HR2426 E A S E POLICY - REDLINE.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Number: HR2426
Policy Title:
EMPLOYEES ASSISTING AND SUPPORTING Current Adoption 12-10-20145-23-
Date: 2018
EMPLOYEES (E.A.S.E.)
Current 12-10-20145-23-
Implementation Date: 2018
Board Agenda
Approved by: C-31-13-019-6-023
Number:
BOARD OF SUPERVISORS Original Adoption
June 2003
Date:
I. PURPOSE Commented [MG-C1]: Updated to current Policy
Template.
To establish Employees Assisting and Supporting Employees (E.A.S.E.) as a Maricopa County (County)
program to that provides short-term financial assistance to employees who cannot meet expenses arising
from medical and/or Human Services-Related Emergencies 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; and Special Districts and 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. 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.A. Department/Special District (Department): A division of the County including Special Districts.
Special Districts are the Flood Control District of Maricopa County, Maricopa County Library District and
the Maricopa County Stadium District.Crisis Event: Emergencies involving basic needs of health, safety
and welfare.
C. E.A.S.E. Case Manager: The individual assigned by the Human Services Department to work with
applicants to the E.A.S.E. program and to review applications in their entirety. The Case Manager will
prepare documentation and make a presentation to the E.A.S.E. committee.
B. E.A.S.E. Administrator / Fund Manager: The personAn individual at the County appointed by Human
Resourcesthe County Manager to manage the E.A.S.E. programensure the E.A.S.E. program operates
as outlined in this policy.
D.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.
E.D. E.A.S.E. Vendor: A 501(c) (3) non-profit organization contracted byThe vendor the County has
contracted with to manage the E.A.S.E. fund contributions and disbursements.
F.E. Financial Hardship: A situation that prevents or will prevent an employee from meeting the
costs of essential subsistence for themselfhim or herself, their a spouse and/or dependents.

Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 12-10-20145-23-
EMPLOYEES (E.A.S.E.)
Date: 2018
G.F. Human Services-Related Emergencies: Emergencies involving basic needs of health, safety
and welfare.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 County employees experiencing a short-term Crisis Event medical and/or
Human Services-Related Emergencies when all other sources of financial aid have been exhausted
or are unavailable.
2. E.A.S.E. is funded by County the designated payroll contribution of employees’ designated
contributions to the Maricopa County Combined Charitable Campaign, as well as Special Event
contributions not otherwise designated.
3.2.
4.3. The application and receipt of E.A.S.E. benefits shall be considered are kept 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, and only the Human Services Department’s E.A.S.E Case
Manager has access to the application. Members of the E.A.S.E. committee are obligated to shall
not disclose any information regarding applicants or recipients, except in the course of performing
duties outlined in this policy.
5.4. Allowable expenses include utility assistance, rent or mortgage assistance, reasonable food
expenses, 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 Requirementsfor E.A.S.E. Program
6.1. Non-Financial
a. Eligibility is for E.A.S.E. is limited to: Formatted: Left
i. Regular, full-time County 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.
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 12-10-20145-23-
EMPLOYEES (E.A.S.E.)
Date: 2018
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.
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.
7.
8. Temporary employees, contract employees and part-time employees are not eligible to receive
assistance, except for the following:
a. Contract employees who have been continuously employed for at least one (1) year and who
are employed full-time by the County.
b. Contract employees who have returned to work following a regularly scheduled non-paid work
period and who have worked for the County for at least 12 months in the immediately preceding
24-month period and who are employed full-time by the County.
9. Eligible County employees may receive assistance for eligible expenses when medical and/or
Human Services-Related Emergency expenses are not covered by employer-provided benefit plans,
supplemental insurance policies and/or programs available through other community service
organizations in the County.
10. Employees are eligible to receive E.A.S.E. assistance twice in a life-time. At least twenty-four (24)
months must pass from the first receipt to the second.
B. Application Process and Requirements
1. Eligible employees seeking E.A.S.E. assistance must submit a written application explaining the
nature of the emergency funding request.
2. An application for E.A.S.E. assistance is available on the County intranet.
3. Verbal requests for E.A.S.E. assistance are not accepted.
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 12-10-20145-23-
EMPLOYEES (E.A.S.E.)
Date: 2018
4. Incomplete applications are not considered.
5. All requests for E.A.S.E. assistance must be accompanied by all supporting documentation and/or
receipts specific to the emergency need. Assistance is considered for documented expenses only.
Applications, documentation and/or receipts are submitted to the Human Services Department’s
E.A.S.E. Case Manager for review and case management. The E.A.S.E. Case Manager will prepare
documentation and present the case to the E.A.S.E. Committee and will complete an application
status report.
6. The E.A.S.E. Committee makes its decision after a full review of the E.A.S.E. Case Manager’s
documentation and presentation of the case.
7. The E.A.S.E. Committee’s decision is final. No appeals are allowed.
C. Expenses Eligible for E.A.S.E. Funding
Direct disbursements under E.A.S.E. are available for the following items:
1. Housing
2. Utilities
3. Reasonable Food Expenses
4. No other expenses are paid from E.A.S.E. funds.
D. Standards for Evaluating Requests
1. Employee applications for E.A.S.E. assistance are evaluated for Financial Hardship and focus on
stabilization of the emergency situation. The decision of the E.A.S.E. Committee is based on the
degree to which the employee has:
a. Identified an emergency situation that requires an immediate response,
b. Provided specific and complete documentation of Medical and Human Services-Related
Emergency expenses incurred or to be incurred,
c. Exhausted alternatives for funding assistance,
d. No capacity to meet financial obligations with existing resources,
e. Documented loss of income due to the emergency circumstance.
E. Notification and Payment Procedures
1. County employees applying for E.A.S.E. assistance will be notified of the Committee’s funding
recommendation and final decision.
2. The E.A.S.E. Committee Chair will provide written authorization following E.A.S.E. Committee
approval. The E.A.S.E. Administrator is responsible for communicating this request to the E.A.S.E.
Vendor.
3. The E.A.S.E. Vendor is responsible for preparing all checks for the housing, utility or food vendors.
No check shall be made for payment to an employee.
4. The E.A.S.E. Administrator will contact the employee when the checks are available. The employee
must present County identification to receive the checks and the employee must provide a signature
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 12-10-20145-23-
EMPLOYEES (E.A.S.E.)
Date: 2018
indicating receipt of the checks. Exceptions to these provisions are made at the sole discretion of
the E.A.S.E. Administrator.
5. Employees are responsible for mailing/delivering checks to the appropriate vendors or billing
entities.
D. E.A.S.E. Administration and Committee Structure
6.1. 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 Assistant County Manager and is not subject to a term limit over
Human Services. The Administrator ensures that the program operates as outlined in this
Policy. The Administrator is responsible for coordinating communication among the E.A.S.E.
Committee, the E.A.S.E. Vendor and the Human Services Department’s E.A.S.E. Case
Manager.
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 Formatted: Left
E.A.S.E. Committee
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
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 12-10-20145-23-
EMPLOYEES (E.A.S.E.)
Date: 2018
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
i.ix. Reviews and approves this policy and the process on an annual basis
2. Committee Membership
7. The E.A.S.E. Committee has two (2) non-voting members:
a. One (1) representative from the Human Services Department appointed by the Human Service’s
Appointing Authority.
i. This representative and the E.A.S.E. Administrator are jointly responsible for coordinating
with the E.A.S.E. Vendor.
b. One (1) representative appointed by the Assistant County Manager over Human Services.
8. The E.A.S.E. Committee has five (5) voting members:
a. The E.A.S.E. Committee Chair is a current employee appointed by the E.A.S.E. Administrator.
The Chair is not subject to a term limit.
a. The E.A.S.E. Committee has a minimum of Ffour (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. Committee Members, appointed by the E.A.S.E.
Administrator, eEach Committee member serve a term of two three (23) years from their date of
appointmentdesignation 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 employmentThese members are current
employees.
b. The Committee Co-Chair is designated from among the at-large Committee members by the
E.A.S.E. Administrator / Fund Manager.
i. Half of the at-large Committee members are replaced every other year.
ii. One of the at-large members serves as Vice-Chair in their second year of appointment. The
Vice-Chair is determined by the E.A.S.E. Administrator and acts as the Chair in the Chair’s
absence.
3. Recommendation of E.A.S.E. Assistance Applications
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 12-10-20145-23-
EMPLOYEES (E.A.S.E.)
Date: 2018
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
applicationApproval of all funding is by a majority vote of an E.A.S.E. Committee quorum. A quorum
is formed when a minimum of three (3) majority of the voting members are in attendance either in
person or via teleconference. In the event of a tie vote the E.A.S.E. Administrator Committee Chair
shall makes the final determination. In the event the Committee Chair is not present, the Co-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.
9.4. Meeting Frequency
The Committee considers applications as presented by the E.A.S.E. Case Manager Intake
Coordinator at Committee meetings no less often than twice monthly or on an as-needed basisa
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.
F.E. E.A.S.E. Fund Reconciliation
1. The E.A.S.E. Vendor is responsible for providing accurate provides 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 provides 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.
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Policy Title: Policy Number: HR2426
EMPLOYEES ASSISTING AND SUPPORTING
Current Adoption 12-10-20145-23-
EMPLOYEES (E.A.S.E.)
Date: 2018
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)
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