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Document Code No.: FES 8-2 (AEP)
Department/Issuing Agency: Transportation Department/Transit Division/Service Development/Market Development
Effective Date: July 18, 1998
Approved: /s/ Ron Sims
Type of Action: Superseding FES 8-1-1 (AP) (PDF, 3.41 MB)

Signed document (PDF, 4.98 MB)


1.0 SUBJECT TITLE: Employee ID/Bus Pass/Building Access System

2.0 PURPOSE:

    2.1 To establish uniform procedures for employee ID/bus pass/key card policies regarding distribution, replacements and return upon termination.

3.0 ORGANIZATIONS AFFECTED:

    All King County departments, offices and agencies.

4.0 REFERENCES:

    4.1 Ordinances 12932 & 12933.

5.0 DEFINITIONS:

    5.1 "Employee ID" means an employee photo ID card issued by DCFM which may also serve as a "bus pass" and/or a building access "key card".

    5.2 "Bus Pass" means employee ID that includes fully subsidized transit access.

    5.3 "Key Card" means an employee ID issued for use in designated key ports to gain access to County facilities such as secured buildings and parking garages. Key card access is provided upon the request of the appropriate agency manager.

    5.4 "Generic Key Card" means a non-photo key card that provides building access only to applicable County facilities. Supervisors may order spare generic key cards to pass out on a short term, as needed basis, to employees who occasionally need building access.

    5.5 "Access Level" means a time range into which key card holders are grouped. The different access levels determine which groups may enter County facilities at designated times.

    5.6 "ID Capture Station" means a location operated by DCFM which has access to ID 2000 computer system and at which an employee ID can be issued. (See appendix 9.5 for station locations.)

6.0 POLICIES:

    6.1 DCFM--Administrative Services (in conjunction with the RJC Facilities Security staff when card is an access card to the Regional Justice Center) shall maintain an employee ID access system that can include bus pass or key card access for King County employees and has the authority to control issuance, replacement or cancellation of any employee ID card. Bus passes are provided upon the authorization of the office of Human Resources and the Employee Transportation Program.
      6.1.1 Employees who are eligible for a fully subsidized bus pass will have their employee ID modified to also serve as a bus pass, unless the employee declines the bus pass benefit.

      6.1.2 Employees who receive an employee ID/bus pass from DCFM must sign an "Employee Bus Pass Authorization Form"(see Appendix 9.2) that describes the employee ID/bus pass termination policy and authorizes the County to deduct a replacement fee if the pass is not turned in to their supervisor prior to the terminated employee's payroll cutoff date for their final paycheck.

      6.1.3 Employees whose job duties require access to county facilities will have their employee ID card modified by DCFM to also serve as a key card. Key card access is provided upon the request of the appropriate agency manager.

    6.2 Employees who lose their employee ID/bus pass are allowed one bus pass replacement per calendar year upon payment of a bus pass replacement fee which is based on current Metro FlexPass policies and is collected by DCFM Administrative Services on behalf of Transit.

      6.2.1 Employees who lose their employee ID may replace their pass without the bus pass option if they pay an employee ID replacement fee which is based on the cost of materials and is collected by DCFM Administrative Services.

      6.2.2 Stolen employee ID which may include a bus pass or key card may by replaced at no charge if they submit a copy of the police report to DCFM-- Administrative Services.

    6.3 All King County Supervisors are responsible for retrieving employee ID cards from terminated employees before the payroll cutoff date for the employee's final paychecks.

      6.3.1 Retrieved employee ID cards shall be delivered by certified mail or messenger to DCFM - Administrative Services who will, in conjunction with RJC Facilities Security if necessary, void the cards and pass them on to the Employee Transportation program.

      6.3.2 Supervisors will send in a "Employee Replacement Fee Form" (see Appendices 9.4 & 9.5) to their employee's payroll representative prior to the payroll cutoff date for the terminated employee if the employee has lost or refused to return their employee ID card.

    6.4 The agency's payroll clerk will process Employee Replacement Fee Forms that are received before the terminated employee's payroll cutoff date for their final paycheck and deduct the applicable replacement fee.

    6.5 All canceled employee ID cards and canceled generic key cards must be turned in to DCFM Administrative Services, who will take appropriate action to update records.

    6.6 Employees who transfer from one County agency to another must turn in their employee ID or generic key card to DCFM Administrative Services for re-coding if they use it as key card for access to a county facility.

    6.7 Employees shall not loan the employee ID or generic key card issued to them to any other person and shall report to DCFM Administrative Services immediately about any lost or malfunctioning cards.

7.0 PROCEDURES:

    Employee ID Card Requests:

    Action By: Requesting Agency/Employee

    Action:

      7.1 Completes "ID/keycard Request Form" (see Appendix 9.1) and an Employee Bus Pass Authorization Form, if employee is eligible for a bus pass. Brings signed, authorized forms, along with some type of picture I.D. (e.g., driver's license) to a DCFM ID capture station.

    Action By: DCFM

    Action:

      7.2 Reviews forms for completeness, including authorized signatures if necessary.

      7.3 If complete, signs as approved for issue and assigns keycard access level, if requested.

      7.4 Adds the employee data to the appropriate data bases.

      7.5 Takes photo for employee ID card, prints card and distributes Employee ID card.

    Employee ID/generic Key Card Cancellations:

    Action By: Supervisor of Employee

    Action:

      7.6 Returns employee ID cards and generic key cards to DCFM Administrative Services. In cases when a rush cancellation to a key card is necessary due to inability to collect card from employee, calls the DCFM Administrative Services, Office Services Supervisor to facilitate the cancellation, who coordinates with RJC Facilities Security if necessary.

      7.7 For terminated employees who have lost their ID/bus pass, returns employee ID card to DCFM or sends an Employee Replacement Fee Form to the employee's payroll representative before the payroll cutoff date for the employee's final paycheck.

    Action By: Agency Payroll Representative or ID Coordinators

    Action:

      7.8 If an Employee Replacement Fee Form is received before the payroll cutoff date of a terminated employees final paycheck, the agency payroll representative shall forward the request to the Finance Department who will deduct from the employee's final paycheck the appropriate fee. If a supervisor submits a terminated employees ID card, the card will be forwarded to DCFM.

    Action By: DCFM

    Action:

      7.9 Updates computer records to deactivate key card, destroys generic key cards and forwards voided ID/bus pass cards to the Employee Transportation Program.

      7.10 Furnishes the Employee Transportation Program office monthly information regarding any ID/bus pass cancellations

    Action By: Employee Transportation Program

    Action:

      7.11 Destroys employee ID/bus pass cards and updates bus pass database.

    Lost, Stolen or Damaged Employee ID or Generic Key Cards:

    Action By: Requesting Agency/Employee

    Action:

      7.12 reports to DCFM --Administrative Service Information Supervisor lost, damaged or stolen cards, who coordinates with RJC Facilities Security if necessary.

    Action By: DCFM

    Action:

      7.13 Cancels key cards access from computer and instructs employee on procedure for obtaining a replacement.

    Action By: Employee

    Action:

      7.14 If an employee needs a new employee ID card or a generic key card, they can obtain one from a DCFM capture station upon payment of a replacement fee.

8.0 RESPONSIBILITIES:

    8.1 Requesting Agencies are responsible for:
      8.1.1 Providing a signed Employee ID/key Card Request Form, and an Employee Bus Pass Authorization Form, if employee is eligible, for the employee to take to a DCFM capture station.

      8.1.2 Providing DCFM with a current, up to date "Employee Bus Pass Issuing Authorities Form"(see Appendix 9.3) to ensure only authorized staff are approving the issuance of employee bus passes.

      8.1.3 Turning in to DCFM Administrative Services all employee ID cards or generic cards from employees who are terminating or transferring employment to another King County agency or for any other reasons requiring card cancellations.

    8.2 Agency Payroll Representatives or ID Coordinators are responsible for:

      8.2.1 Returning to DCFM-- Information Supervisor all employee ID or generic key cards they receive from Supervisors which are no longer needed due to change in functions, employee transfer or termination, or any other reasons requiring card cancellations.

      8.2.2 Forwarding Employee Replacement Fee Forms when received from their agency's supervisors to Finance Department who will authorize payroll deduction to cover the cost of replacement fees for terminated employees who have lost or refuse to return their bus passes.

    8.3 Department of Construction and Facility Management (DCFM)-- Administrative Services (with the involvement of Regional Justice Center (RJC) Facilities Security Staff when card is an RJC access keycard) is responsible for:

      8.3.1 Approving all employee ID requests which may include a bus pass or key card, monitoring the usage of key cards and canceling key cards when necessary.

      8.3.2 Approving and distributing generic key cards and monitoring the usage and cancellation when necessary.

      8.3.3 Preparing and issuing employee ID cards for county employees and requesting agencies; maintaining all computer and paper documentation for the employee ID/bus pass/key card system and collecting fees for lost ID's.

      8.3.4 Updating and issuing to County agencies various ID request and authorization forms.

      8.3.5 Issuing unique employee identification numbers to employees being issued an employee ID card, which number remains assigned to an employee for the duration of their employment with King County, regardless of whether or not they transfer to another department. Such unique employee identification numbers are the same employee numbers used by OHRM in the HR/Payroll System.

    8.4 Office of Human Resource Management (OHRM) is responsible for:

      8.4.1 Furnishing DCFM with list of all employees eligible for a employee ID/bus pass/key card and for employees who have been terminated or transferred each pay period.

    8.5 King County Supervisors are responsible for:

      8.5.1 Informing all terminated employees that they must return their employee ID which may include a bus pass or key card and generic key cards before their payroll cutoff date for their final paycheck or they will be assessed a replacement fee.

      8.5.2 Submitting returned employee ID cards and generic key cards to DCFM Administrative Services by certified mail or messenger.

      8.5.3 Preparing an Employee Replacement Fee Form for terminated employees who are unable to return their employee ID card and seeing that their agency's payroll representative receives this form in time to be processed by the payroll representative before the payroll cutoff date for the employee's final paycheck.

    8.6 Finance Department is responsible for:

      8.6.1 Deducting the cost of the replacement fee from the employee's final paycheck if they receive a Employee Replacement Fee Form for a terminated employee from an agency's payroll representative.

    8.7 Employee or Key Card Holder is responsible for:

      8.7.1 Not loaning the key card issued them to anyone else.

      8.7.2 Reporting immediately both to their supervisor and to DCFM Administrative Services a lost, stolen or malfunctioning card that is also a keycard allowing the holder access to County facilities or that is a bus pass, enabling the holder to access free transit.

      8.7.3 Taking care not to damage or obscure the barcode stripe or mag stripe on the back of the card.

      8.7.4 Returning employee ID or generic keycards to their supervisor when the card is no longer needed or upon terminating. If the employee transfers to another agency and needs to modify their key card, they will need to contact DCFM-- Administrative Services Information Supervisor.

      8.7.5 Paying any applicable fees related to the loss of an ID card.

9.0 APPENDICES:

    The following appendices are available from the Transit Division:

    9.1 ID/keycard Request Form.

    9.2 Employee Bus Pass Authorization Form.

    9.3 Employee Bus Pass Issuing Authorities Form.

    9.4 Employee Replacement Fee Form.

    9.5 List of ID Capture Station Locations.