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Policy Section 500-Personnel
Board of Directors Policies
Section 500
PERSONNEL
510 Employment of Staff Handbook At-Will Conditions of Employment Appeals
520 Employee Performance Evaluation
540 Staff Benefits Definitions Fringe Benefits Long-term Savings Holidays Jury Duty Personal Leave Sick Leave Medical and Life Insurance Disability Insurance Bereavement Leave Vacation Leave
543 Retirees Medical and Health Insurance Benefit
546 Tuition Reimbursement Eligible Expenses Eligibility Criteria Reimbursement Limitations
550 Staff Travel and Business Expenses Definition of Travel Expenses
560 Conflict of Interest and Non-Competition
563 Use of MASB Facilities and Equipment
566 Consulting and Teaching
580 Working Conditions Time Schedules
510 Employment of Staff
The executive director shall employ staff members and be responsible for their performance consistent with the Associations goals and budget. This will be done while considering the racial and ethnic diversity of the staff.
Handbook
The executive director shall review the employee handbook on an annual basis.
At-Will
All employees, other than the executive director, shall be considered employed at the will of MASB and their employment may be terminated with or without cause and with or without notice at any time at the option of the executive director.
Conditions of Employment
The conditions of employment for all MASB employees are detailed in the written policies with the exception of annual salary or wage levels, which are established in accordance with the compensation plan approved by the board.
Appeals
The executive director shall develop a process for an employee to appeal his or her classification, position title, or grade placement. All employees shall be notified of this process via the MASB Employee Handbook.
Approved: 5/12/89 Amended: 5/13/94 Reviewed: 1/20/00 Amended: 1/18/02 7/12/02 5/21/04 7/27/05 3/16/07 5/16/08
520 Employee Performance Evaluation
The performance of each employee shall be evaluated annually. A standard format, as determined by the executive director, shall be used for all evaluations, except for the executive director's evaluation, which is determined by the board.
Approved: 1/21/94 Reviewed: 1/20/00 Amended: 1/18/02
540 Staff Benefits (Cf. 580)
Definitions
As used in this policy, staff means both non-exempt and exempt employees of MASB. Exempt means the executive director and all other employees not covered by the overtime provisions of the federal Fair Labor Standards Act.
Fringe Benefits
Employees working 30 or fewer hours per week shall receive no benefits beyond hourly compensation, except for benefits required by law. The executive director may establish pro-rated benefits for part-time employees who work more than 30, but less than 40, hours per week.
The board shall determine and provide fringe benefits for full-time staff, other than the executive director, in accord with this policy.
All fringe benefits provided for the executive director will be established by contract.
Long-Term Savings
Each staff person is eligible for 401K contribution equal to 12 percent of that employee's annual salary, or prorated annual salary, based upon the guidelines established by the executive director.
Within 15 business days following the last day of each calendar quarter, MASB shall contribute an amount equal to three percent of the annual salary earned by each eligible staff person during the calendar year toward a long-term savings/retirement program established by MASB.
MASB shall forward the additional amount which an employee elects to have withheld from his or her biweekly paycheck to the annuity program no later than five business days after the end of each biweekly pay period.
Holidays
MASB shall pay employees for: President's Day (which is the only day that may be used as a floating holiday at the employees discretion), Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day following Thanksgiving, and regular work days from December 25 through January 1.
Jury Duty
MASB shall pay the difference between the jury duty compensation and the regular compensation of an employee called for jury duty.
Personal Leave
As determined by the executive director, each employee shall be entitled to personal leave necessary for situations which require the employee's presence during work hours and are of such nature that they cannot be attended to during the employees non-working hours. At the beginning of the fiscal year, MASB shall credit each employee with eight (8) non-accumulative personal leave hours.
Sick Leave
Sick leave for all employees shall accrue at the rate of one-half workday for each two weeks of service up to a maximum of 120 days, and may be used after completion of the first month of employment.
Sick leave may be used by an employee for personal illness, for the birth or adoption of a child, or for illness in the immediate family which necessitates absence from work as approved by the executive director. Immediate family in such cases shall include the employees spouse, children, parents, parents-in-law, brothers, sisters, and any person whose financial or physical care is the principal responsibility of the employee.
In the event an employee voluntarily terminates employment with MASB or because of lack of work or restructuring of MASB, the employee shall be entitled to 50 percent of his or her current daily pay, not to exceed $50.00 per day, for the unused sick leave accumulated through June 30, 1993. This provision shall not apply to any employee hired after July 1, 1989.
Medical and Life Insurance
MASB shall provide a percentage of the costs for employees and their eligible dependents upon proper completion of an application by the employee, and acceptance by the insurance underwriters and insurance administrators, as defined by MASB, in the current insurance policy, toward the following:
(a) Medical/health insurance. (b) Group term life insurance in an amount equal to the employee's salary with accidental death and dismemberment, except that an employee whose annual salary exceeds $50,000.00 may elect to have MASB cap his or her group term life insurance coverage at $50,000.00. (c) A dental insurance plan. (d) A vision insurance plan.
The percentage of the costs paid by MASB and by the employees shall be determined each year by the Board when it approves the annual budget, as recommended by the Finance Committee.
The sole responsibility of MASB is for the remittance of premiums on behalf of eligible employees and dependents as defined. Any disputes, including claims eligibility, are subject to procedures of the insurance underwriters and insurance administrators.
Disability Insurance
The board shall provide long-term disability insurance for exempt staff. If a non-exempt employee is disabled, MASB shall continue to pay medical and health insurance premiums for that employee for a period not to exceed three months, beginning on the employees final date of employment with MASB.
Bereavement Leave
If a death occurs among members of an employee's immediate family, the employee shall be excused from work for up to five days without loss of pay, as determined by the executive director, to attend the funeral and make other necessary arrangements.
The executive director may also allow bereavement leave for other deaths under extenuating circumstances.
Vacation Leave
Employees shall be given vacation leave credit according to the following schedule:
0 - 2 years employment -10 days per year after 2 years through 5 years - 15 days per year after 5 years of employment - 20 days per year
Unless otherwise approved by the executive director, each new employee shall have vacation leave credited according to the schedule.
The executive directors vacation leave shall be determined by contract.
An employee shall not use vacation leave until after three months of employment with MASB, except as otherwise authorized by the executive director.
Employees who have used their allotted vacation leave and terminate their employment with MASB or who may otherwise be terminated from employment at any time prior to the end of MASBs fiscal year, shall have vacation leave pro-rated and shall reimburse MASB for the pro-rated portion of the vacation leave used.
Unused vacation leave days, up to a maximum of ten days, shall be taken within three months after the end of MASBs fiscal year. Failure to do so will cause forfeiture of unused vacation days.
Additional payment shall not be allowed for unused vacation days, except for unused days accrued prior to termination of employment.
Approved: 5/12/89 Amended: 6/19/92 11/12/93 5/13/94 11/17/95 3/21/97 5/14/99 11/19/99 Reviewed: 1/20/00 Amended: 1/18/02 7/18/03 3/19/04 3/17/06 5/16/08
543 Retirees Medical and Health Insurance Benefit In recognition of service performed, MASB shall make available to each retiree who is at least 55 years of age and who has completed at least 10 continuous years of full-time employment with MASB before retiring, a health and medical insurance premium payment, which may be used solely for the purpose of paying premiums for health and medical insurance for that retiree. This benefit is available only for premiums paid to an insurer selected by MASB to provide medical and health insurance for MASB employees. MASB will make this benefit available to an eligible retiree for ten years or until the retiree is eligible for Medicare benefits, whichever is sooner.
This benefit will terminate if the retiree accepts full-time employment elsewhere and the employer offers health and medical insurance or upon the death of the retiree.
MASB will pay its portion of these costs according to the following schedule:
(a) MASB will contribute $100 per month towards premium costs for an eligible retirees coverage. (b) MASB will contribute an additional $10 per month for each continuous year of full-time service over ten years the retiree completed with MASB prior to retirement, but MASBs total contribution for premium costs of this coverage shall not exceed $250 per month.
Adopted: 7/9/99 Reviewed: 1/20/00 1/18/02 Amended: 07/15/04
546 Tuition Reimbursement
The purposes of the employee tuition reimbursement plan are to encourage employees to acquire knowledge that will expand their skills and abilities and to provide financial assistance to eligible employees voluntarily taking job-relevant educational courses outside of working hours. If an employee avails himself or herself of the tuition reimbursement plan, it is done so without promise of job advancement or pay increases.
The fields of study and/or course work must, in MASBs sole opinion, serve the needs of MASB and maintain or improve an employee's current job skills.
Eligible Expenses
Expenses eligible for reimbursement are: tuition; books; and inescapable fees paid at the time of registration (lab fees, registration fees, etc.)
Department directors are responsible for administering the tuition reimbursement plan through the director of fiscal and business operations. However, the executive director shall have final approval on all eligibility issues.
Eligibility Criteria
All full-time employees are eligible for tuition reimbursement upon completion of their first full year of continuous service.
Reimbursement Limitations
Each fiscal year the board shall determine an amount to be set aside for tuition reimbursement for all employees. This amount shall not exceed an annual maximum of $2,500.00 for any given employee. All tuition reimbursement shall be provided after successful course completion.
Employees participating in the plan shall forfeit back to MASB a pro-rated amount of the total reimbursement received in a calendar year if the employee terminates his or her employment with MASB within one year after successful course completion.
Approved: 6/17/94 Amended: 5/12/00 Reviewed: 1/18/02 Amended: 3/17/06
546-R Tuition Reimbursement
Department Directors Responsibilities
Department directors have the responsibility to explain the tuition reimbursement plan to employees, encourage its use as a means of personal growth and development, and review and approve an eligible employees request for tuition reimbursement.
Employee Responsibilities
Each eligible employee has the responsibility to:
(a) Submit requests for anticipated tuition reimbursement by August 1 of each fiscal year. Notwithstanding, reasonable requests at other times will be considered. (b) Outline for each request the following: name of the institution to be attended; name of course; brief course description; anticipated fees; and a brief rationale as to how and why the course relates to the employee's current or anticipated work or job skill level at MASB. (c) Attend accredited educational institutions. (d) Select courses that will maintain or enhance the employee's current or anticipated job skill level. (e) Obtain approval before starting courses. (f) Provide documentation (transcript) indicating that the employee earned at least a "B" or "satisfactory" grade to maintain tuition assistance eligibility. (g) Deduct the amount of tuition assistance received from other sources (e.g. grants, scholarships, or veteran's assistance) from the amount of MASB tuition reimbursement. (h) Provide a receipt for all expenses for tuition, books, and fees. (i) Notify the director of personnel to update the employees file to reflect satisfactory completion of course work.
Note: Courses taken on an "audit" basis are not eligible for tuition reimbursement.
Job-Relevant Course Criteria
Course work must relate to the employee's current or anticipated work or job skill level with MASB and contribute to the employee's value to MASB.
Tuition Reimbursement and Taxes
Tuition reimbursement is considered compensation and included as gross income subject to federal, state, local, and FICA taxation. Some exemptions might apply if tuition reimbursement qualifies as a work-related, educational expense. Each employee should consult the director of fiscal and business operations regarding the tax aspects of tuition reimbursement.
550 Staff Travel and Business Expenses
An employee of MASB is authorized to travel or to incur expenses on behalf of MASB when, in the judgment of the executive director or representative, the best interests of MASB will be served.
The executive director, or designee, shall approve all travel expenses before any expense is incurred. After incurring travel expenses, employees shall attest to all expenses reported on the travel report/expense voucher.
Travel report/expense voucher shall include the date and purpose of each expenditure with the supporting receipts or other verification including an itemized statement of all expenses.
Definition of Travel Expenses
As used in this policy, travel expenses are defined as actual and reasonable costs incurred for any of the following:
(a) Costs of transportation by automobile at the Internal Revenue Service approved rate per mile, based upon actual miles traveled or mileage given on an official state highway map, and tolls. (b) Costs of transportation by common carrier (air, bus or rail). Employees are expected to utilize the least expensive rates available. (c) Costs of lodging, meals, taxi or rental car allowances at current prevailing rates in the locality where the expense is incurred, parking, telephone calls, and gratuities.
An expense outside this definition is not reimbursable, unless expressly approved by the executive director.
The executive director, or designee, prior to reimbursement, shall review staff travel reports/expense vouchers.
Approved: 4/6/79 Amended: 5/2/86 3/21/97 Reviewed: 1/20/00 1/18/02 Amended: 5/21/04
560 Conflict of Interest and Non-Competition (Cf. 566)
The executive director shall develop and implement a staff regulation requiring each employee to disclose any source of income to the employee which may involve a conflict of interest between MASB and that employee.
As a condition of employment, all employees shall be required annually to sign both a conflict of interest statement and a non-competition declaration.
Approved: 4/6/79 Reviewed: 1/20/00 Amended: 1/18/02 3/19/04
563 Use of MASB Facilities and Equipment
MASBS facilities and equipment are owned and controlled by MASB and, shall be used solely for MASBs benefit.
The executive director shall develop and implement a staff regulation prohibiting the use of MASB facilities and equipment by any employee for private personal gain or commercial use without authorization of the executive director. This authorization shall be verified in writing and shall be granted only for a specific, limited purpose and time. Authorization shall not be granted for any use which is contrary to the purposes, goals, or resolutions of MASB.
Adopted: 5/14/99 Reviewed: 1/20/00 Amended: 1/18/02
566 Consulting and Teaching (Cf. 560)
An executive level employee may undertake nominal amounts of outside consulting work, university teaching, or other professional work upon written approval by the executive director.
Approved consulting, teaching, or other professional work shall not be in competition or conflict with MASB purposes, goals, or resolutions or MASB services to its members.
Approved: 4/6/79 1/7/97 Amended: 5/14/99 Reviewed: 1/20/00 Amended: 1/18/02
580 Working Conditions
Time Schedules
Normal working hours shall be 40 hours per week.
The normal workday for employees shall begin at 8:00 a.m. and end at 5:00 p.m., unless otherwise authorized by the executive director.
The executive director shall develop and implement a uniform procedure governing situations where employees exempt from the Fair Labor Standards Acts overtime provisions are required to work at an MASB-sponsored activity that takes place outside normal working hours, as defined in this policy.
Overtime can only be authorized by the employees immediate supervisor and the executive director. Paid leave time shall be counted when computing overtime pay.
Approved: 4/6/79 Amended: 7/13/84 5/2/86 5/12/89 3/21/97 5/15/98 5/14/99 Reviewed: 1/20/00 1/18/02
masb-bod-handbk-section 500
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