PURPOSE:  To provide employees with information regarding their primary conditions of employment, so that each employee can make his or her best effort to perform the duties of the job assigned and to abide by the personnel policies and procedures of the County.

SCOPE:  This Policy and Procedure applies to all employees (references F and H) of Larimer County and employees of the Office of the District Attorney, Eighth Judicial District, with the exception of employees of the Larimer County Sheriff's Office pursuant to Larimer County Policy BCC P# 15A (reference G).

RESPONSIBILITY:  The Human Resources Director administers this Policy.



  1. Enclosure 2 (deleted)
  2. Enclosure 3
  3. References J and K (deleted)
  4. Reference O (Policy 100.17 added)
  5. Section I
  6. Section VI (added)
  7. Section XII, E (deleted)
  8. Section XV, A
  9. Updated terminology of 'Appointed Authority' to 'Decision Maker' through Policy and references to reflect current practice (especially in Sections II.A; III.A; V.D; VII.B.1; VIII.D; X.C; XI.C; XV.B.3; XV.E.1; XVI.A; and XVII).




1.  Employees hired into Limited Term positions may be dismissed from employment, or have their hours reduced by the Decision Maker when the funding for the position is reduced, eliminated, or if the business need for the position no longer exists. 

2.  Decision Makers should consult with the Human Resources Director or designee before designating a position as Limited Term. 

3.  Employees hired into Limited Term positions must review and sign a Limited Term Employee Acknowledgment form (LCHR-84) (enclosure 


1. Certain Larimer County employees are considered to be Appointed Officials; see Appendix A for a complete listing (reference E).  The term “Appointed Official” includes all of the following:

a.  Department directors and service area managers who report to the County Manager or Assistant County Manager;

b.  Certain professional, managerial, and other deputized employees of the District Attorney’s Office;

c.  Deputies and chief deputies of the Clerk and Recorder, the Treasurer, the Assessor, the Coroner, and the Sheriff;

d.  Certain high-level managerial employees as designated by the Human Resources Director or designee;

e.  Any County employee designated as “appointed” by Colorado Revised Statutes; and

f.  Any other County employee deemed an Appointed Official by the Board of County Commissioners.

2. Employment Rights

Appointed Officials do not have rights to the corrective action, adverse action, problem solving, or grievance procedures provided for in the Larimer County Human Resources Policy and Procedure 331.8 (reference A).

3. If there is an anticipated or probable limit to the length of a specific Appointed Official’s appointment, then such limit is noted in Appendix A of this Policy and Procedure, in Colorado Revised Statutes, or elsewhere in writing.


1. All Appointed Officials must acknowledge their employment status at the time of hire by signing Acknowledgement of Appointed Employee Status form – LCHR-119 (enclosure 5) which includes a statement acknowledging his/her employment rights under this Policy and Procedure.

2.  If an Appointed Official accepts a position as a Regular or Limited Term employee, the employee must sign a Change to Regular or Limited Term Status form (LCHR-39) (enclosure 2), which includes a statement acknowledging the change in his/her employment rights under this Policy and Procedure.

D.  A Decision Maker is an Elected Official, County Manager, Assistant County Manager, Service Area Director, or Department Head of Larimer County as identified in the current County organizational chart, having the power to authorize any personnel action.  A Decision Maker may delegate adverse action authority to another employee, with approval from the Human Resources Director, or designee.



A.  New Regular and Limited Term Employees: All newly hired Regular and Limited Term employees of the County, with the exceptions noted below, are subject to a six-month probationary period beginning on the effective date of employment and extending to six months from that date.  New employees may be dismissed with or without cause during the probationary period.  During the probationary period, if the probationary employee is not meeting reasonable performance standards, the Decision Maker may extend the probationary period after consulting with the Human Resources Director or designee; or may terminate employment.  This policy applies to part-time and full-time Regular and Limited Term employees.

1.  Employees hired into Social Caseworker I and II and Adult Protection Social Caseworker I and II positions in the Department of Human Services will serve a nine month probationary period.

2.  Sheriff's Office employees will serve a twelve month probationary period.

3.  Natural Resources Department Ranger and Senior Ranger will serve a twelve month probationary period.

B.  Voluntarily Transferred and Promoted Regular and Limited Term Employees: Regular and Limited Term Employees who voluntarily transfer or are promoted to a different position, with the exceptions noted below, will serve a new six-month probationary period in the new position beginning on the effective date of the new assignment and extending six months from that date.  If the employee does not meet reasonable performance standards in the new position, the employee will be returned to his or her previous position or a comparable position, if possible.  Reasonable efforts will be made to place the transferred or promoted employee in a comparable position at the grade and pay assigned to the position previously held, but there is no guarantee.  As a probationary employee, the employee is not eligible for any Grievance or other Adverse Action rights under Human Resources Policy and Procedure 331.8 (reference A).  Voluntary demotions will be handled on a case by case basis, in consultation with the Department or Office’s HR Generalist.

1.   Employees voluntarily transferred or promoted into Social Caseworker I and II and Adult Protection Caseworker I and II positions in the Department of Human Services will serve a nine month probationary period.

2. Employees voluntarily transferred or promoted into the Sheriff's Office will serve a twelve month probationary period.


A.  All Regular, Limited Term employees, and Appointed Officials will have a performance evaluation completed by the employee's immediate supervisor.  An evaluation is required prior to the end of the probationary period, and prior to the employee’s annual evaluation date.  The evaluation is to be done using the Larimer County Employee Evaluation Form or another form approved by the Human Resources Director, or designee (enclosure 1).  The Human Resources Department will maintain files containing a copy of each alternate evaluation form used by an Decision Maker.

B.  Payroll actions requiring performance evaluations will not be processed until a written performance evaluation is received in the Human Resources Department.

C.  Employees who are dissatisfied with or wish to respond to any aspect of their performance evaluation may use the Problem Solving Process in 331.8, Section VII (reference A).


A.  Appointing Authorities are authorized to observe and keep business and working hours necessary for the efficient transaction of services in their departments or offices.

B.  Full-time employees will normally be scheduled to work 40 hours per week.


A.   Employees who work in excess of five hours each day are entitled to an unpaid meal period for a minimum of 30 minutes.  Each Appointing Authority or designee can determine whether and when the meal period will be taken, and the length of the meal period.

B.   Employees may take a paid fifteen minute break for every 4 hours of work.  Employee rest periods should be scheduled during the work period.  The Appointing Authority, or designee, can determine when the rest periods are taken.  The rest period doesn’t have to be exactly in the middle of the four hour work period. Rest periods should not be combined with the beginning or ending of work days or meal periods to shorten an employee’s work day or work week.

C.   A reasonable rest period is provided for nursing mothers to express breast milk for a nursing child for up to 2 years after the child’s birth.  The rest period will be paid if it is less than 20 minutes; and will be unpaid if longer than 20 minutes.  In addition, a place will be provided, other than a bathroom, that is shielded from view and free from intrusion from coworkers and the public.  Nursing mothers are encouraged to combine their regular rest periods and lunch periods with these breaks as much as possible.  Employees should coordinate these breaks with their supervisors.  Please see our Nursing Mother's Room List for designated rooms.

D.   Specific internal policies or practices concerning lunch and rest periods are to be established by the Decision Maker in accordance with the provisions set within policy.  Any such policies must be reviewed by the Human Resources Director, or designee.


  1. All employees and visitors are prohibited from smoking or vaping in any Larimer County owned, rented or leased buildings and vehicles.  This prohibition includes all forms of tobacco and e-cigarettes.
  2. Smoking and vaping are not authorized within 25 feet of common points of entry, exit, operable window or air intake ventilation locations.
  3. Employees and visitors must extinguish and dispose of all cigarettes, e-cigarettes, and tobacco products in the proper receptacles.


A.  A Regular or Limited Term employee may work in more than one County department, office or division only if the total hours worked do not exceed forty hours per workweek.

B.  Employees may take outside jobs in addition to their County job under these conditions:

  1. the employee must inform his or her Decision Maker prior to accepting outside employment;
  2. there is no conflict with required County business hours;
  3. the employee's efficiency in the County job is maintained;
  4. there is no conflict of interest; and
  5. if the employee maintains a Commercial Driver’s license as a condition of his/her employment with the County, the employee will comply with regulations provided in Administrative Policy and Procedure 390.15 and 390.15.1 (reference C).

C.  Employees may not engage in personal business activities or in activities for an outside job during the employee's scheduled work hours.


A.   Personnel Files are maintained by the Human Resources Department, and the Human Resource Director is the official custodian.  An employment history for each active employee is on file in Human Resources.  Employment histories for non-active employees are maintained in accordance with records retention (reference L).

B.   Personnel files are of a confidential nature and are not released except as provided by law (reference D).  Employees have the right to review their own personnel files, make copies at their expense, and make additional written statement(s) concerning an item in the file.  Employees wishing to view their personnel files should contact the Human Resources Department during normal business hours to set a time to view their files.

C.   Appointing Authorities and their designees have the right to review the files of those employees they directly or indirectly supervise.

D.   If a Decision Maker wants to review the personnel file of a current or former employee who is not or was not an employee of that department, division or office, it will be necessary to obtain a written authorization and release from that employee/former employee to do so.

E.   Once documents are placed in personnel files, they are considered permanent documents that are not to be removed without approval of the Human Resources Director.


Employees are required to promptly make appropriate changes online or notify Human Resources if they have changes in personal information such as address, name, marital status, dependents, or benefits status.


A.  Employees must immediately refer all requests for information about current or former employees to the Human Resources Department for a response.  This includes requests for personnel information from other County employees, departments, divisions and offices.  Employees will not rely on assurances by other organizations or persons that the information sought about a current or former employee will be held in confidence or that the exchange of information is in any manner "off the record". 

B.  Larimer County will not disclose confidential personnel information concerning current or former employees without first obtaining a written authorization from the employee or former employee to provide the information, and obtaining a full release of liability signed and dated by the employee or former employee.  Larimer County will only disclose dates of employment, title and the employee's salary without a release.

C.  After reviewing the authorization and release documents, the Human Resources Department may refer the inquiry back to the Decision Maker or designee to release the information requested, if appropriate.  The Human Resources Department will consult with the County Attorney as needed.  The response will not go beyond what the Appointing Authority is authorized to provide in the authorization and release signed by the employee or former employee.

D.  The County allows any current or former employee to obtain a copy of the document(s) provided to a requesting employer by making a written request.

XI.  Legally Mandated Release of Employee Information

A.  Please refer all requests for personnel file information or requests to view or to obtain copies of personnel records that are made under the authority of the Colorado Open Records Act ("CORA") to the Human Resources Department immediately upon receiving the request (reference D).

  1. Speed in notifying the Human Resources Department is necessary because of statutory time limits that are imposed on the County to respond to such requests.
  2. Documents that are open records under CORA will be made available for viewing by the custodian of those documents.
  3. When a member of the public requests personnel information under CORA, Larimer County employees should inform the requestor that the Human Resources Department is the official custodian of personnel files and that any request for information from personnel files must be made to the Larimer County Human Resources Department.

B.  Publication of Salaries: Larimer County is required by Colorado law to publish the job title and the salary or wages paid to each County employee twice per year.

C.  Reporting to Licensing Boards and Commissions: Licensed employees may be required by law to report certain forms of conduct by other members of their profession to the appropriate licensing board.  Nothing in this policy should be interpreted to prohibit legally required reporting to authorized licensing boards.  In the event that a Decision Maker believes that such a report must be made, they must first consult with the Human Resources Department and the County Attorney for advice.


A.  Responsibility for Closing Offices: The procedures for the County's Inclement Weather Policy are described in Administrative Policy and Procedure 380.1 (reference I).

B.  Employees who are required to perform their duties under inclement weather conditions and are required to report to work as scheduled include the following:

  1. All Road and Bridge Department employees, unless specifically exempted by the Road and Bridge Director;
  2. All Fleet Services Department employees, unless specifically exempted by the Fleet Services Director;
  3. All employees of residential facilities operated by County departments, unless specifically exempted by their department directors; and
  4. Appointing Authorities are authorized to require any County employee to work during periods of inclement weather when, in their judgment, the interests of the citizens of Larimer County would suffer serious harm if the employee is not required to be at work.
  5. Employees who are required to work during inclement weather closures are not entitled to additional compensation either in the form of wages or paid time off beyond what they would be entitled to in accordance with the provisions of Human Resources Policy and Procedure 331.5 (reference B).

C.  Unless official notification has been broadcast or published that the County has closed its offices or operations, employees are expected to be at their work sites for normally scheduled hours.  Absence from work without prior approval will be treated as an unauthorized absence and may lead to disciplinary action.  Benefited employees who were previously approved to be absent when the County facilities are open for business will be required to use the leave that was previously approved.

D.  Benefited employees scheduled to work during a period in which facilities are closed due to inclement weather, and who are not required to work because of the closure, will be paid the regular wages that they would have earned during the period of closure.  Appointing Authorities may determine whether to pay temporary employees during a period of closure.


A.  County employees commit misuse of official information if they use information not made public to:

  1. acquire a financial interest in any property, transaction, or enterprise which may be affected by such information or official action;
  2. speculate or wager on the basis of such information or official action; or
  3. aid, advise, or encourage another to do any of the foregoing with intent to confer on any person a special financial benefit.

B.  Employees who are found to have committed misuse of official information will be subject to disciplinary action.


A.  To encourage employees to use alternate modes of transportation that are more efficient and/or environmentally responsible than the use of motor vehicles with a single passenger, Larimer County will provide employees who participate in this program with a guaranteed ride home if needed.  This program should be used as a last resort if employees are unable to make other arrangements.  Employees using alternate modes of transportation are encouraged to have a back-up plan in place.

B.   Eligibility: To be eligible to participate in the Guaranteed Ride Home (GRH) program, an employee must participate in a carpool, ride the bus, walk, ride a bicycle, or use other approved alternate modes of transportation as a method of getting to and from work.  Employees may use the GRH up to five times in a calendar year.

C.  Reasons for Using the GRH: The purpose of the GRH program is to provide an employee with a ride home in the event of an unforeseen problem on a day in which the participating employee has used an alternate mode of transportation.  The employee's supervisor will determine whether a given situation qualifies.

D.  How to Access the Service: Employees are encouraged to have a back-up plan in place and/or try to work out a ride home.  If no other arrangements can be made an employee will do the following:

  1. Obtain supervisory approval.
  2. The supervisor will determine if the use of a County pool vehicle, if available, is more cost effective than calling a transportation company for a ride.  All rules for the operation of a County vehicle remain in force.  Please refer to Administrative Policy and Procedure 100.13 – COUNTY OWNED VEHICLES, Section II (reference J).
  3. If approved, the department will be responsible for reimbursing the employee for the ride or may pay in advance.


A.  Teleworking:

Larimer County Departments are encouraged to explore the effective use of teleworking.  Teleworking is an arrangement by which employees do County work at home or other locations, instead of driving to the office to perform the work.

B.  Suitability:

  1. Not all positions are suitable for teleworking.  However, managers and supervisors are encouraged to explore the potential for teleworking in each position or job function within their departments and offices, and to apply consistent standards in selecting positions and persons for telework.  The supervisor or manager will determine which positions are appropriate for telework.
  2. An employee’s participation as a Teleworker is entirely voluntary unless it is a business need.  The County can refuse an employee’s request to telework and can terminate a teleworking arrangement at any time.
  3. A teleworker may request to end the teleworker agreement at any time, and must be approved by the Decision Maker.  The County will not be responsible for costs, damages, or losses resulting from the cessation of participation in the teleworking program.

C.  Employee Obligation:

  1. Teleworking employees remain obligated to comply with all County policies and procedures, departmental policies, procedures, rule, regulations and supervisory direction (reference F).
  2. All teleworkers must sign the Teleworker’s Acknowledgment Agreement (enclosure 2) acknowledging that they have received, read, and agree to be bound by this Policy and Procedure, prior to teleworking.

D.  Operational Guidelines:

  1. Closure of Work Site:  If the employee's regular office is closed, the teleworker will continue to work unless the Decision Maker has determined that this may not be possible due to the nature of work.  If the employee is unable to work at the telework site for any reason, the teleworker must notify his or her supervisor immediately.  The teleworker may be assigned to an alternate location.
  2. Dependent Care:  The employee must not provide dependent care during work hours, unless care may be provided in a manner that allows the teleworker’s job responsibilities to be successfully met as determined by the supervisor.
  3. Meetings:  All “in person” client interactions will be conducted on a client or County site as may be provided for by other County or departmental policies or supervisory direction, but not at the employee’s teleworking location.  Exceptions to this policy must be pre-approved by the employee's supervisor.
  4. Communication:  Employees must be available by phone or email as appropriate, during the agreed upon work hours.

E.  Work Materials: (reference F – Assets)

1.  Employees are responsible for supplying their own tools, equipment and supplies necessary for performing their job duties.  In special circumstances, Decision Makers may approve County-provided tools, equipment or supplies necessary for teleworking.  Any provided tools/equipment will be documented by the supervisor. 

2.  Security of Work Materials:

Larimer County employees who wish to telework must consult with Larimer County IT prior to telecommuting, to determine the appropriate remote access solution for their needs. The requirements and solutions vary by department, and may include the following:

  • A checkout laptop computer with remote access functionality
  • An issued laptop computer (instead of a desktop) with remote access functionality
  • Permission to access Larimer County resources via a Web browser from a non-Larimer County computer

Regardless of the method used for remote access, Larimer County employees will be required to follow all applicable Larimer County policies just as if they were in the office. These policies include, but are not limited to: IT Policies (reference E) such as Remote Access, Computer Acceptable Use, CJIS, HIPAA, and Protecting Personally Identifiable Information (PII).

F.   Insurance and Liability:

1.  Workers’ Compensation/Liability For Injuries:

a.  The County is responsible for any work-related injuries, but this liability is limited to injuries resulting directly from the employee’s work for the County and only if the injury occurs in the employee’s designated work area during work hours.

b.  Any claims will be handled according to the normal procedure for workers compensation claims (reference K).

2.  If the employee's teleworking workspace is his or her home then:

a.  The employee remains liable for injuries to third persons and/or members of the employee’s family on the employee’s premises.

b.  It is recommended that the Teleworker maintain homeowner’s or renter’s insurance for a minimum of $100,000 liability single limit.

c.  Larimer County is not liable for loss or damage to real or personal property.

d.  The employee is responsible to determine any income tax implications of maintaining a home office area.  The County will not provide tax guidance nor will it assume any additional tax liabilities.


A.   Hiring of Related Persons: If a person related through marriage, including in-law relationships, blood relationships or through adoption, will:

  • participate in any decision to hire, retain, promote, discipline
  • determine the salary
  • influence the employment status or compensation,

then the Decision Maker will reorganize workflow, reporting structures, etc. with approval from the Human Resource Director or designee.

  1. Related persons of Human Resources Payroll and Finance Accounts Payable staff are not eligible for employment.
  2. Employees may not grant competitive advantage to related persons of an employee because of the relationship.

B.  While it is not permitted to discriminate against the spouse or domestic partner of an employee solely because of the relationship, it is also a violation of this policy for County officials to grant competitive advantage to the spouse or domestic partner of an employee because of the relationship.  The spouse or domestic partner of an employee must compete for employment on the same terms as other applicants and, if he or she is the best qualified applicant and there is no conflict with any other provision of this policy, then he or she can be hired.

C.  In the event two employees marry or become domestic partners, and one of the situations in Section A, above applies, the County will try to arrange a transfer.  If no such transfer is available, one of the employees must terminate within 90 days from date of marriage or formation of the domestic partnership.  The decision as to which one resigns will be left to the two employees.


These provisions apply in all instances except as specifically provided for in Human Resources Policy and Procedure 331.8 concerning dismissals for disciplinary reasons (reference A) and Human Resources Policy and Procedure 331.7.03 concerning layoffs (reference M).


For an employee to resign from their position, they must provide their supervisor with a resignation letter prior to their last day of employment.


When considering a former County employee for rehire, a Decision Maker or designee is strongly encouraged to contact Human Resources in order to review the former employee’s personnel file and to contact previous supervisors as appropriate.  This review is specifically authorized by an applicant’s signature on the County application form.

  1. Resigning employees must give at least ten business days written notice prior to the effective date of separation to be eligible for rehire.  The Decision Maker may authorize a shorter time in writing, in consultation with a Human Resources Generalist.
  2. Employees who are dismissed from employment may be eligible for rehire with the written approval of a Human Resources Generalist.
  3. Employees who are involuntarily separated as part of a reduction-in-force are eligible for rehire.


  1. Notifications: If the death of an employee occurs, the employee’s supervisor must notify the Human Resources Department immediately.
  2. Last Paycheck: In the case of the death of an employee, any wages due the deceased employee will be made payable to the estate of the deceased employee.  This paycheck will be issued as soon as possible.


An employee leaving County service will return all County property they possess prior to close of business on the last date worked.  It is the responsibility of the Decision Maker or designee to ensure that an employee has returned all County property.


  1. A separating employee’s final pay is not issued until the next regularly scheduled pay day.
  2. A separating employee will receive payment for all compensated worked in accordance with the County Compensation Policy (reference B).  A separating employee will receive payment for certain leave balances in accordance with the County’s Benefits Policy and Procedure (reference N).



Tom Donnelly
Chair, Board of County Commissioners
(Approved by BOCC – Consent Agenda – 11/19/2019)
(Signature on original filed in Records Management)


All County Department and Elected Officials
Records Management SOP Manual (original)




DATE:  November 19, 2019

EFFECTIVE PERIOD:  Until Superseded

REVIEW SCHEDULE:  Every three years in August; or as needed

CANCELLATION:  Human Resources Policy and Procedure 331.4H; July 17, 2018


1.  Larimer County Employee Evaluation, LCHR-17 (08/06)
2.  Telework Employee Acknowledgment, LCHR-10 (10/17)
3.  Limited-Term Employee Acknowledgement Form, LCHR-84 (10/19)


A.  Human Resources Policy and Procedure 331.8, Corrective and Adverse Actions, Grievance Procedure and Problem Solving Process
B.  Human Resources Policy and Procedure 331.5, Compensation
C.  Administrative Policy and Procedure 390.15, Larimer County Department Of Transportation – (DOT) Regulatory Procedures
D.  Colorado Open Records Act
E.  Administrative Policy and Procedure 340.1, 340.2 and 340.3, Wireless Communication Policy, Electronic Mail Policy and Web Content and Internet Usage
F.  Governing Policy: Policy 3.1 Customer Service, 3.2 - Treatment of Staff, and 3.5 – Asset Protection
G.  Larimer County Policy BCC P# 15A – Sheriff’s Department Personnel Policies
H.  Fair Labor Standards Act
I.  Administrative Policy and Procedure 380.1, Emergency Closing of County Offices
J.  Administrative Policy and Procedure 100.13, County Owned Vehicles
K.  Administrative Policy and Procedure 390.2, Worker’s Compensation
L.  Administrative Policy and Procedure 351.4, Records Retention Program
M.  Human Resources Policy and Procedure 331.7.03, Workforce Restructuring
N.  Human Resources Policy and Procedure 331.6; Benefits
O.  Administrative Policy and Procedure 100.17; Smoking and Tobacco Products Policy


Human Resources Department

200 West Oak, Suite 3200, Fort Collins, CO 80521
Monday - Friday, 8:00am-4:30pm
Ph: (970) 498-5970 | FAX: (970) 498-5980
Email Human Resources