Frequently Asked Questions

No. Your benefit allowance is based upon your position’s allocated FTE and bargaining unit.

No.

Your total available allowance is the sum of your balances. The Staff Development/Wellness allowance may be used towards either staff development or wellness expenditures. However, the staff development allowance (SD) can only be used toward directly related job education, professional growth, and licenses and professional certificates. If you still have questions about your benefit amount, refer to your bargaining unit’s MOU or contact us at staffdev@sonoma-county.org.

Eligible employees who promote or change bargaining units are adjusted by taking the new allowance less any amounts expended during the fiscal year. FTE adjustments are addressed in accordance with the respective MOU.

You can request reimbursement as soon as the out of pocket cost has been incurred.

No. You will only be reimbursed with what is remaining in your account.

The turnaround time is indicated as the estimated “Pay Date” on the notification e-mail from Sonoma-County-eForms@sonoma-county.org. Typically claims filed between September and May are reimbursed as quickly as possible (usually 2-3 weeks) with consideration for additional information needed to process the claim (eg. clearly legible receipt, explanation how the purchase is directly related to the job class title).

Due to a very large volume of fiscal year end claims, it could take longer for claims submitted between June and August. Claims for the new fiscal year allowance (July 1) have a delayed processing time due to closing out the large volume of old fiscal year claims. The new fiscal year claims are typically processed in August at which time the new fiscal year allowances are loaded into the Staff Development system. You are encouraged to consider the impact on your personal finances with delays in reimbursements for July and August claims.

Newly hired employees can take up to five weeks to appear in the Staff Development Database in order to process in payroll, however once you have an employee ID Number you can file a claim.

No. Under the Staff Development program, employee reimbursement is a required component of the program.

No. Claim reimbursements are based on a cash basis/constructive receipt on the date the payment was made.

Claim reimbursements such as these are based on a cash basis/constructive receipt on the date the payment was made, regardless of the date of the training/conference. Be sure to meet the Staff Development fiscal year end claim submission deadline.

The staff development allowance is a fiscal year benefit meaning that you can incur the cost between July 1-June 30. The deadline to incur an allowable cost is June 30. The deadline to submit an eForm for the old fiscal year end processing is usually the first Friday of July in the new fiscal year. (e.g. For the Fiscal Year 2018/2019 allowance and a $100 receipt dated June 29, 2019, the eForm must be submitted successfully by the first Friday of July or July 5, 2019, or on the next business day if it is an observed holiday).

A Certificate of Completion is not required for reimbursement.

The name printed on the credit card should match the employee name. We understand that some households use a family credit card. If that is the situation, please make an explanation the description of the eForm claim.

We recommend that you do this, but it is up to you to protect your privacy.

HR Admin does not require a professional development plan be submitted with the eForm claim, however, your department may have their own requirements. Please check with the appropriate HR Liaison in your department if there are any questions about internal department requirements.

If you buy used equipment that is not sold by a retailer such as Craigslist or a garage sale you can provide documentation that provides information similar to a store receipt that should include (Sales Date, Item Description, Seller Name, Sales Price, and picture if available).

According to IRS regulations, all electronic purchases are taxable if they become the property of the employee.

No. Warranties and service agreements are not allowable expenses.

HR Admin does not require a professional development plan be submitted with claims, however, your department may have their own requirements. Please check with the appropriate HR Liaison in your department if there are any questions about internal department requirements.

You are not eligible to be reimbursed for your usual work commute, only those miles in excess of your normal commute. Calculate miles starting from your work address if you drive past there to get to your travel destination or from home if it is closer. This only applies when you travel during your normal work hours.

Go online or request documentation from your gym detailing the cost of an “individual” membership to be reimbursed at that rate. Employees can only be reimbursed for individual fees, not for additional family members. Submit this documentation along with proof of payment. If you signed up for a “couples” gym membership and do not provide documentation of the cost of an “individual” membership, you can be reimbursed for 50% of the “couples” membership.

Yes. Go online, use emailed payment confirmations, or request a statement from your gym showing dates of service and payments made and submit this with your claim.

No. Claim reimbursements are based on a cash basis/constructive receipt on the date the payment was made.

No. Membership/initiation fees are a required part of the cost of gym membership and, therefore, are an eligible expense.

The program may be used for activities by allowing participation in a wide variety of activities that promote physical fitness.

Yes, but the electronic consoles and controllers are not eligible.

Documentation should clearly indicate dates of service or membership, proof of payment, and type of membership/services purchased (e.g. individual membership).

Yes.

No. These items are considered furniture which is not covered under the benefit.

No. The goal of the Physical Fitness/Wellness benefit is to provide employees as many options and as much flexibility as possible to find a physical activity which promotes aerobic exercise, flexibility, and/or strength training. Costs for massage, acupuncture and chiropractic visits are eligible because they help employees maintain their bodies in order to sustain a physically active lifestyle.

California Vehicle Code Section 312.5 defines an electric bike as a “bicycle with fully operable pedals and an electric motor of less than 750 watts (1 horsepower)“. It listed three electric bike classes with different speed limits and rules to make things clearer for buyers. Manufacturers also need to label their bikes with the class number, stop speed, and watt rating. These are the common classes referred to in the US.

First off you should know the following info: What Is Pedal Assist / What Is Throttle?

• Pedal assist means that the motor power only kicks in when you pedal. It’s there to give you an extra boost and stops when you stop pedaling. Most bikes have different levels of assist you can select.
• Throttle e-bikes power the motor without pedaling. You can get full twist throttles like a motorbike, half twist which are smaller, or even thumb or finger levers.

The County of Sonoma is committed to provide efficient and high-quality services to the community and recognizes the importance of developing and maintaining the knowledge, skills, and well-being of our workforce to achieve this goal. Specifically, the Staff Development Benefit Allowance Program provides an annual reimbursement allowance to assist County employees to: achieve professional and educational growth; achieve personal wellness and physical fitness; and, be resilient in times of emergency or disaster to ensure they are prepared, and, therefore, better able to fulfill the role as Disaster Service Workers.

As County employees are required to serve as Disaster Service Workers (Cal. Govt. code 3100 et. seq.) expansion of this benefit to include designated emergency preparedness supplies supports the County’s mission to encourage County employees and their families to be better prepared for an emergency or disaster. This preparation enhances the County’s ability to provide continuity of County services to the community during an emergency or disaster.

Allowable Items:

In support of this initiative, the following items are included as eligible reimbursable expenses under the new category of Emergency Preparedness in the Staff Development/Wellness Benefit Allowance Program:

• Portable generators and emergency power battery systems (equipment costs only)
• Personal and family pre-configured emergency/disaster kits/ first aid kits (purchased as a package)
• Hand crank radios
• National Oceanic and Atmospheric Administration (NOAA) weather radios

Exclusions:

• Weapons
• Provisions for pets or animals
• Transportation
• Clothing
• Two-way radios
• Medical supplies
• Water purification and storage systems
• Temporary living structures such as tents
• Individual items that are intended to be for “build it yourself” emergency kits
• Installation costs
• Warranties and service contracts
• Repair costs
• Extension cords

On July 9, 2019 the Board of Supervisors approved the Emergency Preparedness as a new category in the Staff Development and Wellness allowance. On October 17, 2019, the eForm will allow you to file a claim with receipts showing a date of purchase on or after July 9, 2019.

If you purchased eligible expenses and lost your receipt, you may ask the store to look up a copy of the receipt and provide a copy in the eForm; obtain an online copy of the product purchased showing the price and a bank or credit card statement that evidences the payment to the seller and provide a copy in the eForm.

No. Employees’ Staff Development benefit allowance amounts are outlined in the respective bargaining unit MOU or Salary Resolution.

The eligible and excluded items were developed by several departments including the Department of Emergency Management, Office of Recovery and Resiliency, and Human Resources. Denied claims under Emergency Preparedness will be evaluated periodically to assess if changes are necessary.