REDUCTION IN FORCE AND FURLOUGH POLICY (HR2403) 08-21-2019.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Title: Policy Number: HR2403
REDUCTIONS IN FORCE AND
Current Adoption Date: 08-21-2019
FURLOUGHS
Current Implementation Date: 08-21-2019
Approved by: Board Agenda Number: C-31-18-008-6-01
BOARD OF SUPERVISORS
Original Adoption Date: 07-1998
I. PURPOSE
To establish requirements for conducting a Reduction in Force (RIF) or a Furlough to meet business
needs while maintaining compliance with all applicable federal, state, and local laws.
II. AUTHORITY
This Policy is authorized by the Board of Supervisors pursuant to A.R.S. § 11-251.
III. APPLICATION
This Policy applies to all Maricopa County appointed departments as well as the Flood Control
District of Maricopa County and the Maricopa County Library 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.
This Policy also applies to County elected offices unless the elected official has implemented a
similar policy specific to his or her office.
This Policy pertains to classified and unclassified employees (excluding contract and temporary
employees) affected by a RIF. An Appointing Authority may request approval from the County
Manager to conduct a RIF that includes contract and temporary employees consistent with the
procedures outlined in this Policy.
IV. DEFINITIONS
A. Appointing Authority: An elected official, the single administrative or executive head of a
Department/Special District, or the designated representative authorized to act in this capacity.
B. Department HR: An employee’s assigned internal human resources office or, when an internal
human resources office does not exist, the department’s assigned HR Liaison.
C. Furlough: A mandatory unpaid leave of one or more days imposed on employees by a
department facing a budget deficit or shortfall. A Furlough may be imposed independently or in
conjunction with a RIF and is not considered a suspension or involuntary demotion for purposes
of merit appeals under the Employee Merit System Resolution and Rules.
D. HR Director: The Director of the Maricopa County Human Resources Department or the
designated representative authorized to act in this capacity.
E. Initial RIF Notification: The Appointing Authority's first meeting with, which will include written
communication to, affected department employees informing them that positions will be

Policy Title: Policy Number: HR2403
REDUCTIONS IN FORCE AND FURLOUGHS
Current Adoption Date: 08-21-2019
eliminated as part of a RIF. This meeting shall not occur until the HR Director and County
Manager have approved the Appointing Authority's RIF Justification Memorandum.
F. Job Search Assignment: Administrative leave period prior to separation or placement during
which RIF affected employees continue to receive pay and benefits while they pursue
opportunities for alternate employment both within and outside of Maricopa County.
G. Priority Placement: A process for employees affected by a RIF to receive priority consideration
and possible placement within the department for vacant positions identified as available under
this Policy.
H. Rating Matrix: A tool that uses Retention Criteria during a RIF to calculate Retention Points for
employees working in Substantially Similar Positions.
I. Reduction in Force (RIF): The involuntary separation of employees from County employment
as the result of an organizational or departmental decision to eliminate positions.
J. Retention Criteria: The factors, weighted according to their relative importance to the position
held, which are used to calculate Retention Points on a Rating Matrix.
K. Retention Points: The numerical scores generated by a Rating Matrix that are used to
determine which employees will be affected by a RIF.
L. Substantially Similar Position: Positions selected for a RIF that are in the same market range
title, typically the same working title, and have similar duties, qualifications, and essential job
tasks.
V. POLICY
Appointing Authorities must ensure that the process for selecting positions for a RIF or Furlough is
fair.
A. Justification Memo: A written detailed justification memo for a RIF or Furlough must be
approved by the HR Director and County Manager prior to implementation. Departments
considering a Furlough in conjunction with a RIF may combine the proposed actions into a
single justification memo.
B. Retention Criteria: Appointing Authorities establish Retention Criteria and the criteria for
selecting positions that will be subject to Furlough based on the business needs of the
department. The proposed criteria are subject to review and approval by the HR Director. No
individual criteria category shall be assigned a weight of over 50%, nor may any category be
assigned a weight of less than 5%.
C. Job Search Assignment: Contingent upon available funding, Appointing Authorities may
provide all similarly situated employees affected by a RIF with a Job Search Assignment as
follows:
1. Up to 160 hours (4 weeks) for full-time employees with less than 5 years of County service.
2. Up to an additional 160 hours (4 weeks) for full-time employees with 5 or more years of
County service.
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Policy Title: Policy Number: HR2403
REDUCTIONS IN FORCE AND FURLOUGHS
Current Adoption Date: 08-21-2019
Calculation: An additional 40 hours (1 week) for each full year of County service beyond 4
years.
3. Maximum: 320 hours (8 weeks)
4. Prorated for less than full-time employees.
D. Appointing Authorities shall not re-create a Substantially Similar Position that was abolished as
a result of a RIF within 12 months of the RIF without the written approval of the HR Director and
County Manager.
E. Clear communication with employees regarding the business necessity for the RIF or Furlough,
and the department’s strategy for the future, is encouraged to help minimize confusion and
rumors.
F. County Human Resources shall work with the Arizona@Work Division of the Maricopa County
Human Services Department to provide job search information and resources to affected
employees.
VI. REDUCTION IN FORCE
Appointing Authorities may request approval of RIFs when business conditions indicate a need to
eliminate positions (e.g., a lack of funds or work, organizational change, or change of job
responsibilities).
A. RIF Justification Memo – Should Contain:
1. A detailed justification for the RIF.
2. The scope of the RIF (e.g., entire department, specific division or market range/working
titles, specific grant, etc.).
3. A list of all positions selected for RIF to include the position control number, market range
title, working title, assigned work unit, position status (e.g. classified, unclassified, etc.),
budgeted rate, and whether the position is occupied or vacant.
4. If grant-funded positions are to be eliminated, include copies of the grant and confirmation
that each employee in the selected position(s) signed an acknowledgment of their grant-
funded position status; it is not necessary to include copies of the acknowledgments.
5. A list of all department positions that are available for immediate recruitment (i.e., currently,
or soon to be, vacant) to include the position control number, market range title, working
title, assigned work unit, and position status (e.g. classified, unclassified, etc.).
6. If applicable, the Appointing Authority's decision and reason for providing the affected
employees with Job Search Assignments.
7. The Retention Criteria used for the Rating Matrix, or the justification for not using a Rating
Matrix, for each group of Substantially Similar Positions that are affected by the RIF if all of
the Substantially Similar Positions will not be eliminated.
8. A proposed timeline for RIF events.
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Policy Title: Policy Number: HR2403
REDUCTIONS IN FORCE AND FURLOUGHS
Current Adoption Date: 08-21-2019
B. Approval Process
1. Appointing Authorities must notify their Deputy/Assistant County Manager of a proposed
RIF as soon as the decision to request such an action has been made and work with their
HR Group Manager on the RIF process.
2. HR Group Manager submits a RIF Justification Memo for Legal Counsel's review and HR
Director’s approval.
3. If approved, HR Group Manager provides the memo to the Deputy/Assistant County
Manager.
4. The Deputy/Assistant County Manager will seek the County Manager’s approval of the
memo.
5. A copy of the approved memo should be submitted to Human Resources.
6. When the RIF memo is approved by the County Manager, all recruitments for positions
within the department that are at or below the market range midpoint of any position
eliminated in the RIF will be suspended unless the department requests and receives a
written exemption from the HR Director.
C. Reduction in Force Implementation
1. Advanced Notice: Prior to the final approval of RIF Justification Memos, Appointing
Authorities may, in consultation with the HR Director, exercise their discretion to provide
advance notice to their department that a RIF is being considered. Factors influencing the
decision to provide advance notice may include: the need to transfer projects, job
knowledge, records, and County-issued items to others.
2. Initial RIF Notification: After the RIF Justification Memo is approved by the HR Director
and the County Manager, the Appointing Authority shall conduct an Initial RIF Notification
meeting to notify employees in affected positions of the RIF and provide information relevant
to the RIF.
3. Rating Matrix Employee Review: Employees affected by the RIF will have an opportunity
to review their Rating Matrix documents for accuracy. This review should occur during or
immediately following the Initial RIF Notification meeting to allow any discrepancies to be
addressed within 24 hours.
4. Employee Written Notification – Should contain:
a. Pertinent dates and deadlines for all RIF related events (e.g., expected last date of
employment, deadline for submitting Priority Placement documentation, etc.).
b. If applicable, an explanation of the Job Search Assignments.
c. A list of vacant department positions available under Priority Placement.
5. Department Notification: Once employees affected by the RIF are notified, the Appointing
Authority may inform other department employees of the RIF and any additional information
deemed appropriate (e.g., explanations of the scope, impact, and justification for the action).
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Policy Title: Policy Number: HR2403
REDUCTIONS IN FORCE AND FURLOUGHS
Current Adoption Date: 08-21-2019
6. Appeal: Classified employees affected by a RIF may file an appeal with the Merit
Commission consistent with provisions set forth in the applicable Employee Merit System
Resolution and Rules.
D. Priority Placement
1. Employees affected by a RIF may apply for Priority Placement into positions within the
department that are vacant and available for recruitment.
2. The employees must meet the minimum qualifications for the position and the available
position’s market range midpoint must be at or below the employees’ current market range
midpoint.
3. Employees who meet the minimum qualifications for a Priority Placement position shall
receive priority consideration and receive an interview for the vacant position.
4. The rate of pay for employees offered positions under Priority Placement will be determined
by HR Compensation and shall not exceed the affected employee’s current pay rate.
VII. FURLOUGHS
Furloughs may be used independently or in conjunction with a RIF because of a budget deficit or
shortfall.
A. Furlough Justification Memo – Should Contain:
1. A detailed justification for the Furlough, including how the positions were selected for
Furlough.
2. The scope of the Furlough (e.g., entire department, specific division or market range/working
titles).
3. A list of all positions affected to include the employee’s name, market range title, working
title, position control number, salary, assigned work unit, and position status (e.g. classified,
unclassified, etc.).
4. A timeline of the Furlough events.
B. Approval Process
1. Appointing Authorities must notify their Deputy/Assistant County Manager of a proposed
Furlough as soon as the decision to request such an action has been made and work with
their HR Group Manager on the Furlough process.
2. HR Group Manager submits a Furlough Justification Memo to the HR Director for approval.
3. If approved, HR Group Manager provides the memo to the Deputy/Assistant County
Manager.
4. The Deputy/Assistant County Manager will seek the County Manager’s approval of the
memo.
5. A copy of the approved memo should be submitted to Human Resources.
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Policy Title: Policy Number: HR2403
REDUCTIONS IN FORCE AND FURLOUGHS
Current Adoption Date: 08-21-2019
C. Furlough Implementation
1. Employee Written Notification: Once the Furlough Justification Memo is approved, the
Appointing Authority shall notify the affected employees in writing to include:
a. The reason for the Furlough.
b. The dates and total hours of the Furlough.
c. The rules for employees on a Furlough.
i. Employees accrue leave and remain eligible for holiday pay if a Furlough is taken
before or after a holiday, or other paid time off, as appropriate.
ii. Employees will not at a later time be compensated for their unpaid Furlough days.
iii. Employees are not to perform any work for the County whatsoever while on a
Furlough.
d. Additional information as determined by the Appointing Authority and HR Director.
2. Department Notification: Once the employees affected by a Furlough are notified, the
Appointing Authority may inform other department employees of the Furlough and any
additional information deemed appropriate (e.g., explanations of the scope, impact, and
justification for the action).
3. Concerns: Employees with concerns regarding the manner in which the Furlough was
implemented should discuss their concerns with their Department HR and Appointing
Authority for resolution.
4. Appeal: Classified employees affected by a Furlough may file an appeal with the Merit
Commission consistent with provisions set forth in the applicable Employee Merit System
Resolution and Rules.
Revision History
Version Revision Date Description of Revision
1 07-1998 Initial version
2 05-20-2009 Added a new section on furloughs. (C-31-09-014-6-00)
4 12-09-2015 Minor revisions to align with Employee Merit System Rules’ changes. (C-31-16-016-6-00)
5 10-4-2017 Added language for re-creating RIF positions. Modified Priority Placement to within a
department. Eliminated Preferential Placement. (C-31-18-008-6-00)
6 08-21-2019 Updated language for consistency, eliminated requirements for draft memos, and outlined
the approval process. (C-31-18-008-6-01)
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