Administrative Code

Virginia Administrative Code
Title 22. Social Services
Agency 40. Department of Social Services
3/29/2020

Chapter 675. Personnel Policies for Local Departments of Social Services

Part I
General Provisions

22VAC40-675-10. Definitions.

The following words and terms when used in this chapter shall have the following meanings unless the context clearly indicates otherwise:

"Administrative manual" means the Administrative/Human Resources Manual for Local Departments of Social Services, dated October 19, 2011, last revised May 1, 2015, Virginia Department of Social Services, which outlines the personnel policies and procedures.

"Board" means the State Board of Social Services.

"Classification" means the systematic grouping of positions based on shared characteristics.

"Commissioner" means the Commissioner of the Virginia Department of Social Services, his designee, or authorized representative.

"Department" means the Virginia Department of Social Services.

"Deviate" means to adopt all or portions of the local jurisdiction's personnel policies instead of using policies and procedures outlined in the administrative manual.

"Jurisdiction" or "local jurisdiction" means the city, county, or town under which the local department is a governmental unit.

"KSA" means knowledge, skill, or ability needed to perform the duties of a position.

"Local board" means the local administrative board of social services representing one or more counties or cities.

"Local compensation plan" means the locally developed compensation schedule that lists occupational titles and salary ranges from the minimum to the maximum amounts established for each band and tier and includes other pay actions.

"Local department" means the local department of social services of any city or county of this Commonwealth.

"Local director" means the director or his designated representative of a local department of social services for a city or county.

"Merit system plan" means those regulations adopted by the board in the development and operation of a system of personnel administration meeting requirements of the federal Department of Health and Human Services as relates to compliance with federal merit system standards set forth in the Code of Federal Regulations (5 CFR Part 900).

"Occupational group description" means a detailed statement that describes the characteristic elements of each occupational level within the occupational group.

"Salary range" means the range that identifies the minimum and maximum compensation rate authorized for a specific pay band and a specific tier within the pay band.

"State classification plan" means the department's classification plan that consists of approved occupational titles and their corresponding groups, pay bands, tiers, classification codes, equal employment opportunity codes, and effective dates.

"State compensation plan" means the department's pay plan, which provides local departments a basis for developing local compensation plans.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 25, Issue 21, eff. August 6, 2009; Volume 32, Issue 20, eff. July 15, 2016.

22VAC40-675-20. Local department designation.

Local departments are designated as Levels I through III. The level of a local department is based on the occupational title assigned to the local director. The level assigned to the local director is determined by the management structure, number and types of positions, and mandated and nonmandated social services programs in the administration of social services programs by the local department.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 32, Issue 20, eff. July 15, 2016.

22VAC40-675-30. Development of personnel policies and procedures.

A. The board shall approve statewide personnel policies and procedures that are consistent with these regulations and the merit principles as outlined in the Code of Federal Regulations (5 CFR Part 900). These policies and procedures are contained in the administrative manual.

B. The local director shall submit an updated copy of the Human Resource Policy Record as designated by the department.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004.

22VAC40-675-40. Inclusion in local jurisdiction personnel plans.

A. It is the policy of the board to allow local department employees to be included in the approved local jurisdiction personnel plans instead of utilizing personnel policies outlined in the administrative manual.

B. Comprehensive jurisdiction plans shall meet merit system standards and be comparable to personnel policies included in the administrative manual. Specific personnel functions that must be included in local jurisdiction personnel plans are listed in the administrative manual.

C. Such plans must be documented to the satisfaction of the board.

D. The board must approve the inclusion of local department employees in a jurisdiction's personnel plan prior to inclusion.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 32, Issue 20, eff. July 15, 2016.

22VAC40-675-50. Adoption of specific policies of the local jurisdiction.

A. A local department, upon approval by the local board, may request approval to follow specific local jurisdiction policies instead of the personnel policies and procedures outlined in the administrative manual. The following local policy options may be requested on the Local Policy Request Form:

1. Performance evaluation;

2. Standards of conduct;

3. Leave policies;

4. Holiday schedule;

5. Inclement weather;

6. Probationary period;

7. Layoff;

8. Classification, compensation, or classification and compensation;

9. Affirmative action; or

10. Political activity.

B. When the local department wants to exercise one or more of the allowable options, it must obtain required approvals and submit the required forms to the department in accordance with the administrative manual. The commissioner will provide his analysis to the board, and the deviation request shall be presented to the board for action.

C. When a local department desires to revert from the previously approved local jurisdiction human resources policy to the personnel policy set forth in the administrative manual, the local department shall notify the department by submitting an updated Human Resource Policy Record form.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 32, Issue 20, eff. July 15, 2016.

Part II
State Classification and Compensation

22VAC40-675-60. State classification plan.

The state classification plan consists of a broad range of approved occupational titles and accompanying occupational group descriptions for use by the local departments to develop their local compensation plans to administer the programs set forth in Title 63.2 of the Code of Virginia.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 25, Issue 21, eff. August 6, 2009.

22VAC40-675-70. Commissioner's responsibilities.

A. The commissioner shall establish the state classification plan and shall submit the plan to the board for approval.

B. The commissioner shall maintain the state classification plan to ensure that it has the appropriate numbers and types of occupational titles to meet the needs of local departments.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 25, Issue 21, eff. August 6, 2009.

22VAC40-675-80. State compensation plan.

A. The board shall approve a state compensation plan to ensure that it has the appropriate numbers and types of occupational titles to meet the needs of local departments.

B. The board shall review the state compensation plan as needed.

C. Amendments to the state compensation plan shall be presented to the board for approval.

D. The department shall advise local departments of all changes to the state compensation plan and any mandates that require local department action.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 25, Issue 21, eff. August 6, 2009.

22VAC40-675-90. Local compensation plans.

A. A local department, upon approval by the local board, shall have flexibility in developing the local compensation plan to select salary ranges within the approved state compensation plan that are suitable to local situations. The range for each occupational title shall provide local minimum and maximum rates. The local plan shall ensure that local minimum salary rates do not fall below the state compensation plan minimum salary for that occupational title. A request to modify salary ranges within the state minimum and maximum rates does not constitute a deviation as described in 22VAC40-675-110.

B. A local compensation plan shall include policies and procedures for awarding salary increments, merit increases, special compensation for child and adult protective service work, employee or position status changes, and any other type of approved increases. Salary determinations shall be rendered in a fair and consistent manner to ensure equal pay for equal work.

C. All requested position actions by local departments must be reviewed and approved by the department prior to implementation.

D. Midyear changes to the local compensation plan must be submitted to the department for review and approval.

E. Local compensation policies and practices shall comply with federal and state laws including the federal Fair Labor Standards Act (29 USC § 201 et seq.), the administrative manual, and procedures provided by the department.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 25, Issue 21, eff. August 6, 2009; Volume 32, Issue 20, eff. July 15, 2016.

22VAC40-675-100. Other local compensation issues.

A. In localities where the governing body has elected to have a director of social services serve as the local board, reimbursement for governing body assigned expenses shall be in accordance with § 63.2-310 of the Code of Virginia.

B. Provisions shall be made for overtime worked in accordance with the Fair Labor Standards Act (29 USC § 201 et seq.). The reimbursement shall be up to the reimbursable maximum of the applicable state occupational title.

C. Provisions shall be made for other types of compensation as deemed necessary by the board and set forth in the administrative manual.

D. Local departments with approved deviating compensation plans will also be reimbursed up to the maximum of the applicable state position occupational title. When the local deviating maximum exceeds the state reimbursable maximum, local-only funds shall be used to compensate for overtime and any federal funds that are available and appropriate for such use.

E. Reimbursements shall be made for absences that result from the closing of local departments' operations because of inclement weather conditions or other authorized closing.

F. Bonuses for employees of local departments of social services shall be consistent with § 15.2-1508 of the Code of Virginia and with procedures provided by the department.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 25, Issue 21, eff. August 6, 2009; Volume 32, Issue 20, eff. July 15, 2016.

22VAC40-675-110. Deviations from state classification or compensation plans.

A. A local department's request for deviation from the state classification plan and state compensation plan shall be made to the board.

B. Deviation requests may be either for classification, classification and compensation, or compensation only. When the local department wants to exercise one of these options, it must obtain required approvals and submit the required forms to the department in accordance with the administrative manual. The commissioner will provide his analysis to the board.

C. Local departments shall submit required forms as specified in the administrative manual when requesting deviation from the state classification plan, classification and compensation plan, or compensation plan.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 32, Issue 20, eff. July 15, 2016.

22VAC40-675-120. Reviews.

A. Personnel policies and practices by the local departments are subject to review by the department.

B. Reviews may include the assessment and analysis of personnel data, records, reports, systems, and feedback from local department employees.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 32, Issue 20, eff. July 15, 2016.

Part III
Recruitment and Selection of Local Department Employees

22VAC40-675-130. General hiring provision.

A. Recruitment, selection, and advancement of employees shall be on the basis of their relative ability, knowledge, and skills, including open consideration of qualified applicants for original appointment assuring fair treatment of applicants and employees in all aspects of personnel administration and with proper regard to their privacy and constitutional rights as citizens. This fair treatment principle includes compliance with federal equal employment opportunity and nondiscrimination laws.

B. The department shall determine the application process and employment forms to be used by all applicants for original appointment, promotion, demotion, transfer, and reemployment.

C. In accordance with § 63.2-325 of the Code of Virginia, the commissioner shall provide a list of eligible candidates for the position of local director to the local board or other appropriate appointing authority.

D. The board shall place the responsibility of the final selection process of local department employees with the local director and local board.

E. Local departments adopting local jurisdiction personnel plans shall follow the provisions of the city, county, or town of which they are a governmental unit.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 32, Issue 20, eff. July 15, 2016.

Part IV
Employee Status

22VAC40-675-140. Employee status in the merit system plan.

A. Status defines the employee's permanency in the system as it relates to benefits and the use of grievance policies.

B. The types of employee status included in the merit system plan are probationary, regular, restricted, temporary, and emergency.

C. Local departments shall provide benefits in accordance with the requirements of the administrative manual.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 32, Issue 20, eff. July 15, 2016.

22VAC40-675-150. Reimbursements to local departments for benefits paid to employees.

All reimbursements shall be made in accordance with policies and procedures provided by the department.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004.

22VAC40-675-160. Termination or separation from local service.

The local board or other appointing authority subject to the merit system plan shall ensure that employees are separated in accordance with procedures contained in the administrative manual.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004.

Part V
Employee Performance

22VAC40-675-170. Performance evaluation of local department employees.

A. The local board shall complete the performance evaluation of the local director using the standards approved by the board and contained in the administrative manual.

B. The local directors have responsibility for ensuring the evaluation of local employees in accordance with the administrative manual.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004.

Part VI
Equal Employment Opportunity

22VAC40-675-180. Equal employment opportunity.

A. The board promotes equal employment opportunity in the recruitment and selection process by ensuring that qualification requirements are job-related and that such requirements do not limit or restrict employment opportunities because of race, color, religion, sex, age, disability, national origin, or political affiliation (except where sex or age is a bona fide occupational qualification).

B. All local departments shall prepare their own affirmative action plan in accordance with the administrative manual or comply with a written local jurisdiction plan that provides an aggressive, coherent management program for equal employment for all employees and applicants for employment.

C. Employees or applicants for employment who believe that they have been discriminated against may file a complaint with the Virginia Department of Human Resource Management, Office of Equal Employment Services, James Monroe Building, 101 North 14th Street, Richmond, Virginia 23219.

D. All local departments are required to cooperate fully with the Office of Equal Employment Services or any other official investigation of charges of discrimination. Cooperation includes providing papers, notes, documents, and any other written material and responding to questions deemed necessary to investigate the charge.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 32, Issue 20, eff. July 15, 2016.

Part VII
Standards of Conduct

22VAC40-675-190. Policy, intent and purpose.

A. The intent of the standards of conduct is to protect the well-being of employees, assure safe and efficient operations and establish a fair and objective process for correcting and treating unacceptable conduct.

B. Standards of conduct shall be limited to employee conduct occurring at work or when otherwise representing the local department in a work related capacity, unless otherwise specified in department policies and procedures.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004.

Part VIII
Grievance Procedure

22VAC40-675-200. Employee grievance procedure.

A local department or local board shall adopt a grievance procedure that is either (i) adopted by the locality in which the local department or local board is located, or in the case of a regional department or board, the grievance procedure adopted by one of its localities in the regional organization or (ii) approved by the state board. The board-approved grievance procedure in the administrative manual shall be consistent with the provisions of Chapter 30 (§ 2.2-3000 et seq.) of Title 2.2 of the Code of Virginia. The grievance procedure adopted by the local department or local board shall apply to employees, including local directors, of the local boards and local departments.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 32, Issue 20, eff. July 15, 2016.

Part IX
Other Employee Relations Policies

22VAC40-675-210. Political activity.

A. No local department employee shall make use of his official authority or influence to:

1. Interfere with or affect the result of a nomination or election to public office or position;

2. Directly or indirectly coerce, command, or advise a state or local officer or employee to pay, lend, or contribute anything of value to a party, committee, organization, agency, or person for political purposes; or

3. Be a candidate for public elective office in a primary, general, or special election.

B. The local department's provisions on political activity shall be consistent with the federal Hatch Act (5 USC §§ 1501-1508) and facilitate effective control of prohibited political activity by employees.

C. In general, the Hatch Act covers officers or employees of a state or local department if their principle employment is in connection with an activity that is financed in whole or in part by loans or grants made by a federal agency. An employee subject to political activity laws continues to be covered by these laws and regulations while on annual leave, sick leave, leave without pay, administrative leave, or furlough.

D. The board shall promulgate policy consistent with these provisions. Local departments may request to deviate to local jurisdiction political activity policy that is consistent with the federal Hatch Act. When the local department wants to exercise this option, it must obtain required approvals and submit the required forms to the department in accordance with the administrative manual. The commissioner will provide his analysis to the board, and the deviation request shall be presented to the board for action.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 32, Issue 20, eff. July 15, 2016.

22VAC40-675-220. Outside employment of local department employees.

A. Employees in local departments shall not engage in any other employment, any private business, or in the conduct of a profession that interferes with their usefulness as employees or with their work performance during normal working hours or be in violation of Chapter 31 (§ 2.2-3100 et seq.) of Title 2.2 of the Code of Virginia.

B. If an employee desires to seek or be engaged in outside employment, the employee must first obtain approval from the local director. If the local director desires to seek or be engaged in outside employment, the local director must first obtain approval from the local board. A local director who serves as the local board and desires to seek or be engaged in outside employment must first obtain approval from the elected governing body or its designee.

C. If an employee accepts employment outside the local department without receiving prior approval, the employee will be subject to disciplinary action under the standards of conduct.

Statutory Authority

§§ 63.2-217 and 63.2-219 of the Code of Virginia.

Historical Notes

Derived from Virginia Register Volume 20, Issue 8, eff. February 1, 2004; amended, Virginia Register Volume 32, Issue 20, eff. July 15, 2016.

Forms (22VAC40-675)

Classification and Compensation Self-Analysis Form for Local Departments of Social Services, 032-10-0175-00-eng (rev. 9/2015)

Human Resource Policy Record, 032-10-0162-04-eng (rev. 10/2015)

Jurisdiction Wide Self-Analysis Form, 032-10-0165-03-eng (rev. 9/2015)

Local Policy Request Form, 032-10-0161-06-eng (rev. 9/2015)

Document Incorporated by Reference (22VAC40-675)

Administrative/Human Resources Manual for Local Departments of Social Services, dated October 19, 2011, last revised May 1, 2015, Virginia Department of Social Services



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