HR2426.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING Current Adoption
EMPLOYEES (E.A.S.E.) Date:
Current
Implementation Date:
Approved by: BOARD OF SUPERVISORS Board Agenda C-
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 Crisis Reason.
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 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.

Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption
EMPLOYEES (E.A.S.E.) Date:
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:
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:
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption
EMPLOYEES (E.A.S.E.) Date:
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.
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 lacks 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.
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
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
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption
EMPLOYEES (E.A.S.E.) Date:
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 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
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.
E.A.S.E. funding may not be awarded more than once every 12 months.
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. Develops and maintains an E.A.S.E. Program Operations Manual
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption
EMPLOYEES (E.A.S.E.) Date:
f. Receives, reviews, and resolves discrepancies with the monthly and annual fund reports
provided by the E.A.S.E. Vendor
g. Maintains allocation history
h. Requests an annual summary report from the E.A.S.E. Vendor
i. 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, 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
4. Committee Membership
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.
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption
EMPLOYEES (E.A.S.E.) Date:
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 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)
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption
EMPLOYEES (E.A.S.E.) Date:
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)
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.
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 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.
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