HR2426 REDLINE 01042021.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Number: HR2426
Policy Title:
EMPLOYEES ASSISTING AND SUPPORTING Current Adoption 04-22-2020MM-DD-
Date: 2021
EMPLOYEES (E.A.S.E.)
Current 04-01-202001-01-
Implementation Date: 2021
Board Agenda C-31-13-019-6-06
Approved by: Number:
BOARD OF SUPERVISORS Original Adoption
Date: 06-2003
I. PURPOSE
To establish Employees Assisting and Supporting Employees (E.A.S.E.) as a Maricopa County (County)
program that provides short-term financial assistance to employees who apply for eligible assistance with a
qualifying Crisis Reason.
II. APPLICATION
This Policy applies to all Maricopa County elected offices and appointed departments as well as the Flood
Control District of Maricopa County, the Maricopa County Library District, and the Maricopa County Stadium
District (Special Districts).The Board of Supervisors is authorized to jointly adopt policies applying to the
Special Districts under the Intergovernmental Agreement, C-06-18-393-6-00, approved on April 11, 2018.
III. DEFINITIONS
A. Crisis Reason: An emergency involving basic needs of health, safety, and welfare.
B. E.A.S.E. Administrator/Fund Manager: A designated employee within Human Resources Employee
Benefits and Wellness Division who ensures the E.A.S.E. program operates as outlined in this policy.
C. E.A.S.E. Committee: A committee consisting of three designated employees within Human Resources
Employee Benefits and Wellness Division to review applications and recommend to the E.A.S.E. Vendor
for approval.
D. E.A.S.E. Vendor: A 501(c) (3) non-profit organization contracted by the County to manage the E.A.S.E.
fund contributions and disbursements.
E. Financial Hardship: A situation that prevents or will prevent an employee from meeting financial
obligations for basic living expenses with existing resources due to a Crisis Reason.
IV. POLICY
A. General Statements
1. E.A.S.E. helps to support employees experiencing a short-term Crisis Reason when they lack
capacity to meet financial obligations for basic living expenses.
2. E.A.S.E. is funded by the designated payroll contribution of employees to the Maricopa County
Combined Charitable Campaign.
3. The application and receipt of E.A.S.E. benefits shall be considered confidential to the extent
permitted by law. The E.A.S.E. Administrator/Fund Manager, E.A.S.E. Vendor, and E.A.S.E.
Committee shall not disclose any information regarding applicants or recipients, except in the course
of performing duties outlined in this policy. Eligible expenses include the following:

Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
EMPLOYEES (E.A.S.E.) Current Adoption 04-22-2020MM-DD-
Date: 2021
a. Mortgage (including taxes and insurance), including late fees
b. Homeowner association regular, monthly fees, including late fees
c. Rent bills (including renter’s insurance), including late fees
d. Utility bills (e.g. electric, water, and gas), including late fees
e. Food Expenses – A Fry’s Food card supplement of up to $500 per applicant may be provided
f. Funeral expenses (up to $ 5,000); a copy of the death certificate and invoices must be provided
4. Ineligible expenses include the following:
a. Appliances
b. Household repairs
c. Car repairs or car payments
d. Legal judgments
e. Homeowner association fines/fees for violation of HOA rules and interest/late fees associated
with a violation will not be supported
f. Any other bills
B. Employment Eligibility
1. Eligibility is limited to:
a. Regular, full-time employees who have been employed by the County, a Special District, a
governmental agency, or elected office for whom the County provides payroll services, for at least
one (1) year.
b. Contract, full-time employees who have been continuously employed by the County, a Special
District, a governmental agency, or elected office for whom the County provides payroll services,
for at least one (1) year.
c. Contract, full-time employees who have returned to work for the County following a regularly
scheduled non-paid work period and who have been employed by the County, a Special District,
a governmental agency, or elected office for whom the County provides payroll services, for at
least twelve (12) months in the preceding twenty-four (24) month period.
d. Notwithstanding the above, through December 31, 2020June 30, 2021, for purposes of a Crisis
Reason arising from the COVID-19/Coronavirus pandemic only, any employee employed by the
County may qualify (regardless of their status/employment time) as long as that employee is
employed by the County at the time of application AND at the time EASE funding is issued.
C. Financial Eligibility
E.A.S.E. funding must not exceed the loss/reduction of income or expenses that caused the hardship.
Applicant must show they lack the capacity to meet financial obligations for basic living expenses with
existing resources due to a Crisis Reason. Applicant must provide specific documentation to demonstrate
their financial hardship.
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
EMPLOYEES (E.A.S.E.) Current Adoption 04-22-2020MM-DD-
Date: 2021
D. Crisis Reason Eligibility
Applicants must show evidence of a Crisis Reason to qualify for E.A.S.E. funding as follows:
1. Unexpected, unanticipated, and non-recurring loss or reduction of income due to the following
events:
a. Abandonment, death, loss of employment, or illness/medical issues of a wage earner
b. Divorce
c. Theft of income with police report
d. Non-receipt of child support or spousal maintenance
e. Until December 31, 2020June 30, 2021, due to experiencing adverse financial consequences as
a result of the COVID-19/Coronavirus pandemic, which may include, but not be limited to, being
due to symptoms or diagnosis of COVID-19/Coronavirus of a member of the employee’s
household (including the Applicant), a quarantine order, work furlough, having work hours
reduced, or being unable to work due to lack of dependent care
2. Unexpected, unanticipated and non-recurring necessary expenses that caused a lack of resources
after being paid, which may be due to the following:
a. Medical bills for an unexpected illness/disease
b. Natural disaster/fire expenses
c. Funeral expenses
d. Expenses related to health/safety issues
e. Expenses related to condemned property
f. Expenses related to legal fees for divorce and/or custody issues, which is limited to a one-time
award for unexpected legal fees at the outset of the legal dispute
g. Changes in timing and/or amount of rent or mortgage payments with two months’ or less notice
h. Until December 31, 2020June 30, 2021, expenses incurred as a result of the COVID-
19/Coronavirus pandemic, which may include, but not be limited to, childcare, medical, and
reasonable amounts of essential needs purchases such as soap, toilet paper, hand sanitizer,
cleaning wipes, diapers, baby wipes, and formula
3. Applicants must provide documentation that clearly demonstrates the Crisis Reason.
4. Reoccurring and/or known expenses do not qualify as a Crisis Reason.
5. E.A.S.E. funding will not be awarded if loss of income and/or necessary expenses is due to or
involves any illegal activity.
E. Program Eligibility Limitations
1. E.A.S.E. funding will be awarded up to the maximum amount of $5,000 per application, and a lifetime
maximum of $10,000 per household.
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
EMPLOYEES (E.A.S.E.) Current Adoption 04-22-2020MM-DD-
Date: 2021
2. E.A.S.E. funding may not be awarded more than once every 12 months.
3. Only one Crisis Reason per application may be considered.
F. Program Administration
1. The administration and operation of the E.A.S.E. program as outlined by this policy will be the
responsibility of the E.A.S.E. Administrator/Fund Manager.
2. Duties of the E.A.S.E. Administrator/Fund Manager
a. Coordinates communication among applicants, the E.A.S.E. Committee, and the E.A.S.E. Vendor
b. Receives applications and reviews applications in their entirety
c. Interacts with applicants to ensure completion of their application
d. Verifies employment, program, financial, and Crisis Reason eligibility
e. Receives, reviews, and resolves discrepancies with the monthly and annual fund reports provided
by the E.A.S.E. Vendor
f. Maintains allocation history
g. Requests an annual summary report from the E.A.S.E. Vendor
h. Prepares documentation and submits it to the E.A.S.E. Committee for presentation to the E.A.S.E.
Vendor
3. Duties of the E.A.S.E. Vendor
a. Designates a non-voting member, or liaison, to the E.A.S.E. Committee
b. Provides advisory consultation during the application process
c. Prepares check requests and generates checks to (or on behalf of) E.A.S.E. fund approved
applicants
d. Approves and disburses funds to (or on behalf of) program applicants
e. Maintains current accounting of funds held in the E.A.S.E. fund, provides monthly report balances
and distribution to the E.A.S.E. Administrator/Fund Manager, and maintains allocation history of
the E.A.S.E. fund
f. Within 30 days of request, provides an annual summary report
g. Reviews and revises E.A.S.E. fund application materials in conjunction with the E.A.S.E.
Committee as needed
h. Has final approval of the E.A.S.E. fund process and E.A.S.E. fund distributions
i. Reviews and approves this policy and the process on an annual basis
j. Develops and maintains the Employee Assistance Fund Guidelines
4. Committee Membership
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
EMPLOYEES (E.A.S.E.) Current Adoption 04-22-2020MM-DD-
Date: 2021
The E.A.S.E. Committee has a minimum of three (3) designated employees within Employee
Benefits and Wellness Division. There is no term limitation. The designation of any employee will
automatically terminate upon the earliest of the following: death; resignation; removal; or upon
separation of employment.
5. Recommendation of E.A.S.E. Assistance Applications
The E.A.S.E. Administrator/Fund Manager will present the completed applications to the E.A.S.E.
Committee. The Committee will consider and recommend approval or denial of the application by a
majority vote of the E.A.S.E. Committee. In the event an application is denied by the E.A.S.E.
Committee, there are no rights of appeal. Once the E.A.S.E. Committee votes to approve an
application, the application is forwarded to the E.A.S.E. Vendor for processing and final approval,
consistent with the terms outlined in this policy and the Vendor contract. Denials also are forwarded
to the E.A.S.E. Vendor for record-keeping purposes.
6. Meeting Frequency
The Committee considers applications as presented by the E.A.S.E. Administrator/Fund Manager
as applications are received and completed.
G. Fund Reconciliation
1. The E.A.S.E. Vendor is responsible for providing accurate monthly fund balance statements to the
E.A.S.E. Administrator/Fund Manager outlining the financial status of the fund.
2. The E.A.S.E. Administrator/Fund Manager provides a quarterly report of fund expenditures to the
E.A.S.E. Committee. Records documenting the use of funds, following Committee approval, are not
required.
3. At the end of February, the E.A.S.E. Administrator/Fund Manager will request the E.A.S.E. Vendor
to provide a calendar year summary report that outlines expenditures, funding activity, and balances
of the prior calendar year.
4. Balances remaining in the fund at the end of the calendar year are carried forward into the following
year.
Revision History
Version Revision Date Description of Revision
1 06-2003 Initial version.
Added: The E.A.S.E. Administrator is appointed by the Assistant County
Manager over Human Services to manage the E.A.S.E. program.
Removed inclusion of employees of the Superior Court from definition of
Employee.
Added a non-voting committee member to the EASE Committee to be
2 05-08-2013 appointed by the Assistant CM over Human Services and changed the other
non-voting member to be from the Human Services Department appointed by
the Human Services Appointing Authority.
Added: “In the event of a tie vote the EASE Administrator shall make the
final determination.” EASE can only be received twice in one lifetime.
(C-31-13-019-6-00)
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
EMPLOYEES (E.A.S.E.) Current Adoption 04-22-2020MM-DD-
Date: 2021
Revision History continued
Version Revision Date Description of Revision
Changed purpose statement, IV.A.1, IV.B.3 and E.1.b. regarding what
constitutes eligible emergencies from personal and family emergencies to
medical and Human Services-Related Emergencies. Added a definition of
3 12-10-2014 Human Services-Related Emergencies and E.A.S.E Case Manager. Removed
definition of Employee. Removed redundancies and reordered language for
clarity. Cleaned up language to make the policy cleaner, more
understandable and more consistent. (C-31-13-019-6-02)
Clarified the purpose of the program is to provide short-term financial
assistance to address an emergent basic need; added funding limit and an
4 05-23-2018 explanation of the programs funding source; transferred authority to County
Manager; updated Eligibility Requirements; changed Administration and
Committee Structure (C-31-13-019-6-03)
Remove as allowable expenses the replacement of utility appliances and
5 01-16-2019 other unanticipated expenses; changed the responsibility of who designates a
backup Committee Chair if the appointed Chair is unavailable. (C-31-13-
019-6-04)
Revise Purpose statement.
Revise Crisis Event, Administrator, Committee, and Financial Hardship
definition. Remove Intake Coordinator language
Revise General statement 1.
Removes the reference to Special Events.
Updated the list of Eligible expenses
Updated the list of Ineligible expenses
Revise Financial Eligibility – establishes a limit on requested assistance to
the amount up to the total of the lost income or paid unexpected expenses.
Revise Crisis Reason Eligibility list.
Added statement that awards cannot be paid for a Crisis Reason that is due to
6 06-12-2019 or involves any illegal activity.
Revise Program Eligibility criteria to include a maximum award of $ 5,000
per application/$ 10,000 lifetime; a limitation once every 12 months, and
only one Crisis Reason can be considered.
Remove Exceptions to Eligibility Limits
Revise Program Administration including the duties for the Administrator /
Fund Manager and vendor. Remove the Intake Coordinators duties
Revise Committee membership to 3 designated employees in Benefits and
Wellness
Revised section on recommendations of E.A.S.E. applications
Revised meeting frequency to say applications are presented to the
Committee as they are received and completed. (C-31-13-019-6-05)
Added provisions to incorporate the COVID-19 pandemic as a crisis reason
with loss of income and unexpected paid expenses and to allow all County
employees to receive support to at least 12/31/20 as long as the employee is
7 04-22-2020 employed at the time of application and issuance of support. Removed
reference to an Operations Manual and added reference to the Employee
Assistance Fund Guidelines document. (C-31-13-019-6-06)
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
EMPLOYEES (E.A.S.E.) Current Adoption 04-22-2020MM-DD-
Date: 2021
Revision History continued
Extended provisions to incorporate the COVID-19 pandemic as a crisis reason
8 MM-DD-2021 with loss of income and unexpected paid expenses and to allow all County
employees to receive support to at least 6/30/21. (C-31-13-019-6-06)
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