Airport Employee Handbook
This Employee Handbook was re-issued incorporating all previous changes on May 19, 2013.
CHANGE 1 on May 20, 2013, corrected several typos.
Welcome to the Airport team. Our number one product is customer service.
This handbook describes your role in that effort. It explains our expectations and outlines the policies, programs, and benefits for each employee. This handbook is not an employment contract. It's a guideline to help us work better, together, as team members. Because the workplace is a complicated environment, we update this Handbook frequently. The newest version is always posted to our website, so if you have a question about how we work, check there, or with your supervisor,
Welcome! You work for the Yuma County Airport Authority, a non-profit corporation formed under Arizona Statutes for the purpose of developing, promoting, and improving air transportation and commerce in Yuma County. The actual "Airport Authority" is made up of a Board of Directors composed of 11 individuals who are elected to that position. These experienced community leaders are volunteers; they receive no compensation for their service. The Airport Director reports to and is hired by the Airport Authority.
The Yuma County Airport Authority operates two airfields in Yuma County, Arizona.
Yuma International Airport is classified in the National Plan of Integrated Airport Systems, 1990-1999 as a Shared-Use, Primary Commercial Service Airport. As a Shared-Use facility, it operates under a Patent issued by the federal government with the U.S. Marine Corps. As a Primary Commercial Service Airport, Yuma International Airport serves over 130,000 total Airline passengers annually. We provide the commercial and general aviation services for the region and also serve as a major military installation with several types of fixed-wing and helicopter aircraft.
Rolle Field, a landing strip eight miles south of Yuma, has been accommodating civil aviation for 40 years. Rolle Field was constructed during World War II on 640 acres of desert. Today the airfield provides a 2,800' asphalt runway and is included in the FAA facility inventory. The importance of Rolle Field to the local aviation community is reflected in the field's use, including hundreds of hours each month for civilian pilot training, with nearly all local students spending some portion of their time at Rolle Field. The military uses the field for military training exercises.
Eligible employees at YCAA are provided a wide range of benefits including programs that are required by law such as Social Security, state retirement, workers' compensation, and unemployment insurance. The following benefit programs are also available to eligible employees:
1. Vacation Benefits
2. Sick Leave Benefits (Short Term Disability)
3. Bereavement Leave
4. Eleven Annual Holidays
5. Jury Duty Leave
6. Medical Insurance
7. Vision Benefit (including eye glasses)
8. Life Insurance
9. Auto Mileage (when authorized for official business)
10. Membership Dues
11. Free Employee Parking
Some benefit programs require contributions from the employee.
Vacation time off with pay is available to full time employees. Employees in the following employment classification(s) are eligible to earn vacation time as described in this policy:
The amount of paid vacation time employees receive each year increases with the length of their employment as shown in the following schedule.
Military leave has no effect on this calculation.
|Time in Service || Accrual Rate |
|0-48 Months || 12 days per year|
|Over 4 years || 15 days per year|
|Over 10 Years|| 20 days per year|
Once employees enter an eligible employment classification, they begin to earn paid vacation time according to the schedule. Any employee can take vacation if they have vacation time accrued subject to the needs of the Airport. After that time, employees can request use of earned vacation time including that accrued during the waiting period. The Airport Director may authorize a limited amount of unearned vacation to employees at the start of their employment for already planned vacations.
To take vacation, employees should request approval from their supervisors two weeks in advance. Requests will be reviewed based on a number of factors, including business needs and staffing requirements.
Vacation time is not available to supplement the income of employees. Vacation time will only be paid to an employee upon termination; or in rare cases, where extreme financial hardship is approved by the Airport Director.
Vacation time is paid at the employee's base pay rate at the time of vacation. It does not include overtime or any special forms of compensation such as incentives, commissions, bonuses, or shift differentials.
Vacation time is provided to allow for rest, relaxation, and personal pursuits. You will not be allowed to carry more than 196 hours of accrued of vacation time from one fiscal year to the next. Vacation hours in excess of 196 will be lost on the first day of each fiscal year (October 1) unless specifically allowed by the Airport Director.
Upon termination of employment, employees will be paid for unused vacation time that has been earned through the last day of work.
YCAA authorizes the following holidays off.
1. New Year's Day (January 1)
2. Martin Luther King, Jr. Day (third Monday in January)
3. Presidents' Day (third Monday in February)
4. Memorial Day (last Monday in May)
5. Independence Day (July 4)
6. Back to School Day (first Monday in August)
7. Labor Day (first Monday in September)
8. Columbus Day (second Monday in October
9. Veterans' Day (November 11)
10. Thanksgiving (fourth Thursday in November)
11. Christmas (December 25)
YCAA will grant paid holiday time off to all full-time employees who are on airport payroll.
A recognized holiday that falls on a Saturday will be observed on the preceding Friday. A recognized holiday that falls on a Sunday will be observed on the following Monday.
If a recognized holiday falls during an eligible employee's paid absence (e.g., vacation, sick leave), the employee will not be charged for that day.
Employees who are scheduled to work on a holiday will receive double time. Double time does not count towards overtime. An employee who works a partial day on a holiday will be paid the remaining workday (up to eight hours) at their normal rate.
Employees whose scheduled day off falls on a recognized holiday will be paid straight time as compensation for that lost holiday.
Workers' Compensation Insurance
YCAA provides a comprehensive workers' compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers' compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.
On the job Injury
Employees who sustain work related injuries or illnesses should inform their supervisor immediately. No matter how minor an on the job injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify for coverage as quickly as possible. Failure to report injuries in a timely manner can jeopardize coverage. All injuries, no matter how small require an injury report form.
Off the job injury
Neither YCAA nor the workers' compensation insurance carrier will be liable for the payment of workers' compensation benefits for injuries that occur during an employee's voluntary participation in any off duty recreational, social, or athletic activity sponsored by YCAA.
YCAA recognizes that the skills and knowledge of its employees are critical to the success of the organization. However, the YCAA does not provide educational assistance funding.
YCAA may provide educational training in a variety of areas. To maintain eligibility employees must remain on the active payroll and be performing their job satisfactorily through completion of each course.
YCAA does not guarantee that participation in formal training or further education will entitle the employee to automatic advancement, a different job assignment, or pay increases.
YCAA believes good vision is important to health and a quality of life factor. The accounting department's Vision Monitor will purchase, through a provider of the airport's choice, up to two pairs of glass for each employee and their immediate family members for each new prescription. Thereafter the airport will provide up to one pair of glasses each year for each employee and their immediate family members. The eye prescription must be provided for new glasses.
The Airport Director may on rare occasions, on a case-by-case basis, approve the expenditure of funds to provide legal assistance for employees. This does not include criminal defense situations. Any such situation requiring legal assistance must be accompanied by a written request from the employee's supervisor, explaining why such assistance is necessary and how the Airport Authority may benefit by it. Any questions about legal assistance should be directed to your supervisor.
YCAA provides uniforms for all employees. The type of uniform depends on the nature of the employees work duties.
Each year Maintenance employees are provided five shirts, five pairs of jeans and one pair of work boots in a style selected by the Airport Director in consultation with HR Manager. Every other year a lightweight jacket will be provided.
Each year Operations employees are provided five shirts and five pairs of work slacks in a style selected by the Airport's uniform officer in consultation with management for winter operations and five shorts and five polo shirts for summer operations. Every other year a light weight jacket will be provided. On an alternate two-year basis appropriate footwear will be provided.
Each year Administrative staff employees are provided a minimum of five outfits. The Airport Director will establish an acceptable uniform outfit with the advice of the HR Manager. All employees will be required to adhere to the uniform policy. The airport will purchase all administrative uniforms to be sized in a loose fitting and professional manner.
Each six months, Marketing employees are provided a minimum of five outfits in styles to be individually selected by the employee. Purchases will be made on Airport credit cards or for reimbursement up to a maximum of $350 each six months. Reimbursements will be made upon delivery of the clothing with original receipts and price tags still attached.
Types of Leave
Your benefits include sick leave, vacation leave and holidays.
Sick Leave Benefits
YCAA provides paid sick leave benefits to all regular full time employees for periods of temporary absence due to illnesses or injuries.
The amount of paid sick leave employees receive each year increases with the length of their employment as shown in the following schedule. The Airport Director may authorize a limited amount of advance unearned sick leave in rare circumstances where there is a high likelihood the employee will be able to pay back the advance.
Paid sick leave can be used in minimum increments of one half hour. Eligible employees may only use sick leave benefits for an absence due to their own illness or injury or spouse or dependent children.
|Time in Service || Accrual Rate |
|0-48 Months || 12 days per year|
|Over 4 years || 15 days per year|
|Over 10 Years|| 20 days per year|
Employees who are unable to report to work due to illness or injury should notify their direct supervisor personally before the scheduled start of their workday if possible. The direct supervisor must also be contacted on each additional day of absence. Unless the illness prevents it, it is inappropriate to have someone else contact the employee's supervisor.
If an employee is absent for three or more consecutive days due to illness or injury, a physician's statement must be provided verifying the disability and its beginning and expected ending dates. Such verification may be requested for other sick leave absences as well and may be required as a condition to receiving sick leave benefits.
Before returning to work from a sick leave absence of 14 calendar days or more, an employee must provide a physician's verification that he or she may safely return to work.
Sick leave benefits will be calculated based on the employee's base pay rate at the time of absence and will not include any special forms of compensation, such as incentives, commissions, bonuses, or shift differentials.
As an additional condition of eligibility for sick leave benefits, an employee on an extended absence must apply for any other available compensation and benefits, such as workers' compensation. Sick leave benefits will be used to supplement any payments that an employee is eligible to receive from workers' compensation or YCAA provided disability insurance programs. The combination of any such disability payments and sick leave benefits cannot exceed the employee's normal weekly earnings.
Unused sick leave benefits will be capped and vested at 320 hours. Once you reach a total of 320 unused sick leave hours we will pay you for excess hours once a year, on the 1st payday after December 1 of each year, at a 4 to 1 ratio, that is, we'll pay you one full hour of pay for each four hours of unused sick time.
Upon termination of employment, employees will be paid for unused sick time that has been earned through the last day of work.
Time Off to Vote
YCAA encourages employees to fulfill their civic responsibilities by participating in elections. Generally, employees are able to find time to vote either before or after their regular work schedule. If employees are unable to vote in an election during their nonworking hours, YCAA will grant up to one hour of paid time off to vote.
Employees should request time off to vote from their supervisor at least two working days prior to the Election Day. Advance notice is required so that the necessary time off can be scheduled at the beginning or end of the work shift, whichever provides the least disruption to the normal work schedule.
If an employee wishes to take time off due to the death of an immediate family member, the employee should notify his or her supervisor immediately. Three days paid time off will be granted to allow the employee to attend the funeral and make any necessary arrangements associated with the death.
Approval of bereavement leave will occur in the absence of unusual operating requirements. Any employee may, with the supervisor's approval, use any available paid leave for additional time off as necessary. YCAA defines "immediate family" as the employee's grandparent, spouse, parent, child, or sibling.
YCAA encourages employees to fulfill their civic responsibilities by serving jury duty when required. Regular Full Time Employees who have completed a minimum of 120 calendar days of service in an eligible classification may request up to two weeks of paid jury duty leave over any one-year period.
Jury duty pay will be calculated on the employee's base pay rate times the number of hours the employee would otherwise have worked on the day of absence less any compensation provided by the court.
If employees are required to serve jury duty beyond the period of paid jury duty leave, they may use any available paid time off (for example, vacation benefits) or may request an unpaid jury duty leave of absence.
Employees must show the jury duty summons to their supervisor as soon as possible so that the supervisor may arrange to accommodate their absence. Of course, employees are expected to report for work whenever the court schedule permits.
Either YCAA or the employee may request an excuse from jury duty if, in YCAA's judgment, the employee's absence would create serious operational difficulties.
YCAA will continue to provide health insurance benefits for the full term of the jury duty absence.
YCAA encourages employees to appear in court for witness duty when subpoenaed to do so. If employees have been subpoenaed or otherwise requested to testify as witnesses by YCAA, they will receive paid time off for the entire period of witness duty.
Employees will be granted unpaid time off to appear in court as a witness when requested by a party other than YCAA. Employees are free to use any available paid leave benefit (e.g., vacation leave) to receive compensation for the period of this absence. The subpoena should be shown to the employee's supervisor immediately after it is received so that operating requirements can be adjusted, where necessary, to accommodate the employee's absence. The employee is expected to report for work whenever the court schedule permits.
Airport employees may take a leave of absence from their duties without loss of pay when they are employed on training duty, under orders, for military Auxiliary, Guard or Reserve for a period of not to exceed thirty days in any two consecutive years. Time spent in training, under orders, shall not be deducted from the vacation or other pay. Reference: Arizona Revised Statutes § 38-610.
Airport employees may be placed on administrative leave with pay for many different reasons. Administrative leave is not prejudicial in nature and is not a punishment or disciplinary action. The reason for the process is to provide management with an opportunity to review exceptional circumstances that may affect the employee's employment with the airport. Employees placed on administrative leave will continue to receive full compensation based on their historical work schedule, normally 40 hours per week. Compensation will include wages, sick and vacation leave accumulation, etc. The time an employee may be placed on administrative leave is determined by the Airport Director on a case-by-case basis. An employee generally returns to normal duties after being taken off Administrative Leave. However, a permanent record will be placed in the employee's HR file to explain the reasons and resolution of the administrative leave period.
YCAA provides medical leaves of absence without pay to eligible employees who are temporarily unable to work due to a serious health condition or disability. For purposes of this policy, serious health conditions or disabilities include inpatient care in a hospital, hospice, or residential medical care facility; continuing treatment by a health care provider; and temporary disabilities associated with pregnancy, childbirth, and related medical conditions.
All full-time employees are eligible to request medical leave as described in this policy. Eligible employees should make requests for medical leave to their supervisors at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events.
A health care provider's statement must be submitted verifying the need for medical leave and its beginning and expected ending dates. Any changes in this information should be promptly reported to YCAA. Employees returning from medical leave must submit a health care provider's verification of their fitness to return to work.
Eligible employees are normally granted leave for the period of the disability, up to a maximum of 12 weeks within any four-month period. Any combination of sick and vacation time and medical leave may not exceed this maximum limit. If the initial period of approved absence proves insufficient, consideration will be given to a request for an extension. Employees will be required to first use any accrued paid sick leave and vacation time before taking unpaid medical leave.
Employees who sustain work related injuries are eligible for a medical leave of absence for the period of disability in accordance with all applicable laws covering occupational disabilities.
Subject to the terms, conditions, and limitations of the applicable plans, YCAA will continue to provide health insurance benefits for the full period of the approved medical leave.
Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during the leave and will resume upon return to active employment.
So that an employee's return to work can be properly scheduled, an employee on medical leave is requested to provide YCAA with at least two weeks advance notice of the date the employee intends to return to work. When a medical leave ends, the employee will be reinstated to the same position, if it is available, or to an equivalent position for which the employee is qualified.
If an employee fails to report to work promptly at the end of the medical leave, YCAA will assume that the employee has resigned.
Pregnancy Related Absences
YCAA will not discriminate against any employee who requests an excused absence for medical disabilities associated with a pregnancy. Such leave requests will be made and evaluated in accordance with the medical leave policy provisions outlined in this handbook and in accordance with all applicable federal and state laws.
Requests for time off associated with pregnancy and/or childbirth (apart from medical disabilities associated with these conditions) will be considered in the same manner as any other request for an unpaid personal leave.
Questions about Pay
Federal and state laws require YCAA to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties.
Nonexempt employees should accurately record the time they begin and end their work, as well as the beginning and ending time of each meal period. They should also record the beginning and ending time of any split shift or departure from work for personal reasons. Overtime work must always be approved before it is performed.
Altering, falsifying, tampering with time records, or recording time on another employee's time record may result in disciplinary action, up to and including termination of employment.
Nonexempt employees should report to work at their scheduled starting time and not stay after their scheduled stop time without expressed, prior authorization from their supervisor.
It is the employee's responsibility to sign his or her time record to certify the accuracy of all time recorded. The supervisor will review and then initial the time record before submitting it for payroll processing. In addition, if corrections or modifications are made to the time record, both the employee and the supervisor must verify the accuracy of the changes by initialing the time record.
When operating requirements or other needs cannot be met during regular working hours, employees will be given the opportunity to volunteer for overtime work assignments. All overtime work must receive the supervisor's prior authorization. Overtime assignments will be distributed as equitably as practical to all employees qualified to perform the required work.
Overtime compensation is paid to all nonexempt employees in accordance with federal and state wage and hour restrictions. Overtime pay is based on actual hours worked. Overtime will be paid at time and a half at regular pay rate for time worked over 40 hours a week. Time off on sick leave, vacation leave, holiday compensation or any leave of absence will not be considered hours worked for purposes of performing overtime calculations.
Failure to work scheduled overtime or overtime worked without prior authorization from the supervisor may result in disciplinary action, up to and including possible termination of employment. Overtime worked without prior authorization will require full justification.
All employees are paid biweekly on every other Friday. Each paycheck will include earnings for all work performed through the end of the previous payroll period. YCAA only uses "Direct Deposit" for payroll.
In the event that a regularly scheduled payday falls on a day off such as a weekend or holiday, employees will receive pay on the last day of work before the regularly scheduled payday.
If a regular payday falls during an employee's vacation, the employee's paycheck will be available upon his or her return from vacation. Special handling requests must be in writing prior to employee's scheduled absence.
YCAA does not provide pay advances on unearned wages to employees.
Administrative Pay Corrections
YCAA takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday.
In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of their Division Director so that corrections can be made as quickly as possible.
Pay Deductions and Set-Offs
The law requires that YCAA make certain deductions from every employee's compensation. Among these are applicable federal, state, and local income taxes. YCAA also must deduct Social Security taxes on each employee's earnings up to a specified limit that is called the Social Security "wage base." YCAA matches the amount of Social Security taxes paid by each employee. The state retirement system also requires employee deductions from earnings each pay period. YCAA offers programs and benefits beyond those required by law.
For instance, medical benefits are provided to eligible employees. Any portion of the premium assessed to employees will be automatically deducted from employee earnings. Eligible employees may voluntarily authorize deductions from their paychecks to cover the costs of participation in these programs.
Pay set-offs are pay deductions taken by YCAA, usually to help pay off a debt or obligation to YCAA or others.
If you have questions concerning why deductions were made from your paycheck or how they were calculated, your supervisor can assist in having your questions answered.
Exempt employees are "salaried." At Yuma International Airport, salaried employees are required to work at least 40 hours per week, and more if necessary to accomplish their assigned mission.
Salaried employees do not have "rights" under the FLSA overtime rules other than to receive the full amount of the base salary in any work period during which he or she performs any work (less any permissible deductions). Typically, airport salaried employees are not required to "punch a clock."
Salaried employees may be required to work a particular schedule, and should endeavor to "make up" time lost due to absences. The airport does not guarantee any sort of "Compensation Time" to airport salaried employees for hours worked in excess of 40 hours per week. Salaried employees are expected to work as many hours as necessary to accomplish their assigned mission. Individual supervisors may handle such issues within their shops.
Business Travel Expenses
YCAA will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by your supervisor.
Employees whose travel plans have been approved must insure the Airport Director's secretary has all of the travel details prior to your departure. This includes date and time of departure and arrival going out and coming back, and the hotel or other lodging place including phone numbers.
When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by YCAA. Employees are expected to limit expenses to reasonable amounts.
Expenses that generally will be reimbursed include the following and should be supported by a receipt where possible:
1. Airfare or train fare for travel in coach or economy class or the lowest available fare.
2. Car rental fees for full sized or SUV type vehicles.
3. Fares for shuttle or airport bus service, where available; costs of public transportation for your ground travel.
4. Taxi fares, only when there is no less expensive alternative.
5. Mileage costs for use of personal cars, only when less expensive transportation is not available.
6. Cost of standard accommodations in mid-priced hotels, motels, or similar lodgings.
7. Cost of meals, no more lavish than would be eaten at the employee's own expense.
8. Tips not exceeding 15% of the total cost of a meal or 10% of a taxi fare, other typical tips
9. Tips for bell-boy & housekeeping services.
10. Charges for fax, and similar services required for business purposes.
Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased, or rented by YCAA may not be used for personal use.
Cash advances to cover reasonable anticipated expenses may be made to employees, after travel has been approved. Employees should submit a written request to their supervisor when travel advances are needed.
With prior approval, employees on business travel may be accompanied by a spouse or family member, when the presence of a companion will not interfere with successful completion of business objectives. Generally, employees are also permitted to combine personal travel with business travel, as long as time away from work is approved. Additional expenses arising from accompanying spouse or family member or from non-business travel are the responsibility of the employee.
Care and good judgment is expected when hosting a meal for a client or official and shall be supported by receipts and full justification.
When travel is completed, employees must submit completed travel expense reports within four days. Reports should be accompanied by receipts for all individual expenses.
Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.
Each employee is designated as either nonexempt or exempt from federal and state wage and hour laws. Nonexempt employees are entitled to overtime pay under the specific provisions of federal and state laws. Exempt employees are excluded from specific provisions of federal and state wage and hour laws. An employee's Exempt or Nonexempt classification may be changed only upon written notification by YCAA management.
All new and rehired employees work for a "trial period" for the first year after their date of hire. Some people call this a "probationary period." During this time, your performance is being evaluated to determine whether further employment with YCAA is appropriate. Employees who satisfactorily complete the trial period will be notified of their new employment classification.
If YCAA determines that the trial period does not allow sufficient time to thoroughly evaluate an employee's performance, the trial period may be extended for a specified period.
During any trial period, new employees are eligible for those benefits that are required by law, such as Worker's Compensation Insurance and Social Security, as well as normal YCAA employee benefits.
REGULAR FULL TIME employees are those who are not in a temporary or introductory status and who are regularly scheduled to work YCAA's full time schedule. Generally, they are eligible for YCAA's benefit package, subject to the terms, conditions, and limitations of each benefit program.
REGULAR PART TIME employees are those who are not assigned to a temporary or introductory status and who are regularly scheduled to work less than 40 hours per week. They receive all legally mandated benefits (such as Social Security and Workers' Compensation Insurance), and generally, they are eligible for YCAA's benefit package, subject to the terms, conditions, and limitations of each benefit program.
TEMPORARY employees are those who are hired as interim replacements, to temporarily supplement the work force, or to assist in the completion of a specific project. Employment assignments in this classification are of a limited duration. This limit is less than five months or less than 20 hours per week. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change. While temporary employees receive all legally mandated benefits (such as workers' compensation insurance and Social Security), they are ineligible for all of YCAA's other benefit programs.
Access to Personnel Files
YCAA maintains a personnel file on each employee. The personnel file includes such information as the employee's job application, resume, records of training, documentation of performance appraisals, salary increases, and other employment records.
Personnel files are the property of YCAA, and access to the information they contain is restricted. Generally, only YCAA management personnel who have a legitimate reason to review information in a file are allowed to do so. With pre-arrangement, an employee can review their personnel file in the presence of their supervisor.
Employment Reference Checks
It is the policy of YCAA to check the employment references of all applicants.
YCAA will respond to reference check inquiries from other employers. Responses to such inquiries will be limited to factual information that can be substantiated by YCAA's records.
Personal Data Changes
It is the responsibility of each employee to promptly notify YCAA of any changes in personal data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of emergency, educational accomplishments, and other such status reports should be accurate and current at all times. If any personal data has changed notify your supervisor.
YCAA relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in YCAA's exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.
A formal written performance evaluation will be conducted at the end of an employee's trial period. Performance evaluations are also scheduled at a minimum approximately every twelve months, coinciding generally with the anniversary of the employee's original date of hire. Additional non-scheduled performance evaluations may be conducted on an as needed basis to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.
Merit promotions are sometimes awarded by YCAA in an effort to recognize truly superior employee performance. The decision to promote someone is dependent upon numerous factors, including the information documented by this formal performance evaluation process.
Daily Work Schedule
The normal work schedule for all hourly regular employees is a forty hour work week. The normal work schedule for all part time employees varies by hours per day and varies by days of week.
Supervisors will advise employees of the times their schedules will normally begin and end. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week.
Flextime scheduling is available in some cases to allow nonexempt employees to vary their starting and ending times each day within established limits. Employees should consult their supervisor for the details of this program.
Normal business hours for the Airport Authority are 8:00 AM to 5:00 PM, Monday through Friday.
Use of Phone and Mail Systems
Employees should not make long distance calls on airport phones.
The use of YCAA paid postage for personal correspondence is not permitted.
Rest and Meal Periods
Each workday, full time nonexempt employees are provided with two 15-minute rest periods. To the extent possible, rest periods will be provided in the middle of work periods. Since this time is counted and paid as time worked, employees must not be absent from their workstations beyond the allotted rest period time.
Generally, full time regular employees are authorized to have one 30 minutes unpaid meal period each workday.
EXCEPTIONS FOR ADMIN AND OPS.
THE ADMINISTRATION OFFICE is open for nine hours a day. Administrative staff will take a 60 minute, unpaid meal period. Supervisors will schedule meal periods to accommodate operating requirements. Employees are required to clock out for lunch. Employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time.
THE OPERATIONS OFFICE is open 24 hours a day, seven days a week. Operations staff will take a 60 minute, unpaid meal period. Because of extended operating hours, operations employees will work varying shifts but essentially this will be nine hours with time for meal. "Meal" here is an inclusive term for breakfast, lunch, or dinner breaks. The nature of Operations precludes the ability to "schedule" a lunch hour. For Operations the following rules apply.
1. If you leave the terminal for your meal, with your supervisor's knowledge, clocking out is mandatory.
2. If you stay in the building for your meal, do not clock out; take your meal break during your shift at the right time. If your meal is interrupted be sure to go back and take the time later. The Airport will always deduct one hour from your time card for your meal break and allocate the rest accordingly.
3. If you are the only person on duty take your meal during a lull in the flight schedule and remain in the terminal.
Attendance and Punctuality
To maintain a safe and productive work environment, YCAA expects employees to be reliable and to be punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other employees and on YCAA. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they should personally notify their supervisor as soon as possible in advance of the anticipated tardiness or absence.
Poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action, up to and including termination of employment.
Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the business image YCAA presents to customers and visitors.
During business hours, employees are expected to present a clean and neat appearance and to dress according to the requirements of their positions. Employees who appear for work inappropriately dressed will be sent home and directed to return to work in proper attire. Under such circumstances, employees will not be compensated for the time away from work.
Consult your supervisor or department head if you have additional questions as to what constitutes appropriate attire.
For employees issued YCAA uniforms, appropriately dressed means to be in a neat, clean and serviceable uniform when reporting for work.
Uniforms will only be worn to/from and while at work.
All other employees are to dress appropriately for their job. Business attire or conservative casual dress is the norm for business office personnel in this area. Provocative dress is inappropriate due to the nature of airport employee work and because airport employees have continuous public contact.
To assist in providing a safe and healthful work environment for employees, customers, and visitors, YCAA has established a work place safety program. This program is a top priority for YCAA. Airport management is responsible for implementing, administering, monitoring, and evaluating the safety program. Its success depends on the alertness and personal commitment of all.
YCAA provides information to employees about work place safety and health issues through regular internal communication channels such as supervisor employee meetings, bulletin board posting, memos, or other written communications.
Employees and supervisors receive periodic work place safety training. The training covers potential safety and health hazards and safe work practices and procedures to eliminate or minimize hazards.
Some of the best safety improvement ideas come from employees. Those with ideas, concerns, or suggestions for improved safety in the work place are encouraged to raise them with their supervisor, or with another supervisor or manager, or bring them to the attention of the Airport management. Reports and concerns about work place safety issues may be made anonymously if the employee wishes. All reports can be made without fear of reprisal. Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees must immediately report any unsafe condition to the appropriate supervisor. Employees who violate safety standards, who cause hazardous or dangerous situations, or who fail to report or, where appropriate, remedy such situations, may be subject to disciplinary action, up to and including termination of employment.
In the case of accidents that result in injury, regardless of how insignificant the injury may appear, employees should immediately notify Airport management or the appropriate supervisor. Such reports are necessary to comply with laws and initiate insurance and workers' compensation benefits procedures.
Employment with YCAA is voluntarily entered into, and the employee is free to resign at will at any time, with or without cause. Similarly, YCAA may terminate the employment at will at any time, with or without notice or cause, so long as there is no violation of applicable federal or state law.
The airport does not allow the employment of relatives in the same area of an organization. Relatives of persons currently employed by YCAA may be hired only if they will not be working directly for or supervising a relative or will not occupy a position in the same line of authority within the organization. This policy applies to any relative, higher or lower in the organization, who has the authority to review employment decisions. YCAA employees cannot be transferred into such a reporting relationship.
If the relative relationship is established after employment, the individuals concerned will decide who is to be transferred. If that decision is not made within 30 calendar days, management will make an adjustment, normally by terminating one of the employees.
In other cases where a conflict or the potential for conflict arises, even if there is no supervisory relationship involved, the parties may be separated by reassignment or terminated from employment.
For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.
An employee may hold a job with another organization as long as he or she satisfactorily performs his or her job responsibilities with YCAA. All employees will be judged by the same performance standards and will be subject to YCAA's scheduling demands, regardless of any existing outside work requirements.
If YCAA determines that an employee's outside work interferes with job performance, the employee may be asked to terminate the outside employment if he or she wishes to remain with YCAA.
The determination of whether outside employment does or does not have an adverse impact on YCAA is to be determined by the Airport Director in his sole discretion.
Below are examples of some of the most common circumstances under which employment is terminated:
1. Resignation: voluntary employment termination initiated by an employee.
2. Discharge: involuntary employment termination initiated by the organization.
3. Layoff: involuntary employment termination initiated by the organization for non-disciplinary reasons.
4. Retirement: voluntary employment termination initiated by the employee meeting age, length of service, and any other criteria for retirement from the organization.
YCAA will generally schedule exit interviews at the time of employment termination. The exit interview will afford an opportunity to discuss such issues as employee benefits, conversion privileges, repayment of outstanding debts to YCAA, or return of YCAA owned property. Suggestions, complaints, and questions can also be voiced.
All accrued, vested benefits that are due and payable at termination will be paid at the time of termination or within 48 hours in the case of a no-notice situation. Some benefits may be continued at the employee's expense if the employee so chooses. The employee will be notified in writing of the benefits that may be continued and of the terms, conditions, and limitations of such continuance at the exit interview.
Life Threatening Illnesses in the Workplace
Employees with life threatening illnesses, such as cancer, heart disease, and AIDS, often wish to continue their normal pursuits, including work, to the extent allowed by their condition. YCAA may support these endeavors as long as employees are able to meet acceptable performance standards.
Employees with questions or concerns about life threatening illnesses are encouraged to contact Airport management for information and referral to appropriate services and resources.
Employees have an obligation to conduct business within guidelines that prohibit actual, potential, or even give the appearance of conflicts of interest. A conflict of interest is any situation which appears to create possible conflicts of interest, whether or not such conflicts actually exist.
An actual, potential or apparent conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of YCAA's business dealings. Therefore, all such outside business arrangements must be disclosed to and receive written approval from the Airport Director.
Personal gain may result not only in cases where an employee or relative has a significant ownership in a firm with which YCAA does business but also when an employee or relative receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving YCAA.
YCAA does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.
Employees with questions about any type of discrimination in the work place are encouraged to bring these issues to the attention of their immediate supervisor or the Assistant Airport Director. Employees can raise concerns and make reports without fear of reprisal.
Immigration Law Compliance
In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with YCAA within the past three years, or if their previous I-9 is no longer retained or valid.
The protection of confidential business information and trade secrets is vital to the interests and the success of YCAA. Such confidential information includes, but is not limited to, the following examples:
1. Compensation data
2. Customer lists
3. Customer preferences
4. Financial information
5. Pending projects and proposals
Any employee who improperly uses or discloses trade secrets or confidential business information will be subject to disciplinary action, up to and including termination of employment, even if he or she does not actually benefit from the disclosed information.
Grievance Resolution Procedure
We want to help you resolve your grievance, but you have to let us know about it. Your immediate supervisor is your primary contact person. Share your ideas and concerns with your supervisor first.
If your grievance cannot be resolved to your satisfaction, then you may apply for help to the Airport Director. The Airport Director will solve your grievance or give you the full story on why the situation cannot be fixed. If you are still not satisfied you always have the opportunity to reconsider your employment with YCAA.
In keeping with YCAA's intent to provide a safe and healthful work environment, smoking is prohibited throughout the work place.
This policy applies equally to all employees, customers, and visitors.
Use of Equipment and Vehicles
Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to replace. Exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines.
Notify your supervisor if any equipment, machines, tools, or vehicles appear to be damaged, defective, or in need of repair. Failure to do so can be grounds for disciplinary action, up to and including termination of employment.
Personal use of YCAA equipment and vehicles is prohibited.
At times, emergencies such as severe weather, fires, power failures, or earthquakes, can disrupt airport operations. In extreme cases, these circumstances may require the closing of a work facility. In the event that such an emergency occurs during nonworking hours, local radio and/or television stations will be asked to broadcast notification of the closing.
When the decision to close is made AFTER the workday has begun, employees will receive official notification from their immediate supervisor. In these situations, time off from scheduled work will be paid. When the decision to close is made BEFORE the workday has begun, time off from scheduled work will be unpaid. However, with supervisory approval, employees may use available paid leave time, such as unused vacation benefits. Employees in essential operations may be asked to work on a day when operations are officially closed. In these circumstances, employees who work will receive regular pay.
Visitors in the Work Place
To provide for the safety and security of employees and the facilities at YCAA, only authorized visitors are allowed in the workplace.
All visitors should enter YCAA at the Administration Office. Authorized visitors will receive directions or be escorted to their destination. Employees are responsible for the conduct and safety of their visitors.
If an unauthorized individual is observed on YCAA's premises, employees should immediately notify their supervisor or, if necessary, direct the individual to the Administration Office.
Employee Conduct and Work Rules
YCAA expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization.
It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in disciplinary action, up to and including termination of employment:
1. Theft or inappropriate removal or possession of property
2. Falsification of timekeeping records
3. Working under the influence of alcohol or illegal drugs
4. Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on duty, or while operating employer owned vehicles or equipment
5. Fighting or threatening violence in the workplace
6. Boisterous or disruptive activity in the workplace
7. Violation of uniform rule and regulations
8. Negligence or improper conduct leading to damage of employer owned or customer owned property
9. Insubordination or other disrespectful conduct
10. Violation of safety or health rules
11. Sexual or other unlawful or unwelcome harassment
12. Possession of dangerous or unauthorized materials, such as explosives or firearms, in the workplace
13. Excessive absenteeism or any absence without notice
14. Unauthorized absence from work station during the workday
15. Unauthorized use of telephones, mail system, or other employer-owned equipment
16. Unauthorized disclosure of business "secrets" or confidential information
17. Violation of personnel policies
18. Unsatisfactory performance or conduct
Drug and Alcohol Use
While on YCAA premises and while conducting business related activities off YCAA premises, no employee may use, possess, distribute, consume, unlawfully sell, or be under the influence of alcohol or illegal drugs.
The legal use of prescribed drugs is permitted on the job only if it does not impair an employee's ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.
Employees are responsible for informing their supervisor when under the influence of prescription medication which may affect their ability to perform their job.
Under the Drug Free Workplace Act, an employee who performs work for a government contract or grant must notify YCAA of a criminal conviction for drug related activity occurring in the workplace. The report must be made within five days of the conviction.
Sexual and Other Unlawful Harassment
Actions, words, jokes, or comments based on an individual's sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. As an example, sexual harassment (both overt and subtle) is a form of employee misconduct and is strictly prohibited.
Any employee who wants to report an incident of sexual or other unlawful harassment should promptly report the matter to his or her supervisor. If the supervisor is unavailable or the employee believes it would be inappropriate to contact that person, the employee should immediately contact the Airport Director or any other member of management. Employees can raise concerns and make reports without fear of reprisal.
In an effort to assure a productive and harmonious work environment, persons not employed by YCAA may not solicit or distribute literature in the workplace at any time for any purpose.
Job applicants and employees may be asked to provide body substance samples (such as urine and/or blood) to determine the illicit or illegal use of drugs and alcohol. Refusal to submit to drug testing may result in disciplinary action, up to and including termination of employment.
Questions concerning this policy or its administration should be directed to your supervisor.
Drug Abuse Policy Statement
Yuma County Airport Authority has established the following policy:
1. It is a violation of company policy for any employee to drink alcohol, possess, sell, trade, or offer for sale illegal drugs on the job.
2. It is a violation of company policy for anyone to report to work under the influence of illegal drugs or alcohol.
3. It is a violation of the company policy for anyone to use prescription drugs illegally.
4. Violations of this policy are subject to disciplinary action up to and including termination.
Employees are responsible for all property, materials, or written information issued to them or in their possession or control. Employees must return all YCAA property immediately upon request or upon termination of employment. Where permitted by applicable laws, YCAA may withhold from the employee's check or final paycheck the cost of any items that are not returned when required. YCAA may also take all action deemed appropriate to recover or protect its property.
Desks, lockers, and other storage devices may be provided for the convenience of employees but remain the sole property of YCAA. Accordingly, they, as well as any articles found within them, can be inspected by any agent or representative of YCAA at any time, with or without prior notice.
YCAA or its representative may inspect not only desks and lockers but also persons entering and/or leaving the premises and any packages or other belongings.
At work, the Internet is a tool to conduct YCAA business. This includes your email. All email on YCAA equipment is YCAA property and is subject to periodic review. Use your computer for business. Employees will conduct themselves honestly and appropriately on the Internet. As in any other business dealings, we need to respect the copyrights, licensing rules, and privacy of others. All existing YCAA standards and policies apply to the Internet, especially policies that deal with confidentiality, data and information security, sexual harassment, privacy, and misuse of YCAA resources.
Use of airport computers for pornographic material will result in the termination of your employment.