OLD HR2426 DEC 2018 REDLINED.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Number: HR2426
Policy Title:
EMPLOYEES ASSISTING AND SUPPORTING Current Adoption 5-23-2018
Date:
EMPLOYEES (E.A.S.E.)
Current 5-23-2018
Implementation Date:
Approved by: Board Agenda C-31-13-019-6-03
Number:
BOARD OF SUPERVISORS Original Adoption
Date: June 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 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 Event: Emergencies involving basic needs of health, safety and welfare.
B. E.A.S.E. Administrator / Fund Manager: An individual at the County appointed by the County Manager
to ensure the E.A.S.E. program operates as outlined in this policy.
C. E.A.S.E. Committee: A committee consisting of eligible 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.
fund contributions and disbursements.
E. Financial Hardship: A situation that prevents or will prevent an employee from meeting 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 Event when 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.

Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
EMPLOYEES (E.A.S.E.) Current Adoption 5-23-2018
Date:
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, 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.
4. Allowable expenses include utility assistance, rent or mortgage assistance, including late fees, and
reasonable food expenses that could lead to homelessness, replacement of utility related appliance,
or other unanticipated expenses including late fees 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.
B. Eligibility Requirements
1. Non-Financial
a. Eligibility is limited to:
i. 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.
ii. 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.
iii. 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
i. Temporary and part-time employees are not eligible to receive E.A.S.E. assistance.
2. Financial Eligibility – Expenses Exceed Income
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.
3. Verification of Eligibility
The Intake Coordinator shall verify non-financial and financial eligibility.
C. Eligibility Limits
1. Maximum Program Award
The E.A.S.E. funding will be awarded up to the maximum amount of $3,000 per application, and a
lifetime maximum of $6,000 per household.
Page 2 of 5

Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
EMPLOYEES (E.A.S.E.) Current Adoption 5-23-2018
Date:
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.
D. Administration and Committee Structure
1. Administration
a. 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. Duties of the E.A.S.E. Administrator / Fund Manager
i. Coordinates communication among the E.A.S.E. Committee and the E.A.S.E. Intake
Coordinator
ii. Acts as the single-point-of-contact for all communication with the E.A.S.E. Vendor
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
E.A.S.E. Administrator’s Manager will designate a backup Committee Chair.
v. Receives, reviews, and resolves discrepancies with the monthly and annual fund reports
provided by the E.A.S.E. Vendor
vi. Maintains allocation history
vii. Requests an annual summary report from the E.A.S.E. Vendor
c. Duties of the Intake Coordinator
i. Receives applications and reviews applications in their entirety
ii. Interacts with applicants to ensure completion of their application
iii. Verifies non-financial and financial eligibility
iv. Prepares documentation and submits it to the E.A.S.E. Administrator / Fund Manager for
presentation to the E.A.S.E. Committee
d. Duties of the E.A.S.E. Vendor
i. Designates a non-voting member, or liaison, to the E.A.S.E. Committee
ii. Provides advisory consultation during the Intake Coordinator’s review of applications
Page 3 of 5

Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
EMPLOYEES (E.A.S.E.) Current Adoption 5-23-2018
Date:
iii. Prepares check requests and generates checks to (or on behalf of) E.A.S.E. fund approved
applicants
iv. Approves and disburses funds to (or on behalf of) program applicants
v. 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. Within 30 days of request, provides an annual summary report
vii. Reviews and revises E.A.S.E. fund application materials in conjunction with the E.A.S.E.
Committee, as needed
viii. Has final approval of the E.A.S.E. fund process and E.A.S.E. fund distributions
ix. Reviews and approves this policy and the process on an annual basis
2. Committee Membership
a. The E.A.S.E. Committee has a minimum of four (4) 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. Each Committee member serve a term of three (3) years
from their date of designation to the Committee. The designation of any member will
automatically terminate upon the earliest of the following: death; resignation; removal; failure to
attend three consecutive meetings; or upon separation of employment.
. The Committee Co-Chair is designated from among the at-large Committee members by the
E.A.S.E. Administrator / Fund Manager.
4.3. 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 an 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.
5.4. Meeting Frequency
The Committee considers applications as presented by the E.A.S.E. 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 application.
E. 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.
Page 4 of 5

Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
EMPLOYEES (E.A.S.E.) Current Adoption 5-23-2018
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)
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
5 unanticipated expenses. Also changes the responsibility of who designates a
backup Committee Chair if the appointed Chair is unavailable.
Page 5 of 5