Commonwealth of Pennsylvania
Governor's Office
Subject:
Personnel Rules
Number:
505.7 Amended
Date:
November 9, 2010
By Direction of:
Christian L. Soura, Secretary of Administration
Contact Agency:
Governor’s Office of Administration, Office of Human Resources Management, Human
Resources Service Center, Telephone 717-787-8001
This directive establishes policies and responsibilities for
commonwealth human resources programs. The policy numbering is
not consecutive because of the many references in other directives, on-
line policies and various publications. Therefore, to keep other policy
references accurate the numbering sequence does not run consecutive
but does run in numeric order. This amendment adds policy for Salary
Deductions from the Pay of Exempt Employees indicated by marginal
dots on Page 38.
1. PURPOSE. The purpose of this directive is to provide guidelines on commonwealth
human resources policies and responsibilities.
2. SCOPE. This directive is applicable to all state agencies, independent boards and
commissions under the Governor's jurisdiction.
3. OBJECTIVE. To ensure commonwealth human resources programs are administered
consistently and in accordance with established requirements.
4. POLICY. In cases where a provision of an approved labor agreement is inconsistent
with this directive, the labor agreement provision takes precedence.
This directive replaces Management Directive 505.7 dated September 1, 2009.
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TABLE OF CONTENTS
CHAPTER 1. DEFINITIONS
1.1
Definitions ................................................................................................. 1
CHAPTER 2. ORGANIZATION FOR HUMAN RESOURCES MANAGEMENT
ADMINISTRATION
2.1
Secretary of Administration ......................................................................12
2.2 Deputy Secretary for Human Resources Management ..............................12
2.3 Director of Enterprise Services and Operations ........................................13
2.4 Director of Workforce Planning and Development ....................................14
2.5 Director of Classification and Compensation .............................................14
2.6 Director of Employee Benefits and Services ..............................................15
2.7 Director of Labor Relations .......................................................................15
2.8 Director of Equal Employment Opportunity...............................................16
2.9 Director of Bureau of State Employment...................................................17
2.10 State Civil Service Commission .................................................................17
2.11 Agency Heads ...........................................................................................17
2.12 Agency Human Resources Directors .........................................................18
2.13 Agency Managers and Supervisors ...........................................................19
CHAPTER 3. EQUAL EMPLOYMENT OPPORTUNITY
3.1
Equal Employment Opportunity Policy and Plans ......................................20
3.2 Disability-Related Policy and Program ......................................................21
CHAPTER 4. LABOR RELATIONS
4.1
Separability ..............................................................................................23
4.2 Employee Rights .......................................................................................23
4.3 Act 111 .....................................................................................................23
4.4 Discrimination Prohibited .........................................................................23
CHAPTER 5. COMPENSATION
Subchapter A. PAY
PAY PLAN AND RULES ...........................................................................................26
5.1
Legal Basis for Establishing the Pay Plan ..................................................26
5.2 Maintenance of Pay Plan ...........................................................................26
5.3 Other Pay Rates Authorized by Executive Board .......................................26
5.4 Pay Rules ..................................................................................................26
5.5 Exceptions to the Pay Rules ......................................................................26
ENTRANCE AND REEMPLOYMENT PAY ...................................................................27
5.11
Entrance and Reemployment Pay Matrix ..................................................27
5.12 Entrance Pay ............................................................................................28
5.13 Reemployment from Resignation ..............................................................28
5.14 Reemployment from Furlough ..................................................................28
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ANNUAL PERFORMANCE/INCREMENT DATES AND PAY INCREMENTS....................29
5.21
Annual Performance/Increment Dates and Pay Increments .....................29
5.22 Longevity Dates ........................................................................................29
5.23 Effect of Military Leave on Annual Performance/Increment Dates and
Longevity Dates ........................................................................................29
5.24 Effect of Suspension or Leave without Pay on Annual
Performance/Increment and Longevity Dates ..........................................30
5.25 Effects of Termination and Reemployment on Annual
Performance/Increment Dates and Longevity Dates ................................30
5.26 Effect of Service with an Independent Agency or with another Branch of
Government on Longevity Dates ...............................................................30
5.27 Exceptional Pay Increases ........................................................................31
PROMOTIONS, DEMOTIONS AND TRANSFERS/REASSIGNMENTS ..........................31
5.31
Promotions ...............................................................................................31
5.32 Demotions ................................................................................................32
5.33 Transfers ..................................................................................................33
WORKING OUT OF CLASS ......................................................................................34
5.41
Acting Head of Agency ..............................................................................34
5.42 Acting Deputy Secretary or Equivalent .....................................................34
5.43 Temporary Reassignment .........................................................................34
CLASSIFICATION AND PAY AMENDMENTS ............................................................34
5.61
Amendment to the Position Classification and Pay Plans ..........................34
OVERTIME ............................................................................................................35
5.71
Applicability ..............................................................................................35
5.72 Computation of Overtime Hours ...............................................................35
5.73 Approval of Overtime Work ......................................................................35
5.74 Approval of Pay for Overtime Work ..........................................................36
5.75 Overtime Rate of Pay ................................................................................36
5.76 Compensatory Time in Lieu of Overtime Pay ............................................37
EXTRA PAY ............................................................................................................37
5.81
Dual Employment .....................................................................................37
5.82 Shift Differential .......................................................................................38
RESTITUTION OF OVERPAYMENTS ........................................................................38
5.91
Restitution of Overpayments ....................................................................38
5.92 Salary Deductions from the Pay of Exempt Employees .............................38
SUBSISTENCE OR MAINTENANCE ..........................................................................39
5.99
Subsistence or Maintenance .....................................................................39
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Subchapter B. BENEFITS
BENEFITS ADMINISTRATION ................................................................................42
5.101
Benefits Policies ......................................................................................42
5.102 Agency Responsibilities ...........................................................................42
HEALTH INSURANCE .............................................................................................42
5.111
Active Employee Health Insurance ..........................................................42
5.112 Retired Employee Health Insurance .........................................................43
HEALTH AND WELFARE TRUST FUNDS ...................................................................43
5.121
General ....................................................................................................43
5.122 Agency Responsibilities ...........................................................................43
LIFE INSURANCE ...................................................................................................43
5.131
General ....................................................................................................43
5.132 Agency Responsibilities ...........................................................................44
WORK-RELATED INJURY AND DISEASE .................................................................44
5.141
General ....................................................................................................44
5.142 Agency Responsibilities ...........................................................................44
ACCIDENT AND ILLNESS PREVENTION (SAFETY) PROGRAM .................................44
5.143
General ....................................................................................................44
5.144 Agency Responsibilities ...........................................................................44
UNEMPLOYMENT COMPENSATION .........................................................................45
5.151
General ....................................................................................................45
5.152 Eligibility .................................................................................................45
5.153 Benefits ...................................................................................................45
5.154 Appeal .....................................................................................................45
5.155 Cost Containment ....................................................................................45
LIABILITY COVERAGE ...........................................................................................46
5.161
General ....................................................................................................46
5.162 Eligibility .................................................................................................46
5.163 Amount of Coverage ................................................................................46
5.164 Premiums ................................................................................................46
RETIREMENT .........................................................................................................46
5.171
General ....................................................................................................46
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FAMILY CARE ACCOUNT PROGRAM ........................................................................46
5.181
General ....................................................................................................46
CREDIT UNIONS ....................................................................................................46
5.191
General ....................................................................................................46
BLOOD DONOR PLANS ...........................................................................................47
5.201
General ....................................................................................................47
DIRECT DEPOSIT OF PAY ......................................................................................47
5.211
General ....................................................................................................47
DEFERRED COMPENSATION...................................................................................47
5.221
General ....................................................................................................47
5.222 Responsibility ..........................................................................................47
CHAPTER 6. POSITION CLASSIFICATION
6.1
Position Classification Plan ......................................................................48
6.2 Job Standards ..........................................................................................48
6.3 Amendment of the Position Classification Plan ........................................48
6.4 Classification of Positions ........................................................................49
6.5 Position Reviews and Maintenance of Position Descriptions ....................49
CHAPTER 7. WORKFORCE PLANNING, SUCCESSION PLANNING, RECRUITMENT,
APPLICATION AND APPOINTMENT
Subchapter A. WORKFORCE PLANNING AND SUCCESSION PLANNING
7.1
Workforce Planning .................................................................................50
7.2 Succession Planning ................................................................................50
Subchapter B. RECRUITMENT
7.11
Purpose and Policy ..................................................................................51
7.12 Organizational Responsibilities ................................................................51
Subchapter C. APPLICATION AND APPOINTMENT
7.21
General Requirements for Commonwealth Service ..................................52
7.22 Rejection of Applicants ............................................................................52
7.23 Non-Civil Service Applications and Appointments ....................................53
7.24 Civil Service Applications and Appointments ...........................................53
7.25 Reappointment of Annuitants ..................................................................53
7.26 Persons Having Adverse Interest .............................................................53
7.27 Identification, Employment and Education Verification Checks................53
7.28 “Immigration Reform and Control Act of 1986” (IRCA) ...........................54
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CHAPTER 8. ATTENDANCE, HOLIDAYS AND LEAVE
Subchapter A. ATTENDANCE AND HOLIDAYS
8.1
Office Hours ..............................................................................................55
8.2 Hours in Workweek ..................................................................................55
8.3 Workday of Employees .............................................................................55
8.4 Labor Law .................................................................................................56
8.5 Meal Periods and Rest Periods ..................................................................56
8.6 Alternate Work Scheduling Arrangements ................................................56
8.7 Office Closings ..........................................................................................57
8.8 Paid Holidays ............................................................................................58
8.9 Special Holidays .......................................................................................58
Subchapter B. LEAVE WITH PAY
HOLIDAYS ............................................................................................................61
8.10
Holidays ....................................................................................................61
ANNUAL LEAVE ......................................................................................................63
8.11
General .....................................................................................................63
8.12 Annual Leave Entitlement .........................................................................63
8.13 Periods Where Leave Service Credit Is Earned .........................................64
8.14 Anticipated Annual Leave .........................................................................64
8.15 Transfer of and Payments for Earned Unused Annual Leave .....................64
8.16 Scheduling and Carryover of Annual Leave ...............................................65
8.17 Agency Heads and Members of Departmental Boards and Commissions –
Annual Leave ............................................................................................66
SICK LEAVE ...........................................................................................................66
8.21
General .....................................................................................................66
8.22 Sick Leave Entitlement .............................................................................67
8.23 Reasons for Sick Leave .............................................................................67
8.24 Approval ...................................................................................................69
8.25 Anticipated Sick Leave ..............................................................................69
8.26 Transfer of and Payment for Earned Unused Sick Leave ...........................69
8.27 Carryover ..................................................................................................70
8.28 Reemployment within 12 Months .............................................................71
8.29 Special Extension......................................................................................71
8.30 Agency Heads and Members of Departmental Boards and Commissions –
Sick Leave ................................................................................................73
PERSONAL LEAVE ..................................................................................................73
8.31
General .....................................................................................................73
8.32 Personal Leave Entitlement ......................................................................74
8.33 Anticipated Personal Leave.......................................................................74
8.34 Transfer of and Payment for Earned Unused Personal Leave ....................74
8.35 Scheduling and Carryover of Personal Leave ............................................75
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8.36 Agency Heads and Members of Departmental Boards and Commissions –
Personal Leave .........................................................................................75
ADMINISTRATIVE LEAVE .......................................................................................75
8.41
Reasons for Administrative Leave .............................................................75
CIVIL LEAVE ..........................................................................................................76
8.51
General .....................................................................................................76
8.52 Jury Duty, Court and Administrative Hearing Attendance .........................76
8.53 Firefighting, Emergency Medical Technician, Emergency Management, Civil
Air Patrol and Red Cross ...........................................................................77
EDUCATIONAL LEAVE WITH PAY ...........................................................................77
8.61
General .....................................................................................................77
MILITARY LEAVE WITH PAY ..................................................................................78
8.71
Military Reserve ........................................................................................78
8.72 Pennsylvania National Guard ....................................................................79
8.73 Act 150 of 2006 ........................................................................................79
PAID INJURY LEAVE ..............................................................................................80
8.81
General .....................................................................................................80
8.82 Eligibility for Paid Injury Leave ................................................................80
8.83 Paid Injury Leave Benefits ........................................................................81
LEAVE DONATIONS ...............................................................................................81
8.91 General .....................................................................................................81
8.92 Recipients .................................................................................................81
8.93 Donors ......................................................................................................82
Subchapter C. LEAVE WITHOUT PAY
SICK, PARENTAL AND FAMILY CARE (SPF) ABSENCE ............................................84
8.101
General .....................................................................................................84
8.102 Absence Requests .....................................................................................84
8.103 Eligibility ..................................................................................................84
8.104 Entitlement ...............................................................................................85
8.105 Paid Leave ................................................................................................85
8.106 Intermittent or Reduced-Time Absence ....................................................85
8.107 Extended Sick, Parental and Family Care (ESPF) Absence ........................86
8.108 Return to Work Rights ..............................................................................86
MILITARY LEAVE WITHOUT PAY ...........................................................................86
8.131
General .....................................................................................................86
8.132 Granting, Duration and Expiration ............................................................86
8.133 Reemployment..........................................................................................87
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8.134
Retirement Rights .....................................................................................87
8.135 Loss of Benefits ........................................................................................87
8.136 Annual, Sick and Personal Leave ..............................................................88
8.137 Physical Examination ................................................................................88
8.138 Guidelines for Benefits Continuation ........................................................88
REGULAR LEAVE WITHOUT PAY ............................................................................88
8.141
Non-Civil Service Employees .....................................................................88
8.142 Civil Service Employees ............................................................................88
INJURY LEAVE WITHOUT PAY ...............................................................................89
8.151
General .....................................................................................................89
8.152 Eligibility for Injury Leave without Pay .....................................................89
MISCELLANEOUS LEAVE PROVISIONS ...................................................................90
8.161
Agency Written Leave Management Policies .............................................90
8.162 Records and Reports .................................................................................90
8.163 Absence without Leave. ............................................................................90
8.164 Resignation Following Leave without Pay .................................................90
CHAPTER 9. EMPLOYEE PERFORMANCE MANAGEMENT
Subchapter A. PERFORMANCE MANAGEMENT
9.1
Performance Management Objectives.......................................................91
9.2 Performance Evaluation Systems .............................................................92
9.3 Standards of Performance ........................................................................92
9.4 Raters .......................................................................................................93
9.5 Performance Evaluation Review ...............................................................93
9.6 Training and Development Needs .............................................................93
9.7 Evaluations Tied to Furloughs ...................................................................93
Subchapter B. PROBATIONARY PERIODS
9.11
Probationary Employees ...........................................................................94
9.12 Granting of Employment Status ................................................................94
9.13 Extension of Probationary Periods ............................................................95
Subchapter C. EMPLOYEE RECOGNITION
9.14
General .....................................................................................................96
CHAPTER 10. SENIOR MANAGEMENT SERVICE
10.1
Senior Management Service (SMS) Defined ..............................................97
10.2 Assignment of Positions ...........................................................................97
10.3 Criteria for Assignment of Positions .........................................................97
10.4 Leaves of Absence for Classified Service Employees .................................98
10.5 Removal of Employees ..............................................................................98
10.6 Classification of Positions .........................................................................98
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10.7
Compensation of Employees .....................................................................98
10.8 Audit of Positions .....................................................................................98
10.9 Effects of Classified Service Furloughs While on Leave of Absence ...........99
CHAPTER 11. WORKPLACE LEARNING AND DEVELOPMENT
11.1
General ...................................................................................................100
11.2 Policy ......................................................................................................100
ORGANIZATIONAL RESPONSIBILITIES ...............................................................100
11.11
Office of Administration. .........................................................................100
11.12 Agencies .................................................................................................101
CHAPTER 12. PROMOTION, TRANSFER AND DEMOTION
12.1
Promotion ...............................................................................................103
12.2 Transfer ..................................................................................................103
12.3 Demotion ................................................................................................104
12.4 Temporary Reassignment .......................................................................104
12.5 Civil Service Employees ..........................................................................105
CHAPTER 13. CONDUCT, EMPLOYEE DISCIPLINE,
CONFLICT OF INTEREST AND PROHIBITED ACTIVITIES
GENERAL STANDARDS OF CONDUCT................................................................... 106
13.1 Personal Conduct ....................................................................................106
13.2 Unlawful or Illegal Conduct ....................................................................107
EMPLOYEE DISCIPLINE .......................................................................................107
13.11
Nature of Discipline ................................................................................107
13.12 Degree of Discipline ................................................................................107
13.13 Investigation ..........................................................................................107
13.14 Notice to Employee .................................................................................107
13.15 Timeliness ..............................................................................................107
CONFLICT OF INTEREST ......................................................................................107
13.21 Adverse Pecuniary Interest ....................................................................107
13.22 Representing Others Before the Commonwealth ....................................108
13.23 Gifts and Favors ......................................................................................108
13.24 Misuse of Information ............................................................................108
13.25 Dual Employment ...................................................................................108
13.26 Supplementary Employment ...................................................................108
13.27 Financial Disclosure ................................................................................109
13.28 Enforcement ...........................................................................................109
PROHIBITED ACTIVITIES ....................................................................................109
13.31
Political Activities ...................................................................................109
13.32 Discrimination ........................................................................................109
13.33 Nepotism ................................................................................................109
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CHAPTER 14. SEPARATION
14.1
Non-Civil Service Resignation .................................................................110
14.2 Non-Civil Service Separation or Furlough ...............................................110
14.3 Civil Service Separation or Furlough .......................................................110
14.4 Retirement .............................................................................................110
14.5 Resignation in Lieu of Discharge .............................................................110
14.6 Employee Mobility Information Program ................................................111
CHAPTER 15. INTEGRATED ENTERPRISE SYSTEM
15.1
General ...................................................................................................112
15.2 Responsibilities ......................................................................................112
15.3 Role Assignment, Security and Internal Control Maintenance ................112
15.4 Employee Self Service/Supervisor Self Service .......................................113
15.5 Timeliness ..............................................................................................114
15.6 Data Retention........................................................................................114
15.7 Complement Control ...............................................................................115
15.8 System Training ......................................................................................115
CHAPTER 16. HUMAN RESOURCES MANAGEMENT CONSULTATION
16.1
General ...................................................................................................116
16.2 Policy and Procedures ............................................................................116
CHAPTER 17. SMOKING IN COMMONWEALTH BUILDINGS AND FACILITIES
17.1
General ...................................................................................................118
17.2 Policy ......................................................................................................118
CHAPTER 18. STATE EMPLOYEE ASSISTANCE PROGRAM (SEAP)
18.1
General ...................................................................................................119
18.2 Administration ........................................................................................120
CHAPTER 19. COMMONWEALTH SUBSTANCE ABUSE POLICY
19.1
General ...................................................................................................121
19.2 Administration ........................................................................................122
CHAPTER 20. COMMERCIAL DRIVER'S LICENSE DRUG AND ALCOHOL TESTING AND
LICENSING PROGRAM
20.1
General ...................................................................................................123
20.2 Alcohol and Controlled Substances Regulations/Testing ........................123
20.3 Driver's Licensing Regulations ................................................................124
20.4 Administration ........................................................................................124
CHAPTER 21. WORKPLACE VIOLENCE
21.1
General ...................................................................................................125
21.2 Administration ........................................................................................125
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CHAPTER 22. INTERNET ACCESS AND ELECTRONIC MAIL
22.1
General ...................................................................................................126
22.2 Administration ........................................................................................127
CHAPTER 23. COMMONWEALTH CHILDCARE PROGRAM
23.1
General ...................................................................................................128
23.2 Administration ........................................................................................128
CHAPTER 24. WORK RELEASE
24.1
General ...................................................................................................129
24.2 Administration ........................................................................................129
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CHAPTER 1. DEFINITIONS
Definitions.
1.1 Definitions. The following words and terms, when used in this directive, have the
following meanings unless the context clearly indicates otherwise:
Absence Without Leave. Unauthorized absence from work.
Act 111. Act 111 of 1968, known as the “Policemen and Firemen Collective
Bargaining Act,” P.L. 237; 43 P.S. § 217.1. Effective June 24, 1968, this law
authorizes collective bargaining between police officers and firefighters and their public
employers and provides for compulsory arbitration to resolve bargaining impasses in
lieu of the right to strike.
Act 195. Act 195 of 1970, known as the “Public Employe Relations Act,” P.L. 563; 43
P.S. § 1101.101. Effective October 1970, this law establishes rights of public
employees to organize and bargain collectively through selected representatives;
provides mediation and fact-finding for collective bargaining impasses; defines the
scope of collective bargaining; and permits strikes under limited conditions.
Active Pay Status. The condition during which an employee is eligible for pay.
Administrative Code. Act 175 of 1929, known as “The Administrative Code of
1929,” P.L. 177; 71 P.S. § 51.
Agency. An administrative department, board, commission, or other agency.
Agency Head. An official who is accountable for the operation of an agency or is
appointed by the Governor such as Secretary of Administration, Secretary of Health, or
a member of the Governor's Senior Staff.
Alternate Work Schedule (AWS). An agency and Office of Administration approved
work schedule that permits employees to work pre-established additional hours
(beyond the regular 7.5 or 8.0 hours per day) on certain workdays within a pre-
established time period (e.g., week, pay period, month) in order to accumulate and
receive an equivalent number of additional hours off on a pre-established day or part
of a day during that time period.
Annual Performance/Increment Date. The annual performance/increment date of
an employee will be one year from the date of appointment. Thereafter, the annual
performance/increment date will be one year from the month of the most recently
scheduled annual (not probationary) performance evaluation or, for those employees
eligible for annual increments, one year from the month of the most recent annual
increment. This term is commonly known as the "anniversary date."
Appointment. The hiring of a person to perform designated duties in a
commonwealth agency in exchange for compensation. It does not refer to employees
who transferred from other state agencies, or individuals who are compensated
through a contractual agreement.
2
At-Will Employment Relationship. The right reserved by the commonwealth,
subject only to the express terms of any applicable labor agreement or statute, to
terminate an individual's employment at any time for any reason or no reason except
as prohibited by law.
Benefits. Services or goods given to a person by his or her employer or money given
indirectly to a person by his or her employer. The term includes but is not limited to:
(a) Health insurance.
(b) Life insurance.
(c) Other insurances.
(d) State's share to retirement and social security.
(e) Health and welfare contributions.
Break in Employment. A voluntary or involuntary interruption in an individual's
employment status with the commonwealth. A break in employment may be caused
by such events as retirement, resignation, furlough, death, or involuntary separation.
The term does not include leaves without pay of any kind, legal strike absences,
suspensions, or transfers regardless of their duration.
Civil Service Positions. Those positions which are included in the definition of the
classified service under Article 1, Section 3(d) of the “Civil Service Act,” Act of
August 5, 1941, P.L. 752, as amended, 71 P.S. §741.1.
Civil Service Senior Level Positions. Chief Information Technology Managers;
Administrative and Management Services Directors; Agency Human Resource
Directors; Equal Opportunity Managers/Specialists; Agency Budget and Fiscal Officers;
Department of Transportation County Maintenance Managers; and other positions as
defined by Management Directive 515.16, Appointment to Senior Level Positions.
Class. See Job.
Class Standard or Class Specification. See Job Specification.
Classification. The assignment of a position to one of the classes in the classification
plan.
Collective Bargaining Agreement. A formal agreement between the
commonwealth and an employee organization that establishes an equitable procedure
for the resolution of differences between labor and management and establishes rates
of pay, hours of work and other conditions of employment.
Commercial Drivers License Drug and Alcohol Testing and Licensing Program
(CDL). A program that requires employees whose job duties include operation of
commercial motor vehicles to comply with federal regulations which require drug and
alcohol testing.
Compensation. Pay and benefits granted directly or indirectly to employees.
3
Condition of Continued Employment (COCE). Last chance agreement that may be
offered, in lieu of termination, whereby an employee is required to participate
successfully in evaluation and counseling/treatment (as recommended by the State
Employee Assistance Program (SEAP)) for personal problems through the SEAP. A
COCE must receive approval from the agency, the Office of Administration and the
union, if the employee is covered by a collective bargaining agreement or
memorandum of understanding.
Confidential Employee. An individual who is employed in a central human resources
agency or in the human resources office of an operating agency and has access to
information subject to use by the commonwealth in collective bargaining, or works in
close continuing relationship with individuals associated with collective bargaining on
behalf of an agency of the commonwealth.
Continuously Scheduled Employee. An employee who is expected to be in an
active pay status every pay period.
Demotion. Movement of an employee in a job classification to another job
classification assigned to a pay scale group with a lower minimum hourly rate. The
actual minimum hourly rate of the pay scale group assigned to a class will be used to
determine if an action is a demotion, even in those cases where an above minimum
hiring rate has been approved for the job classification.
Disability. When this term is used relative to the Americans with Disabilities Act of
1990, 42 U.S.C. §§ 12101 et seq., it is defined as a physical or mental impairment
that substantially limits or is regarded as limiting one or more major life activities of an
individual. For work-related injuries, it means any absence from work which is related
to a work-related injury.
Discrimination. Unequal treatment of a protected class of persons or the
consequence of an action, policy, or practice resulting in unequal treatment of a
particular protected class. Discrimination may involve a single act or it may involve a
continuing policy or practice.
Dismissal. The involuntary termination of employment for reasons other than lack of
funds or work.
Domestic Partner. A same-sex partner of the employee for whom a relationship has
been confirmed on a properly completed “Commonwealth of Pennsylvania Leave
Benefits Domestic Partnership Verification Statement.”
Dual Employment. The hiring of an employee already on a payroll or on contract
with the commonwealth, whether in a different agency, on a separate payroll or
contract, or in a separate position in the same agency.
Employee. A person who has been hired by an agency subject to “The Administrative
Code of 1929,” Act 175 of 1929, P.L. 177; 71 P.S. § 51, and whose employment has
not yet been terminated.
4
Employee Mobility Information Program. A commonwealth-wide program that
collects and assesses data on the reasons new employees select the commonwealth as
their employer and existing employees transfer to other jobs and/or leave
commonwealth service. The information gathered is to be analyzed and used for
human resource management and administration, workforce and succession planning
and the formulation of recruitment and retention strategies.
Equal Employment Opportunity. A system of employment practices which ensures
equal access to all aspects and levels of employment and under which no individual is
excluded from participation, advancement, terms and conditions or benefits because of
his/her race, color, religious creed, ancestry, union membership, age, gender, sexual
orientation, gender identity or expression, national origin, Human Immunodeficiency
Virus (HIV) or Acquired Immunodeficiency Syndrome (AIDS) status or disability.
Essential Functions. Those functions of a position that an employee must be able to
perform unaided or with the assistance of a reasonable accommodation.
Evaluation Period. The period of time since the last regularly scheduled performance
evaluation took place.
Excluded Positions. All positions in the following categories are excluded from the
provisions of this directive unless explicitly provided otherwise:
(a) Officers and all other positions of state agencies not under the Governor's
jurisdiction.
(b) Members of boards and commissions and heads of departments appointed by the
Governor.
(c) Patient employees and inmate help at state institutions.
(d) Crew leaders and crew members of the Pennsylvania Conservation Corps.
Exempt Employee. An employee in a position or a classification that has been
identified as being exempt from the overtime provisions of the Federal Fair Labor
Standards Act (FLSA).
First-level Supervisor. An employee who functions as a supervisor in the lowest
level of supervision not supervising other supervisors.
Flex-Time. An agency and Office of Administration approved work schedule wherein
employees work five days per week, 7.5 or 8.0 hours per day, but may vary their
beginning and ending work times on a daily basis around pre-established core hours.
Full-Time Employee. An employee who is expected to be in an active pay status 75
or 80 hours every pay period, depending upon the pay schedule, and all agency heads.
The use of this term does not change or alter in any way the at-will employment
relationship between the commonwealth and its employees.
Furlough. The removal of an employee from his or her position due to lack of work or
funds or for other operational reasons.
5
Furloughee. An employee who is removed from his or her position because of lack of
work or funds or for other operational reasons and who meets one of the following
criteria:
(a) Is on a furlough recall list as prescribed in the Civil Service Act or the appropriate
labor agreement.
(b) If not subject to the recall provisions of a labor agreement, has been furloughed
within the past 36 months.
Inactive Pay Status. The condition during which an employee is not receiving pay.
Inappropriate Workplace Behavior. Inappropriate behavior includes actions
unacceptable for the workplace. Inappropriate workplace behavior may include, but is
not limited to, attendance problems, decreased productivity, inconsistent work
patterns, poor on-the-job relationships, unusual/changed behavior, personal conflicts,
disruptive behavior and fighting.
Integrated Enterprise System (IES). The integrated computerized data system
where the human resource and payroll records of each employee and position in state
government are maintained.
Interim Evaluation. An evaluation which takes place between regular scheduled
performance evaluations.
Intermittently Scheduled Employee. An employee who is expected not to be in an
active pay status every pay period.
Irregular Work Hours. Uncertain number or times of work hours from pay period to
pay period.
Job. A group of positions sufficiently similar with respect to duties and responsibilities
so that the same title and code, including parenthetical title and code, may be used to
describe all positions included in the group and so that the positions may be treated
alike for recruitment, selection, pay and other human resource purposes. Sometimes
referred to as “class.”
Job Specification. A written description of a job which defines and describes
representative duties and responsibilities and sets forth the experience and training
which provides the knowledge, skills and abilities essential to the performance of the
work of the job classification. Sometimes referred to as “class specification.”
Leave. Absence from work, with or without compensation, for an authorized purpose.
Leave Calendar Year. The calendar year for leave purposes begins with the first full
pay period in January and continues through the end of the pay period in which
December 31 falls.
Limited Term Position. A position that has a specified date of expiration, regardless
of duration.
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Longevity Date. The month and year an employee, paid in accordance with the
standard pay schedule or another schedule based on the standard pay schedule,
becomes eligible for a longevity increment.
Management Level Employee. An individual who is involved directly in the
determination of policy or who responsibly directs the implementation of policy. The
term includes all employees above the first level of supervision.
Meet and Discuss. The obligation of the commonwealth to meet at reasonable times
and discuss recommendations submitted by representatives of commonwealth
employees, provided that any decisions or determinations on matters so discussed will
remain with the commonwealth and be deemed final on any issue or issues raised.
Memorandum of Understanding. A nonbinding understanding, between the
commonwealth and an employee organization which represents first level supervisory
employees, that establishes an equitable procedure for the resolution of differences
between labor and management and establishes rates of pay, hours of work and other
conditions of employment.
Non-Civil Service Positions. Those positions in agencies under the Governor's
jurisdiction other than civil service positions.
Non-Civil Service Senior Level Positions. Senior Management Service (SMS),
executive and special assistants, all personal staff of agency heads, legislative liaisons,
policy liaisons, press secretaries, community relations representatives, all other
professionals in agency press and legislative offices and all other non-civil service
positions pay scale group 9 and above.
Nonexempt Employee. An employee in a position or a classification which has been
determined to be eligible for overtime under the provisions of the Federal FLSA.
Nonpermanent Employee. An employee who is hired with the expectation of being
in an active pay status for less than 12 consecutive months without the expectation of
working on an annually recurring basis or who is hired with the expectation of being in
an active pay status for less than 9 consecutive months on an annually recurring basis.
The use of this term does not change or alter in any way the at-will employment
relationship between the commonwealth and its employees.
Oral Reprimand. An oral warning to an employee that some action or lack of action
or performance on the employee's part is unacceptable and that repetition will result in
further disciplinary action.
Out-Service Training (OST). Refers to courses, training sessions, conferences,
conventions, workshops and instances of distance learning that are sponsored or
coordinated by sources other than the commonwealth government and which may
require an employee’s absence from work. (See Management Directive 535.3, Out-
Service Training, for full policy and procedure relating to OST.)
Overall Evaluation. An average performance rating consistent with all individual
factor ratings.
Overtime Work. Work performed by an employee in excess of a regular full-time
work schedule.
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Part-Time Employee. An employee who is expected to be in an active pay status
fewer than 75 or 80 hours in a pay period, depending upon the pay schedule. The use
of this term does not change or alter in any way the at-will employment relationship
between the commonwealth and its employees.
Pay. Money given directly to a person by his or her employer for services rendered.
The term includes but is not limited to salaries, wages, overtime, shift differential, call
time, standby time, bonuses and money in lieu of benefits.
Pay Plan. The plan which provides an appropriate pay schedule and pay rate for each
job classification in the position classification plan.
Pay Scale Group. A range of pay rates to which specific jobs are assigned. This term
was formerly referred to as a pay range.
Pay Scale Level. A single pay rate within a pay scale group. This term was formerly
referred to as a pay step.
Pay Scale Type. A series of pay scale groups that define pay parameters for a group
of jobs in a bargaining unit. This term also is referred to as a pay schedule.
Per Diem Employee. An employee who occupies a per diem, or “by the day,”
position.
Per Diem Position. An authorized and individually identified group of duties and
responsibilities assigned or delegated by competent authority requiring the full-time or
part-time employment of one person for which the pay is based on a daily rate.
Performance Evaluation. Commonly known as an Employee Performance Review
(EPR). A periodic review and rating by the supervisor of how much, how well and the
manner in which an employee performed the duties and carried out the responsibilities
of the position occupied during the evaluation period in accordance with performance
standards and expectations.
Performance Factor. An individual element of performance, such as communication
or work results, which contributes to overall performance.
Performance Objective or Expectation. A statement of the most important work
that is to be accomplished within a specified time period in terms that are measurable.
Performance Standard. A statement of how much, how well and in what manner a
particular task is to be done.
Permanent Employee. An employee who is hired with the expectation of being in an
active pay status for more than 12 consecutive months or who is hired with the
expectation of being in an active pay status from 9 to 12 consecutive months inclusive
and with the expectation of working on an annually recurring basis. The use of this
term does not change or alter in any way the at-will employment relationship between
the commonwealth and its employees.
Permanent Position. A position created without a position expiration date.
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Position. An authorized and individually identified group of duties and responsibilities
assigned or delegated by competent authority requiring the full-time or part-time
employment of at least one person.
Position Classification Plan. A plan consisting of a schedule of job titles arranged
according to series of jobs and occupational services as approved by the Executive
Board on July 13, 1956, together with such amendments and revisions that are
approved by the Executive Board. The plan also consists of a job standard for each
job.
Promotion. Movement of an employee in a job classification to another job
classification assigned to a pay scale group with a higher minimum hourly rate. The
actual minimum hourly rate of the pay scale group assigned to a job classification will
be used to determine if an action is a promotion, even in those cases where an above
minimum hiring rate has been approved for the job classification.
Rater. The immediate supervisor or a supervisor who is familiar with the work
performance of employees and prepares the performance evaluation.
Reasonable Accommodation. Any modification or adjustment to a job, an
employment practice, or the work environment that makes it possible for an individual
with a disability to perform the essential functions of the job or receive equal benefits
and privileges of employment.
Reassignment. The movement of an employee from a position in a job classification
to another position or classification assigned to a pay scale group with the same
minimum hourly rate. The actual minimum hourly rate of the pay scale groups
involved will be used even in those cases where an above minimum hiring rate has
been approved for a job classification.
Reclassification. The reassignment of a position from one job classification to a
different job classification to recognize a change in duties and responsibilities, to
correct an error in the original assignment, or to be assigned to a new or revised and
more appropriate classification.
(a) Upward Reclassification of a Position. The movement of a position to a job
classification assigned to a pay scale group with a higher minimum hourly rate.
(b) Downward Reclassification of a Position. The movement of a position to a
job classification assigned to a pay scale group with a lower minimum hourly
rate.
(c) Lateral Reclassification of a Position. The movement of a position to a pay
scale group with the same minimum hourly rate.
For the purpose of determining whether an action is an upward, downward, or
lateral reclassification, the actual minimum hourly rate of the pay scale groups
involved will be used even in those cases where an above minimum hiring rate
has been approved for a job classification or in those cases where the range is
truncated.
Recruitment. Active and aggressive efforts by the commonwealth to locate and
attract qualified applicants for employment in commonwealth service.
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Regular Work Hours. The number and times of work hours are predictable from pay
period to pay period.
Resignation. The voluntary termination of employment.
Retirement. The termination of employment followed by a continuing relationship
with the State Employees' Retirement System (SERS) based on eligibility criteria for
certain benefits as stated in 71 Pa. C.S. § 5101 et seq. (relating to retirement for state
employees and officers).
Reviewing Officer. The individual, typically the rater's immediate supervisor, who
reviews a performance evaluation.
Salaried Employee. An employee who is paid for a regularly scheduled number of
hours for a biweekly pay period.
Salaried Position. An authorized and individually identified group of duties and
responsibilities assigned or delegated by competent authority that require the full-time
or part-time employment of at least one person on a regularly scheduled basis for a
period of time exceeding six months and is charged against the salaried complement
for budgetary control purposes.
Staggered Work Schedule. An agency approved work schedule consisting of
multiple five days per week, 7.5 or 8.0 hours per day work shifts (five out of seven
days schedule), with various specified beginning work times and corresponding ending
work times from which employees may be assigned or may request. Although
different starting/ending times are available, the employee's starting/ending time does
not vary from day to day.
Standard Work Schedule. A work schedule generally consisting of a single five days
per week, 7.5 or 8.0 hours per day work shift (five out of seven days schedule), which
conforms to the official operating hours of the agency as approved by the Executive
Board. However, as permitted by contract, a standard work schedule also may consist
of any 10 days in a pre-established 14 day schedule.
State Employee Assistance Program (SEAP). An evaluation and referral program
servicing commonwealth employees and their family members who may be
experiencing problems with alcohol, drugs, mental health, emotional, family, financial,
marital, or other personal issues.
State Employee Assistance Program Central Coordinating Office (SEAP-CCO).
A private non-government agency that is under contract to provide and coordinate the
delivery and coordination of SEAP evaluation and referral services.
State Employee Assistance Program (SEAP) Coordinator. A commonwealth
management employee, usually working in a human resources-related position, who is
responsible for the implementation of SEAP within the workplace.
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Succession Planning. An ongoing process that identifies necessary competencies
and is used to assess, develop and retain a talent pool of employees in order to ensure
a continuity of work for all critical positions. Succession planning is a specific strategy,
which defines the particular steps to be followed to achieve the agency mission, goals
and initiatives identified in Workforce Planning. It is a planning process that managers
can follow, implement and customize to meet the needs of their organization.
Supervisor. An individual who has authority to appoint, assign, promote, transfer,
suspend, dismiss, evaluate, reward, or discipline other employees; who has
responsibility to direct other employees or adjust their complaints or grievances; or
who can, to a substantial degree, effectively recommend such action or carry out such
decisions, provided that the exercise of such authority is not merely routine or clerical
in nature but calls for the use of independent judgment.
Suspension. The temporary termination of employment for disciplinary or
investigative reasons.
Temporary Position. A position created with a position expiration date.
Terminate. To end an agreement that provides compensation for a person's time by
either the employee or employer.
Termination. A break in employment of more than 14 calendar days. The effective
date of termination will be the date the initial break in employment occurred.
Transactions. All actions affecting changes in the status of personnel or positions.
Transfer. The movement of an employee from the jurisdiction of one appointing
authority to another appointing authority. A transfer may occur in conjunction with a
reassignment, promotion, or demotion.
Turnover Rate. The number of voluntary resignations and transfers out, excluding
retirements, presented as a percentage of the average number of active employees
during a one year period. All turnover rate information should be reported similarly to
that in the Governor's Annual Work Force Report.
Underutilization. The condition of having fewer members of a specific race/gender
group in a particular EEO occupational code than would reasonably be expected by
their availability in the labor force.
Wage Employee. An employee who is paid on an hourly basis and whose hours must
be reported each pay period.
Wage Position. An authorized and individually identified group of duties and
responsibilities assigned or delegated by competent authority that require the full-time
or part-time employment of one person on either:
(a) A regular schedule for a limited duration of time.
(b) An intermittent or irregular schedule without regard to the duration of the term of
employment.
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Wage positions are charged against the wage complement for budgetary control
purposes.
Workforce Planning. A methodical process that utilizes a strategy and set of
procedures to assess future personnel needs, enable organizations to determine the
requirements and availability of human resources to meet their objectives and
formulate action plans to address those needs. Workforce planning provides managers
with a framework for making human resource decisions based on the organization’s
mission, strategic plan, budgetary resources and desired job knowledge and skills.
Workplace. Any commonwealth owned or leased property, location where
commonwealth business is conducted or site where an employee is considered "on
duty." Commonwealth vehicles or private vehicles being utilized for commonwealth
business are included in this definition.
Workplace Violence. Violence connected to the workplace. Incidents of workplace
violence include, but are not limited to, threats in person, by letter or note, telephone,
fax or electronic mail; intimidation; harassment, including sexual harassment;
mugging, robbery and attempted robbery; and destruction of commonwealth property.
Cases that are considered extremely serious include, but are not limited to, physical
assault, rape, murder and bomb threats. Incidents may take place between
employees; employees and clients; employees and acquaintances; and employees and
strangers. Incidents of workplace violence may occur either at or away from the
workplace. The determining factors in assessing whether an incident constitutes
workplace violence are the individuals involved and the relationship of the action to the
workplace; the location of the incident; and/or whether the violence results from the
conduct of commonwealth business.
Workplace Violence Warning Signs. A warning sign is an observable behavior
which may indicate possible future threats or violence.
Workplace Violence Worksite Plans and Post-Workplace Violence Incident
Plans. These plans establish sequential steps to be followed in case of a workplace
violence incident. The plans should instruct employees on the use of emergency
contact numbers and actions to be taken during and immediately after an incident of
violence.
Written Reprimand. A written warning to an employee that some action or lack of
action or performance on the employee’s part is unacceptable and that repetition will
result in further disciplinary action.
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CHAPTER 2. ORGANIZATION FOR HUMAN RESOURCES MANAGEMENT
ADMINISTRATION
Section 2.1 Secretary of Administration
Section 2.2 Deputy Secretary for Human Resources Management
Section 2.3 Director of Enterprise Services and Operations
Section 2.4 Director of Workforce Planning and Development
Section 2.5 Director of Classification and Compensation
Section 2.6 Director of Employee Benefits and Services
Section 2.7 Director of Labor Relations
Section 2.8 Director of Equal Employment Opportunity
Section 2.9 Director of Bureau of State Employment
Section 2.10 State Civil Service Commission
Section 2.11 Agency Heads
Section 2.12 Agency Human Resources Directors
Section 2.13 Agency Managers and Supervisors
2.1 Secretary of Administration. The Secretary of Administration, in regards to human
resources management responsibilities, will:
(a) Establish and maintain policies, rules and regulations necessary for an effective and
efficient system of human resources management in conformity with all applicable
federal and state equal employment and anti-discrimination laws and regulations.
(b) Integrate the human resource function into the broad management policy direction
that is provided to agencies under the Governor's jurisdiction.
(c) Recommend to the Executive Board amendments to the position classification plan
needed to reflect changes in the nature and scope of work of positions in the
commonwealth service.
(d) Recommend to the Executive Board amendments to the pay plan and benefit
programs needed to reflect changes in economic conditions and other factors
affecting the recruitment and retention of competent employees.
(e) Establish policy and guidelines for the negotiation of statewide labor agreements.
(f) Authorize exceptions to the human resources management rules where the
application of the rules provides unreasonable results or where necessary in the
resolution of disputes.
2.2 Deputy Secretary for Human Resources Management. The Deputy Secretary for
Human Resources Management will:
(a) Coordinate the commonwealth's human resources management program and the
various elements of the central human resources function.
(b) Establish and maintain an effective human resources management information
system.
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(c) Coordinate a comprehensive management approach to collective bargaining.
(d) Ensure that the commonwealth's human resources management program and the
central human resources function are responsive to the program goals and
objectives of the Governor and the agencies under the Governor's jurisdiction.
(e) Establish policies, rules and regulations that will result in a well-planned, effective
and productive workforce.
(f) Ensure that policies, rules and regulations exist that will value and promote
diversity as well as maintain equity within the workforce.
2.3 Director of Enterprise Services and Operations. The Director of Enterprise Services
and Operations will serve as head of the Bureau of Enterprise Services and Operations,
Office of Administration and will be responsible to the Deputy Secretary for Human
Resources Management. The Director of Enterprise Services and Operations will:
(a) Coordinate and maintain an effective human resources management information
system.
(b) Serve as the human resource business systems architect and primary liaison
between the human resources, payroll and equal employment opportunities
communities and the Office of Administration’s, Office for Information Technology,
(OIT).
(c) Administer and manage human resource applications which supplement and
enhance SAP HR Systems to obtain a comprehensive enterprise solution which
meets users demands and to develop, enhance and support enterprise-wide human
resource reporting as well as manage and deploy Employee Self-Service
functionality. Manage the commonwealth Human Resources Service Center which
provides employees with assistant relative to personal information, payroll options
and benefits.
(e) Review the human resources management of administration activities of the
operating agencies, perform process analysis, recommend improvements and
monitor their implementation.
(f) Provide management of the centralized salary and wage complement systems.
(g) Respond to, develop, and implement new human resources management initiatives
based on direction from the Governor and federal or state law or regulation,
information received from monitoring and evaluating commonwealth human
resources management administration and opportunities presented by new
technology.
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2.4 Director of Workforce Planning and Development. The Director of Workforce
Planning and Development will serve as head of the Bureau of Workforce Planning and
Development, Office of Administration and will be responsible to the Deputy Secretary
for Human Resources Management. The Director of Workforce Planning and
Development will:
(a) Develop policy and programmatic direction for human resources development
and workforce planning and analysis in the commonwealth.
(b) Oversee the development, implementation and administration of enterprise-wide
educational programs for commonwealth executives, managers and supervisors.
(c) Direct the analysis of workforce data in order to determine employment trends,
make staffing projections and provide necessary reports and recommendations.
(d) Provide assistance to agencies on succession management to include workforce
planning and analysis, recruitment and retention strategies and human resources
development.
(e) Develop and direct an effective performance management system to achieve an
optimum level of performance by commonwealth employees at all levels.
(f) Oversee the development of initiatives, such as recognition programs, for the
purpose of sustaining and enriching the environment of the commonwealth
workforce.
2.5 Director of Classification and Compensation. The Director of Classification and
Compensation will serve as the head of the Bureau of Classification and Compensation,
Office of Administration and will be responsible to the Deputy Secretary for Human
Resources Management. The Director of Classification and Compensation will:
(a) Maintain and ensure consistency within and integrity of the commonwealth’s
classification and pay plan, to include administering decentralized classification
authority to agencies and managing the classification post audit program.
(b) Direct all staff work required in the preparation of amendments to and the
maintenance of the position classification and pay plans and benefit programs.
(c) Administer the reorganization process, including reviewing agency requests to
reorganize, coordinating reviews with appropriate entities and submitting
reorganization packages to the Executive Board for approval.
(d) Oversee the administration of the classification grievance process and Joint
Evaluation Committee procedures in accordance with all applicable labor
agreements.
(e) Coordinate the classification review and Executive Board approval process for
positions considered for inclusion in the SMS.
(f) Oversee the administration of the commonwealth pay schedules, pay rules and
overtime rules.
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(g) Oversee the pay administration for statutory salaried officials and deputy
secretaries.
(h) In cooperation with the Director of Labor Relations, provide direction and
assistance to state agencies in the administration and implementation of labor
agreements.
2.6 Director of Employee Benefits and Services. The Director of Employee Benefits
and Services will serve as the head of the Bureau of Employee Benefits and Services,
Office of Administration and will be responsible to the Deputy Secretary for Human
Resources Management. The Director of Employee Benefits and Services will:
(a) Provide leadership to agencies in the application of workplace violence,
commercial drivers license drug and alcohol testing program, HIV and AIDS
programs.
(b) Coordinate the operation of the SEAP and the commonwealth’s substance abuse
program.
(c) Administer the commonwealth’s work release approval process.
(d) Oversee the development and administration of the commonwealth’s employee
benefits and workplace support services programs.
(e) Oversee the procurement of administrative services for benefits programs
through competitive bidding and ensuring the effective operations of contracted
service providers.
(f) Encourage and cooperate with administrative officials, employees and employee
organizations in developing employee health, recreation, and welfare programs
which improve organizational productivity.
(g) Oversee the development and administration of the commonwealth’s absence
and safety programs.
(h) Provide support and advice to the management trustees of the Pennsylvania
Employees Benefit Trust Fund (PEBTF) Board.
2.7 Director of Labor Relations. The Director of Labor Relations will serve as head of
the Bureau of Labor Relations and will be responsible to the Deputy Secretary for
Human Resources Management. The Director of Labor Relations will:
(a) Plan and direct all labor relations activities for the commonwealth as the
employer, under the “Public Employe Relations Act” as it applies to employees
under the Governor's jurisdiction, and under the “Policemen and Firemen
Collective Bargaining Act.”
(b) Determine the commonwealth's position on the appropriateness of collective
bargaining units proposed in petitions for election or certification submitted by
state employee organizations.
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(c) Represent the commonwealth at hearings of the Pennsylvania Labor Relations
Board concerning election or certification petitions, unfair practice charges and
related labor relations matters.
(d) Direct the negotiation of statewide labor agreements and discussions over
memorandums of understanding with representatives of certified employee
organizations; oversee and coordinate the negotiation of agreements on local
issues in individual agencies and institutions.
(e) In cooperation with the Human Resources Service Center, provide direction and
assistance to state agencies in the interpretation, administration, and
implementation of labor agreements, including the administration of grievance
procedures under such agreements.
(f) In cooperation with the Bureau of Workforce Planning and Development, provide
staff resources for labor relations training of supervisory and management
personnel.
(g) Provide leadership in the development of labor relations policies in state agencies
aimed at achieving effective working relationships between employees and
management.
2.8 Director of Equal Employment Opportunity. The Director of Equal Employment
Opportunity will serve as head of the Bureau of Equal Employment Opportunity, Office
of Administration and will be responsible to the Deputy Secretary for Human Resources
Management. The Director of Equal Employment Opportunity will:
(a) Encourage and promote programs directed at ending discrimination against any
employee or applicant for employment because of race, color, religious creed,
ancestry, union membership, age, gender, sexual orientation, gender identity or
expression, national origin, AIDS or HIV status, or disability.
(b) Formulate commonwealth-wide equal employment opportunity proposals for
approval by the Secretary of Administration.
(c) Review agency equal employment opportunity plans for consistency with
commonwealth policies.
(d) Design and implement auditing and reporting systems to measure effectiveness
of the commonwealth's equal employment opportunity programs.
(e) Supervise and oversee the commonwealth-wide equal employment opportunity
programs.
(f) Work closely with the Office of Administration, Human Resources Management,
and state agencies to ensure that employment is free from discrimination.
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2.9 Director of Bureau of State Employment. The Director of the Bureau of State
Employment will be responsible to the Deputy Secretary for Human Resources
Management. The Director of the Bureau of State Employment will:
(a) Supervise the Temporary Clerical Pool (TCP) program, providing centralized
temporary clerical staffing services to state agencies located in the capitol
complex and surrounding areas.
(b) Administer the TCP program so that it acts as a recruiting resource for filling
permanent clerical positions.
(c) Oversee and assist agencies with recruiting applicants for non-civil service
vacancies.
(d) Test, when appropriate, evaluate and investigate applicants for non-civil service
positions.
(e) Refer qualified applicants to agency heads for consideration for appointment to
non-civil service positions.
(f) Maintain a database of non-civil service commonwealth vacancies and active
applicants for non-civil service positions.
(g) Administer the school-to-work program.
(h) Coordinate placement of furloughees in accordance with labor agreements.
(i) Approve and monitor requests from agencies for direct recruitment plans for
hard-to-fill vacancies.
2.10 State Civil Service Commission. The State Civil Service Commission (SCSC) was
established and is governed by the provisions of the Act of August 5, 1941, known as
the “Civil Service Act,” P.L. 752, as amended, 71 P.S. §741.1. The SCSC has the
responsibility for administering the merit system of the commonwealth in all agencies
under the Governor's jurisdiction. The services provided by the SCSC, through its
Executive Director, will include those specified in Title 4, Pa. Code, Part IV, including
the recruitment and certification of eligible job candidates for civil service positions and
the hearing of appeals by individuals employed in positions covered by civil service.
2.11 Agency Heads. Agency heads, their subordinates and agency human resources
directors will be responsible for implementing within their agency the human resources
policies and rules of the Governor, the Executive Board, the Secretary of
Administration and the SCSC. In addition to these responsibilities, agency heads will:
(a) Develop the organizational structure and exercise the powers and perform the
duties by law vested in and imposed upon the agency.
(b) Inform and advise the Secretary of Administration on human resources matters.
(c) Ensure the establishment of auditing and reporting systems to measure the
effectiveness of equal employment opportunity programs.
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(d) Ensure the implementation, within their agency, of directives and other
publications and direction issued through the Directives Management System and
the Secretary of Administration.
(e) Ensure that their agency complies with policy, standards, reporting systems and
procedures issued by the Secretary of Administration for human resources
management for administration, labor relations and equal employment
opportunity.
(f) Implement new human resources program initiatives set forth by the Secretary of
Administration.
2.12 Agency Human Resources Directors. Agency human resources directors will be
responsible for implementing and administering human resources management
policies, rules and programs in their agency. Agency human resources directors are
responsible for implementing and administering, monitoring, advising on and
encouraging compliance with mandates from the Governor, Executive Board,
Secretary of Administration, Deputy Secretary for Human Resources Management and
the SCSC. Agency human resources directors also are responsible for monitoring,
advising and encouraging managers and supervisors in their agency in the human
resources management responsibilities inherent in those jobs. Agency human
resources directors will:
(a) Develop and administer human resources management programs that meet the
needs of the agency and contribute to their agency completing its missions.
(b) Advise their agency head on policies, procedures and actions necessary to
maintain a sound human resources management program and advise on
adequate staffing levels for agency activities.
(c) Advise managers and supervisors on how the commonwealth's human resources
management system may best be used to accomplish agency goals and
objectives.
(d) Ensure agency compliance with policy, standards, reporting systems and
procedures issued by the Secretary of Administration for human resources
management for administration, labor relations and equal employment
opportunity.
(e) Manage and administer human resources management programs which have
been decentralized from the Office of Administration to agencies.
(f) Implement commonwealth policy and agency human resources management
program initiatives.
(g) Regularly communicate with representatives from the Office of Administration on
human resources management policy and program issues.
(h) Maintain records and reporting systems on agency employees and the agency
human resources management program.
(i) Provide guidance to agency employees on use of IES.
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(j) Initiate steps to enhance agency organizational effectiveness through
improvements to agency human resources management programs.
(k) Administer and implement appropriate labor agreements and maintain effective
communication with employee organizations.
2.13 Agency Managers and Supervisors. Agency managers and supervisors will be
responsible for effectively carrying out the human resources management
responsibilities inherent in their positions. Human resources management
responsibilities found in managerial and supervisory positions include:
(a) Effectively utilizing employees to successfully carry out the agency's missions.
(b) Using the workforce efficiently and productively by defining assignments through
the preparation of position descriptions, training and developing staff,
establishing performance standards and measuring performance.
(c) Motivating employees to produce at their fullest potential by assigning
meaningful work projects, practicing effective leadership and providing
recognition for achievement.
(d) Setting an example for employees by demonstrating competence,
professionalism, ethical behavior and responsiveness to others in the agency, the
commonwealth and the public.
(e) Monitoring and measuring employee performance and job-related activities.
(f) Working with individual employees and with organized employee groups that
represent them in a fair and equitable manner.
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CHAPTER 3. EQUAL EMPLOYMENT OPPORTUNITY
Section 3.1 Equal Employment Opportunity Policy and Plans
Section 3.2 Disability-Related Policy and Program
3.1 Equal Employment Opportunity Policy and Plans.
(a) As required by Executive Order 2003-10, Equal Employment Opportunity,
agencies, independent boards and commissions under the Governor’s jurisdiction
are prohibited from discriminating against any employee or applicant for
employment because of race, color, religious creed, ancestry, union membership,
age, gender, sexual orientation, gender identity or expression, national origin,
AIDS or HIV status or disability. Every effort is to be exerted to prevent and
eliminate discrimination and to include members of minority groups and women
at every level of employment, including recruitment, selection, appointment,
promotion, training, delegation and decision-making. All management personnel
of agencies, independent boards and commissions must participate in equal
employment opportunity planning, implementation and monitoring.
(b) All management personnel of agencies, independent boards and commissions
under the Governor’s jurisdiction must ensure that commitment to equal
employment opportunity is clearly communicated to all managers, supervisors
and employees. Agency heads and management personnel must provide
adequate support to staff that is responsible for implementing equal employment
opportunity programs.
(c) The equal employment opportunity staff of state agencies, independent boards
and commissions under the Governor’s jurisdiction and the Office of
Administration, Bureau of Equal Employment Opportunity will monitor all aspects
of the human resources management system that have an impact on equal
employment. They are to act as consultants to management in identifying equal
employment opportunity issues, problem areas and appropriate solutions.
(d) Each agency, independent board and commission under the Governor’s
jurisdiction must analyze its workforce for underutilization of minorities and
women using the methodology that is established by the Office of Administration,
Bureau of Equal Employment Opportunity. Each agency, independent board and
commission must establish objectives for increasing the employment
opportunities of minorities and women at all job levels where they are not
proportionately employed in comparison to their availability in the labor force.
Objectives are to be accompanied by detailed action plans for their achievement.
(e) Pursuant to Manual 410.3, Guidelines for Equal Employment Opportunity Plans
and Programs, each agency, independent board and commission under the
Governor’s jurisdiction must prepare and file an annual equal employment
opportunity plan with the Office of Administration, Bureau of Equal Employment
Opportunity.
(f) Each agency, independent board and commission under the Governor’s
jurisdiction must establish an internal tracking system to monitor personnel
transactions and training opportunities offered to employees. Annual agency
equal employment opportunity plans and quarterly reports will be used to assess
percentage and programmatic achievements.
21
(g) Each agency, independent board and commission under the Governor’s
jurisdiction will compile and submit statistical and other reports, as required, to
the Office of Administration, Bureau of Equal Employment Opportunity.
(h) Each agency, independent board and commission under the Governor's
jurisdiction must issue a sexual harassment policy statement that is in
compliance with Executive Order 2002-4, Prohibition of Sexual Harassment in the
Commonwealth and Executive Order 2003-10, Equal Employment Opportunity.
The Bureau of Equal Employment Opportunity will ensure that a systematic
review of policies and programs is in place to address issues of sexual
harassment, including:
(1) Effective strategies to discourage and prevent harassment.
(2) An effective complaint mechanism for resolution of harassment complaints.
(Reference Executive Order 2003-10, Equal Employment Opportunity;
Executive Order 2002-4, Prohibition of Sexual Harassment in the
Commonwealth; Management Directive 505.30, Prohibition of Sexual
Harassment in Commonwealth Work Settings; and Management Directive
410.10, Guidelines for Investigating and Resolving Internal Discrimination
Complaints.)
(i) The Bureau of Equal Employment Opportunity is responsible for providing
technical assistance to all agencies, independent boards and commissions under
the Governor’s jurisdiction in all equal employment opportunity areas. This
includes, but is not limited to, developing training manuals, providing orientation
and training to new equal employment opportunity staff and developing individual
and group training sessions to ensure implementation of the equal employment
opportunity program.
(j) The equal employment opportunity staff of agencies, independent boards and
commissions under the Governor’s jurisdiction will conduct discrimination
investigations pursuant to Management Directive 410.10, Guidelines for
Investigating and Resolving Internal Discrimination Complaints.
3.2 Disability-Related Policy and Program.
(a) The commonwealth's overall policy for implementing disability-related policy,
including the Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101 et seq.;
Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. § 794; and
the Act of October 27, 1955, known as the “Pennsylvania Human Relations Act,”
P.L. 744, as amended, 43 P.S. § 951, is established by Executive Order 2002-5,
Disability-Related Policy. These acts and the policy of the commonwealth make it
unlawful to:
(1) Discriminate against a qualified individual with a disability, because of his or
her disability, in regard to job application procedures, hiring, advancement,
discharge, compensation, job training, or other terms, conditions and
privileges of employment.
22
(2) Fail to provide a reasonable accommodation to an applicant or employee
with a disability unless the individual is not qualified for the position
because the individual is not able to perform the essential functions of a
position, with or without accommodation.
(3) Exclude or otherwise deny equal jobs or benefits to a qualified individual
because that individual has a relationship or association with a person with
a disability known to the employer.
(b) Each agency, independent board and commission under the Governor’s
jurisdiction is to assign a disability services coordinator. Human resource offices
are to respond to requests for accommodation from job applicants and
employees. Equal opportunity staff is to conduct complaint investigations
pursuant to Management Directive 410.10, Guidelines for Investigating and
Resolving Internal Discrimination Complaints. (Reference Executive Order 2002-
5, Disability-Related Policy; Management Directive 410.10, Guidelines for
Investigating and Resolving Internal Discrimination Complaints; and Management
Directive 205.25, Disability-Related Employment Policy.)
23
CHAPTER 4. LABOR RELATIONS
Section 4.1 Separability
Section 4.2 Employee Rights
Section 4.3 Act 111
Section 4.4 Discrimination Prohibited
4.1 Separability.
(a) In the event that a provision of a labor agreement or arbitration award is found
to be inconsistent with existing state or federal statutes or ordinances, the
provisions of such statutes or ordinances will prevail.
(b) In those cases where the Executive Board has adopted the provisions of a labor
agreement or an arbitration award, and certain provisions thereof are
inconsistent with these rules, those provisions will take precedence insofar as
they apply to the employees encompassed by the agreement or award.
4.2 Employee Rights.
(a) In accordance with the “Public Employe Relations Act,” commonwealth
employees, except first-level supervisors, management-level employees and
confidential employees, have the right to organize or join employee organizations
for the purpose of collective bargaining. Employees also have the right to refrain
from any or all such activities except as may be required pursuant to fair share
provisions of applicable labor agreements.
(b) First-level supervisors may not engage in collective bargaining but may organize
for the purpose of meeting with commonwealth officials to discuss matters
deemed bargainable for public employees covered by paragraph (a) of this
section. Any decisions or determinations made by the commonwealth on matters
so discussed will be deemed final.
4.3 Act 111. Certain commonwealth employees have the right to organize or join an
employee organization for the purpose of collective bargaining pursuant to Act 111,
known as the “Policemen and Firemen Collective Bargaining Act,” and rulings of the
Pennsylvania Labor Relations Board. Appropriate agencies will be notified of the
classifications deemed to be covered by Act 111.
4.4 Discrimination Prohibited. No agency supervisor or management official is to, in
any way, interfere with the statutory right of an employee to organize or join an
employee organization or discriminate against any employee who is a member of an
employee organization.
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CHAPTER 5. COMPENSATION
Subchapter A. PAY
Subchapter B. BENEFITS
Subchapter A. PAY
PAY PLAN AND RULES
Section 5.1 Legal Basis for Establishing the Pay Plan
Section 5.2 Maintenance of Pay Plan
Section 5.3 Other Pay Rates Authorized by Executive Board
Section 5.4 Pay Rules
Section 5.5 Exceptions to the Pay Rules
ENTRANCE AND REEMPLOYMENT PAY
Section 5.11 Entrance and Reemployment Pay Matrix
Section 5.12 Entrance Pay
Section 5.13 Reemployment from Resignation
Section 5.14 Reemployment from Furlough
ANNUAL PERFORMANCE/INCREMENT DATES AND PAY INCREMENTS
Section 5.21 Annual Performance/Increment Dates and Pay Increments
Section 5.22 Longevity Dates
Section 5.23 Effect of Military Leave on Annual Performance/Increment Dates and
Longevity Dates
Section 5.24 Effect of Suspension or Leave without Pay on Annual
Performance/Increment and Longevity Dates
Section 5.25 Effects of Termination and Reemployment on Annual
Performance/Increment Dates and Longevity Dates
Section 5.26 Effect of Service with an Independent Agency or with another Branch
of Government on Longevity Dates
Section 5.27 Exceptional Pay Increases
PROMOTIONS, DEMOTIONS AND TRANSFERS/REASSIGNMENTS
Section 5.31 Promotions
Section 5.32 Demotions
Section 5.33 Transfers
WORKING OUT OF CLASS
Section 5.41 Acting Head of Agency
Section 5.42 Acting Deputy Secretary or Equivalent
Section 5.43 Temporary Reassignment
CLASSIFICATION AND PAY AMENDMENTS
Section 5.61 Amendment to the Position Classification and Pay Plans
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OVERTIME
Section 5.71 Applicability
Section 5.72 Computation of Overtime Hours
Section 5.73 Approval of Overtime Work
Section 5.74 Approval of Pay for Overtime Work
Section 5.75 Overtime Rate of Pay
Section 5.76 Compensatory Time in Lieu of Overtime Pay
EXTRA PAY
Section 5.81 Dual Employment
Section 5.82 Shift Differential
RESTITUTION OF OVERPAYMENTS
Section 5.91 Restitution of Overpayments
Section 5.92 Salary Deductions from the Pay of Exempt Employees.
SUBSISTENCE OR MAINTENANCE
Section 5.99 Subsistence or Maintenance
26
PAY PLAN AND RULES.
5.1 Legal Basis for Establishing the Pay Plan. Pursuant to Section 709(a) of “The
Administrative Code of 1929,” the pay plan constitutes the official plan for paying all
officers and employees of agencies under the Governor's jurisdiction except those
officers and employees whose pay is fixed by law, those who are paid according to
other pay rates authorized by the Executive Board and those officials whose titles and
rates of pay are approved by the Governor in accordance with Section 211 of “The
Administrative Code of 1929.”
5.2 Maintenance of Pay Plan. The Director of Classification and Compensation will make
appropriate studies and recommend to the Secretary of Administration amendments to
the pay plan that are necessary for its maintenance, within the financial resources of
the commonwealth, on a current and equitable basis. Jobs will be assigned pay rates
in the pay plan on the basis of the following factors:
(a) The relationship of the job to other jobs in the pay plan.
(b) The duties and responsibilities of positions in the job.
(c) The ability of the commonwealth to recruit and retain qualified employees in the
job.
(d) Prevailing rates for similar employment in the private sector and other public
jurisdictions.
(e) Cost of living factors.
(f) Other factors as may be deemed appropriate.
5.3 Other Pay Rates Authorized by Executive Board. The Executive Board may
approve other pay rates if a pay scale group in one of the pay plan schedules is not
appropriate.
5.4 Pay Rules. Pursuant to Section 709 of “The Administrative Code of 1929,” this
subchapter constitutes the official rules for paying all officers and employees in
agencies under the Governor's jurisdiction. If the terms of a labor agreement
approved by the Executive Board are in conflict with the pay rules, then the terms of
the labor agreement will apply to the employees covered by that agreement. The
Secretary of Administration may issue further explanations of the implementation of
this subchapter through the Directives Management System. Where application of the
pay rules involves discretion, care must be exercised to ensure that state and federal
statutes relating to discrimination based on non-merit factors are not violated.
5.5 Exceptions to the Pay Rules. This subchapter governs those circumstances that
normally occur in pay administration. If unusual circumstances arise which give
unreasonable results when applying this subchapter, agencies are to contact the Office
of Administration, Bureau of Classification and Compensation. Normally, exceptions
will not be granted for employees covered by labor agreements except where
application of this subchapter would give windfall pay increases or absurd results that
were not intended by the parties to the labor agreement. Exceptions to this
subchapter, when granted, must be in writing by the Secretary of Administration.
27
ENTRANCE AND REEMPLOYMENT PAY.
5.11 Entrance and Reemployment Pay Matrix.
Will the furloughee
be reemployed to a
job with a higher
minimum hourly
rate?
Has the employee
previously been
employed by an
agency under the
Governor’s
jurisdiction?
Is the
employment
the result of a
furlough?
Will the
furloughee be
reemployed to a
job with a lower
minimum hourly
rate?
Refer to Section 5.12
Refer to Section 5.13
Refer to Section 5.14(a)
Refer to Section 5.14(c) Refer to Section 5.14(b)
No
No
No
No
Yes
Yes
Yes Yes
28
5.12 Entrance Pay.
(a) The entrance pay of employees will normally be the minimum pay scale level of
the pay scale group prescribed for the job. An appointment at a pay scale level
above the minimum may be made when the action is justified by difficulty in
recruiting qualified applicants, by a candidate's outstanding qualifications, or by
the requirement for specialized training.
(b) Agency heads are delegated the authority to set salaries within the limits
prescribed by Management Directive 520.9, Appointments Above the Minimum,
on appointments to civil service and non-civil service positions at a salary above
the minimum for management jobs except those used for centralized staff
positions functioning in press, policy, legislative liaison and legal offices.
(c) Appointments above the minimum for which the authority has not been delegated
to agency heads must have prior approval of the Office of Administration, Bureau
of Classification and Compensation. Requests for those appointments must be
supported by a statement of justification, including documentation of the
applicant's prior earnings. If the entrance pay for a job is stipulated by a
collective bargaining agreement or memorandum of understanding, approved by
the Executive Board, the term of the agreement or memorandum will take
precedence over the entrance pay rules in this section. When an employee is
reemployed, Section 5.13 or Section 5.14 may apply.
5.13 Reemployment from Resignation. If an individual was previously employed by any
commonwealth agency, the individual may be appointed, at the agency head's
discretion, no higher than the last hourly rate received in the last position if it does not
exceed the maximum rate of the job to which he or she is reemployed. Provided,
however, that if the job to which the employee is appointed would be considered a
demotion from the job in which the employee was previously employed, the rate must
be adjusted downward consistent with the policies on demotion contained in Section
5.32. If the last hourly rate falls between two pay rates in the assigned pay scale
group, the employee may be reemployed at the next higher hourly rate. Agency
heads are to take into consideration such things as applicability of previous
employment, pay relationships with other employees, difficulty of recruitment and
agency budget when using this rule. An employee's longevity date will be set under
Section 5.25.
5.14 Reemployment from Furlough. When reemploying a furloughee, the following will
apply:
(a) Reemployed to the same job or a job with the same minimum hourly
rate. The employee will be placed at the rate specified in the pay scale group for
the pay scale level held at the time of furlough. The longevity date will be
adjusted under Section 5.25.
(b) Reemployed to a job with a lower minimum hourly rate. This will be
considered a demotion from the pay scale group and pay scale level held at the
time of furlough. The longevity date will be adjusted under Section 5.25.
(c) Reemployed to a job with a higher minimum hourly rate. This will be
considered a promotion from the pay scale group and pay scale level held at the
time of furlough. The longevity date will be adjusted under Section 5.25.
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ANNUAL PERFORMANCE/INCREMENT DATES AND PAY INCREMENTS.
5.21 Annual Performance/Increment Dates and Pay Increments. Annual
performance/increment dates will be used to determine the dates of the employees'
annual performance evaluations for those employees rated on an annual
performance/increment date cycle and, for employees covered by certain labor
agreements, the effective dates of their annual pay increments. When a performance
evaluation is completed or a pay increment is granted, the annual
performance/increment date will be changed to one year from the month in which the
regular evaluation was scheduled or increment occurred. The effective date of a pay
increment will be the first day of the first full pay period in the annual
performance/increment date month.
5.22 Longevity Dates.
(a) The Executive Board will determine when longevity increments will be granted.
When a longevity increment is authorized, it will be effective on the first day of
the first full pay period of the month authorized, provided the employee has been
employed continuously by the commonwealth for one year as of the last day of
the effective month of the longevity increment. Longevity dates will be set one
year from the date of the last longevity increment, unless otherwise authorized
by the Executive Board.
(b) Longevity increments for management employees may be rescinded with the
written approval of the Office of Administration for reasons of performance or
discipline. The longevity date of a management employee whose longevity
increment has been rescinded will be the effective date of the next scheduled
longevity increment authorized by the Executive Board.
(c) Employees in an inactive pay status, upon return to active pay status, will be
entitled to longevity increments authorized by the Executive Board pursuant to
subsection (a).
(d) Sections 5.22 through 5.26 will apply to all salaried and wage employees who are
paid in accordance with the commonwealth's Standard Pay Schedule (Pay Scale
Type ST) or other similarly structured pay schedules, under the terms and
conditions authorized by the Executive Board. If these provisions conflict with a
labor agreement, refer to Section 5.4.
5.23 Effect of Military Leave on Annual Performance/Increment Dates and
Longevity Dates. Military leave without pay will be construed as continuous service
and, therefore, will not change annual performance/increment or longevity dates. An
employee who has returned from military leave will be granted annual and/or longevity
increments under Sections 5.21 and 5.22. An employee who has returned from
military leave will be given a rate of pay which reflects the general pay increases that
were granted during his or her absence.
30
5.24 Effect of Suspension or Leave without Pay on Annual Performance/Increment
and Longevity Dates.
(a) Except as noted in subsection (b), suspension or leave without pay, except
military leave, will affect the annual performance/increment date and longevity
date as follows:
(1) Suspension or leave without pay for a continuous period of less than 28
calendar days will not change the annual performance/increment date or
longevity date of an employee.
(2) Suspension or leave without pay for a continuous period of 28 calendar days
or more will extend the annual performance/increment date and longevity
date in the following manner.
(i) Divide the number of days of suspension or leave without pay by 28.
(ii) Add a number of months equal to the number obtained in (i), ignoring
fractional remainders to the employee's annual performance/increment
date and longevity date.
(b) Suspension or leave without pay will not affect longevity dates for employees
paid on the Standard Pay Schedule (Pay Scale Type ST), Physicians and Related
Occupations Standard Pay Schedule (Pay Scale Type DR), Corrections
Management Pay Schedule (Pay Scale Type CM), and ERP Project Pay Schedule
(Pay Scale Type EP).
5.25 Effects of Termination and Reemployment on Annual Performance/Increment
Dates and Longevity Dates.
(a) Except as noted in subsections (b) and (c), the annual performance/increment
date and longevity date of an individual terminated from commonwealth service
and subsequently reemployed will be established consistent with the provisions
for a newly-hired employee. See Sections 5.21 and 5.22.
(b) The longevity date of an employee who terminated with at least one year of
continuous service since the employee's most recent appointment and who is
reemployed within six months from the date of termination or furlough will be the
first longevity increment effective date authorized by the Executive Board
following the employee's reemployment. The longevity date for an employee
who meets these conditions and who is reemployed in the effective month of the
longevity increment, on or before the first day of the first full pay period, will be
the month of the employee's reemployment.
(c) Subsection (a) will not apply to employees who transfer without a break in
employment or to employees with less than a 15 calendar day break in service.
5.26 Effect of Service with an Independent Agency or with another Branch of
Government on Longevity Dates. Service with an independent agency or with the
legislature or judiciary will be used for the purpose of establishing the longevity date if
an employee of an independent agency, the legislature, or the judiciary transfers
employment to an agency under the Governor's jurisdiction with a break in service of
less than six months.
31
5.27 Exceptional Pay Increases. This section pertaining to exceptional pay increases
applies only to management, confidential and other employees not covered by a labor
agreement.
(a) An exceptional pay increase of up to two steps in any 12-month period will be
limited to employees who have rendered service to the commonwealth beyond
that expected in the discharge of their assigned duties and responsibilities.
(b) Upon delegation of the authority by the Secretary of Administration, exceptional
pay increases may be authorized only by the agency head, except:
(1) Exceptional pay increases for all employees in policy, press and legislative
positions require the approval of the Secretary of Administration.
(2) Exceptional pay increases for attorneys under the Office of General Counsel
require the approval of the General Counsel.
(c) Exceptional pay increases may consist of one or two steps and will not affect an
employee's longevity date. Exceptional pay increases greater than two steps
require the approval of the Secretary of Administration.
(d) No more than two steps may be approved for an employee in any 12-month
period.
(e) Exceptional pay increases that affect a salary greater than the maximum of the
pay scale group may not be granted.
(f) All approved exceptional pay increases must be fully documented, and the
information must be available to the Office of Administration upon request. The
Secretary of Administration reserves the right to rescind delegation of authority if
a determination is made that exceptional pay increases are being authorized for
reasons other than exceptional performance.
PROMOTIONS, DEMOTIONS AND TRANSFERS/REASSIGNMENTS.
5.31 Promotions.
(a) Unless specified otherwise in a labor agreement, an employee promoted between
two jobs on the Standard Pay Schedule or other schedules which have been
restructured in a manner consistent with the Standard Pay Schedule will be
promoted in the following manner.
(1) An employee promoted into a non-management job will be placed at the
rate in the higher pay scale group that is four steps higher, per pay scale
group promoted, than the employee's current rate; or, the minimum of the
pay scale group, whichever is greater.
(2) Agency heads may promote an employee into a management level job to
any rate in the pay scale group that provides an increase of up to, but no
more than four steps for each pay scale group the employee is promoted.
32
(b) An employee promoted into a non-management job and between two jobs on a
nonstandard pay schedule or on two dissimilar pay schedules will be promoted
according to the following procedure.
(1) The minimum hourly rate of the pay scale group assigned to the new job
will be divided by the minimum hourly rate of the pay scale group assigned
to the current job. The minimum hourly rate of the pay scale group
assigned to the job will be used even in those cases where an above
minimum hiring rate has been approved for the job. Subtract one from the
result of the division. Multiply the result of the subtraction by 0.67. Add
one to the result of the multiplication.
(2) The employee's current hourly rate will be multiplied by the answer
obtained from (1) and the answer will be rounded to the nearest cent.
(3) The employee may be placed in the new pay scale group at any pay scale
level up to the hourly rate which is closest to but no less than the rate
calculated in (2).
(4) This subsection shall not be utilized for employees promoted from non-
permanent positions to permanent positions. Contact the Office of
Administration, Bureau of Classification and Compensation for appropriate
pay placement.
(c) An employee promoted into a management level job, or between two jobs on a
nonstandard pay schedule, or on two dissimilar pay schedules, will be promoted
using the method described in (b) above within the limits prescribed in (a)(2).
(d) When determining an employee's pay in the pay scale group assigned to the new
job, a rate of pay not printed for the appropriate pay scale group on the
applicable pay schedule will not be assigned.
(e) An employee previously demoted, furloughed, or terminated will not receive upon
promotion a pay rate greater than that which the employee would have received
had the employee not been demoted, furloughed, or terminated.
(f) If unusual circumstances arise which are not covered by this section or if
unreasonable results occur when applying this section, refer to Section 5.5.
5.32 Demotions.
(a) Unless specified otherwise in a labor agreement, an employee demoted between
two jobs on the Standard Pay Schedule, or other schedules which have been
restructured in a manner consistent with the Standard Pay Schedule, will be
placed at the rate in the lower pay scale group which is four steps lower, per pay
scale group demoted, than the employee's current rate; or, the maximum of the
pay scale group, whichever is the lesser.
33
(b) An employee demoted between two jobs on a nonstandard pay schedule or on
two dissimilar pay schedules will be demoted according to the following
procedure:
(1) The minimum hourly rate of the pay scale group assigned to the current job
will be divided by the minimum hourly rate of the pay scale group assigned
to the new job. The minimum hourly rate of the pay scale group assigned
to the job will be used even in those cases where an above minimum hiring
rate has been approved for the job. Subtract one from the result of the
division. Multiply the result of the subtraction by 0.67. Add one to the
result of the multiplication.
(2) The employee's current hourly rate will be divided by the answer obtained
from (1) and the answer will be rounded to the nearest cent.
(3) The employee may be placed in the new pay scale group at the pay scale
level which is closest to, but no greater than, the rate calculated in (2).
(4) This subsection shall not be utilized for employees demoted from non-
permanent positions to permanent positions. Contact the Office of
Administration, Bureau of Classification and Compensation for appropriate
pay placement.
(c) If an employee is demoted as a result of a downward reclassification of position,
the employee will be demoted to a rate of pay in the new pay scale group that is
closest to but no greater than the employee's current hourly rate. If the
employee's current hourly rate exceeds the maximum of the new pay scale
group, the employee's hourly rate will not be changed.
(d) An employee previously promoted to a management job may be placed at the
pay scale level in the lower pay scale group at which the employee would have
been had the employee not been promoted.
(e) When assigning an employee to a pay rate in the new pay scale group, a rate of
pay not printed for the appropriate pay scale group on the applicable pay
schedule will not be used.
5.33 Transfers. If there is an hourly rate of pay in the pay scale group to which the
employee is being transferred that is identical to the employee's current hourly rate of
pay, then the employee will be placed at that rate. If the employee's current hourly
rate exceeds the maximum of the pay scale group to which the employee is being
transferred, then the employee's hourly rate will not be changed. If there is not an
identical hourly rate and the employee's current hourly rate is below the maximum of
the pay scale group to which the employee is being transferred, then the employee will
be placed at the next higher hourly rate in the pay scale group assigned to the
employee's new position. When assigning an employee to a pay rate in the new pay
scale group, a rate of pay not printed for the appropriate pay scale group on the
applicable pay schedule will not be used.
34
WORKING OUT OF CLASS.
5.41 Acting Head of Agency. In accordance with the Act of July 25, 1917, P. L. 1201 (No.
415), as amended (71 P. S. §§ 764 and 765), when a vacancy occurs in the position of
an agency head and the duties of the position are performed by a deputy or other
person on an acting basis for a period of one calendar month or more, such deputy or
other person will be paid an amount over and above his or her regular salary, which
will equalize it with the salary of the agency head during the time served in an acting
capacity. If the salary of such deputy or other person is greater than the salary
prescribed for the agency head, the salary of such deputy or other person will not be
reduced while performing the duties and responsibilities of the agency head. Payment
will be effected in accordance with the provisions of Management Directive 525.4,
Temporary Assignment in Higher Classification.
5.42 Acting Deputy Secretary or Equivalent. Employees assigned to act as deputy
secretary or equivalent will have their salary adjusted to a rate approved by the
Governor’s Office. Payment will be effected in accordance with the provisions of
Management Directive 525.4, Temporary Assignment in Higher Classification.
5.43 Temporary Reassignment. If an employee is temporarily assigned to work in a
position in a higher job, extra payment, if any, will be made in accordance with
Management Directive 525.4, Temporary Assignment in Higher Classification.
Employees in temporary work assignments in higher jobs will be compensated at 4.5%
or the minimum of the pay scale level of the pay scale group of the higher job unless
otherwise provided for in Management Directive 525.4, Temporary Assignment in
Higher Classification, or applicable labor agreement.
CLASSIFICATION AND PAY AMENDMENTS.
5.61 Amendment to the Position Classification and Pay Plans.
(a) An upward revision of a pay scale group for a job without a substantial change in
the duties and responsibilities for that job will not be treated as a promotion
under the human resources management rules. Affected employees will be
placed in the higher pay scale group at the rate of pay which is closest to but not
less than their current rate of pay.
(b) An upward revision of a pay scale group for a job with a substantial change in
duties and responsibilities for that job will be treated as a promotion under the
human resources management rules. Affected employees will be placed at the
appropriate pay scale level for the revised pay scale group.
(c) A downward revision of a pay scale group for a job will result in the employees
being assigned to a rate of pay within the revised pay scale group which is
closest to but not more than their current rate of pay.
35
OVERTIME.
5.71 Applicability. In accordance with Section 709(a) of “The Administrative Code of
1929,” the provisions of Sections 5.72 – 5.75 will govern the pay for overtime work
performed by employees. If the terms of a labor agreement approved by the
Executive Board are in conflict with the provisions of Sections 5.72 – 5.75, the terms
of the labor agreement will apply to employees covered by that agreement. If the
labor agreement is silent on this subject, the provisions of Sections 5.72 – 5.75 will
apply to employees covered by that agreement when authorized, in writing, by the
Secretary of Administration. If the provisions of Sections 5.72 – 5.75 conflict with the
Federal FLSA, the requirements of the act will apply to employees covered by the act.
5.72 Computation of Overtime Hours.
(a) The following items will be regarded as hours worked for the purpose of
computing overtime:
(1) Hours worked.
(2) Rest periods.
(3) Paid holidays, or any non-workday scheduled in lieu of a holiday.
(4) Annual leave.
(5) Compensatory time, to be regarded as hours worked during the work period
in which it is taken.
(6) Holiday leave earned as a result of working on a paid holiday, to be
regarded as hours worked during the work period in which it is taken.
(7) Personal leave.
(8) Sick leave.
(9) Administrative leave.
(b) There will be no duplication or pyramiding of overtime pay for the same hours
worked.
5.73 Approval of Overtime Work.
(a) Nonexempt employees. Scheduled or emergency overtime work must be
approved by the agency head or designee consistent with rules established by
the agency head. Employees may not schedule themselves for overtime work
without prior approval for the work from the agency head or designee.
36
(b) Exempt employees. Scheduled or emergency overtime work must be approved
by the agency head or designee consistent with rules established by the agency
head. Employees who schedule their own work may not be compensated for
overtime work. An employee who directs a bureau or an equivalent or higher
organization will not be compensated for overtime work. Institution heads,
executive directors of county assistance offices, regional environmental
protection directors and highway district engineers are examples of positions
equivalent to a bureau director. The Secretary of Administration will make the
final determination on which positions are equivalent to bureau directors.
5.74 Approval of Pay for Overtime Work.
(a) Nonexempt employees. Approval by the agency head or designee to perform
overtime work also constitutes approval to pay for the overtime work.
(b) Exempt employees. Agency heads are not obligated to compensate exempt
employees for overtime work, except where specified by a labor agreement.
Exempt employees will not normally be paid for overtime work. If, however,
agency heads wish to compensate exempt employees, compensatory time must
be used as a first consideration. If it is not feasible to grant compensatory time,
refer to Management Directive 525.15, Overtime, for provisions on authorizing
pay for overtime work. In those cases where labor agreements specify that
exempt employees may be paid straight-time overtime pay, approval by the
agency head or designee to perform the overtime work also constitutes approval
to pay for the overtime work.
5.75 Overtime Rate of Pay.
(a) Nonexempt employees.
(1) Rule: Nonexempt employees will receive their straight-time hourly rate up
to 40 hours in a workweek of seven consecutive days and 1-1/2 their hourly
rate for work in excess of 40 hours in a workweek of seven consecutive
days.
(2) Exceptions:
(i) Hospitals and institutions engaged in the care of the sick, aged,
mentally ill, or disabled may choose, in lieu of a seven day workweek,
a work period of 14 consecutive days. The time-and-one-half rate will
then apply to work in excess of eight hours in any workday or 80
hours in the 14-day work period.
(ii) Employees engaged in firefighting or law enforcement activities
including correctional officers but excluding all other personnel at
correctional institutions also may be paid in accordance with the eight
or 80-rule described in subparagraph (2)(i).
(b) Exempt employees. When approved in accordance with Management Directive
525.15, Overtime, exempt employees may receive their straight-time hourly rate
for specified overtime work.
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5.76 Compensatory Time in Lieu of Overtime Pay.
(a) Nonexempt employees. Nonexempt employees may be granted compensatory
time in lieu of overtime pay, one hour for each hour of pay earned, i.e., if
payment would be made at the time-and-one-half rate, compensatory time would
be granted at the same rate. For nonexempt employees, maximum accrual of
compensatory time hours in lieu of overtime is 240 hours.
(b) Exempt employees. Exempt employees may be granted compensatory time,
one hour for each hour of overtime worked.
(c) Union-covered employees. For most union-covered employees, compensatory
time must be granted within 120 calendar days succeeding the date on which the
overtime is worked. If the leave is not scheduled within the 120 day period, the
employee must be compensated at the appropriate rate of pay in lieu of paid
time off.
(d) Transfer or termination. Compensatory time not taken before a transfer to
another agency or termination from commonwealth service will lapse. Employees
covered by labor agreements that provide for payment in lieu of compensatory
time that is not granted within a fixed time period or employees deemed non-
exempt from the overtime provisions of the Federal FLSA will be paid for any
compensatory time that would lapse. Payment is made at the employee's rate of
pay upon transfer or termination.
EXTRA PAY.
5.81 Dual Employment.
(a) Any administrative department, independent administrative board or commission,
or departmental administrative board or commission wishing to employ the
services of a person already on a payroll or on contract with the commonwealth
must first attempt to secure the services in accordance with Section 501 of “The
Administrative Code of 1929.” When the primary and secondary employments
are within the same agency, compensatory time in accordance with Section 5.76
is to be granted. When compensatory time is not possible and extra pay is
required to secure the services of an employee, Section 215 of “The
Administrative Code” requires Executive Board approval before the services are
rendered. The rendering of such services will not conflict with the services for
which an employee is already being paid and must clearly be outside the
employee's normal duties and responsibilities. Dual employment generally is not
considered when the total compensable hours from both the primary and
secondary employment would exceed 40 hours in a workweek. Management
Directive 525.11, Dual Employment, contains instructions for requesting and
processing dual employment.
(b) Dual employment duties will be classified in accordance with Section 6.3. If an
appropriate job does not exist in the position classification plan, agencies may
request Executive Board approval of special rates of pay or the Secretary of
Administration will recommend to the Executive Board reasonable and equitable
rates of pay not elsewhere established by the Board.
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5.82 Shift Differential.
(a) With prior approval of the Secretary of Administration, a shift differential that has
been authorized by the Executive Board may be paid to an employee whose
regular shift of 7-1/2 or 8 hours begins before 6:00 a.m. or at or after 12:00
p.m. provided the shift is worked.
(b) An employee who works overtime immediately before or immediately after his or
her regular shift may be paid the shift differential for each hour worked provided
the employee is authorized to receive shift differential for the regular shift.
RESTITUTION OF OVERPAYMENTS.
5.91 Restitution of Overpayments. Restitution will be required for overpayments of
salaries, wages, or employee benefits in accordance with Management Directive 315.8,
Restitution of Overpayments. Restitution for overpayments cannot be waived.
5.92 Salary Deductions from the Pay of Exempt Employees.
(a) The Commonwealth of Pennsylvania is required to comply with the federal Fair
Labor Standards Act (FLSA) and the U.S. Department of Labor’s regulations and
rules governing the salary basis pay for exempt employees. Being paid on a
salary basis means an employee regularly receives a predetermined amount of
compensation each pay period. The predetermined amount cannot be reduced
because of variations in the quality or quantity of the employee’s work. Subject
to the exceptions listed below, an exempt employee must receive his or her full
salary for any workweek in which the employee performs any work, regardless of
the number of days or hours they work in a given workweek. Therefore, the
Commonwealth of Pennsylvania prohibits any unauthorized deductions from the
salary of such exempt employees.
(b) Deductions from the salary of exempt, salaried employees are prohibited, with
the following exceptions:
(1) Personal Reasons. When an exempt, salaried employee who is absent
from work for personal reasons, other than sickness or disability, has no
paid leave available, the employee’s salary for that week will be reduced for
each hour (or fraction of an hour) that the employee is absent for personal
reasons.
(2) Sickness or Disability. When an exempt, salaried employee is absent
from work as a result of his or her own sickness or disability, including
absences as a result of a work-related accident or injury, the employee will
be compensated in accordance with the Commonwealth of Pennsylvania’s
sick leave, disability or workers compensation policies, as appropriate. If
the employee has no leave available and is not eligible for disability
benefits, the employee’s salary for that week will be reduced for each hour
(or fraction of an hour) that the employee is absent due to illness.
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(3) First and Last Weeks of Employment. During an exempt, salaried
employee’s first and last weeks of employment with the Commonwealth of
Pennsylvania, the employee will be paid only for the days actually worked.
(4) Unpaid FMLA Leave. When an exempt, salaried employee takes unpaid
leave under the Family and Medical Leave Act, including intermittent leave,
the employee’s salary will be reduced for each hour (or fraction of an hour)
of unpaid leave taken.
(5) Suspensions for Major Safety Rule Violations. When an exempt,
salaried employee is suspended for violation of safety rules of major
significance, the employee’s salary will be reduced for each hour (or fraction
of an hour) of the length of the suspension.
(6) Suspensions for Workplace Conduct Violations. When an exempt,
salaried employee is suspended for one or more full days for violation of one
or more of the Commonwealth of Pennsylvania’s workplace conduct rules,
the employee’s salary will be reduced for each day of the suspension.
Workplace conduct rules do not include issues with an employee’s job
performance or attendance.
(c) This section applies to pay deductions from exempt, salaried employees based on
the employee’s absence from work. The following salary deductions are not
covered by this section: deductions required by federal, state and local laws;
deductions under the Commonwealth of Pennsylvania’s benefit plans; and any
other voluntary deductions authorized by the employee.
(d) Employees who have had a deduction made from their salary may file a
complaint with their human resource office. All complaints must be investigated
and resolved within a reasonable period of time. If the investigation reveals that
an improper deduction was made, the employee will be reimbursed. Retaliation
against an employee for making a complaint under this section is strictly
prohibited.
SUBSISTENCE OR MAINTENANCE.
5.99 Subsistence or Maintenance. Pay and benefits will be deemed to provide full
compensation for services rendered to the commonwealth by an employee. Lodging,
meals and other maintenance or subsistence provided for commonwealth employees at
commonwealth institutions or at other facilities will be paid for by employees on the
basis of their cost to the commonwealth and in accordance with the schedule of
charges approved by the Executive Board in Management Directive 315.14, Charges
for State Employees Residing or Subsisting in Commonwealth Facilities.
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Subchapter B. BENEFITS
BENEFITS ADMINISTRATION
Section 5.101 Benefits Policies
Section 5.102 Agency Responsibilities
HEALTH INSURANCE
Section 5.111 Active Employee Health Insurance
Section 5.112 Retired Employee Health Insurance
HEALTH AND WELFARE TRUST FUNDS
Section 5.121 General
Section 5.122 Agency Responsibilities
LIFE INSURANCE
Section 5.131 General
Section 5.132 Agency Responsibilities
WORK-RELATED INJURY AND DISEASE
Section 5.141 General
Section 5.142 Agency Responsibilities
ACCIDENT AND ILLNESS PREVENTION (SAFETY) PROGRAM
Section 5.143 General
Section 5.144 Agency Responsibilities
UNEMPLOYMENT COMPENSATION
Section 5.151 General
Section 5.152 Eligibility
Section 5.153 Benefits
Section 5.154 Appeal
Section 5.155 Cost Containment
LIABILITY COVERAGE
Section 5.161 General
Section 5.162 Eligibility
Section 5.163 Amount of Coverage
Section 5.164 Premiums
RETIREMENT
Section 5.171 General
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FAMILY CARE ACCOUNT PROGRAM
Section 5.181 General
CREDIT UNIONS
Section 5.191 General
BLOOD DONOR PLANS
Section 5.201 General
DIRECT DEPOSIT OF PAY
Section 5.211 General
DEFERRED COMPENSATION
Section 5.221 General
Section 5.222 Responsibility
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BENEFITS ADMINISTRATION.
5.101 Benefits Policies. Commonwealth employees receive benefits as specified in
collective bargaining agreements, as authorized by the Executive Board, or as
mandated by legislation. Benefits may be provided and administered by a variety of
organizations; responsibilities for determining policies on eligibility and benefit levels
are described below under the individual benefit categories. The Bureau of Employee
Benefits and Services, Office of Administration, is responsible for coordinating benefits
policy for agencies under the Governor's jurisdiction.
5.102 Agency Responsibilities.
(a) Agency human resources directors are responsible for benefits administration.
Agencies are to ensure that all newly-hired employees are given a formal
orientation which is to include counseling concerning their eligibility for benefits
and services. Information regarding benefits is to be made available to
employees on an ongoing basis.
(b) Agency human resources staff is to cooperate with and support the benefit
providers as needed in their administration of employee benefits.
HEALTH INSURANCE
5.111 Active Employee Health Insurance.
(a) The health insurance program for active commonwealth employees is provided by
the Pennsylvania Employees Benefit Trust Fund (PEBTF). Contributions are paid
to the PEBTF by the commonwealth and subscribers in accordance with applicable
labor agreements, agreements between the commonwealth and the PEBTF, and
guidelines published in Management Directives. The Board of Trustees of the
PEBTF has authority over eligibility for benefits and for the level of benefits
provided. The PEBTF is responsible for contracting with health insurance carriers
or for self-insuring the various coverage options available; for maintaining
eligibility files; and for writing and printing the Plan Document, the Summary
Plan Description and the PEBTF Administrative Manual.
(b) Agency human resources staff is responsible for processing initial enrollment
forms in order to generate benefit coverage for employees and their dependents
and for maintaining current copies of such forms in employees' personnel folders.
Agencies must process the appropriate transactions on the commonwealth's SAP
system to ensure that eligibility records for benefits are current. Written
descriptions of benefits are to be stocked by human resources offices and
provided to newly-eligible employees and other employees as necessary. If
employee attempts at resolution of eligibility or claim payment issues have been
unsuccessful, then human resources offices should contact the PEBTF.
(Reference Management Directive 530.28, Pennsylvania Employees Benefit Trust
Fund (PEBTF); Management Directives in the 530 series; the PEBTF Summary
Plan Description, and the PEBTF Administrative Manual.)
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5.112 Retired Employee Health Insurance.
(a) The health insurance program for retired commonwealth employees is known as
the Retired Employees Health Program (REHP) and is administered through the
PEBTF on behalf of the Office of Administration. Contributions are paid to the
PEBTF by the commonwealth and subscribers in accordance with agreements
between the commonwealth and the PEBTF and guidelines published in
Management Directives. The PEBTF is responsible for writing, printing and
distributing the REHP Benefit Handbook. The PEBTF is responsible for contracting
with health insurance carriers or for self-insuring the various coverage options
available and for maintaining eligibility files.
(b) The State Employees Retirement System (SERS) is responsible for processing
initial enrollment forms for retirees and for providing eligibility data for retirees to
the PEBTF. Agencies must process the appropriate retirement transactions on
the commonwealth's SAP system to ensure that coverage for retiring employees
who qualify for the REHP is properly continued. (Reference Management
Directive 315.16, Payment of Annuitant Medical and Hospital Benefits;
Management Directives in the 530 series; and the REHP Benefit Handbook.)
HEALTH AND WELFARE TRUST FUNDS.
5.121 General. A few Health and Welfare Trust Funds (Funds) provide supplemental health
insurance benefits to employees in certain bargaining units. Contributions are paid to
Funds by the commonwealth in accordance with applicable labor agreements,
agreements between the commonwealth and the Funds, and guidelines published in
management directives. The Funds are responsible for contracting with health
insurance carriers or for self-insuring the various coverage options available and for
maintaining eligibility records for supplemental benefits.
5.122 Agency Responsibilities. Agency human resources staff are responsible for
processing initial enrollment forms to generate benefit coverage for employees and
their dependents and for maintaining current copies of such forms in employees'
personnel folders. Agencies must process the appropriate transactions on the
commonwealth's SAP system to ensure that eligibility records for benefits are current.
Agency human resources offices should contact the appropriate Fund office regarding
employee eligibility or claim payment issues if employee attempts at resolution have
been unsuccessful.
LIFE INSURANCE.
5.131 General. The commonwealth group life insurance program pays death benefits to
beneficiaries of eligible employees deceased through any cause, subject to the
limitations of the policy in force between the commonwealth and the insurance carrier.
Supplemental death benefits are available to beneficiaries of employees in eligible
employee units who are deceased as a result of work-related accidents. The
commonwealth pays the entire premium for eligible employees in an active pay status
including various leaves with benefits. Policy on eligibility is determined by the Office
of Administration subject to the Act of September 26, 1961, known as the “State
Employees Group Life Insurance Law,” P.L. 1661, as amended, 71 P.S. § 780.1.
Details on benefits, eligibility and financing are published through the Directives
Management System. (Reference Manual 530.3, Group Life Insurance Program.)
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5.132 Agency Responsibilities. Agency human resources staff are responsible for
counseling newly-eligible employees about the coverage and for counseling
terminating employees about the impact on their insurance. Agencies must process
the appropriate transactions on the commonwealth's SAP system to ensure that
eligibility records for benefits are current. Agencies are to maintain stocks of the Group
Life Insurance Summary Sheet and provide it to newly-eligible employees. (Reference
Management Directives in the 530 series and Manual 530.3, Group Life Insurance
Program.)
WORK-RELATED INJURY AND DISEASE.
5.141 General. An employee who sustains an incapacitating work-related injury, as
determined by a decision issued through the operation of the workers' compensation
program, will receive workers' compensation indemnity benefits in accordance with the
Act of June 2, 1915, known as the “Pennsylvania Workers' Compensation Act,” P.L.
736, as amended, 77 P. S. §§ 1–1041.4, 2501-2626 and paid or unpaid injury leave in
accordance with commonwealth programs. (Reference Manual 530.2, Injury Leave
Manual.)
5.142 Agency Responsibilities.
(a) An employee who sustains an injury or disease that may be work-related must
report such incident immediately. The supervisor must complete a workers’
compensation claim report which will be submitted to the third party claims
administrator. This is accomplished through entry in the commonwealth’s SAP
system. The third party claims administrator determines the eligibility for
benefits under the “Pennsylvania Workers' Compensation Act.”
(b) Agencies are responsible for cost containment efforts to minimize workers'
compensation losses. Cost containment practices applicable when incidents
occur, whether injury results or not, include: prompt incident reporting, prompt
medical treatment, investigation of the cause of the incident, remedial and/or
preventative actions to eliminate the cause, medical cost management by the
third party claims administrator in coordination with agencies, modified duty
programs to return partially incapacitated employees to work and regular contact
with employees who cannot work.
(c) Agencies must process appropriate transactions on the commonwealth’s SAP
system when an employee is absent from work due to the incident in accordance
with Sections 8.81-8.83 and Sections 8.151 and 8.152.
ACCIDENT AND ILLNESS PREVENTION (SAFETY) PROGRAM.
5.143 General. Each agency must maintain a safety program that meets the requirements
of the Department of Labor and Industry’s Health and Safety Regulations and the
requirements of the commonwealth. Safety program goals and objectives, incident
investigation, hazards, and identification are just a few of the overall required program
elements.
5.144 Agency Responsibilities. A safety coordinator must be designated in each agency to
coordinate accident and illness prevention in the agency.
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UNEMPLOYMENT COMPENSATION.
5.151 General. The Act of December 5, 1936, known as the Pennsylvania “Unemployment
Compensation Law,” P.L. 2897, Special Session No. 2, as amended, 43 P.S. § 751,
provides protection against loss of earnings when employees, through no fault of their
own, become unemployed. (Reference Management Directive 530.22, Unemployment
Compensation, Noncovered Employment – Major Nontenured Policymaking or Advisory
Positions and Manual 530.9, Unemployment Compensation Insurance.)
5.152 Eligibility.
(a) All separated employees and employees whose work hours are reduced are
eligible to apply for unemployment compensation with an unemployment
compensation service center.
(b) The unemployment compensation service center determines eligibility for benefits
based on:
(1) Definitions of covered employment as stated in the Pennsylvania
“Unemployment Compensation Law.”
(2) Character of separation.
(3) Amount of wages earned under covered employment.
5.153 Benefits. Both eligibility and the amount of benefits are determined by the
unemployment compensation service center in accordance with the Pennsylvania
“Unemployment Compensation Law.”
5.154 Appeal. A separated employee and the employer have the right to appeal decisions
made by the unemployment compensation service center within statutorily authorized
guidelines.
5.155 Cost Containment.
(a) Each agency's unemployment compensation coordinator should work within the
human resources office to ensure that those involved in employment and
termination decisions understand the unemployment compensation ramifications
especially when temporary positions are being created.
(b) Supervisors should be instructed on what they can do to contain unemployment
compensation costs: hiring only qualified employees; terminating as soon as
possible new employees who are not passing the probationary period; properly
documenting any and all disciplinary actions; and giving consideration to
employee requests for reasonable accommodations (not necessarily related to
disabilities), the lack of which could force the employee to resign.
(c) Part-time and temporary employees should be employed in such a manner as to
minimize the exposure to unemployment compensation liability.
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LIABILITY COVERAGE.
5.161 General. Automobile and public liability coverage protect commonwealth employees
against negligence claims which may arise out of the performance of their duties as
commonwealth employees, subject to the conditions of policies in force between the
commonwealth and insurance carriers or to the conditions established under any self-
insurance program. (Reference Management Directive 630.2, Reporting of Employee
Liability Claims.)
5.162 Eligibility. All paid employees and unpaid board and commission members and
volunteers are covered.
5.163 Amount of Coverage. The amount of coverage is the amount, within limits
determined by the Executive Board, currently in force through either commercial
insurance or self-insurance.
5.164 Premiums. The commonwealth pays the entire premium for this coverage.
RETIREMENT.
5.171 General. The State Employees' Retirement Code, 71 Pa. C. S. § 5101 and the Public
School Employees' Retirement Code, 24 Pa. C.S. § 8101 contain eligibility
requirements for membership in and benefits from the retirement systems.
(Reference Management Directives in the 570 series.)
FAMILY CARE ACCOUNT PROGRAM.
5.181 General. The commonwealth's Family Care Account Program (FCAP) provides
employees with the opportunity, through payroll deductions, to use pre-tax income to
pay for family care expenses that are incurred to enable them to work. This program
allows employees to pay for expenses incurred for eligible employment-related care for
children, disabled elder parents and other dependents with salary exempt from federal
income and social security taxes. (Reference Management Directive 505.28, Family
Care Account Program.)
CREDIT UNIONS.
5.191 General.
(a) Payroll deductions are available to employees who wish to participate in an
authorized credit union by using the direct deposit of pay option. Payroll
deductions directed to credit unions capable of receiving electronic direct deposit
transactions will count towards the allowable maximum of three direct deposits.
Payroll deductions directed to credit unions without electronic direct deposit
capability will continue to be authorized and processed as a separate payroll
deduction and will not count toward the allowable maximum of three direct
deposits. (Reference Management Directive 315.7, Employee Payroll Deductions
for Credit Unions.)
(b) An authorized credit union is one that is duly chartered under state or federal
statutes and that participates in the commonwealth's payroll deduction program
or accepts electronic direct deposit of pay transactions.
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(c) Payroll deduction authorization forms are required only for those credit unions
that cannot receive electronic direct deposit transactions and must be executed
by and between the employee and an official of the authorized credit union.
BLOOD DONOR PLANS.
5.201 General. An agency head may make blood donor plans available to employees in the
area where those employees work. (Reference Management Directive 530.21, Paid
Leave for Blood Donation.)
DIRECT DEPOSIT OF PAY.
5.211 General.
(a) Direct deposit of pay is mandatory as a condition of employment and will be used
for payment of employee salaries, wages and travel reimbursements. Direct
deposits may be made to personal savings or checking accounts at up to three
financial institutions (including credit unions) of the employee’s choice. A
separate additional account for travel reimbursements is optional. Procedures
and guidelines regarding the direct deposit of pay program are published through
the Directives Management System. (Reference Management Directive 315.17,
Direct Deposit of Pay Program.)
(b) Employees may not stop direct deposit.
(1) In the event that an employee’s bank account is closed by the financial
institution, the employee must attempt to reestablish direct deposit to
another account/institution. If the employee cannot secure another
account, to be excused from direct deposit, the employee must provide to
the human resources office correspondence from two financial institutions
stating the institutions will not grant the employee a checking or savings
account for the purpose of direct deposit.
(2) Other exemptions are considered by the Office of Administration, Office of
Human Resources Management, only for necessary and compelling reasons
upon the recommendation of the agency human resources director.
DEFERRED COMPENSATION.
5.221 General. Employees have the option of participating in the commonwealth's deferred
compensation program in order to supplement pension benefits. Under this program,
employees pay no federal income tax on contributions into the program. Funds are
not taxable until they are withdrawn from the program, usually at retirement.
5.222 Responsibility. The SERS is charged, by law with administering the program.
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CHAPTER 6. POSITION CLASSIFICATION
Section 6.1 Position Classification Plan
Section 6.2 Job Standards
Section 6.3 Amendment of the Position Classification Plan
Section 6.4 Classification of Positions
Section 6.5 Position Reviews and Maintenance of Position Descriptions
6.1 Position Classification Plan. In accordance with Section 709(a) of “The
Administrative Code of 1929,” the position classification plan will constitute the official
plan for classifying all positions occupied by officers and employees of agencies under
the Governor's jurisdiction, except those officers and employees whose pay is fixed by
law, those who are classified and paid according to special standards authorized by the
Executive Board and agency employees and members of the staff of the Governor
whose titles and rates of pay are approved by the Governor.
6.2 Job Standards. The Director of Classification and Compensation will, after consulting
with the agencies affected, the examinations staff of the SCSC and, where appropriate,
after meeting collective bargaining agreement obligations, prepare a written standard
for each new job added to the position classification plan and submit it to the
Executive Board, through the Secretary of Administration, for approval. The Director
of Classification and Compensation may, after appropriate consultations, revise job
standards unless, in his or her judgment, the revisions are sufficiently substantive to
require Executive Board approval. The Secretary of Administration may waive
minimum education and training requirements for the filling of non-civil service
management, non-represented and confidential positions on an as needed basis.
Procedures for developing and validating job standards are contained in Management
Directive 520.7, Development and Validation of Classification Standards.
6.3 Amendment of the Position Classification Plan.
(a) Agency heads. Whenever, in the opinion of agency heads, it is necessary to
establish, revise, or abolish jobs in order to reflect properly the duties and
responsibilities of positions under their control, they are to submit to the Director
of Classification and Compensation appropriate functional statements,
organizational changes and position descriptions. The Director of Classification
and Compensation will direct a review and investigation and, if it is found that an
amendment to the plan is desirable, recommendations to establish, revise, or
abolish jobs will be prepared and submitted to the Secretary of Administration.
(b) Director of Classification and Compensation. The Director of Classification
and Compensation may, at any time, review any or all positions under the
Governor's jurisdiction and, when necessary and after meeting appropriate
collective bargaining agreement obligations, prepare and submit
recommendations for amending the position classification plan to the Secretary of
Administration. The establishment of effective dates for changes to the position
classification and pay plan will be in accordance with the policies set forth in
Management Directive 520.8, Pay Action Effective Dates for Changes to Position
Classifications and the Classification Plan.
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6.4 Classification of Positions.
(a) The Director of Classification and Compensation will classify all positions to
appropriate jobs in the position classification plan. Classification authority may
be delegated to agency heads, but the Director of Classification and
Compensation is responsible for directing a post audit of agency classification
decisions to ensure adherence to classification standards. Post audit policies and
procedures are published in Management Directive 520.4, Position Classification
Post-Audits. Classification authority in an agency may not be delegated below
the agency human resources director without approval of the Office of
Administration, Director of Classification and Compensation.
(b) The Director of Classification and Compensation will review the position
classification plan periodically to ascertain if it accurately reflects existing
conditions in the commonwealth service.
(c) Employees may request a review of their classification through procedures
published in Management Directive 520.7, Development and Validation of
Classification Standards.
(d) Establishing effective dates for position classification changes will be in
accordance with Management Directive 520.8, Pay Action Effective Dates for
Changes to Position Classifications and the Classification Plan, or in the case of
classification grievances, the provisions of the collective bargaining agreement.
6.5 Position Reviews and Maintenance of Position Descriptions.
(a) Agency human resources directors who have decentralized classification authority
should review 25 percent of their agency's positions on an annual basis.
(b) Agency human resources directors are to maintain current position descriptions
for all positions and ensure that essential functions are identified. These
essential functions are to be in writing and appended to each position description.
(c) The Director of Classification and Compensation will direct the review of agency
position reviews and position description maintenance to ensure compliance with
the policies set forth in (a) and (b).
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CHAPTER 7. WORKFORCE PLANNING, SUCCESSION PLANNING, RECRUITMENT,
APPLICATION AND APPOINTMENT
Subchapter A. WORKFORCE PLANNING AND SUCCESSION PLANNING
Subchapter B. RECRUITMENT
Subchapter C. APPLICATION AND APPOINTMENT
Subchapter A. WORKFORCE PLANNING AND SUCCESSION PLANNING
Section 7.1 Workforce Planning
Section 7.2 Succession Planning
7.1 Workforce Planning.
(a) Agencies are to engage in active workforce planning and complete a workforce
plan and scheduled updates to reflect accomplishments, challenges and continued
or revised direction of the agency.
(b) Agencies are to use workforce planning to assist managers in anticipating change
rather than solely reacting to events and to provide strategic methods for
addressing present and anticipated workforce needs by:
(1) Linking recruitment, deployment and retention strategies and decisions to
organizational goals.
(2) Aligning targeted development, training and retraining and productivity
enhancement with workforce needs.
(3) Addressing anticipated programmatic changes that influence work being
performed.
(4) Linking expenditures to the organization’s long-term goals and objectives.
(5) Promoting more effective utilization of employees through accurate, efficient
alignment of the workforce with strategic objectives.
(6) Facilitating replacements to fill critical vacancies.
(7) Providing realistic staffing projections for operational and budgetary
purposes.
(8) Maintaining or improving a diversity profile.
7.2 Succession Planning. Agencies are to engage in active succession planning by
aligning succession strategies after workforce planning initiatives have identified the
critical required job needs in an organization. Agencies are to utilize a systematic
process that is proactive and future focused and that enables managers and
supervisors to assess, evaluate and develop a talent pool of individuals who are willing
and able to fill positions and who possess the competencies and skills required to meet
organizational needs.
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Subchapter B. RECRUITMENT
Section 7.11 Purpose and Policy
Section 7.12 Organizational Responsibilities
7.11 Purpose and Policy.
(a) It will be the policy of the commonwealth to establish and maintain active
recruitment practices designed to meet equal opportunity employment standards
and attract sufficient qualified applicants to meet the needs of the service on a
continuous basis.
(b) Agencies must emphasize good public relations as an aid to effective recruitment.
7.12 Organizational Responsibilities.
(a) Bureau of State Employment. The Bureau of State Employment will maintain
an effective program for recruitment and evaluation to ensure a supply of
qualified applicants for non-civil service employment. The Bureau will maintain
the Temporary Clerical Pool (TCP) as a source of clerical and support staffing
assistance to agencies and as a source of job candidates for permanent clerical
positions. The Bureau also administers the school-to-work and furlough
placement programs.
(b) State Civil Service Commission. The SCSC will establish and maintain a
program for effective recruitment and evaluation to ensure an adequate supply of
qualified applicants for civil service examination in accordance with 4 Pa. Code,
Chapter 95.
(c) Director of Workforce Planning and Development. The Director of
Workforce Planning and Development will assist the Bureau of State Employment,
commonwealth agencies and the SCSC, in cooperation with the Bureau of Equal
Employment Opportunity to establish effective recruitment strategies.
(d) Operating agencies. Agency heads, through their human resources directors,
will be responsible for maintaining effective recruitment programs to augment the
programs of the Bureau of State Employment and the SCSC. They also are
responsible for conducting identification, employment and education verification
checks. (Reference Management Directive 515.15, Identification, Employment
and Education Verification Checks.)
(e) Employment-related state agencies. The employment service of Career Link
Offices, the Board of Probation and Parole, the Office of Vocational Rehabilitation
and other clientele-related state agencies will be used to contribute to effective
recruitment.
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Subchapter C. APPLICATION AND APPOINTMENT
Section 7.21 General Requirements for Commonwealth Service
Section 7.22 Rejection of Applicants
Section 7.23 Non-Civil Service Applications and Appointments
Section 7.24 Civil Service Applications and Appointments
Section 7.25 Reappointment of Annuitants
Section 7.26 Persons Having Adverse Interest
Section 7.27 Identification, Employment and Education Verification Checks
Section 7.28 “Immigration Reform and Control Act of 1986” (IRCA)
7.21 General Requirements for Commonwealth Service. Applicants for positions in the
commonwealth service must meet the established minimum experience and training
requirements of the positions for which they are applying. In addition, the following
general requirements will apply to all applications:
(a) Pennsylvania residence. For non-civil service positions, guidelines
developed by the Secretary of Administration will apply. For civil service, refer to
4 Pa. Code § 95.2(a) and Management Directive 580.18, Pennsylvania Residency
and United States Citizenship Requirements for the Classified Service.
(b) Age. Male and female minors under the age of 18, except those 17 years of age
who are high school graduates, are subject to the provisions of the Act of 1915,
known as the “Child Labor Law,” P.L. 286, as amended, 43 P.S. § 41 and must
have an employment certificate issued by their local school district. In addition,
minors who are 17 years of age and not high school graduates but who have
been declared to have reached their academic potential by the chief administrator
of their school district will not need employment certificates. However,
verification of the status of these minors will be obtained by contacting the school
districts in which such minors reside while attending school.
7.22 Rejection of Applicants. Applicants will be rejected for failure to meet the
requirements listed in Section 7.21. In addition, applicants may be rejected if they:
(a) Are physically or mentally unable, with or without reasonable accommodation, to
perform the essential functions of the positions to which they seek appointment.
(b) Are habituated to the intemperate use of alcoholic beverages or the use of
harmful drugs.
(c) Have been convicted of a crime, although conviction of a crime in and of itself is
not a bar to employment; each case will be evaluated to determine the
relationship between the offense and the duties and responsibilities of the
positions to which they seek employment.
(d) Have been dismissed from public service or other employment for delinquency or
misconduct.
(e) Have made false statements of material facts with respect to gaining
commonwealth employment.
(f) Have an unsatisfactory past employment record, when such record may affect
expected job performance in the position they seek.
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7.23 Non-Civil Service Applications and Appointments.
(a) Forms. Applications for non-civil service employment must be completed on
forms provided by and filed with the Bureau of State Employment.
(b) False information. If investigation of statements made on an employment
application discloses that an applicant has given false information, the application
may be rejected and, if already employed, the individual may be subject to
dismissal.
(c) Procedures. Appointments to non-civil service positions will be made according
to procedures established by the Bureau of State Employment.
7.24 Civil Service Applications and Appointments. Applications for and appointments
to civil service positions will be made in accordance with 4 Pa. Code, Chapters 95 and
97.
7.25 Reappointment of Annuitants. In accordance with the State Employees’ Retirement
Code, when in the judgment of an agency head, an emergency creates an increase in
the workload such as there is serious impairment of service to the public, an annuitant
may, with the approval of the Governor, be returned to commonwealth service for a
period not to exceed 95 workdays in any calendar year without loss of annuity. Such
employment will be in accordance with procedures established by the SCSC for civil
service employment and the Bureau of State Employment for non-civil service
employment. The limitation of 95 days' employment will not apply to an annuitant
who may perform services for the commonwealth as an independent contractor.
7.26 Persons Having Adverse Interest.
(a) In accordance with the Act of July 19, 1957, known as the “State Adverse
Interest Act,” P.L. 1017, as amended, 71 P. S. § 776.1, no person having an
adverse interest in a contract with a commonwealth agency will be appointed by
the agency until the adverse interest has been wholly divested. The phrase,
“having an adverse interest,” means to be a party to the contract, other than the
commonwealth or a state agency, or be a stockholder, partner, member, agent,
representative, or employee of such party.
(b) In addition, the provisions of Sections 13.21 – 13.27 of this directive are to be
followed.
7.27 Identification, Employment and Education Verification Checks.
(a) Agencies are required to conduct identification, employment and education
verification checks on final candidates selected for initial state employment.
(b) Agencies must obtain three references and verify the candidate's identification,
employment and education.
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7.28 “Immigration Reform and Control Act of 1986” (IRCA). The “Immigration
Reform and Control Act of 1986” (IRCA), 8 U.S.C. § 1101 makes it unlawful to hire,
recruit, or refer for a fee unauthorized aliens.
(a) In order to meet IRCA requirements, appointing agencies must verify the
candidate's identity and authorization to work in the United States.
(b) All employees and appointing agencies must complete Form I-9, Employment
Eligibility Verification and provide acceptable documentation within three days of
employment.
(c) Acceptable documentation information should be entered into the SAP HR/Payroll
System to ensure all appropriate taxes are applied to employees based on
citizenship status.
(d) Documents containing expiration dates of aliens lawfully admitted and authorized
by the Immigration and Naturalization Service (INS) to work in the United States
should be copied and maintained in a separate IRCA tickler file. Agencies must
notify employees prior to the expiration date of employment eligibility and
terminate an employee unless the employee produces documentation to support
the extension by the INS of the employee's employment eligibility.
(e) Form I-9 must be retained in the employee's official personnel history file
indefinitely after date of hire. (Reference Management Directive 515.15,
Identification, Employment and Education Verification Checks.)
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CHAPTER 8. ATTENDANCE, HOLIDAYS AND LEAVE
Subchapter A. ATTENDANCE AND HOLIDAYS
Subchapter B. LEAVE WITH PAY
Subchapter C. LEAVE WITHOUT PAY
Subchapter A. ATTENDANCE AND HOLIDAYS
Section 8.1 Office Hours
Section 8.2 Hours in Workweek
Section 8.3 Workday of Employees
Section 8.4 Labor Law
Section 8.5 Meal Periods and Rest Periods
Section 8.6 Alternate Work Scheduling Arrangements
Section 8.7 Office Closings
Section 8.8 Paid Holidays
Section 8.9 Special Holidays
8.1 Office Hours. The administrative offices of the commonwealth will open and close as
prescribed by the Executive Board.
8.2 Hours in Workweek. The number of hours a full-time employee is to regularly work
each week will be determined by the head of the employing department, board,
commission, or council consistent with the public interest and operational requirements
of the agency. In no case will the full-time hours be less than 37.5.
(a) Employees whose regular workweek exceeds 37.5 hours may, subject to approval
by the Secretary of Administration, be paid in accordance with pay schedules
which are proportionately higher than the pay schedules for employees whose
regular workweek is 37.5 hours, provided that the greater number of hours in the
regular workweek is a result of compelling circumstances, such as those
instances where uninterrupted 24-hour work is required and relief for lunch
periods is impractical.
(b) The workweek of a part-time employee will be determined by the agency head or
designee, consistent with the public interest and operational requirements of the
agency.
8.3 Workday of Employees.
(a) The hours at which the workday of a full-time employee in an administrative
office in an agency begin and end will correspond to the official hours designated
for that agency by the Executive Board. Exceptions to this rule may be approved
by the agency head or designee in individual cases or may be agreed to through
meet and discuss with the employee representative, with the concurrence of the
Secretary of Administration or designee, consistent with the public interest and
the operational requirements of the agency.
(b) The workday or shift of a person in an employment situation which involves
irregular, intermittent, employee-controlled, contractor or vendor-controlled, or
continuous operations as in an institution will be determined by the agency head
or designee, consistent with the public interest and the operational requirements
of the agency.
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8.4 Labor Law. The work hours of minors employed in any commonwealth agency must
conform to the provisions of the “Child Labor Law,” P.L. 286, as amended, 43 P.S. §
41.
8.5 Meal Periods and Rest Periods.
(a) All employees will be granted a meal period which will fall within the third to fifth
hours of their work shift unless otherwise approved by the employer.
(b) If an employee is required to work more than two hours beyond regular quitting
time, the employee will be allowed a meal period at the end of the initial two
hour period or sooner. In addition, the employee will be allowed a meal period
for each four hours worked beyond each meal period.
(c) Full-time employees will receive a 15 minute paid rest period during each one-
half workday (shift).
(d) Part-time employees will be granted a 15 minute paid rest period during each 3-
3/4 hour work period.
8.6 Alternate Work Scheduling Arrangements.
(a) In accordance with established collective bargaining agreements, memoranda of
understanding and commonwealth policy, agencies may establish alternate work
scheduling arrangements including flex-time schedules for operational units. An
alternate work scheduling arrangement will be approved only when it will result
in an improvement in operational efficiency and/or client service, except when
the alternate work scheduling arrangement is required for an individual as a
reasonable accommodation pursuant to the Americans with Disabilities Act of
1990, 42 U.S.C. §§ 12101 et seq. or is approved for other limited term reasons.
Under no circumstance should alternate work scheduling arrangements:
(1) Increase operational costs.
(2) Increase current complement.
(3) Affect the commonwealth's ability to meet accreditation and certification
criteria.
(4) Adversely impact the efficiency of affected operations or standards of
service.
(5) Contain an unreasonable number of work schedules.
(b) All alternate work scheduling arrangement proposals must have prior approval
from the agency and the Office of Administration before final agreement can be
reached with the union or before any commitments can be made to the affected
employees.
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(c) If any adverse impact occurs or, for those implemented after July 1, 1996, if the
alternate work scheduling arrangement does not increase operational efficiency
and/or client service, management can discontinue the alternate work scheduling
arrangement with not less than 15 days notice or immediately for emergencies.
(d) Employee participation in an alternate work scheduling arrangement will be on a
voluntary basis, except in those cases for management or supervisory level
employees where necessity requires the use of the alternate work scheduling
arrangement.
(e) Employee participation in an alternate work scheduling arrangement must be
continuously monitored by local management. A written evaluation, in
accordance with pre-established criteria, must be completed after six months for
newly implemented alternate work scheduling arrangements and approved by the
agency and the Office of Administration to continue the alternate work
scheduling. A written, annual evaluation must be completed by the agency for
post-audit review by the Office of Administration.
(f) Staggered work schedules are not considered alternate work scheduling
arrangements or flex time schedules and may be approved at the agency level to
accommodate individual employees for education, transportation, family care, or
other approved reasons.
8.7 Office Closings.
(a) Office closings for a partial or entire workday (shift) may be authorized for
reasons such as hazardous road conditions, extreme heat, other emergency
conditions and other reasons as determined by the Secretary of Administration.
(b) Office closings for an entire workday are not special holidays.
(c) Compensation for employees who are authorized to not report for work,
employees on leave, and employees required to work during the period when an
office closing for an entire workday has been authorized will be treated in
accordance with guidelines established through the Directives Management
System. (Reference Management Directive 530.17, Partial and Full-Day Closings
of State Offices.)
(d) The Secretary of Administration is responsible for authorizing office closings for
an entire workday for employees under the Governor's jurisdiction in the
Harrisburg area and in those state office buildings designated in Management
Directive 530.17, Partial and Full-Day Closings of State Offices. Authority to
close other work sites is in accordance with Management Directive 530.17, Partial
and Full-Day Closings of State Offices.
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8.8 Paid Holidays. Permanent full-time employees will receive leave with compensation
for the following holidays, except as provided in appropriate labor agreements
(reference Section 8.10):
Paid Holiday Date
New Year’s Day January 1
Dr. Martin Luther King, Jr.
Day
Third Monday in January
President’s Day Third Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day November 11
Thanksgiving Day Fourth Thursday in November
Day after Thanksgiving Day after Thanksgiving
Christmas Day December 25
8.9 Special Holidays.
(a) Special holidays may be declared by the Governor for employees under the
Governor's jurisdiction. Such special holidays may represent a full day or part of
a day.
(b) All permanent employees who are required to work on the day on which such
holiday hours occur will receive time off with pay for all hours worked up to the
number of hours in the employee's normal work shift if a full holiday is declared
or up to a pro rata share of the normal work shift if a partial holiday is declared.
The employer may elect the option of paying the employee's regular hourly rate
of pay in lieu of such equivalent time off with pay.
(c) Special holidays are office closings.
(d) Eligible employees in shifts affected by a special holiday will be treated in
accordance with Section 8.10 except as stipulated in subsection (c) and except
that employees required to work on a special holiday will receive their
appropriate rate of pay for that day and not the premium holiday pay outlined
under Section 8.10(l).
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Subchapter B. LEAVE WITH PAY
HOLIDAYS
Section 8.10 Holidays
ANNUAL LEAVE
Section 8.11 General
Section 8.12 Annual Leave Entitlement
Section 8.13 Periods Where Leave Service Credit is Earned
Section 8.14 Anticipated Annual Leave
Section 8.15 Transfer of and Payments for Earned Unused Annual Leave
Section 8.16 Scheduling and Carryover of Annual Leave
Section 8.17 Agency Heads and Members of Departmental Boards and
Commissions – Annual Leave
SICK LEAVE
Section 8.21 General
Section 8.22 Sick Leave Entitlement
Section 8.23 Reasons for Sick Leave
Section 8.24 Approval
Section 8.25 Anticipated Sick Leave
Section 8.26 Transfer of and Payment for Earned Unused Sick Leave
Section 8.27 Carryover
Section 8.28 Reemployment within 12 Months
Section 8.29 Special Extension
Section 8.30 Agency Heads and Members of Departmental Boards and
Commissions – Sick Leave
PERSONAL LEAVE
Section 8.31 General
Section 8.32 Personal Leave Entitlement
Section 8.33 Anticipated Personal Leave
Section 8.34 Transfer of and Payment for Earned Unused Personal Leave
Section 8.35 Scheduling and Carryover of Personal Leave
Section 8.36 Agency Heads and Members of Departmental Boards and
Commissions – Personal Leave
ADMINISTRATIVE LEAVE
Section 8.41 Reasons for Administrative Leave
CIVIL LEAVE
Section 8.51 General
Section 8.52 Jury Duty, Court and Administrative Hearing Attendance
Section 8.53 Firefighting, Emergency Medical Technician, Emergency Management,
Civil Air Patrol and Red Cross
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EDUCATIONAL LEAVE WITH PAY
Section 8.61 General
MILITARY LEAVE WITH PAY
Section 8.71 Military Reserve
Section 8.72 Pennsylvania National Guard
Section 8.73 Act 150 of 2006
PAID INJURY LEAVE
Section 8.81 General
Section 8.82 Eligibility for Paid Injury Leave
Section 8.83 Paid Injury Leave Benefits
LEAVE DONATIONS
Section 8.91 General
Section 8.92 Recipients
Section 8.93 Donors
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HOLIDAYS
8.10 Holidays.
(a) A permanent full-time employee will receive leave with compensation for days
determined by the Executive Board to be holidays.
(b) A permanent part-time employee will receive leave with compensation based
upon the employee's regular hours worked for days determined by the Executive
Board to be holidays.
(c) Compensation for a holiday will be the employee's regular compensation in effect
for the employee's regular classification, subject to conditions established by the
Secretary of Administration and published through the Directives Management
System relating to temporary assignment in higher classification.
(d) For an employee on a normal Monday through Friday workweek: if a holiday falls
on Sunday, the immediately following Monday will be observed as the holiday; if
a holiday falls on Saturday, the immediately preceding Friday will be observed as
the holiday. For other employees, the holiday will be deemed to fall on the day
on which the holiday occurs.
(e) A permanent employee, except one who is retiring, is eligible for a holiday if the
employee was scheduled to be in an active pay status on the day the holiday was
to be observed and if the employee was in an active pay status on the last half of
the employee's scheduled workday immediately before and the first half of the
employee's scheduled workday immediately after the holiday.
(f) A permanent employee who is retiring is eligible for a holiday if the employee
was scheduled to be in an active pay status on the day the holiday was to be
observed and if the employee was in an active pay status on the last half of the
employee's scheduled workday immediately before the holiday.
(g) If a holiday is observed while a permanent employee is on an approved paid
leave, excluding injury leave, work-related disability leave, Act 632/534 Leave,
Heart and Lung Act Leave and any leave without pay, that day is considered a
holiday and may not be charged against the approved leave.
(h) Holiday leave is granted on the dates determined by the Executive Board to be
holidays or as shown in subsection (d), subject to management's responsibility to
maintain efficient operations. An employee required to work on a holiday will
receive holiday leave at a later date. If a request for leave is received before or
within 45 days after the holiday is worked, holiday leave will, subject to
management’s responsibility to maintain efficient operations, be scheduled and
granted as requested by the employee, before the holiday or within the 120
calendar-day period succeeding the holiday. For employees covered by labor
agreements that provide for it, if the holiday leave has not been taken within 120
calendar days of its observance, the employee is paid at the employee's regular
rate of pay in lieu of paid time off.
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(i) A permanent employee working other than a regular Monday through Friday
schedule is guaranteed the number of days off with pay equal to the number of
paid holidays received by employees working a Monday through Friday schedule,
subject to the same entitlement requirements.
(j) When an employee's work shift overlaps the calendar day, the first shift of the
employee in which 50 percent or more of the time occurs on the applicable
holiday is considered in the holiday period, and the holiday period will end 24
hours after the commencement of that shift.
(k) If a permanent employee works on days determined by the Executive Board to be
holidays, except the day after Thanksgiving, the employee is paid as follows:
Permanent Employees
(Except Management)
Permanent Management
Employees
For time
during the
regularly
scheduled
shift
Regular hourly rate for hours
not worked; 1 1/2 times the
regular hourly rate for hours
worked; holiday leave for
hours worked.
Regular hourly rate for
hours worked or not
worked; holiday leave for
hours worked.
For time
worked
outside the
regularly
scheduled
shift
1 1/2 times the regular
hourly rate for hours worked;
holiday leave for hours
worked.
Regular hourly rate for
hours worked; holiday
leave for hours worked.
(l) If a permanent employee works on the day after Thanksgiving, the employee will
be compensated at the employee’s regular hourly rate of pay for the hours
worked on this holiday. The employee will receive paid time off for the hours
worked on the day after Thanksgiving up to a full shift. If the time is worked
during the employee’s regularly scheduled shift, the paid time off will be in lieu of
holiday pay for that time. Paid time off for time worked outside of the
employee’s regularly scheduled shift may not be in lieu of the holiday pay.
(m) Holiday leave earned on a holiday may not exceed the number of hours in a
regularly scheduled shift. An employee is not entitled to duplicate holiday
payment or to the pyramiding of premium pay for the same hours worked.
(n) Holiday leave for time worked outside an employee's regularly scheduled shift
may not be in lieu of the employee's regular pay for the holiday. An employee is
not entitled to duplicate holiday payment or to the pyramiding of premium pay
for the same hours worked.
(o) A permanent employee who terminates commonwealth employment or transfers
to another agency before earned holiday leave is used will be paid in a lump sum
at the employee's regular rate of pay for unused holiday leave accumulated up to
the time of termination.
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(p) In the event of the death of an employee, any anticipated holiday leave will be
forgiven.
ANNUAL LEAVE
8.11 General.
(a) Annual (vacation) leave is time away from the job with compensation to which an
employee becomes entitled based on leave service credit as defined in Section
8.13 (relating to credited periods of service).
(b) The rate of compensation for annual leave is an employee's regular compensation
in effect for the employee's regular classification, subject to conditions
established by the Secretary of Administration through the Directives
Management System relating to temporary assignment in higher classifications.
8.12 Annual Leave Entitlement.
(a) An employee is entitled to use annual leave after 30 days of service with the
employer in accordance with leave service credit as follows:
Leave Service Credit
*
Rate of
Accumulation
Length of
Workweek
Maximum Annual
Leave Entitlement per
Leave Calendar Year
Up to 3 years
3.85% of all
hours paid
37.5 hours
40 hours
75 hours (10 days)
80 hours (10 days)
Over 3 years to 15
years inclusive
5.77% of all
hours paid
37.5 hours
40 hours
112.5 hours (15 days)
120 hours (15 days)
Over 15 years to 25
years inclusive
7.70% for all
hours paid
37.5 hours
40 hours
150 hours (20 days)
160 hours (20 days)
Over 25 years
10% for all hours
paid
37.5 hours
40 hours
195 hours (26 days)
208 hours (26 days)
* Includes all periods of commonwealth
service in which leave service credit was
earned.
(b) An employee appointed on a temporary basis may not earn or use annual leave
until the employee has been paid for 750 regular hours by the end of the last full
pay period in a leave calendar year. Earned, unused annual leave will be carried
over to the next leave calendar year and will be immediately available for use.
Annual leave is subject to payment at termination. This provision does not apply
to a furloughed employee who, during the recall period, returns in a temporary
capacity.
(c) Regular hours paid for the purpose of annual leave earning include all hours paid
except overtime, standby time, call-time and full-time out-service training.
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8.13 Periods Where Leave Service Credit Is Earned.
(a) An employee will be credited with a year of service for each 26 pay periods
completed in an active pay status provided the position was leave service credit
eligible and a minimum of one hour was paid in each pay period. It includes
employment in the executive, legislative and judicial branches of commonwealth
government.
(b) Leave service credit also will include military leaves without pay and leave for
work-related disability leave. Service in another public jurisdiction and military
service prior to commonwealth employment will not be credited.
(c) Service with the executive, legislative, or judicial branch of the commonwealth
government will be included for the purpose of establishing the hire date if an
employee transfers to a commonwealth agency provided that any break in
service does not exceed 14 calendar days.
8.14 Anticipated Annual Leave.
(a) Annual leave to which a permanent employee will become entitled during the
leave calendar year may be granted at the discretion of the agency head before it
is actually earned. Employees appointed on a temporary basis will not be
permitted to anticipate annual leave. In no case will annual leave be anticipated
beyond the end of the leave calendar year. If, because of leave without pay, an
employee earned less annual leave during the leave calendar year than the
anticipated entitlement, the deficit will be carried over and charged against the
annual leave entitlements of the following year. An employee who anticipates
annual leave and is subsequently separated from commonwealth service must
reimburse the commonwealth for those hours of annual leave taken but not
earned. The commonwealth will make diligent efforts to collect payment for any
unearned leave. If the account is determined uncollectible, it will be referred to
the Attorney General.
(b) In the event of the death of an employee, any anticipated annual leave will be
treated as earned approved leave.
8.15 Transfer of and Payments for Earned Unused Annual Leave.
(a) An employee who transfers from a position in one commonwealth agency to a
position in another commonwealth agency will be credited in the gaining agency
for unused annual leave earned before the transfer occurred if the losing agency
meets one of the following conditions:
(1) Is subject to the regulatory authority of the Executive Board regarding paid
leave under Section 709(e) of “The Administrative Code of 1929.”
(2) Participates in the commonwealth’s SAP time module administered by the
Office of Administration.
(3) Has a reciprocal leave agreement filed with the Office of Administration for
the transfer of annual leave.
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(b) An employee who terminates commonwealth employment, transfers to either the
legislative or judicial branch of government, or transfers to another agency which
does not meet any of the criteria described in subsection (a)(1), (2) or (3) will be
paid in a lump sum by the losing agency for unused annual leave earned before
the transfer or termination occurs.
(c) The following provisions govern freezing of annual leave:
(1) An employee who is furloughed and is not employed in another position
within 14 calendar days of the effective date of the furlough will receive a
lump sum payment for earned, unused annual leave unless the employee
requests in writing before the end of the 14 calendar days to freeze earned,
unused annual leave.
(2) An employee may subsequently change a decision to freeze the earned,
unused annual leave by submitting a written request for a lump sum
payment for the annual leave. Payment will be made within 35 days of the
date on which the request is received by the employer and will be at the
rate of pay in effect on the last date of employment prior to the date of
furlough.
(3) If the employee is reemployed during the furlough recall period, annual
leave which was frozen will be reinstated. However, if payment was made
for annual leave, the employee may not buy it back if the employee is
reemployed. If the employee is not reemployed before the expiration of the
furlough recall period, the employee will be paid off in lump sum for frozen
earned, unused annual leave at the rate of pay in effect on the last date of
employment before the date of furlough.
8.16 Scheduling and Carryover of Annual Leave.
(a) An agency head shall schedule the work of employees to enable the employees to
use the annual leave to which they become entitled during the year. Annual
leave will be granted at times determined by the agency head to be consistent
with the provision of full service to the public and in the best interest of the
agency. Employees will be encouraged to use annual leave during the leave
calendar year in which it is earned.
(b) An employee on injury leave who has been unable to take earned annual leave
resulting in an excess carryover at the end of the calendar year is authorized a
seven pay period extension upon return from injury leave.
(c) Unused annual leave may be carried over from one leave calendar year to the
next. The amount carried over may not exceed 45 days – 337.5 hours for a
37.5-hour week or 360 hours for a 40-hour week. Employees will be permitted
to use annual leave in excess of the 45 day limit in the first seven pay periods of
the next leave calendar year. Any days which are not scheduled and used during
the first seven pay periods of the next leave calendar year will be converted to
sick leave subject to the 300 day limitation in Section 8.27. If an employee
terminates employment before the expiration of the seven pay period extension,
earned, unused annual leave will be paid in accordance with Section 8.15(b)
(relating to transfer of and payment for earned unused annual leave).
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8.17 Agency Heads and Members of Departmental Boards and Commissions –
Annual Leave.
(a) An agency head or member of a departmental board or commission may not earn
or use annual leave. Vacation time is neither recorded nor charged. However,
service as an agency head or member of a departmental board or commission
counts as credited service under Section 8.13 (relating to credited periods of
service).
(b) An agency head or member of a departmental board or commission who was an
employee of the commonwealth receiving annual leave under this subpart
immediately prior to appointment will have unused annual leave frozen at the
time of appointment.
(c) An agency head or member of a departmental board or commission who retires,
terminates commonwealth employment, transfers to either the legislative or
judicial branch of government, or transfers to an agency that does not meet any
of the criteria described in Section 8.15(a) will be paid in a lump sum by the
losing agency for unused annual leave frozen under subsection (b). The lump
sum will be calculated using the pay rate in effect on the date of transfer or
termination for that level of the pay scale group currently assigned to the job the
individual occupied immediately before becoming an agency head or member of a
departmental board or commission or at the pay rate in effect for the individual
when the individual was last eligible to earn annual leave under Section 8.12,
whichever pay rate is higher.
(d) If, after serving as an agency head or member of a departmental board or
commission, an individual reverts, without a break in service, to a position that
earns leave, the amount of annual leave frozen under subsection (b) will be
restored to the employee's leave account.
SICK LEAVE
8.21 General.
(a) Sick leave is time away from the job with compensation when an employee
becomes too ill to work or must be absent for valid sick-related reasons as
identified in Section 8.23 (relating to reasons for sick leave).
(b) The rate of compensation for sick leave is an employee's regular compensation in
effect for the employee's regular classification subject to conditions established
by the Secretary of Administration through the Directives Management System
relating to temporary assignments in higher classifications.
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8.22 Sick Leave Entitlement.
(a) An employee will be entitled to use sick leave after 30 days of service with the
employer. Sick leave entitlement is as follows:
Rate of
Accumulation
Length of
Workweek
Maximum Sick Leave
Entitlement per Leave
Calendar Year
5% of regular hours
paid
37.5 hours
40 hours
97.5 hours (13 days)
104 hours (13 days)
(b) An employee appointed on a temporary basis may not earn or use sick leave until
the employee has been paid for 750 regular hours by the end of the last full pay
period in a leave calendar year. Earned, unused sick leave will be carried over to
the next calendar year and will be immediately available for use. This provision
does not apply to a furloughed employee who, during the recall period, returns in
a temporary capacity.
(c) Regular hours paid for the purpose of sick leave earning include all hours paid
except overtime, standby time, call-time and full-time out-service training.
8.23 Reasons for Sick Leave. Sick leave will be granted when an employee is required to
be absent from work for one of the following reasons:
(a) Illness of the employee.
(b) Death, as follows:
(1) Death of the employee’s spouse, domestic partner, parent, stepparent, child
or stepchild, or the child of the employee’s domestic partner, for which a
maximum of five days may be granted per occurrence.
(2) Death of a brother, sister, grandparent, step-grandparent, grandchild, step-
grandchild, son-in-law, daughter-in-law, brother-in-law, sister-in-law,
parent-in-law, grandparent-in-law, aunt, uncle, step-brother, step-sister,
foster child or any other relative residing in the employee’s household, or
the parent, brother, sister, grandparent or grandchild of the employee’s
domestic partner, for which a maximum of three days may be granted per
occurrence.
(c) Contact with or exposure to contagious disease rendering the presence of the
employee hazardous to fellow employees.
(d) Necessary medical or dental appointments for the employee or the employee's
immediate family, as defined in subparagraph (e), that cannot be scheduled
during non-work hours and that meet one of the following criteria:
(1) The immediate family member is physically unable to drive a vehicle or is
otherwise unable to reach the medical facility without the employee's
absence.
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(2) The illness of the immediate family member requires the employee's
personal attendance.
(e) Illness of a member of the employee's immediate family which requires the
employee's personal attendance and absence from work not to exceed five days
in a leave calendar year. Immediate family is defined as the following persons:
husband, wife, domestic partner, child, stepchild, foster child, parent, brother, or
sister of the employee or child of the employee’s domestic partner.
(f) Where a family member's serious health condition requires the employee's
absence from work beyond 20 days (150/160 hours as applicable) in a leave
calendar year, permanent employees with at least one year of service may use
accrued sick leave in addition to that provided under Section 8.23(e). Family
member is defined as the following persons: husband, wife, domestic partner,
child, stepchild, foster child, or parent of the employee, child of the employee’s
domestic partner or any other person qualifying as a dependent under Internal
Revenue Service eligibility criteria.
(1) An employee who meets the eligibility criteria may use accrued sick leave in
addition to that provided under Section 8.23(e) in accordance with the
following schedule:
Leave Service Credit
Length of
Workweek
Sick Family Allowance per Leave
Calendar Year
Over 1 year to 3 years
37.5 hours
40 hours
Up to 52.5 additional hours (7 days)
Up to 56 additional hours (7 days)
Over 3 years to 15
years
37.5 hours
40 hours
Up to 112.5 additional hours (15 days)
Up to 120 additional hours (15 days)
Over 15 years to 25
years
37.5 hours
40 hours
Up to 150 additional hours (20 days)
Up to 160 additional hours (20 days)
Over 25 years
37.5 hours
40 hours
Up to 195 additional hours (26 days)
Up to 208 additional hours (26 days)
(2) An employee must use 20 days of paid annual, personal, or sick family
leave or unpaid leave for the family member’s serious health condition prior
to eligibility for the above entitlement. The additional sick family leave may
not be charged retroactively for any of the initial 20 days.
(3) Proof of the family member's serious health condition as defined by the
FMLA of 1993 must be provided on the commonwealth's serious health
condition certification form.
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8.24 Approval.
(a) Proof of illness in the form of a certificate from a physician, other licensed
practitioner or christian science practitioner is required in the following instances:
(1) A reason under Section 8.23(a), (c), (d) or (e) (relating to reasons for sick
leave), if an employee is absent for three or more consecutive workdays.
(2) Illness occurs during the annual or personal leave of an employee.
(3) The employer has reason to believe that the employee is abusing sick leave
privileges.
(b) An employee will be held to strict accountability for statements made concerning
sick leave. A misrepresentation will subject the employee to disciplinary action.
8.25 Anticipated Sick Leave.
(a) Sick leave to which a permanent employee will become entitled during the leave
calendar year may be granted at the discretion of the agency head before it is
actually earned. Employees appointed on a temporary basis will not be permitted
to anticipate sick leave. In no case will sick leave be anticipated beyond the end
of the leave calendar year. If, because of leave without pay, an employee earned
less sick and annual leave during the leave calendar year than the anticipated
entitlement, the deficit will be carried over and charged against the sick leave
which could be earned the following calendar year. An employee who anticipates
sick leave and is subsequently separated from commonwealth service must
reimburse the commonwealth for those hours of sick leave taken but not earned.
The commonwealth will make diligent efforts to collect payment for any unearned
leave. If the account is determined uncollectible, it will be referred to the
Attorney General.
(b) In the event of the death of an employee, any anticipated sick leave will be
treated as earned approved leave.
8.26 Transfer of and Payment for Earned Unused Sick Leave.
(a) An employee who transfers from a position in one commonwealth agency to a
position in another commonwealth agency will be credited in the gaining agency
for unused sick leave earned before the transfer occurred if the losing agency
meets one of the following conditions:
(1) Is subject to the regulatory authority of the Executive Board regarding paid
leave under Section 709(e) of “The Administrative Code of 1929.”
(2) Participates in the commonwealth’s SAP time module administered by the
Office of Administration.
(3) Has a reciprocal leave agreement filed with the Office of Administration for
the transfer of sick leave.
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(b) An employee who terminates commonwealth employment, transfers to either the
legislative or judicial branch of government, or transfers to another agency which
does not meet any of the criteria described in subsection (a)(1), (2), or (3) will
not be paid for unused sick leave.
(c) Payment for earned, unused sick leave is as follows:
(1) Permanent management level employees and permanent employees in units
A5, B5, and S5 will receive payment according to the schedule in paragraph
(2) upon:
(i) Superannuation retirement with at least five years of credited service
under the State or Public School Employees' Retirement Systems
and/or TIAA-CREF.
(ii) Disability retirement under the State or Public School Employees'
Retirement Systems and/or TIAA-CREF.
(iii) Other retirement with at least 25 years of credited service under the
State or Public School Employees' Retirement Systems and/or TIAA-
CREF.
(iv) Death prior to retirement or separation after seven years of credited
service under the State or Public School Employees' Retirement
Systems and/or TIAA-CREF except as provided in paragraph (3).
(2) Payment will be according to the following schedule:
Days Available at
Retirement or Death
Percentage Buy-Out
Maximum
Days
0 - 100 30% 30
101 – 200 40% 80
201 – 300 50% 150
300+ (in last year of
employment)
100% of days over
300
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(3) In the event of a work-related death of an employee, 100 percent of the
employee's earned, unused sick leave will be paid unless the surviving
spouse or minor children are entitled to benefits under Section 1 of the Act
of June 24, 1976, P.L. 424, 53 P.S. § 891, in which case 30 percent of the
employee's earned, unused sick leave to a maximum of 90 days will be
paid.
(4) Payment will not be made for partial days of earned, unused sick leave.
The portion of unused sick leave paid upon retirement will not add to the
credited service of the retiring employee or to the retirement-covered
compensation of the employee.
8.27 Carryover. Unused sick leave may be carried over from one calendar year to the
next. The amount carried over may not exceed 300 days, i.e., 2,250 hours for a 37.5-
hour week or 2,400 hours for a 40-hour week.
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8.28 Reemployment within 12 Months.
(a) An individual who is reemployed by a commonwealth agency within 12 months
following termination will be credited with earned unused sick leave from the
previous commonwealth employment if the previous agency met one of the
criteria described in Section 8.26(a) (relating to transfer of and payment for
earned unused sick leave).
(b) A furloughee who is terminated and subsequently reemployed or recalled from
furlough prior to the expiration of the furloughee's recall rights by a
commonwealth agency will be credited with unused sick leave earned up to the
date of termination if the previous agency met one of the criteria described in
Section 8.26(a).
(c) An employee who received payment for earned, unused sick leave at retirement
under Section 8.26(c) (relating to transfer of and payment for earned unused sick
leave) may not be credited with earned, unused sick leave from the previous
commonwealth employment upon reemployment as set forth in subsection (a) or
(b).
8.29 Special Extension.
(a) Initial entitlement.
(1) The head of an agency may consider special extension of sick leave for an
employee who:
(i) Is a permanent employee.
(ii) Has at least one year of leave service credit.
(iii) Has used all earned annual, personal and sick leave.
(iv) Has used all annual and sick leave that could be anticipated in the
current calendar year.
(v) Can substantiate a serious health condition as defined by the FMLA of
1993 using the commonwealth’s Serious Health Condition Certification
form.
(vi) Is expected to return to duty.
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(2) Initial entitlements for full-time employees are:
Credited Service
Length of
Workweek
Maximum Initial
Entitlement
Over 1 year to 2 years
37.5 hours
40 hours
37.5 hours (5 days)
40 hours (5 days)
Over 2 years to 5 years
37.5 hours
40 hours
75 hours (10 days)
80 hours (10 days)
Over 5 years to 10 years
37.5 hours
40 hours
112.5 hours (15 days)
120 hours (15 days)
Over 10 years
37.5 hours
40 hours
150 hours (20 days)
160 hours (20 days)
(3) Initial entitlements for part-time employees are prorated.
(4) If a period of absence due to an employee’s serious health condition spans
two leave calendar years, the portion of the absence that falls in the second
leave calendar year is considered as an initial entitlement for the second
leave calendar year.
(5) An approved initial entitlement for special extension of sick leave is not
payable for the period after an employee's termination or death.
(6) One copy of the approved form STD-335, Request for Special Extension of
Sick Leave, and the commonwealth’s Serious Health Condition Certification
form for the initial entitlement must be sent to the Bureau of Employee
Benefits and Services, Office of Administration.
(7) The Office of Administration will conduct an annual audit of the initial
entitlements approved by agency heads during the preceding year. Failure
to comply with this subsection will result in the adjustment by approving
agencies of individual initial entitlements not in compliance.
(b) Requests beyond initial entitlement. Requests beyond initial entitlement
must comply with the following:
(1) Upon request of the head of an agency, the Executive Board will consider
special extension of sick leave beyond the initial entitlement for an
employee who:
(i) Meets the requirements of subsection (a).
(ii) Has a clearly established case of severe hardship.
(2) Documentation used by agency heads to determine severe hardship must
be submitted with a second STD-335 Request for Special Extension of Sick
Leave and the commonwealth’s Serious Health Condition Certification form
to the Deputy Secretary for Human Resources Management.
(3) An approved request beyond initial entitlement for special extension of sick
leave is not payable for the period after an employee's termination or death.
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8.30 Agency Heads and Members of Departmental Boards and Commissions – Sick
Leave.
(a) An agency head or member of a departmental board or commission may not earn
or use sick leave. Time absent for reasons of illness is neither recorded nor
charged.
(b) An agency head or member of a departmental board or commission who was an
employee of the commonwealth receiving sick leave under this subpart
immediately prior to appointment will have unused sick leave frozen at the time
of appointment.
(c) An agency head or member of a departmental board or commission who retires
from commonwealth employment will receive payment for the amount of sick
leave frozen under subsection (b), under Section 8.26(c) (relating to transfer of
and payment for earned unused sick leave). The sick leave payment will be
calculated using the pay rate in effect on the date of termination for that level of
the pay scale group currently assigned to the job the individual occupied
immediately before becoming an agency head or member of a departmental
board or commission or at the pay rate in effect for the individual when the
individual was last eligible to earn sick leave under Section 8.22, whichever pay
rate is higher.
(d) An agency head or member of a departmental board or commission who
terminates commonwealth employment, transfers to either the legislative or
judicial branch of government or transfers to an agency that does not meet any
of the criteria in Section 8.26(a) will not be paid for unused sick leave frozen
under subsection (b).
(e) If, after serving as an agency head or member of a departmental board or
commission, an individual reverts, without a break in service, to a position that
earns leave, the amount of sick leave frozen under subsection (b) will be restored
to the employee's leave account.
PERSONAL LEAVE
8.31 General.
(a) Personal leave is time away from the job with compensation for reasons of a
personal nature. An employee will not be required to divulge the reason for the
leave request as a condition of receiving personal leave.
(b) The rate of compensation for personal leave is an employee's regular
compensation in effect for the employee's regular classification, subject to
conditions established by the Secretary of Administration through the Directives
Management System relating to temporary assignment in higher classifications.
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8.32 Personal Leave Entitlement.
(a) Permanent full-time employees are eligible for personal leave days as follows:
(1) One paid personal leave day will be earned in the employee's first leave
calendar year of employment. An employee must be in an active pay status
for at least 150 hours (37.5 hour workweek) or 160 hours (40 hour
workweek) during the leave calendar year to qualify for the paid personal
leave.
(2) One paid personal leave day per one-half leave calendar year will be earned
in the employee's second leave calendar year of employment. An employee
must be in an active pay status for at least 150 hours (37.5 hour workweek)
or 160 hours (40 hour workweek) during the one-half leave calendar year to
qualify for the paid personal leave.
(3) One paid personal leave day per leave calendar quarter will be earned in the
employee's third and subsequent leave calendar years of employment. An
employee must be in an active pay status for at least 150 hours (37.5 hour
workweek) or 160 hours (40 hour workweek) during the quarter to qualify
for that quarter's entitlement.
(b) A permanent part-time employee who is in an active pay status, the prorated
amount of hours in subsection (a) (1), (2), or (3), will receive personal leave
days on a pro rata basis to the nearest half day.
8.33 Anticipated Personal Leave.
(a) Personal leave to which an employee may become entitled during a leave
calendar year may be granted at the discretion of the agency head before it is
actually earned. An employee who anticipates personal leave and is
subsequently separated from commonwealth service must reimburse the
commonwealth for those days of personal leave taken but not earned. The
commonwealth will make diligent efforts to collect payment for unearned leave.
If the account is determined uncollectible, it will be referred to the Attorney
General.
(b) In the event of the death of an employee, any anticipated personal leave will be
treated as earned approved leave.
8.34 Transfer of and Payment for Earned Unused Personal Leave.
(a) An employee who transfers from a position in one commonwealth agency to a
position in another commonwealth agency will be credited in the gaining agency
for unused personal leave earned before the transfer occurred if the losing
agency meets one of the following conditions:
(1) Is subject to the regulatory authority of the Executive Board regarding paid
leave, Section 709(e) of “The Administrative Code of 1929.”
(2) Participates in the commonwealth’s SAP time module administered by the
Office of Administration.
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(3) Has a reciprocal leave agreement filed with the Office of Administration for
the transfer of personal leave.
(b) An employee who terminates commonwealth employment, transfers to either the
legislative or judicial branch of government, or transfers to another agency which
does not meet any of the criteria described in subsection (a)(1), (2) or (3) will be
paid for earned unused personal leave in a lump sum by the losing agency before
the transfer or termination occurs. An employee who transfers to a position that
does not earn personal leave will be paid for earned unused personal leave in a
lump sum by the agency where the employee was last eligible to earn leave
under Section 8.32.
8.35 Scheduling and Carryover of Personal Leave.
(a) Personal leave should be scheduled and granted for periods of time requested by
an employee subject to the agency's responsibility to maintain efficient
operations.
(b) If an employee on injury leave is unable to take personal leave, the calendar year
will be extended seven pay periods for rescheduling purposes. The seven pay
period extension will begin upon return from injury leave.
(c) Unused personal leave may not be carried over from one calendar year to the
next, except as provided in subsection (b). Employees will be permitted to use
personal leave days into the first seven pay periods of the next leave calendar
year. Any days which are not scheduled and used during the first seven pay
periods of the next leave calendar year will be lost. An employee who terminates
employment prior to expiration of the seven pay period extension will be paid for
unused personal leave under Section 8.34(b) (relating to transfer of and payment
for earned unused personal leave).
8.36 Agency Heads and Members of Departmental Boards and Commissions –
Personal Leave. An agency head or a member of a departmental board or
commission may not earn or use personal leave. Personal days off are neither
recorded nor charged.
ADMINISTRATIVE LEAVE
8.41 Reasons for Administrative Leave.
(a) Administrative leave is time away from work with compensation for the following
purposes, if proper notice is given to the agency and the leave has been
approved by the agency head:
(1) To vote or serve as a watcher at a labor elections site.
(2) To take a state civil service examination administered only during the
employee's regular workday. Leave for this purpose is allowed on one
occasion during each 1/2 leave calendar year for a permanent employee
and may not exceed the lesser of the normal shift or the time required to
travel to and from the examination site and to take the examination.
(3) To take a physical examination for entering the armed forces.
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(4) To compete in international and world championships as specified in
Management Directive 530.10, Administrative Leave to Compete in
International and World Championships (relating to administrative leave to
compete in International World Championships), to a maximum of 30
workdays per leave calendar year.
(5) To donate blood, to a maximum of four hours per leave calendar year as
specified in Management Directive 530.21, Paid Leave for Blood Donation.
(b) The Secretary of Administration may authorize the use of administrative leave for
other reasons. When the reasons for additional administrative leave have
general applicability, they will be published through the Directives Management
System.
CIVIL LEAVE
8.51 General. Civil leave is time away from the job for jury duty, court attendance,
firefighting duties, emergency medical technician duties, Civil Air Patrol activities,
emergency management rescue work or Red Cross disaster relief work.
8.52 Jury Duty, Court and Administrative Hearing Attendance.
(a) A permanent employee who fulfills civic duties as a juror or witness in court
proceedings and has not volunteered for jury duty and is called for jury duty or is
not a party in a civil or criminal court proceeding but is subpoenaed as a witness
to attend court proceedings, will be granted civil leave while attending court.
(1) Civil leave will be granted for the period of time (including reasonable travel
time) when the employee's regularly scheduled work is in conflict with the
required court attendance time. An employee will be eligible to receive a
maximum of one day's pay at the employee's regular straight time rate
(one full shift) for each day of required court attendance.
(2) If an employee works a second or third shift and the employee's hours of
work are not in conflict with the required court attendance time, the
employee will be granted civil leave equal to the required court attendance
time plus reasonable travel time up to a full shift for each day of the
required court attendance during the employee's regular shift either
immediately preceding or subsequent to the court appearance.
(b) Approval of civil leave to attend court for the reasons in subsection (a) must be
obtained in advance from the agency head.
(c) An employee required to attend court for the reasons in subsection (a) must,
insofar as practical, perform normal duties before court convenes or after it
adjourns.
(d) The term court used in this section includes only the following:
(1) Minor Judiciary Court.
(2) Courts of Common Pleas.
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(3) Commonwealth Court.
(4) United States District Court.
(e) A permanent employee who is subpoenaed as a witness or who is a party in the
following administrative hearings will be granted civil leave while attending the
hearings:
(1) Unemployment Compensation.
(2) Workers' Compensation.
(3) Workers' Compensation Appeal Board.
(f) A permanent employee who is subpoenaed as a witness in the following
administrative hearings will be granted civil leave while attending the hearings:
(1) State Civil Service Commission.
(2) Human Relations Commission.
(g) Evidence of the duty in the form of a subpoena or other written notification from
the relevant court or administrative authority must be presented to the
employee's immediate supervisor as far in advance as practicable.
8.53 Firefighting, Emergency Medical Technician, Emergency Management, Civil Air
Patrol and Red Cross.
(a) Permanent employees, while performing firefighting duties, emergency medical
technician duties, Civil Air Patrol activities, or emergency management rescue
work during a fire, flood, hurricane, or other disaster may be granted civil leave.
Certified Red Cross disaster relief volunteers also may be granted civil leave to
perform disaster relief work for the Red Cross during a state of emergency
declared by a Governor.
(b) Volunteer participation in firefighting activities, emergency medical technician
activities, Civil Air Patrol activities, emergency management rescue work or
disaster relief work for the Red Cross requires the prior approval of the agency
head. Employees absent from work for reasons under subsection (a) are
required to obtain a written statement from the fire company, forest unit,
emergency management unit, Red Cross, or other organization with which they
served certifying as to their activities during the period of absence.
EDUCATIONAL LEAVE WITH PAY
8.61 General.
(a) Educational leave is time away from the job with compensation for the purpose of
attending out-service training.
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(b) An employee may be authorized by the agency head or designee to use
educational leave with pay for purposes of part-time out-service training, not to
exceed 20 days per leave calendar year, under Management Directive 535.3,
Out-Service Training.
(c) Educational leave for full-time out-service training may be granted by the
Secretary of Administration only for a permanent employee with 2 or more years
of service when management sees a need for an employee to pursue full-time
courses of study which are related to present or future job assignments and
which can be expected to improve the employee's value to the commonwealth.
Policies regarding out-service training are contained in Management Directive
535.3, Out-Service Training.
MILITARY LEAVE WITH PAY
8.71 Military Reserve.
(a) Under 51 Pa.C.S. 4102 of Title 51 (Military Affairs), a permanent employee of the
commonwealth who is a member of reserve components of the Armed Forces of
the United States is entitled to military leave with compensation when engaged in
the active service of the United States or for all types of training duty ordered or
authorized by the Armed Forces of the United States. Such training duty may
either be active or inactive duty training and will include, but is not limited to, the
following:
(1) Annual active duty for training.
(2) Attendance at service schools.
(3) Basic training.
(4) Short tours of active duty for special projects.
(5) Attendance at military conferences and participation in a command post
exercise or maneuver which is separate from annual active duty for training
or inactive duty training.
(b) For active military service or military training duty as provided under subsection
(a), the maximum military leave with compensation will be 15 workdays per
leave calendar year.
(c) The rate of compensation for military leave is the employee’s regular
compensation for the employee’s regular classification, subject to conditions
established by the Secretary of Administration through the Directives
Management System relating to temporary assignments in higher classifications.
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8.72 Pennsylvania National Guard.
(a) Under 51 Pa.C.S. 4102 of Title 51 (Military Affairs), a permanent employee of the
commonwealth who is a member of the Pennsylvania National Guard is entitled to
military leave with compensation for all types of training duty (active and
inactive) or other military duty ordered or authorized by the Armed Forces of the
United States. Such duty will include but is not limited to the following:
(1) Annual active duty for training.
(2) Attendance at service schools.
(3) Basic training.
(4) Short tours of active duty for special projects.
(5) Attendance at military conferences and participation in a command post
exercise or maneuver which is separate from annual active duty for training
or inactive duty training.
(6) Other military duty.
(b) For military training duty or other military duty as provided in subsection (a), the
maximum military leave with compensation is 15 workdays per leave calendar
year.
(c) Military leave with compensation also will be granted to a member of the
Pennsylvania National Guard on all workdays during which, as a member of the
Pennsylvania National Guard, the member is engaged in active state duty
ordered by the Governor under the provisions of Title 51 (Military Affairs), 51 Pa.
C.S. § 101. Military leave with compensation for active state duty is in addition
to the 15 days of paid military leave described in subsections (a) and (b).
(d) The rate of compensation for military leave is the employee’s regular
compensation for the employee’s regular classification, subject to conditions
established by the Secretary of Administration through the Directives
Management System relating to temporary assignment in higher classifications.
8.73 Act 150 of 2006.
(a) Under 51 Pa. C.S. § 4102, as amended by Act 150 of 2006, effective January 8,
2007 and retroactive to January 1, 2005 (relating to leaves of absence for certain
government employees), a permanent employee of the commonwealth who is a
member of the Pennsylvania National Guard or a member of the Reserve
Component of the Armed Forces of the United States is entitled to up to 15
workdays of additional military leave with compensation for military duty as
follows:
(1) Periods of active duty of 30 or more consecutive calendar days authorized
under 10 U.S.C. § 12301, § 12302 or § 12304 or under 32 U.S.C. § 502(f).
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(2) Duty must be involuntary or under Contingency Operations Temporary Tour
of Active Duty (COTTAD), or voluntary in a combat zone, or in response to
a domestic emergency.
(3) Duty must be performed away from the home station (as temporary duty
elsewhere (TDY).
(4) Periods of active duty for training and Active Guard Reserve (AGR) duty are
excluded.
(b) For military duty as provided in subsection (a) above, the maximum military
leave with compensation is 15 workdays per leave calendar year. These 15
workdays are in addition to the 15 days of military leave with compensation
described in 8.71 and 8.72.
PAID INJURY LEAVE
8.81 General.
(a) Paid injury leave is a leave of absence for which accrued sick, annual, or personal
leave is used, at the employee's option, to supplement the indemnity benefits
paid under the “Pennsylvania Workers’ Compensation Act.”
(b) The provisions of Sections 8.82 and 8.83 are consistent with the Family and
Medical Leave Act (FMLA) of 1993, 29 U.S.C. § 2601 et seq., and leave granted
in accordance with these sections will be designated as leave under the
provisions of the Act.
8.82 Eligibility for Paid Injury Leave.
(a) An employee who sustains an incapacitating work-related injury on or after
July 1, 1996, as determined by a decision issued through the operation of the
Workers' Compensation Program, is eligible to elect to use paid injury leave.
Eligibility ends when eligibility under the Workers' Compensation Program ends or
when the supplement ends as provided in Section 8.83.
(b) Paid injury leave is not applicable to certain employees of the departments of
Public Welfare, Corrections, State Police, General Services, Liquor Control Board,
Board of Probation and Parole and the Office of Attorney General whose injuries
are within the scope of either the Act of December 8, 1959, P.L. 1718, 61 P.S. §§
951 and 952, referred to as Act 632/534, or the Act of June 28, 1935, known as
the “Heart and Lung Act,” P.L. 477, 53 P.S. §§ 637 and 638.
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8.83 Paid Injury Leave Benefits.
(a) An employee will be charged one full day of accrued leave for each day of paid
injury leave. While on paid injury leave, an employee will be paid an amount
equal to full pay reduced by an amount that yields a net pay, including workers'
compensation and social security disability benefits, that is equal to the
employee's net pay immediately prior to the injury. Net pay is defined as gross
pay minus federal, state and local withholding taxes, unemployment
compensation taxes, Social Security and retirement contributions. Paid injury
leave is payable for the duration of accrued leave provided no unpaid injury leave
is used. If both paid and unpaid injury leave are used, paid injury leave is
payable for an aggregate of 12 months or for the duration of the disability,
whichever is less. The aggregate of 12 months may not extend beyond three
years from the date of injury. Paid injury leave benefits are subject to conditions
established by the Secretary of Administration through the Directives
Management System.
(b) Regardless of other provisions in this section, compliance with the FMLA must be
ensured. Therefore, employees who have been employed at least 12 months
(total employment, even if the employment was not continuous) and have been
paid at least 1,250 hours (includes regular and overtime hours paid, but excludes
holidays and other paid time off) during the previous 12 month period are
entitled to use accumulated leave in order to receive paid injury leave for a
period of up to 12 weeks (minus any injury leave or any other FMLA qualifying
leave used within the last 12 months) in a rolling 12 month period.
LEAVE DONATIONS
8.91 General.
(a) A permanent employee may donate annual and personal leave to a designated
permanent employee in the employee’s agency who has used all accrued and
anticipated paid leave for the current leave calendar year.
(b) The leave is to be used for the recipient’s own catastrophic injury or illness or for
the catastrophic injury or illness of a family member, as defined in subsection
(d). The leave may be used as bereavement leave if the employee’s family
member dies and the employee has no accrued or anticipated sick leave
available, subject to the limitations for the use of sick bereavement leave.
(c) Catastrophic injury or illness is defined as a condition that poses a direct threat to
life or to the vital function of major bodily systems or organs and would cause the
employee to take leave without pay or terminate employment.
(d) Family member is defined as a husband, wife, domestic partner, child, step-child,
or parent of the employee, child of the employee’s domestic partner, or any other
person qualifying as a dependent under Internal Revenue Service eligibility
criteria.
8.92 Recipients.
(a) A catastrophic injury or illness must be documented on the commonwealth’s
serious health condition certification form.
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(b) Donated leave may not be used for work-related injuries or illnesses.
(c) An employee must be absent 20 workdays due to the catastrophic condition in
the current leave calendar year to be eligible for donation of leave and may use
sick, annual, personal, sick family, holiday, compensatory, or unpaid leave, as
appropriate, to cover the 20 days of absence. A separate accumulation period
must be met for each catastrophic illness or injury and for each leave calendar
year in which donated leave is used. Donated leave may not be applied to the
required 20-workday accumulation period.
(d) All accrued and anticipated annual and sick leave and all accrued personal,
holiday and compensatory leave must be used before donations may be received.
When used for a family member, five days of sick family and any additional sick
family leave to which the employee is entitled must be used before leave
donations may be received for a family member.
(e) Up to 12 weeks of donated leave per leave calendar year may be received for all
conditions of the employee and family members cumulatively. Donations may
not be received in more than two consecutive leave calendar years.
(f) The recipient’s entitlement to SPF Absence and leave under the Family and
Medical Care Leave Act will be reduced, where applicable, by donated leave that
is used.
8.93 Donors.
(a) An employee may voluntarily donate accrued annual and personal leave to
another employee within the donor’s agency who meets the requirements for
donations. Donations may be made to multiple employees, as long as the
minimum donation is made to each employee.
(b) In the event that an employee does not receive sufficient donations from
employees within the employee’s own agency, the employee needing donations
will be permitted to seek donations from permanent employees in other agencies
under the Governor’s jurisdiction within a reasonable geographic distance
through the requesting employee’s designated local human resources contact.
An exception to the reasonable geographic distance limitation will be allowed for
relatives of the employee who wish to make donations.
(c) Donations must be made in increments of one day, but not more than five days
can be donated to any one employee in the same leave calendar year.
(d) A donating employee’s annual leave quota after donation cannot be less than the
equivalent of five workdays of leave.
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Subchapter C. LEAVE WITHOUT PAY
SICK, PARENTAL AND FAMILY CARE (SPF) ABSENCE
Section 8.101 General
Section 8.102 Absence Requests
Section 8.103 Eligibility
Section 8.104 Entitlement
Section 8.105 Paid Leave
Section 8.106 Intermittent or Reduced-Time Absence
Section 8.107 Extended Sick, Parental and Family Care (ESPF) Absence
Section 8.108 Return to Work Rights
MILITARY LEAVE WITHOUT PAY
Section 8.131 General
Section 8.132 Granting, Duration and Expiration
Section 8.133 Reemployment
Section 8.134 Retirement Rights
Section 8.135 Loss of Benefits
Section 8.136 Annual, Sick and Personal Leave
Section 8.137 Physical Examination
Section 8.138 Guidelines for Benefits Continuation
REGULAR LEAVE WITHOUT PAY
Section 8.141 Non-Civil Service Employees
Section 8.142 Civil Service Employees
INJURY LEAVE WITHOUT PAY
Section 8.151 General
Section 8.152 Eligibility for Injury Leave without Pay
MISCELLANEOUS LEAVE PROVISIONS
Section 8.161 Agency Written Leave Management Policies
Section 8.162 Records and Reports
Section 8.163 Absence without Leave
Section 8.164 Resignation Following Leave without Pay
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SICK, PARENTAL AND FAMILY CARE (SPF) ABSENCE
8.101 General.
(a) The absence provisions described below are consistent with the FMLA of 1993
except where more generous benefits are granted by the commonwealth. The
FMLA requires qualifying employers to provide at least 12 weeks of leave (with or
without pay) with benefits within a 12 month period for the reasons described
below as long as the employee was employed at least one year and worked at
least 1,250 hours during the previous 12 month period.
(b) SPF absence is a paid or unpaid absence from work with benefits due to the
serious health condition of an employee, the serious health condition of a
qualifying family member when the employee is attending to the medical needs
of the family member, or for the birth, adoption or foster care placement of a
child. SPF absences are designated as FMLA leave in accordance with the
provisions of the FMLA.
(c) SPF absence is only available to permanent employees.
(d) Details regarding this absence policy are published through the Directives
Management System. (Reference Management Directive 530.30, Sick, Parental
and Family Care Absence.)
8.102 Absence Requests.
(a) All requests for SPF absences, including paid SPF absences, shall be made at
least two weeks in advance, if circumstances permit. When not foreseeable,
requests shall be made as soon as practicable to ensure protection under the
FMLA.
(b) This request shall be made in writing on the commonwealth’s request for SPF
absence form.
(c) Requests shall include medical information on the commonwealth’s serious health
condition certification form or for parental reasons, proof of child’s birth or
custody.
8.103 Eligibility.
(a) Eligibility is determined based on two factors: One year of service (at least 26
pay periods of leave service credit) and 1,250 hours worked during the 12 month
period preceding the date of the first absence of each event. An event is a
specific reason or medical condition for which an SPF absence is approved.
Regular hours and overtime hours worked and all military absence hours count
toward the 1,250 hour requirement; holidays and other paid and unpaid
absences do not count.
(b) Once eligibility is determined for the SPF event, the employee remains eligible for
that SPF event for the next 12 months as long as SPF absence entitlement is
available and the absence is medically certified as required.
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(c) Eligibility is re-measured at the end of each 12 month period and for each new or
different SPF event.
8.104 Entitlement.
(a) Employees who meet SPF eligibility are entitled up to six months within a rolling
year for all SPF events. If an employee has in excess of six months of paid leave,
the entitlement is not limited to six months. Because a rolling year is the 12
month period measured backward from the date of each absence, an employee’s
entitlement can change by the day.
(b) All absences for sick leave without pay, parental leave without pay and family
care leaves without pay with benefits absences and all paid SPF absences run
concurrently with and are deducted from the SPF absence entitlement.
(c) For a birth, adoption, or foster care SPF event, the absence begins upon the
employee’s request; however, it may not be used prior to the date of birth,
custody, or placement, except when required for adoption or foster care
placement to proceed. The SPF event shall expire one year from the date of
birth, adoption, or placement for foster care, regardless of whether or not the
entire SPF absence entitlement has been used.
8.105 Paid Leave.
(a) Upon commencement of each SPF absence, all applicable accrued sick leave
(including sick family and additional sick family leave) must be used before any
other paid or unpaid absence. Sick leave is only required to be used and may
only be used for reasons in which sick leave is ordinarily used.
(b) After all applicable, accrued sick leave is used, employees may choose to use
accrued annual, personal, and holiday leave. Employees also may choose to use
anticipated annual, personal and/or sick leave in accordance with anticipation
rules.
(c) All forms of paid leave used, beginning with sick leave, will run concurrently with
the commencement of and be deducted from the SPF absence entitlement.
8.106 Intermittent or Reduced-Time Absence.
(a) SPF absences that are medically necessary may be taken on an intermittent or
reduced-time basis only during the initial 12 weeks of absence in a rolling year.
For parental absence, approval is at the agency’s discretion.
(b) For all intermittent or reduced-time absences, the employee shall attempt to
develop a schedule, working cooperatively with the supervisor, which meets the
employee’s needs with consideration to the times that are least disruptive to
normal operations, subject to the approval of the health care provider.
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(c) If eligibility is established and entitlement is available, requests for SPF absences
after the first 12 weeks of absence in a rolling year shall be approved only when:
the period of absence is full-time and is expected and medically certified to be at
least two consecutive weeks; or the employee has a catastrophic illness or injury
that poses a direct threat to life or to the vital function of major bodily systems
or organs; or the employee requests to work on a reduced-time basis for parental
reasons and approval for a specific timeframe is granted at the agency’s
discretion.
8.107 Extended Sick, Parental and Family Care (ESPF) Absence.
(a) Employees are entitled to up to six months of ESPF absence without benefits
when a request for absence is made in writing, proof of the need for continuing
absence is provided on the commonwealth’s serious health condition certification
form and the absence is contiguous to the expiration of SPF absence.
(b) When the one year of service eligibility requirement has not been met and the
ESPF absence is for at least two consecutive weeks ESPF absence will also be
provided. Note: Only one occasion within a rolling year will be approved.
8.108 Return to Work Rights.
(a) Upon return from an SPF absence, employees have the right to return to the
same or equivalent position held before commencing SPF absence.
(b) After commencing ESPF absence, employees have limited return rights. Rights
usually are to, during the remainder of the six month period, a vacant position in
the same or equivalent classification to which there are no seniority claims and
which the agency intends to fill. Refusal to return to a position that is offered will
terminate these return rights.
MILITARY LEAVE WITHOUT PAY
8.131 General.
(a) Employees of the commonwealth who leave their jobs for the performance of
duty, voluntarily or involuntarily, in any branch of the Armed Forces of the United
States, any of its Reserve components, any of its National Guard components, or
the commissioned corps of the Public Health Service for the purpose of training or
service must be granted military leave without pay. The provisions of Sections
8.131 through 8.136 are consistent with Chapter 43, Part III, of Title 38 United
States Code and Military Code, 51 Pa. C. S. § 7301 et seq.
(b) Employees who are on military leave without pay will have their duties performed
either by remaining employees and their positions kept vacant or by temporary
substitutes.
8.132 Granting, Duration and Expiration.
(a) Military leave without pay must be granted for the following military service:
(1) For all active duty (including full-time National Guard duty).
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(2) For initial active duty for training.
(3) For other active or inactive military training duty. Employees who volunteer
for additional duty not required as part of routine training must provide four
weeks notice, if possible, to their immediate supervisor prior to the
commencement of such duty.
(b) Military leave without pay is available for five years plus any involuntary service
during wartime or national emergency. The five years is cumulative throughout
employment with the commonwealth.
(c) Military leave without pay will expire:
(1) For periods of more than 180 days, no more than 90 days after the
completion of the service.
(2) For periods of service of more than 30 days but less than 181 days, no
more than 14 days after the completion of the service.
(3) For periods of service that were less than 31 days, the first full regularly
scheduled work period following the period of service or up to eight hours
after an opportunity to return from the place of service to the employee's
home.
(4) For periods of hospitalization or convalescence from illness or injury
incurred during the period of service, up to two years after the period of
service or when recovered, whichever occurs sooner.
(5) For circumstances beyond an employee's control, the above periods may be
extended upon demonstration of such circumstance.
8.133 Reemployment. Employees have the right to return to employment at the time of or
prior to the expiration of military leave upon notifying the agency head of the desire
and availability to return to commonwealth service, provided the following are met:
(a) The employee is capable of performing the essential functions of the position.
(b) For temporary employees, the temporary position has not yet expired.
(c) For periods of service delineated in Section 8.132(c)(1) and (4), written
application for reemployment is provided to the agency head.
8.134 Retirement Rights. Employees who are granted military leaves may, under
conditions provided in the Military Code (51 P. S. § 7306) and Chapter 43, Part III, of
Title 38 United States Code, and in accordance with procedures prescribed by the
SERS and the Public School Employees' Retirement System, choose either to continue
or discontinue making regular payments into their retirement accounts.
8.135 Loss of Benefits. Employees who are separated from the service under other-than-
honorable-condition, bad conduct, or dishonorable discharge will not be entitled to any
of the benefits of Sections 8.131 through 8.136 except such vested rights as they may
have acquired thereto by virtue of payments into retirement accounts.
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8.136 Annual, Sick and Personal Leave. Employees granted military leaves for active
duty may be paid for annual and personal leave, may use annual or personal leave
that was accrued prior to the commencement of military duty, or may have annual and
personal leave frozen. Sick leave earned and not used at the time of entry into the
Armed Forces will be available to employees upon return to work. Employees will not
earn annual, sick, or personal leave while on military leave without pay.
8.137 Physical Examination. Employees will be granted one day of administrative leave
with pay to take any physical examination required in connection with entering the
Armed Forces. An extension of such paid leave, not to exceed two additional days,
may be approved by the agency if the employee certifies, in writing, that more than
one day is required to complete the examination.
8.138 Guidelines for Benefits Continuation. Guidelines established by the Secretary of
Administration regarding state-paid benefits while on military leave without pay and
continuation of state-provided benefits at employees' expense are published through
the Directives Management System. (Reference Management Directive 530.26,
Benefit Entitlements for Employees on Military Leave.)
REGULAR LEAVE WITHOUT PAY
8.141 Non-Civil Service Employees.
(a) Leave without pay may be granted to non-civil service employees for such
purposes and for such periods of time as may be authorized by agency heads.
Employees are not required to use accumulated sick or annual leave prior to
commencement of a leave without pay. Employees may return to employment
within the agency from which the leave without pay was granted at the discretion
of the agency head.
(b) When an employee, granted a leave without pay, is covered by a labor
agreement or an arbitration award adopted by the Executive Board, those
provisions take precedence.
8.142 Civil Service Employees.
(a) Leave without pay may be granted to civil service employees by agency heads in
accordance with 4 Pa. Code, Chapter 101 and § 807.1 of the “Civil Service Act.”
Employees are not required to use accumulated sick or annual leave prior to
commencement of a leave without pay. Employees may return to employment
within the agency from which the leave without pay was granted, subject to the
provisions of 4 Pa. Code, Chapter 101 and § 807.1 of the “Civil Service Act”.
(b) The provisions of labor agreements with respect to leaves of absence without pay
may be applied to civil service employees when they are not in conflict with 4 Pa.
Code, Chapter 101, or § 807.1 of the “Civil Service Act”.
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INJURY LEAVE WITHOUT PAY
8.151 General.
(a) Injury leave without pay with benefits is a leave of absence available to
employees who sustain a work-related injury and either have no accrued leave
available or elect not to use accrued sick, annual, or personal leave to
supplement workers' compensation benefits.
(b) The provisions of Sections 8.141 and 8.142 are consistent with the FMLA of 1993,
and leave granted in accordance with these sections will be designated as leave
under the provisions of the Act.
8.152 Eligibility for Injury Leave without Pay.
(a) An employee who sustains an incapacitating work-related injury as determined
by a decision issued through the operation of the Workers' Compensation
Program is eligible to elect injury leave without pay with benefits. Injury leave
without pay with benefits, either alone or in combination with paid injury leave, is
available for an aggregate of 12 months or for the duration of the disability,
whichever is less. The aggregate of 12 months may not extend beyond three
years from the date of injury. For employees with continuing disability, the time
between the end of injury leave without pay with benefits and the date that is
three years from the date of injury will be leave without pay without benefits.
Injury leave without pay is subject to conditions established by the Secretary of
Administration through the Directives Management System.
(b) Regardless of other provisions in this section, compliance with the FMLA must be
ensured. Therefore, employees who have been employed at least 12 months
(total employment, even if the employment was not continuous) and have been
paid at least 1,250 hours (includes regular and overtime hours paid, but excludes
holidays and other paid time off) during the previous 12 month period are
entitled to a period of up to 12 weeks injury leave without pay (minus any injury
leave or any other FMLA qualifying leave used within the last 12 months) in a
rolling 12 month period.
(c) Injury leave without pay is not applicable to certain employees of the
Departments of Public Welfare, Department of Corrections, Department of
General Services, Liquor Control Board, Board of Probation and Parole,
Pennsylvania State Police and the Office of Attorney General whose injuries are
within the scope of either the Act of December 8, 1959, P.L. 1718, 61 P. S. §§
951 and 952, referred to as Act 632/534, or the Act of June 28, 1935, known as
the “Heart and Lung Act,” P.L. 477, 53 P. S. §§ 637 and 638.
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MISCELLANEOUS LEAVE PROVISIONS
8.161 Agency Written Leave Management Policies. Each agency must maintain written
leave management policies and procedures for areas that are not specifically
addressed in the human resources management rules, the collective bargaining
agreements, leave-related management directives, or in Manual 530.7, Absence
Program. Such policies or practices should include: employee call off procedures due
to illness or emergency; notice requirements, if any, for use of non-emergency leave;
information to help supervisors identify potential sick leave misuse; leave related
disciplinary information; leave auditing information; and other related areas based on
each agency's needs.
8.162 Records and Reports.
(a) Each department and agency must maintain appropriate records of leave
entitlements and usage and will be required to prepare such reports as the
Secretary of Administration deems necessary to ensure proper leave
administration.
(b) Supervisors and timekeepers must ensure that all time not worked is properly
accounted for and all leave is correctly recorded and entered through the
commonwealth's SAP time module.
8.163 Absence without Leave. An employee who is absent from work without
authorization will be considered absent without leave and will not receive
compensation for the period of absence.
8.164 Resignation Following Leave without Pay. A failure to report for work following
the termination of a leave without pay will subject the employee to termination action
effective on the first day after the last day of leave without pay.
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CHAPTER 9. EMPLOYEE PERFORMANCE MANAGEMENT
Subchapter A. PERFORMANCE MANAGEMENT
Subchapter B. PROBATIONARY PERIODS
Subchapter C. EMPLOYEE RECOGNITION
Subchapter A. PERFORMANCE MANAGEMENT
Section 9.1 Performance Management Objectives
Section 9.2 Performance Evaluation Systems
Section 9.3 Standards of Performance
Section 9.4 Raters
Section 9.5 Performance Evaluation Review
Section 9.6 Training and Development Needs
Section 9.7 Evaluations Tied to Furloughs
9.1 Performance Management Objectives.
(a) Performance management involves constructive and creative direction,
assessment, training, recognition, motivation and discipline of employees by
managers and supervisors.
(b) Performance evaluation is a key component of effective performance
management. It is the duty of every supervisor to be aware of the level of
performance of employees who report to him/her. Encouragement and
assistance will be given to employees to improve substandard performance and
recognition will be given to employees whose performance exceeds the
expectations and standards of the position.
(c) The main objectives of the performance management system are to:
(1) Achieve optimum levels of performance by every employee.
(2) Develop meaningful and measurable performance standards.
(3) Determine the manner in which duties have been performed and
responsibilities carried out and provide employees with that information.
(4) Assist employees in achieving a higher level of efficiency and effectiveness
in the organization through regular supervisory evaluation of their
performance.
(5) Identify and support employees who demonstrate a capability for work at a
higher level.
(6) Identify and enhance employees’ performance through training.
(7) Identify and address unacceptable performance.
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9.2 Performance Evaluation Systems.
(a) The performance evaluation instrument covering most commonwealth employees
is the Employee Performance Review (EPR), Form 363L. This instrument is used
for all employees under the Governor's jurisdiction, including management,
supervisory and rank and file. The only exceptions are cabinet officials, Liquor
Control Board Wine & Spirits Stores personnel, Department of Education teachers
in the D4 bargaining unit, attorneys and law clerks under the jurisdiction of the
Office of General Counsel and other categories of employees designated by the
Office of Administration.
(b) The Performance Evaluation Report for Store Personnel, Form PLCB 1678, is used
to assess the performance of Pennsylvania Liquor Control Board Wine & Spirits
Stores personnel.
(c) Forms PDE 426, PDE 427 and PDE 428 are used to assess the performance of
teachers in the D4 bargaining unit in the Department of Education.
(d) The Attorney Performance Evaluation and Compensation System (APECS) is used
to assess performance of attorneys and law clerks under the jurisdiction of the
Office of General Counsel and to assign pay increases based on evaluation ratings
and other factors.
(e) All evaluation methods require employees to be rated annually. At least biannual
progress reviews are required for employees evaluated utilizing the EPR-363L
Form, PLCB 1678 Form and APECS. Agency heads can determine one annual
rating cycle for the agency or different rating cycles for organizational units
within the agency. Attorney performance reviews must be completed annually as
established by the Governor’s Office of General Counsel.
9.3 Standards of Performance.
(a) Raters, regardless of performance evaluation system used, are responsible for
establishing qualitative and quantitative expectations related to jobs, discussing
the expectations with employees and rating the performance of employees with
respect to those standards. As duty assignments change, performance standards
must be reevaluated for their applicability. Raters may collaborate with
employees on developing performance standards and job expectations.
(b) Standards and job expectations can be conveyed to employees orally or in writing
and in any format that facilitates mutual understanding of the standards and job
expectations. However, the method chosen must be consistently applied to all
employees in a supervisory unit. In addition, an agency head or designee can
determine the method for the agency or organizational segments of the agency.
(c) Human resources offices will ensure that raters are trained in the setting of
performance standards and job expectations and in the administration of
performance evaluations. They also will assist managers and supervisors in
developing performance standards and job expectations, as necessary.
(d) The relative importance of the performance factors and standards upon which
evaluations will be made will be identified and communicated to employees by
their supervisor.
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(e) All supervisors are to be evaluated on their compliance with the timely and
effective administration of the evaluation process for employees under their
supervision.
9.4 Raters.
(a) Ratings and progress reviews are to be completed on a timely basis by
supervisors familiar with the work performance of employees. Generally, this is
the immediate supervisor. However, the person who completes and signs a
performance evaluation form as the rater of an employee should not be a
member of the same collective bargaining or meet and discuss unit as that of the
employee being rated.
(b) The reviewing officer typically will be the rater's immediate supervisor. The
reviewing officer is responsible for ensuring that performance standards are
consistently applied to positions of a similar nature and standards are consistent
with agency standards and work expectations.
9.5 Performance Evaluation Review. If an employee is dissatisfied with a performance
evaluation, the employee may request to discuss it with the reviewing officer. Further
reviews within the agency may occur but the agency's decision is final. Classified
service employees may appeal alleged discrimination to the SCSC pursuant to
§ 951(b) of the “Civil Service Act.”
9.6 Training and Development Needs. After performance standards/job expectations
are established, the rater and employee should discuss the employee's training and
development needs as they relate to the achievement of the employee's
standards/expectations. When employees are rated, the rater and the employee again
should discuss training and development that has been completed and needs for the
upcoming rating period.
9.7 Evaluations Tied to Furloughs. When a reduction in workforce is necessary, the
last regular performance evaluation completed and filed with the human resources
office should be used in accordance with requirements described in 4 Pa. Code § 101.1
(relating to furlough) or the provisions of the appropriate labor agreement and Manual
580.2, Furlough of Classified Service Employees Not Covered by Labor Agreements.
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Subchapter B. PROBATIONARY PERIODS
Section 9.11 Probationary Employees
Section 9.12 Granting of Employment Status
Section 9.13 Extension of Probationary Periods
9.11 Probationary Employees.
(a) Civil service employees are required to serve a probationary period when they
are hired or promoted. The length of the probationary period varies depending
upon the classification. The majority of probationary periods are six months (180
days) but in no case more than 18 months (545 days), except for trainees where
the maximum is 24 months (730 days). Probationary periods are to be prorated
for part-time positions according to the number of hours in the employee's
workweek. Incumbents will be assigned regular status upon satisfactory
completion of the required hours.
An employee's probationary period will be adjusted for periods of leave without
pay and disability leave. Satisfactory periods of employment in emergency or
temporary status may be credited toward completion of the subsequent
probationary period in the same job classification provided the service is
continuous.
(b) Non-Civil Service, Union Represented Employees. Non-civil service
employees who are represented by a union serve a probationary period
consistent with the terms of applicable collective bargaining agreements or
memoranda of understanding.
(c) Civil Service, Union Represented Employees. Civil service employees who
are represented by a union, serve two probationary periods concurrently; one
under the Civil Service Act and one under the collective bargaining agreement or
memorandum of understanding.
(d) Non-Civil Service, Non-Union Represented Employees. Non-civil service
employees who are not covered by a collective bargaining agreement or
memorandum of understanding do not serve a probationary period. The State
Police Cadets are to be evaluated consistent with departmental procedures which
mandate an 18 month probationary period.
9.12 Granting of Employment Status.
(a) Civil Service Employees. Supervisors of civil service probationary employees
must complete a performance evaluation for the employee and indicate that
regular status is recommended in order for regular civil service status to be
granted. The appointing authority must notify the employee, in writing, that
performance has been satisfactory prior to the expiration of the employee's
probationary period and take affirmative action to grant regular status. Failure to
officially notify the employee that regular status has been granted will result in
continuation of the probationary period up to 18 months for all classifications with
the exception of training classes, which will have a maximum probationary period
of 24 months.
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(b) Non-Civil Service, Union Represented Employees. Prior to the completion of
the established probationary periods, raters of non-civil service, union
represented employees must complete a performance evaluation indicating that
the employee's performance is satisfactory or unsatisfactory. Failure to initiate
action to terminate the employee or extend the probationary period consistent
with applicable union agreements or memoranda of understanding will result in
regular employment status for the employee.
(c) Non-Civil Service, Non-Union Represented Employees. The granting of
regular employment status does not apply to non-civil service employees who are
not covered by a regular bargaining agreement or memorandum of
understanding.
9.13 Extension of Probationary Periods.
(a) Extensions of civil service probationary periods may be granted at the discretion
of the agency when employees are not performing satisfactorily in one or more
performance factors or when more time is needed to adequately evaluate the
employee's performance because of a supervisory change, reassignment,
transfer, or similar action during the probationary period. Written notification of
the extension must be received by the employee prior to the expiration of the
probationary period.
(b) Extensions of probationary periods for union represented employees (non-civil
service and civil service alike) require concurrence of the appropriate union.
(Reference Management Directive 540.7, Employee Performance Review;
Management Directive 580.8, Classified Service Probationary Periods;
Management Directive 535.5, Use of Trainee Classes in the Classified Service;
Management Directive 580.19, Promotion in the Classified Service Without
Examination; and Manual 580.2, Furlough of Classified Service Employees Not
Covered by Labor Agreements. See also Sections 603 and 804 of the “Civil
Service Act” and 4 Pa. Code §§ 97.31 through 97.39, 99.13, 99.14, 99.24 and
101.32. See also wording contained in appropriate collective bargaining
agreements and memoranda of understanding.)
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Subchapter C. EMPLOYEE RECOGNITION
9.14 General. Employee recognition programs are an effective and cost effective method
for stimulating employee motivation and productivity. Each agency must maintain a
program to recognize employees for longevity, retirement, outstanding service or
accomplishment and significant cost savings to the commonwealth. Guidelines
established by the Secretary of Administration and the Secretary of the Budget
regarding employee recognition are published through the Directives Management
System. (Reference Management Directive 505.23, Employee Recognition Program
and Management Directive 505.32, Governor’s Awards for Excellence.)
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CHAPTER 10. SENIOR MANAGEMENT SERVICE
Section 10.1 Senior Management Service Defined
Section 10.2 Assignment of Positions
Section 10.3 Criteria for Assignment of Positions
Section 10.4 Leaves of Absence for Classified Service Employees
Section 10.5 Removal of Employees
Section 10.6 Classification of Positions
Section 10.7 Compensation of Employees
Section 10.8 Audit of Positions
Section 10.9 Effects of Classified Service Furloughs While On Leave of Absence
10.1 Senior Management Service (SMS) Defined. The SMS is comprised of positions in
the commonwealth unclassified service which have broad policy participation and
management responsibility. Bureau directors, some division chiefs, regional and
district office managers and comparable level positions which meet the criteria defined
in Section 10.3 may be assigned to the SMS.
10.2 Assignment of Positions.
(a) The Secretary of Administration is responsible for conducting an ongoing review
of positions based on the criteria outlined in Section 10.3. The Secretary will
make appropriate recommendations to the Executive Board regarding assignment
of positions to the SMS.
(b) Positions will be added to or deleted from the SMS by action of the Executive
Board. Before a civil service position can be added to the SMS, the position must
be exempted by the SCSC under Section 3(c)(1) of the “Civil Service Act.”
(c) The SMS does not include deputies, press officers, legislative liaisons, executive
and special assistants and other positions which serve in a direct staff capacity to
an agency head.
10.3 Criteria for Assignment of Positions. Criteria for assignment of positions to SMS
include the following:
(a) Whether the position description reflects a role in policy formulation and
participation in policy decision-making.
(b) Whether the pay scale group reflects the policy responsibilities of the position.
(c) Whether the lines of authority and reporting sequence stemming from the
position reflect policy responsibilities of the position.
(d) The degree of impact the program of which the position is a part has on the
agency or the commonwealth.
(e) The degree of administrative discretion the position exercises in carrying out
overall departmental policy and in formulating and approving policy.
(f) Whether the responsiveness and accountability of the position is paramount to
achievement of an agency head's goals and objectives.
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10.4 Leaves of Absence for Classified Service Employees. When an employee in the
classified service is selected for a position in the SMS, the employee will be granted a
leave of absence from civil service status in accordance with § 807.1 of the “Civil
Service Act” and 4 Pa. Code § 101.62(b).
10.5 Removal of Employees.
(a) Incumbents of positions in the SMS will serve at the pleasure of the agency head.
(b) Classified service employees who enter SMS positions will, in addition to the
return rights granted under the “Civil Service Act” and civil service rules, have
retreat rights to a position not below the last pay scale group, pay scale level,
and civil service status held in the classified service prior to the leave of absence.
Retreat rights can be exercised at the initiation of the employee or the agency
and in those instances where SMS positions either cease to exist or no longer
meet the criteria for inclusion in the SMS because of an agency’s reorganization.
(c) The retreat rights of a classified service employee to a civil service position (see
subsection (b) of this section) will be the obligation of the same agency which
selected the employee for the position in the SMS except in those cases where a
SMS position has been transferred from one agency to another, in which case the
gaining agency will bear the obligation. Should a comparable position not exist
at the time of return to the classified service, the agency will establish a position
not below the employee's pay scale group and civil service status prior to
entering the SMS. The employee's rate of pay will be set at the rate it would
have been had he or she not been placed in a SMS position. The principle of
retreat rights is to ensure that an employee who has retreat rights is neither
advantaged nor disadvantaged by virtue of having entered the SMS.
(d) The right of return of classified service employees who are being removed from
SMS positions will be absolute except in the case of malfeasance in office or other
grievous act which in the public interest preclude return to civil service status.
10.6 Classification of Positions. Classification of positions in the SMS will be
accomplished in accordance with the rules and regulations of the Executive Board and
such other policies and rules as the Secretary of Administration may prescribe.
10.7 Compensation of Employees. Compensation (pay and benefits) of employees in the
SMS will be in accordance with the rules and regulations of the Executive Board and
other policies and rules as the Secretary of Administration may prescribe.
10.8 Audit of Positions.
(a) The Secretary of Administration will periodically review all positions assigned to
the SMS to determine their continued eligibility for inclusion in the SMS.
(b) Audits will be conducted in accordance with procedures prescribed by the
Secretary of Administration.
(c) The Secretary of Administration, with approval of the Executive Board, may add
positions to the SMS.
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10.9 Effects of Classified Service Furloughs While on Leave of Absence. When
furloughs occur in the civil service classification and furlough unit from which a SMS
employee is on a leave of absence, such employee will not be counted as part of the
furlough unit. Agencies will, however, calculate the effect, if any, the furlough would
have had on the SMS employee and adjust his or her status accordingly so that, upon
return from leave of absence, his or her status would be no different than if he or she
had been in the classified service position continuously.
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CHAPTER 11. WORKPLACE LEARNING AND DEVELOPMENT
GENERAL PROVISIONS
Section 11.1 General
Section 11.2 Policy
ORGANIZATIONAL RESPONSIBILITIES
Section 11.11 Office of Administration
Section 11.12 Agencies
GENERAL PROVISIONS
11.1 General.
(a) The success of the commonwealth in meeting the needs of its citizens is
determined largely by the knowledge, skills and abilities of the state workforce.
The commonwealth will ensure that employee competencies remain current and
state of the art to provide high quality services and programs to meet the
changing needs of Pennsylvanians.
(b) To accomplish this objective, the commonwealth will provide training and on-the-
job development opportunities to help employees obtain, maintain and enhance
relevant knowledge and skills for successful job performance and accomplishment
of agency goals.
(c) Employees also have a role in their development. Employees are encouraged to
invest in their future by committing their personal resources in efforts to remain
competitive in their professions.
11.2 Policy.
(a) The Office of Administration is responsible for developing policies and programs
to support continuous, commonwealth-wide workforce learning and development.
(b) Agency heads are responsible for workplace learning and development of
employees in their respective agencies. Agency heads are to provide active
leadership to ensure that workforce learning goals are tied to the agency's
mission and that sufficient funds, staff and other resources are provided to
accomplish this effort.
ORGANIZATIONAL RESPONSIBILITIES
11.11 Office of Administration. The Bureau of Workforce Planning and Development,
Human Resource Development Division will:
(a) Support the Governor’s mission and goals through provision of interagency
supervisory and management training development programs.
(b) Conduct or provide for the delivery of executive training and education consistent
with the administration’s priorities.
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(c) Develop guidelines and curriculum for executive development.
(d) Provide consulting services to assist agency training officers and managers in
design and delivery of employee development opportunities, conference
management, training operations and administration.
(e) Monitor agency training operations and provide assistance in meeting standards
of training policies, procedures and guidelines.
(f) Assist and encourage agencies in sharing employee training activities, resources,
technology, and programs where interagency cooperation would yield cost
benefits to maximize developmental opportunities for commonwealth employees.
(g) Assist agencies in assessment of employee development programs including
internships and trainee programs in helping organizations achieve their goals.
(h) Provide guidelines for agency use of out-service and in-service training to meet
organizational and employee learning needs.
(i) Conduct or provide for developmental opportunities for agency training officers,
staff and program trainers to remain current in training practice, theories,
knowledge, skills and technology.
(j) Provide training programs to increase the pool of trained facilitators and
instructors.
11.12 Agencies.
(a) General. The agency workplace learning and development function is
responsible for establishing, implementing, evaluating and documenting training
and development programs. These efforts should ensure quality learning
experiences supportive of the Governor’s and agency’s goals.
(b) Agencies will:
(1) Develop an agency training policy consistent with commonwealth policy and
with the agency's strategic organizational goals.
(2) Define how the training function can help the organization achieve its
mission and goals through the effective use of its human resources.
(3) Assign agency personnel responsibility for training administration and
identify resources to meet agency training program goals.
(4) Develop an annual training plan and submit a report based upon
assessment of agency workforce training needs essential to attainment of
agency goals and objectives. Agencies should identify training resources
that can be provided with more cost efficient in-service training methods.
(Reference Management Directive 535.7, Annual Agency Training Plan and
Report.)
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(5) Develop or make available core training programs in these areas:
(i) Agency-specific technical training.
(ii) Executive/management developmental opportunities to support
organizational goals.
(iii) Individual employee training plans based on learning needs and
personal learning style.
(6) Ensure that employees receive commonwealth-mandated training as
required.
(7) Evaluate the effectiveness of the agency training program on a continuous
basis. (Reference Management Directive 535.7, Annual Agency Training
Plan and Report.)
(8) Maintain accurate and current records of all training activities including
individual employee records, agency statistical data and training costs.
(Reference Management Directive 535.7, Annual Agency Training Plan and
Report.)
(9) Develop an internal approval and record keeping process for out-service
training requests. Ensure that such requests are applied to essential
organizational needs that cannot be furnished by commonwealth training
resources or in-service training provisions. (Reference Management
Directive 535.3, Out-Service Training.)
(10) Agencies that choose to provide a rotational assignment or fund a
Pennsylvania Management Associates (PMA) position are to provide quality
training and financial support, as needed, to prepare PMAs for careers in
Pennsylvania state government.
(11) Provide employees in internships and trainee positions with comprehensive
training programs to acquire the knowledge, skills and abilities to
satisfactorily meet performance standards. (Reference Management
Directive 535.4, Use of State Work Program and Public Services Trainee
Classes and Management Directive 535.5, Use of Trainee Classes in the
Classified Service.)
(12) Ensure that agency training is nondiscriminatory and consistent with the
commonwealth’s Equal Employment Opportunity Policy and the Americans
with Disabilities Act.
(13) Support development of training staff and ensure they have the resources
to remain current in the latest training trends and issues, methods of
delivery and technology.
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CHAPTER 12. PROMOTION, TRANSFER AND DEMOTION
Section 12.1 Promotion
Section 12.2 Transfer
Section 12.3 Demotion
Section 12.4 Temporary Reassignment
Section 12.5 Civil Service Employees
12.1 Promotion.
(a) Employees considered for promotion must possess the established qualifications
for the classification. The selection process must conform to provisions of the
“Civil Service Act,” the agency's equal employment opportunity program, the
Americans with Disabilities Act and labor agreements, as appropriate. (Reference
Management Directive 205.25, Disability-Related Employment Policy.)
(b) A promotion can occur either as a result of moving an employee into a higher
level vacant position or as a result of an upward reclassification of the employees’
existing position. A promotion will not take place solely to increase the pay of an
employee.
(c) The salary of an employee who is promoted will be set in accordance with Section
5.31.
(d) The promotion of an employee from either a civil service or a non-civil service
position in an agency to a non-civil service position in another agency will require
the prior approval and consent of the employee, the gaining agency head and the
Bureau of State Employment. The promotion of an employee from either a civil
service or a non-civil service position in an agency to a civil service position in
another agency will require the prior approval and consent of the employee, the
gaining agency head, the SCSC and will be in accordance with Section 99.22 of
the civil service rules.
(e) The losing agency will receive notice of no less than two weeks, unless a shorter
period is agreed to. In no case will the losing agency delay a promotion more
than 60 calendar days. The length of delay will depend upon whether the
vacancy of the position endangers the health and safety of the workforce or the
public and the necessity of the employee to complete projects or assignments.
These factors will vary based upon the organizational location, level of
responsibility and specialized duties, if any, of each individual. The 60 calendar
day rule does not apply when employees are moving into trainee classifications
that require an exact start date for all participants in the program.
12.2 Transfer.
(a) An agency head may, in accordance with the agency's equal employment
opportunity program, the Americans with Disabilities Act and with procedures
established by the Office of Administration, the SCSC, and applicable labor
agreements, transfer an employee under his or her jurisdiction from one position
to another position in the same job classification or reassign an employee under
his or her jurisdiction from one position to another in a job classification having
the same minimum hourly rate, whichever applies, provided
that the employee
possesses the minimum qualifications for the position
.
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(b) The effect of the transfer on the salary of an employee will be in accordance with
Section 5.33.
(c) The transfer of an employee from either a civil service or a non-civil service
position in an agency to a non-civil service position in another agency will require
the prior approval and consent of the employee, the gaining agency head and the
Bureau of State Employment and must be consistent with any contractual
seniority provisions. The transfer of an employee from either a civil service or a
non-civil service position in an agency to a civil service position in another agency
will require the prior approval and consent of the employee, the gaining agency
head and, if there is another simultaneous action, such as a promotion or
demotion, the SCSC and must be consistent with any contractual seniority
provisions and Section 99.22 of the civil service rules.
(d) The effective date of the transfer will be negotiable between the losing and
gaining agency heads. In no case will the losing agency delay a transfer more
than 60 calendar days. The length of delay will depend upon whether the
vacancy of the position endangers the health and safety of the workforce or the
public and the necessity of the employee to complete projects or assignments.
These factors will vary based upon the organizational location, level of
responsibility and specialized duties, if any, of each individual. The 60 calendar
day rule does not apply when employees are moving into trainee classifications
that require an exact start date for all participants in the program.
(e) Subsection (d) does not apply when there is a reorganization of functions from
one agency to another and employees are transferred with no change in
classification.
12.3 Demotion.
(a) An agency head may, in accordance with the agency's equal employment
opportunity program, the Americans with Disabilities Act and with procedures
established by the Office of Administration, the SCSC and applicable labor
agreements, demote an employee to any position for which the employee
qualifies.
(b) The salary of a demoted employee will be set in accordance with Section 5.32.
(c) The demotion of an employee from either a civil service or a non-civil service
position in an agency to a non-civil service position in another agency will require
the prior approval and consent of the employee, the gaining agency head and the
Bureau of State Employment. The demotion of an employee from either a civil
service or a non-civil service position in an agency to a civil service position in
another agency will require the prior approval and consent of the employee, the
gaining agency head and the SCSC. The losing agency will receive adequate
notice of no less than two weeks unless a shorter period is agreed to.
12.4 Temporary Reassignment. An agency head may assign an employee to a position
in a higher or lower job classification in accordance with Section 5.43. In making such
assignments, consideration should be given to the agency's equal employment
opportunity program, where appropriate. (Reference Management Directive 525.4,
Temporary Assignment in Higher Classification.)
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12.5 Civil Service Employees. Provisions governing the transfer, promotion and
demotion of civil service employees are prescribed in 4 Pa. Code, Chapters 97 and 99.
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CHAPTER 13. CONDUCT, EMPLOYEE DISCIPLINE,
CONFLICT OF INTEREST AND PROHIBITED ACTIVITIES
GENERAL STANDARDS OF CONDUCT
Section 13.1 Personal Conduct
Section 13.2 Unlawful or Illegal Conduct
EMPLOYEE DISCIPLINE
Section 13.11 Nature of Discipline
Section 13.12 Degree of Discipline
Section 13.13 Investigation
Section 13.14 Notice to Employee
Section 13.15 Timeliness
CONFLICT OF INTEREST
Section 13.21 Adverse Pecuniary Interest
Section 13.22 Representing Others Before the Commonwealth
Section 13.23 Gifts and Favors
Section 13.24 Misuse of Information
Section 13.25 Dual Employment
Section 13.26 Supplementary Employment
Section 13.27 Financial Disclosure
Section 13.28 Enforcement
PROHIBITED ACTIVITIES
Section 13.31 Political Activities
Section 13.32 Discrimination
Section 13.33 Nepotism
GENERAL STANDARDS OF CONDUCT
13.1 Personal Conduct.
(a) No employee of the commonwealth is to engage in scandalous or disgraceful
conduct, or any other behavior, on or off duty which may bring the service of the
commonwealth into disrepute. Violations of this nature or violations of the
commonwealth's human resources management rules may result in disciplinary
action.
(b) Agencies, with the approval of the Secretary of Administration, may establish
standards of conduct deemed necessary for the effective operation of that
agency. These standards will be communicated to employees and the
consequences of violations made known. An employee may be expected to be
aware without such notice that certain conduct such as insubordination, coming
to work in an unfit condition, theft of property of the commonwealth or others in
the workplace and fighting are serious offenses that will subject the employee to
immediate discipline.
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13.2 Unlawful or Illegal Conduct.
(a) Perpetrators of any illegal or unlawful act committed on state government
premises will be referred to the proper authorities for prosecution in accordance
with the law.
(b) As soon as practicable after an employee has been formally charged with criminal
conduct related to his or her employment with the commonwealth or which
constitutes a felony, such employee will be suspended without pay. If such
charge results in conviction in a court of law, such employee will be terminated.
(c) As soon as practicable after an employee is formally charged with criminal
conduct other than a felony and not related to his or her employment with the
commonwealth, the head of the agency which employs such person, or his or her
designee, will conduct an inquiry and make a preliminary determination as to
whether or not the employee is to continue to perform his or her duties pending
the outcome of the investigation and final determination.
EMPLOYEE DISCIPLINE
13.11 Nature of Discipline. Employee disciplinary actions are to be corrective and, where
appropriate, progressive in nature and designed to encourage the employee to
conform to established standards of performance or conduct, except in those instances
where the actions of the employee are not conducive to rehabilitation or make
continued employment with the commonwealth clearly unacceptable.
13.12 Degree of Discipline. The discipline to be imposed should be determined on an
individual basis, taking into account such factors as the seriousness of the offense and
the record of the employee's service with the commonwealth. An employee's work
record may provide a basis for differentiating in the degree of discipline imposed for
like or similar offenses.
13.13 Investigation. A thorough and objective investigation of facts and circumstances
surrounding an incident giving rise to discipline will be conducted prior to the
imposition of discipline.
13.14 Notice to Employee. Prior to the imposition of discipline, an employee will be
advised of the specifics of the alleged offense and given an opportunity to explain his
or her actions.
13.15 Timeliness. Discipline is to be imposed within a reasonable time after the event
giving rise to such disciplinary action, or management’s knowledge thereof.
CONFLICT OF INTEREST
13.21 Adverse Pecuniary Interest. No employee is to engage directly or indirectly in a
personal business transaction or private arrangement for personal profit which accrues
from or is based upon his or her official position or authority. No employee is to
participate in the negotiation of or decision to award contracts, the settlement of any
claims or charges in any contracts, the making of loans, the granting of subsidies, the
fixing of rates, or the issuance of permits, certificates, guarantees, or other things of
value to, with or for any entity in which he or she has financial or personal interest.
The scope of this provision includes but is not limited to the provisions of the “State
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Adverse Interest Act”. Also, with some limited exceptions, no employee is to have any
pecuniary interest in, or own shares or securities issued by, an entity regulated by the
Pennsylvania Race Horse Development and Gaming Act, 4 Pa. C.S. § 1101 (Reference
Executive Order 1980-18, Code of Conduct, includes Revision No.1; Executive Order
1980-18, Revision No. 3 – Code of Conduct.)
13.22 Representing Others Before the Commonwealth. In accordance with the “State
Adverse Interest Act,” no employee is to represent or act as agent for any private
interest, whether for compensation or not, in any transaction in which the state has a
direct and substantial interest and which could reasonably be expected to result in a
conflict between a private interest of the employee and his or her official state
responsibility.
13.23 Gifts and Favors. Employees and the families of employees must not, directly or
indirectly, solicit, accept or agree to accept any gift of money or goods, loans, or
services for personal benefit under any circumstances which would influence the
manner in which employees perform their work, make their decisions, or otherwise
perform their duties.
13.24 Misuse of Information. No employee is to, for his or her own personal gain or for
the gain of others, use any information not available to the public at large or divulge
confidential information in advance of the time prescribed for its authorized release;
nor must any employee receive compensation for consultation which substantially
draws upon official ideas or data which has not been disclosed to the public.
13.25 Dual Employment. An employee of any agency also may work for any other agency
under the Governor's jurisdiction provided that:
(a) Such additional state employment does not, as determined by the agency head,
conflict with the employee's regular hours of work or otherwise affect his or her
efficiency or effectiveness as an employee.
(b) Such employment cannot reasonably be expected to influence the employee in
the discharge of official duties. (Reference Management Directive 525.11, Dual
Employment.)
13.26 Supplementary Employment. No employee is to engage in or accept private or
other public employment or render services for private or other public interests unless
such employment or service is approved in advance by the agency head to which the
employee is assigned. Supplementary employment may be undertaken only when not
in conflict with conditions of employment promulgated by the Executive Board and, if
applicable, the SCSC; conditions of employment established by the employing
commonwealth agency; or other applicable laws, rules, or regulations. (Reference
Executive Order 1980-18, Code of Conduct, includes Revision No.1; Executive Order
1980-18, Revision No. 3 – Code of Conduct; Management Directive 205.10, Financial
Disclosures Required by Act 1978-170, as amended by Act 1989-9, State Ethics Act,
and Management Directive 515.18, Supplementary Employment; “State Adverse
Interest Act;” and the Act of October 4, 1978, known as the “Public Official and
Employee Ethics Law,” P.L. 883, as amended, 65 P. S. § 401.)
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13.27 Financial Disclosure. No public employee or public official is to have financial
interests which present a conflict or the appearance of a conflict with the public trust.
All public employees and public officials are required to file a statement of financial
interests under the “Public Official and Employee Ethics Law” and the Code of Conduct
by May 1 of each year for the preceding calendar year. (Reference Executive Order
1980-18, Code of Conduct, includes Revision No.1; Executive Order 1980-18, Revision
No. 3 – Code of Conduct and the “Public Official and Employee Ethics Law.”)
13.28 Enforcement. Any employee who violates the provisions listed herein will be subject
to immediate dismissal or other disciplinary action by the appointing authority.
Nothing herein will abridge the remedies of employees under the “Civil Service Act” or
under applicable collective bargaining agreements.
PROHIBITED ACTIVITIES
13.31 Political Activities. No employee is to engage in any political activity such as
campaigning, fundraising, canvassing or poll watching during his or her specified work
hours, or which is determined by the Secretary of Administration to conflict or interfere
with the ability of the affected official or employee to effectively and efficiently carry
out the duties and functions of his or her position. Also, no employee in any manner
may coerce any other person in government service or employ to contribute time,
money or services to a political candidate or campaign.
Provisions relating to activities for civil service employees are contained in Section
905.2 of the “Civil Service Act;” Executive Order 1980-18, Code of Conduct, includes
Revision No.1, Code of Conduct, Including Revision No. 1, dated May 16, 1984 and
Executive Order 1980-18, Revision No. 3 – Code of Conduct, dated May 9, 2007; 14
Pa. B. 2036; and 4 Pa. Code, Chapter 103.
13.32 Discrimination. No agency is to, in any personnel action, including recruitment,
appointment, promotion, training or separation, discriminate against any person with
respect to the classified service because of race, color, religious creed, ancestry,
political opinions and affiliations, union membership, age, gender, sexual orientation,
gender identity or expression, national origin, AIDS or HIV status, or disability.
Agency heads are to regularly review their human resources practices and procedures
to ensure the absence of discrimination.
13.33 Nepotism. An employee or official must not exercise direct and immediate
supervisory authority over a family member.
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CHAPTER 14. SEPARATION
Section 14.1 Non-Civil Service Resignation
Section 14.2 Non-Civil Service Separation or Furlough
Section 14.3 Civil Service Separation or Furlough
Section 14.4 Retirement
Section 14.5 Resignation in Lieu of Discharge
Section 14.6 Employee Mobility Information Program
14.1 Non-Civil Service Resignation.
(a) Resignation. In order to resign in good standing, an employee must give the
agency at least 14 calendar days prior notice, in writing, unless unable to do so
because of extenuating circumstances. Failure to comply with this requirement
will be entered in the personnel record of the employee and may bar the
employee from future employment by the commonwealth.
(b) Abandonment of Employment. Absence without approved leave for five or
more consecutive workdays may, at the discretion of an agency head, be
interpreted as abandonment of employment and be considered to be a
resignation.
14.2 Non-Civil Service Separation or Furlough. An agency may separate a non-civil
service management level employee in accordance with policies and procedures
established by the Governor's Office. Separations or furloughs of non-civil service
employees covered by labor agreements must be in accordance with the provisions of
the appropriate agreement.
14.3 Civil Service Separation or Furlough. Conditions and procedures under which a
person may be separated or furloughed from civil service employment will be those
established in 4 Pa. Code, Chapter 101 and applicable labor agreements.
14.4 Retirement. Eligibility requirements for retirement will be those contained in the
State Employees' Retirement Code and the Public School Employees’ Retirement Code.
Each agency must ensure that employees are made aware of pre-retirement
counseling programs that are available from the SERS and the Public School
Employees Retirement System (PSERS).
14.5 Resignation in Lieu of Discharge. Agencies must exercise caution when
considering an offer of resignation in lieu of discharge, when an employee has been
notified of an impending discharge and seeks to avoid it by resigning. Resignations in
lieu of discharge should be considered only after consultation with staff of the Office of
Administration. In those cases resulting from an investigation by the Inspector
General's Office, no settlements or compromises should be reached without the
concurrence of the Inspector General as well as the Office of Administration. When a
resignation in lieu of discharge occurs, agencies must use the specific computer
transaction code identifying the action (Resignation – Contact Former Commonwealth
Agency Before Hiring).
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14.6 Employee Mobility Information Program.
(a) Agencies are to participate in the commonwealth-wide Employee Mobility
Information Program, which consists of New Hire Entrance, Employment Change
and Exit Information surveys. Agencies are to incorporate appropriate employee
mobility information into the development and maintenance of agency workforce
plans. (Reference Management Directive 505.15, Employee Mobility Information
Program.)
(b) Agencies are to analyze and evaluate data obtained from employee mobility
information programs for human resources management and administration,
workforce and succession planning and the formulation of recruitment and
retention strategies. Results of the data analysis also should be used for budget
planning, succession preparation, employee development and knowledge
transfer. Analysis is to include specific turnover challenges, such as: instances of
unusually high turnover by occupational groupings, "difficult to fill" classifications,
designated key program areas or geographical areas, age or length of service
groupings, impact on diversity and significant trends. Summary reports including
turnover rates and any identified issues as described above are to be prepared at
least annually and provided to the agency head or designee for appropriate
action. Information, especially identifying information, contained in New Hire
Entrance, Employment Change or Exit Information surveys is to be confidential
unless the information disclosed reveals harassment or other illegal or
discriminatory activity.
(c) The Office of Administration is to analyze and evaluate employee mobility
information data on a commonwealth-wide basis and work in conjunction with
agencies to address systemic workforce planning, recruitment and retention
issues.
(d) Agencies are encouraged to conduct oral discussions prior to employee
departures in an attempt to retain valued and high performing employees.
Agencies conducting oral discussions are to provide a setting conducive to a free
flow of responses, provide any necessary accommodations to employees with
disabilities, stress confidentiality and ensure that all oral questions asked are
appropriate and non-leading. Questions suited to unique agency conditions may
be asked. Although participation should be encouraged, employee participation
in either completing mobility surveys or oral discussions is voluntary. Where
problems and/or trends are found, reasonable action should be initiated to reduce
unwanted employee turnover.
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CHAPTER 15. INTEGRATED ENTERPRISE SYSTEM
Section 15.1 General
Section 15.2 Responsibilities
Section 15.3 Role Assignment, Security and Internal Control Maintenance
Section 15.4 Employee Self Service/Supervisor Self Service
Section 15.5 Timeliness
Section 15.6 Data Retention
Section 15.7 Complement Control
Section 15.8 System Training
15.1 General.
(a) The Integrated Enterprise System (IES) is recognized as the official record of
employment of commonwealth employees for agencies under the Governor's
jurisdiction and the official payroll authorizing agent for those employees to the
State Treasurer.
(b) To the extent practicable, the system monitors compliance with major
employment policies set by federal and state legislation, collective bargaining
agreements and the human resources management rules set by the Office of
Administration.
15.2 Responsibilities.
(a) The Secretary of Administration determines the applications supported by the
system.
(b) The Office of Human Resources Management, through its bureaus, establishes
the requirements of those applications and monitors compliance from the
operating agencies.
(c) Agency heads initiate the activity to maintain employment records of the
workforce and authorize proper compensation to agency employees.
15.3 Role Assignment, Security and Internal Control Maintenance.
(a) Roles are to be assigned to positions consistent with the role requirement
documents developed by IES as well as with policies and procedures identified in
Management Directive 205.37, Role Assignment, Security and Internal Control
Maintenance. Role requests are to be reviewed and approved by an appropriate
human resources office authority or by the organization management security
authorization assigner.
(b) Agencies should consider streamlining to allow for efficient business processes as
well as to maintain a proper level of role segregation to avoid role conflicts and
maintain system integrity.
(c) Requests for role conflict exceptions must identify the following: the manager
accountable for the affected position, the safeguards developed to deter and
detect error or inappropriate transactions, justification for the need to assign
conflicting roles and agency approval.
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(d) Agency human resources directors’ responsibilities include but are not limited to:
Review organization structure so as to provide guidance on alternatives to role
conflicts and to determine the most efficient workflow; review, approve or deny
and process transactions for requests to modify or delete roles and structural
authorization consistent with role requirement documents; identify and correct, in
collaboration with program offices, inappropriate assignment of roles above the
intended level of approving authority; provide reasonable assurances that
confidentiality of human resources data is maintained and access to data is
provided only to authorized personnel; as well as adhere to additional policies
and responsibilities outlined in Management Directive 205.37,
Role Assignment,
Security, and Internal Control Maintenance.
(e) Proper use:
(1) Human resources offices should be aware that employee misuse of their
roles and corresponding system access may result in discipline up to and
including termination.
(2) Employees with access to the system may divulge information only as
permitted in Management Directive 505.18, Maintenance, Access and
Release of Employee Information.
(3) Employees must protect their method of access to the system from being
known to anyone else.
15.4 Employee Self Service/Supervisor Self Service.
(a) Employee Self Service (ESS) is designed to allow employees to be in control of
some of their personal information via SAP. The functionality includes but is not
limited to:
(1) Time management: Employees are able to directly enter leave requests,
overtime and working out-of-class time. Some employees may be required
to enter regular time reports and labor distribution data.
(2) Payroll information: Employees are able to change direct deposit
information, update federal withholding taxes, select union membership,
enroll in U.S. Savings Bonds and view current pay statements online.
(3) Personal information: Employees are able to access and make changes to
personal information such as mailing and residential address, emergency
contact, family membership/dependents, or other personal data.
(b) Supervisor Self Service (SSS) allows supervisors the ability to review and
approve leave requests, overtime, work out-of-class time and labor distribution.
In addition, supervisors are able to report any work-related injuries that may
occur.
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15.5 Timeliness.
(a) Personnel actions are to be input in SAP upon receipt by the agency human
resources office. To be timely, personnel transactions must be input and
approved through workflow, if appropriate, by the last day of the pay period in
which the action is effective. Actions in SAP post real-time, including future-
dated actions. Payroll processing occurs on Monday or Tuesday following the pay
period ending date.
(b) Workflow approval of personnel transactions is timely when the
approval/disapproval is made within two workdays of receipt by the approving
authority. To be timely, all approving authorities must approve the transaction
by the last day of the pay period in which the action is effective.
(c) Time and attendance activity may be input daily. To be timely, this input must
be completed by the first pay processing date for the pay period in which the
activity occurred.
(d) When actions are timely, the results of these actions will be reflected on the
Remuneration Statement for the regular pay date of the pay period in which the
action was effective. When actions are not timely, the results will be reflected on
the Remuneration Statement of a subsequent pay period and will include a salary
claim or retroactive payment to cover the period missed by the untimely
processing.
(e) Accuracy and timely processing is imperative when processing separations.
When separation activity is processed in accordance with paragraphs (a), (b) and
(c), employees will receive final payment of overtime, shift differential and other
compensation entitlements on the regular pay date for the pay period in which
the employee terminated, including leave payment, with deferred compensation
deductions.
15.6 Data Retention.
(a) Supporting documentation for transactions processed through the system must
be retained as stipulated by Management Directive 505.18, Maintenance, Access
and Release of Employee Information.
(b) Employment data maintained within the system must be retained for at least a
period of seven years past the employee's latest termination date and until the
employee's 75th birthday or date of death.
(c) Position data maintained within the system must be retained at least three years
past the date the position is abolished.
(d) Daily time and attendance data collected within the system must be retained at
least for the current and one prior calendar year.
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15.7 Complement Control.
(a) For salaried positions, the system will enforce the authorized complement levels
set at the appropriation level by the Secretary of Administration and the
Secretary of the Budget as prescribed by Management Directive 505.4, Salaried
Complement Control.
(b) For wage positions, the system will enforce the authorized complement level set
at the appropriation level by the Secretary of Administration as prescribed by
Management Directive 505.20, Wage Complement Management and Control.
15.8 System Training.
(a) Bureaus in the Office of Human Resources Management will provide training on
the use of this system to the operating agencies.
(b) Agency heads must ensure that appropriate personnel are trained to meet the
operational requirements of the system.
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CHAPTER 16. HUMAN RESOURCES MANAGEMENT CONSULTATION
Section 16.1 General
Section 16.2 Policy and Procedures
16.1 General.
(a) The Secretary of Administration, through the Deputy Secretary for Human
Resources Management, operates an ongoing human resources management
consultation activity, periodically reviewing and evaluating the administration and
management of human resources programs operating in agencies under the
Governor's jurisdiction. Reviews may include, as appropriate, communication
with affected agency management staff, an examination of agency records, on-
site interviews with agency staff, oral and written reports stating findings and
recommendations and a planning and follow-up process to ensure that
recommendations are implemented.
(b) The purpose of human resources management consultations is to identify both
best practices utilized by agencies as well as to identify practical solutions to
challenges faced by the human resources community. Human resources
management consultations initiate necessary changes and reinforce effective
performance so that the human resources system is responsive to program needs
and is operating in accordance with established commonwealth policy. The
review process concentrates on the effectiveness of commonwealth-wide and
agency human resources programs and facilitates the sharing of solutions to
enhance the overall operational effectiveness. The conduct of these reviews will
be in accordance with established written guidelines. (Reference Manual 505.2,
Personnel Management Review.)
16.2 Policy and Procedures.
(a) Human resources management consultations may be directed to review and
evaluate a specific agency or facility human resources office, a specific human
resources process or activity across agency lines, or other human resources
system issues as identified by the Deputy Secretary for Human Resources
Management.
(b) Human resources management consultations focus on both human resources
administration, carried out primarily through the agency human resources office
and human resources management, inherent in the responsibilities of managers
and supervisors.
(c) Human resources management consultations may utilize employee
questionnaires and employee interviews to identify or substantiate findings.
Arrangements for such questionnaires and interviews will be made by staff of the
Office of Administration with affected agency managers and human resources
staff.
(d) Staff conducting human resources management consultations will have access to
official personnel folders, written correspondence and other records which
provide insight into or form the basis of sound human resource administration.
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(e) The Office of Administration will include references to well-run human resources
programs in the final report and recommendations to agencies and field locations.
Where applicable, the report will recommend a particularly strong program area
as a best practice reference for other agencies that are in need of improvement.
This will foster open communication, recognize agencies for model human
resources management and promulgate effective human resources practices
throughout agencies.
(f) Agencies may be selected for a human resources management consultation by
the Office of Human Resources Management or an agency may request a
consultation based on a specific operational need.
(g) The human resources management consultation will be conducted by the human
resources management committee on-sight team comprised of members of the
commonwealth human resources community identified as possessing strong skill
sets in the particular areas of focus for the consultation.
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CHAPTER 17. SMOKING IN COMMONWEALTH BUILDINGS AND FACILITIES
Section 17.1 General
Section 17.2 Policy
17.1 General. The commonwealth promotes a safe and healthful environment for
employees and the public in commonwealth buildings and facilities by reducing health
risks associated with exposure to environmental tobacco smoke while working to
minimize the inconvenience to individuals who smoke.
17.2 Policy.
(a) It is the policy of the commonwealth to comply with the provisions of the Act 27
of 2008, known as the “Clean Indoor Air Act,” and to respect the interests of both
the nonsmoker and smoker. When these interests are in conflict, steps must be
taken to protect the interests of the nonsmoker.
(b) Smoking is prohibited in commonwealth buildings and facilities.
(c) Each agency is to provide employees with information about the smoking policy
and smoking cessation programs and include this information in appropriate
supervisory and management training programs.
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CHAPTER 18. STATE EMPLOYEE ASSISTANCE PROGRAM (SEAP)
Section 18.1 General
Section 18.2 Administration
18.1 General.
(a) The State Employee Assistance Program (SEAP) is designed to assist employees
and their family members in accessing a wide range of human services before
personal problems affect job performance and require disciplinary action. SEAP
provides an integrated approach to evaluation, referral, case management and
follow-up services for employees and their family members experiencing drug,
alcohol, emotional, family, marital, financial, legal, or other personal problems.
Through a concerted approach by management and labor, SEAP also provides
information, education, training, critical incident stress debriefing sessions and
consultation to maintain a healthy and productive workforce. Services are
available to every segment of the workforce in participating agencies and are
tailored to the needs of the employee, employer and unions.
(b) SEAP is based on the performance-based intervention model which promotes
early, voluntary use of the program before performance is affected. In cases
where performance and/or behavior is below standard and discipline is being
considered, specific steps should be taken at each level of discipline to encourage
the employee to use SEAP, and employees should be made aware of the
opportunity to avail themselves of SEAP services at every step in the disciplinary
process. If an employee violates the commonwealth substance abuse policy or is
subject to termination, the agency may require an employee to participate in
SEAP as a COCE. All COCEs must be approved by the agency, the Office of
Administration-SEAP staff and union (if employee is covered by a bargaining
unit). The performance-based intervention model preserves the employee's
rights to privacy and discourages the supervisor from diagnosing an employee's
personal problems. The SEAP program coordinates services with the employee,
union, treatment provider and, as necessary, the health insurance carrier.
(c) In addition to performance-based intervention, SEAP provides guidance on fitness
for duty concerns, which tend to be isolated, or "situational," and require an
immediate response. Employees are to report for work in a condition fit for the
proper, competent and safe performance of their duties and remain in a fit
condition throughout their scheduled work time. Supervisors are responsible for
assessing the fitness for duty of their employees and must ensure that
employees who may be impaired are not allowed to jeopardize the health and
safety of others or the operational efficiency of the workplace. A supervisor must
determine impairment/unfitness based on specific, verifiable behavior
observations. If an employee poses a threat to self or others, or the employee’s
behavior is seriously disruptive to the workplace, the agency may require the
employee to undergo an Independent Psychological Evaluation (IPE) through
SEAP to determine his or her fitness for duty. All IPEs must be approved by the
agency and the Office of Administration, SEAP staff.
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(d) SEAP also provides on-site assistance to agencies that have experienced a
traumatic event such as death, suicide, or violence in the workplace. These
services are coordinated by the agency or field SEAP coordinator and the Office of
Administration-SEAP staff and are conducted by a specialist or team in the area
of critical incident response to address staff issues. Participation in this service is
voluntary; however, all affected employees should be encouraged to attend.
18.2 Administration. Each agency and larger agency field facilities should have a
designated trained SEAP coordinator responsible for the implementation of SEAP in the
workplace including the delivery of training, consultation and troubleshooting.
Supervisors are required to undergo a comprehensive training program and union
stewards are encouraged to participate in this training. Employees must attend a
shorter training session on SEAP. The agency coordinator works with all segments of
the workforce and serves as the liaison between the workplace, the designated
statewide SEAP contract service provider and Office of Administration, SEAP staff.
(Reference Executive Order 1996-10, State Employee Assistance Program;
Management Directive 505.22, State Employee Assistance Program; and Manual
505.3, State Employee Assistance Program Supervisor’s Guide.)
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CHAPTER 19. COMMONWEALTH SUBSTANCE ABUSE POLICY
Section 19.1 General
Section 19.2 Administration
19.1 General.
(a) The commonwealth has developed and implemented a comprehensive policy to
address the problem of alcohol and other drugs in the workplace. This policy
meets and exceeds the requirements set forth in the Federal “Drug-Free
Workplace Act of 1988,” 41 U.S.C. § 701. The commonwealth's policy is based
on the belief that to have a drug-free workplace, education, training, early
intervention and treatment and a firm policy are essential in order to achieve the
objective.
(b) Key components of the policy include:
(1) Commonwealth employees are prohibited from the unlawful manufacture,
distribution, dispensation, possession, or use of alcohol and other controlled
substances while on duty or in any commonwealth workplace.
(2) Any employee determined to be unfit either while on duty, or in any
commonwealth workplace, as a result of alcohol or other controlled
substances will be subject to appropriate disciplinary action.
(3) Any employee convicted of violating any alcohol or controlled substance
statute in the workplace must report, in writing, the conviction to his or her
supervisor within five days.
(4) Any employee convicted of a drug abuse violation in the workplace and not
terminated must participate in the SEAP as a COCE.
(5) Any employee suspected of having a problem with alcohol or other
controlled drugs will be referred to SEAP.
(6) Any employee who self discloses a problem with alcohol or other drugs shall
be referred to SEAP and will not be subject to discipline or other job related
restriction, unless the employee carries weapons, has direct responsibility
for care, custody and control of inmates, patients, residents or students, or
is a CDL covered employee. Such employees must be evaluated by SEAP,
successfully complete a course of treatment recommended by SEAP and
pass a return to duty drug/alcohol test, as appropriate, before they can
return to duty.
(7) Employees must receive information/training on the commonwealth
substance abuse policy, the dangers of substance abuse and the availability
of counseling and rehabilitation through SEAP.
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19.2 Administration. Agencies are required to post and disseminate the commonwealth
substance abuse policy annually, and if they are recipients of federal grants or
contracts, agencies must submit to the respective federal agency the certification of a
drug-free workplace. (Reference Executive Order 1996-13, Commonwealth of
Pennsylvania's Policy on Substance Abuse in the Workplace; Management Directive
505.25, Substance Abuse in the Workplace; and Manual 505.3, State Employee
Assistance Program Supervisor’s Guide.)
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CHAPTER 20. COMMERCIAL DRIVER'S LICENSE DRUG AND
ALCOHOL TESTING AND LICENSING PROGRAM
Section 20.1 General
Section 20.2 Alcohol and Controlled Substances Regulations/Testing
Section 20.3 Driver's Licensing Regulations
Section 20.4 Administration
20.1 General. Consistent with the Omnibus Transportation Employee Testing Act of 1991,
49 U.S.C. § 45101, employees who operate commercial motor vehicles are required to
be tested for the use of controlled substances and alcohol. Employees, whose job
duties require them to operate a commercial motor vehicle and possess a CDL, even
on an infrequent or emergency basis, are subject to the CDL driver's licensing and
drug and alcohol regulations.
20.2 Alcohol and Controlled Substances Regulations/Testing.
(a) The following alcohol and controlled substance testing is required: random,
reasonable suspicion, post-accident, return-to-duty, follow-up and pre-
employment (controlled substances only).
(b) CDL employees are not to perform safety sensitive duties when using,
possessing, or after having tested positive for any controlled substance unless
under the instructions of a physician who has advised the employee that the
substance will not impair his or her ability to safely operate a commercial motor
vehicle.
(c) CDL employees who, prior to starting their shift and not in an attempt to avoid an
alcohol/drug test, self disclose a problem with alcohol or controlled substances
will not be permitted to perform safety sensitive duties until the employee has
been evaluated by SEAP, successfully completed a course of treatment
recommended by SEAP and passed a return to duty drug/alcohol test. Such
employees are not subject to follow-up testing after return to safety sensitive
duties.”
(d) CDL employees are not to perform safety sensitive duties when using or
possessing alcohol or after testing positive for alcohol with an alcohol
concentration level of 0.02 or greater.
(e) CDL employees are not to perform safety sensitive duties if they refuse to take
either a controlled substance or alcohol test.
(f) CDL employees who have tested positive for drugs or with an alcohol test result
of 0.04 or greater are not to perform safety-sensitive duties until the employee
has been evaluated by a substance abuse professional, has been certified by
SEAP to return to safety sensitive duties and has passed a return to duty
drug/alcohol test. Such employees will be subject to follow-up testing for up to
five years from return to safety sensitive duties.
(g) All CDL covered employees are to receive information/educational material
regarding the policies and requirements of the CDL drug and alcohol testing
program and have received a pre-employment drug test with negative results
before being assigned safety sensitive duties.
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(h) All supervisors of CDL-covered employees and all supervisory/management staff
involved in making reasonable suspicion determinations are to receive the
required CDL supervisory training before requiring an employee to be tested on
the basis of reasonable suspicion.
20.3 Driver's Licensing Regulations.
(a) Pre-employment background checks are required of applicants for CDL covered
positions consistent with the Federal Motor Carrier Safety Regulations (FMCSRs),
49 CFR § 391.41.
(b) CDL employees may not possess more than one state's driver's license or operate
a commercial motor vehicle if the employee's driver's license is suspended,
revoked, or canceled.
(c) CDL employees, if convicted of a motor vehicle moving violation other than a
parking violation, must notify their supervisor of the conviction or forfeiture of
bond or collateral within 30 days of the conviction.
(d) CDL employees must provide an annual certification listing any motor vehicle
moving violations, except parking violations, for which the employee was
convicted or forfeited bond or collateral within the past twelve months or certify
that no such violations occurred.
20.4 Administration. Agencies with CDL covered employees are to administer the CDL
drug and alcohol testing and licensing program consistent with procedures outlined in
applicable Management Directives and federal regulations. (Reference Manual 505.5,
Commercial Driver License Drug and Alcohol Testing and Licensing Requirements;
Management Directive 505.22, State Employee Assistance Program; Federal Motor
Carrier Safety Regulations, Title 49, Parts 40, 325, 382, 383, 385-387, 390-397, 399;
and Manual 505.3, State Employee Assistance Program Supervisor’s Guide.)
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CHAPTER 21. WORKPLACE VIOLENCE
Section 21.1 General
Section 21.2 Administration
21.1 General.
(a) The commonwealth has a "zero tolerance" policy for incidents of workplace
violence, including threats of violence by or against its employees or other
individuals on commonwealth owned or leased property while engaged in the
conduct of commonwealth business, or as a result of commonwealth business.
“Zero tolerance” means that all reports of workplace violence will be investigated
and appropriate action taken. Violence or threats of violence against any state
property also will not be tolerated.
(b) Key components of the policy include:
(1) All managers, supervisors and employees are to be made aware of the
commonwealth's policy on workplace violence and the steps to recognize,
defuse, respond to and report any workplace violence incident.
(2) The use of violence or threats of violence by or against state employees
while on duty or in a commonwealth workplace is prohibited.
(3) Use of coercion or threats to perform acts of violence upon others and/or
the property of the commonwealth is prohibited.
(4) Violations of this policy by a commonwealth employee may lead to
disciplinary action, up to and including termination from employment, and
may be subject to further legal action.
(5) Incidents of workplace violence must be reported to the Office of
Administration in accordance with procedures established in Management
Directive 205.33, Workplace Violence.
(6) Procedures regarding bomb threats are to be consistent with Management
Directive 205.38,
Emergency Evacuation and Safe Assembly and Management
Directive 720.7, Bomb Threats and Suspicious Packages.
21.2 Administration. Each agency must have a designated workplace violence coordinator
responsible for implementing agency workplace violence prevention initiatives and
training; providing information and assistance on workplace violence issues and
questions to all managers, supervisors and employees; reporting incidents of
workplace violence to the Office of Administration; and informing the agency SEAP
coordinator of serious incidents of workplace violence and requesting appropriate
action. (Reference Management Directive 205.33, Workplace Violence; Management
Directive 205.38,
Emergency Evacuation and Safe Assembly; Executive Order 1996-10,
State Employee Assistance Program; Management Directive 505.22, State Employee
Assistance Program; and Manual 505.3, State Employee Assistance Program
Supervisor’s Guide.)
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CHAPTER 22. INTERNET ACCESS AND ELECTRONIC MAIL
Section 22.1 General
Section 22.2 Administration
22.1 General.
(a) Internet access enables commonwealth agencies to send and receive information
worldwide. The internet also provides the ability to conduct business
electronically with other public organizations, companies and industries. The
Office of Administration will make internet access available through the
commonwealth's Metropolitan Area Network (MAN). If use of the MAN for
internet access is not feasible or cost effective, agencies may present a business
case to the Office of Administration for an alternate internet connection.
(b) Electronic mail (e-mail) is a tool provided to employees to complement traditional
methods of communication to improve efficiency. E-mail on the commonwealth
network and on state equipment is the property of the commonwealth and is
designed to facilitate business communication. E-mail is a valuable resource, but
it can expose the commonwealth to unintended and unexpected liability, image
and business concerns.
(c) Key components of the policy include:
(1) Agencies must develop policies and procedures to ensure security of their
information technology resources.
(2) Information to be disseminated over the internet must be approved in
accordance with agency policy prior to its release.
(3) Employees must adhere to requirements set forth in their agency's user
agreement and follow agency guidelines for any information to be made
available over the internet.
(4) Employees will not provide on-line internet users with commonwealth
related information without authorization from the appropriate authority.
(5) Employees will not engage in any illegal activity in connection with the
commonwealth's internet access.
(6) All e-mail messages sent, received, or stored on commonwealth networks
are the property of the commonwealth and may be reviewed by
management at any time.
(7) Employees and other e-mail users should understand that the content of e-
mail messages is not confidential.
(8) Reasonable use of e-mail for personal communication by employees will be
permitted in accordance with standards established for business use.
(9) All employees with access to e-mail should be provided a copy of
Management Directive 205.34, Commonwealth of Pennsylvania Information
Technology Acceptable Use Policy.
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(10) The improper use of e-mail by an employee can result in disciplinary action
up to and including termination.
(11) Agencies must comply with all applicable federal and state information
technology resource policies.
22.2 Administration. All authorized users who have access to commonwealth information
technology resources are required to review and acknowledge Management Directive
205.34, Commonwealth of Pennsylvania Information Technology Acceptable Use
Policy, through the Enterprise-Learning Management System (E-LMS). (Reference
Management Directive 205.34, Commonwealth of Pennsylvania Information
Technology Acceptable Use Policy; and Management Directive 210.5, The
Commonwealth’s Enterprise Records Management Program.)
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CHAPTER 23. COMMONWEALTH CHILDCARE PROGRAM
Section 23.1 General
Section 23.2 Administration
23.1 General. The commonwealth recognizes the need of its employees to have access to
child care services at a convenient location close to their workplace and that on-site
child services assist in attracting and retaining employees, and as such, provides
exclusive space, utilities and maintenance for approved centers.
23.2 Administration.
(a) Agencies, unions, providers and employees, through parents’ associations, will
act as partners in implementing the program.
(b) Agencies with established child care centers will function as landlords, along with
the Department of General Services, for the centers and will budget for the
landlord expenditures.
(c) Child care centers are to be self-supporting, with the exception of space, utilities
and maintenance.
(d) Agencies will designate an agency liaison to the child care center.
(e) The Office of Administration functions as a coordinator with the agency liaison
regarding policy issues. (Reference Management Directive 205.21,
Commonwealth Childcare Program and Revision No. 1.)
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CHAPTER 24. WORK RELEASE
Section 24.1 General
Section 24.2 Administration
24.1 General. Employees who are incarcerated as a result of being convicted of a non-
work-related criminal offense may request work release subject to the approval of the
courts and the appointing authority. Work release is not an entitlement, and
employees are not permitted to use approved leave (paid or unpaid) while
incarcerated.
24.2 Administration. Upon notification that an employee has been incarcerated and
approved by the courts for work release, the appointing authority will make a
determination on the request.
(a) If the appointing authority disapproves the request, then the appropriate
representatives of the courts must be notified and appropriate employment
action taken.
(b) If the appointing authority approves the request, then the request is forwarded to
the Office of Administration for final approval.
(c) Employees may be required to sign a COCE as part of the approval of a work
release.
