EMPLOYMENT PROCESSING PROCEDURES 
FOR ALL ECTOR COUNTY DEPARTMENTS

PRE-EMPLOYMENT PROCEDURES

A. Department Head/Official notifies Human Resources Department of need to hire and who is being replaced 
    via a PERSONNEL REQUISITION FORM. 

B.  Position is posted or advertised as per requisition instructions.

C. Applications are taken according to established procedures.

D. Human Resources Department "screens" applications per request of Department Head/Officials.

E.  Department Head/Official conducts interviews and selects candidates.   Department Head/Official 
   completes APPLICANTS INTERVIEWED AND HIRED FORMand returns with all applications to Human 
   Resources Department.

F.  Human Resources Department is advised of candidate for hire, contingent upon passing all pre-employment 
    screens - i.e. drug/alcohol, driving, back, TB, etc. (The candidate must take the drug test the day he is 
    notified of the test.)

G. After a time has been set up, the Candidate reports to Human Resources Department for completion of 
   paperwork for drug/alcohol screen and reports to lab for testing.

H. Human Resources Department receives lab reports and notifies Department Head/Official of pass/fail of 
   candidate. (THE CANDIDATE WILL NOT BE PUT ON PAYROLL UNTIL ALL TESTING RESULTS HAVE BEEN
   REPORTED TO HUMAN RESOURCES DEPARTMENT.)

I.   After candidate has passed all tests and is okayed by Department Head/Official, then he/she will be 
   enrolled. REQUEST FOR EMPLOYMENT OR CHANGE IN STATUS FORM  AND SALARY AFFIDAVIT FORM
   AND I-9 FORM with copy of driver's license and Social Security card is sent to Human Resources 
  Department before or at enrollment. Enrollment is on Mondays at 3:30 p.m. for Part-Time, Seasonal or 
  Temporary employees and at 4:00 p.m. for Full-Time employees.

J.  Paperwork is completed by Human Resources Department and forwarded to Payroll Department 
   and Insurance Department for processing.

K. New employee reports to his/her department for work.

CHANGES IN SALARY OR PROMOTION PROCEDURES:

A.  Department Head/Official notifies Human Resources Department of intent to change salary or change 
    status (promotion, etc.) via prepared REQUEST FOR EMPLOYMENT OR CHANGE IN STATUS FORM 
     AND SALARY AFFIDAVIT FORM

B.   Human Resources Depar tment forwards REQUEST FOR EMPLOYMENT OR CHANGE IN STATUS FORM 
    AND SALARY AFFIDAVIT FORM to Payroll Department for processing.

C. Change of status/raise is effective on next payroll.

SEPARATION/ DROP FROM PAYROLL PROCEDURES:

A. Department Head/Official notifies Human Resources Department of intent to terminate employee, 
   employee retirement or employee resignation/quit.

B.  Prepare a REQUEST FOR EMPLOYMENT OR CHANGE IN STATUS FORM to drop from payroll and 
    SEPARATION NOTICE FORM (PDF Format) indicating the reason for separation.

C.  Provide copies of any documentation which supports termination, WARNING NOTICES, APPRAISALS, 
    memos, etc. This documentation should be complete and signed by employee, supervisor and a 
    witness to help defend unemployment claims.

D.  Payroll notifies Insurance Department of employee name and date of separation.

E.   Payroll forwards SEPARATION NOTICE FORM  (PDF Format) to TALX which
    administers our unemployment insurance.

PROCEDURES FOR ACCIDENTS INVOLVING EQUIPMENT OVER $500 OR 1/2 VALUE
OF SMALL EQUIPMENT OR ANY PERSONAL INJURY:

A.  Department Head/Official or representative notifies Human Resources Department within 24 hours of
    employee accident or work-related injury and submits DWC-1 FORM to Payroll Department on injury;
    notification also to Accident Review board; in event of motor vehicle and heavy equipment, notification
    to Vehicle Maintenance Superintendent for damage assessment; data processing equipment, Data
    Processing Manager for damage assessment; office equipment, Purchasing Agent for damage assessment.

B. Unless seriously injured, employee reports to Human Resources Department to complete paperwork for 
   drug/alcohol screen and then reports to lab for testing.

C. Human Resources Department receives lab report and notifies Department Head/Official of result.

D.  Payroll Clerk files necessary Worker's Comp Claim.