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Congratulations on becoming the newest member of the Campbell County family! We hope you find your new role in public service both rewarding and challenging. We are proud to have you serve with us, and would like to welcome you to our team. In Campbell County, we work together to make a difference not just a living, so we know that it takes a diverse group of people, with varying skills and backgrounds to accomplish this goal. In fact, it is this collaboration that makes our locality so very successful - a strong, passionate group of many can accomplish more than what one individual can accomplish alone. Again, welcome home, and thank you for choosing to serve with us!
The following pages include some of the information that we need you to review and acknowledge.
Before you begin your employment at Campbell County we encourage you to visit our website to view the Employee Handbook. There you will find information on the County's Policies, Procedures and Benefits.
For more information on the Virginia Human Rights Act Reasonable Accommodations for Pregnancy click the link above.
Campbell County utilizes Direct Deposit for all employees. It is used for payroll as well as reimbursements through accounts payable.
Please bring the information for the account(s) that you would like your payroll deposited into on your first day. We can split your paycheck between more than one account. Simply provide information for each account.
A voided check is preferable, but we can also accept an automatic deposit sheet from your bank (financial institution) that includes routing and account number.
All county employees are paid on the last working day (falling between Monday and Friday) of each month.
Please click on the above link to review the rules for Campbell County computer equipment usage & network access.
Please click on the above link to review the rules for Campbell County Remote Access.
You may be issued a key fob (for keyless entry) which will allow you access to secured working areas. This is dependent upon your position. However, we ask that each employee review and acknowledge this policy should they ever receive one.
Each employee needs to review and understand the following Department Credit Card Policy & Procedures in the event that they are requested to purchase something for the County or their department.
Central Purchasing maintains a procurement card program that provides access to internet purchasing, immediate payment for purchases and allows the County to take advantage of the rebates allotted with the use of the credit card.
The following policies and procedures will govern purchasing card use:
1. CARD AVAILABILITY
Central Purchasing will continue to maintain two (2) Procurement credit cards (Pcards). The Purchasing Office will also be expanding the use of additional Pcards to Directors, Department heads and Departments. The use of these cards will still require a signed and coded requisition or receipt from an authorized department authority.
2. ORDERING PROCEDURES
a. Credit Card orders may be placed up to $3001.00 (or at the discretion of the Central Purchasing Office) as stated in the small purchasing policy. The signed coded requisition or signed coded receipt must contain the date of the purchase and the cost of the purchase. By signing and approving the requisition and /or receipt, the Department head is responsible for ensuring that sufficient funds are available in the expenditure line item to cover the amount of purchase(s).
b. If the purchase is being made by the Central Purchasing Office, any relevant quotes, order forms, brochures, flyers, etc., or other information containing telephone numbers, emails and specific ordering instructions should be attached to the requisition. Central Purchasing will then execute the purchase and credit card transactions. An email confirmation of the purchase will be sent to the requesting department upon completion.
c. If the purchase is being made within the department with their department or personal credit card, a requisition or the signed coded receipt must be scanned and sent via email to the transaction reconciler for your department, within two (2) work days of the purchase. NONE of the receipts are to be held until the end of the month. Reconciliation MUST occur as transactions hit the card to ensure timely payment of the credit card each month.
When a department employee requests to use the department card, they must sign out the card on the attached sign out sheet. This will enable the department to keep track of the cards that are in use and by whom.
Purchase orders for Pcard purchases under $3,001.00, in line with our Purchasing Policy, will not be entered into the accounting system; therefore, these credit card charges will not be encumbered. The only exception may be at the end of the fiscal year, when purchases with the credit card are made and the department knows the item will not arrive prior to the end of June.
4. RECONCILIATION OF CHARGE RECEIPTS
a. A signed/coded confirmation receipt of the transaction will be scanned and uploaded into the Bank of America “Works” program along with the expenditure line information. When transaction information has been supplied, the Reconciler, as determined by the Purchasing Agent, will Sign Off on the transaction so that the transaction and GL line can be approved. The Approver (Purchasing Agent or designee) will then Close the transaction so that the Accountant (Director of Management services or designee) can review for the final time and send it to the batch for that payment of the invoice by Accounts Payable for that month.
Central Purchasing can access an electronic statement or invoice from the Pcard company’s web site on the 1st of each month and the payment is to be processed within 24 hours.
b. The Reconciler will code and sign off on the transactions each month, the Accountholder/Approver will batch the transactions and prepare the GL monthly spreadsheet for Accounts Payable. Departments may access the GL Monthly spreadsheet in order to verify their lines.
5. RETURN OF CREDIT CARD
When the Pcard is picked up for use in a department, the card and all related receipts must be returned to the department within 48 business-day hours. The only exception would be, if a department card was used for travel and the employee will not return from the event within that time frame.
For any questions or additional information regarding Pcard use and procedures, contact the County Purchasing Agent.
By checking the "I agree" box below, you acknowledges that you have read and understand the policy and procedures for the County Purchasing Cards, and accept responsibility, should you use one.
In 2014, the Federal health care reform law created an online marketplace for purchasing health insurance coverage. This marketplace is referred to as a Health Insurance Marketplace, or an Exchange. This notice is to make you aware that information regarding this coverage option is available for your evaluation.
You are not required by the County to purchase insurance coverage through the Marketplace. Campbell County offers health coverage as explained below to those employees who are eligible (full-time).
Campbell County is required to provide the enclosed notice to help you understand health insurance coverage options available to you beginning in 2014.
The availability of coverage through the Marketplace does not affect your eligibility for coverage through the County health plan. You may choose the coverage that best meets your needs; however, you should be aware that if you choose to enroll in the Campbell County High Deductible Health Plan through Anthem and receive a Health Savings account contribution, you should not have other additional coverage that is not compatible with a Health Savings Account. The enclosed notice provides information about the County health plan as it exists today.
By checking the "I agree" box below, you agree and acknowledge that I hereby acknowledge that you have received and read the New Health Insurance Marketplace Exchange Notice that is stated above.
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