34122305.pdf

\n\n--- Page 1 ---\n\nSEMINOLE COUNTY SHERIFF'S OFFICE NUMBER: G - 27 GENERAL ORDER RESCINDS: SUBJECT: Employee Record Information EFFECTIVE: November 14, 1994 REVISED: November 1, 2016 Table of Contents: I. Purpose II. Scope III. General IV. Name Changes V. Marital Status Changes, Births, Deaths and Legal Additions to the Family VI. Personal Telephone Number and Address Changes VII. Diplomas/Certificates for Training or Course Work VIII. Driver License Status IX. Use of Employee Social Security Numbers I. PURPOSE: This directive establishes policy and procedure for maintaining current employee personnel records. II. SCOPE: The intent of this directive is to ensure employee records are kept current. Records include employee name changes, current residence address and telephone numbers, changes in marital status, births, deaths and legal additions to the family; certificates indicating training or course work completed, and current driver license status. III. GENERAL: A. The Sheriff's Office shall not be held liable when incorrect financial withholdings, incorrect beneficiaries or loss of employee benefits results from employee failure to keep his/her personnel records current. To ensure records are current, employees are directed to update all personal and family member information as needed. B. Pursuant to the provisions of Chapter 119, Florida Statutes, Human Resources Division records are open to personal inspection by any person provided that such review is conducted in the physical presence of the custodian of records during regular operating hours. NOTE: Employee-related medical records, Workers' Compensation medical records, medical insurance records, social security numbers, address and telephone numbers, and employee test records are not open to such inspection. GENERAL ORDER Employee Record Information GO # 27 PAGE 1 OF 3\n\n--- Page 2 ---\n\nIV. NAME CHANGES: A. Employees changing their names shall, within 20 working days after the change, submit through their chain of command, Part A of the Personal Information Change Form. B. Accompanying the Personal Information Change Form will be a copy of the legal document that changes an employee's name. C. Distribution for name changes will include the following: 1. Human Resources Division, 2. Fiscal Services Division, 3. Communications Division, and 4. The employee's chain-of-command. D. A copy of the employee's Social Security Card must be submitted at the time of the name change chain-of- command notification. NOTE: Name changes cannot be processed for payroll or retirement purposes until Human Resources receives a copy of a new social security card with the referenced name change clearly indicated. E. The employee will also submit to Fiscal Services a new W-4 form reflecting the change of name. F. Human Resources will send the employee necessary forms for the Florida Retirement System and applicable insurance policies. V. MARITAL STATUS CHANGES, BIRTHS, DEATHS AND LEGAL ADDITIONS TO THE FAMILY: A. Marital status changes, births and legal additions to the family of employees shall be reported to Human Resources within five working days of the employee returning to duty for appropriate beneficiary and insurance information changes. B. If appropriate, Fiscal Services should be contacted by the employee to complete a new W-4 form for any changes in deductions. C. Employees are encouraged to contact Fiscal Services to discuss premium costs for dependent coverage. VI. PERSONAL TELEPHONE NUMBER AND ADDRESS CHANGES: A. For emergency and recall purposes all employees must provide a secondary contact number other than their agency issued cell phone. B. Employees changing their address or telephone numbers shall, within 48 hours of the change, submit, through the chain of command, Part A/B of the Personal Information Change Form. C. Distribution for address and telephone number changes will be the following: 1. Human Resources Division, 2. Fiscal Services Division, 3. Communications Division, and 4. The employee's chain-of-command. GENERAL ORDER Employee Record Information GO # 27 PAGE 2 OF 3\n\n--- Page 3 ---\n\nD. Employees and members of their immediate families may have their addresses deleted from the public record files of the Florida Department of Highway Safety and Motor Vehicles and the Elections Offices by making an official request directly to those agencies. VII. DIPLOMAS/CERTIFICATES FOR TRAINING OR COURSE WORK: A. An employee's training file shall be amended by the Professional Development Division to reflect completion of a training program. Such file should include any applicable test scores, training dates, attendance records and a copy of the completion certificate or other verification of training. B. Employees receiving diplomas or certificates for training or course work shall be responsible for providing copies of the certificate, diploma or other document reflecting successful completion to the Professional Development Division, where they are kept on file. C. Original certificates received directly by Human Resources or the Professional Development Division shall be forwarded to the employee after a copy(s) has been distributed to the employee's training file by the Professional Development Division. VIII. DRIVER LICENSE STATUS: Any employee who is required to possess and maintain a valid Florida driver's license as a condition of employment must immediately (prior to reporting for duty the next workday) inform their supervisor if the license has been denied, expired, restricted, suspended, or revoked at any time during their employment. IX. USE OF EMPLOYEE SOCIAL SECURITY NUMBERS: By issuing Social Security Numbers (SSN), a records system was established that tracks employee wages and income for the purpose of receiving social security benefits. While the SSN still serves this purpose, it now also serves other functions. An employee’s social security number is used by the Sheriff’s Office for the following purposes in compliance with the requirements of Chapter 119, Florida Statutes: A. To establish identity for the payment of Federal Income Tax, Medicare Tax, FICA Tax, and child support withholding, B. To comply with federal immigration regulations, benefit administration, and compliance with the Florida Department of Revenue, State Directory of New Hires (established to collect child support and reduce welfare and unemployment costs), C. To identify users of Florida Department of Law Enforcement databases including CJNET, FCIC and NCIC, D. To complete background investigations for grant/contract funded positions, including for the Florida Department of Juvenile Justice, E. For accessing Florida Department of Juvenile Justice databases, including the SVS System, F. For the Florida Department of Children and Families Abuse Hotline to verify Sheriff’s Office employee identity, G. For employee access into the Federal Emergency Management NIMS Training System, H. For other legal purposes as may be required by federal, state, or local regulations and approved purposes within the Sheriff’s Office where the use of other identifying numbers would be insufficient. GENERAL ORDER Employee Record Information GO # 27 PAGE 3 OF 3