SANTA CRUZ COUNTY
PERSONNEL ADMINISTRATIVE MANUAL

PURPOSE:

To provide control guidelines for the issuance of bus passes to County employees. The Bus Pass program is available to provide public transportation to employees in budgeted positions whose work location is 701 Ocean Governmental Center, Courthouse and Water Street Jail, to assist the County in meeting its TRIP Program requirements.

POLICY:

1. The Personnel Department is responsible for distributing bus passes to County employees who work in the County Government Center. The Transit District provides a supply of bus pass booklets at the end of each month, to be used during the following month.
   
   
2. Although there is no cost to the employee for bus passes, there is a cost to the County. At month end, the County is charged for every pass collected by the Transit District. This program is paid for through the collection of parking fees from employees and the public at the Governmental Center parking lot.
   
   
3. Employees are required to sign a list at the Information Booth Receptionist's desk when they receive a book of passes. The Receptionist verifies that the employee is in a budgeted position and that the employee's work location is in the Governmental Center before issuing a bus pass. Attachment A shows a listing by of those departments where bus passes are issued. All other employees must be told that bus passes are not available for their use.
   

PROCEDURE:

INFORMATION BOOTH RECEPTIONIST'S DUTIES

1. Create monthly sign-up sheets for employee signatures, on or around the 25th of each month when the new bus pass booklets are delivered. The sign-up sheets must have the MONTH and YEAR for which the passes are being distributed written at the top of EACH PAGE.
   
   
2. Place a number in the left hand margin by each employee's name. For example, the first person of the month will be "1" and so on throughout the month. This will allow us to see how many people received passes in a given month by looking at the number by the name of the last person on the list for that month. The numbering should start over again each month.
   
   
3. If someone comes in to pick up a bus pass booklet late in the month (for example, after the 25th) and you have already put out the sheets for the next month, please pull the "old" checklist out and have them sign for the proper month. 
   
   Example: On January 25th, you receive bus passes for February and remove the sheets for the month of January, put them in a file, and replace them with new sheets for the month of February. Then, an employee comes to the Information Booth and requests passes for the month of January. Instead of having them sign the sheet for February , you need to pull the file for the month of January and have them sign it).
   
   
4. At the end of each month, the sign-up sheets are given to the Personnel Analyst in Employee Relations who will reconcile the sheets with the number of remaining bus pass booklets. The Employee Relations Personnel Analyst will then give the sign-up list to the Administrative Services Officer in General Services.
   

ATTACHMENT A

BUS PASSES ARE ISSUED WITHOUT VERIFICATION OF WORK LOCATION FOR:

Assessor
Auditor/Controller
Board of Supervisors
County Clerk/Recorder/Elections/Treasurer/Tax
Clerk of the Board
County Administrative Office
Information Services
Personnel
Planning
Sheriff
Transportation

BUS PASSES ARE ISSUED AFTER VERIFICATION OF WORK LOCATION FOR:

General Services
District Attorney
Health Services Agency - Environmental Health Only
Municipal Court 
Public Works
Superior Court 

DEPARTMENTS/DIVISIONS WHERE BUS PASSES ARE NOT ISSUED

Ag Commission/Weights and Measures
Ag Extension
District Attorney - Family Support
Health Services Agency (except Environmental Health)
Human Resources Agency
Probation