1. Indiana Secretary of State Employee Handbook
April 2007
Table of Contents
Topic Page(s)
Philosophies of Employment 1-2
Mission Statement 1
Work Environment 1
Equal Employment Opportunity 2
Open Door Policy 2
Anti-Harassment Policy 2-5
Workplace 2
Reporting a Complaint 3
Protection against Retaliation 3
Resolving Conflict 3
Ethics 3
Drug-Free Environment 5
General Work Issues 5-11
Job Responsibility 5
Hours of Operation 5
Attendance & Punctuality 6
Overtime 6
Interoffice Communication 7
Professional Image 8
Personal Belongings 8

2. Computer Systems 8
Voluntary Termination (Resignation) 8
Disciplinary Action 9
Periodic Reviews 10
Training 10
Accidents and Injuries 11
Evacuation Procedures 11
Housekeeping 11
Personal Information Changes 11
Employee Personnel Records or Forms 12
Personnel Files 12
Parking 12
Inclement Weather 12
Benefits 12-18
Qualification 12
Compensation 13
Health Insurance 13
Dental Insurance 16
Life Insurance 16
Disability-Short/Long Term 16
EASY -- Employee Assistance Services for You 17
Indiana Deferred Compensation Plan 17
Public Employee's Retirement Fund (PERF) 18
US Savings Bonds 18

3. Time Off. 18-20
Community Service Leave 18
Emergency Leave 18
Funeral Leave 18
Military Leave 19
Personal Leave 19
Sick Leave 19
Vacation Leave 20
Parental Absence Child’s Education Leave 20
Introduction
This is your Secretary of State’s Office Employee Handbook. It is intended to serve as a quick and
convenient source of information for you.
It has been developed to give you an overview of the benefits, policies and work rules that affect you as
an employee. Your supervisor or personnel officer can provide greater detail regarding individual
topics or practices that may be unique to your division.
The information contained in this handbook should provide you with a better understanding and
appreciation of the benefits available to you and your family as a result of your employment with the
Secretary of State of Indiana.
This employee handbook is not an employment agreement or contract, and the contents are subject to
change at the discretion of the Secretary of State.
Philosophies of Employment
Mission Statement
To always exceed customer expectations by delivering services courteously, efficiently, and accurately.
Work Environment
The Secretary of State’s Office exists to serve and protect the public. With that in mind, each of us
must consider how our activities and conduct affect the public. We strive daily to provide model
customer service and solid enforcement of Indiana law. This requires us to listen to the citizens we
serve in order to understand their needs and problems. Interaction with citizens and other branches of
government must be cooperative and friendly. Any response to citizen inquiries should be timely and

4. appropriate. Furthermore, each of us must continually look for ways to better serve our fellow citizens
and follow the established procedures in an effort to make these improvements a part of our routine
work effort. As customers ourselves, we expect that from those with whom we interact.
Equal Employment Opportunity
The Secretary of State’s Office is committed to recruit, select, develop and promote employees based
on individual ability and job performance. Our policy is to provide equal employment opportunity to all
people in all aspects of employer-employee relations without discrimination because of race, sex, age,
color, religion, national origin, citizenship status, disability or veteran status. We will comply with the
spirit as well as the letter of applicable state and federal law as it applies to all employment practices,
including but not limited to recruiting, pay rates, training, promotions, and all other terms and
conditions of employment and termination.
We commit ourselves to move toward ever more progressive full opportunity employment in state
employment. Employment decisions will be made in a manner that will advance the principles of equal
opportunity employment.
Open Door Policy
At all times any employee should feel comfortable in approaching his/her supervisor to discuss any
issue or concern important to him/her. The Secretary of State’s Office is dedicated to an open and clear
channel of communication to solve problems. All supervisors in the office believe that problems can be
resolved by making ourselves available to employees willing to bring their concerns to us.
We understand that general policies and job guidelines will not address all possible issues that arise in
the work place. When an employee is faced with an uncertain situation, the employee should seek the
guidance of a supervisor.
We welcome suggestions from all employees regarding ideas for improving the way that the Secretary
of State’s Office carries out its mission statement. Please see your supervisor with any ideas.
Policy Prohibiting All Forms of Unlawful Harassment
Work Place Harassment
Sexual harassment is "unwelcome sexual advances, requests for sexual favors, and other verbal or
physical conduct of a sexual nature when:
Submission to such conduct is made either explicitly or implicitly a term or condition of an individual's
employment; or,
Submission to or rejection of such conduct by an individual is used as a basis for employment decisions
affecting such individual; or,
Such conduct has the purpose or effect of unreasonably interfering with an individual's work
performance or creating an intimidating, hostile or offensive working environment."
Reporting a Complaint

5. Individuals who believe they have been subjected to sexual harassment or individuals who have
knowledge of sexual harassment against or by a State employee may report the incident and/or alleged
harasser to the following persons who have been identified and trained to receive complaints of sexual
harassment:
Employee Relations Division, State Personnel Department
Phone: 317.232.3080
Agency Human Resource Office – AA/EEO Division
Indiana Civil Rights Commission (ICRC)
Phone: 317.232.2600
Equal Employment Opportunity Commission (EEOC)
Phone: 317.226.7212 or toll free at 800.669.4000
Supervisor
Protection against Retaliation
The State will not in any way retaliate against an individual that makes a report of sexual harassment
nor permit any supervisor, officer or employee to do so. Retaliation is a serious violation of the sexual
harassment policy and should be reported immediately. Any person found to have retaliated against
another individual for the good faith reporting of sexual harassment will be subject to the same
disciplinary action provided for sexual harassment offenders.
Resolving Workplace Conflicts
The Secretary of State’s Office encourages employees to work with each other to resolve interpersonal
conflict. In those cases where intervention is required, an employee should involve a supervisor. In no
case should employees engage in behavior that is inappropriate, including shouting matches, refusing
to assist fellow employees, and other conduct that adversely affects the workplace.
Ethics
Public office is a public trust. Therefore, employees of the Secretary of State’s Office must conduct
themselves in a manner that reassures the public that all state business is performed for the public
welfare. Each employee of the Secretary of State’s Office must attend ethics training, read the ethics
handbook, and sign a document verifying that he or she will adhere to the ethics policy set forth in that
book. The Secretary of State’s Office grants no exceptions to this rule.
Following are some general ethics rules. This list is not intended to replace either the ethics handbook
or the ethics laws and rules found in Indiana Code 4-2-6 and 40 IAC 2, nor is it intended as a complete
list of ethical rules. It is meant to highlight those rules that you are most likely to encounter during your
employment with the Secretary of State’s Office.

6. 1. Employees are to be impartial in the discharge of their duties.
2. Public office is not to be used for private gain.
3. Employees may not solicit or accept outside payments or gifts for the performance of state
duties.
4. Employees may not benefit financially from information of a confidential nature gained
through state employment.
5. An employee should not accept a gift, favor, service, or entertainment under circumstances in
which it can easily be inferred the gift could influence one to give special consideration to an
action in his/her official capacity.
6. Employees may not have outside employment incompatible with their state employment.
7. Employees may not make unapproved use of state property, personnel, or facilities. This rule
prohibits the use of official letterhead or the mention of the Secretary of State’s Office in
person, letter, phone or electronic communication in addressing private concerns.
8. An employee may not participate as a state employee in any decision of any kind in which
the employee, their spouse, or minor child has a financial interest.
9. Employees may not use state time for anything beyond the scope of state employment.
10. Employees may not engage in any political activity when on duty. This includes soliciting
political contributions from any other person.
If you have questions concerning the propriety of a situation, you should contact your Division Director
before taking any action. We urge you to ask before you do something rather than trying to explain
what you did after the fact. The exercise of good judgment and common sense will assure that we
retain the respect and trust of the citizens of Indiana and uphold the Code of Ethics for State
employees.
Drug- Free Environment
The State operates a drug-free workplace; therefore, employees who manufacture, sell, distribute, use,
possess, or are under the influence of controlled substances or alcohol on state premises, while acting
on behalf of the state, or using state property or equipment shall be subject to disciplinary action up to
and including dismissal. Employees are prohibited from operating state vehicles with any measurable
amount of alcohol or illegal drug in their blood. Employees who feel they have a substance abuse
problem may contact the State's employee assistance program (EASY) at 1-800-223-7723. Treatment
for substance abuse may qualify for medical leave of absence. Admitting to a substance abuse problem
or admission into a treatment program after having been given notice of a required a drug or alcohol
test, a pre-deprivation meeting, or the imposition of discipline will not prevent or invalidate
disciplinary action.

7. Problems in job performance resulting from an inability to perform, and not related to misconduct,
should be addressed through the performance appraisal process. Problems in job performance resulting
from an apparent unwillingness to perform or related to misconduct should be addressed through the
disciplinary process.
General Work Issues
Job Responsibility
All employees are required to fulfill the responsibilities of their jobs in an efficient manner. The
Secretary of State's Office reserves the right to add or to change an employee’s job responsibilities.
Employees may be asked to execute their jobs with new or different technology that is implemented to
improve the business operations of the Secretary of State’s Office. Training will be provided as
necessary to assure that all employees can effectively use new technology. If you have any questions
about particular job responsibilities or training opportunities, please contact your Division Director.
Hours of Operation
In compliance with our mission statement, in order to serve the business community, the Secretary of
State’s Office maintains longer business hours than required by state law,. The Secretary of State’s
Office maintains the following hours of operation:
8:00 AM to 5:30 PM (excluding state holidays).
Your schedule will be determined for you by your supervisor with a focus on what is necessary to meet
the obligations of the office. Your supervisor may need to change your schedule for a fixed period of
time or permanently. You will be given as much notice as is possible of the change.
Attendance
Regular attendance and punctuality are an important part of each state job, and it is the policy of the
executive branch of Indiana state government that determining scheduling needs and enforcing
attendance requirements is best accomplished at the local or agency level. Appointing authorities shall
determine work schedules necessary for the effective operation of the agency.
The standard work schedule for state employees is seventy-five (75) hours per biweekly pay period,
unless otherwise authorized by the State Personnel Director and State Budget Agency.
Overtime
Work schedules shall be developed to minimize premium overtime and avoid excessive overtime by
individual employees. Overtime-eligible employees shall not be scheduled for nor work more than
forty (40) hours in a calendar week without prior agency authorization.
In place of overtime pay, employees of the Secretary of State can receive compensation hours. These
hours can be earned with the approval of a supervisor. These hours may be used in lieu of other paid

8. time off. The Fair Labors Standard Act, as amended, address the qualifications and circumstances that
warrant overtime compensation and the rate that follows.
Overtime procedures shall be established which will ensure adequate staffing while recognizing
management’s responsibility to be fair in treatment of employees. Such procedures shall encourage
employees to volunteer for overtime and shall provide for mandatory overtime only when qualified
volunteers are not available. Appointing authorities reserve the right to deviate from established
procedures when conditions exist which threaten the security or operation of the agency/
institution/facility, or the public safety. (E.g. emergency road crews).
Breaks - All full-time employees are eligible for a one-hour lunch break each day. Employees may
request a different break schedule. However, you must request permission from your Division Director
prior to deviating from the break schedule outlined above. When a Director approves your requested
schedule, you are expected to conform to that schedule as your regular break period(s). Deviation from
an agreed upon schedule will be viewed as a violation of this policy. Violations of this policy can lead
to a loss of your desired break schedule and/or discipline up to and including termination.
As a reminder, you are obligated as a state employee to meet all ethical obligations set forth
by the state. It is a breach of the ethics rules to work less than 7.5 hours a day if you are
getting paid for 7.5 hours a day. Therefore, employees who take excessive breaks are in
violation of state ethics rules as well as this policy.
Personal Phone Calls All office equipment is intended for the successful performance of the work
responsibilities of the Secretary of State’s Office. From time to time, it is understood that you may need
to receive or make local telephone calls. However, making or receiving personal phone calls are limited
to emergency or pre-approved situations. Please inform your family and friends of this limitation. If a
personal phone call must be made or taken, each employee is expected to use the phone as efficiently
as possible given the circumstances.
Personal long distance phone calls are strictly prohibited under any circumstance.
Accepting collect calls at the office is also strictly prohibited.
Smoking Those who smoke should do so before or after work hours or during the lunch break period.
Smoking is not permitted in the Secretary of State’s Office or in state-owned facilities. This includes
work areas, enclosed offices, and common areas.
Visitors It is nice to be able to share your lunch break with friends and family. In an effort to balance
the interests of the office, the citizens of Indiana, and co-workers, an employee should meet his/her
visitor in common or reception areas and only during the employee’s lunch break. This will assure that
our public responsibilities can be met without interruption.
The above clarifications of this policy are intended to focus work-hour activities on serving our
customers, the citizens of the State of Indiana. Our customers expect and deserve the highest possible
quality in the service received from each state employee. We must position ourselves to be responsive
to customer needs when the customer’s need arises. This means being available to focus on customer
issues at their convenience. Any activity that has an indirect effect of making customers unreasonably
wait must be avoided.

9. Interoffice Communication
Effective interoffice communication is essential to the successful completion of the work performed by
the Secretary of State’s Office. Employees are expected to exercise good judgment in making
determinations about the urgency of problems that arise. Where appropriate, an employee should
immediately contact his/her supervisor when faced with an urgent situation. If the situation is
sufficiently serious and the employee’s supervisor is not available, the employee should seek the
assistance of another person with authority to address the problem. A voice mail should also be left so
the supervisor is aware of the situation and knows whom he/she can contact for more information.
In the event that the need to talk with your supervisor is less critical, you should leave a voice mail for
your supervisor. Voice mail is accessible from points outside of the office and will assure timely
receipt of the message. An employee may leave a note or e-mail in addition to a voice mail message.
Professional Image
The Secretary of State’s Office is a professional business office. With that in mind, all employees are
expected to exercise good judgment in matters of personal grooming and dress. Employees are further
encouraged to remember that citizens of Indiana may visit our office at any time. Each of us has the
ability to promote or diminish the professional image we create for the public.
At a minimum, employees are expected to maintain high standards of personal cleanliness and attire.
Examples of impermissible attire include the following: cut-offs, halter tops, shorts, sweatshirts,
sweatpants, workout attire, jeans, shirts displaying advertising or political messages, t-shirts, tank tops,
dresses with spaghetti straps or revealing bare backs or midriffs, and/or tennis shoes. Exceptions can be
made for special circumstances.
Employees that have direct interaction with customers should also refrain from eating or chewing gum
while working.
Personal Belongings
While the State of Indiana has taken some measures to provide added security of work areas, each
employee is responsible for assuring the safety of his or her own personal belongings. The Secretary of
State’s Office cannot assume responsibility for the loss of any personal item in work and common
areas.
Computer Systems
Computer equipment employed by the Secretary of State’s Office is provided by the people for the
benefit of the people. Under the ethics rules, all computer equipment must be used to perform the
business responsibilities of the Secretary of State’s Office only. Employees do not have, and should not
expect, any personal privacy interest in using state computer equipment. No personal business may be
performed utilizing any computer hardware, software, electronic or communications equipment,
electronic media or electronic communications equipment owned by, under the control of, or provided
by the Secretary of State’s office. This includes logging on to the Internet for non-business purposes as
well as the knowing receipt of e-mails personal in nature. Where an employee receives an e-mail that is

10. not business related, the employee should act to prevent continued receipt of personal e-mails. Any
personal or unauthorized use of this equipment of the Secretary of State’s office will be subject to
disciplinary action up to and including termination.
No computer program, software, or other form of electronic information may be copied except with
proper permission and as required to perform one’s official duties and no copies may be removed from
the premises. Software may not be added to state computers.
Individuals should log off from the computer system prior to leaving the premises. This will assist with
system maintenance issues as they arise.
Voluntary Termination (Resignation)
As an at-will employee, your employment may be terminated without cause or notice. As a courtesy,
however, the Secretary of State’s Office asks each employee to provide at least two weeks notice of
any intent to resign. Failure to give such notice before resignation will result, at a minimum, in a
notation in the employee’s personnel records – “resigned without notice.”
During your final days with the Secretary of State’s Office, you will be asked to return property that
belongs to the Secretary of State’s Office. Property includes keys, handbooks, computer passwords,
and any other material that can be designated as Secretary of State property. All personal property must
be removed. We ask for each employee’s cooperation to assure that the efforts of the Secretary of State
are not unduly affected by the absence of equipment or information necessary to the successful
completion of such efforts.
When resigning from state service in good standing, you may be entitled to payment for up to 30 days
of accrued vacation. Refer to the Vacation Policy in this handbook.
Disciplinary Policy
An employee is subject to discipline for just cause.
Just cause can include:
1) Doing of an act which a person ought not to do.
2) The omission of an act which a person ought to do.
3) The improper doing of a permissible act.
Illustrations of behavior that constitute just cause include, but are not limited to, the following:
Falsification, misrepresentation, or intentional omission of required information on the employment
application/resume;
Violation of, or failure to comply with, Federal or State law, rules, executive order, policies or
procedures;
Insubordination;
Failure to perform assigned duties or negligence in the performance of assigned job duties;

11. Failure to obtain and maintain a current license or certification required by law or agency standards as a
condition of employment;
Failure to maintain satisfactory, effective working relationships with the public or other employees;
Insubordinate acts or language which hamper the agency's ability to control, manage, or function;
Workplace harassment based, in whole or in part, on race, color, sex, religion, age, disability, or
national origin which manifests itself in the form of comments, jokes, printed material and/or
unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual
nature;
Possession of materials and/or the utterance of comments in the workplace that are derogatory towards
a group or individual based upon race, color, sex, religion, age, disability, or national origin;
Dishonesty;
Improper use of leave;
Conduct which adversely affects the employee's job performance or the agency of employment;
Fighting;
Conviction of a crime; or
Actions which bring the agency or the individual into disrepute or impair the effectiveness of the
agency or individual.
Disciplinary action should be taken only after a full and fair investigation.
Suspensions without pay, demotions, or dismissals may be imposed on regular employees in the merit
service or on non-merit employees with complaint rights pursuant to EO 05-14 only after a pre-
deprivation meeting has been held with the employee explaining the nature of the allegations and the
evidence supporting disciplinary action, and providing the employee an opportunity to explain his/her
actions.
Periodic Reviews
The Secretary of State expects employees to give their best efforts and may review an employee’s
performance from time to time. Most performance is recognized at the moment it is performed. We
value thanking employees for successful performance in a timely fashion. If an employee is concerned
about his/her performance, the employee should contact his/her supervisor and request a meeting.
Training
Generally, supervisors are responsible for training oversight of new employees. The Secretary of
State’s Office expects that experienced employees are involved in a collaborative effort to determine
what skills are necessary to help employees better perform their work. This includes identification and
discussion of training opportunities that employees believe can have a positive effect on office
capabilities.
A supervisor may provide or schedule training needed in conjunction with your job duties. In addition
to training within the office, other agencies within Indiana State Government also present a variety of
classes that assist employees in meeting their developmental needs.

12. Accidents and Injuries
Any employee that believes he/she has a need for immediate medical attention should first contact
emergency personnel. An employee should then contact his/her Division Director or Deputy Director.
Any bystanders are encouraged to facilitate this contact. Any case of injury or accident, regardless of
whether medical attention is sought, must be reported to your Division Director for proper
documentation. Failure to report workplace injuries is a violation of this policy and may negatively
affect your ability to file a successful claim under state insurance policies.
Evacuation Procedures
Evacuation maps are posted on bulletin boards in work areas. Please take a moment to familiarize
yourself with the layout of your work area and the building itself to insure that you are comfortable
with what steps to take in the event of an emergency. The Secretary of State’s Office wants your safety
to come first.
Housekeeping
Employees must keep work areas organized, clean, and in good working order. Please remember that
we are working on and with property that belongs to the citizens of Indiana. A clean and organized
workplace directly affects the level of service we give and how well we maintain our mission
statement.
Personal Information Changes
Any personal information changes must be reported to the Director of Operations within ten days of
such a change. Personal information changes include, but are not limited to, the following: change of
address, change of phone number, change in marital status, change in the number of your dependents,
and new emergency contact information. This policy benefits you. Retention of accurate personnel
records facilitates payroll processing, employee benefit claims processing, delivery of pertinent tax
forms, and other necessary communication between the Secretary of State’s Office and you. Failure to
provide updated information can directly affect these issues that are important to you.
Employee Personnel Records or Forms
Personnel Files
1. A copy of any document relevant to work performance that is placed in an employee's personnel file
shall be provided to the employee. One copy of any documents maintained in an employee's personnel
file shall be provided at no cost to the employee or the employee's designated representative, on
request.
2. The employing agency will release to the public only the following personal information concerning
an employee: name, gross compensation, job title, business address, business telephone number, job
description, and dates of employment. If a person not having regular access authority requests to
inspect a personnel file, make copies of the information contained in a personnel file or receive

13. information other than that specified above, instruction on how to respond to the request shall be
sought from the State Personnel Department.
3. The State Personnel Department will authorize disclosure of only that personal information which is
allowed to be provided by law. When information concerning an employee, other than specified in
paragraphs 1 or 2 above, is disclosed to someone not having regular access authority, the employee will
be notified (unless prohibited by law) of what information was disclosed and to whom.
Parking
To park in state designated facilities, an employee must obtain a parking permit. The Director of
Operations is able to assist an employee who needs a new parking permit or needs a substitute for one
that has been lost.
Inclement Weather
It is difficult to predict what weather will lead to the necessity of closing the office. However, in the
event of severe weather conditions, all state facilities remain open unless otherwise directed by the
Governor or the Secretary of State. The likelihood of such occurrence is low, and employees should
plan to come to work as scheduled.
Benefits
Qualifications for Benefits
There are specific qualifications that you must meet to be eligible for benefits. In your orientation, the
Director of Operations will notify you as to whether you qualify for any of the benefits outlined below.
This section is designed to briefly introduce you to benefits currently offered by the Secretary of State’s
office to eligible employees where applicable. It is not intended to be a complete description of all
benefits or their terms. Please refer to the plan documents for details. Where appropriate, additional
materials will be made available to you describing each of the plans. Should you have any questions
regarding your eligibility at any time, please direct them to the Director of Operations.
Compensation
All employees are required to complete a time sheet for each pay period. Please note the following
important facts regarding the time sheet. First, your employee number is your social security number.
You should write your social security number in the box labeled “employee number" on your timecard.
Second, the State Board of Accounts requires employees to sign and date each time card he/she submits
at the designated place on the time sheet form. Failure to sign and date your time sheet will delay our
ability to process your check. Third, for each pay period, the number of hours worked should not
exceed 75 hours without the pre-approval from your supervisor. Additional instructions are provided on
your time card.
Time sheets must be turned in to your Division Director no later than 9:30 AM on the last Friday of
each pay period. Failure to comply with this provision could result in a delay in receipt of your
paycheck until the following pay period. Furthermore, this policy requires each employee to predict the

14. hours you work for the Friday on which you turn in your time card. If you leave prior to or later than to
the time you record on your time card, you should contact your supervisor and payroll clerk
immediately.
Employees are paid by check every other Wednesday. The Secretary of State’s Office will distribute
checks earlier only when a holiday falls on a Wednesday. For employee safety paychecks will be
released only to the employee. A relative or friend may collect an employee’s check only upon written
authorization from the employee. If you need your check mailed , please contact the Director of
Operations. All potential errors should be reported to the Director of Operations immediately.
At the discretion of the Chief of Staff or a Division Director, a non-exempt employee may be given
compensatory time off in lieu of overtime subject to the limitations imposed by the Fair Labor
Standards Act. Compensatory time off may be used to reward conscientious, hard working Secretary of
State employees who have worked extra hours for sustained periods of time as a result of extraordinary
or seasonal agency workload. Please note that while the normal workweek is only 37.5 hours, an
employee is not eligible for overtime pay until he/she has worked over 40 hours in one workweek. An
employee must obtain prior approval for compensatory time, and, if approved, must use the
compensatory time within a reasonable time of making the request, so long as such use does not unduly
disrupt the operations of the Secretary of State’s Office. Total accrued compensatory time may not
exceed 240 hours at any time.
Employment Benefits
Life outside of work
Vacation Leave Up to 90 hours earned per year. Bonus
vacation leave after 5, 10, and 20 years
of service.
Sick Leave Up to 67.5 hours earned per year.
Personal Leave Up to 22.5 hours earned per year.
Holidays Twelve (12) holidays per year.
Other Paid Leave Funeral Leave, Jury Duty Leave &
Military Leave.
Family Leave Up to 12 weeks of unpaid leave per
year for family care, adoption or
childbirth.
Community Service Leave Promotes the direct involvement of
State employees in public services in
their communities through volunteer
efforts.
Insurance – for you and your family

15. Health Insurance Several health insurance options are available
including Traditional and Health Maintenance
Organizations (HMO’s).
Dental The state pays 100% of the premium cost for this
plan.
Vision The state contributes to the premium, enabling all
employees to participate in this plan.
Life Insurance Group term insurance is available up to 150% of
salary. Supplemental plans are available as well as
dependent life coverage.
Short / Long Term Disability The state shares the cost for your participation in the
Benefits disability plan.
Retirement Plans – helps you plan for your future
Public Employee’s Retirement The state pays 100% of the cost. Individual accounts
Fund are maintained for each employee. Investment
options are available.
Deferred Compensation Investment options that allow salary deferment for
tax purposes. The State will match up to $15.00 per
pay period.
Additional Benefits – it all adds up
Automatic Deposit Direct deposit of payroll checks.
Employee Assistance Services Provides employee and family member support
for You (EASY) during difficult times either directly by phone or by
referral to resources in the community
Parking Free parking is available at most State facilities.
Health Insurance
The State of Indiana offers a number of different health insurance plans. The State’s health insurance
plans are designed to provide you with quality health care at a reasonable expense. Premiums can be
deducted directly from your pay. You will have thirty days from the date of your eligibility for benefits
to choose the type of coverage that is best for you. You should make your decision carefully. Changing
your coverage is limited to an open enrollment period that occurs only once a year at the end of the
calendar year. More information about each of the plans will be given to you at orientation if you are
eligible for this benefit.
Upon separation from your employment with the Secretary of State’s Office, you may have the option
to continue your benefits coverage. Additional information will be provided to you at such time.

16. The Traditional Plan permits you to choose your own doctor. In addition, you pay a yearly deductible
toward your medical bills. Once you have paid your deductible, the traditional plan pays a larger part of
your expenses than the HMO, while you pay the rest. This plan covers basic medical care such as doctor
visits and prescriptions as well as major medical costs such as hospital stays and surgery.
For example: The Traditional Plan will pay 100% of the medically necessary hospital charges
for a precertified in-hospital stay for a surgical procedure. The surgeon’s charges will be paid
at 90% of the usual, customary, and reasonable charges; you then pay the remaining 10%.
The State of Indiana’s Traditional Plan booklet provides additional details on costs and health
benefits.
A Health Maintenance Organization (HMO) requires you to choose a doctor from a list of
doctors who participate in each HMOs specific plan. An employee interested in an HMO
should contact the physician he/she is interested in to determine whether the physician is
accepting new patients.
HMOs will pay most of your basic and major and medical expenses. However, they may
require you to pay deductibles on prescriptions and other items. Read the HMO booklets to
find out what expenses will and will not be paid by the HMOs.
Not all HMOs offered by the State are available everywhere. Some HMOs are geographically
restricted. Check with the Director of Operations to see what HMOs are available in your
county.
You have thirty days from the date of your employment to choose the type of coverage you
prefer. Once you have chosen your health insurer, that choice is final until open enrollment,
which occurs once a year.
If you leave state government, you will be referred to the Consolidated Omnibus Budget
Reconciliation Act of 1985 (COBRA) option for continuing coverage.
Dental Insurance
The Secretary of State’s office is pleased to offer employees a choice of dental insurance providers.
Each plan has different elements that appeal to our employees. If you are eligible for participation in
the dental plan, the Director of Operations will give more information about each plan to you.
Life Insurance
Basic Life, Supplemental Life, and Dependent Life
As a Secretary of State employee, you may participate in a Basic Life Insurance Program. The
value of your basic life coverage is based on your base annual wage. A supplemental Life
Insurance Program for addition life coverage at varying amounts is also offered to state
employees.
The State contributes toward the basic life insurance premium, and employees can purchase the
supplemental insurance at a low group rate. If you participate in the supplemental program you

17. may also purchase coverage for your spouse and/or dependent children. Both programs are
available through payroll deductions.
If you leave state government, you will receive information explaining how to convert your
group life coverage to an individual policy.
Continuing Coverage after state employment
If you leave state government, you will be notified of the Consolidated Omnibus Budget
Reconciliation Act of 1985 (COBRA) option for continuing coverage. See the Director of
Operations for details.
Disability, Short and Long Term
Full time employees with six months of continuous service are required to participate in the disability
plan which provides benefits should a medical condition prevent you from performing your regular
duties. No enrollment in this plan is necessary. Employee contributions are made through automatic
payroll deductions and are equal to a small percentage of your bi-weekly salary. The State makes a
contribution as well.
Benefits are payable after a consecutive thirty calendar day elimination period or on the date you
submit an application for benefits, whichever is later. Benefits are not paid retroactively if the
application is received after the thirty-day elimination period.
Following the elimination period (or date of application), short term disability will replace sixty percent
of your income while you are unable to perform your duties due to a medical condition, for a period
equal to six months from the date of disability.
If, after that time, you are still prevented from performing your regular duties, long term disability will
replace forty to fifty percent of your income for a maximum of four years (the amount and duration is
dependent on several factors). Modified duty assignments may be made in appropriate cases while an
employee continues to receive disability benefits.
For the period during which you are receiving disability benefits, you are required to notify the
Benefits Division of the State Personnel Department of receipt of income from any other source.
Failure to do so within seven days of receipt may result in loss of your benefits.
The Director of Operations can provide answers to questions and the forms necessary for filing a claim.
EASY – Employee Assistance Services for You
EASY is a voluntary resources and referral program that is available at no cost to you. The program is
designed to assist employees and the families of employees in finding help for problems that result
from personal crisis, financial difficulty, interpersonal relationships, substance abuse, and other causes.
The services provided through EASY will be treated in a confidential and professional manner. In order
to receive help through EASY, contact the referral office at 1-800-223-7723.
Indiana Deferred Compensation Plan (IDCP)

18. Deferred compensation is a voluntary IRS plan that offers all state employees an effective way to
reduce current taxes and to supplement other retirement benefits. Available through payroll deduction,
the plan permits participants to set aside part of their bi-weekly earnings and invest them in a
competitive investment option. The state of Indiana matches employee contributions, up to $15 per pay
period. There is no waiting period for eligibility and employees may enroll at any time. Contact the
Director of Operations to get more information about this benefit.
Public Employee’s Retirement Fund (PERF)
The Public Employee’s Retirement Fund exists to supply the employees of the Secretary of State’s
office with retirement security. The Secretary of State’s office supplies eligible employees with a
summary plan description that outlines the details of the plan. The Director of Operations can help you
understand your benefits under this program.
US Savings Bonds
As a state employee, you may sign up for payroll deductions toward the purchase of United States
Savings Bonds. Available at half their face value, bonds may be purchased in denominations from $100
to $10,000. Savings bonds held for at least five years earn 85 percent of the average return on five-year
treasury securities. The market-based rate is adjusted every six months to protect your investment
should interest rates increase. A guaranteed minimum rate of six percent protects you should interest
rates decrease. Contact the Director of Operations for more information.
Time Off Leave
Community Service Leave
Each full-time State employee who shows that s/he has volunteered his/her own time to a charitable
organization will be allowed leave with pay from the employee’s regular assigned duties, not to exceed
a combined total of seven and one-half hours (7.5) each calendar year, to voluntarily participate in
activities for the benefit of another governmental entity or a charitable organization that is exempt from
federal income taxation under Section 501(c)(3) of the Internal Revenue Code. The voluntary activities
must not promote religion or attempt to influence legislation, governmental policy, or elections to
public office.
Emergency Conditions Leave
It is the policy of the State of Indiana to provide services to the citizens at all appropriate business
hours as advertised to the public; however, in circumstances where a work site must be closed due to
conditions at that location that adversely affect the health or safety of employees or clients/customers,
or ability of employees to perform the required duties, and where there is no reasonable alternative site
for the employees to perform the work, employees affected by that closure should not lose wages for
the time the work site is unusable.

19. Funeral Leave
It is the policy of the State of Indiana that employee requests for up to three (3) days of paid leave
under the provisions of this policy shall be honored by management. Such days shall be in conjunction
with the time of the death or date of the funeral. Management reserves the right to require
documentation to verify the authenticity of request when there is a legitimate reason to compel such
verification. Relative means husband, wife, father, mother, son, daughter, brother, sister, grandparent,
grandchild, or spouse of any of these, or a person living in the same household with employee. For a
married employee, these members of the spouse’s family are included.
Military Leave
It is the policy of the State of Indiana to fully adhere to the requirements of federal and state law
regarding military leaves for members of the uniformed services. In the event of a dispute between the
provisions of this policy and the relevant procedures, the provisions of the Uniformed Services
Employment and Re-employment Rights Act (USERRA) control.
Leave(s) will be granted in accordance with any orders for military duty. Differential pay (the
difference between basic active military salary and the salary that would have been paid as an active
state employee) will be granted to employees who are members of the Indiana National Guard or other
Indiana reserve component of the armed forces of the
United States on active military duty. Differential pay does not apply to service performed exclusively
for training. Employees who are members of the Indiana National Guard or other Indiana reserve
component of the armed forces of the United States on active military service have the option to
continue family health care coverage at the employee's own expense.
Members of the uniformed services desiring to return to work following military service will be
reinstated in accordance with applicable federal and state laws.
Time spent in military service will be counted for purposes of calculating retirement benefits and
eligibility for family-medical leave.
Personal Leave
It is the policy of the State of Indiana that employees should have reasonable opportunities for time
away from work without loss of pay to handle personal business and emergencies. Full-time employees
shall accrue seven and one-half (7.5) hours of personal leave for each four-(4) months of employment.
Part-time employees working at least fifty percent (50%) of full-time shall accrue three and three-
quarters (3.75) hours of personal leave for each four- (4) months of employment.
No employee may accrue a personal leave balance in excess of twenty-two and one half (22.5) hours. If
an employee is otherwise eligible to accrue personal leave, but the accrual thereof would increase
his/her account balance beyond that limit, the personal leave hours shall be credited to the employees'
accrued sick leave balance.

20. Sick Leave
It is the policy of the State of Indiana that employees should have reasonable opportunities for time
away from work without loss of pay to handle illness, injury, legal quarantine and attending visits with
health care providers for themselves and immediate family members.
Full-time employees shall accrue seven and one-half (7.5) hours of sick leave for each two- (2) months
of employment and an additional seven and one-half (7.5) hours of sick leave for each four (4) months
of employment. Part-time employees working at least fifty percent (50%) of full-time shall accrue three
and three-quarters (3.75) hours of sick leave for each two- (2) months of employment and an additional
three and three-quarters (3.75) hours of sick leave for each four (4) months of employment.
Sick leave rolls over and accumulates.
Vacation Leave
It is the policy of the State of Indiana, consistent with the operational needs of the State, that vacation
leave shall be granted at such times during the year as requested by the employee. Local policy, if any,
will govern vacation scheduling.
Full-time employees shall accrue seven and one-half (7.5) hours of vacation leave for each month of
employment. Part-time employees working at least fifty percent (50%) of full-time shall accrue three
and three-quarters (3.75) hours of vacation leave for each month of employment. Additional vacation
leave is accrued after five (5), ten (10), and twenty (20) years of employment.
A dismissed employee shall forfeit all accrued but unused vacation leave.
Parental Absence for Child’s Education
Appointing authorities in all state agencies shall make reasonable efforts to approve employee requests
for time off to foster involvement in their child’s education through participation in parent-teacher
conferences, classroom activities, or other means. Such time off shall be accomplished through the use
of adjusted work schedules to accommodate the time needed. In those situations where an adjusted
work schedule is not practical, such as twenty-four hour/seven-day operations, appropriate forms of
accrued leave should be utilized.