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State of Rhode Island
Employee Handbook

 

State Anchor Inverted
Governor Gina Raimondo

Governor Gina Raimondo


As an employee of the State of Rhode Island, you are one of many dedicated individuals who have chosen a career in public service. I appreciate how so many of you look at the challenges facing Rhode Island and find ways of innovating, problem-solving, and going above and beyond the call of duty. We are all motivated by a desire to work hard, make a difference and improve the quality of life for the people of Rhode Island.


While our work may be varied and diverse, collectively it is our mission to design a government that meets people where they are -- by delivering meaningful services in person and online. We are all working toward this common goal, and I thank you for your commitment to Rhode Island!


Governor Gina Raimondo Signature

REOPENING RI: STATE EMPLOYEE TOOLKIT


The State of Rhode Island has been working hard to make sure state employees have the tools they need to navigate the workplace in a COVID-19 world. As we move past weathering the storm and toward reopening the economy, safety and awareness are key to protecting yourself and others in the workplace. Below, you’ll find tools to help you find your way.

Below is a brief overview of the temporary community mitigation measures in place for Phase 1. For more detailed information about Human Resources policies, Frequently Asked Questions, and past communications, please visit www.hr.ri.gov.

Suggestions? Email us at doa.hrcontact@hr.ri.gov.

WHAT HAS CHANGED?


Weathering The Storm

We've developed a robust emergency response to an unprecedented public health crisis.

  1. The Rhode Island Department of Health and Department of Administration created a Rapid Response Team to immediately launch into action when a state employee tests positive. (See below.)
  2. Verbal health screenings are in place at all high-traffic facilities on state campuses.
  3. The State has offered teleworking and other flexible work arrangements to more state employees than ever before.
  4. The federal Families First Coronavirus Response Act (FFCRA) offers time off for eligible state employees who are directly impacted by COVID-19.

WHAT DOES PHASE 1 LOOK LIKE FOR THE EXECUTIVE BRANCH?


Do you work in a congregate, office, lobby or outdoor setting? See the latest Guidance Matrix for Phase 1.



One of the most common questions we receive: “Are you bringing people back to work in Phase 1?”
In Phase 1, those who are already teleworking in an office setting should stay at home. Specific services inside and outside of state government are being allowed to slowly reopen, and a limited number of employees may return for these purposes. If you fall into this category, you will be notified by your agency director or supervisor.



Lobby Guidelines

Please refer to the State Agency Lobby Guidelines for Phase 1 in English and Spanish




Movement and Activity


Flexible Work Arrangements

Talk to your supervisor to see if you may be a good candidate to participate in a modified work schedule or remote work.


Remote Tools

  • Videoconferencing: Need to set up a meeting where you can review materials while sharing your screen? Try Zoom. It’s free for up to 40 minutes per meeting!
  • Outlook – Office 365: Did you know that you can access your email from any web browser, even if you don’t have your state-issued device or application? Easy access to email from remote locations can help you stay on top of your daily responsibilities and continue your work to provide critical services to Rhode Islanders. (Note: Checking email via the web should be in accordance with State Policy if executed on personal devices. Users should not conduct business with sensitive data (PII, PHI) on personal devices.)
  • Other Office 365 Tools: Talk to your supervisor about other collaboration tools through Office 365. Installation will be based on available resources.
  • Laptops + Other Mobile Devices: The State’s Division of Information Technology (DoIT) has been working with your agencies to ensure that employees who can telework have the tools they need to maintain productivity.

Travel Restrictions Status

All state-sponsored travel is suspended through May 2020. The following exceptions to the travel suspension are allowable with the signed permission of the Personnel Administrator:

  1. Travel deemed critical to maintaining operations of government;
  2. Travel related to COVID-19 management and public health efforts;
  3. Court-ordered travel; and
  4. Travel deemed necessary for public health and safety

Check back for updates here.



Public and Workplace Safety


Daily Health Screenings

We have instituted self-screening stations and verbal health screenings across our State campuses. Each day when you enter your building, you will see or be asked questions about your travel patterns and any potential COVID-19 symptoms you may have. Click here to see a list of questions.


Where do I pick up a mask?
The State has purchased a washable cloth mask for members of the Executive Branch. Talk to your supervisor about how to retrieve a mask.

Face coverings are not required when workers can easily, continuously, and measurably maintain at least a six-foot distance between themselves and other workers. Even in those cases, masks must be worn in circulation and common areas of every workplace, including entrances and exits, check-in, registration, reception, waiting areas, hallways and corridors, bathrooms, break rooms, time clock areas, elevators, stairways, etc.

We care about your health and safety, so it’s important that you wear a mask as required under the law. If you do not have a condition which prevents you from safely wearing a mask and you do not follow the rules, you may be subject to disciplinary action.

Want to purchase or make your own? No problem. Visit https://commerceri.com/masks/.



Monitoring

What happens if someone in my workplace tests positive?
The State has put stringent measures – including a Rapid Response Team (RRT) – in place to ensure our work environment is safe. Whenever an employee tests positive, he or she must notify their supervisor immediately and call the Human Resources Disability Management Unit (DMU) phone number: 401-574-8401. DMU will walk the employee through the process and launch the RRT into action to ensure your agency can quickly, safely and efficiently manage the required processes and procedures when an employee or other individual has tested positive and been in the workplace. This includes any additional required cleaning, which must follow Centers for Disease Control and Prevention (CDC) infection control standards.

It should be noted, however, that wearing a mask, using social distancing and exercising proper hand hygiene are the most important measures you can take to protect yourself.

But don’t take it from us – hear it straight from our own public health expert, Dr. James McDonald.



Still have questions? Take a look at our FAQ.

Have questions about State service? We are here to help!

Contact Us PDF Handbook

Rhode Island State Agencies

Below are each of the Executive Branch state agencies and a summary of the services they provide to the citizens of Rhode Island.

Department of Administration

The Department of Administration was created in 1951 to consolidate and centralize finance, purchasing and management aspects of state government. It maintains two primary functions: the delivery of core business services and oversight of state agency operations. It is the goal of the Department to deliver services to agencies through processes that are predictable, equitable, efficient and cost-effective so that all Executive Branch agencies can best serve Rhode Islanders. Core business services include the Division of Human Resources, Enterprise Technology Strategy & Services (ETSS), the Division of Capital Asset Management and Maintenance (DCAMM), and the Division of Purchases. Additionally, the Department’s Office of Management and Budget (OMB), Office of Diversity, Equity and Opportunity (ODEO), Division of Statewide Planning, Office of Accounts and Control, and Legal Services Office serve the Department’s mission to deliver strategic and effective oversight and accountability of agency operations. Specialized business units within the Department include the Office of Energy Resources and HealthSource RI, the state-run health exchange.

Department of Administration
Department of Business Regulation

Department of Business Regulation

The Department of Business Regulation’s primary function is to implement state laws mandating the regulation and licensing of designated businesses, professions, occupations and other specified activities. The department is composed of five divisions and Central Management, which includes the budget, regulatory standards, compliance and enforcement. The respective divisions are: Banking, Securities, Insurance, Building, Design and Fire Professionals, Commercial Licensing and Gaming and Athletics Licensing, and the Office of the Health Insurance Commissioner. The Director of Business Regulation is appointed by the Governor and serves statutorily as the State Banking Commissioner, Commissioner of Insurance, Real Estate Administrator, Chief of Intoxicating Beverages, and State Boxing Commissioner. The Department also houses other commissions including the Real Estate Commission, Real Estate Appraisal Board, Rhode Island Board of Accountancy, the Certified Constables’ Board, and the Racing and Athletics Hearing Board. The Department issues over 200,000 licenses and conducts administrative hearings involving issuances, administrative penalties, denials, suspensions and/or revocations.

Executive Office of Health & Human Services (EOHHS)

The Executive Office of Health and Human Services (EOHHS) serves as “the principal agency of the executive branch of state government” (R.I.G.L. §42-7.2-2) responsible for overseeing the organization, finance and delivery of publicly funded health and human services. In this capacity, the EOHHS administers the state’s Medicaid program and provides strategic direction to Rhode Island’s four health and human services agencies: Department of Health (DOH); Human Services (DHS); Children, Youth, and Families (DCYF); and Behavioral Healthcare, Developmental Disabilities, and Hospitals (BHDDH). The EOHHS and the agencies under its umbrella provide direct services to over 300,000 Rhode Islanders. Additionally, the agencies deliver an array of regulatory, protective and health promotion services to our communities. EOHHS’ objectives are to manage the organization, design and delivery of health and human services and to develop and implement an efficient and accountable system of high quality, integrated health and human services.

Executive Office of Health and Human Services
Department of Corrections

Department of Corrections

The mission of the Rhode Island Department of Corrections (RIDOC) is to contribute to public safety by maintaining a balanced correctional system of institutional and community programs that provide a range of control and rehabilitative options for criminals. The population under Departmental jurisdiction includes all pretrial detainees, sentenced inmates, and offenders on probation or parole. RIDOC places a major emphasis on prisoner re-entry initiatives to reduce the incarcerated population and recidivism. In order to achieve public safety, it is essential that offenders released from RIDOC facilities and/or supervised on probation and parole are provided with sufficient skills to promote law-abiding behavior and that they are given effective post-release supervision for successful reintegration.

Department of Environmental Management

The Rhode Island Department of Environmental Management (DEM) serves as the chief steward of the state’s natural resources – from beautiful Narragansett Bay to our local waters and green spaces to the air we breathe. Our mission put simply is to protect, restore, and promote our environment to ensure Rhode Island remains a wonderful place to live, visit, and raise a family. We protect these precious resources through development and enforcement of environmental laws, and we strive to provide guidance to our many customers in complying with these laws. We work with our partners to restore our lands and waters, to conserve wildlife and marine resources, and to monitor environmental quality so we can build healthy, more resilient communities. We promote our natural resources – from our historic parks and beaches to our farms and delicious local food and seafood. We are focused on helping our state grow “green” and build desirable neighborhoods that offer ample space to recreate and connect with nature.

Department of Environmental Management
Department of Revenue Division of Motor Vehicles

Department of Revenue

The Rhode Island Department of Revenue is responsible for ensuring the proper functioning of state government through the collection and distribution of state revenue, operation of the state lottery, oversight of municipal finance, and administration of state laws governing driver licensing, motor vehicle sales and motor vehicle registration. The collective mission of the Department of Revenue is to administer its programs and consistently execute the laws and regulations with integrity and accountability, thereby instilling public confidence in the work performed by the Department.

The Rhode Island Lottery operates and oversees all aspects of Lottery operations and gaming in the State. The mission of the Rhode Island Lottery is to generate revenue for the State of Rhode Island through the responsible management and sale of entertaining lottery products.

The Division of Taxation administers and collects all taxes as required by Rhode Island law in the most efficient and cost-effective manner and assists taxpayers by helping them understand and meet their tax responsibilities.

The Division of Motor Vehicles is responsible for ensuring consistent administration and enforcement of all laws pertaining to motor vehicle and is committed to providing excellent customer service with integrity and transparency. Under the direction of the Administrator, the Division administers motor vehicle titling, registration and licensing laws, transportation safety laws, motor vehicle franchise dealer and manufacturer laws, and other motor vehicle-related laws and regulations.

Other divisions within DOR include the Division of Municipal Finance (DMF), Office of Revenue Analysis (ORA), Central Collections Unit (CCU), and Revenue Director's Office.

Rhode Island Emergency Management Agency

The Rhode Island Emergency Management was created in 1941 as the “The Rhode Island State Council of Defense” per Rhode Island Public Law Chapter 990. Since its founding, the primary mission of the Rhode Island Emergency Management Agency (RIEMA) has been to protect life and property in the event of a disaster or crisis situation. The agency provides a structure for statewide coordination through its Comprehensive Emergency Management Program which enhances Rhode Island’s capacity to prepare for, respond to, recover from, and mitigate against all hazards and threats. Guided by these four principles, RIEMA continues to make great strides to improve emergency preparedness in the State of Rhode Island.

Rhode Island Emergency Management Agency
Department of Labor and Training

Department of Labor and Training

The Department of Labor and Training (DLT) is the state workforce development and labor department. The DLT has three primary functions: ensure workers, employers and citizens have the tools and training necessary to succeed in the Rhode Island economy; protect Rhode Island’s workforce through the enforcement of labor laws, prevailing wage rates and workplace health and safety standards; and provide temporary income support to unemployed and temporarily disabled workers. The DLT has six divisions: Business Affairs, Workforce Development Services, Labor Market Information, Income Support: Unemployment Insurance/ Temporary Disability Insurance, Workers’ Compensation and Workforce Regulation Services. The Executive Office consists of the Office of the Director, Communications, the Governor’s Workforce Board Rhode Island, Policy/Legislative Affairs and Adjudication. Other satellite business functions include the Board of Review, the Local Workforce Offices – Providence/Cranston, West Warwick, Woonsocket and Wakefield and the Arrigan Center.

Department of Health

The mission of the Rhode Island Department of Health (RIDOH) is to protect and promote the health of Rhode Islanders. Everyone should have the opportunity to be as healthy in possible, in the healthiest community as possible, regardless of their ZIP code. Rhode Island is one of only a few states in the country that does not have local public health departments, which makes the scope of this State agency very broad. The leading priorities of the Department are to 1) address the socioeconomic and environmental determinants of health, 2) eliminate the disparities of health and promote health equity, and 3) ensure access to quality health services for all Rhode Islanders, including our most vulnerable populations. This work is carried out through six core divisions and two institutes: the Division of Policy, Information, and Communications; the Division of State Laboratories and Medical Examiners; the Division of Preparedness, Response, Infectious Disease, and Emergency Medical Services; the Division of Community Health and Equity; the Division of Division of Environmental Health; the Division of Customer Services; the RIDOH Academic Institute; and the Health Equity Institute. Health Department staff are charged with promoting healthy lifestyle changes; ensuring that food and water in our state are healthy and safe; preparing for and responding to public health emergencies, such as emerging diseases and the health effects of natural disasters; preventing the spread of infectious diseases; curbing the opioid epidemic; regulating hundreds of healthcare facilities and tens of thousands of healthcare professionals; and running the State’s only medical examiner’s office. To support this work, the Department operates the State Health Laboratories, serves as a hub for critical public health data, fosters partnerships with the state’s academic institutes, and communicates essential public health information to our many partners and the public.

Department of Health
Department of Transportation

Department of Transportation

The Rhode Island Department of Transportation (RIDOT) designs, constructs, and maintains the state's surface transportation system. This includes not only roads and bridges but also the state's rail stations, tolling program, bike paths and ferry service.

In 2016, with the passage of the sweeping RhodeWorks legislation, the department underwent a complete restructuring as mandated by the legislation. As part of this restructuring, RIDOT developed the first ever 10-year transportation plan for the state and has adopted unprecedented accountability measures. The $5 billion RhodeWorks program provides for the planning, execution, management and funding to bring Rhode Island's infrastructure into a state of good repair by the year 2025. RIDOT is now in its fourth year of implementing RhodeWorks and has achieved significant results, to include the preservation and reconstruction of 191 bridges for an investment of $218.86 million in 52 projects, the paving of 100 miles of roadway for $81.26 million in 29 projects and the launching of the first-in-the-nation large tractor trailer truck only tolling system.

In 2019, RIDOT will have 77 active projects with a construction value of $715.6 million. These projects will include a combination of bridge repair, replacement, and preservation activities on 177 bridges.

Dept. of Behavioral Healthcare, Developmental Disabilities & Hospitals

The Department of Behavioral Healthcare, Developmental Disabilities & Hospitals (BHDDH) touches the lives of more than 50,000 Rhode Islanders living with mental illness and/or substance use disorders, those who have intellectual and/or developmental disabilities or need Long-Term Acute Care in the state hospital system, known as the Eleanor Slater Hospital. BHDDH has three major operational divisions: Behavioral Healthcare, Developmental Disabilities, and Eleanor Slater Hospital. The Department works to ensure that all Rhode Islanders have the opportunity to enjoy the best possible behavioral health and well-being, with full access to the benefits of community living in the most integrated setting appropriate for their needs. The Department is responsible for running a responsive, caring and efficient system of person-centered services using themes of wellness, recovery, and parity to combat stigma and move closer to an inclusive society. The Department works to create safe, accessible, high quality and integrated services for all Rhode Islanders, while collaborating with community partners for those in need of assistance. This also means building capacity, so Rhode Islanders know that every door will be the right door for care.

RI Dept of Behavioral Healthcare, Developmental Disabilities & Hospitals
Department of Human Services

Department of Human Services

Through the compassionate delivery of critical safety net and other supportive services, the Rhode Island Department of Human Services (DHS) is committed to ensuring that individuals and families in Rhode Island have access to the supports they need to achieve their goals. Its vision is that all Rhode Islanders have the opportunity to thrive at home, work and in the community. DHS works hand-in-hand with community partners and resources throughout Rhode Island to deliver these benefits to more than 300,000 families, adults, children, elders, individuals with disabilities and veterans every year as well as make a lasting, positive impact on the State’s health and future.

Department of Public Safety

The Department of Public Safety oversees all of the State of Rhode Island’s public safety agencies to ensure efficient delivery of the services those agencies provide. These public safety agencies include the Rhode Island State Police, E 9-1-1 Uniform Emergency Telephone System, Rhode Island Capitol Police, Rhode Island Municipal Police Training Academy, Rhode Island Division of Sheriffs, and Public Safety Grants Administration Office. The department also has a Central Management Office and Office of Legal Counsel.

Department of Public Safety
Department of Children, Youth and Families

Department of Children, Youth and Families

The Department of Children, Youth and Families is the state child welfare, children's mental health and juvenile corrections services agency which promotes safety, permanence, and well-being of children through partnerships with family, community, and government.

The Department also plans and implements support programs and service delivery systems which will achieve the goals of developing the full potential of children in care. The Department is the agency which services families with children who have been or are at risk of being abused, neglected, wayward, or delinquent.

Fun Rhody Facts

About the Division of Human Resources


Mission

To make State Government an Employer of Choice in the State of Rhode Island by building, maintaining, developing and providing services to a skilled workforce committed to excellence that reflects the diversity and talent of our community. To provide Human Resources service to all State Departments in support of their missions. To continually assess and enhance the services provided to ensure efficiency, appropriateness and cost effectiveness.

Service * Commitment * Dedication

Organizational Chart



Org Chart

 

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About the State of Rhode Island

The smallest state of the union, Rhode Island, also has the longest official name of any of the states: "State of Rhode Island and Providence Plantations". The state is one of the most densely populated and heavily industrialized for its size. For a state that is only 37 miles wide and 48 miles long, it is notable that its shoreline on Narragansett Bay in the Atlantic Ocean runs for 400 miles. Indeed, one of Rhode Island's nicknames is "the Ocean State."

The legendary mansions of Newport overlook the ocean at Narragansett Bay. Many of these spectacular homes are open for tourists and offer an inside glimpse into the lives of America's high society. The Breakers, the magnificent Vanderbilt mansion built in 1895, is one of the most elegant private homes that has ever graced the Newport shorefront.



The Name

This state was named by Dutch explorer Adrian Block. He named it "Roodt Eylandt" meaning "red island" in reference to the red clay that lined the shore. The name was later anglicized when the region came under British rule.



The Nicknames

The Ocean State
(Official) This nickname was formulated to attract tourism to Rhode Island and appears on non-commercial license plates. "Ocean State" began appearing on Rhode Island license plates in 1972, replacing "Discover." The Rhode Island Tourism Division promotes over 400 miles of coastline. This is not all ocean frontage but includes Narragansett Bay extending inland from the Atlantic Ocean north to the center of the state. All Rhode Islanders live within a 30-minute drive to the Atlantic Ocean or Narragansett Bay.



Little Rhody
A traditional nickname for Rhode Island, obviously in reference to the state's small size. Rhode Island is the smallest of the 50 states in area. Variations include "Little Rhodie," "L'il Rhody," and "Little Rhode."



The Plantation State
This name is derived from the state's official name, "State of Rhode Island and Providence Plantations."



The Smallest State
This sobriquet* for Rhode Island, like the nickname "Little Rhody," is in reference to Rhode Island's size.



Land of Roger Williams
Roger Williams, who founded Providence Plantation in 1636, is the source of this sobriquet.



The Southern Gateway of New England
This historical nickname was bestowed because Rhode Island was the most southerly of the New England states with harbors suitable for ocean-going ships. These harbors allowed New England raw materials and finished goods to be shipped to other parts of the United State and foreign countries and allowed raw and finished goods from other parts of the United States and foreign countries to be delivered to New England.



Source: Shearer, Benjamin F. and Barbara S. State Names, Seals, Flags and Symbols Greenwood Press, Westport, Connecticut - 1994 Shankle, George Earlie, Phd State Names, Flags, Seals, Songs, Birds, Flowers and Other Symbols H. H. Wilson Company, New York - 1938 (Reprint)

 

History of Rhode Island

"Rhode Island Taking Shape & Shaping History" Rhode Island Timeline Courtesy of http://sos.ri.gov/

Rhody Rules

Below are topic areas relevant to your employment with the State of Rhode Island. Content in this section will be continually updated and expanded in the effort to provide employees with necessary and relevant information regarding workplace policies and expectations.

It is important to note that the purpose of this section is to provide guidance to employees and is not a complete review of all policies and procedures that pertain to state employment. However, this section should provide answers to many of your questions about your personal responsibilities and the benefits of working for the State of Rhode Island.


Personal Responsibilities

Legal Requirements

About Your Job

Benefits

Health & Safety

Time Management

Administrative Responsibilities

Additional Benefits Programs

Personal Responsibilities


Agency Specific Policies and Directives

Many State agencies and/or programs have policies and/or directives that expressly apply only to the employees within that agency or program given the nature of the work performed and requirements necessary to conduct that business. In many cases, you will be provided those policies and/or directives by the program manager. We encourage employees to ask their supervisor about any such policies/directives.




Technology Acceptable Use

The Division of Information Technology (DOIT) has an Acceptable Use Policy to ensure that employees, interns, consultants, vendors, contracted individuals, and any entity with authorized access to State information systems and data have a clear understanding of what is considered to be the acceptable and proper use of State-owned hardware and software, computer network access and usage, internet and email usage, telephony, and security and privacy for users of the State of Rhode Island Wide Area Network.

The use of State network resources are monitored and users have no right to or expectation of privacy when using State network resources. Use of State network resources are restricted to conduct authorized State business only.

For full details of the policy visit: Technology Acceptable Use Policy.





Social Networking

The Department of Administration has a Policy on Social Networking that establishes guidelines for State agencies, departments, vendors, employees and any individuals with access rights to the State's networks regarding the use of Social Networking sites, including, but not limited to, Facebook, MySpace, Twitter, Instagram, Reddit, YouTube, LinkedIn and Blogger.

State personnel are prohibited from using any personal Social Networking application for State business. Any other use shall not reflect or imply he/she is speaking on behalf of or as a representative of the State or Agency, and any views expressed must be the employee's own views. The State reserves the right to monitor and/or view all Social Networking activity on State-issued devices or networks without notice or consent.

All employees are responsible for reviewing the full policy on Social Networking, which can be found at the following link: Social Networking Policy.





Dress Code

It is expected that all employees dress in an appropriate and professional manner. Many agencies have policies regarding appropriate dress, some of which are specific to certain positions due to the nature of the work performed and requirements necessary to conduct that business. See the section entitled “Agency Specific Policies and Directives.”

Generally speaking, and unless covered by an agency specific policy or directive, appropriate wear within an office environment includes but is not limited to suits or sports jackets, dress slacks, ties, tailored dresses, skirts and blouses. All employees are expected to wear footwear appropriate for a professional office. Additionally, all clothing shall be clean and not excessively worn, frayed, tattered, wrinkled, soiled and/or torn. Law enforcement personnel are required to wear their designated uniform at all times during working hours.

Business casual days are at the discretion of the Director. Proper attire for a business casual day includes slacks, sport shirts, polo shirts and proper footwear. Shorts or beachwear is not permissible. As professionals and representatives of your department, we ask that you use good judgment when choosing your attire for a business casual day. Employees who are due to meet with the general public or required to appear where business attire is expected are obviously still expected to dress appropriately.

At all times, including normal business dress and/or business casual days, inappropriate dress includes but is not limited to jeans, shorts, exercise clothing, sweatshirts, sweat suits, t-shirts, sneakers or other leisure wear that does not belong in a business setting. Inappropriate footwear includes sneakers, unless permitted by a valid acceptable medical excuse.





Personal Use of State Telecommunication Devices

Certain employees may be provided with a State-issued landline, cellular phone, or other portable communication devices if the duties and business goals will be advanced by the usage of said device. Employees who are provided with a State-issued cellular phone or other portable communications devices are required to keep the units turned on, updated and the batteries charged. Employees must have such devices in their possession when on duty or on call.

Landlines, State-issued cellular phones and other portable communication devices are for State business use only and should not be used as a substitute for a personal cellular phone or other portable communications device; however, incidental and infrequent use for personal reasons is allowed if the use is:

  • Infrequent, appropriate and short in duration
  • Such that it does not involve added cost to the agency
  • Such that it does not interfere with work
  • In compliance with the DoIT Mobile Device Security Policy 10-04

Please see the State Controller’s full policy on Usage of State-Issued Cellular Phones and Other State-Provided Portable Communications Devices at the following link: A-69 Usage of State-Issued Cellular Phones and Other State-Provided Portable Communications Devices.





Fundraising in State Offices

The State of Rhode Island encourages individual employee participation in assisting non-profit community and charitable organizations in the effort to help those less fortunate and in need of assistance.

Yet due to the time-consuming nature of fundraising activities, any individuals wishing to assist such organizations may not do so on state time, using state leased or owned property, or acting in an official capacity unless they have received prior written authorization from their Agency Director and the State Personnel Administrator.

Fundraising solicitation would include activities such as distributing flyers, sending e-mails, or hanging posters.

Using State resources such as photocopy equipment, paper, computer equipment, or employee work time in individual solicitation efforts is strictly prohibited. Also, solicitation through e-mail without prior approval is prohibited.

This policy does not apply to employee participation in State-sponsored general campaigns with designated leadership, to include SECA.

 

About Your Job


"Acting" Assignments (3 Day Rules)

When an employee is required, in writing by a superior, to work in a higher class of position for a period of three (3) consecutive days or more, that employee is entitled to receive the lowest salary rate of that higher class which will provide a pay increase of at least one step over his/her present base rate retroactive to the first day of such assignment. Employees on “Acting” assignments do not receive an increase in their biweekly pay. Payment for “Acting” assignments is made as a retroactive payroll adjustment for a specified time period.

For more information on “Acting Assignments”, please to Personnel Rules 4.0217 as well as applicable bargaining unit contracts.




Civil Service Examination

Civil service examinations are administered to employees and/or prospective employees for competitive service positions in the classified branch of State service. Such examinations are governed by federal and state merit system principles, the Rhode Island Personnel Rules and policies/procedures established for examination.

Classified employees with temporary or provisional status are required to take the civil service examination for the class of position they hold and be reachable as defined in the Personnel Rules as being in the “top” six (6) for certification from the appropriate list (PR 4.0181). As required by the Personnel Rules, employees who are not reachable for certification shall be replaced.

All applications for examinations shall be made on a form prescribed by the Personnel Administrator and no application may be accepted after the close of the announced filing period.

The Personnel Administrator may deny admission to examination to any applicant, if the information contain in said application conclusively shows that the applicant has failed to present evidence that (s)he possesses sufficient qualifications to warrant examination, as set forth in the specifications for the class of position(s).

For more information, see Merit System Law (RIGL 36-4), the Personnel Rules, union contract (if applicable) or the Division of Human Resources website at: http://www.hr.ri.gov/





Classification Questionnaires (aka Desk Audits)

If an employee believes their assigned duties and responsibilities more closely resemble the job description of another classified classification rather than their current classification, they may complete and submit a classification questionnaire. This classification questionnaire will then be utilized as part of a desk audit study conducted by Human Resources. Following the completion of the desk audit study, Human Resources will make a recommendation to the employee’s Department or Agency as to the job classification that is the best fit for the employee’s duties and responsibilities.

Employees may obtain a classification questionnaire/desk audit form from their Human Resources representative.

For more information, see the union contract (if applicable) on the Division of Human Resources website at: http://www.hr.ri.gov/ or contact your human resources office.





Special Requirements

Some job classifications require certification, training, registration, or the possession of a license as a condition of appointment and continued employment in that classification. They are defined in the job description for that classification as a Special Requirement. It is the responsibility of the employee to maintain the required certification, registration, or license at their own expense. Failure to maintain a certification, training, registration, or license required for continued employment as identified in the job specification may be subject to disciplinary action up to and including termination of employment.



State Employee Status Types

The following employee types apply to the classified branch of state service only:

  1. Temporary: The status a State employee holds within their first year of service when they are hired into a classified, competitive job classification without an active civil service list in place for that job classification. Per RIGL 36-4-40, 36-4-41 and 36-4-42, appeal rights to the Administrator of Adjudication or to the Personnel Appeal Board do not extend to Temporary status employees.
  2. Provisional: The status a State employee holds after serving for one year of employment in a competitive job classification without an active civil service list in place for that job classification. This status immediately follows completion of the one-year temporary status period.
  3. Probationary: The status a State employee holds for their first 130 working days when they are hired into either (a) a non-competitive job classification, or (b) a job classification that has an active civil service list.
  4. Permanent: The status a State employee holds after successfully completing their probationary period, i.e. their first 130 working days after hire into (a) a non-competitive job classification or (b) a job classification that has an active civil service list. The Personnel Rules and/or Statutes as well as some union contracts also afford Permanent status employees additional rights/benefits as compared to other levels of employee status including certain “reemployment list” rights in the event of a layoff, certain demotion abilities, and different criteria in cases of termination of employment. Also, the Personnel Rules and Statutes stipulate that layoffs occur by classification by employee status order within a job classification.
  5. Statutory: The status a State employee holds after earning twenty (20) years of service credit and only applies to employees whose base entry date is before August 7, 1996. Such employees who are subject to layoff must be retained within State service in a position of similar grade and have other, different entitlements as stated in Statute and Personnel Rules.
  6. Veteran: The status a State employee holds after earning fifteen (15) years of service credit and only applies to employees who are recognized veterans and whose base entry date is before August 7, 1996. Such employees who are subject to layoff must be retained within State service in a position of similar grade and have other, different entitlements as stated in Statute and Personnel Rules.
  7. Disabled Veteran: The status a State employee holds after earning ten (10) years of service credit and only applies to employees who are recognized disabled veterans and whose base entry date is before August 7, 1996. Such employees who are subject to layoff must be retained within State service in a position of similar grade and have other, different entitlements as stated in Statute and Personnel Rules.




Longevity

A change to employee’s eligibility to receive longevity payments was made by the Legislature in 2011. Prior to July 1, 2011, employees were eligible to receive longevity payments, that is, a percentage increase on their base rate based on total years of service.

Pursuant to RIGL 36-4-17.2, effective July 1, 2011 all further and future longevity increases for employees ceased. For some union employees this cut-off date was slightly later due to union contract provisions.

If an employee had previously accrued a longevity payment, the employee will continue to receive the same longevity payment that was in effect as of the cut-off date.

An employee in the classified or unclassified service who terminates employment and is subsequently reemployed by the state, would be eligible to receive an aggregate longevity increase for the period of initial employment.





Your Pay

Employees are paid on a bi-weekly basis following the State’s payroll schedule. An employee’s compensation is subject to all lawful deductions including but not limited to Social Security, Medicare, state and federal taxes, and pension contributions if applicable. In addition, there are voluntary deductions which may be elected upon enrollment in one or more voluntary benefit programs. Employees in a position that is represented by a bargaining organization may also elect to have membership dues deducted from their bi-weekly pay.

The State of Rhode Island’s payroll system is an exception-based system, meaning all exceptions to an employee’s scheduled work week and scheduled hours must be reported on their timesheets utilizing established exception codes. All exceptions must be authorized by an employee’s supervisor.

The State has mandated that an employee’s pay be directly deposited into a single account or two accounts of their choice. Note that an employee’s first pay will be in the form of a physical paycheck while State verifies the direct deposit information with the employee’s banking institution. Following the clearance of this pre-note process, an employee’s pay will be directly deposited into their approved banking institution. Following an employee’s first direct deposit, they may logon to PaystubRI at https://www.ri.gov/app/DOA/payroll/ to review their bi-weekly pay information as well as other relevant pay related information and notices.

Employees may also go to the Division of Human Resources website at http://www.hr.ri.gov for the official state calendar reflecting pay periods, pay days and official state holidays.





Salary Increases

As stipulated in Personnel Rule 4.04, the step increase schedule differs for employees based on their status and is pre-determined by the salary range assigned to the specific classification.

  • Existing employees or new hires who are appointed from an employment or promotional list (i.e.: Civil Service List) or a non-competitive position will receive their first step increase upon satisfactory completion of their probationary period of 130 working days. Salary increases will occur annually from that first salary increase effective date until they have reached the maximum of their grade.
  • Temporary employees: current state employees receiving a promotional opportunity and employees new to state service in a temporary status will receive their first salary increase 6 months from the appointment date. Salary increases then occur annually from the date of the first salary increase until the top step is reached in the assigned salary range.

In addition to step increases, Executive Branch employees, both union and non-union, may receive a pay plan increase as a result of collective bargaining negotiations. The amount and the effective date is determined by the State and must be approved by the Governor.

Note that salary increases will not be given while an employee is out on leave without pay with the exception of military leave. The salary increase will be given once the employee returns.

For more information regarding the employee status terminology found above, please review to Employee Status Types.





Workers' Compensation

Workers' compensation is a form of insurance providing wage replacement and medical benefits to employees injured in the course of employment. Beacon Mutual Insurance Company is the State’s third-party administrator (TPA) for our workers’ compensation program. Through this partnership, Beacon utilizes its state-of-the-art systems and seasoned, local adjusters, nurse case managers, disability managers and other claims professionals to manage the State employee workers’ compensation claims.

To reduce the risk of workplace injuries and afford State employees a safer working environment, Beacon also provides extensive loss prevention and training services. For more information, to include guidance and instructions on how to report a worksite injury, please visit the Beacon/State of RI website at: https://www.beaconmutual.com/state-of-rhode-island/. In addition to providing a general overview of the workers’ compensation program and the claims process, this site provides guidance on how to fill a prescription, find a doctor and answers frequently asked questions (FAQ’s).





Exempt Position Compensatory Time

All positions at the State are governed by the Fair Labor Standards Act (FLSA), Rhode Island labor laws, and state policies to ensure employees in exempt and nonexempt positions are classified correctly and paid appropriately. The Division of Human Resources is responsible for determining the classification of positions as exempt or nonexempt based on FLSA criteria and for ensuring that all employees are paid in accordance with federal and state laws.

Unlike hourly-paid FLSA nonexempt (standard) employees, FLSA exempt (non-standard) employees are accountable for their performance outcomes rather than for the number of hours or days worked and are not eligible for overtime pay. In recognition that occasionally a state of emergency or other extraordinary emergency-related event may result in an agency, department or work unit experiencing extraordinary time and effort well beyond the employees’ regular work schedule, the state has effectuated the ‘Exempt Position Compensatory Time’ policy. The purpose of this policy is to provide compensatory time in such circumstances for FLSA exempt employees, to include the guidelines under which the compensatory time will be authorized.

To read the full policy, click here: Exempt Position Compensatory Time Policy.





Reasonable Accommodation

As required by the Americans with Disabilities Act and all other federal and state laws and regulations as well as applicable provisions of the collective bargaining agreements, the State of Rhode Island will provide reasonable accommodation to each “qualified individual with a disability” as defined in the Americans with Disabilities Act. A “qualified individual with a disability” is an employee or an applicant for employment who is able, with or without reasonable accommodation, to perform the essential functions of the position which the individual holds or applies.

The essential functions of a position are those which the incumbent must perform and are determined based upon the specific core functions assigned to that particular position. Essential job functions may vary among positions within the same classification title. Reasonable accommodation is a modification or adaption, which the employer can provide without undue hardship, which enables a qualified individual with a disability to perform the essential functions of the position.

An applicant for employment may request a reasonable accommodation during the recruitment and selection process by contacting the individual who coordinated the interview or other recruitment activity, or by calling the Human Resources main number at 401-222-2160 at least five (5) business days prior to the interview or other activity for which the applicant needs the accommodation.

An employee or applicant may request a reasonable accommodation for a civil service examination by calling the Human Resources main number at 401-222-2160 at least five (5) business days prior to the scheduled date of the test.

An applicant who receives a “conditional offer of employment” for a position in State service shall complete the “Self-Identification of Disability and Request for Reasonable Accommodation Request” form (CS-388-A) when accepting the offer. On that form, an applicant may choose to disclose that he/she has a disability and may request either a specific reasonable accommodation or a review of his/her need for a reasonable accommodation in order to perform the essential functions of the position for which he/she has been offered.

Current employees may request a reasonable accommodation in their current position or in a position which they have been offered by contacting the Disability Management Unit in the Division of Human Resources. This Unit may be reached through the Human Resources main line at 401-222-2160.





Flexible Work Arrangements

The state recognizes the growing demands on staff and increasing challenge of finding new and better ways to provide service and meet state and agency goals. Flexible work arrangements provide a way to successfully manage people, time, space and workload. The state supports flexible work arrangements to achieve a progressive and highly productive work environment that enables employees to balance work and personal needs while providing workforce predictability and stability.

An appointing authority at an agency is responsible for identifying and determining if a flexible work arrangement is feasible within their agency, to include a determination which group or groups may benefit from such an arrangement. Included in this consideration will be what is in the best interest of the agency and the state and if the flexible work arrangement increases productivity of the employee(s) as well as the efficiency of the operations of the agency.

In order for an employee to be considered for participation in an established flexible work arrangement, the employee must meet a number of establish criteria, to include but not limited to having been assigned at the agency and/or position for at least six months, demonstrated satisfactory performance and productivity, and having a satisfactory attendance record.

All flexible work arrangements and potential schedules must be approved by the Executive Director of Human Resources/Personnel Administrator prior to announcement and implementation.

The Flexible Work Arrangements Policy is located at https://rigov-policies.s3.amazonaws.com/HR_Flexible_Work_Arrangements_Policy_3-10-19.pdf and should be reviewed in full before a flexible work arrangement proposal is submitted for approval and to ensure compliance with policies standards.





Teleworking

The State’s Teleworking Policy provides a general framework for assessing and approving teleworking arrangements in Executive Branch State Agencies and is designed to assist managers and employees in understanding the teleworking program’s expectations and parameters.

Teleworking arrangements may provide for a more efficient and productive work environment for employees. However, telework is not suitable for all employees or positions, and therefore many employees and/or positions may be unable to participate in telework. Jobs that require independent work time, infrequent office-based face-to-face interaction, and have defined tasks with specific, measurable results are more suitable for telework.

In order for an employee to enter into a teleworking agreement, they must meet a number of program criteria, to include, but not limited to, having been assigned to an agency and position for at least six months, demonstrated satisfactory performance and productivity, be available for and attend on-site meetings during designated teleworking hours as necessary, be reachable by standard methods during regularly scheduled work hours and establish and maintain a dedicated home workspace.

To learn more about teleworking at the State, to include applicability, procedures for compliance, eligibility and the process to request a teleworking arrangement, review the full policy at: Teleworking Policy.





Building Closure

In the event that a building or worksite is not functioning within normal parameters and there is a health and safety concern for employees and/or the public, consideration may be made regarding the operation of the work location, including the relocation of personnel. The Building Closure policy establishes the parameters, expectations and accountability surrounding a compromised work location, to include the procedures for the requesting of a closure by an agency and the application of compensation for affected employees.

To view the full Building Closure policy, follow the attached link: DOA Building Closure Policy.




Nursing Mothers in State Employment

Space must be provided at individual departments that meets the necessary requirements for nursing mothers to breastfeed or express milk during working hours. The Nursing Mothers in State Employment policy establishes the authority, procedures, and expectations for both agencies and nursing mothers. The full policy can be found at: Nursing Mothers in State Employment Policy.




Non-Exempt Travel Policy

There may be times when a non-exempt or ‘standard’ employee (overtime eligible) is asked to travel on state business. In order to ensure compliance with government regulations and to establish the pay rules for different travel situations and compensable time periods, the Non-Exempt Travel Policy was established.

Found within this policy are the pay rules regarding travel during the workday, travel on a non-work day, travel for a one-day assignment, overnight travel, travel time as the driver of an automobile as well as travel time as a passenger.

To review the full Non-Exempt Travel Policy, please visit: Non-Exempt Travel Policy.





Prior Service

Your Base Entry date reflects your total length of service with the State of Rhode Island, not necessarily continuous. In computing length of service for longevity and leave accrual purposes prior full-time and part-time employment is counted.

State Representatives and Senators are given two years credit for each full term served and pages, doorkeepers and clerks of legislative committees are given 60 calendar days credit for each year served. Time employed as a board or commission member paid on a daily rate, or as an individual on a monthly payroll, or as a student in an assistance program at the State Colleges, is not counted toward the calculation of prior service credit.





Probation

Employees hired into classifications that mandate a Special Requirement for appointment or employees hired from a civil service list, must serve a six (6) month probationary period defined as 130 days worked in the class of position. Days not physically worked during a probationary period are not considered “worked” and will extend the end date of your probation.

Per RIGL § 36-4-28, at the expiration of the probationary period, the employee shall receive permanent status in the classification unless the Appointing Authority files a statement in writing with the Personnel Administrator that the services of the employee during the probationary period have not been satisfactory and that it is not desired that the employee be continued in the service.

For definitions of any of the above terminology, to include probationary and permanent, please refer to the Definitions of Commonly Used Terms linked here: http://www.hr.ri.gov/definitions.php.

You may also refer to the summary of the different employment statuses found within this Handbook here: State Employee Status Types.

 

Benefits


The State of Rhode Island offers a robust and competitive benefits package that includes health coverage, group life insurance, deferred compensation, wellness programs, and much more. Visit the Office of Employee Benefits website at www.employeebenefits.ri.gov to explore the full scope of benefits programs. Decision support resources are also available on the website to help you choose the benefits package that is right for you.




Retirement

Depending on whom your employer is and what position you hold, the Rhode Island General laws dictate what benefits you receive when you retire. These benefits may be different for people in high risk public service jobs, such as Police and Firemen, or may have unique provisions for counting service credit, as with Teachers. Employees’ Retirement System of Rhode Island (ERSRI) administrates about 21 different benefit structures, which may include Cost of Living Adjustments (COLA's) over time, or unique retirement eligibility conditions. For this reason, some public employees are entitled to different benefits than others. To understand and plan for your retirement, you should browse their web page to familiarize yourself with your retirement benefits.

For many employees, membership in the Employees’ Retirement System of Rhode Island (ERSRI) is compulsory. The majority of State employees are required to contribute 8.75% of their bi-weekly salary to the system. The State also makes a contribution to fund your retirement benefits.

Shortly after being hired, ERSRI will mail an enrollment application to your home. Once you have completed the enrollment application, it should be returned to ERSRI following the mailing instructions included with the enrollment application.

As you near retirement, the Employees' Retirement System of Rhode Island offers free retirement counseling at our offices and at 'outreach centers' around the state.

For more information, go to the Employees’ Retirement System of Rhode Island (ERSRI) website at: http://www.ersri.org/#gsc.tab=0

Health and Safety


CDL Drug & Alcohol Testing

In compliance with the US DOT and Federal Motor Carriers Safety Administration requirements of the Omnibus Transportation Employee Testing Act of 1991, the State of Rhode Island has a Policy and Procedures Guide for Drug and Alcohol Testing of Commercial Driver’s License Holders that details our alcohol and drug testing program for employees within state service who are required to possess a Commercial Drivers License (CDL) as a job requirement.

The State of Rhode Island, as a recipient of federal funding, is mandated to comply with all aspects of these federal agency’s promulgated rules and regulations.

For further information and details, see the State’s Policy and Procedures Guide for Drug and Alcohol Testing of Commercial Driver’s License Holders available at http://www.hr.ri.gov.





Substance Free Workplace

The State is committed to providing a safe, healthy and productive work environment for all employees. Consistent with this commitment, the State must prohibit substance use which harms the health and well-being of its employees, inhibits the execution of their duties, or interferes with their service to the public. The State also recognizes that addiction is a chronic disease of the brain and that employees affected by addiction can make a full recovery from substance use disorder with treatment and family and community support. It is therefore, the policy of the State to:

  1. Meet the requirements of applicable laws and regulations to ensure that the workplace is free of illegal drugs;
  2. to establish restrictions on the workplace-related use of legal substances, such as alcohol, prescription drugs, and legalized marijuana;
  3. to address fitness for duty behaviors, such as patterns of absenteeism, changes in performance and behavior, damage to property or frequent accidents or injuries related to the use of drugs and other substances;
  4. to explain the steps that will be taken and supports provided to protect employees, identify problems and provide assistance; and,
  5. to assist in providing pathways to treatment for employees affected by substance use disorder and to honor employees’ confidentiality through any formal disciplinary proceedings.

To read the full policy, click on the following link: Substance Free Workplace Policy.





Violence Prevention in the Workplace

The State of Rhode Island is committed to providing and maintaining a safe, healthy and secure work environment, characterized by courtesy, respect and professionalism, that is free from workplace violence. Therefore, the State has adopted a statewide zero tolerance policy for workplace violence.

Accordingly, the purpose of this policy is to:

  • Provide guidelines and direction to Executive Branch agencies and employees in preventing and/or responding to incidents of workplace violence or a perceived threat of violence in the workplace;
  • Identify responsibilities for compliance, reporting procedures, and prohibitions;
  • Hold perpetrators of violence accountable; and,
  • Provide assistance, resources and support to victims.

To view the full policy, click on the following link: Violence Prevention in the Workplace

 

Time Management


Vacation Leave

(Exception Code V)

Employees are eligible for vacation leave according to their length of service as stipulated by Personnel Rule 5.0614. Employees shall accrue vacation leave on an hourly basis according to the following schedule:

Years of Service Accrual Rate
0 - 5 0.0308
5 - 10 0.0500
10 - 15 0.0538
15 - 20 0.0615
20 - 25 0.0654
25 + 0.0731
For a 35.0 Hour Work Week
Accrual Per Pay Period (35.0 Hrs) Upfront Hours Total Hours per Year
2.2 14.0 70
3.5 14.0 105
3.8 28.0 126
4.3 28.0 140
4.6 63.0 182
5.1 63.0 196
Years of Service Accrual Rate
0 - 5 0.0308
5 - 10 0.0500
10 - 15 0.0538
15 - 20 0.0615
20 - 25 0.0654
25 + 0.0731
For a 40.0 Hour Work Week
Accrual Per Pay Period (40.0 Hrs) Upfront Hours Total Hours per Year
2.5 16.0 80
4.0 16.0 120
4.3 32.0 144
4.9 32.0 160
5.2 72.0 208
5.8 72.0 224

“Upfront hours” are credited on the date you first begin employment with the State and on January 1st every thereafter. The number of upfront hours credited is based on an employee’s total years of service with the State (calculated from the employee’s “Base Entry Date” recorded on the Personnel Action CS-3 form) as indicated in the chart above.

Note that rounding occurs in the computation of vacation hours to the nearest whole hour.

Vacation leave does not accrue for any time during which an employee is on leave without pay.

Employees who have a combined total of 20 years of state and municipal service in Rhode Island will be credited with five additional vacation days. A Certification of Municipal Service form must be completed and approved in advance of receiving credit and can be obtained from the human resources office. The completed form must be submitted to your human resources office for submission to the Office of the Personnel Administrator for review and approval. The five additional vacation days cannot be carried over.

The accrual year shall end on the last day of the last biweekly pay period in the calendar year.

Accrued hour balances are recorded on direct deposit receipts and may be viewed on PayStub RI.

Employees who accrue annual leave may carry over, from one calendar year to the next, not more than the allowable amount of vacation time accrued in two calendar years.

When the service of an employee is terminated by resignation, death, dismissal or otherwise, the employee or their estate is entitled to be paid for vacation time on record, up to a maximum of one year of accrual, as of the date of termination.

The discharge of accrued vacation leave must be requested and approved in advance and in accordance with the policy and procedures in effect at the employee’s workplace.






SICK LEAVE WITH PAY

(EXCEPTION CODE S)

Sick Leave is defined to mean a necessary absence from duty due to illness, injury, exposure to contagious disease, pregnancy or childbirth and may include absence due to illness in the employee’s immediate family. As set forth in more detail below, employees are required to submit documentary evidence which reasonably establishes the medical necessity of an absence.

Employees in a 35-hour workweek accrue four (4) hours of paid sick leave for every two (2) weeks of work up to a maximum of 875 hours. Employees in a 40-hour workweek accrue five (5) hours of paid sick leave for every two (2) weeks of work up to a maximum of 1,000 hours. Paid sick leave does not accrue for any time when the employee is on leave without pay. The employee’s sick leave accrual balance is recorded on the direct deposit receipts on PayStub RI.

Personnel Rule 5.06231 and collective bargaining agreements define “immediate family” to include: spouse, domestic partner, child (including foster child), brother, sister, parent, parent-in-law, grandparent or other relative residing in the employee’s household. Note that the Family Medical Leave Act (FMLA) provides for leave to care for a spouse, child under age 19 (including a foster child), adult child incapable of self-care, parent or parent-in-law with a serious health condition.

Pursuant to Personnel Rule 5.0623, an employee may discharge up to ten (10) days of sick leave in a calendar to care for a family member. If the absence to care for a family member exceeds ten (10) days, the employee may discharge vacation or personal leave.

Employees must notify their immediate supervisor of their absence as soon as the employee knows of the necessity of the absence, and the employee must follow the notice procedure in place in the employee’s work unit. The employee must provide advance notice of medical treatment or medical appointments which are scheduled in advance of the absence.

For a medical absence of more than three (3) days but less than five (5) days, the employee may submit either a note or other document from his or her treatment provider or a properly completed “Employee Certification of Necessary Absence” form. This form may be printed from the State’s Human Resources website (www.hr.ri.gov).

For medical absences of five (5) days or more, the employee must submit a note or other document from their treatment provider. The document must present sufficient medical facts to establish the medical necessity of the absence, together with the anticipated duration of the absence. If the anticipated duration is unknown, the treatment provider must indicate the next date when the provider will evaluate the employee’s work status.

An employee may apply for leave under the Family Medical Leave Act (FMLA). Based upon the employee’s previous hours worked and the information provided by the treatment provider on the required medical certification form, Human Resources will determine whether the employee is eligible for FMLA leave, whether the absence qualifies for FMLA leave and the duration of the FMLA leave which is approved. If the employee is approved for FMLA, an employee will be required to discharge accrued leave as stipulated in the State Family Medical Leave Act policy found here: https://rigov-policies.s3.amazonaws.com/HR_FMLA_Policy_6-6-17.pdf

The State may require that the treatment provider verify or clarify any medical document submitted by an employee in support of the employee’s absence and may require specific medical documentation in cases of excessive absenteeism, unauthorized absence, or a pattern of sick leave abuse.

When an employee returns to work from a medical absence of five (5) days or longer, the employee must submit a release from the treatment provider clearing the employee to return to work. The treatment provider may release the employee to return to work “full duty, no restrictions”. If the employee is released with restrictions, the treatment provider must identify the restrictions with sufficient specificity that the employee’s supervisors can determine whether they can accommodate those restrictions.






“LEAVE WITHOUT PAY”

Upon written application, employees may be granted a leave without pay, not to exceed one year, for reason of personal illness, disability, educational improvement or other purpose deemed proper and approved by the Appointing Authority and Executive Director of Human Resources/Personnel Administrator. The employee who applies for such a leave will be required to submit acceptable documentation in support of his/her application for such a leave.

Upon the expiration of an authorized leave of absence, the employee shall be returned to the position which (s)he occupied at the time the leave became effective, subject to the law and rules. Failure of an employee to report for duty promptly at the expiration of such leave is just cause for dismissal.

State employees will not be granted a leave of absence to accept employment outside of state service.

If you are seeking a leave for the reason of a personal illness or disability, please contact the Disability Management Unit (DMU). The DMU, with notice to the appointing authority and the Executive Director of Human Resources/Personnel Administrator, may place an employee on a “Personal Illness” leave of absence upon receipt of medical certification which establishes the medical necessity of such a leave. DMU, with the approval of the appointing authority and the Executive Director of Human Resources/Personnel Administrator, may also place an employee on a “Personal Illness” leave of absence when an employee is unable to perform the essential functions of his/her position so that the employee may obtain medical treatment to enable the employee to return to work and to perform the essential functions of his/her position. A “Personal Illness” leave of absence is subject to the periodic submission of medical certification which establishes the medical necessity of the employee’s continued absence and the reasonable likelihood that the employee will return to work and will perform his/her job duties at the conclusion of the leave of absence.





Sick Leave in Advance of Accrual

An employee may submit a request to the payroll representative designated for their agency for approval to be advanced up to eighty (80) hours of sick leave with pay, provided that all leave accruals have been exhausted and the employee agrees that future accruals of sick leave shall be applied against such advance until the balance is reimbursed.

An employee may request up to an additional eighty (80) hours of sick leave with pay. This request must be submitted to the payroll representative for approval by the Executive Director of Human Resources and notice to the Controller, provided that all leave accruals have been exhausted and the employee agrees that future accruals of sick leave shall be applied against such advance until the balance is reimbursed.

In all such cases, satisfactory medical evidence is required in support of the request. In addition, length of service and attendance history is taken into consideration when reviewing such requests for approval.

For an up-to-date listing of human resources representatives, to include the payroll representative for each agency within the Executive Branch, please visit: http://www.hr.ri.gov/about/programs/.





Sick Leave Banks

Most union contracts provide for the establishment and operation of a Sick Leave Bank managed by a joint labor/management committee. Sick Leave Banks afford an opportunity for eligible employees dealing with catastrophic personal illness or injury (not job related) to obtain additional sick leave hours when all other accrued leave has been exhausted. Sick Leave Banks may not be utilized for illness or injuries incurred by family members.

The labor/management committee must require adequate evidence of the employee’s catastrophic illness or injury, which is not job related. Sick leave bank hours will not be granted to an applicant with evidence of prior sick leave abuse in his/her personnel file or attendance record. Prior utilization of sick leave does not by itself indicate sick leave abuse.

Union members make contributions to the Sick Leave Bank during the donation drives. Any employee who does not make a contribution is not eligible to apply to the Bank for any sick leave.

Members who wish to be eligible to apply to the bank must contribute eight (8) hours of sick leave if assigned to a forty (40) hour work week or seven (7) hours of sick leave if assigned to a thirty-five (35) hour work week.

The maximum amount of sick leave that may be granted is 480 hours for an employee assigned to a forty (40) hour work week or 420 hours for an employee assigned to a thirty-five (35) hour work week.

Part-time employees may participate on a pro-rata basis.

Nothing herein contradicts or restricts an employee’s entitlement to FMLA leave. In addition, the discharge of sick leave bank hours granted shall be counted towards an employee’s entitlement under FMLA.

For more information, see the union contract (if applicable) on the Division of Human Resources website at http://www.hr.ri.gov or contact your human resources office.





FAMILY MEDICAL LEAVE ACT (“FMLA”)

Eligible employees with a qualifying reason shall be granted leave under the Federal Family Medical Leave Act (“FMLA”) and/or the Rhode Island Parental and Family Medical Leave Act (the “State Act”) for up to thirteen (13) weeks in a calendar year.

An employee is “eligible” for leave under the FMLA when he/she has worked for the State for at least one (1) year and has worked 1,250 hours within the twelve months immediately before the beginning date of the requested leave. An employee is “eligible” for leave under the State Act if the employee has worked for the State for at least twelve consecutive months.

An eligible employee will be granted FMLA leave under the Federal law and the State Act for any of the following reasons:

  1. The employee’s own “serious health condition”;
  2. The “serious health condition” of a family member (spouse, parent or in-law, child under the age of 18, or disabled child 18 years of age or older who is incapable of self-care);
  3. Birth of a child or to care for a newborn child, or placement of a child with an employee for adoption or foster care.

An eligible employee will also qualify for FMLA leave to care for a covered member of the military service who sustained or aggravated a serious injury or illness in the line of duty while on active duty, or to tend to a qualifying exigency arising out of a covered military member’s commitment to duty under a call or order to active duty.

An eligible employee with a qualifying reason for leave may be approved to take that leave in the following forms:

  1. as a continuous period of absence up to thirteen weeks each year;
  2. on an “intermittent” basis, up to a total absence of thirteen weeks each year, when the serious medical condition causes flare-ups or other periodic absence.
  3. as a reduced work schedule for up to a total absence of thirteen weeks per year.

The “serious health condition” of the employee or a family member is determined based upon the medical certification of the employee’s or family member’s treatment provider. The treatment provider may complete and sign the FMLA medical certification form (The WH-380-E for an employee or the WH-380-F for a family member.) The State may also accept other written documentation from the treatment provider which reasonably establishes that the employee’s absence is medically necessary due to the serious medical condition of the employee or family member. The medical document must state the anticipated duration of the employee’s continuous absence, or the anticipated frequency and duration of episodes of intermittent absence, or the anticipated duration of the need for a reduced work schedule.





Personal Leave

(Exception Code P)

On January 1st of each year, the state shall credit each employee hours equivalent to four (4) working days leave with pay, per calendar year, to be used for personal business and/or religious observance. The discharge of personal leave must be requested and approved in advance and in accordance with the policy and procedures in effect at the employee’s workplace.

For the first calendar year of employment, employees hired between the dates show below shall receive hours equivalent to:

January 1 and March 31 - four (4) days
April 1 and June 30 - three (3) days
July 1 and September 30 - two (2) days
October 1 and December 31 - one (1) day

Personal leave may not be carried from year to year, nor are employees compensated upon termination of employment.

Refer to your union contract (if applicable) for further information.





Bereavement Leave

(Exception Code B)

In the event of a death in the employee’s family, the employee shall be entitled to absence with full pay not chargeable to the employee’s sick leave accumulation for:

  1. Four (4) days in the event of the death of a spouse (including domestic partner), child (including foster child or stepchild who resides with the employee), mother, father, brother or sister;
  2. Three (3) days in the event of the death of a mother-in-law, father-in-law, grandmother, grandfather, grandchild or any other relative living in the employee’s household;
  3. One (1) day in the case of death of an aunt, uncle, sister-in-law or brother-in-law.

If more than the above days of bereavement leave are needed, such additional time must be charged to annual or personal leave.

NOTE: Some union contracts contain provisions which may differ from the above. Union members are encouraged to check their applicable union contract.





Hours of Work

At the State of Rhode Island, each classification is assigned one of four basic workweeks as follows:

  • A 35 hour standard workweek - 5 consecutive days of 7 consecutive hours, exclusive of unpaid lunch periods. This workweek designation is ‘non-exempt’ as per the provisions of the Fair Labor Standards Act (FLSA);
  • A 40 hour standard workweek - 5 consecutive days of 8 consecutive hours each, exclusive of unpaid lunch periods. This workweek designation is ‘non-exempt’ as per the provisions of the Fair Labor Standards Act (FLSA);
  • A non standard workweek - 5 consecutive days of at least 7 consecutive hours each, exclusive of unpaid lunch periods or an average of at least 35 hours per week; not eligible for overtime pay for hours worked in excess of 35 hours per week. This workweek designation is exempt from the provisions of the Fair Labor Standards Act (FLSA);
  • A non-standard/non-exempt workweek - 5 consecutive days of at least 7 consecutive hours each; eligible for overtime pay for all hours worked in excess of forty (40) hours in a work week. For this workweek designation, FLSA rules apply once the 40 hour minimum has been met in a work week.

Each position is also assigned a total number of scheduled hours per week which indicates whether the position is full or part time and is the basis for leave accruals and service credit.

The assigned hours of work for employees can vary by department, program and facility. There are established work weeks and work hours not reflected above that are peculiar to certain positions due to the nature of the work performed and requirements necessary to conduct that business. Some union contracts contain provisions which may differ from the above. Employees are advised of their standard hours, scheduled work hours and assigned hours of work at the time of hire and/or appointment to a position and the State reserve the right to alter an employee’s standard hours, scheduled work hours and assigned hours of work at any point during the course of employment based on the needs of the operations.





Meal/Break Periods

Employees are granted a fifteen minute break during the first half and the second half of their work day. All employees shall be granted an unpaid meal period of not less than one half hour duration nor more than one hour duration during each work day to be determined by the work day schedule as assigned.

There are some union agreements that provide paid meal periods for certain positions with peculiar work schedules.

The authorized break/meal period must be taken during the work shift as assigned and may not be used to alter arrival or departure time by not using the break/meal period.




Absenteeism

Employees who are unable to report for duty as scheduled are required to promptly notify their supervisor of their absence and the reason for such absence in accordance with the notification procedures in place for that workplace.

Prior approval is required for the discharge of vacation, personal, and all other leave types. Except in the case of sudden illness or injury or emergency circumstances, no employee is authorized to be absent without prior approval/authorization from their immediate supervisor.

If an employees’ absences are unduly excessive and are disruptive to the operations of the agency, the employee may be subject to discipline, up to and including termination.





Holidays

As provided by the General Laws of the State of Rhode Island, and in accordance with Personnel Rule 5.041, the State of Rhode Island observes the following paid holidays:

New Year’s Day: January 1
Dr. Martin Luther King’s Birthday: Third Monday in January
Memorial Day: Last Monday in May
Independence Day: July 4
Victory Day: Second Monday in August
Labor Day: First Monday in September
Columbus Day: Second Monday in October
Veteran’s Day: November 11
Election Day: Tuesday after the first Monday in even years (State Offices)
Thanksgiving Day: Fourth Thursday in November
Christmas Day: December 25

When a scheduled holiday falls on a Saturday or Sunday, refer to the calendar posted on the Division of Human Resources website.





Overtime

An employee in a classification assigned a standard work week (“non-exempt” as per the provisions of the Fair Labor Standards Act) is eligible to receive additional compensation for hours worked in excess of their scheduled work week.

An employee in a classification assigned a non-standard/non-exempt work week is eligible to receive additional compensation for hours worked in excess of 40 hours worked.

The rate or type of additional compensation may vary based on union contracts, management/union agreements and/or application of RIGL § 36-4-63 (Sick leave and other leave – effect of discharging upon overtime work and overtime compensation).

Absent a union contract provision or agreement to the contrary or application of RIGL § 36-4-63, an employee receives overtime compensation at the rate of 1.5 times the number of hours worked multiplied by their hourly rate.

Note that some union contracts allow the employee to elect to receive compensatory time in lieu of cash payment for hours worked between 35 and 40.





Shift Differential

Employees on any shift that starts on or after 3:00 p.m. and ends on or before 8:00 a.m. may be entitled to a shift differential. However, employees whose scheduled hours are 7:00 a.m. to 3:00 p.m. or 8:00 a.m. to 4:00 p.m. shall not receive a shift differential for the 7:00 a.m. to 8:00 a.m. hour or the 3:00 p.m. to 4:30 p.m. hour and one-half.

All employees who are permanently assigned to work sixteen (16) or more hours of a forty (40) hour workweek or fourteen (14) or more hours of a thirty-five (35) hour workweek during the period defined above, are compensated an additional amount per hour over the rate prescribed for the classification in which their work is performed for a hours of the workweek; or they may be compensated at a rate that is stipulated in a particular union contract.





Military Leave & Military Training Leave

(Exception Code ML & MT)

Leaves of absence are granted to eligible employees who are members of the armed forces of the United States, to include membership in the Reserve of the United States Military or Naval Forces or in Rhode Island National Guard or Naval Reserve, in accordance with State and Federal law and union contract provisions.

For more information, see the Rhode Island Military and Family Relief Act (RIGL § 30-33) and other provisions of Chapter 30 of the RI General Laws, the Uniformed Services Employment and Reemployment Rights Act (USERRA), Personnel Rules and union contract (if applicable). Links to each are available on the Division of Human Resources website at http://www.hr.ri.gov. To request a leave, contact your human resources office.





Jury Duty

(Exception Code J)

In accordance with the Personnel Rules, all employees are granted a leave of absence with pay. While on leave for jury duty, employees continue to receive the same State benefits as when actively working. All State-paid and employee-paid contributions continue. All employees are required to refund Federal and/or State juror fees.

Employees are expected to report to work whenever their services are not required by the court during their normally scheduled workday and provide regular updates to their supervisor with regards to their jury duty status and scheduled release from jury duty date.

Each employee should notify his/her supervisor and human resources office when a summons has been received.





Administrative Leave

In accordance with the Personnel Rules, whenever it appears to be in the best interest of the State, an Appointing Authority may, with the approval in advance by the Personnel Administrator, place an employee on paid Administrative Leave.

Such instances include, but are not limited to, absence from duty necessitated by internal investigations and/or hearings as to alleged charges of malfeasance or misfeasance or dereliction of duty by a State employee; conduct or activity which would interfere with an employee's ability to perform his/her duties; and/or conduct which would embarrass or bring discredit to either the employee or the State.

The use of Administrative Leave so defined is not deemed to be mandatory by an Appointing Authority and does not preclude the immediate application of the provisions of Rule 5.0661 (Leave Without Pay) in such cases as it shall appear to be in the best interest of the State.

Upon the expiration of Administrative Leave as described above, an employee must be returned to full-time duty without prejudice or placed on leave without pay pending a final resolution of the case in question.





Union Business

(Exception Code UB)

In accordance with provisions in the collective bargaining agreements, designated union members may be granted time with pay during their scheduled work hours to perform certain activities as specified in their union contract. Such time is to be reported using the payroll exception code UB.

For further details, see the applicable union contract which may be found on the Division of Human Resources website at http://www.hr.ri.gov.




Religious Observance

The State of Rhode Island shall make reasonable accommodation for religious observance(s), and/or, the religious practice(s) of its employees or applicants unless such request and/or accommodation creates an undue hardship on required and/or mandatory State of Rhode Island operations and/or is determined by the State to be unreasonable due to the facts and circumstances of the request. If the accommodation requires a leave of absence from work as a State employee such leave shall be taken in accordance with established leave provisions and with the express written permission of the State of Rhode Island.




Special Time Off

(Exception Code T)

With prior approval, employee(s) may be granted Special Time Off with pay for a limited duration and for certain instances. Such instances include but are not limited to:

  • To take civil service examinations administered by the Office of Personnel Administration.
  • To be interviewed for another position within state service.
  • To attend professional conferences, training sessions, or officially sanctioned outings.
  • To take a physical examination required for continued State service.
  • To permit time off during adverse weather conditions or state of emergency as authorized by the Director of Administration.




Statewide Adverse Weather Policy

Whenever it is determined that due to a weather-related event the normal operations of the state may need to be closed or altered, the Governor may institute a public statewide adverse weather declaration. The Statewide Adverse Weather Policy establishes for all agencies and employees the parameters, expectations and accountability for this statewide action.

One of these declarations may be to declare a closure of State Government and the issuance of a State of Emergency. In such cases, essential and non-essential employee designations will be determined by their respective department or agency head. Compensation under these circumstances for each employment status can be found in the Statewide Adverse Weather Policy.

The Governor may alternatively determine that the state offices are open and normal operations are in effect during a weather event. In these circumstances, employees who are unable to report for work on a regular scheduled workday because of adverse weather conditions or are unable to complete their work schedule because of such conditions may record such absence as either annual leave, personal leave, or leave without pay at the employee’s option, subject to supervisory approval.

In either case, once a final determination has been made and authorized by the Governor’s Office, announcements will be posted in a timely manner to a variety of communication vehicles, to include but not be limited to the state Human Resources website, the Governor’s Office Landing Page and via the statewide email system.

To review the governing Statewide Adverse Weather Policy, please click on the following link: https://rigov-policies.s3.amazonaws.com/DOA_State_Adverse_Weather_Policy3-14-19.pdf

 

Administrative Responsibilities


Personnel Files

In accordance with RIGL § 28-6.4, employees have the option to review their personnel file up to three times during a given calendar year. These files contain confidential documents relative to an employee’s employment and are located within the respective human resources office.

Human Resources recognizes the confidentiality of this information and only releases public information. Non-public (confidential) information is not released except upon receipt of a signed release from the employee or pursuant to subpoena, administrative order or other legal process.





Records Retention

Chapter 38 of the Rhode Island General Laws governs retention and destruction of records kept or received in the transaction of official business. Each employee should be aware of their program’s Records Retention Policy as approved by the Secretary of State’s Office. No public official may mutilate, destroy, sell, loan, or otherwise dispose of any public record without the consent of the public records administration program of the Secretary of State.

For further information, see your program’s Records Retention Policy or visit the Secretary of State’s State records management website at For State and Municipal Agencies – Records Management.





In-State Travel: Use of Personal Vehicle for State Business, Eligible Reimbursements and the State’s Mileage Reimbursement System

When necessary and when it is in the best interest of the State, employees may be authorized to travel within the state of Rhode Island and surrounding areas to conduct official state business. In these circumstances, state personnel may be allowed reimbursement for the use of their personally owned automobile at the current mileage rate when it is deemed economical and/or advantageous to the state. Additional expenses associated with authorized state business travel that may be eligible for reimbursement include, but are not limited, to conference fees, tolls and parking.

In an effort to eliminate paper, streamline the approval process, and more accurately calculate mileage reimbursements due to employees, the Department of Administration has created a Mileage Reimbursement System. This online system allows for employees to submit their mileage for authorized travel. Approved reimbursements are deposited directly into the same banking institution that an employees’ paycheck is deposited. Parking and tolls are also expenses that may be eligible for reimbursement through the Mileage Reimbursement System.

For more information on the use of a personal vehicle for state business and other in-state travel allowable and disallowable reimbursements, see the State Controller’s full policy on In-State Travel with following links:

For agencies and travelers utilizing the State’s Mileage Reimbursement System: A-46ET In-State Travel .

For agencies and travelers not utilizing the State’s Mileage Reimbursement System: A-46 In-State Travel.

Note that only employees who are paid via the State’s Payroll System (State Employees) can be paid via the State’s Mileage Reimbursement System. Other individuals seeking mileage reimbursement such as volunteers, interns, or contractors should refer to Policy A-46.





Out of State Travel

In support of an employee who has been authorized to travel out of the state of Rhode Island to conduct business on behalf of the State, the Out of State Travel Policy was created to provide employees with guidance and requirements for air travel, surface transportation and lodging. Found within this Policy are the expectations that all personnel traveling under these procedures exercise prudent responsibility when committing state funds. Travel on business should be conducted at minimum cost for achieving the success of the mission. The traveler is expected to exercise the same care in incurring travel expenses that a prudent person would exercise if traveling at his/her own expense.

It is incumbent on an employee to review this policy before making any travel arrangements: Out of State Travel Policy A-22.





Parking

Parking is made available at various locations depending upon agency assignment. Some agencies offer garage parking at a cost to the employee payable by payroll deduction. For questions regarding the parking situation specific to your work location, please see your supervisor or building maintenance staff.




Change of Address Request

When an employee changes their home/permanent or mailing address, it is extremely important that they take the necessary steps to update their address so Human Resources and applicable health and benefit vendors have the correct address on file.

Addresses are used for many different types of mailings - not just human resources/payroll information. Your address is used to mail insurance cards/information, reimbursements, informational mail and your year-end statement of wages (Form W-2).

To report a change to your home/permanent or mailing address and you are a current employee, you must complete a Change of Address. The Change of Address Form can be located at: Change of Address Form.

This Change of Address Form should be submitted to your local human resources representative for processing. For an up-to-date listing of human resources representatives for each assigned Executive Branch agency, please click here. For all other non-Executive Branch organizations, please submit this form to your local administrative representative.

It is important to note that a few of the State’s health and benefit vendors require that you update your address directly – the Change of Address form will not update your address with these vendors and you must update your address on your own:

Retired employees receiving benefits from the Employees Retirement System of Rhode Island (ERSRI) must complete a Change of Information Form as directed on ERSRI’s website at http://www.ersri.org/ersri-forms/retiree-forms/#gsc.tab=0.

Terminated employees who have not received their final Form W-2 should make sure that their human resources office has their correct mailing address. If Human Resources does not have the correct address, the Form W-2 will be returned to the State. The postal service will not forward your Form W-2.





Identification Cards and Badges

Identification cards, badges and other identification devices are for use only in establishing identity, authority or access in connection with official duties. Badge holders shall not aid or participate in allowing unauthorized access to secure or restricted areas. Identification cards or badges are not to be used to exert influence or to obtain, either directly or indirectly, personal privileges, favors or rewards for themselves or others. Deliberate violations could result in disciplinary action.

Employees should wear their identification card/badge at all times when on duty as a state official unless otherwise authorized by their supervisor. Cards/Badges should be prominently worn so the photo is clearly visible to others unless doing so presents a safety issue. Cards/Badges shall not be defaced or altered with pins, stickers, decals, etc.

Employees are responsible for the prompt notification to the Office of Human Resources of any change in badge application information. Employees are responsible for the safeguarding and proper use of identification badges and for promptly reporting their loss to the Office of Human Resources. In the event an employee’s identification badge is repeatedly lost or stolen, the State reserves the right to assess a fee for replacement of the badge.

Identification badges remain the property of the State of Rhode Island and shall be returned upon request or upon termination or separation of service. The State reserves the right to revoke the authorization for an identification badge where such action is determined to be in the best interest of security and requires the immediate surrender of any badge upon notification of such revocation. The transfer or use of identification badges by another individual is strictly prohibited.

 

Additional Benefits Programs


Career Awards

Employees in the classified or unclassified branch of service are awarded a gift for their service and a certificate showing the number of years of service upon the completion of ten (10) years of service, and every subsequent five (5) years of continuous service thereafter up to fifty (50).




Employee Suggestion Program

The Employee Suggestion Program provides a way for eligible state employees to submit their ideas and suggestions to improve state government operations or services and reduce costs. Cash awards are available for adopted and approved suggestions that provide tangible benefits to the state in the amount not to exceed five percent (5% - or a maximum of $2,000.00) of any actual savings realized during the first twelve (12) month period which directly relate to the employee's suggestion.

More information about the program may be found in the Personnel Rules (Personnel Rule VII) available on the Division of Human Resources website at http://www.hr.ri.gov/





State Employees Annual Giving Campaign

Every fall, state employees are invited to participate in the Rhode Island Annual Giving Campaign which allows employees to conveniently contribute through payroll deduction to any non-profit 501(c)(3) organization. All donations are tax deductible. As state employees, we all share a common mission. Regardless of where we work or what we do, our job is to help Rhode Island thrive. Any contribution – financial or otherwise – is an investment in our fellow Rhode Islanders and by participating in this voluntarily program we can come together to make a difference in our community.

More information about the program is available on the United Way of Rhode Island’s website at https://www.uwri.org/.




Incentive In-Service Training Programs

All employees successfully accruing 4 pre-approved incentive credits in the Incentive In-Service Training Program will receive a salary increase. There are two programs dependent on your date of hire:

Program #1: Employees with a date of hire before July 1, 2001, who complete the program, will be granted a one-step pay increment next above the current base step, or if at the maximum of the grade, a pay increment equal in amount to the last step in the pay grade. This amount will be retained by the employee annually for the remainder of their career in State service. If the employee leaves State service after receiving their award and later returns, their award will be reinstituted. If the employee leaves State service before completing the program and later returns, partial credits will not be reinstituted, and they will be entered into Program #2.

Employees with a date of hire before July 1, 2001, may choose to opt-out of Program #1 and enter Program #2. To do so, they must complete an opt-out/opt-in form available in the Division of Human Resources and submit the completed form to the Office of Learning and Development. The original incentive award must be terminated before new courses can be requested for credit under Program #2. Courses approved in the original program, and courses similar to them, cannot be taken again in the new program. The employee cannot change back to the original program once the opt-out/opt-in choice is made.

Program #2: Employees hired on or after July 1, 2001, who complete the program will be granted an incentive determined in the same manner as in #1, but will receive this incentive for only 4 years. For 3 years thereafter, the incentive award will be terminated, and no incentive requests can be made during these 3 years. After the 3-year period ends, employees may again request courses for incentive credit, but not courses previously approved for incentive credit, nor courses similar to them. This cycle may continue throughout the employee’s career with the State.

Rules for both programs:

  • All qualified course requests must be made on a CS-365 Request for In-Service Training Incentive Credit form, with all information filled out.
  • Completed CS-365 forms must be received by the Office of Learning and Development at least 7 days before the course start date – late requests will not be accepted. It is the employee’s responsibility to verify that the Office of Learning and Development has received their CS-365 request.
  • Employees whose requests are approved by the Office of Learning and Development for incentive credit will receive a CS-372 “approval letter.” If a course is disapproved, the employee will be notified on a CS-372A form.
  • The Office of Learning and Development may request additional information before a decision is made to approve or disapprove a course for incentive credit.
  • All courses must be directly job related to the employee’s current job duties. Courses taken for promotional advancement are ineligible.
  • Each course must be a minimum of 15 hours of in-class time for ½ incentive credit and a minimum of 24 hours of in-class time for 1 incentive credit.
  • Course level must be appropriate to the employee's job classification.
  • Only 2 courses for credit can be taken at a time.
  • All courses must have an exam component.
  • Completion credit will be given for non-State sponsored courses only when official transcripts/certificates are submitted to the Office of Learning and Development by the employee. Completion dates are those dates transcripts/certificates are received by the Office of Learning and Development, not the course end date.
  • When each course is successfully completed, the Office of Learning and Development will send a “verification of completion” letter to the employee.

Upon successful completion of 4 credits, the Division of Human Resources will initiate the pay increment. Note: Requirements for obtaining college degrees, CEUs, who pays for the course or if the employee takes the course outside of work hours etc. are not criteria affecting the incentive credit programs.

*Online courses may be eligible if they meet all criteria, are approved in advance by the Office of Learning and Development, are taken at an accredited college or university, and a final transcript is submitted to the Office of Learning and Development.

If you have any questions call the Office of Learning and Development in the Division of Human Resources at 222-2178.

 

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2019 State Holiday Celebrations

  • New Year’s Day
  • Dr. Martin Luther King, Jr. Day
  • Memorial Day
  • Independence Day
  • Victory Day
  • Labor Day
  • Columbus Day
  • Veterans’ Day
  • Thanksgiving Day
  • Christmas Day
  • Tuesday, January 1
  • Monday, January 21
  • Monday, May 27
  • Thursday, July 4
  • Monday, August 12
  • Monday, September 2
  • Monday, October 14
  • Monday, November 11
  • Thursday, November 28
  • Wednesday, December 25

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