Reference Number: 
CTAS-1112

Each county official (including the county mayor and the county legislative body) and each department head within the county is responsible, with respect to the employees of that office or department, for the following:

  1. Ensuring that each employee under his or her direction has received a copy of the personnel policies in effect for that office, including a statement that nothing in the policies is intended to create a contract of employment or to affect the employment-at-will status of county employees, and a statement for each employee to sign acknowledging receipt of a copy of the policies for that employee’s office or department and acknowledging that the employee understands that subsequent amendments will be on file at the office of the county clerk.
  2. Furnishing to each employee a copy of T.C.A. § 39-16-504, relative to falsifying, destroying, or tampering with governmental records.
  3. Maintaining all required personnel records, including but not limited to the form I-9 required under federal immigration laws and all wage and hour records required under state or federal law, unless such records are maintained in a central payroll office within the county.
  4. Ensuring that all posters and other employee notifications required by the federal Fair Labor Standards Act, the Family and Medical Leave Act, applicable equal employment opportunity laws, and other applicable state or federal laws have been posted or otherwise given to employees. The posters and other helpful information can be obtained free of charge from the U. S. Department of Labor (DOL) Wage and Hour Division office and Equal Employment Opportunity Commission (EEOC) office nearest you.

Each official and department head should determine which employees are considered employees of their offices and make certain that the above requirements have been met for each of those employees. While this is not required, it would be a good idea for the county mayor or the county legislative body to send a notice to each official and department head within the county advising them of their responsibilities.