HR2426 REDLINE.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING Current Adoption 1-16 7-1-2019
EMPLOYEES (E.A.S.E.) Date:
Current 1-16-7-1-2019
Implementation Date:
Approved by: BOARD OF SUPERVISORS Board Agenda C-31-13-019-6-04
Number:
Original Adoption June 2003
Date:
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 Ccrisis Rreason.have basic needs that cannot be addressed
immediately by their own income or resources.
II. APPLICATION
This Policy applies to employees of County Appointed Departments; County elected offices;
Maricopa County Stadium District (Stadium District), Flood Control District of Maricopa County
(Flood Control), and the Maricopa County Library District (Library District) (collectively, the Special
Districts); and other governmental agencies for whom the County provides payroll services.
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 11th, 2018.
III. DEFINITIONS
A. Crisis ReasonEvent: An eEmergencyies involving basic needs of health, safetysafety, and
welfare.
B. E.A.S.E. Administrator / Fund Manager: An designated employee within Human Resources
Employee Benefits and Wellness Division individual at the County appointed by the County
Manager whoto 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 Divisioneligible employees, appointed by the
County manager 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.
D. fund contributions and disbursements.

Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 7-11-16-2019
EMPLOYEES (E.A.S.E.) Date:
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 Ccrisis
Rreason.the costs of essential subsistence for him or herself, a spouse and/or dependents.
F. Intake Coordinator: The individual(s) properly trained to work with applicants to the E.A.S.E.
program.
IV. POLICY
A. General Statements
1. E.A.S.E. helps to support employees experiencing a short-term Crisis ReasonEvent when
they lack capacity to meet financial obligations for basic living expenses.all other sources of
financial aid have been exhausted or are unavailable.
2. E.A.S.E. is funded by the designated payroll contribution of employees to the Maricopa
County
Combined Charitable Campaign, as well as Special Event contributions not otherwise
designated.
2.
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, Intake Coordinator, 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.
3. .
3. EligibleAllowable expenses include the following:
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 feesutility assistance, rent or
mortgage assistance, including late fees, and reasonable food expenses that could lead
to homelessness, an interruption of heating or cooling, lack of sufficient food and nutrition
for household members, or a serious risk to the health and safety of the employee or
dependent if the situation is not alleviated.
e. Food Expenses – A Fry’s Food card supplement of up to $ 500 per applicant may be
provided
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 7-11-16-2019
EMPLOYEES (E.A.S.E.) Date:
f. Funeral expenses for a person whom the employee has a relationship and is responsible
for paying funeral expenses (up to $ 55,000); 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)
4.f. Any other bills
B. Employment EligibilityEligibility Requirements 1. Non-Financial
1. a. Eligibility is limited to:
a. Regular, full-time employees who have been employed by the County, a Special District
or 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 or 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 or 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. b. Ineligible Employees
ivi. Temporary and part-time employees are not eligible to receive E.A.S.E. assistance.
2. CD. Financial Eligibility – Expenses Exceed Income
E.A.S.E. funding must not exceed the loss/reduction of income or expenses that caused the
hardship. Applicants must show theyhe/she lacks the capacity to meet financial obligations for basic
living expenses with existing resources due to a Ccrisis Rreason. Applicants must provide specific
documentation to demonstrate his/hertheir financial hardship.Applicants must demonstrate that their
current or anticipated basic household living expenses exceed or will exceed the household’s
income due to a Crisis Event that resulted or will result in a Financial Hardship.
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 7-11-16-2019
EMPLOYEES (E.A.S.E.) Date:
3. DE. Crisis Reason Verification of 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
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
3. Applicants must provide documentation that clearly demonstrates the Ccrisis Rreason.
4. Reoccurring and/or known expenses do not qualify as a Ccrisis Rreason.
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.
5. The Intake Coordinator shall verify non-financial and financial eligibility.
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 7-11-16-2019
EMPLOYEES (E.A.S.E.) Date:
EC. Program Eligibility LimitationsEligibility Limits 1. Maximum Program Award
The E.A.S.E. funding will be awarded up to the maximum amount of $35,000 per application,
and a lifetime maximum of $610,000 per household.
E.A.S.E. funding may not be awarded more than once every 12 months.
Only one Crisis Reason per application may be considered.
2. Exceptions to Eligibility Limits
Exceptions to eligibility limits, including maximum program awards as outlined in this policy, may
be made under exceptional circumstances. In such cases, the E.A.S.E. Administrator / Fund
Manager shall notify the Committee of the request for an exception and the relevant
circumstances. The Committee shall vote to forward the application to the County Manager. If
the County Manager approves an exception, the matter shall be forwarded to the E.A.S.E.
Vendor for final approval.
FD. Program Administration and Committee Structure 1. Administration
a.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. The E.A.S.E. Administrator
/ Fund Manager is appointed by the County Manager and is not subject to a term limit.
b.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. VendorIntake Coordinator
b. Receives applications and reviews applications in their entirety
c. Interacts with applicants to ensure completion of their application
Verifies employment, program, financial, and Crisis Reason eligibility
d. ii. Acts as the single-point-of-contact for all communication with the E.A.S.E. Vendor
i.e. iii. Develops and maintains an E.A.S.E. Program Operations Manual
iv. Serves as the Committee Chair and votes only in the event there is a tie vote by the
E.A.S.E. Committee. If the E.A.S.E. Administrator/Fund Manager is unavailable, the
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 7-11-16-2019
EMPLOYEES (E.A.S.E.) Date:
E.A.S.E. Administrator’s Manager will designate a backup Committee Chair.
v.f. Receives, reviews, and resolves discrepancies with the monthly and annual fund reports
provided by the E.A.S.E. Vendor
vi.g. Maintains allocation history
vii.h. Requests an annual summary report from the E.A.S.E. Vendor
c. Duties of the Intake Coordinator
Receives applications and reviews applications in their entirety
ii. Interacts with applicants to ensure completion of their application
i. iii. Verifies employment, program, financial, and cCrisis Rreason non-
financial and financial eligibility
i. viiiv. Prepares documentation and submits it to the E.A.S.E. Committee
Administrator / Fund Manager for presentation to the E.A.S.E. VendorCommittee
d.3. Duties of the E.A.S.E. Vendor
a. Designates a non-voting member, or liaison, to the E.A.S.E. Committee
i.b. ii. Provides advisory consultation during the application processIntake
Coordinator’s review of applications
iii.c.Prepares check requests and generates checks to (or on behalf of) E.A.S.E. fund
approved applicants
iv.d. Approves and disburses funds to (or on behalf of) program applicants
v.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, maintains
allocation history of the E.A.S.E. fund
vi.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
viii. May decline any application that is not in compliance with VSUW Employee
Assistance Fund Guidelines and/or lacks all required documentation
h. Has final approval of the E.A.S.E. fund process and E.A.S.E. fund distributions
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 7-11-16-2019
EMPLOYEES (E.A.S.E.) Date:
i. ix. Reviews and approves this policy and the process on an annual basis
vii.
42. Committee Membership
a. The E.A.S.E. Committee has a minimum of three (3) four (4) designated employees within
Employee Benefits and Wellness Division. at-large voting members, appointed by the
County Manager. Each mush be employed by the County or a governmental agency or
County elected office for whom the County provides payroll services throughout the duration
of their designation as Committee members. There is no term limitation. Each Committee
member serve a term of three (3) years from their date of designation to the Committee. The
designation of any employeemember will automatically terminate upon the earliest of the
following: death; resignation; removal; failure to attend three consecutive meetings; or upon
separation of employment.
.
53. 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 thean E.A.S.E. Committee. quorum. A quorum is formed
when a minimum of three (3) voting members are in attendance either in person or via
teleconference. In the event of a tie vote the E.A.S.E. Committee Chair shall make the final
determination. 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.
64. Meeting Frequency
The Committee considers applications as presented by the E.A.S.E. Administrator / Fund
Manager as applications are received and completed. Intake Coordinator at Committee
meetings no less often than twice a month as determined by the Committee. A special
meeting can be called by the E.A.S.E. Administrator / Fund Manager to consider the
recommendation for a qualifying Crisis Event Reason application.
GE. 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.
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 7-11-16-2019
EMPLOYEES (E.A.S.E.) Date:
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 June 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 5-8-2013 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)
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)
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 7-11-16-2019
EMPLOYEES (E.A.S.E.) Date:
Updates to current version include:
− Clarifying the purpose of the program to provide short-term financial
assistance to address an emergent basic need
− Adding funding limit and an explanation of the programs funding source
4 5-23-2018
− Transferring authority to County Manager
− Updating Eligibility Requirements
− Changes to Administration and Committee Structure (C-31-13-019-
6-03)
Remove as allowable expenses the replacement of utility appliances and other
unanticipated expenses. Also changes the responsibility of who designates a
5 1-16-2019
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 and added statement 4 to include VSUW
Employee Assistance Fund Guidelines to be incorporated into the policy.
Removes the reference to Special Events.
Updated the list of Eligible expenses.
Updated the list of Ineligible expenses.
Revise Employment Eligibility list.
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
or involves any illegal activity.
Revise Program Eligibility criteria , to include a maximum award of $ 5,000
per application/$ 10,000 lifetime;including maximum awards, limitationa
6 7-1-19? limitation on once every 12 months, and only one Ccrisis Rreason 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.
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 Ccrisis Rreason that is due
to or involves any illegal activity.
Added language that VSUW may decline any application that is not in
compliance with the Guidelines or has all required documentation.
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