Indiana Secretary of State Employee Handbook

April 2007

Table of Contents

Topic Page(s)

Philosophies of Employment 1-2

Mission Statement 1

Work Environment 1

Equal Employment Opportunity 2

Open Door Policy 2

Anti-Harassment Policy 2-5

Workplace 2

Reporting a Complaint 3

Protection against Retaliation 3

Resolving Conflict 3

Ethics 3

Drug-Free Environment 5

General Work Issues 5-11

Job Responsibility 5

Hours of Operation 5

Attendance & Punctuality 6

Overtime 6

Interoffice Communication 7

Professional Image 8

Personal Belongings 8

Computer Systems 8

Voluntary Termination (Resignation) 8

Disciplinary Action 9

Periodic Reviews 10

Training 10

Accidents and Injuries 11

Evacuation Procedures 11

Housekeeping 11

Personal Information Changes 11

Employee Personnel Records or Forms 12

Personnel Files 12

Parking 12

Inclement Weather 12

Benefits 12-18

Qualification 12

Compensation 13

Health Insurance 13

Dental Insurance 16

Life Insurance 16

Disability-Short/Long Term 16

EASY -- Employee Assistance Services for You 17

Indiana Deferred Compensation Plan 17

Public Employee's Retirement Fund (PERF) 18

US Savings Bonds 18

Time Off. 18-20

Community Service Leave 18

Emergency Leave 18

Funeral Leave 18

Military Leave 19

Personal Leave 19

Sick Leave 19

Vacation Leave 20

Parental Absence Child’s Education Leave 20

Introduction

This is your Secretary of State’s Office Employee Handbook. It is intended to serve as a quick and convenient source of information for you.

It has been developed to give you an overview of the benefits, policies and work rules that affect you as an employee. Your supervisor or personnel officer can provide greater detail regarding individual topics or practices that may be unique to your division.

The information contained in this handbook should provide you with a better understanding and appreciation of the benefits available to you and your family as a result of your employment with the Secretary of State of Indiana.

This employee handbook is not an employment agreement or contract, and the contents are subject to change at the discretion of the Secretary of State.

Philosophies of Employment

Mission Statement

To always exceed customer expectations by delivering services courteously, efficiently, and accurately.

Work Environment

The Secretary of State’s Office exists to serve and protect the public. With that in mind, each of us must consider how our activities and conduct affect the public. We strive daily to provide model customer service and solid enforcement of Indiana law. This requires us to listen to the citizens we serve in order to understand their needs and problems. Interaction with citizens and other branches of government must be cooperative and friendly. Any response to citizen inquiries should be timely and appropriate. Furthermore, each of us must continually look for ways to better serve our fellow citizens and follow the established procedures in an effort to make these improvements a part of our routine work effort. As customers ourselves, we expect that from those with whom we interact.

Equal Employment Opportunity

The Secretary of State’s Office is committed to recruit, select, develop and promote employees based on individual ability and job performance. Our policy is to provide equal employment opportunity to all people in all aspects of employer-employee relations without discrimination because of race, sex, age, color, religion, national origin, citizenship status, disability or veteran

status. We will comply with the spirit as well as the letter of applicable state and federal law as it applies to all employment practices, including but not limited to recruiting, pay rates, training, promotions, and all other terms and conditions of employment and termination.

We commit ourselves to move toward ever more progressive full opportunity employment in state employment. Employment decisions will be made in a manner that will advance the principles of equal opportunity employment.

Open Door Policy

At all times any employee should feel comfortable in approaching his/her supervisor to discuss any issue or concern important to him/her. The Secretary of State’s Office is dedicated to an open and clear channel of communication to solve problems. All supervisors in the office believe that problems can be resolved by making ourselves available to employees willing to bring their concerns to us.

We understand that general policies and job guidelines will not address all possible issues that arise in the work place. When an employee is faced with an uncertain situation, the employee should seek the guidance of a supervisor.

We welcome suggestions from all employees regarding ideas for improving the way that the Secretary of State’s Office carries out its mission statement. Please see your supervisor with any ideas.

Policy Prohibiting All Forms of Unlawful Harassment

Work Place Harassment

Sexual harassment is "unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:

Submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment; or, Submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting such individual; or, Such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive working environment."

Reporting a Complaint

Individuals who believe they have been subjected to sexual harassment or individuals who have knowledge of sexual harassment against or by a State employee may report the incident and/or alleged harasser to the following persons who have been identified and trained to receive complaints of sexual harassment:

Employee Relations Division, State Personnel Department

Phone: 317.232.3080

Agency Human Resource Office – AA/EEO Division Indiana Civil Rights Commission (ICRC)

Phone: 317.232.2600

Equal Employment Opportunity Commission (EEOC)

Phone: 317.226.7212 or toll free at 800.669.4000

Supervisor

Protection against Retaliation

The State will not in any way retaliate against an individual that makes a report of sexual harassment nor permit any supervisor, officer or employee to do so. Retaliation is a serious violation of the sexual harassment policy and should be reported immediately. Any person found to have retaliated against another individual for the good faith reporting of sexual harassment will be subject to the same disciplinary action provided for sexual harassment offenders.

Resolving Workplace Conflicts

The Secretary of State’s Office encourages employees to work with each other to resolve interpersonal conflict. In those cases where intervention is required, an employee should involve a supervisor. In no case should employees engage in behavior that is inappropriate, including shouting matches, refusing to assist fellow employees, and other conduct that adversely affects the workplace.

Ethics

Public office is a public trust. Therefore, employees of the Secretary of State’s Office must conduct themselves in a manner that reassures the public that all state business is performed for the public welfare. Each employee of the Secretary of State’s Office must attend ethics training, read the ethics handbook, and sign a document verifying that he or she will adhere to the ethics policy set forth in that book. The Secretary of State’s Office grants no exceptions to this rule.

Following are some general ethics rules. This list is not intended to replace either the ethics handbook or the ethics laws and rules found in Indiana Code 4-2-6 and 40 IAC 2, nor is it intended as a complete list of ethical rules. It is meant to highlight those rules that you are most likely to encounter during your employment with the Secretary of State’s Office.

1. Employees are to be impartial in the discharge of their duties.

2. Public office is not to be used for private gain.

3. Employees may not solicit or accept outside payments or gifts for the performance of state duties.

4. Employees may not benefit financially from information of a confidential nature gained through state employment.

5. An employee should not accept a gift, favor, service, or entertainment under circumstances in which it can easily be inferred the gift could influence one to give special consideration to an action in his/her official capacity.

6. Employees may not have outside employment incompatible with their state employment.

7. Employees may not make unapproved use of state property, personnel, or facilities. This rule prohibits the use of official letterhead or the mention of the Secretary of State’s Office in person, letter, phone or electronic communication in addressing private concerns.

8. An employee may not participate as a state employee in any decision of any kind in which the employee, their spouse, or minor child has a financial interest.

9. Employees may not use state time for anything beyond the scope of state employment.

10. Employees may not engage in any political activity when on duty. This includes soliciting political contributions from any other person.

If you have questions concerning the propriety of a situation, you should contact your Division Director before taking any action. We urge you to ask before you do something rather than trying to explain what you did after the fact. The exercise of good judgment and common sense will assure that we retain the respect and trust of the citizens of Indiana and uphold the Code of Ethics for State employees.

Drug- Free Environment

The State operates a drug-free workplace; therefore, employees who manufacture, sell, distribute, use, possess, or are under the influence of controlled substances or alcohol on state premises, while acting on behalf of the state, or using state property or equipment shall be subject to disciplinary action up to and including dismissal. Employees are prohibited from operating state vehicles with any measurable amount of alcohol or illegal drug in their blood. Employees who feel they have a substance abuse problem may contact the State's employee assistance program (EASY) at 1-800-223-7723. Treatment for substance abuse may qualify for medical leave of absence. Admitting to a substance abuse problem or admission into a treatment program after having been given notice of a required a drug or alcohol test, a pre-deprivation meeting, or the imposition of discipline will not prevent or invalidate disciplinary action.

Problems in job performance resulting from an inability to perform, and not related to misconduct, should be addressed through the performance appraisal process. Problems in job performance resulting from an apparent unwillingness to perform or related to misconduct should be addressed through the disciplinary process.

General Work Issues

Job Responsibility

All employees are required to fulfill the responsibilities of their jobs in an efficient manner. The Secretary of State's Office reserves the right to add or to change an employee’s job responsibilities. Employees may be asked to execute their jobs with new or different technology that is implemented to improve the business operations of the Secretary of State’s Office. Training will be provided as necessary to assure that all employees can effectively use new technology. If you have any questions about particular job responsibilities or training opportunities, please contact your Division Director.

Hours of Operation

In compliance with our mission statement, in order to serve the business community, the Secretary of State’s Office maintains longer business hours than required by state law,. The Secretary of State’s Office maintains the following hours of operation:

8:00 AM to 5:30 PM (excluding state holidays).

Your schedule will be determined for you by your supervisor with a focus on what is necessary to meet the obligations of the office. Your supervisor may need to change your schedule for a fixed period of time or permanently. You will be given as much notice as is possible of the change.

Attendance

Regular attendance and punctuality are an important part of each state job, and it is the policy of the executive branch of Indiana state government that determining scheduling needs and enforcing attendance requirements is best accomplished at the local or agency level. Appointing authorities shall determine work schedules necessary for the effective operation of the agency.

The standard work schedule for state employees is seventy-five (75) hours per biweekly pay period, unless otherwise authorized by the State Personnel Director and State Budget Agency.

Overtime

Work schedules shall be developed to minimize premium overtime and avoid excessive overtime by individual employees. Overtime-eligible employees shall not be scheduled for nor work more than forty (40) hours in a calendar week without prior agency authorization.

In place of overtime pay, employees of the Secretary of State can receive compensation hours. These hours can be earned with the approval of a supervisor. These hours may be used in lieu of other paid time off. The Fair Labors Standard Act, as amended, address the qualifications and circumstances that warrant overtime compensation and the rate that follows.

Overtime procedures shall be established which will ensure adequate staffing while recognizing management’s responsibility to be fair in treatment of employees. Such procedures shall encourage employees to volunteer for overtime and shall provide for mandatory overtime only when qualified volunteers are not available. Appointing authorities reserve the right to deviate from established procedures when conditions exist which threaten the security or operation of the agency/ institution/facility, or the public safety. (E.g. emergency road crews).

Breaks - All full-time employees are eligible for a one-hour lunch break each day. Employees may request a different break schedule. However, you must request permission from your Division Director prior to deviating from the break schedule outlined above. When a Director approves your requested schedule, you are expected to conform to that schedule as your regular break period(s). Deviation from an agreed upon schedule will be viewed as a violation of this policy. Violations of this policy can lead to a loss of your desired break schedule and/or discipline up to and including termination.

As a reminder, you are obligated as a state employee to meet all ethical obligations set forth by the state. It is a breach of the ethics rules to work less than 7.5 hours a day if

you are getting paid for 7.5 hours a day. Therefore, employees who take excessive breaks are in violation of state ethics rules as well as this policy.

Personal Phone Calls All office equipment is intended for the successful performance of the work responsibilities of the Secretary of State’s Office. From time to time, it is understood that you may need to receive or make local telephone calls. However, making or receiving personal phone calls are limited to emergency or pre-approved situations. Please inform your family and friends of this limitation. If a personal phone call must be made or taken, each employee is expected to use the phone as efficiently as possible given the circumstances.

Personal long distance phone calls are strictly prohibited under any circumstance. Accepting collect calls at the office is also strictly prohibited.

Smoking Those who smoke should do so before or after work hours or during the lunch break period. Smoking is not permitted in the Secretary of State’s Office or in state-owned facilities. This includes work areas, enclosed offices, and common areas.

Visitors It is nice to be able to share your lunch break with friends and family. In an effort to balance the interests of the office, the citizens of Indiana, and co-workers, an employee should meet his/her visitor in common or reception areas and only during the employee’s lunch break. This will assure that our public responsibilities can be met without interruption.

The above clarifications of this policy are intended to focus work-hour activities on serving our customers, the citizens of the State of Indiana. Our customers expect and deserve the highest possible quality in the service received from each state employee. We must position ourselves to be responsive to customer needs when the customer’s need arises. This means being available to focus on customer issues at their convenience. Any activity that has an indirect effect of making customers unreasonably wait must be avoided.

Interoffice Communication

Effective interoffice communication is essential to the successful completion of the work performed by the Secretary of State’s Office. Employees are expected to exercise good judgment in making determinations about the urgency of problems that arise. Where appropriate, an employee should immediately contact his/her supervisor when faced with an urgent situation. If the situation is sufficiently serious and the employee’s supervisor is not available, the employee should seek the assistance of another person with authority to address the problem. A voice mail should also be left so the supervisor is aware of the situation and knows whom he/she can contact for more information.

In the event that the need to talk with your supervisor is less critical, you should leave a voice mail for your supervisor. Voice mail is accessible from points outside of the office and will assure timely receipt of the message. An employee may leave a note or e-mail in addition to a voice mail message.

Professional Image

The Secretary of State’s Office is a professional business office. With that in mind, all employees are expected to exercise good judgment in matters of personal grooming and dress. Employees are further encouraged to remember that citizens of Indiana may visit our office at any time. Each of us has the ability to promote or diminish the professional image we create for the public.

At a minimum, employees are expected to maintain high standards of personal cleanliness and attire. Examples of impermissible attire include the following: cut-offs, halter tops, shorts, sweatshirts, sweatpants, workout attire, jeans, shirts displaying advertising or political messages, t-shirts, tank tops, dresses with spaghetti straps or revealing bare backs or midriffs, and/or tennis shoes. Exceptions can be made for special circumstances.

Employees that have direct interaction with customers should also refrain from eating or chewing gum while working.

Personal Belongings

While the State of Indiana has taken some measures to provide added security of work areas, each employee is responsible for assuring the safety of his or her own personal belongings. The Secretary of State’s Office cannot assume responsibility for the loss of any personal item in work and common areas.

Computer Systems

Computer equipment employed by the Secretary of State’s Office is provided by the people for the benefit of the people. Under the ethics rules, all computer equipment must be used to perform the business responsibilities of the Secretary of State’s Office only. Employees do not have, and should not expect, any personal privacy interest in using state computer equipment. No personal business may be performed utilizing any computer hardware, software, electronic or communications equipment, electronic media or electronic communications equipment owned by, under the control of, or provided by the Secretary of State’s office. This includes logging on to the Internet for non-business purposes as well as the knowing receipt of e-mails personal in nature. Where an employee receives an e-mail that is not business related, the employee should act to prevent continued receipt of personal e-mails. Any personal or unauthorized use of this equipment of the Secretary of State’s office will be subject to disciplinary action up to and including termination.

No computer program, software, or other form of electronic information may be copied except with proper permission and as required to perform one’s official duties and no copies may be removed from the premises. Software may not be added to state computers.

Individuals should log off from the computer system prior to leaving the premises. This will assist with system maintenance issues as they arise.

Voluntary Termination (Resignation)

As an at-will employee, your employment may be terminated without cause or notice. As a courtesy, however, the Secretary of State’s Office asks each employee to provide at least two weeks notice of any intent to resign. Failure to give such notice before resignation will result, at a minimum, in a notation in the employee’s personnel records – “resigned without notice.”

During your final days with the Secretary of State’s Office, you will be asked to return property that belongs to the Secretary of State’s Office. Property includes keys, handbooks, computer passwords, and any other material that can be designated as Secretary of State property. All personal property must be removed. We ask for each employee’s cooperation to assure that the efforts of the Secretary of State are not unduly affected by the absence of equipment or information necessary to the successful completion of such efforts.

When resigning from state service in good standing, you may be entitled to payment for up to 30 days of accrued vacation. Refer to the Vacation Policy in this handbook.

Disciplinary Policy

An employee is subject to discipline for just cause.

Just cause can include:

1) Doing of an act which a person ought not to do.

2) The omission of an act which a person ought to do.

3) The improper doing of a permissible act.

Illustrations of behavior that constitute just cause include, but are not limited to, the following:

Falsification, misrepresentation, or intentional omission of required information on the employment application/resume; Violation of, or failure to comply with, Federal or State law, rules, executive order, policies or procedures; Insubordination; Failure to perform assigned duties or negligence in the performance of assigned job duties; Failure to obtain and maintain a current license or certification required by law or agency standards as a condition of employment; Failure to maintain satisfactory, effective working relationships with the public or other employees; Insubordinate acts or language which hamper the agency's ability to control, manage, or function; Workplace harassment based, in whole or in part, on race, color, sex, religion, age, disability, or national origin which manifests itself in the form of comments, jokes, printed material and/or unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature; Possession of materials and/or the utterance of comments in the workplace that are derogatory towards a group or individual based upon race, color, sex, religion, age, disability, or national origin; Dishonesty; Improper use of leave;

Conduct which adversely affects the employee's job performance or the agency of employment; Fighting; Conviction of a crime; or Actions which bring the agency or the individual into disrepute or impair the effectiveness of the agency or individual.

Disciplinary action should be taken only after a full and fair investigation.

Suspensions without pay, demotions, or dismissals may be imposed on regular employees in the merit service or on non-merit employees with complaint rights pursuant to EO 05-14 only after a pre-deprivation meeting has been held with the employee explaining the nature of the allegations and the evidence supporting disciplinary action, and providing the employee an opportunity to explain his/her actions.

Periodic Reviews

The Secretary of State expects employees to give their best efforts and may review an employee’s performance from time to time. Most performance is recognized at the moment it is performed. We value thanking employees for successful performance in a timely fashion. If an employee is concerned about his/her performance, the employee should contact his/her supervisor and request a meeting.

Training

Generally, supervisors are responsible for training oversight of new employees. The Secretary of State’s Office expects that experienced employees are involved in a collaborative effort to determine what skills are necessary to help employees better perform their work. This includes identification and discussion of training opportunities that employees believe can have a positive effect on office capabilities.

A supervisor may provide or schedule training needed in conjunction with your job duties. In addition to training within the office, other agencies within Indiana State Government also present a variety of classes that assist employees in meeting their developmental needs.

Accidents and Injuries

Any employee that believes he/she has a need for immediate medical attention should first contact emergency personnel. An employee should then contact his/her Division Director or Deputy Director. Any bystanders are encouraged to facilitate this contact. Any case of injury or accident, regardless of whether medical attention is sought, must be reported to your Division Director for proper documentation. Failure to report workplace injuries is a violation of this policy and may negatively affect your ability to file a successful claim under state insurance policies.

Evacuation Procedures

Evacuation maps are posted on bulletin boards in work areas. Please take a moment to familiarize yourself with the layout of your work area and the building itself to insure that you are comfortable with what steps to take in the event of an emergency. The Secretary of State’s Office wants your safety to come first.

Housekeeping

Employees must keep work areas organized, clean, and in good working order. Please remember that we are working on and with property that belongs to the citizens of Indiana. A clean and organized workplace directly affects the level of service we give and how well we maintain our mission statement.

Personal Information Changes

Any personal information changes must be reported to the Director of Operations within ten days of such a change. Personal information changes include, but are not limited to, the following: change of address, change of phone number, change in marital status, change in the number of your dependents, and new emergency contact information. This policy benefits you. Retention of

accurate personnel records facilitates payroll processing, employee benefit claims processing, delivery of pertinent tax forms, and other necessary communication between the Secretary of State’s Office and you. Failure to provide updated information can directly affect these issues that are important to you.

Employee Personnel Records or Forms

Personnel Files

1. A copy of any document relevant to work performance that is placed in an employee's personnel file shall be provided to the employee. One copy of any documents maintained in an employee's personnel file shall be provided at no cost to the employee or the employee's designated representative, on request.

2. The employing agency will release to the public only the following personal information concerning an employee: name, gross compensation, job title, business address, business telephone number, job description, and dates of employment. If a person not having regular access authority requests to inspect a personnel file, make copies of the information contained in a personnel file or receive information other than that specified above, instruction on how to respond to the request shall be sought from the State Personnel Department.

3. The State Personnel Department will authorize disclosure of only that personal information which is allowed to be provided by law. When information concerning an employee, other than specified in paragraphs 1 or 2 above, is disclosed to someone not having regular access authority, the employee will be notified (unless prohibited by law) of what information was disclosed and to whom.

Parking

To park in state designated facilities, an employee must obtain a parking permit. The Director of Operations is able to assist an employee who needs a new parking permit or needs a substitute for one that has been lost.

Inclement Weather

It is difficult to predict what weather will lead to the necessity of closing the office. However, in the event of severe weather conditions, all state facilities remain open unless otherwise directed by the Governor or the Secretary of State. The likelihood of such occurrence is low, and employees should plan to come to work as scheduled.

Benefits

Qualifications for Benefits

There are specific qualifications that you must meet to be eligible for benefits. In your orientation, the Director of Operations will notify you as to whether you qualify for any of the benefits outlined below. This section is designed to briefly introduce you to benefits currently offered by the Secretary of State’s office to eligible employees where applicable. It is not intended to be a complete description of all benefits or their terms. Please refer to the plan documents for details. Where appropriate, additional materials will be made available to you describing each of the plans.

Should you have any questions regarding your eligibility at any time, please direct them to the Director of Operations.

Compensation

All employees are required to complete a time sheet for each pay period. Please note the following important facts regarding the time sheet. First, your employee number is your social security number. You should write your social security number in the box labeled “employee number" on your timecard. Second, the State Board of Accounts requires employees to sign and date each time card he/she submits at the designated place on the time sheet form. Failure to sign and date your time sheet will delay our ability to process your check. Third, for each pay period, the number of hours worked should not exceed 75 hours without the pre-approval from your supervisor. Additional instructions are provided on your time card.

Time sheets must be turned in to your Division Director no later than 9:30 AM on the last Friday of each pay period. Failure to comply with this provision could result in a delay in receipt of your paycheck until the following pay period. Furthermore, this policy requires each employee to predict the hours you work for the Friday on which you turn in your time card. If you leave prior to or later than to the time you record on your time card, you should contact your supervisor and payroll clerk immediately.

Employees are paid by check every other Wednesday. The Secretary of State’s Office will distribute checks earlier only when a holiday falls on a Wednesday. For employee safety paychecks will be released only to the employee. A relative or friend may collect an employee’s check only upon written authorization from the employee. If you need your check mailed , please contact the Director of Operations. All potential errors should be reported to the Director of Operations immediately.

At the discretion of the Chief of Staff or a Division Director, a non-exempt employee may be given compensatory time off in lieu of overtime subject to the limitations imposed by the Fair Labor Standards Act. Compensatory time off may be used to reward conscientious, hard working Secretary of State employees who have worked extra hours for sustained periods of time as a result of extraordinary or seasonal agency workload. Please note that while the normal workweek is only 37.5 hours, an employee is not eligible for overtime pay until he/she has worked over 40 hours in one workweek. An employee must obtain prior approval for compensatory time, and, if approved, must use the compensatory time within a reasonable time of making the request, so long as such use does not unduly disrupt the operations of the Secretary of State’s Office. Total accrued compensatory time may not exceed 240 hours at any time.

Employment Benefits

Life outside of work

Vacation Leave Up to 90 hours earned per year. Bonus vacation leave after 5, 10, and 20 years of service.

Sick Leave Up to 67.5 hours earned per year.

Personal Leave Up to 22.5 hours earned per year.

Holidays Twelve (12) holidays per year.

Other Paid Leave Funeral Leave, Jury Duty Leave & Military Leave.

Family Leave Up to 12 weeks of unpaid leave per year for family care, adoption or childbirth.

Community Service Leave Promotes the direct involvement of State employees in public services in their communities through volunteer efforts.

Insurance – for you and your family

Health Insurance Several health insurance options are available including Traditional and Health Maintenance Organizations (HMO’s).

Dental The state pays 100% of the premium cost for this plan.

Vision The state contributes to the premium, enabling all employees to participate in this plan.

Life Insurance Group term insurance is available up to 150% of salary. Supplemental plans are available as well as dependent life coverage.

Short / Long Term Disability Benefits

The state shares the cost for your participation in the disability plan.

Retirement Plans – helps you plan for your future

Public Employee’s Retirement Fund

The state pays 100% of the cost. Individual accounts are maintained for each employee. Investment options are available.

Deferred Compensation Investment options that allow salary deferment for tax purposes. The State will match up to $15.00 per pay period.

Additional Benefits – it all adds up

Automatic Deposit Direct deposit of payroll checks.

Employee Assistance Services for You (EASY)

Provides employee and family member support during difficult times either directly by phone or by referral to resources in the community

Parking Free parking is available at most State facilities.

Health Insurance

The State of Indiana offers a number of different health insurance plans. The State’s health insurance plans are designed to provide you with quality health care at a reasonable expense. Premiums can be deducted directly from your pay. You will have thirty days from the date of your eligibility for benefits to choose the type of coverage that is best for you. You should make your decision carefully. Changing your coverage is limited to an open enrollment period that occurs only once a year at the end of the calendar year. More information about each of the plans will be given to you at orientation if you are eligible for this benefit.

Upon separation from your employment with the Secretary of State’s Office, you may have the option to continue your benefits coverage. Additional information will be provided to you at such time.

The Traditional Plan permits you to choose your own doctor. In addition, you pay a yearly deductible toward your medical bills. Once you have paid your deductible, the traditional plan pays a larger part of your expenses than the HMO, while you pay the rest. This plan covers basic medical care such as doctor visits and prescriptions as well as major medical costs such as hospital stays and surgery.

For example: The Traditional Plan will pay 100% of the medically necessary hospital charges for a precertified in-hospital stay for a surgical procedure. The surgeon’s charges will be paid at 90% of the usual, customary, and reasonable charges; you then pay the remaining 10%.

The State of Indiana’s Traditional Plan booklet provides additional details on costs and health benefits.

A Health Maintenance Organization (HMO) requires you to choose a doctor from a list of doctors who participate in each HMOs specific plan. An employee interested in an HMO should contact the physician he/she is interested in to determine whether the physician is accepting new patients.

HMOs will pay most of your basic and major and medical expenses. However, they may require you to pay deductibles on prescriptions and other items. Read the HMO booklets to find out what expenses will and will not be paid by the HMOs.

Not all HMOs offered by the State are available everywhere. Some HMOs are geographically restricted. Check with the Director of Operations to see what HMOs are available in your county.

You have thirty days from the date of your employment to choose the type of coverage you prefer. Once you have chosen your health insurer, that choice is final until open enrollment, which occurs once a year.

If you leave state government, you will be referred to the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) option for continuing coverage.

Dental Insurance

The Secretary of State’s office is pleased to offer employees a choice of dental insurance providers. Each plan has different elements that appeal to our employees. If you are eligible for participation in the dental plan, the Director of Operations will give more information about each plan to you.

Life Insurance

Basic Life, Supplemental Life, and Dependent Life

As a Secretary of State employee, you may participate in a Basic Life Insurance Program. The value of your basic life coverage is based on your base annual wage. A supplemental Life Insurance Program for addition life coverage at varying amounts is also offered to state employees.

The State contributes toward the basic life insurance premium, and employees can purchase the supplemental insurance at a low group rate. If you participate in the supplemental program you may also purchase coverage for your spouse and/or dependent children. Both programs are available through payroll deductions.

If you leave state government, you will receive information explaining how to convert your group life coverage to an individual policy.

Continuing Coverage after state employment

If you leave state government, you will be notified of the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) option for continuing coverage. See the Director of Operations for details.

Disability, Short and Long Term

Full time employees with six months of continuous service are required to participate in the disability plan which provides benefits should a medical condition prevent you from performing your regular duties. No enrollment in this plan is necessary. Employee contributions are made through automatic payroll deductions and are equal to a small percentage of your bi-weekly salary. The State makes a contribution as well.

Benefits are payable after a consecutive thirty calendar day elimination period or on the date you submit an application for benefits, whichever is later. Benefits are not paid retroactively if the application is received after the thirty-day elimination period.

Following the elimination period (or date of application), short term disability will replace sixty percent of your income while you are unable to perform your duties due to a medical condition, for a period equal to six months from the date of disability.

If, after that time, you are still prevented from performing your regular duties, long term disability will replace forty to fifty percent of your income for a maximum of four years (the amount and duration is dependent on several factors). Modified duty assignments may be made in appropriate cases while an employee continues to receive disability benefits.

For the period during which you are receiving disability benefits, you are required to notify the Benefits Division of the State Personnel Department of receipt of income from any other source. Failure to do so within seven days of receipt may result in loss of your benefits.

The Director of Operations can provide answers to questions and the forms necessary for filing a claim.

EASY – Employee Assistance Services for You

EASY is a voluntary resources and referral program that is available at no cost to you. The program is designed to assist employees and the families of employees in finding help for problems that result from personal crisis, financial difficulty, interpersonal relationships, substance abuse, and other causes. The services provided through EASY will be treated in a confidential and professional manner. In order to receive help through EASY, contact the referral office at 1-800-223-7723.

Indiana Deferred Compensation Plan (IDCP)

Deferred compensation is a voluntary IRS plan that offers all state employees an effective way to reduce current taxes and to supplement other retirement benefits. Available through payroll deduction, the plan permits participants to set aside part of their bi-weekly earnings and invest them in a competitive investment option. The state of Indiana matches employee contributions, up to $15 per pay period. There is no waiting period for eligibility and employees may enroll at any time. Contact the Director of Operations to get more information about this benefit.

Public Employee’s Retirement Fund (PERF)

The Public Employee’s Retirement Fund exists to supply the employees of the Secretary of State’s office with retirement security. The Secretary of State’s office supplies eligible employees with a summary plan description that outlines the details of the plan. The Director of Operations can help you understand your benefits under this program.

US Savings Bonds

As a state employee, you may sign up for payroll deductions toward the purchase of United States Savings Bonds. Available at half their face value, bonds may be purchased in denominations from $100 to $10,000. Savings bonds held for at least five years earn 85 percent of the average return on five-year treasury securities. The market-based rate is adjusted every six months to protect your investment should interest rates increase. A guaranteed minimum rate of six percent protects you should interest rates decrease. Contact the Director of Operations for more information.

Time Off Leave

Community Service Leave

Each full-time State employee who shows that s/he has volunteered his/her own time to a charitable organization will be allowed leave with pay from the employee’s regular assigned duties, not to exceed a combined total of seven and one-half hours (7.5) each calendar year, to voluntarily participate in activities for the benefit of another governmental entity or a charitable organization that is exempt from federal income taxation under Section 501(c)(3) of the Internal Revenue Code. The voluntary activities must not promote religion or attempt to influence legislation, governmental policy, or elections to public office.

Emergency Conditions Leave

It is the policy of the State of Indiana to provide services to the citizens at all appropriate business hours as advertised to the public; however, in circumstances where a work site must be closed due to conditions at that location that adversely affect the health or safety of employees or clients/customers, or ability of employees to perform the required duties, and where there is no reasonable alternative site for the employees to perform the work, employees affected by that closure should not lose wages for the time the work site is unusable.

Funeral Leave

It is the policy of the State of Indiana that employee requests for up to three (3) days of paid leave under the provisions of this policy shall be honored by management. Such days shall be in conjunction with the time of the death or date of the funeral. Management reserves the right to require documentation to verify the authenticity of request when there is a legitimate reason to compel such verification. Relative means husband, wife, father, mother, son, daughter, brother, sister, grandparent, grandchild, or spouse of any of these, or a person living in the same household with employee. For a married employee, these members of the spouse’s family are included.

Military Leave

It is the policy of the State of Indiana to fully adhere to the requirements of federal and state law regarding military leaves for members of the uniformed services. In the event of a dispute between the provisions of this policy and the relevant procedures, the provisions of the Uniformed Services Employment and Re-employment Rights Act (USERRA) control.

Leave(s) will be granted in accordance with any orders for military duty. Differential pay (the difference between basic active military salary and the salary that would have been paid as an active state employee) will be granted to employees who are members of the Indiana National Guard or other Indiana reserve component of the armed forces of the

United States on active military duty. Differential pay does not apply to service performed exclusively for training. Employees who are members of the Indiana National Guard or other Indiana reserve component of the armed forces of the United States on active military service have the option to continue family health care coverage at the employee's own expense.

Members of the uniformed services desiring to return to work following military service will be reinstated in accordance with applicable federal and state laws.

Time spent in military service will be counted for purposes of calculating retirement benefits and eligibility for family-medical leave.

Personal Leave

It is the policy of the State of Indiana that employees should have reasonable opportunities for time away from work without loss of pay to handle personal business and emergencies. Full-time employees shall accrue seven and one-half (7.5) hours of personal leave for each four-(4) months of employment. Part-time employees working at least fifty percent (50%) of full-time shall accrue three and three-quarters (3.75) hours of personal leave for each four- (4) months of employment.

No employee may accrue a personal leave balance in excess of twenty-two and one half (22.5) hours. If an employee is otherwise eligible to accrue personal leave, but the accrual thereof would

increase his/her account balance beyond that limit, the personal leave hours shall be credited to the employees' accrued sick leave balance.

Sick Leave

It is the policy of the State of Indiana that employees should have reasonable opportunities for time away from work without loss of pay to handle illness, injury, legal quarantine and attending visits with health care providers for themselves and immediate family members.

Full-time employees shall accrue seven and one-half (7.5) hours of sick leave for each two- (2) months of employment and an additional seven and one-half (7.5) hours of sick leave for each four (4) months of employment. Part-time employees working at least fifty percent (50%) of full-time shall accrue three and three-quarters (3.75) hours of sick leave for each two- (2) months of employment and an additional three and three-quarters (3.75) hours of sick leave for each four (4) months of employment.

Sick leave rolls over and accumulates.

Vacation Leave

It is the policy of the State of Indiana, consistent with the operational needs of the State, that vacation leave shall be granted at such times during the year as requested by the employee. Local policy, if any, will govern vacation scheduling.

Full-time employees shall accrue seven and one-half (7.5) hours of vacation leave for each month of employment. Part-time employees working at least fifty percent (50%) of full-time shall accrue three and three-quarters (3.75) hours of vacation leave for each month of employment. Additional vacation leave is accrued after five (5), ten (10), and twenty (20) years of employment.

A dismissed employee shall forfeit all accrued but unused vacation leave.

Parental Absence for Child’s Education

Appointing authorities in all state agencies shall make reasonable efforts to approve employee requests for time off to foster involvement in their child’s education through participation in parent-teacher conferences, classroom activities, or other means. Such time off shall be accomplished through the use of adjusted work schedules to accommodate the time needed. In those situations where an adjusted work schedule is not practical, such as twenty-four hour/seven-day operations, appropriate forms of accrued leave should be utilized.