Human Resource Policy Manual

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TABLE OF CONTENTS

100 INTRODUCTION
101 Purpose of Employee Manual	Compliance/System
200 FOR LATER USE
300 EMPLOYMENT
301 Employment Definitions	Compliance/System
302 Exempt/Non-Exempt Status	Compliance
303 Recruitment and Selection of Staff	Compliance/System
304 Former Employees and Minors	Compliance/System
305 Hiring of Relatives	System
306 Employment of State Retirees	Compliance
307 Employment of Federal Retirees	Compliance
308 Employment of Non-Citizens	Compliance
309 Official Personnel File (OPF)	Compliance/System
310 Orientation Period	System
311 Performance Development	System
312 Promotions and Transfers	System
313 Policy on Corrective and Disciplinary Action	System
314 Association-Initiated Separation from Employment	System
315 Separating from Employment	System
316 Conferral of Title	System
317 Employee Background Checks	System
400 COMPLIANCE POLICIES
401 Equal Opportunity Statement	Compliance
402 Americans with Disabilities Act (ADA)	Compliance
403 Sexual Harassment Policy	Compliance
500 OPERATIONAL POLICIES
501 Hours of Operations and Work Schedules	Compliance/Local
502 Meal and Break Periods	Compliance/Local
503 Emergency Closings	Local
504 Business and Travel Expenses	Local
505 Accounting & Finance / Business Expenses	Local
506 Remote Work	Local
600 ABSENCE POLICIES
601 Tardiness and Absences	Local
602 Holidays	Local
603 Vacation Leave	Local
604 Sick Leave	Local
605 Workers Compensation	Compliance/System /Local
606 Extended Medical Leave	System/Local
607 Personal Leave Without Pay	Local
608 Family and Medical Leave (FMLA)	Compliance/System
609 Personal Days	Local
610 Funeral Leave	Local
611 Jury Duty	Compliance/Local
612 Court Appearance	Compliance/System
613 Military and Reserve Leaves	Compliance/System
614 Voting Leave	System
615 Blood Donation Leave	System
616 Lactation Leave	System
618 Cancer Screening Leave	Compliance
700 COMPENSATION AND CLASSIFICATION
701 Position Classification and Pay Rates	System
702 Overtime	Compliance/System
702.5 Special Pay Circumstances	Local
703 Pay Procedures	Compliance/System
800 EMPLOYEE BENEFITS
801 Benefits Administration	Compliance
802 Health Insurance	Compliance
803 Dental Insurance	Compliance
804 Long-term Disability (LTD) Insurance	Compliance
805 Personal Accident Insurance	Compliance
806 Group Universal Life Insurance	Compliance
807 Federal Employees' Group Life Insurance	Compliance
808 Tax-Deferred Annuity Plan ("TDA")	Compliance
809 Retirement Plans	Compliance
810 Federal Retirement	Compliance
811 Social Security and Medicare	Compliance
812 Unemployment Insurance	Compliance
813 Employee Assistance Program	Local
814 Continuation of Health and Dental Insurance Benefits (COBRA)	Compliance
815 Flexible Spending Account	Compliance
816 New York State's 529 College Savings Program	Compliance
817 Automobile, Homeowners/Renters, Legal Plan and Pet Insurance	Compliance
818 Credit Counseling Services	Compliance
819 Long Term Care Insurance	Compliance
900 PERSONAL CONDUCT
901 Misrepresentation	System
902 Confidentiality	Compliance/System
903 Conflict of Interest	Compliance/System
904 Conflict of Commitment	Compliance/System
905 Substance-Free Workplace	Compliance
906 Drivers’ License and Vehicles	Compliance/System
907 Personal Appearance	Local
908 Code of Ethics	Compliance/System
1000 PREMISES AND WORK AREAS
1001 Property and Equipment	System
1002 Personal Belongings	Local
1003 Maintenance of Premises and Work Areas	Local
1004 Parking	Local
1005 Smoking	Compliance/System/Local
1006 Charitable Solicitation	System
1007 Security	Local
1100 SAFETY
1101 Safety Program	Compliance
Safety Plan 2023	Local
1200 SECURITY
1201 Building Security	Local
1202 Violence in the Workplace	System
1300 COMMUNICATION PROCEDURES
1301 Complaints	System
1302 Availability of Ombudsman	System
1303 Communication Systems	System/Local
1304 Acceptable Use Policy	Compliance/System
1305 Correspondence	Local
1306 Employee Suggestions	Local
1307 Public and Media Relations	System

Compliance – A policy that according to employment laws, rules or regulations an Association is required to adopt.

System – A policy that has been developed by the Extension Administration based upon centralized procedural requirements that must be followed. In some instances, the policy is not required but it is strongly recommended that it be adopted. In some instances, the policy may be altered slightly to conform to Association unique needs. Administrative Systems must review all system policies prior to adoption of modifications to ensure they remain in compliance with various laws and regulations.

Local – These are policy templates recommended by the Extension Administration. The Association may adopt as written or may decide not to adopt the policy or modify the policy to meet the needs of the Association. It is recommended that Administrative Systems, local legal counsel or other experienced HR source review variations prior to adoption of modifications to ensure they remain in compliance with various laws and regulations.

Last updated December 6, 2023