HR2403 RIF POLICY - TRACK CHANGES VERSION.PDF

MARICOPA COUNTY INTERNAL
POLICY
Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption 12-09-2015MM-DD-
REDUCTION IN FORCE AND FURLOUGHS Date: YYYY (Pending)
Current MM-DD-YYYY
REDUCTIONS IN FORCE AND FURLOUGHS
Implementation Date: (Pending)
Board Agenda
Approved by: C-31-16-016-6-00
Number:
BOARD OF SUPERVISORS Original Adoption
07-1998
Date:
I. PURPOSE:
A. This Administrative Personnel Procedure policy establishes the required procedures for a Voluntary
Reduction in Force (VRIF) and requirements for conducting a Reduction in Force (RIF), ensures the )
or a Furlough to meet business needs while maintaining compliance with all applicable federal, state
and local laws, including fair employment practices and equal employment opportunities. It explains
the process for accurate and orderly identification of position(s) and employee(s) affected by a RIF,
and describes the special employment placement and other assistance afforded under this policy and
related policies. This policy also establishes the rules and required procedures for the furlough of
classified, unclassified and contract employees of Maricopa County.positions that will be subject to a
RIF or Furlough and the requirements for notifying employees that will be affected.
B. The Appointing Authority must notify the Human Resources Department (HR) of
an impending VRIF, RIF or furlough as soon as the decision to take such an action
has been finalized. HR will work with the Appointing Authority throughout the
process to ensure full compliance with County policies and procedures.
II. AUTHORITY
C. This policy, as it applies to classified employees, is based uponon and consistent with the
provisions of Maricopa County Employee Merit System Resolution §16.I. and Rule 9.02 REDUCTION
IN FORCE (RIF), HR 2423, "Severance Pay for Release of Claims," HR 2404, "Preferential Placement
Program,"and Rules and other applicable County policies.
Page 1 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
III. ALTHOUGHAPPLICATION
This policy applies to all appointed departments and Maricopa County Special Districts. This policy
shall apply to County elected officials unless the VRIF and RIFCounty elected official has implemented
a policy for conducting Reductions in Force and Furloughs specific to their respective Office.
D. The provisions of this policy apply onlypertain to classified and unclassified employees,
departments (excluding contract and temporary employees) affected by a RIF. An Appointing Authority
may seek an exemptionrequest approval from the County Manager if they wish to applyto conduct a
RIF that includes contract and temporary employees consistent with the provisions of procedures
outlined in this policy to unclassified (including temporary or contract) employees who will be affected
by a RIF..
II.IV. DEFINITIONS:
A. Appeal: A regular employee's written request that the Merit Commission review
a suspension, involuntary demotion, dismissal, furlough or reduction in force where
permitted by the Maricopa County Employee Merit System Resolution and the
Maricopa County Employee Merit System Rules. For purposes of this policy, any
employee who has completed an initial six (6) months of continuous employment
in a position in the classified service may appeal a reduction in force to the Merit
Commission only on the grounds that calculation of the employee's retention points
(see "Rating Matrix" definition, below) was inaccurate, and incorrectly resulted in
that employee's separation before another.
B.A. Appointing Authority: An elected official, athe single administrative or executive head of
a departmentDepartment/Special District, or the designated representative authorized to act in this
capacity.
C. Career Center: The 30 calendar day assignment of employees whose positions
were eliminated in a RIF to the Workforce Development Career Center operated by
the County's Human Services Department. During the 30-day assignment,
employees continue to receive their salary and benefits while they receive
assistance pursuing alternate employment. Employees authorized for a VRIF will
be assigned to the Career Center for a minimum of 30 but no more than 60 days.
Page 2 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
D. Director: The Director of Maricopa County's Human Resources Department, or
his/her designee.
B. Department HR: The employee’s assigned internal human resources office. If there is no
departmental human resources office, then Department HR refers to the department’s assigned
HR Liaison.
E.C. Furlough: A furlough is mandatory unpaid leave of one or more days imposed on
classified employees as the result of by a department facing a budget deficit or shortfall. A
furloughFurlough may be imposed as an alternative to,independently or in conjunction with, a
Reduction in Force (see Merit Rule 9.02). Furloughs are and is not suspensions or involuntary
demotions for purposes of Section 16 (“Appeal By Employee”) of the Maricopa County Employee
Merit System Resolution and Employee Merit System Rule 10.01 (“Matters Which May Be
Appealed.”.considered a suspension for purposes of merit appeals.
F. Initial Probation: A specified period of time following the employment of an
employee in a budgeted position in the classified service, during which the work
performance of the employee is evaluated. An employee may be released from
initial probation for or without cause. An employee serves an initial probation
period upon their most recent employment, to include hire, promotion, demotion or
transfer into any classified position.
G. Initial Probationary Employee: For purposes of this policy, Initial Probationary
Employee is defined as an employee currently serving an initial probation period
who was hired by the County into a classified position in the six (6) months
preceding the submission date of the RIF Justification Memorandum to the
Director.
D. HR Director: The Director of the Maricopa County Human Resources Department or the
designated representative authorized to act in this capacity.
H.E. Initial RIF Notification: The Appointing Authority's first meeting with and , which will
include written communication to, affected department employees informing them that their
positions will be eliminated inas part of a RIF. This meeting shall not occur until the HR Director
and County Manager and the Director have received and approved the Appointing Authority's
written RIF Justification (see ATTACHMENT A). Memorandum.
I. Minimum Eligibility Requirements: The criteria that employees affected by a
RIF must meet in order to receive priority placement into an alternative department
position under this policy. The minimum eligibility requirements are twofold:
Page 3 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
First, the employee must meet the minimum qualifications for the position. Second,
the market range minimum and maximum for the new position must be at or below
the employee's current market range minimum and maximum.
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.
J.G. Priority Placement: TheA process required by this policy where for employees affected
by a RIF attempt to move into other, to volunteer for and receive priority consideration and possible
placement within the department for vacant positions identified as available positions within their
own department. Employees who have received initial notification of a RIF and who apply for
alternative employment within their own department shall be entitled to priority placement into an
alternative position if they meet minimum eligibility requirements, as defined in this policy.under the
provisions of this policy.
K. Rating Matrix: The tool developed to determine the order in which employees
will be separated (RIF'd) from their employment, as approved by the Director. This
includes identification of the factors and respective weightings to be used in
calculating retention points for classified employees who occupy substantially
similar positions within the affected department. See ATTACHMENT B,
"Retention Criteria Rating Matrix."
H. Rating Matrix: A tool that uses Retention Criteria during a RIF to calculate Retention Points for
employees working in Substantially Similar Positions.
L.I. Reduction in Force (RIF): The involuntary separation, of employees from County employment, of
a regular employee for reasons as the result of an organizational or departmental decision to
eliminate positions due to a lack of funds, or lack of work, or abolishment of a position. Generally,
RIFs involve the elimination of multiple positions within a department. Single position RIFs will be
scrutinized and considered on a case-by-case basis..
M. Reorganization: The realignment of departmental functions and/or structure for a
valid business reason(s). A reorganization may result in the abolishment of
positions.
J. Retention Criteria: The factors and respective weightings proposed by the Appointing Authority
and approved by the Director that are , weighted according to be consistently their relative
importance to the position held, which are used in calculating retention pointsto calculate Retention
Points on a Rating Matrix.
Page 4 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
N.K. Retention Points: The numerical scores generated by a Rating Matrix for classifiedthat
are used to determine which employees who occupy substantially similar positions within the will
be affected department.by a RIF.
O.L. Severance Agreement: The payment of consideration in exchange for the employee's
full release of all claims against Maricopa County, offered pursuant to HR2423. A complete
proposal for payment of severance should be included in the memorandum containing the RIF
justification proposal submitted by the Appointing Authority to the County Manager. All severance
agreements are contingent upon Board approval.Policy HR2423 Severance Pay.
P.M. Substantially Similar Position: Positions: Positions affected by a department selected
for a RIF that are in the same market range title, typically the same working title, and have similar
duties, qualifications and/or essential job descriptionstasks.
V. POLICY
Q. Voluntary Reduction in Force (VRIF): A reduction in force in which employees
are allowed to volunteer to be RIF'd.
R. Work Unit: A work group large or significant enough to be represented on the
department's organizational chart; a department, a division, or a sub-group of a
division.
III. PROCESS TO OBTAIN APPROVAL FOR A REDUCTION IN FORCE
A. Conference with Director Regarding RIF. When an Appointing Authority
determines that a RIF is necessary, the Appointing Authority will notify the
Director in writing and arrange for an initial RIF consultation. After one or more
consultations, the Appointing Authority will prepare a draft RIF Justification
Memorandum for the Director's review documenting the specific business reason
for the RIF and how the department will maintain services absent the staff.
B. Suspension of All Recruitments. Concurrent with the Appointing Authority's
submission of a draft RIF Justification Memorandum to the Director, all
recruitments will be suspended unless the Department seeks and receives a written
exemption from the Director.
Page 5 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
C. Development of Rating Matrix to Determine Order of RIF. The Appointing
Authority shall provide the Director with a proposed Rating Matrix that will be
used to determine the retention points for employees working in substantially
similar positions where 100% of the positions will not be eliminated. (See
ATTACHMENT B, "Retention Criteria Rating Matrix.") The retention points will
determine the order in which the employees shall be subject to the RIF. The Rating
Matrix shall not be used until the Director has reviewed the retention criteria factors
and their respective weightings and, where appropriate, has suggested
modifications. Employee Compensation may be asked to conduct a review to
confirm that the positions are "substantially similar."
1. The following requirements shall apply to the development of a Rating
Matrix:
a. The Retention Criteria shall be consistently and equitably applied to
all classified employees occupying positions determined to be
substantially similar.
b. Retention criteria and a Rating Matrix are not required in situations
where there is the elimination of an entire division or work unit, or
where all positions determined to be substantially similar are being
eliminated, or where a single position with unique job duties is being
eliminated.
A. Appointing Authorities may seek approval for implementing a RIF when business conditions
indicate a need to eliminate positions. Typical reasons for a RIF include: a lack of funds, lack of
work, organizational change, or change of job responsibilities. Furloughs may be used as an
alternative to a RIF to accomplish a budget reduction.
B. Appointing Authorities must ensure that the process for selecting positions for a RIF or Furlough is
fair and equitable to affected employees. Detailed justification for a RIF or Furlough that supports
the proposed action must be provided in a written format to the HR Director and County Manager.
The County Human Resources Department will support the Appointing Authority and Department
HR staff throughout the process. Departments considering a Furlough in conjunction with a RIF
may combine the proposed actions into a single Justification Memorandum. The HR Director and
County Manager must approve the Justification Memorandum prior to implementation.
Page 6 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
c.C. The Appointing Authority may, based on the business needs of the department, establish the
Retention Criteria for a RIF and the criteria for selecting positions that will be subject to Furlough.
The proposed criteria are subject to review and approval by the HR Director to ensure the factors
are designed to meet the stated business objective, are not designed to retain, release, or select
specific employees, and are applied consistently and equitably to the affected employees. No
individual criteria category shall be assigned a weight of over 50%, nor may any category be
assigned a weight of less than 5%.
D. Submission of Preliminary Appointing Authorities may provide employees affected by a RIF List
to with one of these two options or neither:
1. A Job Search Assignment for up to 160 hours (4 weeks) for full-time employees (prorated for
less than full-time employees). Affected employees with 5 or more years of County service
may be placed on Job Search Assignment for up to an additional 160 hours (4 weeks) based
upon their years of County service. For purposes of this calculation, affected employees may
receive an additional 40 hours (1 week) of Job Search Assignment for each full year of County
service, beyond 4 years. Under no circumstances will an affected employee be placed on Job
Search Assignment for more than 320 hours (8 weeks). The decision to offer Job Search
Assignment shall be at the discretion of the Appointing Authority, consistently applied to all
similarly situated employees and contingent upon available funding; or
2. A Severance Agreement that provides for up to 160 hours (4 weeks) of regular pay for full-time
employees (prorated for less than full-time employees). Affected employees with 5 or more
years of County service may also receive up to an additional 160 hours (4 weeks) based upon
their years of County service. For purposes of this calculation, affected employees may receive
40 hours (1 week) of regular pay for each full year of County service, beyond 4 years. Under
no circumstances will an affected employee receive more than 320 hours (8 weeks) of regular
pay through a Severance Agreement. The decision to offer a Severance Agreement as well
as the amount of severance offered shall be at the discretion of the Appointing Authority,
consistently applied to all similarly situated employees and contingent upon available funding.
E. Under no circumstances will an Appointing Authority have the ability to re-create a Substantially
Similar Position that was abolished as a result of a RIF within 12 months of the effective date of the
RIF without the written approval of the HR Director. After the results of the Rating Matrix have
been reviewed and verified, the Appointing Authority will provide the and County Manager.
F. A RIF or Furlough may have a significant impact to the employees affected, as well as remaining
employees. Appointing Authorities shall ensure the RIF or Furlough process is conducted in a
professional manner in which all employees are treated with respect. 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, anxiety, insecurity, and rumors. 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.
Page 7 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
VI. PROCEDURES
A. Reduction in Force Approval
1. The Appointing Authority must notify the HR Director with a list of the employees who will be
separated from their employment as a result of the RIF. The list shall include the employee's
name, hourly rate of pay, of a proposed RIF as soon as the decision to request such an action
has been made. Every effort should be made to notify the HR Director as early as possible of
a proposed RIF, including the proposed RIF timeline, in order to ensure there is adequate time
for the review/approval process.
2. The Appointing Authority will prepare a draft RIF Justification Memorandum for the HR
Director's review that explains the specific business reason(s) for the RIF and documents how
the department will maintain services after the positions have been eliminated. The draft RIF
Justification Memorandum will contain the following information for review:
a. A detailed justification for the RIF;
b. The scope of the RIF (entire department, specific division, positions funded by a specific
grant, function, work unit, or market range/working title);
c. A list of all positions selected for RIF. For each position, include the market range, working
title, position control number, budgeted salary rate, assigned work unit, position status (e.g.
classified, unclassified, etc.), market range minimum and most recent datemaximum, and
whether the position is occupied or vacant;
d. If grant-funded positions are to be eliminated, include copies of hirethe 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;
e. A list of all department positions that are available for immediate recruitment (i.e., currently,
or soon to be, vacant). For each available position, include the position control number,
market range title, working title, assigned work unit, market range minimum and maximum,
and position status (e.g. classified, unclassified, etc.). For any vacant position that is not
currently available for recruitment, provide the reason the position is not available;
f. The Appointing Authority's decision and justification for providing the affected employees
with Severance Agreements and/or Job Search Assignment, or neither;
g. The Retention Criteria that will be 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;
NOTE: The Rating Matrix shall not be used to determine any employee’s Retention
Points until the HR Director has reviewed and approved the Retention Criteria. This
approval must be done in writing in advance of the final approval of the RIF Justification
Memorandum.
Page 8 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
h. Organizational charts depicting the department at the time of submission of the draft RIF
Justification Memorandum and how the department will be structured after the proposed
RIF is implemented; and
i. A proposed timeline for RIF events.
3. When the draft RIF Justification Memorandum is submitted to the HR Director for review, all
recruitments for positions within the department that are at or below the market range of any
position that may be eliminated in the RIF will be suspended unless the department requests
and receives a written exemption from the HR Director.
4. The HR Director will review the draft RIF Justification Memorandum and consult with the
Appointing Authority.
D.a. If applicable, the HR Director will provide written approval of the Retention Criteria
included in the draft RIF Justification Memorandum. Once approval of the Retention
Criteria is received, the Appointing Authority may enter Retention Criteria into a classified
position.Rating Matrix to determine the Retention Points and which employees will be
affected by the RIF. The Rating Matrix and Retention Criteria result for each employee
evaluated will be validated by the HR Director prior to approval to ensure there are no
calculation errors.
E.5. County Manager Approval Require for VRIF Proposal. TheAfter consultation(s) with the
HR Director on the draft RIF Justification Memorandum has concluded, the Appointing
Authority mustshall submit a memo of justification for a VRIF orfinal RIF Justification
Memorandum to the HR Director and County Manager for approval., which will include all of
the information listed in this section. A VRIF proposal may be submitted in conjunction with a
RIF justification memo. The VRIFshall not proceed and approval is not final until the
Department'sfinal memorandum has been signed by the HR Director and County Manager and
Director, and a copy returned to the Department..
B. County Reduction in Force Implementation
1. Prior to final approval of the RIF Justification Memorandum, Appointing Authorities may
exercise their discretion, in consultation with the HR Director, to provide advance notice to their
department or divisions within their department that a reorganization or RIF is being considered
based on the situation and circumstances involved. Factors influencing the decision to provide
advance notice, and the amount of advance notice, may include but are not limited to: funding,
projects, job knowledge, records and County-issued items that may need to be transferred or
reallocated. Any employees who are given advance notice of a possible RIF remain
accountable to the applicable Merit Rules, County Policies, and Department Policies
throughout their employment.
Page 9 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
2. After the final RIF Justification Memorandum 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 that all or some of the positions are being eliminated.
3. At the same Initial RIF Notification meeting, each employee in the Substantially Similar
Positions affected by the RIF will have an opportunity to review their applicable Rating Matrix
documents for accuracy, if applicable. This review should occur during or immediately following
the Initial RIF Notification meeting to allow any discrepancies to be addressed within 24 hours
of the Initial RIF Notification meeting.
4. Each affected employee will receive written notification that includes:
a. Pertinent dates, including deadlines for all RIF related events (e.g., expected last date of
employment with the department for those employees whose position is eliminated,
deadline for submitting Priority Placement declaration of interest and submission of an
online application, if applicable, etc.);
b. An explanation of the offer of a Severance Agreement as provided by Policy HR2423 and/
or any period of Job Search Assignment, if either of these options are applicable; and
c. A list of all vacant department positions available under the Priority Placement provision of
this policy.
5. HR Employment Services, in concert with other department representatives as needed, will
meet with the affected employees immediately following the Initial RIF Notification meeting to
provide information on topics relevant to the RIF. Topics may include but are not limited to:
Priority Placement, County benefits, and important contact information.
6. If applicable, once the Rating Matrix has been confirmed, a written notification shall be provided
to employees whose positions will be eliminated, confirming the available options for that
employee consistent with the RIF Justification Memorandum and the RIF timeline.
7. Once employees affected by the RIF have been notified, the Appointing Authority may inform
other department employees of the RIF and any additional information deemed helpful or
appropriate such as explanations of the scope, impact and justification for the action.
8. Classified employees affected by a RIF may file an appeal with the Merit Commission
consistent with provisions related to RIF as set forth in the applicable Merit System Resolution
and Rules.
C. Priority Placement
1. The Priority Placement process shall be handled by HR Employment Services, which shall
develop and apply procedures consistent with this policy. Any concerns about an employee’s
compliance with the established procedures shall be addressed by HR Employment Services,
so long as this is consistent with the departmental reasons and timeline set forth in the RIF
Justification Memorandum.
Page 10 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
2. Employees affected by a RIF may declare interest in and apply for Priority Placement into
positions within the department that are vacant and available for recruitment.
a. The affected employee must meet the minimum qualifications for the position AND the
available position must be at or below the affected employee's current market range title
minimum and maximum compensation rates.
3. Unclassified employees are ineligible to be considered for any vacant, classified positions. If
an exemption has been requested and approved by the County Manager to include contract
and temporary employees, they are also ineligible to be considered for any vacant, classified
positions.
4. Affected employees who have declared interest in Priority Placement may be placed on paid
administrative leave through the duration of the Priority Placement process.
5. The Appointing Authority and HR Employment Services will make every effort to place qualified
employees that declare interest in and apply for Priority Placement into available positions
within the department.
6. The rate of pay for employees retained in positions under Priority Placement will be determined
by HR Compensation consistent with the County’s compensation policy and shall not exceed
the affected employee’s current pay rate.
7. Employees who are not retained as a result of Priority Placement will, if applicable, receive a
Severance Agreement or be placed on Job Search Assignment for the period set forth in the
RIF Justification Memorandum or until otherwise employed, whichever comes first.
D. Furlough Approval Required for RIF Proposal. After consultations with the Director have
1. The Appointing Authority must notify the HR Director of a proposed Furlough as soon as the
decision to request such an action has been made. Every effort should be made to expedite
the Furlough approval process in order to meet the proposed Furlough timeline.
2. The Appointing Authority will prepare a draft Furlough Justification Memorandum for the HR
Director's review that documents the specific business reason(s) for the Furlough and how the
department will maintain services during the Furlough. The draft Furlough Justification
Memorandum will contain the following information for review:
a. A detailed justification for the Furlough, including how the specific positions were selected
for Furlough;
b. The scope of the Furlough (entire department, specific division, function, work unit, or
market range/working title);
c. A list of all positions affected. For each position, include the employee’s name, market
range title, working title, position control number, budgeted salary, assigned work unit, and
position status (e.g. classified, unclassified, etc.).
d. A timeline of the Furlough events.
Page 11 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
E. Furlough Implementation
F.1. After consultation(s) with the HR Director on the draft Furlough Justification Memorandum has
concluded, the Appointing Authority shall submit a RIF Justification Memorandum for review
and approval by the County Manager. The Memorandum, which must contain the information
and data specified in Attachment A., shall first be signed by the Director to indicate his/her
approval of the proposal, and then submitted to the final Furlough Justification Memorandum
to the HR Director and County Manager. No RIF for approval, which will include all of the
information listed in Section E.2.a-e of this policy. A Furlough shall not proceed until the
memorandum containing the written justification has been reviewed and approved by the
County Manager. RIF approval is not final until the Department'sfinal memorandum has been
signed by the HR Director and County Manager and Director, and a copy returned to the
Department..
G. Incorporation ofOnce the final Furlough Proposal into RIF Justification
Memorandum. A department seeking to undertake a furlough in addition to a
Reduction in Force shall incorporate the business justification for the furlough in
the RIF Justification Memorandum.
IV. PROCEDURE FOR REDUCTION IN FORCE
A. Initial Notification of RIF to Affected Employees. After the County Manager has
is approved the RIF Justification Memorandum, including the list of positions to be
eliminated in the RIF, the Appointing Authority shall organize a meeting to provide
initial notification of the RIF to the affected employees. At that meeting, the
Appointing Authority shall provide or arrange for the following:
1. Written notification that their positions will be abolished (see
ATTACHMENTS C-1 and C-2). The written notification shall include all
pertinent dates for processing of the RIF, including the timetable for
submission of the electronic Experience and Education Inventory (EEl)
(Paragraph IV.B., below), for the Priority Placement process (Paragraph
IV.C., below), and the last date of employment with the department (RIF
effective date).
2. Provision of Career Center or Severance Agreements. The Initial RIF
Notification letter shall identify whether notify the employees affected by a
RIF will be sent to the Career Center (see ATTACHMENTS A, C-1 and C-
Page 12 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
2), or receive a Severance Agreement as provided in HR2423. Employees
affected by a RIF shall not receive both a paid 30 calendar day assignment
at the Career Center and a Severance Agreement. However, affected
employees are eligible from the date of initial RIF notification to utilize the
services of the Human Services Workforce Development Career Center.
3. A Notice Of Available Employment form (Attachment D-1) with an
attached list of all department positions available for recruitment (see
"Declaration of Interest' form, ATTACHMENT D-2), and of all department
positions currently occupied by temporary, contract and initial probationary
employees.
a. For each vacant department position available for recruitment, the
Notice of Available Employment form must include: market
range/working title; market range minimum to maximum; status
(i.e., temporary, contract, classified, unclassified, etc.); hours per
week; and a description of job duties and minimum qualifications so
that the affected employees can make informed decisions
concerning their interest and eligibility.
b. Information shall also be provided about each department position
in which the incumbents are temporary, contract or initial
probationary employees. Information provided must include:
market range/working title; market range minimum to maximum;
status (i.e., temporary, contract, classified, unclassified etc.); hours
per week; and a description of job duties and minimum
qualifications so that the affected employees can make informed
decisions concerning their interest and eligibility.
c. HR Employment Services may conduct an assessment to determine
if employees will be required to participate in current testing
procedures, including written and performance exams, depending
on factors such as the similarity of the previous job assignment,
applicable historic test scores, etc.
4. A complete packet of materials should be provided to affected employees
that adequately explains the RIF process and their available options. A
Page 13 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
sample cover sheet suggesting the content of the initial RIF packet is
provided as Attachment E.
5. Presentations by representatives from HR Employment Services, Employee
Benefits, and Human Services Workforce Development Career Center to
explain the County's RIF policy and process to the affected employees,
advise them of the process to apply for alternate positions within the
department, and the services provided through the Career Center.
B. Submission of Experience and Education Inventory (EEl) by Employees.
Employees who want to be considered for alternative positions in available
department positions must submit an electronic EEl within the time limits stated in
the letter providing initial notification of the RIF (Attachments C-1 and C-2).
Instructions for completing the form electronically will be provided by the
representative from HR Employment Services at the meeting organized by the
Appointing Authority to provide initial notification of the RIF.
1. A Recruiter with HR Employment Services will review the submitted EEl
forms in conjunction with the completed "Declaration of Interest" forms to
determine each employee's eligibility for available department positions.
2. Upon completion of his/her review, the Recruiter shall provide a list of those employees eligible
for priority placement in available department positions. If more than one affectedthe Furlough.
Each employee is on the certification list for an available department position, an interview shall
be conducted of the qualifying employees. The Director or his/her designee may participate on
the interview selection panel.will receive written notification that includes:
C. Priority Placement of Affected Employees in Available Positions. An employee
affected by a RIF may apply for any available position on the list provided with the
Notice of Available Employment (Attachment D-1), and shall be eligible for
priority consideration and placement into one of these positions so long as (1) the
employee meets the minimum qualifications for the position, and (2) the market
range minimum and maximum for the new position is at or below the employee's
current market range minimum and maximum. The Appointing Authority shall
exert every effort to place affected employees into available positions in their
department for which the employees qualify.
Page 14 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
1. An affected employee will have priority placement rights for all vacant
positions within the Department, and for any positions in the Department
occupied by initial probationary, temporary or contract employees so long
as the affected employee (1) completes the "Declaration of Interest" form
(Attachment D-2); (2) completes he online EEl; and (3) meets the minimum
eligibility requirements for the position, as defined In this policy.
2. Any employee selected for an available department position under the
priority placement procedure of this policy shall have his/her rate of pay
determined using the applicable placement in range process utilized by
Employee Compensation, and will be subject to the following parameters:
a. The salary cannot exceed the employee's current hourly rate; and
b. The salary cannot exceed the market range maximum for the new
position.
3. In all circumstances, classified employees affected by a RIF will receive
priority placement into available department positions over unclassified
employees affected by a RIF.
4. Affected employees may also apply and compete for other department or
County positions that have a higher market range than the position being
eliminated, but will not receive priority placement into those positions.
D. Submission of Final RIF List to Director. If there are employees who are not
placed into alternative department positions through the priority placement process
described in Paragraph IV. C., above, the Appointing Authority shall provide the
Director with a list of those employees who shall be separated from their
employment as a result of the RIF. The list shall include: employee name, current
market/working title, position control number, hourly pay rate, hire date, work unit,
and status under Merit Rules.
E. Procedure on Last Day in Department. On the affected employee's last day in
the department, the Appointing Authority shall conduct a final meeting with each
Page 15 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
employee. During that meeting, the Appointing Authority shall provide the
affected employee with the final RIF packet (See Attachments F-1 through F-6),
and shall complete a checklist for return of County property (see "Security
Checklist," ATTACHMENT H).
1. It is the responsibility of department management to secure County property
or information from employees who are affected by a RIF.
2. A representative from HR shall be present when the employee receives the
final RIF packet. The Appointing Authority shall provide the Director with
advance copies of each employee's RIF packet.
V. APPEALS TO MERIT COMMISSION.
A. Any classified employee whose position has been eliminated through a reduction
in force may file an appeal with the Merit Commission only on the grounds that the
calculation of the employee's retention points was inaccurate and resulted in the
employee being selected for separation before another. This appeal is not available
where all similarly situated positions were eliminated, or where a sole incumbent
was among those affected. No other factors regarding the reduction in force may
be appealed to the Commission.
B. Any such appeal must be submitted in writing within ten (10) calendar days of the
employee's receiving initial notification of the Reduction in Force, as evidenced by
the date on the letter addressed to the employee providing the Appointing
Authority's initial notification of the reduction in force, or where hand delivery of
the initial notification packet was not possible, the date of certified mailing of the
reduction in force initial notification packet. The employee's appeal must state the
facts upon which the appeal is based and the action requested of the Merit
Commission. All appeals must be addressed to the Director, Human Resources, 301
West Jefferson, Phoenix, Arizona 85003.
VI. POST-RIF SPECIAL PLACEMENT ASSISTANCE.
All affected employees who do not find alternate employment through the Priority
Placement provisions of this policy, or during their 30 calendar day assignment to Career
Page 16 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Center, continue to be eligible for special placement assistance as provided in the
Preferential Placement Program policy (HR2404).
VII. FURLOUGHS.
A. Furloughs are another means of accomplishing a budget reduction initiative brought
on by a budget deficit or shortfall. A furlough is mandatory unpaid leave of one or
more days, and is not a reduction in the compensation or hourly rate of pay of an
employee. The provisions of this Section VII apply to classified, unclassified and
contract employees.
B. Furloughs should be used as a secondary measure to accomplish a budget reduction
when a reduction in force would so significantly impact a department's workforce
that the department would no longer be able to effectively perform its mandated or
primary functions.
1. To the extent possible, furloughs and reductions in force contemplated as
part of a budget reduction initiative should be addressed in a department's
budget proposal submitted to the Office of Management and Budget (OMB)
for the forthcoming fiscal year. All tentative department budgets will be
submitted to the Board for approval. Every department contemplating a
furlough or reduction in force of its employees must comply with any
related OMB budget policies, but must at a minimum provide a written
explanation why furloughs are necessary, either in addition to, or instead of
reductions in force, and must identify all market range titles in the
department that will be subject to the proposed furlough requirements. In
applicable situations, a department shall include its written furlough
justification with its RIF justification memorandum.
C. The following rules apply to the furloughs of County employees:
a. An employee on furloughedThe reason for the Furlough.
b. The total hours of the Furlough.
c. The dates of the employee’s Furlough or the procedure for determining the dates.
d. The rules for employees on a Furlough.
Page 17 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
1.i. Employees on Furloughed status shall accrue leave and, where appropriate, remain
eligible for holiday pay even if a furlough day offFurlough is taken on the day before or
the day after a holiday, and will remain eligible foror other paid time off, as appropriate.
2.ii. Employees subject to a furloughFurlough will not at a later time be compensated for
their unpaid furloughFurlough days.
3. Furlough time shall be taken in full work day increments except that
residual mandatory furlough time of less than a full work day may be taken
at one time.
4. The furlough of any employee who is exempt from the wage and hour
requirements of the Fair Labor Standards Act (FLSA) shall be managed in
a manner that is consistent with the provisions of the FLSA and with the
provisions of any other state or federal laws that may apply. FLSA-exempt
employees and their departments shall ensure that furlough days off for
FLSA-exempt employees occur over as few work weeks as possible.
5.iii. Employees are not to perform any work for the County whatsoever while they are on
furloughFurlough status.
Revision History
Version Revision Date Description of Revision
1 July 1998 Initial version.
2 Nov 2007
Page 18 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Added a new section permitting the furlough of classified,
unclassified and contract employees, with rules and
requirements applicable to such furloughs. In order to avoid
inconsistent language between and among the Maricopa
County Employee Merit System Resolution and Rules, the
3 20 May 2009 Maricopa County Employee Leave Plan, and Maricopa
County policy HR2403, “Reductions in Force and Furloughs,”
this proposed amendment excludes any language conferring
limited appeal rights to employees affected by a furlough
pending further consideration of this issue by the Maricopa
County Employee Merit Commission. (C-31-09-014-6-00).
Approved an exemption to the Maricopa County Voluntary
Reduction in Force, Reduction in Force and Furloughs Policy
HR2403 to allow unclassified General and Special Litigation
4 13 April 2011 employees affected by the restructuring of the County
Attorney Civil Services Division, to continue to receive full
salary and benefits for 30 days after receiving final RIF
notification, during which time they will be assigned to the
Maricopa County Career Center (C-31-11-015-6-00).
5 Minor revisions to align with changes to the Employee Merit
09 Dec 2015 System Rules (C-31-16-016-6-00).
Page 19 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Page 20 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT A
REQUIRED CONTENTS FOR THE RIF JUSTIFICATION MEMORANDUM
e. Step 1: TheAdditional information as determined by the Appointing Authority will confer
with the County's Human Resources and HR Director, and draft a memorandum containing
the following data and information for review and approval:.
3. Step 2: The memorandum will provide the justification fromEmployees affected by a Furlough
should also be informed on other topics that may include but are not limited to: how the
Furlough will affect the employee’s tenure with the County, Arizona State Retirement System
status, and the use of paid leave in lieu of the Furlough.
Once the employees affected by a Furlough have been notified, the Appointing Authority initiating the
RIF (with concurring approval of the department's Chief Officer, Assistant County Manager or Elected
Official). At a minimum, the letter should contain:
A. The reason for RIF (See Section II.I. for listing of applicable reasons);
B. The scope of the RIF; i.e., will the RIF be applied to the entiremay inform other
department or to a specific division, function, or work unit(s), market range/working
title;
4. A listemployees of the Furlough and any additional information deemed helpful or appropriate
such as explanations of all positions affected. For each position include: market range/working
title; position control number; budgeted salary; work unit to the scope, impact and justification
for the action.
C. Employees with concerns regarding the manner in which the position is assigned, the
position status (classified or unclassified under Merit Rules); the position market range;
and whether the position is occupied or vacant. If the position is occupied, include the
employee's name and any employee information which differs from the position
information (i.e., employee's market range/working title, or employee status under
Merit Rules);
Page 21 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
D. A list of all vacant position(s) in the department available for immediate recruitment.
For each available position include: the position's market range/working title; the
position market range; work unit to which the position is assigned; description of
position duties and minimum qualifications; and status under Merit Rules. For any
position that is not currently available for recruitment, provide the reason why the
position is not currently being recruited, and the anticipated date when the position will
be opened for recruiting.
E. A list of all department positions occupied by initial probationary, temporary, and
contract employees within the department. For each position, provide the employee's
name; hire date; work unit to which assigned; position control number; market
range/working title; the position market range; description of job duties and minimum
qualifications; and status under Merit Rules. Identify any position information which
differs from the employee information (e.g., position's market range, market
range/working title, status, etc.)
1. It is not required that contract, temporary and/or initial probationary employees
be automatically released from employment.
2. Contract, temporary and/or initial probationary employees are only released if
a regular status employee in a position in the same or higher market range
expresses an interest in, and meets minimum eligibility requirements for the
position.
F. A list of classified employees in grant funded postings where grant funding is
withdrawn or otherwise has become unavailable to fund the positions. The following
must be provided whenever loss of grant funding is the basis, in whole or in part, for a
RIF:
1. a copy of the grant; and
2. a copy of each employee's signed acknowledgment of his/her grant-funded
position status.
Page 22 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
3. Following the review of the above material, additional procedures and
processes may be required.
G. Explanation of Appointing Authority's decision to offer either (1) a 30 calendar day
paid assignment to Career Center; or (2) a Severance Agreement to the affected
employees.
H. Whether a Retention Criteria Rating Matrix (Attachment B) will be necessary.
I. The organizational chart of the department before and after the RIF.
Step 3: The Appointing Authority will develop a proposed Retention Criteria Rating Matrix for submittal
to the Director.
Step 4: The Appointing Authority will submit the RIF Justification Memorandum to the County Manager.
Page 23 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Page 24 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Page 25 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Page 26 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT B
Procedure for Completion of Retention Criteria Rating Matrix Worksheet
1. The Appointing Authority/designee completes the Retention Criteria Rating
Matrix/Worksheet for each regular status employee within the scope of the RIF.
2. The Appointing Authority forwards the original Matrices and Worksheets to the Director
and retains copies for the employees' files. County HR will review and verify the math
calculations on the ratings.
3. During the Initial RIF Notification Meeting, the completed Retention Criteria Rating
Matrix/Worksheet is provided to each affected employee for review and any necessary
correction. This step can be completed after the Appointing Authority has met with all
affected employees in a group and provided the written Initial RIF Notification Letter. The
department Personnel Liaison and the affected employee's supervisor can then meet with
each affected employee to go over their respective worksheets.
a. The purpose of this step is to ensure that each employee has the opportunity to
review his/her Rating Matrix/Worksheet for accuracy immediately after initial RIF
notification is provided. If the employee does not agree with the Rating
Matrix/Worksheet, any discrepanciesFurlough was implemented should be
discussed and brought to the attention of the discuss their concerns with their
Department HR and Appointing Authority for resolution. If, at the conclusion of
the discussion, the employee refuses to initial the Retention Criteria Rating Matrix
form, the Appointing Authority should note on the form, "Employee refuses to
initial.
b. As set forth in this policy, all affected employees have the right to appeal the results
of the Retention Criteria Rating Matrix, whether or not the form is initialed by the
employee.
Page 27 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT C-1
SAMPLE LETTER - INITIAL NOTIFICATION OF REDUCTION IN FORCE
(W/CAREER CENTER OFFERED)
[DEPARTMENT LETTERHEAD HERE]
To: [Employee Name]
From: [Elected or Appointing Authority]
[Department]
Date:
Subject: Initial Notification of Reduction in Force
This letter is your Notification that the position you currently occupy with the Maricopa County
[DEPARTMENT NAME] is being eliminated. This Reduction in Force ("RIF") is due to [PROVIDE
REASON, e.g., "loss of grant funding," or "a significant reorganization of the department necessitated
by changes in structure and the elimination of functions no longer essential to the business operation
of the department;" or "severe budgetary constraints that render the department unable to continue
funding a number of positions, including yours," etc.].
This letter is being provided to you with a packet of materials that explains the RIF process that
will occur over the course of the next few days and weeks. This letter will briefly summarize those
procedures:
Page 28 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Priority Placement in Available Department Positions. As provided in Maricopa County
policy HR 2403 "Reductions in Force" (copy provided with your packet), you will have the opportunity
to indicate an interest in available vacant positions within this department, as well as positions that are
currently filled by initial probationary, temporary and contract employees. Your ability to apply for any
available position is subject to the following minimum eligibility requirements: First, you must meet the
minimum qualifications for the position. Second, the market range minimum and maximum for the
position you apply for must be at or below the market range minimum and maximum for your current
position. Our records indicate that your current market range and working titles are [EMPLOYEE'S
MARKET RANGE/WORKING TITLES] and your position has a market range minimum and maximum
of $_______
- $______/Hr.
A listing of available positions within this department is provided with your packet. If you meet
the minimum eligibility requirements for any of the available positions listed and complete the necessary
paper and electronic submissions, you will be given priority placement consideration for the positions
you have identified. Additional details regarding the RIF priority placement process will be provided
today by County HR Recruiting representatives.
Completion of Experience and Education Inventory (EEl) In this packet you will find a
"Notice of Available Employment" that lists all available positions within this department. In order to be
considered for any of these position(s), you must indicate your interest on the "Declaration of Interest
in Available Positions" form, and follow the steps outlined below to complete the online Experience and
Education Inventory.
1. All affected RIF employees interested in applying for alternate positions are required to
complete an online application, entitled "Experience and Education Inventory" via the
County's proscribed online employment application system. The reference number for this
job announcement is [OBTAIN NUMBER FROM RECRUITING) and will be available
immediately after this initial RIF notification meeting concludes.
2. The deadline for completing the online application is [DAY], [DATE/GENERALLY NO
MORE THAN 48 TO 72 HOURS AFTER INITIAL RIF NOTIFICATION MEETING],
2007, at midnight.
3. After you have received your initial RIF notification from (APPOINTING AUTHORITY),
you will hear a presentation that explains how to complete your online application, and you
will be provided with a separate packet of step-by-step instructions for this process. If you
Page 29 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
need any assistance completing your online application, you must contact Employment
Services Supervisor at 602-506-7031 or Human Resources Customer Service at 602-506-
3755 during normal business hours of 8 AM to 5 PM, Monday through Friday.
4. Be sure to include ALL applicable work history, education, training, and other relevant
factors on your online application, as this information will be analyzed to determine your
suitability for the position(s) you identify on your "Declaration of Interest in Available
Employment" form.
Paid Administrative Leave. Today, after receiving this Reduction in Force Notification, you will
attend a meeting with representatives of County Benefits, Recruiting, Maricopa County Human
Resources, and the Human Services Workforce Development Service Center. These representatives
will provide you with additional information regarding the processes applicable to this RIF. At the end
of the presentations, you will be placed on paid administrative leave so that you can concentrate on
applying for available positions within this Department and on a more comprehensive job search. Your
paid administrative leave will expire upon the earlier of the following two events: (1) You apply for, are
offered and accept an alternative position within this department during the priority placement process;
or (2) You receive your final RIF Notification and are separated from your current position effective at
[TIME], [DATE/GENERALLY 7 TO 10 DAYS AFTER INITIAL RIF NOTIFICATION]. On [DATE/FINAL
DAY WITH DEPARTMENT], you will be credited as working your full shift for that day.
Transfer to Career Center. If you are not interested in, or are unable to qualify for an available
position with [DEPARTMENT] during the priority placement process, you will be separated from your
current position at close of business on the date indicated above. On [NEXT BUSINESS DAY AFTER
FINAL DAY WITH DEPARTMENT], [DATE], you will be transferred to the Maricopa County Workforce
Development Career Center (Career Center). Your Career Center assignment will continue for 30
calendar days, through [DAY], [DATE]. During that 30-day period you will be on paid status with full
benefits, until and including [DATE], provided that you comply with the requirements of your Career
Center assignment.
Those requirements are as follows: you will be required to report to one of the two Career Center
locations at least twice weekly, and to attend a minimum of two workshops. Information on Career
Center locations and on workshops is provided in this Packet, and will also be distributed by the Human
Services Workforce Development division representative. As previously indicated, you are able to
utilize the services provided by the Career Center immediately, and may continue using these services
after your paid assignment ends on [DATE].
Page 30 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Later this morning, a representative from the Maricopa County Workforce Development Center will
meet with you to describe a variety of services it provides that will assist you in locating other
employment, both inside and outside the Maricopa County organization.
Your Re-Employment Rights. Even if you do not obtain alternate employment within this
department during the priority placement process, you may apply for positions on a competitive
basis with this department and throughout Maricopa County after you have separated from your
employment.
Preferential Placement Program. The provisions of County Policy HR 2404, "Preferential
Placement Program" will also assist you in your job search efforts after you have been separated from
your employment as a result of this Reduction in Force. This policy (included in your packet of
materials) provides a mechanism for you to be considered for preferred placement in positions
throughout Maricopa County. Your eligibility for the Referral Program begins immediately, and will
extend six months beyond your RIF separation date from Maricopa County for any positions that you
apply for within three months of your separation date.
5. Classified employees affected by a Furlough may file an appeal with the Merit Commission
Appeals. As a final matter, the Maricopa County Employee Merit System Rules limit the right
of employees affected by a Reduction in Force to file a Merit Commission appeal. Under the
Merit Rules, an employee may appeal from a Reduction in Force only if the calculation of his
or her retention points was inaccurate, and resulted in the employee being selected for
separation before another. This situation only occurs when some, but not all, positions
performing substantially similar duties are all abolished. Maricopa County Employee consistent
with provisions related to Furloughs as set forth in applicable Merit System Resolution, §16.I.
No other factors regarding the reduction in force can be appealed to the Merit Commission. If
you believe that calculation of your retention points was inaccurate, you should consult the
relevant merit rule to ensure that your appeal is filed in a timely manner. [OPTIONAL
LANGUAGE TO BE USED WHEN APPROPRIATE: This letter is your notification that this
department's Reduction in Force affects either sole incumbents, or all employees performing
substantially similar duties. Therefore, this Reduction in Force is not susceptible to a Merit
Commission Appeal.] and Rules.
Please take time to review the materials provided in your RIF packet. As indicated in these
materials, you have a limited amount of time to apply and receive priority placement consideration for
vacant positions with this department. If you have any questions, please contact [DEPARTMENT HR
LIAISON] with this department.
Page 31 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
cc: Maricopa County Human Resources Department
Personnel File (w/out attachments)
Attachments
NOTE TO DEPARTMENTS: Any employees aged 40 or older who are offered severance must be
given 45 calendar days to consider the Agreement.
Page 32 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT C-2
INITIAL REDUCTION IN FORCE NOTIFICATION (W/ SEVERANCE AGREEMENT OFFERED)
[DEPARTMENT LETTERHEAD HERE]
TO: [EMPLOYEE NAME]
FROM: [APPONTING AUTHORITY]
[DEPARTMENT]
DATE:
SUBJECT: INITIAL NOTIFICATION OF REDUCTION IN FORCE
This letter is your Notification that the position you currently occupy with the Maricopa County
[DEPARTMENT NAME] is being eliminated. This Reduction in Force ("RIF") is due to [PROVIDE
REASON, e.g., "loss of grant funding," or "a significant reorganization of the department necessitated
by changes in structure and the elimination of functions no longer essential to the business operation
of the department;" or "severe budgetary constraints that render the department unable to continue
funding a number of positions, including yours," etc.].
Your position with [DEPARTMENT] will end at the conclusion of your regular shift on [DAY], [DATE].
Included with this letter is a packet of materials that sets forth your various options as an employee
affected by this reduction in force. This letter will briefly summarize those procedures:
Priority Placement in Available Department Positions. As provided in Maricopa County
policy HR 2403 "Reductions in Force" (copy included in your packet), you will have the opportunity to
indicate an interest in available vacant positions within this department, as well as positions that are
Page 33 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
currently filled by initial probationary, temporary and contract employees. Your ability to apply for any
available position is subject to the following minimum eligibility requirements: First, you must meet the
minimum qualifications for the position. Second, the market range minimum and maximum for the
position(s) you apply for must be at or below your current market range minimum and maximum. Our
records indicate that your current market range/working titles are [EMPLOYEE'S MARKET
RANGE/WORKING TITLES] and your position has a market range minimum and maximum of
$_________ - $_________ /Hr.
A listing of available positions within this department is provided with your packet. If you meet
the minimum eligibility requirements for any of the available positions listed and complete the necessary
paper and electronic submissions, you will be given priority placement consideration for the positions
you have identified. Additional details regarding the RIF priority placement process will be provided
today by County Recruiting representatives.
Completion of Education and Experience Inventory (EEl). In this packet you will find a
"Notice of Available Employment" that lists all available positions within this department. In order to be
considered for any of these position(s), you must indicate your interest on the "Declaration of Interest
in Available Positions" form, and follow the steps outlined below to complete the online Education and
Experience Inventory.
1. All affected RIF employees interested in applying for alternate positions are required to
complete an online application, entitled "Experience and Education Inventory" via the
County's prescribed online employment application system. The reference number for this
job announcement is [OBTAIN NUMBER FROM RECRUITING] and will be available
immediately after this initial RIF notification meeting concludes.
2. The deadline for completing the online application is [DAY], [DATE/GENERALLY NO
MORE THAN 48 TO 72 HOURS AFTER INITIAL RIF NOTIFICATION MEETING],
2007, at midnight.
3. After you have received your initial RIF notification from [APPOINTING AUTHORITY],
you will hear a presentation that explains how to complete your online application, and you
will be provided with a separate packet of step-by-step instructions for this process. If you
need any assistance completing your online application, you must contact the Employment
Services Supervisor at 602-506-7031 or Human Resources Customer Service at 602-506-
3755 during normal business hours of 8 AM to 5 PM, Monday through Friday.
Page 34 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
4. Be sure to include ALL applicable work history, education, training, and other relevant
factors on your online application, as this information will be analyzed to determine your
suitability for the position(s) you identify on your "Declaration of Interest" form.
Paid Administrative Leave Today, after receiving this Reduction in Force Notification, you
will attend a meeting with representatives of County Benefits, Human Resources Employment Services,
and the Human Services Workforce Development division. These representatives will provide you with
additional information regarding the processes applicable to this RIF. At the end of the presentations,
you will be placed on paid administrative leave so that you can concentrate on applying for available
positions within this Department and on a more comprehensive job search. Your paid administrative
leave will expire upon the earlier of the following two events: (1) You apply for, are offered and accept
an alternative position within this department during the priority placement process; or (2) You receive
your final RIF Notification and are separated from your current position effective at [TIME],
[DATE/GENERALLY 7 TO
10 DAYS AFTER INITIAL RIF NOTIFICATION]. On [DATE/FINAL DAY WITH DEPARTMENT], you
will be credited as working your full shift for that day.
Job Search Assistance In addition to priority placement consideration for vacant positions
within [DEPARTMENT], you have the ability to apply for positions throughout Maricopa County and
elsewhere. A representative from the Human Services Workforce Development division will meet with
you later today to describe a variety of services it provides that will assist you in locating other
employment, both inside and outside the Maricopa County organization. You will be able to utilize
these services immediately, and may continue using these services after your final employment date
of [DATE]. The provisions of County Policy HR 2404, "Preferential Placement Program" will also apply
to you as a result of this Reduction in Force. This policy (copy attached) provides a mechanism for you
to be considered for placement in positions throughout Maricopa County. Your eligibility for this
Program begins immediately, and will extend six months beyond your [DATE] separation date.
Re-Employment Rights Even if you do not obtain alternate employment with this Office prior
to your [DATE] separation date, you will still be free to apply for positions within this department and
throughout Maricopa County after you have been separated from your employment.
Severance Agreement If you do not obtain alternate employment with this department or
elsewhere within the County prior to [SEPARATION DATE], you will have one additional option to
consider. On [SEPARATION DATE], your last day of employment with this department and with
Maricopa County, you will be provided with a Severance Agreement to read and consider. This offer
will be extended to you pursuant to Maricopa County Policy HR 2423, "Severance Pay for Release of
Claims." Under the terms of this Agreement, you will be paid a lump sum amount as consideration in
exchange for your release of all claims against Maricopa County. You will need to read this Agreement
carefully, and will have until [HOUR) on [DAY], [DATE]" to sign the Agreement.
Page 35 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Merit Commission Appeal As a final matter, the Maricopa County Employee Merit System
Rules limit the right of employees affected by a Reduction in Force to file a Merit Commission appeal.
Under the Merit Rules, you may appeal from a Reduction in Force only if the calculation of your retention
points was inaccurate, with the result that you were incorrectly selected for separation before another
employee. This situation would only occur where some, but not all positions performing substantially
similar duties are all abolished. Merit Rule 9. 02 expressly states that no other factors regarding the
reduction in force can be appealed to the Commission. [OPTIONAL LANGUAGE TO BE USED
WHERE APPROPRIATE: This letter is your notification that this department's Reduction in Force
affects either sole incumbents, or all employees performing substantially similar duties. Therefore, this
Reduction in Force is not susceptible to a Merit Commission Appeal.]
Please take time to review the materials provided in your packet. As indicated in these
materials, you have a limited amount of time to apply and receive priority consideration for vacant
positions with this Office. If you have any questions, please contact [NAME OF HR LIAISON OR
APPOINTING AUTHORITY] with this department.
cc: Maricopa County Human Resources Department
Personnel File (w/out attachments)
Attachments
Page 36 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
NOTE TO DEPARTMENTS: Any employees aged 40 or older who are offered severance must be
given 45 calendar days to consider the Agreement.
Page 37 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT D-1
NOTICE OF AVAILABLE EMPLOYMENT
TO: [EMPLOYEE NAME]
FROM: [APPOINTING AUTHORITY]
Maricopa County [DEPARTMENT NAME]
DATE: [DEPARTMENT]
SUBJECT: NOTICE OF AVAILABLE EMPLOYMENT WITH [DEPARTMENT NAME]
You have been notified that your current position is scheduled to be eliminated, effective
[DATE]. As provided in Maricopa County Policy HR2403 "Reductions in Force (RIF)," and the Maricopa
County Employee Merit System Rule 9.02.C, we are providing you with an opportunity to be considered
for other available positions within the [DEPARTMENT NAME]. A listing of all available positions within
the Department follows this Notice.
As provided in County policy HR2403, you may submit an online application for available
positions within this department subject to the following eligibility requirements: (1) you must meet the
minimum qualifications of the position; and (2) the market range minimum and maximum for the new
position is at or below your current market range minimum and maximum. Your current market range
and working titles are [MARKET RANGE/WORKING TITLES] and your current hourly rate is $_______.
If you meet the minimum eligibility requirements for any department position(s) you apply for, you may
be eligible for priority placement into a position. Additional details regarding eligibility requirements in
this RIF application process will be provided at the meeting immediately following your initial RIF
notification meeting.
Please review the list of available positions, and make the appropriate mark on the "Declaration
of Interest in Available Positions" form for any positions in which you are interested and for which you
feel you meet the minimum qualifications and market range salary requirements.
Page 38 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
PLEASE READ THE FOLLOWING INFORMATION CAREFULLY:
In order to be considered for the position(s) you list on your "Declaration of Interest" form, it is
imperative that you follow the steps outlined below to complete the online Experience and Education
Inventory.
1. All affected RIF employees interested in applying for alternate positions are required to
complete an online application, entitled "Experience and Education Inventory" via
Employee Self Service (eRecruit). The reference number for this job announcement is
[REFERENCE NUMBER PROVIDED BY RECRUITING] and will be available
immediately following your initial RIF notification meeting on [DAY], [DATE]. The
deadline for completing the online application is [DAY], [DATE], at midnight.
2. Later today you will hear a presentation explaining how to complete your online
application, and you will be provided with a separate packet of step-by-step instructions
for this process. If you need any assistance completing your online application, you must
contact Andy Mesquita at 602-506-7031, or the Customer Service number (602-506-3755)
during normal business hours of 8 AM to 5 PM.
3. Be sure to include ALL applicable work history, education, training, and other relevant
factors on your online application, as this information will be analyzed to determine your
suitability for the position(s) you identify on your "Declaration of Interest" form.
Page 39 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Page 40 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Page 41 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT E
[DEPARTMENT NAME]
INITIAL PACKET -- REDUCTION IN FORCE
[Date]
Table of Contents
1. Letter – Initial Notification of Reduction in Force
2. Notice of Available Employment
3. Declaration of Interest in Available Positions
4. Instructions for Completion of Electronic Experience and Education Inventory (EEl)
5. [DEPARTMENT NAME] Reduction in Force- Frequently Asked Questions and Answers*
6. Maricopa County Policy HR2403
7. Maricopa County Policy HR2404
8. [DEPARTMENT NAME] Reduction In Force Timeline**
Page 42 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
*Departments should work with Human Resources Employee Relations in preparing this document.
**The Timeline is an optional form; the department may exercise its discretion in deciding whether to
provide employees with a Timeline.
Page 43 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT F-1
FINAL RIF LETTER (W/SEVERANCE OFFERED)
[DEPARTMENT LETTERHEAD HERE]
Date
[EMPLOYEE'S NAME]
[WORK ADDRESS] HAND DELIVERED
RE: Final Reduction in Force Notification
Dear Mr./Ms. [NAME]:
This letter is to confirm that you are being separated from your position as [WORKING TITLE]
with [DEPARTMENT NAME] effective today, [DATE]. Your separation from employment is due to a
Reduction in Force and the elimination of your position.
Enclosed with this letter are the following items:
 A letter of reference to prospective employers;
 A Severance and Release Agreement. If you decide to enter into this Agreement,
the signed, original Agreement must be returned to [APPOINTING
AUTHORITY] no later than close of business, [DATE]; 1
 Disclosure Statement (Exhibit 1);
 Workforce Development Services Information Sheet;
 Important Numbers and General Information;
1 Note to departments: Federal law give employees over the age of 40 up to 45 days to consider and execute a
Severance Agreement issued in the course of a Reduction in Force.
Page 44 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
 Employee Acknowledgement Form.
In addition, you will receive your final paycheck, including payout of your PTO hours, at the
termination of your separation interview. This final paycheck will include payment of your wages
through close of business today, [DATE].
You were previously given a copy of Maricopa County Policy HR2404 "Preferential Placement
Program," which sets forth your eligibility for preferential consideration for positions within Maricopa
County. Preferential consideration will continue for six months after your separation date, for any
positions (1) for which you meet minimum eligibility requirements, and (2) apply for within three months
of your separation date. If you plan on applying for any positions with Maricopa County, please send
a letter or e-mail to [NAME], Director, Maricopa County Human Resources, stating that you were
separated from County employment due to a Reduction in Force, and want to participate in the
Preferential Placement Program, as provided in HR2404.
You have also received materials and information concerning the Maricopa County Workforce
Development Service Center. We encourage you to utilize the services offered by the Human Services
Workforce Development division personnel, as they can help you conduct an expanded job search
throughout the Phoenix metropolitan area.
Sincerely,
[APPOINTING AUTHORITY]
cc: Personnel file
Human Resources Director
Attachments
Page 45 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT F-2
FINAL RIF LETTER (W/CAREER CENTER)
[DEPARTMENT LETTERHEAD HERE]
[DATE]
[EMPLOYEE NAME] HAND
DELIVERED
[BUSINESS ADDRESS]
RE: Final Reduction in Force Notification
Dear Mr./Ms. [NAME]:
This letter is to confirm that you are being transferred from the Maricopa County
[DEPARTMENT] effective at close of business today, [DATE]. Effective [NEXT BUSINESS DAY], you
will be reassigned to Workforce Development Career Center (department 3199). This reassignment is
due to a Reduction in Force and the upcoming elimination of your position.
Enclosed with this letter are the following items:
 Employee Acknowledgement Form;
 A letter of reference to prospective employers;
 Important Numbers and General Information.
Page 46 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Your work assignment with this department will end at 5 p.m. today, [DATE]. Effective [NEXT
BUSINESS DAY], [DATE], you will be assigned to the Maricopa County Workforce Development
Career Center (Career Center) for thirty calendar days. During that 30 calendar day assignment, you
will continue receiving your salary and your benefits, provided that you comply with the requirements
of your Career Center assignment. Those requirements are: You must report to a Career Center
location at least twice weekly, and attend a minimum of two workshops. Failure to comply with these
requirements will result in a corresponding reduction in your pay, as nonattendance at the Career
Center location or at the required workshops will be construed as an unpaid absence. The locations of
the Career Centers were provided in your Initial RIF Packet. Please note that, if necessary, you will be
able to utilize the services provided at the Workforce Development Centers after your Career Center
assignment ends and your employment terminates effective [DATE].
You were previously given a copy of Maricopa County Policy HR2404 "Preferential Placement
Policy," which describes your eligibility for preferential consideration for positions with Maricopa County.
As provided in HR2404, preferential consideration will continue for six months after your separation
date, for any positions (1) for which you meet minimum eligibility requirements, and (2) apply for within
three months of your separation date. Your eligibility for the Preferential Placement Program
begins immediately. If you plan on applying for any positions with Maricopa County as a Preferential
Placement Candidate, please send a letter or e-mail to [NAME], Director, Maricopa County Human
Resources, stating that you are being or were separated from County employment due to a Reduction
in Force, and want to participate in the Preferential Placement Program. Therefore, it is important to
keep in mind that even if you do not obtain alternate employment with Maricopa County during your
Career Center assignment, you will still be eligible to apply for positions throughout Maricopa County
after your separation date as a Preferential Placement Candidate.
Your contact during your Career Center assignment will be [NAME] from Human Resources
Employee Relations. [NAME] can be reached at 602-506-[NUMBER] or e-mailed at [EMAIL
ADDRESS]. [FIRST NAME] will be providing you additional information regarding your ability to elect a
ninety day unpaid leave of absence at the conclusion of your Career Center assignment. In the event
that you are unable to locate alternate employment during this 30 calendar day assignment, your
election to go on an unpaid leave of absence will have the benefit of continuing your medical and health
benefits for up to 90 additional days so long as you pay your portion of the premiums.
As a final matter, I encourage you to utilize the services offered by the Human Services
Workforce Development Service Centers, as they can help you conduct an expanded job search
throughout the Phoenix metropolitan area. Good luck and best wishes for your future.
Page 47 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Sincerely,
[APPOINTING AUTHORITY]
cc: Personnel File
Human Resources Director
Page 48 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT F-3
TO BE USED ONLY WHEN AFFECTED EMPLOYEES INCLUDE INDIVIDUALS OVER 40 AND
SEVERANCE AGREEMENTS ARE OFFERED**
DISCLOSURE STATEMENT
FOR AFFECTED EMPLOYEES OF MARICOPA
COUNTY [DEPARTMENT NAME]
ELIGIBILITY CRITERIA AND INFORMATION
ABOUT SELECTED EMPLOYEES
A. INTRODUCTION
Pursuant to federal law, Maricopa County is providing you with certain information concerning those
employees who were or were not selected to be separated from their employment, and who were or
were not offered the opportunity to receive the payments and benefits set forth in the Severance and
Release Agreement in exchange for their release of all claims against Maricopa County.
B. SEVERANCE AGREEMENT ELIGIBILITY CRITERIA AND TIME LIMITS
Page 49 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Those employees in the [DEPARTMENT] who are being separated from their employment on [DATE]
due to a reduction in force, and who are unable to locate alternate County positions prior to their
Separation Date, are being offered the opportunity to receive the payments and benefits described in
the Severance and Release Agreement in exchange for their release of all claims against Maricopa
County. In order to receive the payments and benefits offered by the County, you must sign the
Severance and Release Agreement you have been given, and you must return it to [APPOINTING
AUTHORITY NAME/TITLE] no later than 45 calendar days [by PRECISE DATE] after you were first
given this Agreement.
C. INFORMATION CONCERNING EMPLOYEES SELECTED/NOT SELECTED FOR REDUCTION IN
FORCE
Exhibit 1 (attached) provides the job titles and ages of all [DEPARTMENT] employees in the relevant
job classifications who were selected or not selected for the reduction in force, and compares the ages
and the number of employees in the affected job classifications.
*This form should be prepared in conjunction with HR Employee Relations and legal counsel.
Page 50 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Page 51 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Page 52 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT F-4
REFERENCE LETTER FOR FINAL RIF PACKET
[DEPARTMENT LETTERHEAD HERE]
[LAST DATE WORKED IN DEPARTMENT]
Re: [EMPLOYEE NAME]
To Future Employers:
This letter verifies that [EMPLOYEE NAME] was employed as a [WORKING TITLE] with the Maricopa
County [DEPARTMENT] from [START DATE] to [RIF EFFECTIVE DATE]. During this period of time,
[EMPLOYEE NAME] was an employee in good standing and received favorable performance reviews.
In addition, [he/she] is currently eligible for rehire with Maricopa County, should [he/she] choose to
apply for a position within our organization.
In [CALENDAR YEAR], the [DEPARTMENT] undertook a [EXPLAIN WHAT HAPPENED HERE, e.g.,
"a reduction in force due to budgetary constraints" or "a significant reorganization that included changes
in reporting structures and the elimination of positions and functions no longer essential to the business
operations of the office" etc.] that resulted in the elimination of [EMPLOYEE NAME] position.
We want you, as a potential employer, to know that we valued [EMPLOYEE'S FIRST NAME] service
and contributions made during [his/her] tenure with us.
Sincerely,
Page 53 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
[APPOINTING AUTHORITY]
Page 54 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT F-5
IMPORTANT TELEPHONE NUMBERS AND GENERAL INFORMATION:
Arizona State Retirement System (ASRS)
The ASRS has two offices, one in Phoenix and one in Tucson. Business hours at both locations are
Monday through Friday from 8:00AM to 5:00PM, excluding holidays.
Phoenix Office Tucson Office
7660 E. Broadway, Suite
3300 North Central Avenue
Address: 108
Phoenix, AZ. 85012-0250
Tucson, AZ. 85710-3775
Phone: 602-240-2000 520-239-3100
Fax: 602-240-2090 520-628-5167
Toll Free Outside TYY
Additional
Phoenix and Tucson: (Hearing Impaired)
Numbers:
800-621-3778 602-240-5333
Department of Economic Security (DES)
For Unemployment Insurance (UI) benefits, you may reactivate an existing claim or file an initial claim
using the ARRA System (an interactive voice response telephone system) -or- on the Internet at
AZUl.com.
• The ARRA System is available Monday - Friday from 7:00 a.m. - 4:30 p.m. (Mountain
Standard Time-MST), and is not available on state holidays.
To file an Initial Claim application for a New Claim or to re-activate an existing claim (refer to the ARRA
filing schedule above):
Page 55 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Phoenix........... (602) 364-2722
Tucson…......... (520) 791-2722
• If calling from outside the Phoenix or Tucson area, use the DES toll-free number 1-877-
600-2722.
• Hearing-impaired callers may call the DES toll free TDD number 1-877-877-6226.
Page 56 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT F-5 (cont.)
IMPORTANT TELEPHONE NUMBERS AND GENERAL INFORMATION
• Due to the volume of calls to the ARRA System, DES asks that you file your new claim or
reactivate your current claim (if your benefit year has not yet expired), on the day of the
week specified below according to the last digit of your Social Security Number. Keep in
mind that it does not matter whether you file your claim on a Monday, Tuesday,
Wednesday, Thursday or Friday-it will normally be effective on the Sunday of the week in
which you file.
• If your Social Security Number ends with 0, 1, 2 or 3 - File your claim on Monday.
• If your Social Security Number ends with 4, 5, 6 or 7 - File your claim on Tuesday.
• Wednesday, Thursday and Friday are open to all Social Security Numbers.
DES Office Locations
East Valley - Mesa 163 North Dobson Telephone
Mesa, 85201-7433 (480) 962-7678
South Mountain - Phoenix 4635 South Central Avenue Telephone
Phoenix 85040-2148 (602) 276-5587
North Valley - Phoenix 9801 North 7th Street Telephone
Phoenix 85020-1701 (602) 861-0208
West Valley - Phoenix 3406 North 51st Avenue Telephone
Phoenix 85031-3002 (623) 247-3304
Peoria 9770 West Peoria Avenue Telephone
Peoria 85345-6134 (623) 934-3231
Page 57 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
MARICOPA WORKFORCE CONNECTIONS CENTERS:
PHOENIX GILBERT
West Valley Career Center Gilbert One-Step Career Center
1840 North 951 Ave., Ste. 160 735 North Gilbert Road, Ste. 134
Phoenix AZ 85037 Gilbert, AZ 85234
602-372-4200 (602) 372-9700
Maricopa County Workforce Development Career Center Telephone Number: 602-506-4831
Page 58 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT F-6
(To Be Used When Severance Is Offered)
ACKNOWLEDGEMENT
I acknowledge with my signature below that I received the following items during my separation
interview today:
1. Final Reduction in Force Letter
2. Severance and Release Agreement
3. Disclosure Statement
4. Letter of Reference to Prospective Employers
5. Maricopa Workforce Connections Information Guide
6. Important Telephone Numbers and General Information
7. Final Compensation Payment, Maricopa County
Warrant No. _________ for:
(1) regular work hours (start of pay period] through [final day worked in pay period);
Page 59 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
(2) accrued personal leave payout (TOTAL HOURS HERE).
Signature/ [EMPLOYEE NAME]
Print Name
Date
Page 60 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT F-6 (cont.)
MARICOPA WORKFORCE CONNECTIONS (MWC)
INFORMATION SHEET
Workforce Development Centers
The goal of the Maricopa Workforce Connections Centers (MWC) is to provide Maricopa County
residents and employees with assistance during their search for employment. The Center assists
individuals by providing services and access to programs to aid in the development and management
of a job search plan.
The services offered by the MWC are:
• Access to computers, fax machines and copiers for developing and submitting resumes and
application packets;
• Access to job leads and labor market information;
• Assessment of interests, aptitudes, and work preferences;
• Career planning guidance;
• Job search/retention assistance workshops;
• Career libraries containing resource material related to career and training opportunities;
• Information and referral to community organizations that can provide further assistance.
Page 61 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Locations of Maricopa Workforce Connections Centers
PHOENIX GILBERT
West Valley Career Center Gilbert One-Step Career
Center
1840 North 95th Ave., Ste. 160 735 North Gilbert Road, Ste.
134
Phoenix AZ, 85037 Gilbert, AZ 85234
(602)-372-4200 (602) 372-9700
The hours of operation for all MWC centers are: Monday - Friday, 8:00am-5:00pm
Page 62 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT F-7
(To Be Used When Career Center Is Offered)
ACKNOWLEDGEMENT
I acknowledge with my signature below that I received the following items during my separation
interview today:
1. Final Reduction in Force Letter
2. Letter of Reference to Prospective Employers
3. Career Center Guide*
4. Important Telephone Numbers and General Information
Signature/ [EMPLOYEE NAME]
Print Name
Page 63 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Date
Page 64 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
*Departments should obtain current version of Career Center Guide from Employee Relations
ATTACHMENT G-1
RECOMMENDED LETTER NOTIFYING INITIAL PROBATIONARY, TEMPORARY
Page 65 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
I. AND CONTRACT EMPLOYEES THAT THEIR POSITIONS WILL BE AVAILABLE FOR
RECRUITMENT UNDER THE COUNTY'S RIF POLICY
[DATE]
[EMPLOYEE NAME]
Revision History
Version Revision Date Description of Revision
1 07-1998 Initial version
2 05-20-2009 Added a new section permitting the furlough of classified, unclassified and
contract employees, with rules and requirements applicable to such furloughs.
In order to avoid inconsistent language between and among the Maricopa
County Employee Merit System Resolution and Rules, the Maricopa County
Employee Leave Plan, and Maricopa County policy HR2403, “Reductions in
Force and Furloughs,” this proposed amendment excludes any language
conferring limited appeal rights to employees affected by a furlough pending
further consideration of this issue by the Maricopa County Employee Merit
Commission (C-31-09-014-6-00).
3 04-13-2011 Approved an exemption to the Maricopa County Voluntary Reduction in
Force, Reduction in Force and Furloughs Policy HR2403 to allow
unclassified General and Special Litigation employees affected by the
restructuring of the County Attorney Civil Services Division, to continue to
receive full salary and benefits for 30 days after receiving final RIF
notification, during which time they will be assigned to the Maricopa County
Career Center (C-31-11-015-6-00).
4 12-09-2015 Minor revisions to align with changes to Employee Merit System Rules (C-
31-16-016-6-00).
5 MM-DD-YYYY Modified language from “Career Center” to “Job Search Assignment”;
Clearly delineates options that exist for an Appointing Authority to provide
affected employees with either Job Search Assignment, Severance or nothing;
Prohibits an Appointing Authority from re-creating a substantially similar
position that was abolished as a result of a RIF, within 12 months of the
effective date of RIF without the written approval of the HR Director and
County Manager; Priority Placement has been modified to only allow
affected employees the opportunity to be considered for vacant positions that
exist within the department; Preferential Placement Program has been
eliminated, meaning, affected employees who are not placed through Priority
Page 66 of 75
Placement will not receive any special consideration for other employment
opportunities either within or outside of their current department.

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
[WORK ADDRESS Hand Delivered
Re: Notification of Potential Separation from Employment Due to Priority Placement Provisions
of
HR2403
Dear [NAME]:
The purpose of this letter is to notify you that you may be subject to separation from your
position with [DEPARTMENT NAME] due to the fact that this department is undertaking a Reduction in
Force (RIF) of a number of its positions. Maricopa County's RIF policy, HR2403, expressly provides
that a regular, classified employee affected by a Reduction in Force is eligible for priority placement
into an alternative position within the department, including any position occupied by an initial
probationary , temporary or contract employee.
As you know, you are [CURRENTLY STILL IN YOUR INITIAL PROBATIONARY PERIOD; OR,
YOU ARE A TEMPORARY EMPLOYEE; OR, YOU ARE A CONTRACT EMPLOYEE]. Therefore, you
are at risk of being separated from Maricopa County employment if a department employee affected
by this RIF applies for, and meets the minimum eligibility requirements for your position.
I understand and regret that this creates an extremely uncertain situation for you with respect
to your employment status with Maricopa County. Initial RIF notification was provided to all affected
employees today, and the complete RIF process, including placement of affected employees in
alternative department positions, will be concluded on [DAY], [DATE]. You will know no later than [DAY
AND DATE ABOVE] whether an affected employee has applied for and been placed in your current
position.
Once again, I regret the uncertainty that you will be facing as a necessary part of the RIF
process. [NAME] our department's HR liaison, will communicate with you directly as soon as it
becomes clear whether you will be affected by this process.
Sincerely,
Page 67 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
[APPOINTING AUTHORITY]
Cc: Personnel file
Human Resources Director
ATTACHMENT G-2
SAMPLE LETTER TO TEMPORARY, CONTRACT, OR INITIAL PROBATIONARY EMPLOYEES
TO BE RELEASED DUE TO PREFERENTIAL PLACEMENT PROVISIONS OF RIF POLICY
[DATE]
[EMPLOYEE NAME] Hand
Delivered
[WORK ADDRESS]
Re: Release from Employment Due to Reduction in Force
Dear [EMPLOYEE NAME]:
This letter is to confirm that as of [DATE AND TIME] you are being released from your [INITIAL
PROBATIONARY, CONTRACT, OR TEMPORARY] appointment with Maricopa County. Your release
from employment has occurred consistent with the provisions of HR2403, "Reductions in Force." This
policy expressly provides that a regular, classified employee affected by a reduction in force is eligible
for priority placement into an alternative position within the department, including any position occupied
Page 68 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
by an initial probationary, temporary or contract employee. You are [A/AN INITIAL PROBATIONARY,
CONTRACT OR TEMPORARY] employee, and your continuing employment has been affected by the
priority placement provisions of HR2403. A copy of HR2403 is provided with this letter.
As a convenience to you, your final paycheck has been prepared and will be released to you as soon
as you have signed a form acknowledging receipt of final wages.
Sincerely,
[APPOINTING AUTHORITY}
cc: Personnel file
Human Resources Director
Page 69 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT G-3
ACKNOWLEDGEMENT TO BE SIGNED BY TEMPORARY, CONTRACT, OR INITIAL
PROBATIONARY EMPLOYEES RELEASED AS A RESULT OF A RIF
ACKNOWLEDGEMENT
I acknowledge with my signature below that I received the following items today:
1. Letter notifying me of my release from employment due to priority placement provisions of Maricopa
County's Reduction in Force policy, HR2403;
2. Maricopa Workforce Connections Guide.
3. Important Telephone Numbers and General Information
4. Final Compensation Payment, Maricopa County
Warrant No. ______ for regular work hours [start of pay period] through [final day worked in pay
period].
Signature/[EMPLOYEE NAME]
Page 70 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Print Name
Date
Page 71 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
ATTACHMENT G-3 (cont.)
MARICOPA WORKFORCE CONNECTIONS CENTER INFORMATION SHEET
Maricopa Workforce Connections Centers
The goal of the Maricopa Workforce Connections Centers (MWC) is to provide Maricopa County
residents and employees with assistance during their search for employment. The Center assists
individuals by providing services and access to programs to aid in the development and management
of a job search plan.
The Services Offered by the MWC Are:
• Access to computers, fax machines and copiers for developing and submitting resumes and
application packets;
• Access to job leads and labor market information;
• Assessment of interests, aptitudes, and work preferences;
• Career planning guidance;
• Job search/retention assistance workshops;
• Career libraries containing resource material related to career and training opportunities;
• Information and referral to community organizations that can provide further assistance.
Page 72 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Locations of Maricopa Workforce Connections Centers
PHOENIX
West Valley Career Center
1840 North 95th Ave., Ste. 160
Phoenix AZ 85037
602-372-4200
GILBERT
Gilbert One-Step Career Center
735 North Gilbert Road, Ste 134
Gilbert, AZ 85234 (602) 372-9700
The hours of operation for all WDC centers are: Monday- Friday, 8:00am- 5:00 pm
Page 73 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Page 74 of 75

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
REDUCTION IN FORCE AND FURLOUGHS
Current Adoption 12-09-2015MM-DD-
Date: YYYY (Pending)
REDUCTIONS IN FORCE AND FURLOUGHS
Page 75 of 75