Section 200.0.0 Governor's Policy Directives as amended 07/01/2001
Section 200.1.0 Statement of Financial Interest - GPD #1
The Governor’s Policy Directive #1 requires any agency head, department director, or division director of state government, as well as any public appointee to any state board or commission who is authorized or charged by law with the exercise of regulatory authority or is authorized to receive or disburse state or federal funds, to file a written statement of financial interest (SFI) by January 31 of each year. Arkansas Code §21-8-701( c ) (1) provides that a candidate for elected office shall file the statement of financial interest within thirty days after the deadline for filing for office for which he seeks election.
All gubernatorial appointees appointed to state boards or commissions after September 1, 1997, shall file a SFI covering the previous calendar year within thirty days of appointment. Any person hired, promoted, appointed or selected as an agency head, department director or division director within state government after September 1, 1997, shall file a SFI covering the previous calendar year within thirty days of filling such position. Additionally, all such persons covered by this policy directive shall file a SFI on or before January 31 of each year. Such persons are reminded that the next SFI following the one filed within thirty days of appointment or filling a position will be due on or before January 31, 1998, covering the calendar year 1997, pursuant to Governor’s Policy Directive Number 1. These statements shall be filed with the Secretary of State, Election Division, on forms available from that office. Secretary of State’s Office, Election Division; 026 State Capitol; (50l)682-3476 local or 1-800-482-1127 toll free.
Section 200.1.1 Extra Income Statement - GPD #1
Arkansas Code §21-8-203 states, "….all state employees who are employed on a regular salary basis shall be required to disclose each source of income in excess of five hundred dollars ($500) earned during any calendar year from sources other than their regular salary from employment or from professional or consultant services rendered for any public agency.
"Public agency is defined as (1) the agency with which a state employee is employed, a state board, commission, institution, office or agency; (2) any city, county, or school district, or any agency, division, or instrumentality thereof, including those agencies, divisions, or instrumentality's which are funded in part with funds provided by state appropriations; or (3) any area or regional program in this State which derives financial support in whole or in part from state funds or from any nonprofit corporation, foundation or organization.
All state employees who are employed by any state office, agency, department, board or commission, other than employees of institutions of higher learning, shall file this statement with the Secretary of State.
All employees of institutions of higher learning in the State shall file the statement with the president of the institution of higher learning where the employee is employed.
These statements shall be filed on or before January 31 of each year on forms available from the Secretary of State, Election Division. Secretary of State’s Office, Election Division; 026 State Capitol; (50l)682-3476 local or 1-800-482-1127 toll free.
Section 200.1.2 Solicitation of State Employees - GPD #4 Solicitation of State employees will be permitted only with the approval of the Department Director and only before or after working hours; State facilities may be used for solicitation purposes after hours with the approval of the Department Director.
1.
Recognizing that some savings may be achieved by purchasing on a group basis, solicitation may be allowed on State property either before or after working hours. In order to qualify for the use of State property, the goods or services to be solicited must present a significant cost savings for group purchasing. Each agency director is responsible for making the determination of the savings aspect of the goods and services.
2.
Once an agency director has determined that the goods or services meet this criteria, the sales representative will be allowed to post a notice on a designated bulletin board within the agency specifying the nature of the goods and service to be solicited and stating that on a given day a representative will be present (either before or after working hours) to make the presentation. Beyond the posting of the notice on the designated bulletin board, there will be no announcements, letters or bulletins issued by the sales representative or anyone employed in the agency. It is the responsibility of each agency director to see that an appropriate bulletin board is obtained and used for this purpose as well as the posting of other notices of interest to employees.
3.
The agency director is responsible for security of the office before and/or after hours when solicitations are made and for securing the premises after the presentation.
4.
Under certain conditions, agency directors may authorize informational sessions and/or sign-up opportunities during working hours. These include cafeteria benefit plans and officially-sanctioned deferred compensation plans and group insurance products approved by the Arkansas State Employee/Public School Personnel Board.
5.
The product exception to this policy is any product of INSURANCE. The interested vendor must first obtain the permission of the Executive Director of the Employee Benefits Division of the Department of Finance and Administration. When the product is approved all agencies will be notified of this approval and then the Director of the agency may allow the offering of this product to agency employees as established above. (Effective September 25, 2000)
Office Hours - All State offices shall be open for business between 8:00 a.m. and 4:30 p.m. However, department directors shall have flexibility to establish other working hours for their departmental personnel so long as all employees work an 8-hour day. Deviations from the 5-day, 40-hour work week shall be approved by the Governor.
Professional Standards - All State employees shall perform their duties with courtesy, competence and the highest standards of honesty and integrity.
Personal Appearance - It shall be the policy of Arkansas State government to encourage all employees to use good judgment and discretion in their dress and appearance. Personal appearance shall be appropriate to the job assignment and location. While at work, State employees are expected to dress in a manner that will reflect the image of a professional public servant.
State-Owned Equipment and Supplies - Use of any and all State-owned equipment and supplies shall be restricted to official State use only. Unauthorized or personal use of equipment or supplies may be grounds for dismissal.
Alcohoic Beverages and Controlled Substances - Use of alcoholic beverages or any unlawful use of controlled substances is strictly prohibited during office hours and shall be grounds for immediate dismissal.
[ back to top ] Section 200.1.4 Travel Reimbursement - GPD #6 All requests for travel reimbursement shall be reasonable, true and accurate. Managers shall be responsible for review and initial approval of proposed work-travel plans of all subordinates as well as final approval of their travel reimbursement vouchers. Any violation of this policy statement may be cause for dismissal.
All advanced travel funds shall be properly vouchered or repaid within thirty calendar days maximum after completion of travel.
Approval authority for out-of-state travel may be delegated by department directors to subordinate levels of management. Heads of independent agencies may approve such travel for themselves and employees of their agency.
The minimum for out-of-state travel commensurate with effective and efficient operation is the goal. Specific justification and cost estimates should be used in evaluating each request.
Section 200.1.5 Inclement Weather Policy - GPD #7
This Directive outlines the general policies which will govern office and staffing procedures during inclement weather.
The general policy regarding inclement weather is that State government does not normally close its offices because of hazardous driving conditions. However, the obligation to provide services to the citizens of the State must be balanced with the risk of danger to State employees. It is, therefore, appropriate that guidelines which reflect the needs of our citizens’ and employees’ safety be established.
In the Little Rock Metropolitan area:
1.
In the event of early morning severe inclement weather conditions, the Governor’s Office will determine whether this inclement weather policy will be placed into effect and will announce its implementation before 6:30 a.m. if at all possible. The announcement will include the affected counties. On days declared to be covered by the inclement weather policy, all employees should be at their work stations by 10:00 a.m. Employees arriving by 10:00 a.m. will be given credit for a full day’s attendance. Employees arriving after 10:00 a.m. will be charged the full amount of time involved in the tardiness, and employees not coming to work at all will be charged a full day’s absence. Agencies which have approved flex time schedules will develop an inclement weather policy consistent with the guidelines and the policy must be approved by the Department of Finance and Administration, Office of Personnel Management.
2.
When severe inclement weather occurs during office hours, department directors and agency administrators will have the discretion to allow employees to leave work early for safety reasons. Decisions to allow employees to leave work early, however, should recognize the requirement to maintain designated critical personnel and assure service delivery to the citizens for the full work day. Employees who were on the job, and who were allowed to leave early, will not be charged leave for that time.3. Department directors and agency administrators shall designate critical personnel, who will be required to reach their work stations by the time of regular office opening regardless of weather related conditions to assure that offices are open to the public and services are provided. Prior designation will allow critical personnel to prepare for weather conditions, and if need be, provide alternative methods of getting to work.
In the area outside of Little Rock metropolitan area:
1.
The agency director or the highest level field supervisor will determine when the inclement weather policy is implemented based on weather conditions in different parts of the State. If the agency administrator chooses to delegate this authority to the field supervisor, such delegation should be made immediately and communicated to the employees under the supervisor. Local media shall be used to notify employees of policy implementation by 6:30 a.m. if possible. Where this approach is not possible, employees should be instructed to contact their supervisor when bad weather exists.
2.
When the inclement weather policy is implemented in an area outside the Little Rock metropolitan area, the attendance provisions applicable to employees in the Little Rock metropolitan area will be applied to employees in the affected area.
Twenty-four hour and seven-day facilities:
1.
For agencies which have facilities that are required to be open 24 hours each day or are normally open seven days each week, the facility administrator will develop policies and procedures to cover facility operations during periods of inclement weather. These policies and procedures should balance the requirements for client care and/or public access against the safety of facility employees. For example, a residential care facility would require staffing regardless of weather conditions whereas a museum facility could be closed if necessary without detriment to the public.
2.
State employees who are required to remain on duty until they are relieved may be reimbursed for any additional expenses incurred by their obligation to remain at their duty station. Expenses that could be reimbursed include, but are not limited to, child care, transportation and meals. Proper documentation must be submitted and approval granted by an appropriate agency official as set out in the General Accounting Procedures.
NOTE: Universities and Colleges: The decision to implement the inclement weather policy and/or close the institution is made individually at each institution.
Section 200.1.6 Equal Employment Opportunity - GPD #8 Arkansas State government does not discriminate on the basis of race, creed, color, sex, age, national origin, religion or disability. The State’s Affirmative Action goals dictate that all citizens have equal access and opportunity for employment in Arkansas State government.
Programs on Equal Employment Opportunity, personnel management and Uniform Grievance Procedure are available through the Department of Finance and Administration, Office of Personnel Management, Interagency Training Program. All supervisory personnel and Equal Employment Opportunity/Grievance Officers shall complete the requisite training under Executive Orders 86-1 and 93-01. The requisite programs shall be completed within six (6) months of assuming a supervisory or management position or the duties of an Equal Opportunity/Grievance Officer.
All departments and agencies shall have effective EEO/Grievance procedures established for their employees.
Section 200.1.7 Personnel Cap - GPD #8 A department or agency may not exceed the ceiling on positions as established by the Department of Finance and Administration, Office of Budget.
Section 200.1.8 Freeze on Hiring - GPD #8(as amended by Executive Order 00-14)
Requests to fill vacant nonclassified positions, and classified positions pay grade 22 and above, must be submitted to the Department of Finance and Administration to the attention of the Administrator, Office of Personnel Management, for review by the Hiring Freeze Committee. All positions, regardless of classification status or pay grade, that are vacant for 12 months or more must be submitted for review by the Hiring Freeze Committee.This freeze does not apply to vacancies authorized by any federally-funded public employment effort.
Section 200.1.9 Listing Vacancies in State Agencies - GPD #8 (as amended by Executive Order 99-04)
Position vacancies in State agencies which are graded as a grade 66, grade 99, or have been approved for an emergency hire by the Administrator of the Department of Finance and Administration’s Office of Personnel Management are not required to be advertised. All other position vacancies must be advertised within the agency (advertised internally), and such position vacancies must also be listed with the Employment Security Department (advertised externally) on the Arkansas Government Jobs Website http://www.arstatejobs.com/ unless the position is to be filled with a qualified employee from within the agency. All managerial or professional positions shall be advertised for a minimum of ten working days before being filled, and all other positions shall be advertised for a minimum of five working days before being filled.
Any violations of this procedure reported to the Department of Finance and Administration, Office of Personnel Management, will be investigated and findings reported to the Governor’s Office. The noncompliant agency will be required to advertise and hold open all vacant positions - without exclusion - for ten working days or for such period of time as may be appropriate.
