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MARICOPA COUNTY INTERNAL POLICY Policy Title: EMPLOYEES ASSISTING AND SUPPORTING EMPLOYEES (E.A.S.E.) Policy Number: HR2426 Current Adoption Date: 04MM6-22DD12- 202019 Current Implementation Date: 0406-0112-202019 Approved by: BOARD OF SUPERVISORS Board Agenda Number: C-31-13-019-6-065 Original Adoption Date: 06-2003 I. PURPOSE To establish Employees Assisting and Supporting Employees (E.A.S.E.) as a Maricopa County (County) program that provides short-term financial assistance to employees who apply for eligible assistance with a qualifying Crisis Reason. II. APPLICATION This Policy applies to all Maricopa employees of County elected offices and aAppointed Ddepartments as well as the Flood Control District of Maricopa County, the Maricopa County Library District, and the Maricopa County Stadium District; County elected offices; Maricopa County Stadium District (Stadium District), Flood Control District of Maricopa County (Flood Control), and the Maricopa County Library District (Library District) (collectively, the Special Districts); and other governmental agencies for whom the County provides payroll services. The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, (C-06-18-393-6-00), approved on April 11th, 2018. III. DEFINITIONS A. Crisis Reason: An emergency involving basic needs of health, safety, and welfare. B. E.A.S.E. Administrator / Fund Manager: A designated employee within Human Resources Employee Benefits and Wellness Division who ensures the E.A.S.E. program operates as outlined in this policy. C. E.A.S.E. Committee: A committee consisting of three designated employees within Human Resources Employee Benefits and Wellness Division to review applications and recommend to the E.A.S.E. Vendor for approval. D. E.A.S.E. Vendor: A 501(c) (3) non-profit organization contracted by the County to manage the E.A.S.E. fund contributions and disbursements. E. Financial Hardship: A situation that prevents or will prevent an employee from meeting financial obligations for basic living expenses with existing resources due to a Crisis Reason. IV. POLICY A. General Statements 1. E.A.S.E. helps to support employees experiencing a short-term Crisis Reason when they lack capacity to meet financial obligations for basic living expenses. 2. E.A.S.E. is funded by the designated payroll contribution of employees to the Maricopa County Combined Charitable Campaign. Policy Title: EMPLOYEES ASSISTING AND SUPPORTING EMPLOYEES (E.A.S.E.) Policy Number: HR2426 Current Adoption Date: 046-122-202019 Page 2 of 8 3. The application and receipt of E.A.S.E. benefits shall be considered confidential to the extent permitted by law. The E.A.S.E. Administrator / Fund Manager, E.A.S.E. Vendor, and E.A.S.E. Committee, shall not disclose any information regarding applicants or recipients, except in the course of performing duties outlined in this policy. Eligible expenses include the following: a. Mortgage (including taxes and insurance), including late fees b. Homeowner association regular, monthly fees, including late fees c. Rent bills (including renter’s insurance), including late fees d. Utility bills (e.g. electric, water, and gas), including late fees e. Food Expenses – A Fry’s Food card supplement of up to $500 per applicant may be provided f. Funeral expenses (up to $ 5,000); a copy of the death certificate and invoices must be provided 4. Ineligible expenses include the following: a. Appliances b. Household repairs c. Car repairs or car payments d. Legal judgments e. Homeowner association fines/fees for violation of HOA rules and interest/late fees associated with a violation will not be supported f. Any other bills B. Employment Eligibility 1. Eligibility is limited to: a. Regular, full-time employees who have been employed by the County, a Special District, or a governmental agency, or elected office for whom the County provides payroll services, for at least one (1) year. b. Contract, full-time employees who have been continuously employed by the County, a Special District, or a governmental agency, or elected office for whom the County provides payroll services, for at least one (1) year. c. Contract, full-time employees who have returned to work for the County following a regularly scheduled non-paid work period and who have been employed by the County, a Special District, or a governmental agency, or elected office for whom the County provides payroll services, for at least twelve (12) months in the preceding twenty-four (24) month period. c.d. Notwithstanding the above, Tthrough December 31, 2020, for purposes of a cCrisis rReason arising fromrelated to the COVID-19/Ccoronavirus pandemic only, any employee employed by the County may qualify (regardless of their status/employment time) as long as that employee is employed by the County at the time of application AND at the time EASE funding is issued. C. Financial Eligibility Policy Title: EMPLOYEES ASSISTING AND SUPPORTING EMPLOYEES (E.A.S.E.) Policy Number: HR2426 Current Adoption Date: 046-122-202019 Page 3 of 8 E.A.S.E. funding must not exceed the loss/reduction of income or expenses that caused the hardship. Applicant must show they lack the capacity to meet financial obligations for basic living expenses with existing resources due to a Crisis Reason. Applicant must provide specific documentation to demonstrate their financial hardship. D. Crisis Reason Eligibility Applicants must show evidence of a Crisis Reason to qualify for E.A.S.E. funding as follows: 1. Unexpected, unanticipated, and non-recurring loss or reduction of income due to the following events: a. Abandonment, death, loss of employment, or illness/medical issues of a wage earner b. Divorce c. Theft of income with police report d. Non-receipt of child support or spousal maintenance d.e. To care for any member of the household (including Applicant), either due to symptoms, diagnoses, or changes in dependent care status related to the COVID-19 pandemic until December 31, 2020 (evidence by a written statement from the Applicant) Until December 31, 2020, due to diagnosis of COVID-19 of a member of the employee’s household (including the Applicant) or due to experiencing adverse financial consequences as a result of the COVID- 19/Ccoronavirus pandemic, which may include, but not be limited to, being due to symptoms or diagnosis of COVID-19/Ccoronavirus of a member of the employee’s household (including the Applicant), a quarantined order,; being work furloughed, or having work hours reduced;, or being unable to work due to lack of dependent care, in each case due to the COVID-19 virus or disease (evidenced by a written statement from the Applicant) 2. Unexpected, unanticipated and non-recurring necessary expenses that caused a lack of resources after being paid, which may be due to the following: a. Medical bills for an unexpected illness/disease b. Natural disaster/fire expenses c. Funeral expenses d. Expenses related to health/safety issues e. Expenses related to condemned property f. Expenses related to legal fees for divorce and/or custody issues, which is limited to a one-time award for unexpected legal fees at the outset of the legal dispute g. Changes in timing and/or amount of rent or mortgage payments with two months’ or less notice g.h. Expenses incurred throughUntil December 31, 2020, expenses incurred as a result of arising fromrelated to the COVID-19/Ccoronavirus pandemic, which may include, but not be limited to, childcare,; medical,; and reasonable amounts of essential needs purchases such as soap, toilet paper, hand sanitizer, cleaning wipes, diapers, baby wipes, and formula 3. Applicants must provide documentation that clearly demonstrates the Crisis Reason. Policy Title: EMPLOYEES ASSISTING AND SUPPORTING EMPLOYEES (E.A.S.E.) Policy Number: HR2426 Current Adoption Date: 046-122-202019 Page 4 of 8 4. Reoccurring and/or known expenses do not qualify as a Crisis Reason. 5. E.A.S.E. funding will not be awarded if loss of income and/or necessary expenses is due to or involves any illegal activity. E. Program Eligibility Limitations 1. E.A.S.E. funding will be awarded up to the maximum amount of $5,000 per application, and a lifetime maximum of $10,000 per household. 2. E.A.S.E. funding may not be awarded more than once every 12 months. 3. Only one Crisis Reason per application may be considered. F. Program Administration 1. The administration and operation of the E.A.S.E. program as outlined by this policy will be the responsibility of the E.A.S.E. Administrator / Fund Manager. 2. Duties of the E.A.S.E. Administrator / Fund Manager a. Coordinates communication among applicants, the E.A.S.E. Committee, and the E.A.S.E. Vendor b. Receives applications and reviews applications in their entirety c. Interacts with applicants to ensure completion of their application d. Verifies employment, program, financial, and Crisis Reason eligibility e. Develops and maintains an E.A.S.E. Program Operations Manual f.e. Receives, reviews, and resolves discrepancies with the monthly and annual fund reports provided by the E.A.S.E. Vendor g.f. Maintains allocation history h.g. Requests an annual summary report from the E.A.S.E. Vendor i.h. Prepares documentation and submits it to the E.A.S.E. Committee for presentation to the E.A.S.E. Vendor 3. Duties of the E.A.S.E. Vendor a. Designates a non-voting member, or liaison, to the E.A.S.E. Committee b. Provides advisory consultation during the application process c. Prepares check requests and generates checks to (or on behalf of) E.A.S.E. fund approved applicants d. Approves and disburses funds to (or on behalf of) program applicants e. Maintains current accounting of funds held in the E.A.S.E. fund, provides monthly report balances and distribution to the E.A.S.E. Administrator / Fund Manager, and maintains allocation history of the E.A.S.E. fund Policy Title: EMPLOYEES ASSISTING AND SUPPORTING EMPLOYEES (E.A.S.E.) Policy Number: HR2426 Current Adoption Date: 046-122-202019 Page 5 of 8 f. Within 30 days of request, provides an annual summary report g. Reviews and revises E.A.S.E. fund application materials in conjunction with the E.A.S.E. Committee, as needed h. Has final approval of the E.A.S.E. fund process and E.A.S.E. fund distributions i. Reviews and approves this policy and the process on an annual basis i.j. Develops and maintains the Employee Assistance Fund Guidelines 4. Committee Membership The E.A.S.E. Committee has a minimum of three (3) designated employees within Employee Benefits and Wellness Division. There is no term limitation. The designation of any employee will automatically terminate upon the earliest of the following: death; resignation; removal; or upon separation of employment. 5. Recommendation of E.A.S.E. Assistance Applications The E.A.S.E. Administrator / Fund Manager will present the completed applications to the E.A.S.E. Committee. The Committee will consider and recommend approval or denial of the application by a majority vote of the E.A.S.E. Committee. In the event an application is denied by the E.A.S.E. Committee, there are no rights of appeal. Once the E.A.S.E. Committee votes to approve an application, the application is forwarded to the E.A.S.E. Vendor for processing and final approval, consistent with the terms outlined in this policy and the Vendor contract. Denials also are forwarded to the E.A.S.E. Vendor for record-keeping purposes. 6. Meeting Frequency The Committee considers applications as presented by the E.A.S.E. Administrator / Fund Manager as applications are received and completed. G. Fund Reconciliation 1. The E.A.S.E. Vendor is responsible for providing accurate monthly fund balance statements to the E.A.S.E. Administrator / Fund Manager outlining the financial status of the fund. 2. The E.A.S.E. Administrator / Fund Manager provides a quarterly report of fund expenditures to the E.A.S.E. Committee. Records documenting the use of funds, following Committee approval, are not required. 3. At the end of February, the E.A.S.E. Administrator / Fund Manager will request the E.A.S.E. Vendor to provide a calendar year summary report that outlines expenditures, funding activity, and balances of the prior calendar year. 4. Balances remaining in the fund at the end of the calendar year are carried forward into the following year. Revision History Version Revision Date Description of Revision 1 06-2003 Initial version. Policy Title: EMPLOYEES ASSISTING AND SUPPORTING EMPLOYEES (E.A.S.E.) Policy Number: HR2426 Current Adoption Date: 046-122-202019 Page 6 of 8 2 05-08-2013 Added: The E.A.S.E. Administrator is appointed by the Assistant County Manager over Human Services to manage the E.A.S.E. program. Removed inclusion of employees of the Superior Court from definition of Employee. Added a non-voting committee member to the EASE Committee to be appointed by the Assistant CM over Human Services and changed the other non-voting member to be from the Human Services Department appointed by the Human Services Appointing Authority. Added: “In the event of a tie vote the EASE Administrator shall make the final determination.” EASE can only be received twice in one lifetime. (C-31-13-019-6-00) Policy Title: EMPLOYEES ASSISTING AND SUPPORTING EMPLOYEES (E.A.S.E.) Policy Number: HR2426 Current Adoption Date: 046-122-202019 Page 7 of 8 Revision History continued Version Revision Date Description of Revision 3 12-10-2014 Changed purpose statement, IV.A.1, IV.B.3 and E.1.b. regarding what constitutes eligible emergencies from personal and family emergencies to medical and Human Services-Related Emergencies. Added a definition of Human Services-Related Emergencies and E.A.S.E Case Manager. Removed definition of Employee. Removed redundancies and reordered language for clarity. Cleaned up language to make the policy cleaner, more understandable and more consistent. (C-31-13-019-6-02) 4 05-23-2018 Updates to current version include: − Clarifying Clarified the purpose of the program is to provide short- term financial assistance to address an emergent basic need; added − Adding funding limit and an explanation of the programs funding source; transferred − Transferring authority to County Manager; updated − Updating Eligibility Requirements; c − Changeds to Administration and Committee Structure (C-31-13- 019-6-03) 5 01-16-2019 Remove as allowable expenses the replacement of utility appliances and other unanticipated expenses; . Also changeds the responsibility of who designates a backup Committee Chair if the appointed Chair is unavailable. (C-31-13-019-6-04) 6 06-12-2019 Revise Purpose statement. Revise Crisis Event, Administrator, Committee, and Financial Hardship definition. Remove Intake Coordinator language Revise General statement 1. Removes the reference to Special Events. Updated the list of Eligible expenses Updated the list of Ineligible expenses Revise Financial Eligibility – establishes a limit on requested assistance to the amount up to the total of the lost income or paid unexpected expenses. Revise Crisis Reason Eligibility list. Added statement that awards cannot be paid for a Crisis Reason that is due to or involves any illegal activity. Revise Program Eligibility criteria to include a maximum award of $ 5,000 per application/$ 10,000 lifetime; a limitation once every 12 months, and only one Crisis Reason can be considered. Remove Exceptions to Eligibility Limits Revise Program Administration including the duties for the Administrator / Fund Manager and vendor. Remove the Intake Coordinators duties Revise Committee membership to 3 designated employees in Benefits and Wellness Revised section on recommendations of E.A.S.E. applications Revised meeting frequency to say applications are presented to the Committee as they are received and completed. (C-31-13-019-6-05) Policy Title: EMPLOYEES ASSISTING AND SUPPORTING EMPLOYEES (E.A.S.E.) Policy Number: HR2426 Current Adoption Date: 046-122-202019 Page 8 of 8 Revision History continued Version Revision Date Description of Revision 7 04MM-22DD-2020 Added provisions to incorporate the COVID-19 pandemic as a crisis reason with loss of income and unexpected paid expenses and to allow all County employees to receive support to at least 12/31/20 as long as the employee is employed at the time of application and issuance of support. Removed reference to an Operations Manual and added reference to the Employee Assistance Fund Guidelines document. Added provisions to incorporate the COVID-19 pandemic as a crisis reason, with loss of income and unexpected paid expenses, and allow all County employees to receive support to at lest 12/31/20 as long as the employee is employed at the time of application and issuance of support. Removed reference to an Operations Manual and added reference to the Employee Assistance Fund Guidelines document