On behalf of Mental Health Minnesota, we are thrilled that you are a part of our team!

You and your colleagues are our most important resource in making a difference in people’s lives. Whether working directly with program participants or behind-the-scenes in administration, we all share a deep commitment to helping all Minnesota residents achieve mental health and wellness. To fulfill this commitment, we strive to create a healthy, supportive environment where your talents grow, our organization thrives, and our program participants achieve recovery.

Since we began more than 85 years ago, Mental Health Minnesota has held an exemplary reputation. Such a reputation is extremely valuable, and it is our actions each day that keep this going strong. This handbook is more than just the rules of the road. It provides an opportunity for each of us, as informed and engaged individuals, to work together to create a workplace in which we can all contribute our best.

Whether you are a new or seasoned employee, please use this handbook to understand our culture and the organization’s expectations of employees, the benefits available to you, the processes and procedures we use, and the practices that allow us to stay current with state and federal law. Our mission, vision and values statements are great starting places and are critical to attaining this understanding.

Mental Health Minnesota revises its employee handbook regularly, as circumstances dictate. You will be notified of these changes as they are adopted. We ask that, as an employee, you stay informed about this handbook and consult with your Manager and/or Human Resources department as needed.

I hope your experiences at Mental Health Minnesota are rewarding in many ways. Thank you for the hard work you do on behalf of all our program participants and colleagues!!

With sincere thanks,

Shannah C. Mulvihill, MA, CFRE

Executive Director/CEO

Our Mission:

Mental Health Minnesota is the voice of lived mental health experience. We carry that declaration forward as we work to advance mental health and well-being for all, increase access to mental health treatment and services, and provide education, resources and support across Minnesota.

Our Vision:

Our vision is a world free from stigma that improves mental health and well-being for all.

Our Values:

Representation and Engagement of Lived Experience: We are the voice of lived mental health experience in Minnesota, and engage people with lived experience in every facet of our work.

Compassion and Empowerment: We hold empathy and compassion for those living with mental health conditions, and provide education, resources and support to people as they work to take care of their mental health.

Equity and Inclusivity: We ensure inclusivity of all people in our work, are committed to health equity, and work to increase access to high-quality treatment and support for all.

Innovation and Collaboration: We seek opportunities for partnerships and collaboration, as well as new and innovative approaches to continuously improve the services and support we provide.

Commitment to a Proactive Approach to Mental Health: As an affiliate of Mental Health America, we are committed to a #B4Stage4 approach to mental health, including prevention, screenings, and early treatment, care and support.

The Employee Handbook was developed to describe some of Mental Health Minnesota’s expectations of our employees and to outline the policies and benefits available to eligible employees. Employees should familiarize themselves with the contents of these policies as soon as possible, as they will answer many questions about your employment with Mental Health Minnesota. However, no employee personnel policies and procedures can anticipate every circumstance or question about policy. If questions arise, employees should not hesitate to speak with their Manager or Human Resources for clarification.

Mental Health Minnesota may modify the Employee Handbook as it sees fit, at any time. Employees will be notified of modifications to the policies as they occur. The Executive Director/CEO may also respond to any particular situation in a way they deem appropriate whether or not specifically addressed in any policy.

The policies and procedures in this handbook are not, and do not, constitute an express or implied contract or contain a contractual commitment, nor do the policies in this handbook contain any enforceable promises of any kind. In addition, while every attempt has been made to create these personalized policies consistent with federal and state law, if an inconsistency arises, policies will be enforced consistent with the applicable law.

This Employee Handbook will supersede any previous employee handbook or policy manual that may have been provided to employees of Mental Health Minnesota. These policies are not a legal document or an employment contract. If you have any questions regarding any of the policies contained with this handbook, please contact Human Resources.

All employees will be required to acknowledge receipt of the Employee Handbook by signing and dating the “Receipt of Employee Handbook and Acknowledgement of At-Will Status” form and may also be required to sign or initial to indicate their understanding and acceptance of specific policies within and outside of the Employee Handbook.

The Employee Handbook is made available to employees at the start of employment and can be found within the BambooHR system at any time. Please refer to the Employee Handbook from time to time and when questions arise.

In addition to the summary policies and guidelines illustrated in this section of Mental Health Minnesota’s employee handbook, all employees are responsible for familiarizing themselves with and complying with the detailed and specific program and organizational policies that apply to their work. Access to these documents will be provided to all employees upon hire or upon future request.

Disregarding or failing to comply with organizational policies will result in disciplinary action up to and including termination of employment.

Employees should direct any questions on policy administration or compliance to their manager or Human Resources.

All information concerning clients, former clients, donors, employees, volunteers, financial data and business records of Mental Health Minnesota is confidential. All information pertaining to clients (which include any individual(s) seeking information, services, or support provided by Mental Health Minnesota) shall be held as confidential by organizational employees and volunteers. Confidential information must not be disclosed to unauthorized persons, including competitors, reporters, friends, family, or other employees whose duties do not require use of such information.

“Confidential” means that employees are free to talk about Mental Health Minnesota, the program/services they help provide, their position or their relationship with the organization, but employees are not permitted to disclose the names of individuals served or talk about clients served by the organization in ways that will make their identity known (ex. describing a specific interaction). No information may be released without appropriate authorization except in the case of a lifesaving emergency, to be determined in consultation with a supervisor and/or Manager. This is a basic component of client care and business ethics. The Board of Directors, staff and our clients rely on employees and volunteer staff to conform to this rule of confidentiality.

Mental Health Minnesota expects employees to respect the privacy of clients and to maintain their personal and financial information as confidential. All records dealing with specific clients must be treated as confidential. Employees are also responsible for maintaining the confidentiality of information relating to other employees and volunteers, in addition to clients.

All employees are required to acknowledge and sign an agreement to follow the Confidentiality and Non-Disclosure Policy as a condition of employment. Employees who improperly use or disclose confidential business information or program participant information will be subject to disciplinary action, up to and including termination of employment. This policy is intended to protect employees as well as Mental Health Minnesota because, in extreme cases, violations of this policy also may result in personal liability.

All Mental Health Minnesota employees are at-will employees. Individual employees and Mental Health Minnesota each have the unilateral and unqualified right to terminate the employment relationship at any time, for any reason not prohibited by law, with or without cause or notice.  No part of the Employee Handbook should be read to alter that at-will relationship between Mental Health Minnesota and any of its employees in any way.

No supervisor, manager or representative of Mental Health Minnesota other than the Executive Director/CEO has the power to make any commitments that change the at-will relationship employees have with Mental Health Minnesota.  No employment agreement entered by Mental Health Minnesota will be enforceable unless the agreement is in writing and signed by the Executive Director/CEO.

No employee should interpret any provision of this Handbook as a contract between Mental Health Minnesota and any of its employees.  Any actions taken pursuant to this Policy are in Mental Health Minnesota’s complete discretion and Mental Health Minnesota shall have complete and final discretion concerning all interpretations of the policy and any disciplinary action including discharge that Mental Health Minnesota chooses to impose on its employees. 

By accepting employment and continuing to work for Mental Health Minnesota, employees agree to the “at-will” nature of the employment relationship.

Background checks are completed for all employees to ensure the safety and security of Mental Health Minnesota employees and those we serve.

All offers of employment are conditional based on the results of a background check. Mental Health Minnesota employees hold positions of trust with access to vulnerable populations. All individuals that have access to vulnerable populations must pass a check that evaluates whether the individual is suitable for that access.

The existence of a conviction is not an automatic exclusion from employment. Mental Health Minnesota does not discriminate against prospective or current employees based on pending criminal charges or convictions unless it is determined to be related to the circumstance of the job, would put a member of a vulnerable population at risk, or will hinder their ability to perform the duties of the position.

In certain circumstances, Mental Health Minnesota may also conduct background checks on existing employees, as appropriate, at its discretion and in compliance with all applicable State and Federal laws.

Mental Health Minnesota classifies employees in different ways based on employment role. For purposes of salary and payroll administration Mental Health Minnesota classifies its employees as follows:

• Salaried Employees: Salaried employees are regularly scheduled to work part-time or full-time, and are paid based on an annual salary.
• Hourly Employees: Hourly employees are scheduled to work part-time or full-time, and are paid based on the total number of hours worked within a given pay period. Hourly employees are considered full-time if they are hired as full-time employees or if they regularly work 40 hours per week for six months or more.
• Occasional Employees: Occasional employees do not have a regular schedule of work and are called in on a day to day, as needed basis. Occasional employees are not eligible for benefits offered by Mental Health Minnesota.
• Temporary Workers: Temporary workers are engaged to work at Mental Health Minnesota for a limited time. Employment assignments in this category are of a limited duration but remain subject to at-will employment status.

All employees are classified as either Exempt or Non-Exempt as defined under state and federal law. The classifications do not guarantee employment for any specified period of time.

• Exempt Employee: An employee who is excluded from provisions of state and federal wage and hour laws. Certain executives, professionals, and administrative employees may be exempt. Exempt employees are expected to be available as required to complete their work, which may include night & weekend hours.
• Non-Exempt Employee: An employee who is subject to overtime provisions of state and federal wage and hour laws and is to be paid time-and-one-half for all hours worked in excess of forty (40) hours in a workweek.

You will be informed of your employment classification and of your status as an exempt or nonexempt employee at the time you are formally hired. Employment classification may change based on position, as well as federal requirements. You will be informed of any changes to your exemption and employment status in a timely manner (due to federal requirements that impact your employment classification, a change in positions during your employment for any reason, etc). Please direct any questions on classification status to Human Resources.

Employee Relations

We believe that the work conditions, wages, and benefits Mental Health Minnesota offers to its employees are competitive with those offered by other employers in this area and in this industry. If employees have concerns about work conditions or compensation or have any suggestions on how we might improve our organization, they are encouraged to voice these concerns directly to their manager and Human Resources.

Position Description

A job description is developed for each position within Mental Health Minnesota. The job description includes the position title, pay range/class, position summary, primary responsibilities, major accountabilities, skills, education, and experience required.

Each employee is provided with a copy of their assigned job description that outlines these details. Employees are expected to successfully fulfill these responsibilities to the fullest extent of their capabilities and are encouraged to demonstrate their ability to assume additional responsibilities through their job performance.

Offer of Employment

Mental Health Minnesota shall provide each newly hired employee with a written offer of employment confirming the terms and conditions of employment. The offer remains contingent upon verification of identity and eligibility to be employed in the United States, as well as successful results of background checks and reference verifications.

The offer specifies such information as job title, direct manager and assigned program, pay period, effective date of employment, eligibility for employee benefit programs, and that employment is at-will along with any specific negotiations reached during the verbal offer agreement.

Each employee will also receive an Employee Notice (wage verification form) at the start of their employment, as well as when changes to position or compensation are made.

Transfer and Advancement Opportunities

Mental Health Minnesota strives to provide advancement opportunities for its employees. In addition, Mental Health Minnesota recognizes that staff motivation, productivity, and retention are dependent upon people working in jobs that are well suited to their skills and interests, and therefore may offer transfer opportunities for current employees.

Current employees can view current employment opportunities through the organization’s website and may indicate interest in open opportunities by contacting their manager and/or Human Resources. Internal applicants should carefully review their qualifications relative to the requirements and responsibilities of the posted positions.

All employees who want to apply for or transfer to another position generally must successfully complete at least six months of employment at Mental Health Minnesota and have satisfactory performance at the time of application. All internal applications will be communicated to the employee’s current Manager to confirm performance eligibility.

Exceptions to the current position service requirement must be approved by the Executive Director/CEO.Qualified candidates will go through a thorough interview process, regardless of whether they are internal or external applicants.

The first 90 days of employment for newly hired employees are considered an Introductory Period. The purpose of the Introductory Period is to afford each employee the opportunity to become acquainted with the job and to demonstrate their ability to assume and successfully perform their assigned duties and responsibilities.

Performance will be closely monitored during the first 90 days of employment by the employee’s Manager.

All orientation and training activities must be completed during the first 30 days of the Introductory Period unless the employee is required to do so earlier (see Required Orientation, Training and Continuing Education for more information).

During the 90-day Introductory Period, Earned Sick and Safe Time (ESST) and Vacation Time will accrue. Paid Holiday time will be made available after the 90-day Introductory Period (see Paid Time Off for more information).

In no case should the completion of the Introductory Period be understood to mean an employee is guaranteed employment with Mental Health Minnesota. Completion of the Introductory Period does not in any way alter the employee’s at-will status.

Initial Orientation and Training

Mental Health Minnesota employees are paid for time spent completing initial orientation and training activities required by the organization. Orientation and training activities vary by department and employee role and responsibilities. All required training and orientation activities must be completed prior to beginning regular work.

All initial orientation and training activities must be completed during the first 30 days of employment unless the employee is required to do so earlier. New employees who do not completed all required training and begin work within the 30 days may have their offer of employment revoked.

New employees may be asked to sign a training agreement at the start of employment. Depending on department and employee role and responsibilities, employees may be eligible for a bonus upon timely completion of orientation and training activities.

Ongoing Training/Education

Mental Health Minnesota reserves the right to require training/education for employees in addition to Initial Orientation and Training. Training or education that is required of employees is paid time. Ongoing training or education that is required must be completed within the time allowed by the organization. Failure to complete training, education or orientation activities in a timely manner may result in termination of employment.

Mental Health Minnesota may also provide additional opportunities for training, continuing education or professional development that are unpaid and are at the discretion of individual employees. If an employee learns of a training or educational opportunity that may be valuable to them or other employees, they are encouraged to share that information with their Manager.

Documentation of Training Activities

Mental Health Minnesota requires all hourly employees to keep accurate records of their hours worked, including hours worked completing training required by the organization (see Keeping Time Records). This includes both Initial Orientation and Training, as well as any ongoing training or education required for the employee’s role at Mental Health Minnesota.

Mental Health Minnesota maintains employee training records and can make those records available to current employees at their request. Employees may request their training record by contacting Human Resources.

Mental Health Minnesota may request and/or require documentation of Continuing Education (CEUs) for certain employee roles as needed for employees to demonstrate continued certification and/or licensure.

Mental Health Minnesota is committed to employing only United States citizens and aliens authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or natural origin.

In compliance with the Immigration Reform Control Act of 1986, each new employee, as a condition of employment, must complete the Employee Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Form I-9 must be completed in BambooHR. Questions may be directed to Human Resources.

Mental Health Minnesota employees who wish to request a reasonable accommodation should initiate a request by completing the ADA Reasonable Accommodation Request Form in BambooHR. 

After the form is completed in BambooHR, the Executive Director/CEO and Human Resources will be notified, and the employee will be contacted within seven (7) days to schedule a meeting to discuss the request and options for accommodations for the employee. Additional information may be requested of the employee related to their request, and the employee’s manager may be consulted during this process. 

Mental Health Minnesota will work with the employee to determine the accommodation(s) that are most effective based on the employee’s essential job functions and operational necessities. 

Within seven (7) days of the initial meeting, Mental Health Minnesota will:

1. Request additional information and/or an additional meeting to further discuss the employee’s request; or
2. Identify and document the reasonable accommodation given, the reason no accommodation was needed or why the accommodation request was denied. 

All communication regarding a reasonable accommodation request must be documented in the employee’s file (with content available only to the Executive Director/CEO, Human Resources, the employee and the employee’s Manager). Communication must be in writing (i.e. forms, email or mailed) and conversations must be documented in writing by Human Resources.

Each employee’s job is important and necessary. One employee’s tardiness or absence can negatively impact services provided and other employees. To maintain a safe and productive work environment, Mental Health Minnesota expects employees to be reliable and to be punctual in reporting for scheduled work. Employees are expected to work all hours as scheduled.

Mental Health Minnesota expects employees to provide the longest possible notice when notifying Mental Health Minnesota of any unexpected tardiness or absence.  In the event that an employee is unable to report to work on any scheduled workday or is unable to report to work on time, they are expected to notify their Manager by telephone or email as soon as possible (at least 60 minutes prior to the start of the scheduled shift/work hours). Call center staff must also notify the supervisor on duty of their absence or tardiness.

If an employee does not inform the supervisor or their designee, that tardiness or absence will be considered an unapproved, unscheduled absence.

Excessive or habitual tardiness or absenteeism (including leaving early or taking breaks outside of those allowed) may result in disciplinary action up to and including termination and will be noted in employee’s personnel record. Absenteeism without notice may be construed as voluntary resignation.

Any items provided to employees by Mental Health Minnesota for use during their employment, including keys/keycards, parking passes, equipment, documents, or any tangible items remain the sole property of Mental Health Minnesota.  It is expected that employees will not misuse, intentionally damage and assist in properly maintaining Mental Health Minnesota property at all times. All employees have an ongoing duty to maintain and protect Mental Health Minnesota property prudently. This duty extends to all assets, both tangible and intangible. Employees must return all such property promptly upon separation from employment with Mental Health Minnesota.

Employees may not install personal software on any electronic equipment owned by Mental Health Minnesota. Employees may not use your personal equipment for Mental Health Minnesota work without prior written request and permission [see Technology Acceptable Use policy for additional information].

Any techniques or materials relevant to Mental Health Minnesota’s business that employees develop during their employment, including any policies, procedures, forms, reference lists, research, or information compilations, remain the sole property of Mental Health Minnesota.  During employment with Mental Health Minnesota, employees may not use such techniques or materials for the benefit of anyone other than Mental Health Minnesota or Mental Health Minnesota’s clients.  After termination of employment with Mental Health Minnesota, employees may not retain or use such techniques or materials in any way.

All Mental Health Minnesota property taken off-site should be physically secured at all times. Lost or stolen property must be reported as soon as possible to management. A service charge may be assessed for replacement of access cards or hardware devices that are lost, stolen, or broken. This service charge is at the discretion of Mental Health Minnesota’s Executive Director/CEO and will correspond to the cost of replacement.

1.  
2. Company property assigned to employees is documented in the BambooHR system. Employees should periodically review this for accuracy.

The anonymity of those we serve is essential in our ability to build trust with those seeking help and support. Mental Health Minnesota employees are not required to be mandated reporters, as Mental Health Minnesota is not a licensed mental health agency. However, there are times when Mental Health Minnesota employees will be compelled to report situations related to maltreatment or abuse, especially when the situation involves a minor (under the age of 18) or a vulnerable adult.

If an employee is made aware of a situation related to maltreatment or abuse by an individual seeking help or support, they should work with the individual to provide support and encourage them to seek additional support, and should provide resources and referrals for self-reporting the situation to county authorities. Supervisors should be notified and engaged during the conversation.

If the individual indicates an inability or unwillingness to make a report of maltreatment or abuse on their own AND the individual is a minor (under the age of 18), the employee, in cooperation with the supervisor, should collect as much information as possible about the individual/situation, including:

• Name, address, age and other identifying information about the individual subject to maltreatment/abuse
• Specific description of the allegation(s)

Supervisors should provide a report (via email) to the applicable Mental Health Minnesota manager, who will make an assessment and work with the supervisor to take steps as necessary to report the situation to child protection authorities. Decisions regarding whether to report maltreatment or abuse of a minor under the age of 18 are at the discretion of the manager and/or the Executive Director/CEO.

Reports of maltreatment or abuse by a third party are not subject to reporting requirements. However, Mental Health Minnesota employees should work to support the individual reporting maltreatment/abuse that is happening to another person and provide resources and referrals for that individual to report the allegations.

Mental Health Minnesota acknowledges that its employees may hold an independent license that requires mandated reporting. If an employee encounters such a situation, they are instructed to consult with their Manager.

Mental Health Minnesota communicates to the public on business, policy and program issues in a consistent manner and in accordance with its standards. This policy protects the security, safety, and legal rights of employees and Mental Health Minnesota.

To maintain this policy, only the Executive Director/CEO and/or their designee is authorized to speak on behalf of Mental Health Minnesota to the press, broadcast, in social media or other media. Employees are not permitted to make public statements to the press or other news media which in any way involves Mental Health Minnesota without Mental Health Minnesota consent provided directly by the Executive Director/CEO.

Substance Use in the Workplace

Mental Health Minnesota prohibits employees from being under the influence of drugs or alcohol while working in the organization’s office or remotely. Employees are further prohibited from possessing illegal substances on Mental Health Minnesota premises.

Weapons in the Workplace

Mental Health Minnesota strictly prohibits employees from possessing or storing weapons at any time in the organization’s office. Employees are further prohibited from possessing weapons off Mental Health Minnesota premises while involved in any activity for or on behalf of Mental Health Minnesota.

Mental Health Minnesota strives to provide a work environment that is collegial, respectful, and productive.

Mental Health Minnesota reserves the right to take prompt action if an actual or potential conflict of interest arises concerning individuals who engage in a personal relationship that may affect terms and conditions of employment. If such a personal relationship between employees exists, develops or changes that may impact their ability to work together, it is the responsibility and obligation of the employees involved to disclose the existence of the relationship to their Manager.

Mental Health Minnesota is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits unlawful discriminatory practices, including harassment. Therefore, Mental Health Minnesota expects that all relationships among persons in the office will be business-like and free of explicit bias, prejudice and harassment.

Mental Health Minnesota has developed this policy to ensure that all its employees can work in an environment free from unlawful harassment, discrimination and retaliation. Mental Health Minnesota will make every reasonable effort to ensure that all concerned are familiar with these policies and are aware that any complaint in violation of such policies will be investigated and resolved appropriately.

These policies should not, and may not, be used as a basis for excluding or separating individuals of a particular gender, or any other protected characteristic, from participating in business or work-related social activities or discussions. In other words, no one should make the mistake of engaging in discrimination or exclusion to avoid allegations of harassment. The law and the policies of Mental Health Minnesota prohibit disparate treatment on the basis of sex or any other protected characteristic, with regard to terms, conditions, privileges and perquisites of employment. The prohibitions against harassment, discrimination and retaliation are intended to complement and further those policies, not to form the basis of an exception to them.

Retaliation

Mental Health Minnesota encourages reporting of all perceived incidents of discrimination or harassment. It is the policy of Mental Health Minnesota to investigate such reports promptly and thoroughly. Mental Health Minnesota prohibits retaliation against any individual who reports discrimination or harassment or participates in an investigation of such reports.

Sexual Harassment

Sexual harassment constitutes discrimination and is illegal under federal, state and local laws. For the purposes of this policy, “sexual harassment” is defined, as in the Equal Employment Opportunity Commission Guidelines, as unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature when, for example: a) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment, b) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual, or c) 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.

Title VII of the Civil Rights Act of 1964 recognizes two types of sexual harassment: a) quid pro quo and b) hostile work environment. Sexual harassment may include a range of subtle and not-so-subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, these behaviors may include unwanted sexual advances or requests for sexual favors; sexual jokes and innuendo; verbal abuse of a sexual nature; commentary about an individual’s body, sexual prowess or sexual deficiencies; leering, whistling or touching; insulting or obscene comments or gestures; display in the workplace of sexually suggestive objects or pictures; and other physical, verbal or visual conduct of a sexual nature.

Harassment

Harassment on the basis of any other protected characteristic is also strictly prohibited. Under this policy, harassment is verbal, written or physical conduct that denigrates or shows hostility or aversion toward an individual because of their race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, marital status, citizenship, genetic information, or any other characteristic protected by law, or that of their relatives, friends or associates, and that: a) has the purpose or effect of creating an intimidating, hostile or offensive work environment, b) has the purpose or effect of unreasonably interfering with an individual’s work performance, or c) otherwise adversely affects an individual’s employment opportunities.

Harassing conduct includes epithets, slurs or negative stereotyping; threatening, intimidating or hostile acts; denigrating jokes; and written or graphic material that denigrates or shows hostility or aversion toward an individual or group that is placed on walls or elsewhere on the employer’s premises or circulated in the workplace, on company time or using company equipment by e-mail, phone (including voice messages), text messages, social networking sites or other means.

Individuals and Conduct Covered

These policies apply to all applicants and employees, whether related to conduct engaged in by fellow employees or by someone not directly connected to Mental Health Minnesota (e.g., an outside vendor, consultant or customer).

Conduct prohibited by these policies is unacceptable in the workplace and in any work-related setting outside the workplace, such as during business trips, business meetings and business-related social events.

Reporting an Incident of Harassment, Discrimination or Retaliation

Mental Health Minnesota encourages reporting of all perceived incidents of discrimination, harassment or retaliation, regardless of the offender’s identity or position.

Individuals who believe that they have been the victim of such conduct should discuss their concerns with their Manager. See the complaint procedure described below.

In addition, Mental Health Minnesota encourages individuals who believe they are being subjected to such conduct to promptly advise the offender that their behavior is unwelcome and to request that it be discontinued. Often this action alone will resolve the problem. Mental Health Minnesota recognizes, however, that an individual may prefer to pursue the matter through complaint procedures.

Complaint Procedure

Individuals who believe they have been the victims of conduct prohibited by this policy or believe they have witnessed such conduct should discuss their concerns with their Manager. If they cannot go to their Manager due to the nature of the issue, they should address the issue with the Executive Director/CEO. If the issue is with the Executive Director/CEO, they should contact the President of the Board of Directors.

Mental Health Minnesota encourages the prompt reporting of complaints or concerns so that rapid and constructive action can be taken before relationships become irreparably strained. Therefore, while no fixed reporting period has been established, early reporting and intervention have proven to be the most effective method of resolving actual or perceived incidents of harassment.

Any reported allegations of harassment, discrimination or retaliation will be investigated promptly. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have observed the alleged conduct or may have other relevant knowledge.

Mental Health Minnesota will maintain confidentiality throughout the investigatory process to the extent consistent with adequate investigation and appropriate corrective action.

Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and, like harassment or discrimination itself, will be subject to disciplinary action. Acts of retaliation should be reported immediately and will be promptly investigated and addressed.

Misconduct constituting harassment, discrimination or retaliation will be dealt with appropriately. Responsive action may include, for example, training, referral to counseling or disciplinary action such as a warning, reprimand, withholding of a promotion or pay increase, reassignment, temporary suspension without pay, or termination, as Mental Health Minnesota believes appropriate under the circumstances.

If a party to a complaint does not agree with its resolution, that party may appeal to Mental Health Minnesota’s Executive Director/CEO.

False and malicious complaints of harassment, discrimination or retaliation (as opposed to complaints that, even if erroneous, are made in good faith) may be the subject of appropriate disciplinary action.

Employees of Mental Health Minnesota are expected to behave in an ethical, honest, and professional manner, and to promote Mental Health Minnesota’s best interests. Consistent with this responsibility, employees are expected to avoid conflicts of interest, or situations that may appear to be a conflict of interest.

Business decisions that may result in an actual or potential conflict of interest exist 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 of that employee. Personal gains are defined as an advantage or benefit that results from an employee or relative having a significant ownership in a firm with which Mental Health Minnesota does business, or when an employee or relative receives a kickback, bribe, substantial gift, or special consideration as a result of any transaction or business dealings involving Mental Health Minnesota.

Personal conflicts of interest may also exist based on personal relationships, outside employment, etc.

An actual or perceived conflict of interest does not preclude employment with Mental Health Minnesota, but should be disclosed. If an employee believes that an actual or potential conflict of interest may exist, they should discuss the situation with their Manager.

Mental Health Minnesota has measures for the prevention and detection of fraud, and for fair dealing in matters pertaining to fraud. “Fraud” is defined as: “introducing a course of action by deceit or other dishonest conduct, involving acts or omissions or the making of false statements, orally or in writing, with the object of gaining money or other benefits from, or avoiding liability to, Mental Health Minnesota.”

The anti-fraud policy objectives are as follows:

• – To ensure that management is aware of its responsibilities for identifying exposures to fraudulent activities, and for establishing controls and procedures for preventing such activity and/or detecting such activity should it occur;
• – To provide a clear statement to staff forbidding fraud against the organization;
• – To provide guidance to employees as to action to be taken if they suggest fraudulent activity; and
• – To provide assurances that any suspected fraudulent activity will be investigated, and that any reporting employee shall not be victimized as a consequence of reporting the activity.

Fraudulent activity, as defined above, is strictly forbidden. Any employee who fails to comply with this policy will be subject to discipline up to and including dismissal.

If an employee suspects fraud, they should report the activity to the Executive Director/CEO. If the suspected activity concerns the Executive Director/CEO, the employee should report the suspected activity to the President of the Board of Directors. The employee shall have no adverse repercussions as a result of reporting the suspected fraud.

Once reported, the management staff, a committee of the Board, and/or the Board shall be responsible for investigation of the incident and determining appropriate consequences, reparations, and future safeguards.

Mental Health Minnesota employees are encouraged to bring any concerns or complaints about workplace procedure or application of workplace policies to the attention of their Manager. While Mental Health Minnesota cannot guarantee that every complaint will result in a satisfactory resolution, employees are encouraged to raise their concerns or complaints nonetheless.

Step 1.  Discussion with Manager.  Mental Health Minnesota prefers that workplace issues be resolved at the lowest possible level.  Misunderstandings, lack of clarity, personality issues and similar problems can very often be resolved with a simple, good-faith discussion.  However, if a discussion with your Manager does not satisfactorily resolve the issue, you may proceed to Step 2.

Step 2.  Discussion with the Executive Director/CEO.  You are to detail your complaint in writing.  After you submit your written complaint, the Executive Director/CEO may contact you to discuss your complaint.  Mental Health Minnesota will strive to provide you with an oral or written response to your complaint in a timely manner.  If your complaint is still not resolved to your satisfaction, you may proceed to Step 3.

Step 3.  Discussion with Executive Committee of the Board of Directors.  If you are not satisfied with the response provided in Step 2, the Executive Committee of the Board of Directors may elect to hear your complaint.  If you want your complaint to be considered by the Executive Committee, you should submit your complaint in writing, along with any written response you received, to the President of the Board of Directors. The President will review the complaint and may then bring your complaint to the attention of the Executive Committee.  At the Executive Committee’s discretion, they may schedule an informal mediation process, a formal mediation process, or other dispute resolution process.  The President and/or Executive Committee may also decide that further dispute resolution is not warranted.

The outcome of the employee’s meeting with the Executive Committee will be the final step taken by Mental Health Minnesota.

The Code of Conduct requires directors, officers, and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As representatives of Mental Health Minnesota, employees must practice honesty and integrity in fulfilling our responsibilities by complying with all applicable laws and regulations.

It is the responsibility of all directors, officers, and employees to comply with this Code of Conduct and to report violations or suspected violations of the law in accordance with the Code of Conduct/Whistleblower Policy.

No Retaliation

No director, officer, or employee who in good faith reports a violation of the Code of Conduct shall suffer harassment, retaliation or adverse employment consequence. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Code of Conduct/Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns within Mental Health Minnesota.

 Reporting Violations

Mental Health Minnesota has an open-door policy and suggests that employees voice any and all questions, concerns, suggestions, or complaints with someone who can address them properly. In most cases, an employee’s manager is in the best position to address an area of concern. However, if an employee is not comfortable speaking with their manager/supervisor or is not satisfied with the that response, the employee is encouraged to speak with anyone in management whom they are comfortable approaching. Managers are required to report suspected violations of the Code of Conduct to the Executive Director/CEO, who has specific and exclusive responsibility to investigate all reported violations. In the instance that the concern is with the Executive Director/CEO, an employee may report violations to any member of the Executive Committee of the Board of Directors.

Acting in Good Faith

Anyone filing a complaint concerning a violation or suspected violation of the Code of Conduct must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the Code of Conduct. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense, with consequences similar to other serious offenses.

Confidentiality

Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

Handling of Reported Violations

The length of time it takes to handle a situation might vary depending on a number of extenuating circumstances. However, a complainant can be assured that action will be taken on any report immediately. The complainant may not know the results of this investigation (indeed, they will not if the complaint is submitted anonymously), but they can rest assured that investigation and (if needed) action will occur.

Daily and weekly work schedules depend on employment classification and the employee’s role at Mental Health Minnesota.

Hourly Employees

Hourly employees are generally scheduled for specific shifts/work hours, including weekends, evenings, overnights and holidays. There may be opportunities available to switch shifts with another employee and/or add additional shifts based on organizational staffing needs. An employee’s denial of available shifts may be considered a voluntary resignation.

There may be times when Mental Health Minnesota employees will need to work overtime to meet the needs of our program participants, including but not limited to remaining on shift until relief is available, working non-standard/regular shifts/hours, and attending required trainings. We will make every attempt to give you advance notice of the need for overtime.

Salaried Employees

Generally, regular administrative business hours are Monday through Friday, 9:00 a.m. to 5:00 p.m. However, employees who are Exempt Employees are expected to devote the time necessary for the satisfactory completion of their responsibilities without extra remuneration.

Exempt employees are also expected to schedule their work hours to assure appropriate program oversight and the inclusion of any necessary evening and weekend meetings or events.

Mental Health Minnesota requires all hourly employees to keep accurate records of their hours worked.  A cloud-based time clock in BambooHR is used to record actual hours worked for hourly employees.

Employees who take a 30-minute unpaid meal break during their shift must clock out when they leave for their break, and clock in when they return. Employees taking a 15-minute rest period/break should not clock out for that time in the BambooHR system.

If an employee works in multiple roles or departments, they must ensure that they clock in and out correctly based on the role they are fulfilling during that particular shift. Employees who work overnight shifts are also responsible for ensuring that they clock in and out correctly to ensure that they are paid the assigned shift differential.

Employees are responsible for ensuring that their time records are accurate and complete at the end of each shift. Falsification of time records may result in disciplinary action up to and including termination.

Use of Paid Time Off is documented in BambooHR through the PTO approval process.

Employees should utilize their meal and break periods to practice self-care in addition to the health and wellness benefits available at Mental Health Minnesota, including but not limited to holidays and paid time off, EAP program, and other benefits.

Pursuant to Minnesota law, employees who work four or more consecutive hours are provided with a 15-minute rest period/break. This 15-minute break is paid time.

Employees who work 6 or more consecutive hours are allowed a 30-minute unpaid meal break during which they are completely relieved of duties. Unpaid meal breaks do not count toward hours worked for purposes of calculating paid time for non-exempt employees. Employees should not take meal breaks at a desk/workstation. A break room for meal breaks is available on the 4th floor of the office building.

Occasional rest room breaks may be taken by employees outside of their scheduled breaks.

Employees may not schedule their breaks or meal periods to allow them to arrive late or leave early from work. Breaks or meal periods may also generally not be taken within the first or last hour of a shift.

Managers and supervisors are responsible for managing break schedules and Mental Health Minnesota reserves the right to change break schedules, as necessary, to meet changing program operation needs.

Each employee is responsible for being punctual to and from rest periods/breaks. Failure to maintain punctuality returning from meal breaks may result in disciplinary action up to and including termination.

Employees who take a 30-minute unpaid meal break during their shift must clock out when they leave for their break, and clock in when they return. Employees taking a 15-minute rest period/break should not clock out for that time in the BambooHR system.

It is the policy of Mental Health Minnesota to provide a sound and flexible compensation program that will assist in attracting, motivating, and retaining qualified employees by establishing guidelines and controls that ensure fair, consistent, and competitive compensation and that help management provide salary administration for employees based on contribution/performance.

Payday

Mental Health Minnesota employees are paid twice each month, on the 15^th and last day on the month.  If a scheduled payday falls on a Saturday, Sunday or bank holiday, employees will be paid on the business day preceding the event. 

Salaried employees do not have a payroll lag. This means that salaried employees are paid up through the pay day for each pay period.

Hourly employees have a payroll lag period of one pay period to ensure accuracy in time clock records. This means that on the 15^th of each month, hourly employees are paid for hours worked between the 16^th and last day of the prior month. On the last day of each month, hourly employees are paid for hours worked between the 1^st and 15^th day of that month.

All employees are strongly encouraged to utilize the option of having their paychecks issued by Direct Deposit. Employees who elect not to utilize direct deposit will be issued a paper check, which will be mailed to the employee’s home address on file in BambooHR as close to the pay date as possible. If the direct deposit feature is not utilized, employees will be required to reimburse Mental Health Minnesota for the stop payment fee and cost of a replacement check if it is lost in transit or by the employee after receipt. Replacement checks will not be generated until at least ten (10) business days after the original mail date has passed.

Entry and Maintenance of Payroll Information

It is the employee’s responsibility to enter payroll information directly into BambooHR at the start of employment, as well as update information as needed, including address, telephone number, family status, withholdings, direct deposit details such as bank account or routing information or other required payroll information.

Payroll Deductions

Mental Health Minnesota will deduct Social Security taxes, Medicare taxes, and federal and state taxes from an employee’s pay each period per state and federal law.

Based on the needs of the organization, Mental Health Minnesota may occasionally mandate employees to work in excess of their normal scheduled work week. Hourly (non-exempt) employees are eligible for overtime for hours worked in excess of 40 hours per work week in accordance with the applicable laws and regulations.

The normal work week, for purposes of overtime, begins on Sunday and ends on Saturday.

Hourly employees shall be paid one and one-half their regular rate for all hours worked in excess of 40 hours in each work week. “Hours worked” means time actually spent on the job.  It does not include hours away from work due to unpaid breaks, any paid time off, unpaid personal leave, or any other reason.

Any anticipated overtime must be approved in advance by their manager. If an employee anticipates a need for overtime, they must contact their manager via email in advance for approval.

From time to time, due to the nature of the work, small increments of unanticipated overtime may be needed to complete a task. If this occurs, employees should notify their manager prior to their next shift.

Working overtime without receiving approval from the employee’s manager may result in discipline, up to and including termination.

Employees who are exempt from State and Federal overtime laws are expected to devote the time necessary for the satisfactory completion of their responsibilities without extra remuneration for hours over and above. Though some Mental Health Minnesota employees may have flexible schedules, “comp time” is not offered as a mechanism for addressing overtime.

In an effort to provide the greatest flexibility and choice for employees, Mental Health Minnesota does not provide group medical or dental insurance. Instead, Mental Health Minnesota provides additional pay in lieu of providing health/dental insurance to all employees who regularly work an average of 20 hours per week or more. This additional pay can be utilized to pay for health insurance premiums, deductibles, co-pays, or other health-care related costs as needed and as determined by the employee.

Additional pay in lieu of providing insurance varies by employee based on employment classification and the average number of hours worked per week and is recorded as taxable income for employees.

This benefit is paid out on the first payroll of each month (the15th of each month). For salaried employees, the monthly benefit paid is based on their Full Time Equivalent (FTE). For hourly employees, the benefit is calculated based on all hours worked during the prior month. Because this benefit is based on hours worked during a previous month, eligibility may vary. Please see table below for details based on employment role.

Mental Health Minnesota provides an Employee Assistance Program (EAP). This benefit is available to employees and others in their household at no cost, and services include individual and family counseling, financial counseling, caregiver consultation, legal consultation, financial planning consultation, disability claims service, and phone crisis counseling. It also provides a wealth of resources, webinars and more to help employees take care of themselves and their families through an online portal.

To access EAP services, employees should follow the instructions provided in the Employee Assistance Program Guide, which can be found here (using our company code of “MHealthMN”) or by contacting Human Resources.

Both salaried and hourly staff are allowed to participate In Mental Health Minnesota’s 401K plan. Contributions are made by payroll reduction, and both a pre-tax and an after-tax (Roth) option is available.

Plan entry dates are January and July of each year. In order to enter into the plan in those months, employees must have completed and submitted their enrollment form by the last day of the previous month (December 31 and June 30). Requests for an enrollment form should be made to Human Resources.

Any employee who has completed their 90-day Introduction Period prior to the enrollment form cut-off is eligible to participate in the plan, and vesting is immediate.

Mental Health Minnesota offers a match to employee contributions, which is currently set at a dollar-per-dollar match up to 4% of wages. On an annual basis, the Board of Directors may decide to increase — or decrease — that match. The Board of Directors may also, at its discretion, authorize a year-end additional contribution to employees that does not require a match.

The 401K plan is operated through an authorized agent who completes all reporting. The investment advisor is available on a limited basis to all participating employees, free of charge, to assist them with retirement planning.

Remote work allows employees to work at home or another location for all or part of their work hours. The default status for all Mental Health Minnesota employees is in-office work. Mental Health Minnesota allows for remote work on a limited basis based on a number of factors, including employee classification, role, and ability of employees to meet goals and objectives. Remote work may be appropriate for some employees and roles but not for others. Mental Health Minnesota reserves the right to require employees to work part or all of their work hours in the office, and also reserves the right to eliminate an existing remote work/telecommuting agreement for any employee at any time.

Call center staff (i.e. Warmline Counselors, 988 Lifeline staff, Supervisors, etc.) who are not working overnight shifts are required to work at the Mental Health Minnesota office to ensure that adequate cross-program supervision and support can be provided.

Overnight staff working for the 988 Suicide and Crisis Lifeline service are able to work remotely but must sign a remote work agreement to ensure that they are able to meet all remote work requirements.

All other organizational staff are required to work in the office during their working hours unless a specific arrangement is made.

If remote work has been deemed potentially appropriate for an employee’s position, a remote work agreement must be put in place. Remote work may be for a set period of time or may not have a defined end date. Managers will evaluate remote work requests on a case-by-case basis, based on the specific requirements of the department involved and the needs of the team and the organization. All remote work agreements must be signed by the employee, their Manager and the Executive Director/CEO.

Remote work days for staff (outside call center staff) should be consistent and reflect regularly scheduled hours. While some flexibility is allowed, the employee must agree to work set hours as much as possible. Generally, scheduled remote days must be set and cannot be “traded” for other days in a given week based on employee or organizational need.  Staff not working in call centers may also request occasional remote work based on specific situations (ex. appointment, event, travel, weather-related issues, etc.). Those requests must be directed to the Executive Director/CEO.

While working remotely, employees must adhere to all conditions in the Employee Handbook. All company policies around conduct, confidentiality, paid time off, etc., continue to apply regardless of location. 

To ensure the success of remote work arrangements, remote work conditions (i.e. availability, communication response, etc.) should emulate in-office conditions. Employees must follow the agreed upon work schedule, meet deadlines and uphold high-quality standards. 

Work Materials and Environment: 

• Employees working remotely are expected to have an internet connection that allows them to meet job requirements. Public WiFi networks may not be used at any time for employees working as part of any Mental Health Minnesota direct services, including call center operations and other client support, or for any employees accessing Mental Health Minnesota’s secure sites or databases.
• Mental Health Minnesota will provide remote employees with specified equipment that is essential to their job duties. Equipment supplied by Mental Health Minnesota is to be used for organizational purposes only.
• Mental Health Minnesota is not responsible for expenses associated with working at home, including heating/cooling, electricity, internet or phone service. 
• Remote employees are expected to keep their workspace free of safety hazards and distractions. Employees providing direct services (ex. 988, Warmline, Helpline, peer support services, etc.) must have a private space to work where their interactions cannot be viewed/heard or interrupted by others.
• Remote employees cannot be the sole caregiver for another individual in the home while working.
• Remote employees may be asked to log into Zoom meetings to connect with a Manager or Supervisor at any time during a scheduled shift. 
• When utilizing remote meetings with clients/service users, the employee may be required to use an approved Mental Health Minnesota background.
• Employees are expected to identify a location/address for requested remote work. An employee who wishes to work remotely from a location not initially identified in the Remote Work Agreement must obtain permission in advance from their Manager to do so to ensure that remote working conditions outlined in the agreement can be met.

Confidentiality and Data Privacy:

Remote employees are expected to take proper measures to ensure the protection of company data, proprietary information and assets. Employees must:

• Ensure the security of internet connections (e.g. use a VPN, use public WiFi is prohibited, etc.)
• Protect organizational equipment (e.g. keep safe from spills, theft, etc.)
• Ensure the safety of information and materials (e.g. keep confidential documents and data/personal information about individuals in locked filing cabinets, etc.)

Temporary remote work may be made available in the event of an emergency (i.e. severe weather, public health emergency, facility issue) to ensure availability of services. The decision to allow staff to temporarily work remotely will be made by the Executive Director/CEO or their designee, and does not require a Remote Work Agreement, although any employee working remotely is expected to adhere to the expectations outlined in the remote work policy.

Mental Health Minnesota reserves the right to require an employee to work in the office or off-site location on a regularly scheduled remote workday if needed.

The ability to work remotely for any determined period of time shall not create any rights or expectations that Mental Health Minnesota will approve subsequent requests. Mental Health Minnesota may terminate or change remote work assignments and conditions based on operational needs or if performance, disciplinary, safety, or an information security issue arises.

To initiate a request for remote work, eligible employees must complete a Remote Work Agreement in BambooHR. Remote work opportunities should not be assumed by any employees and must not begin until the Remote Work Agreement is fully executed.

If any employee sustains an injury or illness arising out of or in the course of employment, they may be eligible for Worker’s Compensation benefits. Subject to applicable legal requirements, workers’ compensation insurance will help to pay for medical care and lost wages resulting from job-related injury or illness.

Any employee who sustains a work-related injury or illness must inform their Manager immediately, and may need to fill out a report. 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.

Neither Mental Health Minnesota nor the 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 Mental Health Minnesota.

Mental Health Minnesota provides generous Paid Time Off to employees regardless of full-time or part-time status. Taking time off is important for overall well-being and work-life balance, and employees are encouraged to make use of their Paid Time Off.

All Mental Health Minnesota employees (salaried and hourly) are eligible to accrue Paid Time Off, including Earned Sick and Safe Time (ESST), Vacation Time and Holiday Time. Paid Time Off hours begin to accrue immediately, but Mental Health Minnesota does have a 90-day Introductory Period before some accrued hours can be used by the employee. Accrual of Paid Time Off varies by employee and may be based on factors such as employment classification, average number of hours worked per week and years of service.

Employees may only use Paid Time Off to receive compensation for time and period during a day that the employee would have worked if they had not taken the time off.  For example, employees who regularly work 30 hours a week and take a week off (ESST or Vacation Time) may only expend 30 hours of their accrued time off for that week. In another example, if an employee is normally scheduled for a four-hour shift on a given day, they may not request Paid Time Off for more than four hours on that day. Employees may only use Paid Time Off in increments of one hour or more. 

Accrued hours for Earned Sick and Safe Time (ESST), Vacation Time and Holiday Time are not paid out upon termination or resignation of employment for any employee.

The process and required timelines for requesting Paid Time Off may vary by position and type of Paid Time Off. Further information can be found within specific Paid Time Off policies. Given the 24/7 operation and nature of our work, Mental Health Minnesota may not be able to fully grant all time off requests. If a request for Paid Time Off is denied, the employee is expected to work as scheduled, and Unpaid Time Off may not be substituted.

Earned Sick and Safe Time (ESST) is designed to be used for the sick and safe time needs for employees and their immediate family (including illness, doctor’s visits, etc.). This policy is consistent with local and state requirements, and in some cases exceeds those requirements.

All salaried and hourly staff earn ESST at the same rate of .04 hours of ESST for each hour worked. However, the maximum number of hours that can be accrued vary based on average hours worked per week as follows:

ESST Requests

Mental Health Minnesota asks employees to notify the organization as early as possible when using ESST (ex. for doctor’s visits), so that services are not left uncovered.

In situations where the use of ESST is foreseeable (ex. for medical appointments or treatments), ESST must be requested and approved by the Manager prior to use so proper coverage may be obtained.

When the use of ESST is unexpected, we expect you to give us the longest possible notice of your absence.  In the event that an employee is unable to report to work on any scheduled workday or is unable to report to work on time, they are expected to notify their manager by telephone or email as soon as possible (at least 60 minutes prior to the start of the scheduled shift). Call center staff must also notify the supervisor on duty of their absence or tardiness. If you do not inform the supervisor or their designee, your absence will be considered an unapproved, unscheduled absence.

In addition to providing notice of ESST use prior to a scheduled shift or workday, employees must properly request use of ESST time immediately upon return within the BambooHR system. Requesting use of ESST in BambooHR does not relieve the employee of responsibility for notifying the Manager and/or Supervisor prior to the shift or workday.

The employee must contact their Manager and Supervisor on each additional day of absence. Mental Health Minnesota may request documentation for ESST requests that encompass more than three days.

ESST can be used as soon as it is accrued, with no waiting period. However, employees may not use ESST if they have given or received notice of separation from employment at Mental Health Minnesota.

If an employee plans to utilize ESST for a foreseeable event (ex. a scheduled appointment), assisting their manager in finding coverage for that time is appreciated, although not required. However, assistance in finding coverage for use of ESST is not required of employees.

Mental Health Minnesota provides generous Paid Time Off, including Vacation Time, to employees regardless of full-time or part-time status. Taking time off is important for overall well-being and work-life balance. Vacation time is designed to be used to provide Mental Health Minnesota employees with planned time off that is not ESST-related.

Employees will begin accruing vacation time immediately and may use it upon accrual (with Manager approval). In no case may an employee go into arrears (i.e. negative balance) in Vacation Time.

All salaried and hourly staff earn Vacation Time, although the accrual rate and maximum hours of accrual allowed varies based on employment classification, average number of hours worked per week, length of continuous employment with Mental Health Minnesota as follows:

Vacation Time Requests

Mental Health Minnesota asks employees for as much notice as possible when making requests for vacation time. Approval of vacation time should not be assumed until the employee is notified that their request has been approved by their manager or Executive Director/CEO.

Requests for Vacation Time are to be submitted through BambooHR with as much advance notice as possible, allowing adequate time for the employee request to be approved or denied. The staffing levels needed to serve program participants will be evaluated before permission is granted. A minimum of three days’ notice is required for all employee Vacation Time requests. Generally, four weeks’ notice is preferred to help ensure that service coverage is adequate, and employees are highly encouraged to plan ahead.

Approval or denial of a Vacation Time request will be made as quickly as possible. Approval of an employee’s Vacation Time request will depend on whether service levels can be maintained. Employee requests for Vacation Time may be more likely to receive approval if they have worked to find coverage for their duties during their requested time off with an appropriate substitute.

If multiple requests are received for the same period, approval or denial of requests will be made based upon the submission date of the request and on required service levels.

Employees may only request Vacation Time for a day they would normally work, and only for the number of hours normally scheduled.

Vacation Time may not be requested or used after resignation or termination notice has been given. Vacation Time is not paid out upon termination of employment for any employee.

Mental Health Minnesota provides services 24 hours per day, 7 days a week, 365 days per year. In the interest of acknowledging the organization’s robust service offerings, as well as providing the opportunity for employees to celebrate diverse holidays as they wish, Mental Health Minnesota does not designate time off for specific holidays. Instead, the organization provides employees with time off to celebrate holidays as they choose.

Holiday Time is provided to employees after the employee’s Introductory Period (first 90 days of employment). The number of hours of Holiday Time provided to employees varies based on the average number of hours worked per week, as designated in BambooHR, as follows:

Holiday Time Requests

Mental Health Minnesota asks employees for as much notice as possible when making requests for Holiday Time. During certain times of the year, there may be a large number of requests for Holiday Time, and staffing levels must be maintained to serve program participants. Approval of Holiday Time should not be assumed until the employee is notified that their request has been approved by their Manager or Executive Director/CEO.

Requests for Holiday Time are to be submitted through BambooHR with as much advance notice as possible, allowing adequate time for the employee request to be approved or denied. The staffing levels needed to serve program participants will be evaluated before permission is granted. Generally, four weeks’ notice is preferred for all employee Holiday Time requests to help ensure that service coverage is adequate, and employees are highly encouraged to plan ahead.

Approval or denial of a Holiday Time request will be made as quickly as possible. Approval of an employee’s Holiday Time request will depend on whether service levels can be maintained. Employee requests for Holiday Time may be more likely to receive approval if they have worked to find coverage for their duties during their requested time off with an appropriate substitute.

In the event that multiple requests are received for the same period, approval or denial of requests will be made based upon the submission date of the request and on required service levels.

Employees may only request Holiday Time for a day they would normally work, and only for the number of hours normally scheduled.

Holiday Time may not be requested or used after resignation or termination notice has been given. Holiday Time is not paid out upon termination of employment for any employee.

Mental Health Minnesota provides parental leave of up to 12 consecutive weeks for employees who are natural or adoptive parents.

This leave must be taken within 12 months of birth or adoption, unless the child is required to remain in the hospital longer than the mother, in which case the leave must begin within 12 months of the date the child leaves the hospital. A minimum of 30 days notice is required to use parenting leave, though the start and end dates may be amended once leave is requested. A maximum of one parenting leave is allowed in one year, and the leave is per event, not per child (i.e. the birth or adoption of twins does not double the leave.)

Employees must use up to 50% of their paid ESST, vacation time, and holiday hours accrued for parental leave, and may use up to 100% of that time. After that accrued time is expended, an employee may extend the leave up to 12 weeks total with unpaid time. (Beginning in January 2026 this may change with the adoption of new statewide paid parental and family leave.)

Following any such leave, you will be returned to your former position (or a position of comparable duties, number of hours, and pay) unless otherwise negotiated, unless your employment has been terminated during the leave for reasons unrelated to the leave. You may return to part-time work during the leave without forfeiting the right to return to full-time work once the leave has ended. Mental Health Minnesota shall not in any way retaliate or take negative action related to a request for or use of parental leave.

An employee may be entitled to additional leave under Family and Medical Leave (FMLA) for a non-pregnancy related serious health condition.

Mental Health Minnesota follows applicable law with regard to nursing mothers/lactation and pregnancy accommodations. Pregnancy accommodations may include: more frequent or longer breaks, seated work, and limits on lifting over 20 pounds. Nursing/lactation accommodations include break times for expressing milk as well as a secure and private space in which to do so.

[See Minnesota Statute 181.939 Nursing Mothers, Lactating Employees and Pregnancy Accommodations]

Employees of Mental Health Minnesota may be eligible to take up to 12 weeks of unpaid Family and Medical Leave (FMLA) a year to handle a serious health issue, or to care for an immediate family member (spouse, child, or parent). It may also be used for employee to care for someone who is a covered military servicemember with a serious illness or injury, or to care for specified reasons related to that immediate family member’s deployment.

Employees may be eligible for job-protected leave under the FMLA if they have been employed by the Mental Health Minnesota for at least one year, have worked for 1,250 regular hours (exclusive of ESST or other paid time off) over the previous 12 months, and if at least 50 employees continue to be employed by the Mental Health Minnesota within 75 miles of the main office.

Employees must use up to 50% of their Paid Time Off accrued for FMLA and may use up to 100% of that time. After that accrued time is expended, an employee may extend FMLA for up to 12 weeks total with unpaid time.

A serious health condition is defined as an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that results in the employee’s or covered family member’s inability to work, attend school or perform other regular daily activities, as applicable. Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or a chronic condition that causes occasional periods of incapacitation and require treatment by a health care provider at least twice per year. FMLA may also be taken for domestic violence situations.

An employee must provide at least 30 days’ notice of the need to take FMLA when the need is foreseeable, or as soon as practicable if the need for leave is not foreseeable. Employees must also comply with normal call-in procedures. Employees must use regular call-in procedures for unforeseen FMLA, although such a call-in, without providing the reasons for the needed leave, will not be considered sufficient notice for use of FMLA and must be followed up upon. Employees must provide sufficient information for Mental Health Minnesota to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of the leave. If an employee fails to provide adequate information fails to explain the reasons for FMLA, the leave may be denied.

FMLA usually will be taken for a period of consecutive days, weeks or months. However, leave can be taken intermittently or on a reduced leave schedule when medically necessary due to a serious health condition of the employee or covered family member or the serious injury or illness of a covered servicemember. Leave due to qualifying exigencies may also be taken on an intermittent basis. Employees must make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt the employer’s operations.

This leave is separate from Parental Leave; it may not be combined with Parental Leave for the same instances, but may be added to it for a separate health condition. This leave may also be used, within the conditions of federal law, to care for a seriously ill immediate family member.

Leaves of absence taken in connection with any other Mental Health Minnesota leave policy or plan or with a workers’ compensation injury/illness shall run concurrently with any FMLA entitlement unless expressly stated as separate.

Mental Health Minnesota may require certification from a health care provider to support a request for FMLA. Sufficient information may include that the employee is unable to perform job functions, the family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military-related family leave. The employer may require a second or third medical opinion, at their expense, if they have reason to doubt the validity of the medical certification. Under the provisions of HIPAA, Mental Health Minnesota’s Human Resources Department, the CFO, or the CEO/Executive Director may contact the employee’s health care provider for authentication or clarification. Employees also must inform Mental Health Minnesota if the requested leave is for a reason for which FMLA leave was previously taken or certified. An employee may also be required to provide proof of the employee’s relationship to a family member for whom the employee seeks leave to care. Employees may be subject to disciplinary action if they engage in abuse of leave under this policy.

Mental Health Minnesota will inform employees requesting leave whether they are eligible under FMLA within 5 business days of the leave request, or if a request for clarification is requested, within 5 business days of receiving such information. If the employee is eligible, the notice must specify any additional information required as well as the employees’ rights and responsibilities, and confirm the amount of time off taken. If the employee is not eligible, Mental Health Minnesota will provide a reason for ineligibility. Mental Health Minnesota reserves the right to retroactively designate leave as FMLA with appropriate written notice to the employee, provided the organization’s failure to designate leave as FMLA- qualifying at an earlier date did not cause harm or injury to the employee.

As in the case with any other type of leave offered by Mental Health Minnesota, an employee may not perform work for another employer while FMLA (other than active-duty military leave). Taking or working at another job while on leave may be grounds for immediate termination of the leave and/or employment with Mental Health Minnesota.

All employees returning to work from FMLA taken because of their own serious health conditions that made them unable to perform their jobs must provide Mental Health Minnesota with medical certification confirming they are able to return to work. Mental Health Minnesota may delay restoration of employment until an employee submits a required certification. The certification itself might be a health provider’s statement or even a simple statement of an employee’s ability to return to work; however, Mental Health Minnesota may elect to provide the employee a list of the employee’s essential job functions and may require the employee to provide the list to the health care provider in making the fitness-for-duty determination.

At the end of FMLA, subject to some exceptions including situations where job restoration of “key employees” will cause Mental Health Minnesota substantial and grievous economic injury, employees generally have a right to return to the same or equivalent positions with equivalent pay, benefits and other employment terms. Mental Health Minnesota will notify employees in advance if they qualify as “key employees,” if it intends to deny reinstatement, and of their rights in such instances. Mental Health Minnesota shall not in any way retaliate or take negative action related to a request for or use of FMLA.

If an employee is unable to return to work at the end of FMLA leave, Mental Health Minnesota cannot continue to guarantee reinstatement to the original or equivalent job, unless additional protected leave or other actions are required by other applicable laws.

Use of FMLA leave will not result in the loss of any employment benefit that accrued prior to the start of an eligible employee’s leave. However, paid time off (including ESST, vacation time, and holidays) will not continue to accrue during the leave period; no payment in lieu of insurance shall be made during leave; no retirement contributions will be made during lave.

In addition to the basic FMLA entitlement discussed above, an eligible employee who is the spouse, son, daughter, parent or next of kin, as these terms are defined by each law, of a covered servicemember, as defined by each law, is entitled to take up 26 weeks of leave during a single 12-month period to care for the servicemember with a serious injury or illness, as defined by law. Leave to care for a servicemember shall only be available during a single 12-month period and, when combined with other FMLA qualifying leave, may not exceed 26 weeks during the single 12-month period. The single 12-month period begins on the first day an eligible employee takes leave to care for the injured servicemember.

FMLA is a complicated leave. Although Mental Health Minnesota has taken every effort to discuss the parameters of the leave here, there may be specific situations that are not covered and should eb discussed with Human Resources prior to taking leave. For more information on FMLA, please see https://www.dol.gov/agencies/whd/fmla.

Employees may take up to three consecutive days off with pay to arrange and attend the funeral of their father, mother, father-in-law, mother-in-law, sister, brother, sister-in-law, brother-in-law, spouse, partner, child, grandparent, or other close family member. This leave may also be available, at the discretion of Mental Health Minnesota, to arrange and attend the funeral of another person whose death has a substantial impact on the employee.

Employees should make requests for bereavement leave to their Manager.  Employees may be required to provide documentation related to the funeral to their Manager to collect bereavement pay.

If additional time off is needed, employees may request approval to use accrued vacation time. Unpaid time off may also be granted to allow employee to attend the funeral and make any necessary arrangements associated with the death.

Bereavement leave is per occurrence and not cumulative.

Every employee who is eligible to vote in an election has the right to be absent from work for the time necessary to appear at the employee’s polling place, cast a ballot, and return to work on the day of that election, without penalty or deduction from salary or wages because of the absence.

[See Minnesota Statute 204C.04 Employees; Time Off to Vote]

Employees can register to vote online or learn how to register to vote here:

https://www.sos.state.mn.us/elections-voting/register-to-vote

Mental Health Minnesota will grant employees time off from work when summoned to serve on jury duty or when subpoenaed or requested by a prosecutor to be a witness in court.  If an employee is summoned to jury duty, Mental Health Minnesota will compensate them at their regular rate of pay (for their regular work schedule) during jury duty service for up to two (2) weeks per calendar year.

If an employee is subpoenaed or requested to appear as a witness, Mental Health Minnesota will pay them at their regular rate of pay for time spent away from their scheduled hours of work.

The employee must provide a copy of the summons, subpoena, or prosecutor’s request to their Manager in order to be eligible for time off under this policy.  Employees are required to report to work as soon as they are excused from, or are otherwise not required to report to, jury duty. Mental Health Minnesota may request additional documentation of jury duty status.

If employees are required to serve jury duty beyond the period of paid jury duty leave, they may use any available accrued time (for example, vacation time) or may request an unpaid jury duty leave of absence.

Mental Health Minnesota reserves the right to request an employee seek a deferral of jury duty service within the limitations prescribed by applicable law.

All requests for military training leave must be submitted in writing to Human Resources at least ten (10) days before reporting for training duty unless military necessity prevents such notice, or it is otherwise impossible or unreasonable.

An employee who has been employed by Mental Health Minnesota for at least one (1) year and who is required to perform annual military training duty will be granted time off from work with pay for a period not to exceed ten (10) working days for one required training period per calendar year. An employee who has been with Mental Health Minnesota for less than one (1) year will be granted this time without pay unless applicable law dictates otherwise. A copy of the training orders must be given to Human Resources.

For unpaid periods of time, employees may use any available paid time off for the absence.

Mental Health Minnesota will grant active military service leave as necessary in compliance with all applicable state and federal regulations.  If an employee is ordered to active duty or enlistment, they must immediately discuss the military leave with your manager and the Executive Director/CEO.

Employees may take up to sixteen hours of unpaid leave per twelve-month period to attend school conferences or classroom activities related to their child if they cannot schedule the conferences or classroom activities during non-work hours.

When the leave cannot be scheduled during nonwork hours and the need for the leave is foreseeable, the employee must provide reasonable prior notice of the leave and make a reasonable effort to schedule the leave so as not to disrupt unduly the operations of the employer.

[See Minnesota Statute 181.9412 School Conference and Activities Leave]

At Mental Health Minnesota’s discretion, an Unpaid Personal Leave of Absence for a period of up to thirty (30) days may be available to employees who have completed six (6) months of continuous service. Mental Health Minnesota will consider these requests on a case-by-case basis.

Employees are encouraged to utilize all accrued/applicable Paid Time Off prior to an Unpaid Personal Leave of Absence.

Paid time off will not accrue during an Unpaid Personal Leave of Absence.

Reinstatement of active employment cannot be guaranteed to employees upon return from an Unpaid Personal Leave of Absence. In addition, because of the need to adequately staff organizational programs and services, employees returning from an Unpaid Personal Leave of Absence cannot be guaranteed the same number of work hours or the same shifts that they were working prior to the Unpaid Leave of Absence.

Employees on an Unpaid Personal Leave of Absence may be asked to return any property and/or equipment that belongs to Mental Health Minnesota prior to going out on leave.

Employees on an Unpaid Personal Leave of Absence will be contacted by their manager near the end of the leave to discuss reinstatement. If the employee does not respond to the manager to discuss reinstatement after a leave, it may be assumed that the employee has voluntarily resigned.

When possible, Personal Leave of Absence requests should be submitted 30 days prior to the commencement of the leave period, or as soon as practical so that it will not unduly disrupt organizational operations. Requests for an Unpaid Personal Leave of Absence should be initiated through the BambooHR system. For assistance in completing that form, please contact Human Resources.

Mental Health Minnesota maintains digital personnel files on all employees in accordance with applicable law. These records are the property of Mental Health Minnesota. Access to information contained in these files is restricted. Only officials and representatives of Mental Health Minnesota who have a legitimate reason to review the information in the file are allowed to do so.

In order for Mental Health Minnesota to successfully maintain complete and accurate employee records, it is your responsibility to notify us promptly and accurately of changes relating to your own personal information, including but not limited to:

• Home address
• Telephone number
• Marital status and number of dependents
• Emergency contact information
• Any required garnishments or deductions

Employees should update this information annually or as needed within the organization’s electronic records.

Minnesota state law provides you with certain rights with respect to your personnel records. [See Minnesota Statute 181.961 Review of Personnel Record by Employee]

In the course of organizational business and in support of pay and benefit administration, Mental Health Minnesota may collect certain personal information, including Social Security numbers and financial information (i.e. account/routing numbers for payroll purposes).

Mental Health Minnesota will take what it believes to be reasonable safeguards to protect the confidentiality of the personal information collected, including:

• Limit access to the Social Security numbers and financial information collected to only to appropriate persons;
• Prohibit unlawful disclosure of the Social Security numbers collected;
• Review these safeguards on a regular basis.

Work Performance

All employees are expected to meet Mental Health Minnesota’s standards of work performance; to maintain high standards of cooperation, punctuality, attendance, efficiency, and personal conduct; and to follow the policies and procedures of Mental Health Minnesota. On occasion, there will be situations in which an employee may not be performing up to the standards required for their position. A performance problem exists when some area of an employee’s performance does not meet expectations. The problem can occur either in technical skills, work habits, or conduct.

Once a performance problem or unsatisfactory work situation surfaces, it is important to confront the situation promptly and to seek improvement. A Manager should not wait for an annual performance review meeting to address poor performance issues. How the situation is handled will depend on the individual and the issue involved. Sometimes, just making an employee aware of any concerns is enough. In other cases, to bring about improvement, it may be necessary to follow up with further discussions, initiate a performance improvement plan or to start the more formal progressive disciplinary process.

When dealing with an employee’s performance, conduct, or other issue, the following steps may be followed as appropriate: oral counseling, performance improvement plan, written warning, final warning, and termination. However, depending upon the issue, a progressive approach may not be appropriate and a higher level of discipline, up to and including termination, may occur.

Performance Reviews

Because feedback and communication about employee performance can be valuable to both Mental Health Minnesota employees and the management, Mental Health Minnesota strives to engage in regular performance reviews.

Mental Health Minnesota performance reviews provide feedback to employees on their performance and provide a formal opportunity for dialogue with their Manager. Mental Health Minnesota will provide an initial performance review approximately 90 days after the start of employment. Mental Health Minnesota will then strive to complete a performance review for each employee every year.  Performance review schedules may vary depending on position, and do not guarantee a pay increase.

All employees are an at-will employee of Mental Health Minnesota. Employees and Mental Health Minnesota each have the unilateral and unqualified right to terminate the employment relationship at any time, for any reason not prohibited by law, with or without cause or notice.

Although not required to do so because of the at-will nature of your employment, Mental Health Minnesota asks that employees provide written notice of their resignation at least two weeks in advance to both their Manager and Human Resources. In the case of supervisory and management staff, a four-week notice is requested. Normally an employee is expected to work during the notice period. Doing so will give Mental Health Minnesota the opportunity to hire a replacement and have the resigning employee’s work turned over in a conscientious manner. 

By the last day of employment, employees must:

• Return all Mental Health Minnesota property.  “Mental Health Minnesota property” refers to any items provided to employees by Mental Health Minnesota for use during their employment, including keys/keycards, parking passes, equipment, documents, or any tangible items that remain the sole property of Mental Health Minnesota;
• Provide any changes or updates to their contact information within BambooHR or by contacting Human Resources;
• Ensure that their final time records are complete and accurate.

Employees will receive their final pay in accordance with applicable law. Mental Health Minnesota regards the last day that an employee works as the last day of their employment despite any payments made.

Vacation Time and Holiday Time may not be requested or used after resignation or termination notice has been given. Accrued hours for Earned Sick and Safe Time (ESST), Vacation Time and Holiday Time are not paid out upon termination or resignation of employment for any employee.

If an employee’s mailing address changes after they separate from employment, it is their responsibility to notify Mental Health Minnesota so that Mental Health Minnesota may send any relevant information to the proper address. 

Depending on an employee’s termination, they may be eligible for state unemployment benefits. For more information, contact the Minnesota Unemployment Insurance Office.

Mental Health Minnesota’s network, computers and software are tools to enhance productivity and performance. The following operating rules and procedures are designed to ensure that each employee is aware of what is considered appropriate use of Mental Health Minnesota’s technology, privacy expectations and possible consequences. These policies procedures may be amended from time to time as necessary.

Access

• Access to information is based on a “need to know” basis.
• Employees are permitted to use only the networks, accounts, and devices issued to them by Mental Health Minnesota management and should not attempt to access any data or programs contained on Mental Health Minnesota systems for which they do not have authorization or explicit consent.
• Employees should not divulge any access information to anyone not expressly authorized to receive such information.
• Employees must not share their personal authentication information, including account passwords or similar information or devices used for identification and authentication purposes.

Internet 

• The Internet must not be used to communicate Mental Health Minnesota confidential or internal information unless the confidentiality and integrity of the data are ensured, and the identity of the recipient(s) is established prior. 
• Use of the Internet with Mental Health Minnesota networking or computing resources must only be used for business-related activities. Unapproved activities include, but are not limited to: 
  • Recreational games, 
  • Streaming media,
  • Personal social media,
  • Accessing or distributing pornographic or sexually oriented materials,
  • Attempting or making unauthorized entry to any network or computer accessible from the Internet. 
  • Or otherwise violate any other Mental Health Minnesota policies.
• Access to the Internet from outside the Mental Health Minnesota network using a Mental Health Minnesota owned computer must adhere to all the same policies that apply to use from within Mental Health Minnesota facilities. 

Authentication/Passwords

• All employees are required to maintain the confidentiality of personal authentication information. 
• Any group/shared authentication information must be maintained solely among the authorized members of the group. 

Security

• Employees should log off from applications or network services when they are no longer needed. 
• Employees should log off or lock their workstations and laptops when their workspace is unattended.
• Passwords must not be posted on or under a computer or in any other physically accessible location.
• Only authorized applications may be used for sharing, storing, and transferring confidential or internal information. These applications are subject to change and depend on the service provided.

Hardware and Software

• All hardware must be formally approved by the before being connected to Mental Health Minnesota networks.
• Software and applications installed on Mental Health Minnesota equipment must be approved by the Executive Director/CEO and installed by Mental Health Minnesota personnel.
• All Mental Health Minnesota assets taken off-site should be physically secured at all times. Lost or stolen property must be reported as soon as possible to management.
• Employees must not allow family members or other non-employees to access Mental Health Minnesota’s hardware or software. 

Use of Personal/Mobile Devices

• Employees may not use your personal equipment for Mental Health Minnesota work without prior written request and permission. The use of personally owned devices must be in compliance with all other Mental Health Minnesota policies.
• Mental Health Minnesota reserves the right to revoke personally owned mobile device use privileges in the event that an employee does not abide by the requirements set forth in this policy.

Privacy

• Information created, sent, received, or stored on Mental Health Minnesota hardware or software is not private and may be accessed by Mental Health Minnesota management at any time without the knowledge of the user or resource owner.
• Mental Health Minnesota may log, review, and otherwise utilize any information stored on or passing through its systems.
• System Administrators and other authorized Mental Health Minnesota employees may have privileges that extend beyond those granted to standard employees. Employees with extended privileges should not access files and/or additional information that is not explicitly required to carry out an employment-related task.

Email and other electronic communication play a critical role in today’s business environment. As such, Mental Health Minnesota has installed a computer network, hardware and software, internet access and an e-mail system to provide its employees with this business advantage and to increase the effectiveness of our delivery of services to our program participants.

These technologies are organizational tools. As such, they are not provided to our employees for any purpose(s) other than business-related uses. In addition, employees should be aware of their responsibility to use these tools in a way that ensures effectiveness of organizational programs and services and respects the privacy and confidentiality of program participants.

Email Use

Each employee of Mental Health Minnesota is assigned an organizational email address. All organizational communication should go through this primary channel of communication.

A text message or an email from a personal email account sent to a manager is not sufficient communication and should only be utilized for urgent matters. If an employee contacts their manager (or vice versa) via text message about an urgent matter, an email follow-up through the organizational email channel is required.

Employees of Mental Health Minnesota should also review the following related to email communication:

• Employees are responsible for the accounts assigned to them and for the actions taken with their accounts. 
• Employees should only send confidential information using approved secure electronic messaging solutions. 
• Employees should not use personal email accounts to send or receive Mental Health Minnesota confidential information.
• Any e-mail messages you send or receive using Mental Health Minnesota’s email platform are not private and Mental Health Minnesota may access, monitor, read, and/or copy those messages at any time for any reason.
• Auto-forwarding electronic messages outside the Mental Health Minnesota internal system is prohibited. 
• Electronic communications should not misrepresent the originator or Mental Health Minnesota.
• Accounts must not be shared without prior authorization from Mental Health Minnesota Management, except for calendars and related calendaring functions.
• Employees should use caution when responding to, clicking on links within, or opening attachments included in electronic communications. Phishing is a type of social engineering attack often used to steal user data. Clicking on a link from an apparently reputable can result in infection of the device and overall network.
• Employees should not disclose confidential or internal information in Out of Office or other automated responses, such as employment data, internal telephone numbers, location information or other sensitive data.
• Any personal use of Mental Health Minnesota provided email should not:
• Involve solicitation.
• Be associated with any political entity.
• Have the potential to harm the reputation of Mental Health Minnesota.
• Forward chain emails.
• Contain or promote anti-social or unethical behavior.
• Violate local, state, federal, or international laws or regulations.
• Result in unauthorized disclosure of Mental Health Minnesota’s confidential information.
• Or otherwise violate any other Mental Health Minnesota policies.

Use of Other Electronic Communication

Use of any electronic communication by employees in the course of their work must be professional in nature, respect the privacy and confidentiality of program participants, and honor Mental Health Minnesota’s mission, vision and values. This includes email, text, online chat, video conferencing and any other electronic communication used by employees.

At no time should employees share confidential information or data in online chats or text messages. In addition, employees are expected to show respect to other employees, volunteers, and program participants at all times.

Misuse of email and/or electronic communication will result in disciplinary action up to and including termination. Anyone who is aware of problems with, or misuse of, email and/or electronic communication should report this to their manager and/or Human Resources. Because no two situations are identical, Mental Health Minnesota reserves the right to determine the appropriate discipline for any particular set of circumstances.

Mental Health Minnesota recognizes that the internet provides unique opportunities to participate in interactive discussions and share information using a wide variety of social media, blogs, etc. However, use of social media also presents certain risks and carries with it certain responsibilities.

To assist employees in making responsible decisions about social media use, organizational guidelines have been established. Generally, the same laws, professional expectations, and guidelines for interacting with employees, volunteers, and program participants apply online as with other communications, media and face-to-face situations. Ultimately, employees are personally responsible for what they post online.

Mental Health Minnesota’s guidelines are as follows:

• Always be fair and courteous when speaking about Mental Health Minnesota, its employees, volunteers, and program participants, whether by name or implication.
• When discussing Mental Health Minnesota or Mental Health Minnesota-related matters, employees should make it clear that they are speaking for themselves and not on behalf of Mental Health Minnesota, unless they have been explicitly approved to do so.
• Employees should not misrepresent their role at Mental Health Minnesota.
• Creating any public social media account intended to represent Mental Health Minnesota, including accounts that could reasonably be assumed to be an official Mental Health Minnesota account, requires the permission of the Mental Health Minnesota Executive Director/CEO.
• Personal information belonging to clients, callers or donors may not be published online, including the content of any client/caller interactions.  
• Confidential information, internal communications, and non-public financial or operational information may not be published online in any form.
• Content posted online should not violate any applicable laws (i.e. copyright, fair use, financial disclosure, or privacy laws).
• The use of discrimination (including age, sex, race, color, creed, religion, ethnicity, sexual orientation, gender, gender expression, national origin, citizenship, disability, or marital status or any other legally recognized protected basis under federal, state, or local laws, regulations, or ordinances) in published content that is affiliated with Mental Health Minnesota will not be tolerated.
• Communications made with respect to social media should be made in compliance with all applicable Mental Health Minnesota policies.
• Employee use of blogs or social networking sites during work time should be limited to business purposes only.
• Personnel are personally responsible for the content they publish online.

Any conduct related to social media use that adversely affects an employee’s job performance, the performance of fellow employees, or that otherwise adversely affects program participants, volunteers, persons who work on the behalf of Mental Health Minnesota, or Mental Health Minnesota’s legitimate business interests may result in disciplinary action up to and including termination.

Employees should be cautioned that they retain no expectation of privacy with regard to use of social media on equipment owned or operated by Mental Health Minnesota.

Mental Health Minnesota recognizes that employees may be required to travel or incur other expenses from time to time to conduct organizational business and to further the mission of this non-profit organization. Board members and other volunteers are not eligible for expense reimbursement under this policy.

The purpose of this Policy is to ensure that adequate cost controls are in place, travel and other expenditures are appropriate, and that a uniform and consistent approach is used for the timely reimbursement of authorized expenses incurred by employees. It is the policy to reimburse only reasonable and necessary expenses to accomplish the business of the organization. When incurring business expenses, Mental Health Minnesota expects employees to:

• Exercise discretion and good business judgment with respect to those expenses.
• Be cost-conscious and spend Mental Health Minnesota’s money as carefully and judiciously as the individual would spend their own funds.

Allowable Travel Expenses

Employee travel must have prior approval from their Manager or the Executive Director/CEO. Allowable travel expenses include airfare, ground transportation, parking/tolls, public transportation, lodging, mileage, and meals/incidentals paid via a per diem rate.

Airfare, Ground Transportation, Parking/Tolls, Public Transit and Lodging

Airfare, ground transportation, parking/tolls, public transportation, and lodging are paid by the organization based on actual cost. Unless granted an exception by the Executive Director/CEO, these expenses must be paid via an organizational credit card, not by employees themselves. Documentation is required for any expenses paid by the employee to request reimbursement for these expenses.

Mileage

Employees are compensated for use of their personal cars when used for Mental Health Minnesota business. When individuals use their personal car for such travel, including travel to and from the airport, mileage will be allowed at the currently approved IRS rate per mile.

Mileage should be calculated based on the shortest distance between the Mental Health Minnesota office and the destination. Travel to multiple destinations within the same day/trip should be calculated based on actual mileage between locations. Mental Health Minnesota reserves the right to request documentation of actual miles traveled (ex. map document).

Example #1: Employee travels to the airport. The distance between the office and the airport is 6.5 miles. The employee would be eligible to request mileage reimbursement for a total of 13 miles (6.5 miles each way) at 65.5 cents per mile, for a total of $8.52.

Example #2: Employee travels to an event at Saint Paul College, then to the State Capitol for a meeting. Mileage would be calculated based on travel from the office to Saint Paul College (4.8 miles), from Saint Paul College to the State Capitol (.8 miles), and from the state Capitol to the office (5.5 miles). The total mileage for this travel would be 11.1 miles at 65.5 cents per mile, for a total of $7.27.

Meals and Incidental Expenses

Employees will be compensated for Meal and Incidental Expenses (M&IE) during required travel via an annually determined per diem rate. The organization will pay in-state travel per diem rates (for travel within Minnesota) based on employee activity and time spent traveling/attending an event. Additional information and actual per diem rates can be found outlined below.

• Overnight Travel: The full per diem rate will be provided to employees for full travel days. The per diem rate for days of actual travel to and from the location will be paid at the First and Last Travel Day per diem rate.

• Non-Overnight Travel: If the employee is required to travel for work and/or attend an event on behalf of the organization, the employee will receive the First and Last Travel Day per diem rate as follows:
  • Full Day Travel/Event Attendance: Employees who are traveling and/or attending an event on behalf of an organization for at least eight (8) hours will receive the full First and Last Travel Day per diem rate.
  • Partial Day Travel/Event Attendance: Employees who are traveling and/or attending an event on behalf of the organization for at least four (4) but less than eight (8) hours will receive 50% of the First and Last Travel Day per diem rate. Employees traveling for purposes other than required meetings or events (ex. running errands on behalf of the organization) are not eligible for a per diem rate.
  • Travel/Event Attendance at Organization Events: If meal(s) are provided by the organization for the employee (ex. at an organization-sponsored event or fundraising activity), the employee will not be eligible for a per diem rate for that event or activity.

Examples of Per Diem Rate Calculations:

• Example #1: An employee helps staff an event or booth for part of a day (4 to 8 hours). The employee is eligible for the Partial Day Travel/Event Attendance Per Diem Rate ($22.13).
• Example #2: An employee helps staff an event or booth for a full day (8 hours or more). The employee is eligible for the Full Day Travel/Event Attendance Per Diem Rate ($44.25).
• Example #3: An employee travels to event, stays overnight, and returns the following day. The employee is eligible for Two (2) First and Last Travel Day Per Diem Rates ($44.25/day x 2 days).
• Example #4: An employee attends a conference in Minnesota that is two days long, and must stay overnight for two nights.
  • Day 1 (travel day to the conference/first overnight): First and Last Travel Day Per Diem Rate ($44.25)
  • Day 2 (full day/second overnight): Overnight Travel Per Diem Rate ($59)
  • Day 3 (final day/travel day): First and Last Travel Day Per Diem Rate ($44.25)
  • Total Per Diem Allowed for Employee for Conference: $44.25 + $59 + $44.25 = $147.50
• Example #5: An employee attends an evening fundraising event hosted by Mental Health Minnesota where food is provided. The employee would be able to request reimbursement for mileage from the office to the event but would not receive a per diem.

Meals and Incidental Expenses (Out-of-State Travel): Per diem rates for travel outside the state of Minnesota will be determined based on location, as determined by the U.S. General Services Administration. The full per diem rate will be provided to employees for full travel days. The per diem rate for days of actual travel to and from Minnesota will be paid at the First and Last Travel Day per diem rate. Per diem rates for travel outside of Minnesota can be looked up on the U.S. General Services Administration website.

Process for Reimbursement:

Expense reports for mileage or other travel reimbursement and per diem requests must be submitted to the Executive Director/CEO for approval within 30 days. Expenses will not be reimbursed unless the individual requesting reimbursement submits a reimbursement request.

Reimbursement requests will be paid within 30 days of an employee request. Reimbursements for travel under this policy are provided through the organizaion’s payroll system.

Expenses incurred for mileage, airfare, ground transportation, parking/tolls, public transit and lodging are reimbursable based on actual expenses incurred and pre-approved, and are not considered taxable income. Per diem rates paid to the employee are considered taxable income and will be treated as such by the organization. It is the responsibility of the employee to maintain receipts and determine any eligibility for income tax deductions.

Any requests for exceptions to the travel policy should be brought to the Executive Director/CEO.