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Document Code No.: INF 13-1-1 (AEP)
Department/Issuing Agency: Department of Executive Services
Effective Date: July 28, 2002
Approved: /s/ Paul Tanaka
Type of Action: Superseding INF 13-1 (AEP) (PDF, 2.70 MB), November 2, 1991

Signed document (PDF, 2.72 MB)


1.0 SUBJECT TITLE: Information Distribution for Solicitation of County Employees

2.0 PURPOSE:

2.1 To establish a uniform policy and procedure for the distribution of information to County employees.

3.0 ORGANIZATIONS AFFECTED:

All Executive departments, offices and agencies.

4.0 REFERENCES:

4.1 K.C.C. 6.76 (Ordinance #'s 1603, 2053) - Charitable Solicitations

4.2 K.C.C. 3.04, Ordinance #9704 - Employee Code of Ethics

4.3 K.C.C. 3.36, Ordinance #'s 8575 and 9465 - Charitable Contributions from King County Employees.

5.0 DEFINITIONS:

5.1 "Solicit" and "solicitation" mean the request directly or indirectly of money, credit, property, financial assistance or other thing of value.
(a) Any oral or written request,

(b) The distribution, circulation, mailing, posting or publishing of any handbill, written advertisement or publication,

(c) The making of any announcement at an assemblage, athletic or sports event, bazaar, benefit, campaign, circus, contest, dance, drive, entertainment, exhibition, exposition, party, performance, picnic, sale, social gathering, theater or variety show.

(d) The sale of, offer or attempt to sell any advertisement, advertising, space, book, card, chance, coupon, device, magazine, membership, subscription, ticket, admission, article or other thing. A "solicitation" shall be deemed made, whether or not the person making the same received any contribution or makes any sale.

6.0 POLICIES:

6.1 County resources shall not be used to advertise, promote or solicit business for any financial enterprise or profit-making (commercial) or non-profit entity, except as provided for in Section 7.0 of this policy or by County ordinance. For the purposes of this policy, "County resources" shall include but not be limited to the County's payroll system.

6.2 All requests for the distribution of information to County employees through the County payroll system shall be subject to the written approval of the Manager, Finance and Business Operations Division, Department of Executive Services, or his or her designee.

6.2.1 Solicitation of county employees through the payroll system shall be approved if it meets one or more of the following criteria:
(a) Communications to County employees bearing the signature of the King County Executive.

(b) Employee information directly related to County programs (e.g. recycling program, charitable giving programs, and King County Credit Union information).

(c) Information related to County employee benefit programs (e.g. retirement systems, medical and dental benefits, employee training).

(d) Communications to County employees regarding policies and procedures or regulations affecting County employment.

6.3 Solicitation of County employees shall not be allowed in the office or work area during normal business hours unless specifically related to County business.

6.3.1 Solicitation by employees in office areas during rest/coffee breaks and lunch periods may be approved by the respective division manager or department director at his or her discretion.

6.4 Union organizing activities shall be governed by the provisions of state and federal laws.

6.5 Posting of information in public areas shall be approved by Facilities Management.

6.6 Posting of information in non-public areas shall be at the discretion of the department director/division manager.

7.0 PROCEDURES:

7.1 DISTRIBUTION OF INFORMATION THROUGH THE PAYROLL SYSTEM:

Action By: Initiator

Action:

7.1.1 Submits written request to the Manager, Finance & Business Operations Division, Department of Executive Services, accompanied by the original copy of the information to be distributed two (2) weeks prior to the payroll distribution date.

Action By: Manager, Finance & Business Operations Division, Department of Executive Services, or Designee

Action:

7.1.2 Reviews, approves or denies request based on the criteria established in Section 6.2.

7.1.3 Forwards written approval or denial of request to initiator within four (4) working days from the date of the receipt of the request; if approved, attaches information on the appropriate number of copies and bundling/sorting requirements for distribution to each agency. Forwards a copy of the response to the Payroll Supervisor, Central Payroll Unit, Payroll and Benefits Operations Section.

Action By: Initiator

Action:

7.1.4 Forwards to the Central Payroll Office, Payroll and Benefits Operations Section, the bundled and sorted information in sufficient numbrs for distribution per County agency.

7.1.5 Delivers to the Central Payroll Office, Payroll and Benefits Operations Section, two (2) days prior to the payroll distribution date.

7.2 MESSAGES ON PAYROLL CHECKS:

Action By: Initiator

Action:

7.2.1 Submits written request to the Manager, Finance & Business Operations Division, Department of Executive Services, which includes the language of the message to be printed on the payroll checks two (2) weeks prior to the payroll distribution date.

Action By: Manager, Finance & Business Operations Division, Department of Executive Services or Designee

Action:

7.2.2 Reviews, approves or denies request based on the criteria established in Section 6.2.

7.2.3 Forwards written approval or denial of request to the initiator within four (4) working days from the date of receipt of request. Forwards a copy of the response to the Payroll Supervisor, Central Payroll Unit, Payroll and Benefits Operations Section.

Action By: Payroll Supervisor

Action:

7.2.4 Ensures and arranges to have approved messages printed on payroll checks.

8.0 RESPONSIBILITIES:

8.1 The initiator (solicitor) shall be responsible for:
(a) Submitting written request as provided for in Section 7.0,7.1.1 or 7.1.2,

(b) Transmitting to the Payroll Office, Central Payroll Unit, Payroll Operations Section, sufficient number of copies of the information sorted and bundled for distribution to County agencies.

8.2 The Manager, Finance & Business Operations Division, Department of Executive Services or his or her designee shall be responsible for:

(a) Reviewing and approving or denying requests for distribution of information to County employees through the payroll system and for messages to be printed on the payroll checks, and providing written response to the initiator within four (4) working days from the date of receipt of request.

(b) Providing to the Payroll Supervisor, Central Payroll Unit, Payroll and Benefits Operations Section, a copy of Finance & Business Operations Division's response to request for the distribution of information to County employees through the payroll system and for messages to be printed on the payroll checks.

8.3 The Payroll Supervisor, Central Payroll Unit, Payroll and Benefits Operations Section is responsible for:

(a) Verifying the approval of a request for distribution of information to County employees prior to distribution,

(b) Maintain and provide to the initiator an employee count by Mail Stop and/or King County code, to be used by the initiator for sorting and bundling the information to be distributed,

(c) Effecting distribution or

(d) Ensuring that approved messages are printed on the payroll checks.

8.4 The Facilities Management Division is responsible for:

(a) posting of information in public areas.

9.0 APPENDICES:

None