be reported first to police by calling 911. THEFT OR DAMAGE OF PERSONAL PROPERTY Kitsap Transit is not responsible for the theft of or damage to personal property or vehicles on Agency premises or off premises while conducting Agency business. Employees who suffer losses should file claims for losses with their own homeowners, auto, or other personal insurance carrier.


SECTION 3 - EMPLOYMENT EMPLOYMENT CATEGORIES For purposes of salary administration and eligibility for overtime and benefits, jobs at Kitsap Transit are classified according to the number of hours worked and as either exempt or non-exempt from federal wage and hour laws. Classifications of employees are:

• Regular Full-time Employees are those employees hired for an indefinite period, have successfully passed probationary period, and regularly work at least 35 hours per week. These employees may be exempt or non-exempt, as defined below. For the purposes of determining benefit eligibility, regular full-time employees are those employees that regularly work at least 20 hours per week. (revised 10/11)

• Regular Part-time Employees are those employees hired for an indefinite period, have successfully passed probationary period, and regularly work less than 35 hours per week. These employees may be exempt or non-exempt, as defined below.

• Temporary Employees are full- or part-time employees hired for a limited period, not to exceed six months, unless authorized by the Executive Director. These employees may be exempt or non-exempt, as defined below. Employees from temporary employment agencies are employed by the specific agency and are not Kitsap Transit employees.

• Non-Exempt Employees are eligible for overtime pay and compensatory time, in accordance with the Fair Labor Standard Act (FLSA) http://www.dol.gov/esa/ and Washington State Wage and Hour Law (http://www.lni.wa.gov/). For information on overtime pay and compensatory time, please see “OVERTIME COMPENSATION”, Section 4, page 36.

• Exempt Employees are exempt from the overtime provisions of the Fair Labor Standard Act (FLSA) and Washington State Wage and Hour Law and are not eligible for overtime pay and compensatory time. Executives, professional employees, and certain administrative employees are typically exempt.

Employees are informed of their employment classification when they are hired and when they change positions within the Agency. Questions regarding employment status in general and/or any effect a status change may have on pay and benefits should be directed to Human Resources or Payroll. These employment categories and anything contained in these policies and procedures do not guarantee employment for any specific length of time. Either Kitsap Transit or the employee can terminate the employment relationship at will, for any reason, with or


without cause or notice, at any time, so long as there is no violation of applicable federal or state law. WORKER/DRIVER GENERAL INFORMATION “Worker/Drivers” are individuals employed, primarily, at local military bases who are also employed by Kitsap Transit as part-time drivers of a specialized commuter service. Worker/Drivers must meet all requirements, qualifications, and performance expectations of a regular Kitsap Transit operator. Worker/Drivers who work the routes that go on military bases must also ensure that they maintain their security clearance as established by the security guidelines of the military bases (i.e. Puget Sound Naval Shipyard and Naval Base Kitsap) in order to remain employed at Kitsap Transit. Like all Kitsap Transit operators, Worker/Drivers must secure and continue to maintain a Commercial Drivers’ License (CDL), a medical card, and a clean driving record. When a new Worker/Driver route is proposed, the Worker/Driver Supervisor will recruit and select both lead and back-up drivers from the group proposing the new route. Once the new route is established, lead and back-up drivers are confirmed from the same group. HIRING PROCESS Kitsap Transit strives to be an outstanding employer and is committed to recruiting, hiring, and promoting the most qualified individuals to fill job openings, while ensuring equal employment opportunity, in accordance with the Agency’s policies and local, state, and federal requirements. The Human Resources Director, or his/her designee, is responsible for all employment activity and for overseeing the hiring process, including recruitment, selection, interviewing, and references. RECRUITMENT An open recruitment is a position vacancy that is open to all Kitsap Transit employees as well as applicants outside the Agency. Ordinarily, a job announcement describing the position, requirements, and selection process is posted internally and externally. Announcements are distributed to encourage a diverse applicant pool. In an open recruitment, any internal applicant who meets the minimum qualifications and receives a score of at least 70% on the primary screening is deemed qualified for the position and will go on to the next step in the selection process. Further progress in the selection process depends on an applicant’s score, and no additional preference will be given to internal applicants. An internal recruitment is open only to Kitsap Transit employees. In order to conduct an internal recruitment, the Human Resources Department must determine that there are at least two qualified candidates. The preferential screening described above does not apply to an internal recruitment.


If an adequate number of qualified candidates do not apply for the position, the Human Resources Department may extend the recruitment period or open the position to outside applicants. Positions may be filled by conducting an open or internal recruitment. Kitsap Transit drivers who wish to apply for an open position may be excluded from eligibility from internal recruitment opportunities if they have a current Decision Making Leave or higher disciplinary action in the Safety category; more than two held customer complaints or more than four unscheduled absence occurrences in the last twelve months. Other represented and non-represented Kitsap Transit employees must have a satisfactory performance record. SELECTION PROCESS Once the recruitment period is closed, all completed applications are screened using a selection process specifically designed for that recruitment. Each step in the selection process is designed to test the knowledge, skills, and experience required to successfully perform the work for the specific position. Applicants are treated consistently, without regard to race, color, national origin, sex, age, marital status, disability, religion, or any other protected status. Kitsap Transit will consider accommodations that may be necessary to enable an applicant with a disability to successfully perform the essential job functions. The selection process may include any combination of the following:

• Evaluation of the application, minimum qualifications, and supplemental questionnaire;

• Evaluation of written and/or performance tests;

• Verification of driver's license, driving record, criminal background check, work history and/or academic record;

• Evaluation of phone and/or in-person interviews. If an applicant is a PERS retiree, from Kitsap Transit or from any other employer covered by one of the Washington State retirement systems, there may be impacts to the applicant’s retirement benefits. Before considering returning to work with Kitsap Transit, applicants should contact the Department of Retirement Systems to discuss any possible impacts to their retirement income. The amount of hours offered to the applicant seeking the job will not be altered due to any potential impact their PERS retirement. If offered employment, the applicant must inform Kitsap Transit that they are a retiree for proper reporting of hours. They must also acknowledge that Kitsap Transit will not adjust the amount of working hours of the job they are seeking.

VETERAN'S PREFERENCE Veterans will be given preference in the selection process, in compliance with state law (RCW 41.04.005, 41.04.010 and 73.16.010). In order to claim Veteran's Preference,


applicants must complete a Veteran's Preference Declaration (available from the Kitsap Transit receptionist or Human Resources) form to submit with their application package and a copy of their DD214. According to established criteria, either five or ten percent will be added one time to the applicant’s score in the selection process. AGE REQUIREMENTS The minimum employment age at Kitsap Transit is 18 years old for regular employment. Minors between 16 and 18 years may be considered for employment in certain jobs, primarily internships, subject to job requirements and state regulations. All employees under 18 years of age must have a complete Minor's Work Permit on file with Human Resources prior to starting work. Minors cannot drive a motor vehicle, operate or work around heavy equipment, or work on job sites that are being picketed during a labor dispute. (Revised 2/13) There is no mandatory retirement age for Agency employees. Apart from restrictions on employment of minors, age is not considered when making hiring or employment decisions. REFERENCES Applicants will be asked to sign a release including but not limited to their work record, professional reputation, criminal records, education, and recommendations for employment. Applicants will also be asked to provide contact information for their last three employers, so Human Resources can check employment references prior to making a job offer. Hiring decisions will not be made until all steps in the selection process are completed, including reference and background checks. OFFERS OF EMPLOYMENT Once a candidate has been selected and references checked, Human Resources or the hiring manager will make an employment offer. New employees generally are hired at Step 1 or Step 2 of the appropriate salary range, depending on the applicant's qualifications. The Human Resources Director or the Executive Director may authorize an appointment at Step 3. An offer of employment may be made, contingent on the candidate successfully completing any or all of the following, as applicable to the job:

• A medical examination to determine fitness for duty and qualification for a Commercial Drivers’ License (CDL);

• Criminal History Check; Kitsap Transit will undertake an individualized assessment to determine whether exclusion of the applicant is job-related and consistent with business necessity. (Revised 2/13)

Should any applicant fall within one or both of the above categories, KT will undertake an individualized assessment to determine whether exclusion of the applicant is job-related and consistent with business necessity. (Revised 8/12)


• Drug Screen (for all safety sensitive positions). (Revised 3/09) EMPLOYEE REFERRAL POLICY Kitsap Transit is always looking for good employees and believes that employee referrals are a good source of quality candidates. Employees who refer candidates who successfully complete their probation are eligible for a $100 fee. Employees are eligible to receive one referral fee per calendar year. REFERRAL GUIDELINES 1. All current Kitsap Transit employees are eligible to refer applicants.

2. The referral made must be for a current job opening. This information is available through job postings at our various locations, contacting Human Resources or by visiting our website at: www.kitsaptransit.org.

3. The referral must be for an external candidate. Temporary, summer, contract and former employees of Kitsap Transit are not eligible candidates for referral.

4. In order to be eligible for an award, the candidate must submit both the Employee Referral Form and the application packet to Human Resources.

5. The first employee to refer a candidate will be the only referring employee eligible for payment.

6. Only candidates who meet the qualifications for the position will be considered.

7. All candidates will be evaluated for employment consistent with Kitsap Transit’s policies and procedures. Not all referrals will be selected for employment. All applicants, whether they are referred or not will be evaluated for employment fairly, based on their qualifications.

8. All information regarding the hiring decision will remain strictly confidential.

9. To qualify for the referral fee, the employee must still be on the active payroll, and the person referred must have completed the probationary period at Kitsap Transit.

NEW EMPLOYEE ORIENTATION Kitsap Transit provides orientation for new employees on a variety of topics during the first few weeks of employment. Ordinarily, on their first day of work, employees will meet with the Payroll Department to discuss pay issues and retirement savings programs. During the next weeks, employees generally will attend orientation sessions, which cover topics such as general policies and procedures, insurance benefits, anti-harassment training, and information on the Agency’s “Drug and Alcohol Policy”. Questions regarding this general orientation should be directed to Human Resources. Some employees will have additional, job-specific topics covered during orientation. The employee’s supervisor is responsible for the department and work task orientation.


PROBATIONARY PERIOD FOR NON-REPRESENTED EMPLOYEES Probation is a time for orientation and for Kitsap Transit and the employee to gain a better understanding of expectations and performance. While employees are expected to meet performance requirements throughout their employment, probation provides an early opportunity to focus on compatibility and potential. The probationary period for new employees is regularly nine months. Employees will serve an additional probationary period of six months following a promotion or transfer. If an employee is promoted or transferred within the first three months of employment, the total probationary period will be at least nine months. A department director may decide, with approval by the Human Resources Director, to extend an employee’s probationary period for up three months for mitigating factors that are outside the employee’s control. An example of a mitigating factor is an unplanned leave of absence for personal or family reasons. Any such extension must be documented, with a copy provided to the employee and Human Resources. In calculating the completion date of a probationary period, any leave of absence for one month or more, as well as any temporary employment will not be included. The completion date will be prorated for the total number of work days on leave. TEMPORARY EMPLOYEES Temporary Employees are full- or part-time employees hired for a period of six months or less, unless the Executive Director authorizes an extension. Requests for temporary help should be submitted to the Human Resources Department. Human Resources and the department director will determine, based on the specific assignment and the needs of the department, how to fill the opening. If the assignment is expected to last longer than six months, Human Resources may conduct a regular recruitment to fill the position. Human Resources will determine the salary range of the position. EMPLOYMENT SEPARATION There are different conditions under which employees leave Kitsap Transit. The following information regarding exit interviews, Kitsap Transit property, final paychecks, and references applies to most situations. For information about continuation of health insurance benefits (COBRA) following termination or retirement, contact the Benefits Coordinator in Human Resources. For other questions, please contact the Human Resources Department and the Payroll Department. RESIGNATION, RESIGNATION IN LIEU OF TERMINATION, AND DISCHARGE Kitsap Transit requests that an employee who is planning to resign submit a written resignation to his/her supervisor at least two weeks prior to the anticipated resignation


date. The department Director may discharge a non-represented employee, with or without notice. Employees may prefer to resign in lieu of being terminated. Requests to resign in lieu of termination should be in writing. LAYOFF The Human Resources Director or department Director may layoff any employee due to a shortage of work or funds, the elimination of a position, reorganization, or other business needs of the Agency. Temporary employees are subject to layoff before regular employees. Job performance may be considered in making layoff decisions. An employee with a satisfactory performance record, who has been laid off, may be considered for reinstatement to the same position for one year. The laid off employee is responsible for keeping the Agency advised of his/her current address and phone number. Recall notices will be sent by certified or registered mail; an employee failing to respond to a recall notice within ten calendar days of mailing will not be considered further. RETIREMENT There is no mandatory retirement age for Agency employees. Kitsap Transit requests that an employee who plans to retire provide written notice of retirement to his/her department director at least two weeks prior to retirement date. The department director is responsible for notifying Human Resources. The Finance Department is responsible for reporting the employee's separation date to the Washington State Department of Retirement Systems. For information regarding General Leave payout, please refer to “HEALTHCARE AND TIMEOFF BENEFITS”, Section 5. Employees represented by a union should consult the applicable contract for additional information. To obtain retirement benefit information, employees must contact the Washington State Department of Retirement Systems PERS office in Olympia. This should be done at least 90 days in advance of the anticipated date of retirement. The employee's social security number should be included on all correspondence. PERS retirees considering reemployment by Kitsap Transit or any employer covered by one of the Washington State retirement systems should be aware that returning to work may affect their retirement benefits. Please contact the DRS prior to returning to work to discuss the impacts. PERS CONTACT INFORMATION

Mailing: WA State Department of Retirement Systems PERS PO Box 48380 Olympia, WA 98504-8380 Web site: http://www.drs.wa.gov/ Phone Information: (360) 664-7000 / 1-800-547-6657 TDD: (360) 586-5450


DEATH If an individual dies while employed at Kitsap Transit, the Human Resources Department and Payroll Department will process the final paycheck and benefits information. Next of kin will be asked to sign declaration and affidavits as required by law for processing. The Executive Director has the authority to grant COBRA payments to next of kin/survivors for up to 3 months, based upon length of service to Kitsap Transit. (Revised 3/09) EXIT INTERVIEWS Kitsap Transit is interested in learning as much as possible from departing employees about their experience in order to identify trends and specific issues to address to make this a better place to work. Separating employees may choose to meet in person with Human Resources for an exit interview or mail in their response to an exit interview questionnaire. Information obtained in exit interviews will be treated confidentially and will not be part of the employee’s personnel file. The separating employee is expected to meet with their supervisor before their last day to return Kitsap Transit property. KITSAP TRANSIT PROPERTY Any employee who is assigned Kitsap Transit property (laptop, iPad, photo identification card, keys, uniforms, cell phone, etc.) will be asked to complete a Property Assignment Form at the time of hire by his/her supervisor, who will then forward the form to Human Resources. On receiving notification that an employee is separating, Human Resources will provide the supervisor with a copy of the employee’s Property Assignment Form. No later than the last day of employment, the employee must return all Kitsap Transit property to his/her supervisor. The supervisor will sign the Property Assignment form acknowledging the property return and will forward the form to Human Resources. FINAL PAYCHECK All employees will be issued a final paycheck on or before the next regular scheduled pay date after their separation from the Agency. The check will be mailed to the employee's home, unless other arrangements are made. (Revised 3/09) In cases where a separated employee does not return all Kitsap Transit property that was issued to them, pay may be withheld up to, but not more than, prevailing Washington state minimum wage levels. EMPLOYMENT REFERENCES FOR FORMER EMPLOYEES Unless otherwise required by law or regulation, references provided by Kitsap Transit to potential employers will be limited to:


• Employment dates,

• Most recent job title; and

• Salary verification. Additional information may be released only if a completed Kitsap Transit Employment Release form is on file with the Human Resources Department. Kitsap Transit is required by 49 CFR Part 40, Section 40.25 to provide information about drug and alcohol policy violations to other Department of Transportation (DOT) covered agencies. All reference requests should be directed to Human Resources.


SECTION 4 - COMPENSATION GENERAL INFORMATION The Human Resources Director is responsible for developing and maintaining a classification and compensation plan for each position at Kitsap Transit, based, in part, on the principles of public accountability and public sector comparables. The Executive Director and Kitsap Transit Board of Commissioners shall approve this plan and any subsequent changes. SALARY ADMINISTRATION As a public agency, Kitsap Transit has a responsibility to be accountable for public funds. By maintaining accurate employee time records, the Agency can provide accurate cost information and ensure compliance with applicable laws and regulations. Each employee is responsible for completing timesheets in a timely fashion and submitting them to the appropriate department director or supervisor for approval. Deliberately misrepresenting hours worked in a pay period may be grounds for disciplinary action, up to and including termination. A Payroll Authorization Form (PAF) must be completed and signed by the department director for all changes to compensation and forwarded to the Human Resources Department. The Human Resources Department reviews and forwards the original to Payroll, a copy to the Employee, and a copy to the personnel file. This form should be completed at least two working days prior to the beginning of the pay period in which the action becomes effective. Questions regarding PAFs can be directed to the Benefits Coordinator in Human Resources or Payroll Specialist in Finance. PAY PERIODS AND WORK WEEK Kitsap Transit pays employees every other Friday, for the prior two weeks ending on the previous Saturday. Direct deposit forms are available from Payroll. A workday is defined as a 24-hour period from midnight until midnight on the following day. A workweek begins at 12:00 a.m. Sunday and ends at 12:00 midnight on Saturday. Paid time is calculated in six-minute increments, as calculated on a weekly basis. If the payday falls on a holiday, checks are issued the day before. Employees working second or third shift, not scheduled to work, or traveling on Agency business may pick up their paychecks on Thursday afternoon. FLEXIBLE WORK SCHEDULES Employees may have the option of working an alternative schedule, if approved by their supervisor. Work schedules must comply with applicable wage and hour laws. Specific hours of work and days of work will be determined by the supervisor, and may be


changed at any time, depending on the business needs of the Agency. There is no change in the calculation of overtime, compensatory time, or general leave for alternate work schedules. Two common alternate work schedules are: 4/10 workweek, which consists of four work days, ten work hours per day. 36/44 hour workweek is a two-week period during which the employee works four nine-hour days and one eight-hour day, for a total of 44 hours the first week, and four nine-hour days, for a total of 36 hours the second week. This 36/44 option is only available for exempt employees. REST AND MEAL BREAKS FOR NON-EXEMPT EMPLOYEES In compliance with state and federal law and to encourage employees to refresh and re-energize during the day, non-exempt employees are required to take rest and meal breaks, as directed, during work hours. Employees are expected to take a paid 15-minute break during every four hour period of work. Most employees are able to take intermittent breaks, throughout that period, that total 15 minutes. If this isn’t possible, a break must be scheduled. In most cases, employees should not work more than three hours without a break. In addition, employees who work longer than five hours will be scheduled for an unpaid meal period of at least thirty minutes. No employee should work more than five consecutive hours without a meal break. The time when meal periods are scheduled varies between departments, depending on the needs of each department. Your supervisor will assign your meal period schedule. During meal and rest breaks, employees are completely relieved of job duties. Kitsap Transit reserves the right to schedule or reschedule meal and rest periods to meet the operational needs of the Agency. PAYROLL DEDUCTIONS In compliance with applicable laws and regulations, Kitsap Transit is required to make deductions from employee paychecks, which may include:

• FICA (social security taxes)

• Federal Income Tax (withholding)

• PERS (employee's contribution)

• FICAMED (Medicare taxes)

• Garnishments

• Child support

• SDI (State disability insurance)


Other voluntary deductions may be made with written authorization from employees. DEFERRED COMPENSATION As part of our retirement savings package, full or part-time regular employees may participate in the Washington State Deferred Compensation Plan. Annual limits on the deferred amount, as set by the Federal government, will apply. More information is available from the Benefits Coordinator. (Revised 3/09) The website for the Deferred Compensation Program is www.drs.wa.gov/dcp. ANNUAL WAGE ADJUSTMENTS Annual wage adjustments to the non-represented salary schedule are made based on the Executive Director’s recommendation to the Kitsap Transit Board of Commissioners. This adjustment, if approved by the board, is usually effective on January 1st. SALARY INCREASES Kitsap Transit’s compensation plan includes a pay schedule with a specific salary range, assigned to each position. Progression through the salary range is determined by length of service, performance, and the business needs of the Agency. Ordinarily an employee who has worked in a regular, full-time position without an absence of 30 days or more will progress from step one to step two of the salary range after six months of work. Subsequent step increases occur annually. Following an employee’s absence, for any reason, of 30 consecutive days or more, the date for an employee’s step increase will be delayed by the number of days over 30. Part-time employees receive their next step increases after working the equivalent of one full-time year (2080 hours). The Human Resources Department will inform department directors of pending step increase dates at least 30 days in advance of the effective date. To affect the increase, directors must send a completed Payroll Authorization Form (PAF) to Human Resources at least two days before the effective pay period. OVERTIME COMPENSATION Non-exempt employees are compensated when hours worked (including holidays, even if not worked) exceed 40 hours in a workweek (“overtime compensation”). Employees may be required to work overtime to meet the business needs of the Agency, as determined by their supervisor. For questions on exempt and non-exempt status, see “EMPLOYMENT CATEGORIES,” Section 3, page 25. All overtime must be preapproved and documented by the employee's supervisor. Employees who work overtime without prior authorization may be subject to discipline.


Employees may choose to receive either overtime pay or compensatory time and must indicate their choice on the time sheet for that week. Overtime pay and compensatory time are calculated at a rate of time and one half for time worked over 40 hours. The “Holidays” count toward hours worked, for the purpose of computing overtime pay or compensatory time; however, general leave is not included in that computation. For questions about “Holiday Pay,” see Section 5. Employees may not accrue more than 120 hours of compensatory time. Any compensatory time over the 120-hour limit will be automatically paid on the following paycheck. Employees represented by a union should consult the applicable contract for additional information. Compensatory time may be used only at a time mutually agreed upon by the employee and supervisor. Employees may request pay for accrued comp time by submitting a written request to Payroll at least five days prior to completion of the pay period. Any accrued and unpaid comp time will be paid out upon termination. (Revised 3/09, 10/11) TRANSFER / PROMOTION An employee may apply and be selected for another position in the Agency. The employee may be hired at Step 1, 2, or 3 of the new range, depending on qualifications for the position. If the new position is in a higher salary range, the employee will be placed at the lowest step that would still result in a pay increase. If an employee is within four months of a step increase that would result in a salary equivalent to the new salary, he/she will be offered the next step in the new salary range. The date of placement in a new range becomes the new anniversary date for future step increases. DEMOTION If an employee is demoted to a lower position and salary range due to a disciplinary action, unless otherwise approved by the Human Resources Director or Executive Director, s/he will be paid according to the salary range of the new position. Specific step assignment will be handled on case-by-case basis. RECLASSIFICATION Reclassification is a change in salary range and/or exempt status for a specific position, as a result of a significant increase or decrease in the level of responsibilities, tasks, duties, and skills required in the current position. A reclassification is not appropriate for a change in volume of work at the current level of responsibility.


If the duties of a position materially change due to a higher level of responsibility, etc., an employee may request a reclassification study with the approval of his/her director. Human Resources will provide a Position Description Questionnaire for the employee to complete and review with the department director. On approving the updated Position Description Questionnaire, the department director will forward the PDQ to Human Resources recommending a reclassification study. The Human Resources Department will conduct a review of the request, make a determination and inform the department director. Request for reclassifications are accepted only in the fall of each year. The Kitsap Transit Board of Commissioners makes final approval with annual budget adoption. All reclassifications become effective the first of the year following budget approval. If a position is reclassified, the incumbent will move to the step on the new range that exceeds his/her current salary. If an employee is within four months of a step increase that would result in a salary equivalent to the new salary, he/she will be placed at the next step in the new salary range. The date of reclassification becomes the new anniversary date for future step increases. A reclassification resulting in placement in a lower salary range is not considered a demotion. If an employee’s salary is higher than the top of the new range, the employee's current salary will be maintained until the reassigned salary range has met or exceeded the previous salary. ACTING APPOINTMENTS An employee may be temporarily assigned to another position in the Agency for reasons such as:

• Temporary staffing for a new program;

• Leave replacement; or

• To meet the business needs of the Agency. If an employee is on leave for less than two weeks, in general, no acting appointment will be made. For absences longer than two weeks, an acting appointment may be made. The department director via a Payroll Authorization Form (PAF) must authorize any acting appointment in advance, reflecting the assignment and salary change. If an employee is temporarily assigned to an acting appointment for more than two weeks, the employee’s salary will be temporarily changed for the duration of the appointment. The salary for the acting appointment will be at the nearest step in the incumbent’s salary range that exceeds the employee’s current salary by at least 5%.


MANDATORY ACTING APPOINTMENTS Unlike other positions at Kitsap Transit, the Executive Director position cannot be vacant for more than one workday. Following a one-day absence, a temporary appointment will be made to cover subsequent absences for reasons such as:

• Leave replacements; or

• To meet the business needs of the Agency. The Executive Director will authorize the Acting Executive Director assignment.


SECTION 5 - HEALTHCARE & TIME-OFF BENEFITS ELIGIBILITY Kitsap Transit provides a variety of healthcare and paid-leave benefits to full-time regular and temporary employees. For purposes of benefits only for a non-represented employee, a full-time employee is defined as one working at least 20 hours per week. For purposes of benefits only, non-represented Part-time employees are those that work less than 20 hours per week. (Revised 11/01/10, effective 01/01/11) Employees are eligible for healthcare coverage on the first day of the month following the date of hire. Benefits packages vary depending on an employee’s full or part-time status and whether the employee is covered by collective bargaining. For specific details of benefits for represented employees, please refer to the appropriate union contract. The Benefits Coordinator in Human Resources can provide specific information on all benefits. HEALTHCARE BENEFITS Kitsap Transit provides a robust package of healthcare benefits, including medical, dental, short-term disability, long-term disability, life, and accidental death and dismemberment insurance. In addition to the information provided below, the most recent and specific details of each plan are available from the Benefits Coordinator in Human Resources. For non-represented employees, Kitsap Transit reserves the right to change or discontinue any of these benefits at any time. The current benefit plan documents supersede any information provided in this handbook. The Executive Director may, at his discretion, extend healthcare benefits beyond an employee’s termination date or in cases where an employee reduces hours due to a disability. This may include continuing to pay for the agency portion of the benefits, or paying for COBRA costs in entirety. Situations where the Executive Director may choose to extend benefits include death of an employee (extend benefits to survivors), lay-offs, voluntary resignation, retirement in lieu of lay-offs or a disability. Details of amount and duration of the extension will be decided on a case-by-case basis. (Revised 06/24/10) MEDICAL INSURANCE Kitsap Transit provides subsidized medical insurance for eligible employees and their dependents. Employees will be provided with the current available choices of medical carriers. The Executive Director may at his discretion choose to extend full-time benefits for certain positions when hours in that position have been reduced for business reasons from regular full-time hours to regular part-time hours. (Revised 10/31/08)


DENTAL INSURANCE Kitsap Transit pays the complete cost of dental insurance for eligible employees and their dependents. Employees will be provided with the current available choices of dental carriers. SHORT-TERM DISABILITY – STD Kitsap Transit pays the cost of a six-month, group Short Term Disability insurance policy for eligible represented employees. This policy covers extended off-the-job injuries or illnesses; benefits are provided on the first day off work for injuries and fourth day for illnesses. Employees on Short Term Disability may use their General Leave to supplement their STD payments, up to 100% of their regular weekly wage. (Revised 3/09) LONG-TERM DISABILITY – LTD Kitsap Transit pays the cost of group Long Term Disability insurance policy for eligible non-represented employees. This policy covers extended off-the-job injuries or illnesses. From the 8th through the 60th calendar day off work, Kitsap Transit will pay the employee's full salary. From the 61st calendar day on, the long-term disability carrier will pay 60% of the employee's salary. Employees must use general leave, if available, to cover the first seven calendar days off work. Employees may use available general leave for any holidays, and the remaining 40% of regular salary. (Revised 3/09) LIFE AND ACCIDENTAL DEATH AND DISMEMBERMENT Kitsap Transit pays the cost of a $10,000 group life and Accidental Death & Dismemberment insurance policy for eligible employees. In addition, Kitsap Transit employees can apply for a voluntary self-paid life insurance policy. Employees who make application for voluntary life insurance within 30 days of eligibility are guaranteed to be issued a policy for an amount of insurance up to $50,000. Family members may also be covered on a self-pay basis after a medical review. AFLAC VOLUNTARY INSURANCE Kitsap Transit offers voluntary employee-paid Aflac policies that can provide a source of income when accidents, sickness, cancer, or disability affects you or your family. Available as a payroll deduction, most Aflac policies can be pre-taxed and will not affect or interfere with your core insurance coverage. The Benefits Coordinator in Human Resources can provide additional information. EXTENDED MEDICAL BENEFITS – COBRA In compliance with the Consolidated Omnibus Budget Reconciliation Act (COBRA) http://www.dol.gov/ebsa/ effective January 1, 1987, Kitsap Transit offers continuing healthcare benefits to employees and their covered dependents who have lost insurance due to termination of employment, a reduction in work hours, resignation, retirement, or death. Except in instances where termination is due to gross misconduct, employees and their covered dependents may continue coverage for a specified period of time at their own expense. Separating employees should contact the Benefits Coordinator for information on continuing group health benefits.


FLEXIBLE SPENDING ACCOUNT – FSA Employees may enroll in Kitsap Transit’s Flexible Spending Account (FSA), which includes a Healthcare Reimbursement option and a Dependent Daycare Reimbursement option. Employees can elect to participate after six months of employment. This plan allows employees to pay for certain planned expenses with pre-tax dollars and reduce their taxable income. (revised 10/11). Employees who enroll in health insurance through Kitsap Transit are also eligible to participate in the Premium Payment Plan, which allows employees to pay their portion of medical premiums on a pre-tax basis through payroll deduction. Employees can elect to participate at the time they are eligible (upon enrollment in a Kitsap Transit medical plan). Employees can also elect to participate in both plans at open enrollment but cannot change the election to participate in the plan during the year, unless one of the following, significant changes in status occurs:

• Marriage or divorce;

• Birth or adoption of a child;

• Death of your spouse or child;

• A significant change in medical benefits or premiums required; or

• Termination of employment or change of employment status. Details that are in the Summary Plan Description supersede this Handbook and are available from the Benefits Coordinator. OTHER BENEFITS TRAINING TRAINING POLICY Kitsap Transit supports a training program to develop and maintain each employee's ability to perform his/her duties successfully. This program is open to all employees. The Training and Education Coordinator, in the Human Resources Department, maintains information on available training opportunities, conducts evaluations of all in-house training, and assists each director in determining departmental training needs and opportunities. TRAINING REQUESTS Each department director is responsible for screening and approving his/her employees’ training requests for appropriateness to the job. Employees must obtain approval from their department director and/or the Executive Director before registering for a job related class, seminar, workshop or conference.


ELIGIBLE TRAINING AND REIMBURSEMENT REQUIREMENTS Tuition reimbursement may be approved, as determined by the department director, if the class is work related and/or is for promotional opportunities. Please see your department director for approval regarding seminars, workshops and conferences as these may still be approved on a case-by-case basis. Upon approval, Kitsap Transit will pay for the following training:

• Seminars, workshops and conferences - These training classes will normally be pre-paid by the Agency when they are directly related to the job the employee is currently performing.

• Classes taken to meet apprenticeship requirements - Reimbursement will be made for tuition, books and materials upon satisfactory completion of each class (see below).

• College-level courses that are directly job related - A minimum of a C grade must be obtained in order to be eligible for reimbursement. The employee must submit a copy of the record showing the grade achieved with his/her request for reimbursement. Books and materials will be reimbursed. Meals and transportation costs will not be reimbursed.

One class per quarter (maximum of three per year) or one per semester (maximum of two per year) will be eligible for reimbursement each year. General classes taken primarily for college credit are not eligible for reimbursement by the Agency, unless approved by a Director. REIMBURSEMENT TO KITSAP TRANSIT IF EMPLOYEE LEAVES When approved training costs exceed $2,000 for a single course, the employee’s expenses will be paid if he or she agrees to remain an active employee with Kitsap Transit for at least one year following the completion of the program. If the employee leaves during that time, half of the costs must be reimbursed to Kitsap Transit. AGENCY SPONSORED CLASSES The Human Resources Department offers work-related training opportunities to improve the skills and performance of Agency employees. These classes will normally be paid for by the Agency and held during normal working hours. Lunch-n-learn classes may also be offered, for example on retirement planning or work-life balance. Attendance is optional, and employees will not be compensated for time spent in such classes. Class fees may be paid for by Kitsap Transit or the employee or shared by both. These classes generally will be offered during regular business hours. EMPLOYEE IDENTIFICATION CARDS All current and retired employees will receive an identification card, which is also used as a free transit pass on Kitsap Transit buses and ferries. Retired employees must renew their ID cards every 5 years. Any medical separations after at least 5 years of


employment shall be deemed a “medical retirement” and will be eligible for continued bus passes, to be renewed every 5 years. An employee dependent card, which can also be used as a free transit pass, will also be provided to employees’ spouses and dependent children who are under 19 years. Identification cards are available at the Customer Service Office at the Bremerton Transportation Center. (updated 10/11, 2/13) Please refer to Section 6 for additional information on ID badges. EMPLOYEE ASSISTANCE PROGRAM – EAP Kitsap Transit provides access to this program to all regular full and part time employees and their dependents, including Worker/Drivers. The EAP provides confidential help to resolve a variety of issues, including physical or mental illness, substance use/abuse, legal, financial or other personal problems. Employees are encouraged to contact the EAP before a personal problem affects work performance. To proactively address performance issues, supervisors may advise employees to contact the EAP. The EAP may be contacted 24/7 toll-free at 1(800) 570-9315. Supervisors will not consider an employee’s decision to interact, or not to interact, with the EAP when taking any disciplinary action. SMOKING CESSATION Employees who successfully quit smoking will be reimbursed 100% of the cost of the smoking cessation program, up to a maximum of $100. Employees may submit a request for reimbursement after not smoking for 30 days, while also agreeing to repay the amount in full if they begin smoking within two years of being reimbursed. The “Smoking Cessation Reimbursement Agreement” form is available from Human Resources. WELLNESS PROGRAM Kitsap Transit believes it is important to create opportunities for enhancing the mental and physical well being of employees and their families. The Wellness Program, administered by a committee of employee volunteers, supports this goal. This group meets monthly to plan and organize activities for employees. (Revised 3/09, 10/11) MANDATORY BENEFITS WORKER'S COMPENSATION / LABOR & INDUSTRIES – L&I All employees are covered for on-the-job injuries or illnesses through Washington State’s worker's compensation insurance, administered by the Department of Labor and Industries (L&I) http://www.lni.wa.gov/default.asp. This state insurance program is designed to cover employees’ medical costs and provide compensation for work time lost resulting from on-the-job accidents and injuries. Long-term remedies, such as vocational rehabilitation or cash settlements, are also possible. Entitlement to all such benefits will be determined by L&I. Kitsap Transit will process an injured employee’s time off as L&I on receiving documentation from a doctor or health-care provider enrolled in L&I’s Medical Provider Network.


Employees will receive regular pay for the day the injury occurred, if they seek medical treatment at the time of injury. For example, an employee who normally works 8:00 a.m. to 5:00 p.m., with an hour for lunch, is injured at 2:00 p.m. and goes to the doctor. Despite working only five hours, the employee will be paid for eight hours. L&I provides time-loss payments, at a percentage of regular salary, for time off work from the date of injury until the employee returns to work, if the employee is off work for 14 consecutive days or more. If the employee returns to work prior to the 14th day following the injury, L & I pays time-loss from the fourth day until the employee returns to work. The employee will use general leave to cover those first three days off work. If no general leave is available, the employee will be on unpaid leave for those days. Employees may also use general leave to make up the difference between the amount paid for time-loss and regular pay. L&I does pay approved medical costs resulting from an on-the-job injury or illness, even if the employee does not miss work. FICA AND UNEMPLOYMENT COMPENSATION Kitsap Transit makes contributions on behalf of each employee to the Social Security System (FICA), in addition to contributions made through employees’ payroll deduction. Kitsap Transit also pays into the State Unemployment Compensation Benefit Fund for unemployment compensation. These benefits are generally available to employees who do not voluntarily leave employment, but lose their jobs through reasons other than misconduct. PAID TIME OFF GENERAL LEAVE ACCRUAL Regular full-time employees accrue general leave from the first pay period of their employment. Regular part-time employees accrue general leave on a pro-rated basis, based on the number of hours worked per week. Temporary full-time employees accrue general leave beginning the fourth month of full-time employment. Please refer to “EMPLOYMENT CATEGORIES,” Section 3, of this handbook for details on employment status (i.e., full-time and part-time definitions).


NON-EXEMPT EMPLOYEES ACCRUE GENERAL LEAVE AS SHOWN BELOW

Years of Service Days Per Year Accrual Rate Per Pay Period 0 – 5 22 6.7693

Over 5 – 7 23 7.0770

Over 7 – 9 25 7.6923

Over 9 – 11 26 8.0000

Over 11 – 13 27 8.3077

Over 13 – 15 28 8.6154

Over 15 – 17 29 8.9231

Over 17 – 19 30 9.2308

Over 19 – 21 31 9.5385

Over 21 – 23 32 9.8462

Over 23 – 25 33 10.1539 EXEMPT EMPLOYEES ACCRUE GENERAL LEAVE AS SHOWN BELOW

Years of Service Days Per Year Accrual Rate Per Pay Period 0 – 5 27 8.3077

Over 5 – 7 28 8.6154

Over 7 – 9 30 9.2308

Over 9 – 11 31 9.5385

Over 11 – 13 32 9.8462

Over 13 – 15 33 10.1539

Over 15 – 17 34 10.4616

Over 17 – 19 35 10.7693

Over 19 – 21 36 11.0770

Over 21 – 23 37 11.3847

Over 23 – 25 40 12.3077 DIRECTORS ACCRUE GENERAL LEAVE AS SHOWN BELOW (effective January 1, 2011)

Years of Service Days Per Year Accrual Rate Per Pay Period 0 – 5 33.5 10.3077

Over 5 – 7 34.5 10.6154

Over 7 – 9 36.5 11.2308

Over 9 – 11 37.5 11.5385

Over 11 – 13 38.5 11.8462

Over 13 – 15 39.5 12.1539

Over 15 – 17 40.5 12.4616

Over 17 – 19 41.5 12.7693

Over 19 – 21 42.5 13.0770

Over 21 – 23 43.5 13.3847

Over 23 – 25 46.5 14.3077


USE OF GENERAL LEAVE General leave may be used for vacation, sick leave, and sick child or elder care, medical and dental appointments, and other personal leave needs. General leave may also be used to make up the difference between the amount received for L&I time-loss or other disability benefits and regular pay. General leave accrued during a pay period may not be taken until the following pay period. Use of general leave, except for illness, must be approved in advance by the employee's supervisor and must be scheduled so as not to interfere with the work of the department. An employee who is absent from work without notifying his or her supervisor may be subject to discipline, up to and including termination. An employee who is going to be on general leave on a payday may request his/her paycheck early by submitting a request to payroll five working days before the start of the leave. YEAR END CARRY-OVER Employees may carry over General Leave to the next year that is equal to the number of hours actually accrued over the past 52 pay periods. An employee who is on disability leave and is unable to reduce the amount of general leave balance may be exempted from this carryover maximum. All accrued, unused general leave up to 240 hours will be paid upon resignation or retirement, when an employee who leaves the Agency is in good standing. An employee with more than 240 hours, leaving the Agency in good standing, will remain on payroll and receive bi-weekly compensation from their general leave bank, until their leave is down to 240 hours. At that time, the employee will receive a lump sum payment for general leave hours, and that date becomes the effective date of termination. Employees also have the option to remain on the payroll until their general leave bank is zero. An employee who is terminated or resigns in lieu of termination may not be eligible to be paid for unused, accrued general leave. GENERAL LEAVE PAYOUT Employees may request payment for up to 120 hours of general leave, in lieu of time off during each calendar year, under the following conditions:

• Before a request for payment can be made, the employee must have used at least eighty (80) hours of general leave in the prior twelve months.

• After payment, the employee must have a minimum balance of sixty (60) hours of general leave.

• Requests must be made in no less than forty (40) hour increments. To compensate employees who cannot use general leave, as planned, because of the business needs of the Agency, Kitsap Transit allows employees to request payment for


the amount of general leave that will exceed the carryover limits. The department director will review requests on a case-by-case basis. DONATION OF LEAVE Kitsap Transit allows employees to transfer general leave to a coworker who has exhausted his/her available paid leave. This general leave transfer is strictly voluntary and is made using the “Authorization to Transfer General Leave” form, which can be obtained from the “P” drive under “forms”, or from a Payroll Specialist in Finance or the Benefits Coordinator in Human Resources. If any transferred leave is not used, it will be returned to the donor(s). The department director will approve requests on a case-by-case basis. Per IRS regulations, [Ltr. Rul. 200720017] the donating employee is responsible for taxes associated with donating leave, unless the donation is for qualified Medical Emergencies requiring a prolonged absence [Rev. Rul. 90-29, 1990-1-C.B.11] or under employer-sponsored major disaster leave-sharing plans [Notice 2006-59, 2006-28 I.R.B. 60]. HOLIDAYS HOLIDAY SCHEDULE The holiday schedule with specific dates is posted each year on employee bulletin boards. When a holiday falls on a Saturday, it will be observed on Friday. When the holiday falls on a Sunday, it will be observed on Monday. In general, the following are the holidays observed by Kitsap Transit:

New Year’s Day January 1

Martin Luther King Day 3rd Monday of January

President’s Birthday 3rd Monday of February

Memorial Day Last Monday of May

Independence Day July 4

Labor Day 1st Monday of September

Veteran’s Day November 11

Thanksgiving Day 4th Thursday of November

Christmas Day December 25

FLOATING HOLIDAYS In addition to company holidays, regular full and part-time employees are eligible for two floating holidays per year after four months of employment. Floating holidays must be approved in advance by the employee’s supervisor and may not be carried forward to the next year. Employees may take floating holidays in half-day increments.


HOLIDAY PAY Regular full-time employees receive holiday pay from the first pay period of their employment. Regular full-time employees receive no more than eight hours of holiday pay, regardless of their regular work schedule. Regular part-time employees receive holiday pay on a pro-rated basis, based on the number of hours worked per week. Temporary full-time employees receive pay for holidays beginning the fourth month of full-time employment. In general, employees on a paid status for both the regularly scheduled workday before and after the holiday shall receive pay at straight time for the holiday. Non-represented, non-exempt employees who work on the holiday will be paid at overtime rate (time and a half) for all hours worked on the holiday. Represented employees should refer to their contract for information on pay for working holidays. (Updated 3/09) REASON OF FAITH LEAVE POLICY Under Washington law, all employees of Kitsap Transit are entitled to up to two unpaid holidays per calendar year for “a reason of faith or conscience or an organized activity conducted under the auspices of a religious denomination, church, or religious holiday.” A partial day off will count as a full day toward the yearly allotment of two days. Also, the law provides for unpaid leave, and there is no provision for substituting paid time off. If an employee seeks to take a day off or partial day off under this law, the employee must submit a written request to the supervisor or department director, following normal procedures for requesting time-off, at least two weeks in advance. Untimely requests will only be considered if the employee can demonstrate that timely notice was not possible under the circumstances. Requests for this leave should follow the department’s normal time-off request procedures. This leave policy does not supersede any departmental or contractual time-off request and processing procedures. To ease in the department’s ability to monitor this particular leave versus other leaves, the request should include the following information:

• Employee name

• The day(s) or partial day(s) that the employee is requesting off

• A sufficient description of the reason for the leave so the supervisor/department director can determine if it is properly granted. The employee may be asked to provide more information other than “Reason of Faith” in the request.

• If the request is untimely, the reason why it was not possible to submit the request in a timely manner.


The employee will normally receive a response within a few days (following normal department procedures) of receipt of request. The request may be denied if:

• It was not submitted in a timely fashion, or

• The reason for the requested leave is not appropriate under the law, or

• The employee has already exhausted the allotment of days off under the law, or

• Granting the leave would result in the shift falling below necessary staffing levels, or

• Granting the request would cause an undue hardship UNPAID LEAVES OF ABSENCE Employees may request an unpaid leave for medical reasons not covered by FMLA, disability insurance, or worker's compensation. Requests should be made to the Human Resources Director in writing and should include medical certification supporting the necessity for the leave. Medical leaves may be approved for up to one year. Employees may also request an unpaid leave for personal reasons. These requests should be made in writing to the department director. At the discretion of the department director, personal leaves may be approved for up to six months. For Operators, please refer to Article 16 of the Routed contract/Greenbook and Article 19 of the ACCESS Contract/Bluebook for all specific details. Employees should make all requests for leave in writing and should include the expected return to work date. Employees must use all general leave before being granted a leave without pay. While unpaid leaves under this policy are not legally job-protected leaves, Kitsap Transit will make every effort to hold the position open for employees on a leave of absence. Employees must complete return to work requirements, as detailed in the “Return to Work Policy – RTW,” Section 5, page 60, once the leave is completed. Failure to return from a leave without pay by the approved date may be considered as job abandonment. MEDICAL LEAVES FAMILY AND MEDICAL LEAVE ACT (FMLA) (revised 10/11)

STATEMENT OF POLICY

The federal Family and Medical Leave Act (FMLA) provides eligible employees up to 12 workweeks of unpaid job protected leave per 12-month period for any one or more of the reasons listed below.

A. The employees’ own serious health condition that makes the employee unable to


perform one or more of the essential functions of his/her position; or

B. The physical or psychological care for a serious medical condition of an immediate family member (spouse, child, parent) of the employee; or

C. The birth and care of a newborn child or the placement of a child with the

employee for adoption or foster care (leave for this reason must be taken within the 12-month period following the child’s birth or placement).

D. For a “qualifying exigency” arising out of the fact that the employee’s spouse,

son, daughter, or parent is a covered military member (including those in the regular Armed forces, the National Guard or the Reserves) who is on active duty in, or has been notified of an impending call to deployment with the Armed Forces to, a foreign country. Qualifying exigencies are generally activities related to the active duty or call to duty, including attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions and attending post-deployment reintegration briefings.

An eligible employee may also take up to 26 weeks of leave during a single 12-month period to care for an injured service member who is the employee’s spouse, parent, child or next of kin (referred to as “military caregiver” leave). The combined total of leave for all purposes described in this policy may not exceed 26 weeks in the applicable leave year. When an employee is disabled during pregnancy or following childbirth, she is entitled to unpaid pregnancy disability leave under state law, regardless of FMLA eligibility. She may also be eligible for additional leave under the Washington State Family Leave Act (WFLA). Eligible employees may also be entitled to leave to care for a registered domestic partner under the WFLA. Please see the section on interaction of pregnancy disability leave, Washington Family Leave Act and FMLA below. All FMLA leave will be administered in accordance with the federal statute and FMLA regulations. To the extent a particular mandatory FMLA eligibility, certification or other issue is not specifically addressed in this policy, Kitsap Transit will follow the law and regulations. DEFINITIONS 12 - month Period – Kitsap Transit uses the rolling calendar year method. This means that the amount of FMLA leave an employee is entitled to is calculated by looking at the previous 12-month period measured backward from the date the first day of FMLA leave is taken. The only exception is for military caregiver leave, in which the 12-month period begins on the first day the employee takes military caregiver leave. Spouses – If both spouses work for Kitsap Transit, their combined leave in any 12-month period will be limited to a total of 12 work weeks if the leave is taken for either the


birth or placement for adoption or foster care of a child or to care for a sick family member. If either spouse uses FMLA leave for his or her own serious medical condition, each spouse remains eligible for the remainder of his or her 12 work weeks, excluding time taken to care for a family member or birth/placement of a child. Child - means a child either under 18 years of age, or 18 years of age or older who is incapable of self-care because of a mental or physical disability. An employee's "child" is one for whom the employee has actual day-to-day responsibility for care and includes a biological, adopted, foster or stepchild. Parent – means a biological parent or an individual who stands or stood in loco parentis to an employee when the employee was a child. This does not include in-laws. Covered service member – for purposes of military caregiver leave, refers to a current member of the Armed Forces, including National Guard or Reserve members, who has a serious injury or illness incurred or aggravated in the line of duty on active duty that may render the servicemember medically unfit to perform his or her duties for which the servicemember is undergoing medical treatment, recuperation or therapy; or is in outpatient status; or is on the temporary disability retired list. Covered service member also includes a veteran who is undergoing medical treatment, recuperation or therapy for a serious injury or illness incurred or aggravated in the line of active duty if the veteran was a member of the armed forces at any time during the period of 5 years preceding the date on which the veteran undergoes that medical treatment, recuperation or therapy. Serious Health Condition - means an illness, injury, impairment, or a physical or mental condition that involves:

1. Inpatient care; or

2. Any period of incapacity of more than three calendar days that involves continuing treatment by a health care provider, or

3. Continuing treatment by a health care provider for a chronic or long-term health

condition that is incurable or which, if left untreated, would likely result in a period of incapacity of more than three calendar days; or

4. Prenatal care by a health-care provider, or any period of incapacity due to

pregnancy. Continuing Treatment - means

1. Two or more treatments by a health care practitioner on referral from or under the direction of, a health care provider; or

2. A single visit to a health care provider that results in a regimen of continuing

treatment, such as treatment for cancer, diabetes, kidney disease, heart disease, strokes, severe respiratory illness, pregnancies, for example. A regimen that


includes taking over-the-counter medications, bed rest, drinking fluids, exercises and other similar activities do not constitute a regimen of continuing treatment; or

3. In the case of a serious, long-term or chronic condition or disability that cannot be

cured, being under the continuing supervision of, but not necessarily being actively treated by, a health care provider.

Health Care Provider is defined as licensed doctors of medicine or osteopathy, podiatrists, clinical psychologists, optometrists, and chiropractors (only when providing manual manipulation of the spine to treat certain demonstrated maladies). Nurse midwives and nurse practitioners, any health care provider who is listed on the employer’s group health plan and registered Christian Science practitioners are also recognized. COVERAGE AND ELIGIBILITY To be eligible for FMLA leave, the employee must have worked for Kitsap Transit for at least 12 months (not necessarily consecutively) and have worked at least 1250 hours over the previous 12-month period. INTERMITTENT OR REDUCED LEAVE An employee may take leave intermittently, in separate blocks of time ranging from thirty minutes to several weeks, or on a reduced leave schedule to care for an immediate family member with a serious health condition or because of a serious health condition of the employee when "medically necessary". Reduced schedule leave and intermittent leave for personal medical leave is limited to times which are scheduled for treatment, recovery from treatment or illness, and for periods of disability due to a chronic health condition, including psychological care when such care would benefit the patient. An employee must have prior consent of his or her supervisor when intermittent or reduced leave is taken after the birth or placement of a child for adoption or foster care. For part-time employees and those who work variable hours, the amount of FMLA time is calculated on a prorated basis. Part-time employees receive up to 12 of their average workweeks of unpaid leave. An average of the 12 months prior to the beginning of the leave will be used for calculating the employee's normal workweek, if necessary. If an employee needs leave intermittently or on a reduced leave schedule for planned medical treatment, then the employee must make a reasonable effort to schedule the treatment so as to not unduly disrupt Kitsap Transit’s operations. USE OF GENERAL LEAVE Before an employee takes unpaid FMLA, all accrued General Leave must be used. In cases, where the employee is on STD or L&I concurrently with FMLA, the employee may choose to supplement the STD or L&I payments with their GL. This section does not apply to a Leave of Absence for non-medical reasons.


NOTICE REQUIREMENT

A. When an employee requests a FMLA leave, or when Kitsap Transit becomes aware an employee’s absence may be for a FMLA qualifying reason, Kitsap Transit will within 5 business days issue the “Notice of Eligibility and Rights and Responsibilities” a “Medical Certification” form and the FMLA policy. Under extenuating circumstances, the five days maybe extended as per 29 CFR §825.300. The forms will be mailed to the employee’s home if they are still on leave when the notice is issued.

B. Nothing in this notice requires an employee to explain the need for leave when

calling in an initial absence. If an employee is absent over three days for an “unknown” reason, operations will issue a “Protected Leave Summary” attached to their leave slip to inform the employee that they may wish to seek protected leave status. If and when the employee does provide information indicating that the leave may be FMLA covered, Kitsap will issue the documents in ‘A’ above within five business days. The employee may not request FMLA for prior leave periods not certified for the current absence. Upon an employee’s return from an unscheduled absence, the employee must request FMLA within 15 calendar days or a discipline meeting, whichever comes first.

C. The employee must provide the Medical Certification within 15 calendar days of

the date management issued the “Notice of Eligibility and Rights and Responsibilities”, unless it is not practicable under the particular circumstances to do so despite the employee’s diligent, good faith efforts. A 16th day will be added if the notice was mailed to the employee’s home. A reasonable extension of this deadline may be granted provided a request is made prior to the Medical Certification submission deadline date and HR is kept updated as to the status of the paperwork.

D. If a leave is foreseeable, employees are required to give 30-days notice of their

need for leave. If an employee fails to give a 30-day notice, the leave maybe denied until 30 days after the employee provides notice.

E. If an employee is off work due to an L&I injury or is on disability insurance,

his/her leave will be automatically designated as FMLA (if the employee is eligible), whether or not the employee requests FMLA. Human Resources will advise the employee of this designation.

F. Absent extenuating circumstances, Kitsap Transit will provide a “Designation Notice” within five business days of receiving enough information to determine whether the leave is for an FMLA-qualifying reason. Only one designation notice will be provided for each FMLA-qualifying reason per 12-month period (for example, a designation notice would be provided upon certification of a serious health condition, but not each time the employee took intermittent leave thereafter).


G. If there is a dispute as to whether leave qualifies as FMLA leave, Kitsap Transit and the employee should attempt to resolve it through documented discussions maintained by Kitsap Transit (29 CFR §825.301 C).

H. Human Resources will maintain central record keeping on FMLA leave. Human

Resources will coordinate the necessary documentation and notify the employee, in writing, of the FMLA start dates and the rights employees have under the law.

No operations staff may require the employee to provide medical documentation to anyone outside of human resources.

If an operator turns in a doctor’s note for an absence less than thirty days or a Return-to-Work form for absences that are thirty or more days to the Operations department, it will be forwarded to Human Resources for review. Established RTW policies will prevail at that point.

I. If an employee returns to work before the planned return date from the FMLA

leave, the employee must provide at least two working days advance notice.

J. If an employee does not return to work for medical reasons on the planned return date from the FMLA leave, the employee will have to provide either an updated "Medical Certification” or a revised “Return to Work Release” form or doctor’s note, if absence is less than 30 days.

MEDICAL CERTIFICATION

A. For leaves taken because of the employee's or a covered family member's serious health condition, the employee must submit a completed "Medical Certification” form and return the certification to Human Resources. (A different, non-medical certification form must be submitted if leave is taken for a “qualifying exigency” arising from a family member’s military service.)

B. If Kitsap Transit finds a medical certification to be incomplete or insufficient, it will

advise the employee in writing what additional information is needed to make the certification complete and sufficient. An employee will be given ten calendar days to cure the deficiency (unless more time is needed despite the employee’s diligent and good faith efforts).

C. Kitsap Transit may take steps to authenticate or clarify a medical certification only in writing with the medical practitioner who completed the form or his/her staff member, may request periodic recertification as allowed under federal law, and/or may require (at Kitsap Transit expense) a second and/or third opinion. This can be done either by fax or by mail and shall include notice to the employee that authentication is being sought.

D. The employer may seek clarification where information is vague, ambiguous or


non-responsive. To do so, the employer shall return the medical certification to the employee noting the specific deficiencies. The employee shall be allowed 10 days, unless it is not practicable under the particular circumstances to do so despite the employee’s diligent, good faith efforts to cure any such deficiency.

If Kitsap Transit has reason to doubt the validity of a medical certification, it may request a second opinion at its own expense. Pending receipt of the second (or third) medical opinion, the employee is provisionally entitled to the FMLA benefits, including maintenance of medical benefits. If the certifications do not ultimately establish the employee's entitlement to FMLA leave, the leave shall not be designated as FMLA leave. For FMLA protection the employee must authorize his or her health care provider to release all relevant medical information pertaining to the serious health condition at issue if requested by the health care provider designated to provide a second/third opinion in order to render a sufficient and complete second/third opinion. This information shall remain confidential to the health care providers except that relevant information may be included in the Medical Certification itself. Kitsap Transit shall receive the Medical Certification from the healthcare providers issuing the second and/or third opinions in order to determine FMLA eligibility and benefits. Kitsap Transit is allowed to select the health care provider to furnish the second opinion, but the health care provider may not be contracted with or employed on a regular basis by the employer. If the second opinion differs from the original certification, Kitsap Transit may require the employee to obtain certification from a third health care provider at the employer's expense. This third opinion shall be final and binding. The third health care provider must be selected jointly by the employer and the employee. Each must act in good faith to select for the third opinion provider as provided in the relevant Federal Regulations.

The employer is required to provide the employee with a copy of Medical Certifications completed by the healthcare providers issuing the second and third medical opinions, where applicable, upon request by the employee. Requested copies are to be provided within five business days unless extenuating circumstances prevent such action.

If the employer requires the employee to obtain either a second or third opinion the employer must reimburse an employee or family member for any reasonable “out of pocket” travel expenses incurred to obtain the second and third medical opinions. The employer may not require the employee or family member to travel outside normal commuting distance for purposes of obtaining the second or third medical opinions except in very unusual circumstances. For example, when a healthcare provider specializing in the relevant area is not available in the immediate vicinity.

Any such efforts to verify a medical certification to determine the employee’s entitlement to FMLA leave will comply with the process and limitations set forth in federal FMLA regulations, including but not limited to restrictions on the health


care providers(s) that may be designated to provide second or third opinions (29 CFR §825.307 – 825.308).

E. All documentation related to the employee's or family member's medical

condition will be held in strict confidence and maintained in Human Resources. EFFECT ON BENEFITS

A. Kitsap Transit will continue to pay the employer premiums for any health, dental, life and disability insurance at the same level that the employee received prior to going on FMLA while they are on protected leave, provided the employee pays the employee’s premium.

B. Employees do not accrue general leave during any period of unpaid leave and

will not receive holiday pay. ATTENDANCE POLICIES

All consecutive L&I absences of more than 3 days are automatically approved as FMLA, if the absence qualifies under FMLA. All intermittent L&I absences will be approved as FMLA where there is an associated open L&I case on file with the state. An Unscheduled Absence will not be issued during the period permitted for returning the medical certification form (see subsection B under Notice Requirement) and during the time Kitsap Transit takes to issue the Determination Notice, provided the time off is ultimately designated as FMLA leave. Approved consecutive or intermittent leave taken under the Family Medical Leave Act will not count as occurrences under the Routed and ACCESS Excessive Absenteeism Policy. Such leave must meet the requirements outlined in this FMLA policy. TIME SHEETS All FMLA leave must be identified as such on the employee's time sheets. For the Operations department, operations staff will complete operator time sheets, indicating FMLA hours on the time sheet, and submit them on the employee’s behalf to payroll. INTERACTION OF PREGNANCY DISABILITY LEAVE, WASHINGTON FAMILY LEAVE ACT AND FEDERAL FAMILY AND MEDICAL LEAVE ACT PREGNANCY DISABILITY LEAVE

In addition to leave under the federal FMLA described above, state law provides certain additional leave rights in connection with pregnancy-related disability. Regardless of whether an employee is eligible for FMLA leave, she is entitled to Pregnancy Disability


leave for the period of time that she is temporarily disabled because of pregnancy or childbirth. Under the Pregnancy Disability Leave, a pregnant employee is eligible for pregnancy disability leave immediately, regardless of whether she has worked for the employer for 12 months and 1250 hours. Medical certification may be required to confirm the need for leave. If the employee is eligible for FMLA leave, the Pregnancy Disability leave will run concurrently with FMLA leave. Pregnancy Disability leave is unpaid and health benefits are not automatically continued (unless the employee is also eligible for FMLA leave); however, accrued leave may be used and the employee may continue insurance coverage at her expense. REGISTERED DOMESTIC PARTNERSHIP ACT

The expanded Registered Domestic Partnership Act amends previous domestic partnership laws providing registered domestic partners all the rights and benefits afforded married couples under state law. To qualify for the domestic partner registry, the individuals must be: (1) same-sex couples; or (2) opposite-sex couples with at least one partner aged 62 or older. Both individuals must be at least 18 years of age and share a common residence. Neither partner can be married or have a state registered domestic partnership with another individual. Both partners must be legally capable of consenting to the domestic partnership and the partners cannot be blood relatives.

WASHINGTON FAMILY LEAVE ACT (WFLA)

A. The WFLA largely mirrors the FMLA, with the same eligibility standards and entitlement to 12 weeks of leave for family and medical reasons. The WFLA provides certain additional leave benefits to care for a newborn. In most situations, leave under the WFLA runs concurrently with FMLA leave. However, the WFLA leave does not run concurrently with any leave taken for Pregnancy Disability leave; this affords an employee time off to care for her newborn once she has recovered from the Pregnancy Disability. For example, an FMLA and WFLA-eligible employee works up to her delivery date, and needs six weeks of Pregnancy Disability leave to recover from childbirth. This six-week period is also covered by FMLA leave. At that point, where the employee is no longer disabled from childbirth, the employee also has up to 12 weeks of WFLA leave available to care for the newborn. The remaining six weeks of FMLA leave would run concurrently with the WFLA leave. Thus, the total leave entitlement in this case would be 18 weeks: six weeks of Pregnancy Disability leave (running concurrently with the first six weeks of FMLA leave) followed by 12 weeks of WFLA leave (running concurrently with the remaining six weeks of FMLA leave).

B. Also under the WFLA, employees may take up to 12 work weeks of unpaid leave

in a 12-month period to care for a registered domestic partner with a serious health condition. When an employee takes leave to care for a registered


domestic partner with a serious health condition under the WFLA, the employee will not be using leave under the Family Medical leave Act (FMLA) as the FMLA does not cover domestic partners.

C. Under the law, during a leave covered by the WFLA but not the FMLA (e.g.,

during the 12 additional weeks of bonding with a new child following exhaustion of FMLA/Pregnancy Disability Leave), health insurance will not be automatically continued unless the employee elects continuation of coverage at his/her expense. This does not affect the ability of the employee and eligible family members to participate in Kitsap Transit’s group health insurance plan during FMLA and/or WFLA. The distinction is only that the continuation of employer-paid health insurance is required during FMLA leave but not during leave covered only by the WFLA. The only exception is for WFLA leave taken to care for a registered domestic partner with a serious health condition. In connection with such leave, Kitsap Transit will continue employer-paid health insurance to the same extent as if the leave was being taken under the FMLA.

WASHINGTON FAMILY CARE ACT (WFCA) Under the Washington Family Care Act, employees with accrued general leave, floating holidays or compensatory time may use their leave to take care of a sick family member. Employees do not have to meet minimum service requirements to be eligible for FCA leave but will have to comply with all notice and document requirements under the applicable policy for the type of leave used. Employees may use their general leave to care for:

a. a child which is defined as a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis who is: (a) Under eighteen years of age; or (b) eighteen years of age or older and incapable of self-care because of a mental or physical disability.

b. a spouse, a registered domestic partner, parent, parent-in-law, or grandparent of the employee with a serious or an emergency health condition.

c. an adult son or daughter incapable of self-care due to a disability. DOMESTIC VIOLENCE LEAVE ACT Effective April 1, 2008, Washington State enacted legislation guaranteeing “reasonable leave” for victims of domestic violence, sexual assault and stalking. The law protects victims of domestic violence, as well as their family members. Family members include children, spouses, registered domestic partners, parents, parents-in-law, grandparents, and individuals with whom the employee has a “dating relationship”. Employees are entitled to leave in order to participate in legal proceedings, receive medical treatment and mental health counseling, or obtain support from social services programs. Family members can take leave to assist victims in their endeavors to obtain help or secure safety.


Employees in need of leave under this law may use general leave, compensatory time if available, or may take unpaid leave. Employees are required to give advance notice to their Director or to Human Resources. Where advance notice is not possible, notice must be given no later than the end of the first day that the employee needs the leave. Kitsap Transit may request that the employee provide timely verification that the employee or the employee’s family member is a victim of domestic violence, sexual assault or stalking. This verification may be in the form of a police report, a court document, or a statement from an advocate for victims of domestic violence, an attorney, a member of the clergy, a medical professional, or a statement from the employee. Kitsap Transit may require proof of familial relationship, in the form of a birth certificate, court document, or other statement. Except where disclosure is authorized or required by law, Kitsap Transit will maintain confidentiality of all information provided by the employee in conjunction with this leave. RETURN TO WORK POLICY - RTW When an employee returns to work from a medical leave of more than three consecutive calendar days, Kitsap Transit addresses safety, medical, and liability concerns by reserving the right to require that employees be evaluated by a qualified medical provider to verify the employee’s ability to work. The Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Family and Medical Leave Act of 1993 (FMLA), the Americans with Disabilities Act of 1990 (ADA), various Washington laws, and related case law all have requirements governing many aspects of the return to work process, documentation, and the sharing of medical information. In compliance with these state and federal laws and regulations, Human Resources maintains the confidentiality of medical information required to make the determination that an employee is ready to return to work, except as necessary to facilitate the return-to-work process. RETURN TO WORK PROCEDURE In some cases, prior to returning to work, an employee must turn in to Human Resources a Return to Work Release Form (RTW), completed by the treating healthcare provider(s). Human Resources will review the form for completeness, clarity, and applicable restrictions. Human Resources will determine the employee’s employment status and contact the department when the employee has been released to return to work by their healthcare provider(s). In order to balance the legal constraints with practical considerations and to allow supervisors to safely return employees to work, Human Resources will communicate to the employee’s supervisor and that department’s designated administrative contact all necessary and relevant information regarding the employee’s return to work. In most cases, this will be the date of release and any necessary accommodations and/or restrictions.


At the discretion of a department director or manager and/or the Human Resources Director, employees may be required to successfully complete job specific assessments, including, but not limited to, a ride check, drug test, and/or Functional Assessment, in addition to submitting a complete RTW, prior to starting work. At the suggestion of the healthcare provider or the discretion of the department and/or Human Resources, employees may also be required to go through individualized transitional work program (work hardening) before returning to full duty. Return To Work Release Forms Are Available From Human Resources. CONTINUATION OF BENEFITS WHILE ON LEAVE PAID LEAVE Kitsap Transit will continue to pay the company portion of any insurance premiums for employees on paid military leave (including reserve training), L&I, and short-term or long-term disability leave. Employees must continue to make timely payments for their portion of the premiums. If an employee’s payment is not received by the applicable deadline, coverage will be terminated. Employees do not accrue general leave or receive holiday pay while on paid disability leave. Employees on paid military leave (reserve training) continue to accrue general leave, receive holiday pay, and maintain healthcare benefits. FMLA LEAVE Kitsap Transit will continue to pay the company portion of any insurance premiums for employees on FMLA leave. Employees must continue to make timely payments for their portion of the premiums. If an employee’s payment is not received within the time constraints, coverage will be terminated. While an employee is receiving a Kitsap Transit paycheck during FMLA leave (e.g., using general leave), the employee accrues general leave and receives holiday pay, on a pro-rated basis. During any part of the FMLA leave when the employee is not receiving pay from Kitsap Transit, the employee will not accrue general leave and receive holiday pay. For specific questions, please contact the Payroll Specialist. UNPAID LEAVE Kitsap Transit does not pay the company portion of insurance premiums while employees are on any unpaid leave, except FMLA. In order to continue coverage, employees must enroll in COBRA and make timely payments. The Benefits Coordinator can answer questions regarding COBRA. Union contracts provide additional information for represented employees. Employees do not accrue general leave or receive holiday pay while on unpaid leave. BEREAVEMENT LEAVE


If an employee’s spouse, child, parent, sibling, grandparent, or grandchild (or the same people by marriage) die, bereavement leave will be authorized for up to ten (10) calendar days; more time may be authorized by the department director. If available, general leave must be used to cover this time off. At the department director’s discretion, Bereavement Leave may be granted for the death of a person not listed above, when a close family relationship exists. JURY DUTY/COURT APPEARANCES Employees will be eligible to receive regular salary while on leave to serve on a jury or to appear in court, provided they are neither the plaintiff nor the defendant. Employees must submit to Payroll a copy of the check they received from the court; the amount paid by the courts per day will be deducted from the payroll check. Employees must notify their supervisor immediately upon receiving a subpoena and are expected to work the remaining part of any day after being excused from court. Employees required to attend Kitsap Transit related court business will be paid for the time they spend attending such business. MILITARY LEAVE Any employee who is an active or reserve member of a branch of the U.S. Armed Forces will be allowed job-protected leave for military duty, as required by law. Employees will receive regular pay for the first 21 days of military leave during the twelve-month period October 1-September 30. For the purposes of this policy, "Day" is defined as any continuous 24-hour period. Military leaves are in addition to any other leave benefits. Following this paid leave, employees may go on leave without pay or use accrued general leave for any remaining commitment. (Revised 3/09) Upon receiving written orders for military duty, employees must promptly notify their supervisor and submit a copy of the orders. When returning to work, employees must submit a certified copy of orders showing the dates of report and release. When returning from military duty of five years or less, employees will be reinstated, according to the Uniformed Services Employment and Re-employment Rights Act of 1994 and RCW 73.16. LEAVE FOR SPOUSES OF MILITARY PERSONNEL (Non-FMLA) During a period of military conflict declared by the President or Congress, an employee who is the spouse of a member of the Armed Forces, National Guard or Reserves is entitled to up to 15 days of unpaid leave while his/her spouse is on leave from deployment, or before and up to deployment. (This reason for leave may also be covered under FMLA leave for a qualifying exigency, although an employee need not meet the more stringent FMLA eligibility requirements in order to take this spousal military leave.) The purpose of this leave is to support the families of military personnel


serving in military conflicts by permitting them to spend time together before a family member is deployed or while the family member is on leave from a deployment. An employee must work an average of 20 hours per week to be eligible for this family military leave.

An employee who seeks to take family military leave must provide Kitsap Transit with notice of his/her intent to take leave within five business days of receiving official notice that the employee’s spouse will be on leave or of an impending call to active duty. The employee may substitute any available accrued leave for any part of this family military leave. (Revised 3/09)


SECTION 6 - WORK STANDARDS, SAFETY AND SECURITY SAFETY MANAGEMENT PROGRAM Kitsap Transit is committed to providing each employee with a safe working environment and the public with safe transportation services. Each employee has an impact on safety in the workplace, and it is the responsibility of all employees to maintain safe work practices and support the Agency's efforts to provide a safe and healthful environment. Directors are responsible for monitoring safety in their departments and for setting goals for accident reduction and for implementing procedures to meet those goals. Each department director shall provide for safety training as needed. All employees in management or supervisory positions are responsible for ensuring that safety rules, standards and procedures are observed, for conducting safety inspections of their work areas, for reporting and investigating all on-the-job accidents in their area, and for reporting all motor vehicle accidents. Employees are responsible for knowing and complying with safety rules and procedures in their work areas, for identifying and reporting potential hazards, for reporting all on-the-job accidents to the supervisor, and for completing the Report of On-The-Job Injury form, available from a supervisor or Human Resources, within 24 hours of the incident. Employees can find further details about safety requirements in the Kitsap Transit Accident Prevention Plan, available on the “Public” drive in the “Manuals” folder. Any employees who have questions about safe work practices should ask their supervisor. EMPLOYEE BADGING, VENDORS AND VISITORS EMPLOYEE BADGES All Kitsap Transit employees are required to display their current employee ID badge on their outer clothing. Each employee may choose to use either a lanyard or clip. . Lanyards or clips may be obtained from the Purchasing Specialist or the employee’s supervisor. VENDORS Harborside: Delivery vendors may proceed to the Purchasing Specialist’s desk to drop off deliveries after first checking in with the Receptionist. Charleston Base: Vendors arriving at the security gate will be viewed via the camera system by the on-duty dispatcher. Upon verification, Dispatch will allow access and immediately notify Inventory Control that a vendor is on their way to the receiving area. An Inventory Control employee will meet the vendor at the receiving area and maintain visual contact. Upon completion of the delivery, the employee will observe the vendor exit the base.


Southbase and Northbase: There should not be a need for any vendors to directly deliver to these locations. However, in the unusual circumstance that a need does arise, it shall be pre-arranged and an employee shall meet the vendor and maintain visual contact with that vendor until the delivery is complete. A vendor wishing to deliver at these locations without pre-approval shall be directed to Charleston base. VISITORS Harborside: All visitors shall be required to check in with the receptionist. The host KT employee, or designee, shall be responsible for ensuring that all visitors obtain and display a visitor’s badge while on site. The host employee, or designee, shall also ensure that all visitors check out and turn in their visitor’s badge when the event/meeting is concluded. Charleston base: All visitors shall be required to display a visitor’s badge. The host KT employee, or designee, shall be responsible for ensuring that visitors are checked in and visitor’s badges are displayed. Upon completion of the event/meeting, the host employee, or designee, shall be responsible for checking out the visitor and collecting the badge. BOARD MEMBERS Although not employees, board members will be issued “board member” I.D badges and will be asked to wear them when they visit KT offices. They will not be required to sign in as visitors. SPECIAL EVENTS On occasion, Kitsap Transit will host special events. Events such as board sub-committee meetings, Transit Appreciation Day, Safety and Wellness Fairs, etc., are considered open events for the public. Since these events are usually well attended, visitor badging becomes impractical. During these events, department directors are responsible to inform their employees of these events and ensure sensitive areas are secured and/or posted as “Employees Only.” The event organizer/host, or designee, is responsible for conveying to attendees what areas are accessible. See Something, Say Something: As part of our “See Something, Say Something” policy, any Kitsap Transit employee is authorized to challenge an un-badged visitor. A polite, “May I help you?” is usually sufficient to identify the reason for the visitor’s visit. Any employee may also wish to inform or enquire about the visitor to any supervisor, manager or director. WORKER'S COMPENSATION OVERVIEW Industrial accidents do occur and employees may get injured on the job. Kitsap Transit's insurance for industrial accidents is provided through Washington State Department of Labor and Industries (L&I).


COORDINATION OF WORKER’S COMPENSATION CLAIMS The Human Resources Manager coordinates worker’s compensation claims. In conjunction with Kitsap Transit’s Third Party Claims Coordinator, the Human Resources Manager monitors, tracks and follows-up on employee accident reports and disability claims. The Manager will contact, as necessary, the employee, the attending physician, the Third Party Claims Coordinator and the State Claims Manager to monitor the claim. SUPERVISOR'S RESPONSIBILITY

• When employees have sustained an injury, the first responsibility of the supervisor is to see that adequate first aid or medical attention is provided.

• Supervisors shall ensure that injured employee completes the Report of On-The-Job Injury form within 24 hours of the accident.

• Supervisors shall investigate the circumstances of the incident to identify all contributing factors and complete the On-The-Job Injury Investigation form.

• The report must be submitted to the Claims Coordinator within 24-48 hours of the accident.

EMPLOYEE'S RESPONSIBILITY

• An employee shall complete a Report of On-The-Job Injury form, whether the employee takes any time off work or sees a doctor. The form must be completed within 24 hours of the accident, unless injury prevents the employee from meeting this deadline.

• If an on-the-job injury results in time loss from work, the injured worker may contact the Human Resources Department regarding available leave to cover time loss not paid by L&I.

• Employees shall cooperate with supervisors as indicated above under "Supervisor's Responsibility".

LIGHT-DUTY PROGRAM The Agency may provide an injured or ill employee with the opportunity to perform light-duty work, on a temporary basis, during his/her recovery time. A light-duty assignment may be a modification of the employee's regular job or may be work outside the employee's regular job. Department staff will identify work they have available for light-duty assignments in writing and send the information to the Human Resource Manager. The employee’s doctor must release the employee to perform the light-duty work. The Human Resource Manager determines the hourly rate of pay based on the work being performed and completes a PAF. An employee on FMLA leave may chose not to accept a light-duty opportunity. However, refusing to work an approved light duty assignment may result in the employee forfeiting time loss compensation from L&I.


The department with the light-duty work assignment will assign a supervisor for the employee. He/she will sign the employee's time sheet and submit it to payroll. Employees performing light-duty work are expected to meet all the performance expectations of the position. The department to which the employee is regularly assigned will be charged for the employee's wages and benefits while on light-duty assignment. If a holiday occurs during the light-duty assignment, the employee will receive holiday pay according to the holiday schedule and procedures for his/her regular position. If the light-duty assignment is part-time, he/she will receive a pro-rated amount for the holiday based on the number of hours worked in the previous week. The pay will be at the light-duty rate. If the employee works on the holiday and is non-exempt, he/she will be paid as follows:

• Represented employees will be paid per their contract; (Revised 4/09)

• All other employees will be paid at time and one-half for the hours worked;

• All exempt employees are paid at straight time. The pay will be at the regular pay rate.

If the light-duty assignment is less than full-time, general leave accrual for employees who normally accrue general leave in their regular position will be pro-rated according to the number of hours worked. If an employee uses general leave during the light-duty assignment, it will be paid at the light-duty rate of pay. Employees may use general leave or comp time to make up the difference between light-duty assignment, L&I or disability payment and regular pay. The general leave will be paid at the employee's regular rate of pay. AGENCY VEHICLE USE AND DRIVING POLICY

Kitsap Transit has various non-revenue vehicles that are available to all staff for agency business. Since all employees at Kitsap Transit have access to the use of agency vehicles, our insurance carrier, the Washington State Transit Insurance Pool (WSTIP) has in place a best practice that requires Kitsap Transit to utilize a service to monitor employee driving record activity. The service periodically “looks” at the Washington State Department of Licensing database to see if anything has changed on the record. This is commonly referred to as “pinging.” If something has changed, like a conviction for a speeding violation, the Department of Licensing will automatically send the violation information to Kitsap Transit. Should the monitoring service show something has changed on a driver record, the employee will be asked to verify the information. The information secured using the driver record monitoring service shall be used to determine whether an employee can


operate an agency vehicle while in the employment of Kitsap Transit. This policy is supported by and in no way violates the provisions of RCW 46.52.130. This monitoring service does not preempt the requirement to self-report violations and convictions. This update does not change any current employment requirements for those jobs that require a good driving record. This policy update will add the remainder of the non-safety sensitive employees who have not previously been in the pool. Effective May 1, 2015, all employees (safety-sensitive or not) and vanpool drivers will be included in the driver record monitoring pool in order for Kitsap Transit to be in compliance with the WSTIP policy. POLICY AND PROCEDURE:

• All employees will have their driving record monitored.

• Human Resources, in conjunction with WSTIP, will maintain the data.

• As a result of information received from the DOL, employees may be placed on

an “exclusion” list, following a point system as outlined later in this policy. If this

occurs, employees will not have access to any agency vehicle for the duration of

the exclusion.

• Employees may choose to use their own vehicle to conduct company business

and mileage will be reimbursed at prevailing IRS mileage reimbursement rates.

• Employees should carpool when two or more employees are traveling to the

same destination.

• Family members may not travel in company cars, unless prior permission has

been granted by the department director.

• Should an employee use their own personal vehicle for business reasons, their

insurance (including all deductibles) will be primary. In no case, will Kitsap

Transit reimburse an employee for any deductibles included in a personal

insurance policy. WSTIP insurance will be secondary and will only be used for

claims where the employee’s personal insurance policy limits are exhausted.

• It is the employee’s responsibility to self-report violations and convictions, that

occur either on or off the job, to either their supervisor or directly to Human

Resources as soon as practical. In no case shall an employee drive an agency

vehicle until such reporting has been accomplished. Failure to report an

exclusionary driving citation and/or conviction and then driving an agency vehicle

will be grounds for discipline, up to and including termination.


• Employees driving vehicles that require a commercial driver's license to operate

must obtain and maintain that license. If such an employee's license expires or is

suspended or revoked, he/she may be subject to disciplinary action including

demotion or termination. Should the employee fail to immediately report such a

revocation or suspension of his/her license to the appropriate supervisor, and

instead continues to operate an Agency vehicle under such circumstances, that

employee may be subject to termination.

• All employees who receive citations while driving Agency vehicles are also subject

to discipline.

• As outlined in the Drug and Alcohol policy, employees involved in a vehicle

accident during business hours/purposes, may be subject to post-accident drug

and alcohol testing whether driving an agency vehicle or a personal vehicle.

• Non-safety sensitive employees will no longer be eligible, to drive an agency

vehicle if the following appears on their driving record:

� Never Eligible Offenses - Any conviction surrounding a fatal accident (vehicular homicide, manslaughter, etc.), using a vehicle in commission of a felony, and/or vehicular assault appears on their driving record – LIFETIME INELIGIBILITY

� 10 Year Ineligible Offenses - Any conviction for negligent driving, reckless driving, hit and run, leaving an accident scene, driving under the influence of drugs or alcohol – 10 YEAR INELIGIBILITY

� 5 Year Ineligible Offenses - Any conviction resulting in suspension/revocation related to a four (4) point offense - 5 YEAR INELIGIBILITY

� 3 Year Ineligible Offenses – Any conviction or combination of convictions earning six (6) or more points (see Table) – 3 YEAR INELIGIBILITY


ELIGIBILITY CHART

Points Offense 1 Accident (not at fault)* 2 Accident (at fault) +1 point Add a point to any offense listed below if the

offense occurred in the agency vehicle or on company time

2 Operating without lights on 2 Carpool lane violation 2 Driving on the shoulder 2 Driving without insurance 2 Failure to appear 2 Failure to signal 2 Following too close 2 Impeding traffic (travelling too slowly) 2 Improper lane travel 2 Speeding (0 – 8 mph) 3 Failure to yield to emergency vehicle 3 Speeding (9 – 12 mph) 3 Deferred prosecution for any offense that is NOT

negligent driving, reckless driving, hit and run, leaving an accident scene, driving under the influence of drugs or alcohol

3 Driving without a valid license 3 Improper child restraint 3 Red light camera violation 3 Seatbelt use violation 4 Cell phone use or texting violation 4 Deferred prosecution for negligent driving, reckless

driving, hit and run, leaving an accident scene, driving under the influence of drugs or alcohol

4 Driving too fast for conditions 4 Failure to yield or stop; disobeying a road sign 4 Illegal passing, turning or lane change 4 Open alcohol container 4 Speeding (13 mph+ over the speed limit) 4 Speeding in a school zone 4 Violation of bus stop paddle

*Not at fault (NON PREVENTABLE) means the accident was reviewed by the HR Director or designee and he/she concluded the most responsible party in the accident was NOT the employee. At fault (PREVENTABLE) means the accident was reviewed by the HR Director or designee and


he/she concluded the most responsible party in the accident WAS the employee. Accidents involving animals, wild or domestic, may be deemed as NO fault without points.

All employees will be required to attend defensive driving training which will include:

• What is defensive driving

• What to do if you are in an accident and how to report one

• The accident review process

• Eligibility criteria

Kitsap Transit receives federal dollars and is required to maintain a Drug Free Workplace policy. The agency’s Drug and Alcohol policy complies with the Federal Drug Free Workplace guidelines. All employees are subject to Reasonable Suspicion and Post-Accident Drug and Alcohol testing. As such, employees may be subject to post-accident drug and alcohol testing whether driving an agency vehicle or their own vehicle on company time. Except for a fatality, testing may be waived if a trained supervisor determines, using the best information available at the time of the decision, that the employee's performance can be completely discounted as a contributing factor to the accident. KT triggers and/or FTA triggers will be utilized in the determination for testing. The Drug and Alcohol Policy in its entirety is located on the “P” drive.

• Federal Triggers

� When there is any injury requiring the immediate attention at a medical facility

� Fatality

� When any vehicle is disabled and towed from the scene

• Kitsap Transit Trigger

� Over $3,000 in estimated COMBINED damage (this includes all property,

including vehicles involved)

All accidents involving non-safety sensitive employees will be reviewed by the HR Director or designee. The accident will be determined preventable or non preventable. Should the accident be determined preventable, an appropriate level of discipline will be issued to the employee, with a copy to be placed in their personnel file, by their department director. Additionally, failing to report an accident during company time (whether in a personal or agency vehicle) that meets the trigger for a D&A test, will result in discipline, up to and


including termination. USE OF SEAT BELTS When operating an Agency vehicle, employees must use the seat belts and require any passengers to do the same. ASSIGNMENT OF AGENCY VEHICLES Per the IRS code, management employees who are required to take Agency vehicles home, in order to respond to emergencies, shall be required to pay federal income tax and social security/Medicare tax for the commute portions of their trips to and from Kitsap Transit. See the Finance Department for further information. Some employees may also be eligible to use company-owned vehicles called “SCOOT” cars, for personal use, depending on eligibility requirements. See the Service Development Department for further information. CELL PHONE AND PERSONAL ELECTRONICS USE Kitsap Transit recognizes that the use of cell phones (whether talking or texting) and personal electronic devices while driving constitutes a serious safety hazard, and is illegal in the state of Washington. Therefore, the Agency expects that any employee in a Kitsap Transit vehicle will pull over before talking or texting on a cell phone or any other personal electronic device. 8 HOUR BOTTLE TO THROTTLE RULE All employees are prohibited from consuming any alcoholic beverage, in any amount, within eight (8) hours of driving any agency vehicle. VEHICLE ACCIDENTS In the event of a vehicle accident, employees must not leave the scene until they have helped anyone injured, and requested medical assistance if there is a doubt as to the need. Employees must also report the accident immediately to the supervisor and to Dispatch, and complete the accident forms. An accident kit, with complete instructions, is available in each vehicle. All employees are subject to required post-accident drug and alcohol testing.

2015 kitsap transit employee handbook

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