Important Year-End Tax Information for County Employees

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It’s time to review and/or update your personal information in PeopleSoft. The County will be mailing your 2021 Form W-2 by Jan. 31, 2022. Unfortunately, many of those important tax forms get returned due to incorrect or outdated addresses.

Please review your address in PeopleSoft using Employee Self Service to confirm the correct mailing address is on file and contains your nine-digit ZIP code.

The deadline to review and update your information in Employee Self Service is Friday, Jan. 7, 2022.

Your Form W-2 will look a little different this year. To reduce the risk of identity theft, the County will now mask employee’s Social Security number on employee copies of these forms issued after Jan. 3, 2022 and on prior year forms available in PeopleSoft Employee Self-Service. The masked SSN will only display the last 4 digits. The format will be shown as XXX-XX-1234.

In addition, there are several tax changes taking place in 2022. Learn more by visiting the Auditor & Controller’s Central Payroll Administration on InSite.

Helpful Information

Q: What if I don’t have a County computer?

A: Please contact your Departmental Human Resources Officer to request an address update.

Q: How do I log into Employee Self Service?

A: When you use Employee Self Service, your login is your six-digit employee ID number. Be sure to include all six numbers, and don’t include the letter “E” (that’s for Kronos!). You must also enter your Self-Service password. If you don’t remember your password, Self Service Password Reset is now available in PeopleSoft or please contact the appropriate Help Desk.

Sheriff Department: 858-256-2100

District Attorney: 619-531-4104

All other County employees: 888-298-1222

Additional Information to Consider

While you’re logged into Employee Self Service, please review your Emergency Contact information. If this information is out-of-date or incomplete, it could delay notification in case of an emergency.

VALOR Volunteers at Wreath-Laying Ceremony

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VALOR, the employee resource group supporting military service, volunteered Saturday as part of Wreaths Across America, in which wreath­-laying ceremonies were held across the United States, at sea and abroad. VALOR, family and friends helped lay thousands of wreaths on graves at Miramar National Cemetery.

The annual event is an opportunity to remember the fallen, honor those who serve and their families, and to teach future generations about the sacrifices made to preserve our freedom.

Learn more about VALOR on InSite.

Collaborating for Equity, Diversity & Inclusion

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A screenshot from the D&I Executive Council’s Nov. 10 virtual Town Hall.

Welcome back to the Diversity and Inclusion Executive Council’s dive into equity, diversity, inclusion and belonging. This week’s article highlights partnerships and resources crafted over the past year that further opportunities for belonging.

A lot has taken place! We’ve divided the activities into four areas.

Save this page to your bookmarks and come back to take advantage of this information over the next few days, weeks and months.

Valuing Diverse Voices

We’ve been listening! Numerous D&I partners have hosted virtual listening sessions and town hall gatherings in the past few months. If you’ve missed them, you can watch most “on rewind.” And stay tuned for upcoming sessions in 2022.

  • D&I Executive Council Town Hall: The D&I Executive Council hosted a town hall on Nov. 15, 2021, to condemn hate-filled speech and create a place of belonging. Watch.

  • D&I Executive Council Listening Session: The D&I Executive Council hosted a listening session focused on creating a space of healing surrounding COVID-19 and social justice experiences on June 24, 2021. Watch.

  • D&I Showcase: Our Equity, Diversity & Inclusion Division hosted a D&I Showcase on May 25, 2021. The lunchtime event featured diversity and inclusion presentations from departments across the County including Clerk of the Board, Probation and Planning & Development. Watch.

  • ERG Listening Sessions: The Asian Pacific Alliance of County Employees (APACE) Employee Resource Group hosted “Amplifying AAPI Voices: Beyond the Surface” on May 20, 2021. Watch. And then partnered with the County of San Diego Filipino American Employees Association (CSDFEA) for “Amplify AAPI Voices Continued” on June 30, 2021. Watch.

  • ERG Listening Session: The Lesbian, Gay, Bisexual, Transgender, Queer & Allies (LBGTQ&A), Middle East Employee Resource Group (MEERG) and the San Diego County Latino Association Employee Resource Group (SDCLA) employee resource groups hosted a listening session on May 5, 2021 for Mental Health Awareness Month in May. Speakers voiced stories of trauma. (Warning: This video contains emotionally difficult topics.) Watch.

  • ERG Resource Council Listening Session: Employee Resource Group Council hosted three Social Justice, Equity and Identity listening sessions. Read about the July 8, 2020, session. Watch the Aug. 20, 2020, session. Watch the Sept. 10, 2020, session.

Creating Awareness and a Unified Language

BIPOC. Systemic racism. Targeted universalism. What do these terms mean? And how can knowing their meanings make a difference for the clients we serve and in the workplace? Several partners have come together to create awareness and a unified language to help us talk the talk and walk the walk.

  • 5-Day Challenge: Boost your knowledge with the 5-Day Challenge. Each session typically takes 10 to 30 minutes a day. They include articles, videos and self-reflection. The sessions are intended to provide a space to learn, reflect and grow in a self-paced environment on racial equity and social justice. These challenges seek to help us to discover how racial and social injustice impact our community and to identify ways to dismantle racism and other forms of discrimination. Take the challenge.

  • D&I Digests: The quarterly D&I Digest is an information bridge for sharing ideas and stories about our workplace and community. The online magazine for employees features videos, podcasts, webinars, articles and other resources. Read the latest digest. (The D&I Digest displays best in Chrome or Microsoft Edge.) Find previous digests on InSite.

  • Know the Code: The Office of Ethics and Compliance launched a new series focused on highlighting different sections of the County’s Code of Ethics. Watch the first four micro-learnings: Gifts and Gratuities, Fraud, Waste and Abuse, What Is PII? and Know the Code.

  • Living Glossary: The Office of Equity and Racial Justice is currently working to create a glossary of terms related to equity, belonging and racial justice. These terms and definitions derive from internal discussion and leading organizations committed to our work and implementing best practices through various mediums. The glossary will be released in early 2022.

  • Inclusive Conversation Toolkit: An Inclusive Conversation Toolkit training program was rolled out to County managers this year. This e-learning program contains steps to assist our leaders in creating the necessary environments to foster inclusive conversations that will help us progress our overall D&I goals. This training will be modified and offered to all County employees next year.

Working With Our ERGs

The County has 10 thriving employee resource groups (ERGs) that each play an important role in advancing our commitment to diversity and creating and sustaining an inclusive workplace. ERGs offer employees networking and professional development activities, support County initiatives and promote cultural awareness.

  • Pronoun Policy: In April, the Department of Human Resources implemented a new policy with the help of the LGBTQ&A Employee Resource Group on the use of pronouns. The policy, which fosters an environment of inclusiveness and belonging, supports employees who wish to be addressed by their expressed pronouns and name. The guidelines in the policy can help you navigate the use of pronouns. Learn more.

  • ERG Leadership Credit: ERG leadership worked with the Department of Human Resources on how to incorporate ERG board members experience into qualifying experience for County jobs.  As a result of those conversations, past, current and future County Employee Resource Group board leaders will now be able to credit up to  three months of leadership/management experience towards their employment applications.

Integrating Equity, Diversity & Inclusion into How We Do Business

There’s continuous and momentous work to be done to create the safe space that produces our desired outcomes: exceptional internal and external service, inclusivity for all, a motivated and engaged workforce, and increased organizational effectiveness and innovation. Here's some of the milestones accomplished this year:

  • Equity Impact Statements: Every agenda item that goes before the Board of Supervisors is now presented with an equity lens. In June, equity impact statements were added to all Board Letters. The goal of the tool is to ensure that the County is explicitly and intentionally working to eliminate disparities and improve outcomes for all in its actions and operations.

  • Budget Equity Assessment Tool: In April 2021, the Board of Supervisors directed the Chief Administrative Officer to establish a Budget Equity Assessment Tool to guide the annual budget process and advance equity in San Diego County. The tool will help work towards the elimination of disparities that have impacted our communities, especially our low-income and communities of color. The tool will be presented for the Board's review and approval on Jan. 11, 2022, so it can be used in the upcoming budget.

  • Changes in Rules of Procedures at Board of Supervisors Meetings: Following the rise in disruptive activity, changes were made to protect freedom of speech and promote equitable public meetings. On Nov. 10, 2021, the Board of Supervisors updated the Rules of Procedures surrounding participation from the public. Changes included restricting loud, threating, profane or abusive communications, and specific steps for the Chair to take when a speaker engages in discriminatory and harassing language. Watch this short 4-minute video to learn more.

  • County D&I Partnership Model: There are six partners helping the County move forward in a manner where everyone belongs. See the partners.

  • D&I Group Leads and Departmental Champions: Our champions play an important role in embracing ideas, promoting educational opportunities and building relationships to help meet our D&I Strategic Plan goals. Do you know who your D&I Champions are? See the list.

  • Targeted Universalism: The Office of Equity and Racial Justice (OERJ) in partnership with the Othering and Belonging Institute is in the beginning stages of introducing the concepts of targeted universalism as an approach to equity in County operations and policy. Targeted universalism means setting universal goals pursued by targeted processes to achieve those goals. Within a targeted universalism framework, an organization or system sets universal goals for all groups concerned. It is a platform for bridging programs that move all groups toward the universal goal of equity and belonging. Read and watch to learn more.

  • Partnering with Experts in the Field: In July 2021 the County joined 350+ jurisdictions in their membership to Government Alliance on Race & Equity (GARE), an organization at the forefront of local and regional government’s work to advance racial equity. The network enables government racial equity directors/leads and subject area experts to exchange information, collaborate to advance their practice and develop solutions to racial equity challenges. Some of our favorite GARE resources so far are the Racial Equity Toolkit, Racial Equity: Getting to Results Racial, Equity Core Teams and Racial Equity Action Plans.

This is the second article in a series from the D&I Executive Council. Share this post with your coworkers and stay tuned for the next installments to this series!

Also read: The D&I Executive Council Invites You to Join the Virtual Parade

CAO Message: Thank You and Happy Holidays!

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Message from Helen Robbins-Meyer, Chief Administrative Officer

When 2020 came to a close, we were all ready to turn the page. I mean, 2021 had to be easier, right?

Well, here we are wrapping up a year that was in many ways just as challenging. It was also a time we made enormous strides.

County efforts helped drive San Diego to have one of the highest COVID vaccination rates in the nation. That’s a lifesaving accomplishment. Even with the recent indoor mask requirement, we’ve largely reopened to the public, and at the same time established telework as part of our ongoing operations.

We’ve moved quickly to put our new Board’s wide-ranging agenda into action. The ambitious Framework for the Future has pushed us hard in many new directions, and it’s exciting to see your creativity and energy turning that vision into reality. Then there’s also carrying out restructuring that we initiated ourselves. Everywhere you turn in our organization, tremendous change is underway.

Serving the public is demanding in the best of times. These have been some very difficult times, and I offer you my deepest appreciation for everything you’ve done and gone through. I wish you all peace in this season and hope you can enjoy joyful and safe celebrations with loved ones.

Happy holidays and see you in 2022!    

Employees Required to Wear Masks in County Offices

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Starting Dec. 15, employees will be required to wear masks when working indoors at County facilities, regardless of their vaccination status.

The new face covering requirement follows the guidance from the California Department of Public Health (CDPH) issued Dec. 13. The County follows CDPH’s guidance. The indoor face covering mandate is scheduled to last at least through Jan. 15, 2022 and will be reevaluated.

Employees will be required to wear masks, except when eating or drinking, or if working alone in a private office.

Exceptions also apply in these circumstances:

  • People with a medical condition or disability that prevents wearing a mask.

  • People who are hearing impaired, or communicating with a person who is hearing impaired, where the ability to see the mouth is essential for communication.

  • People for whom wearing a mask would create a risk to the person related to their work, as determined by workplace safety guidelines.

CDPH issued the new requirements in response to the increase in cases and hospitalizations in the state and the detection of the new Omicron variant. Face coverings are also required for all visitors in County public offices.

According to CDPH Guidance, “a face covering includes a surgical mask, a medical procedure mask, a respirator worn voluntarily, or a tightly woven fabric or non-woven material of at least two layers that covers the nose and mouth. A face covering does not include a scarf, ski mask, balaclava, bandana, turtleneck collar, single layer of fabric or any mask that has an unfiltered one-way exhaust valve.”

SDCLA Shares Leadership Conversation Resource List

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The San Diego County Latino Association Employee Resource Group recently shared a leadership conversation resource list of books, podcasts and articles to guests that attended their two leadership workshops held during Hispanic Heritage Month. The resources were recommended from presenters at the workshops they sponsored.

Take a look!

You can also enjoy a recent podcast interview with SDCLA board members about the organization, its purpose and plans for 2022. Listen here.

Know the Code: Gifts and Gratuities

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Know the Code logo

By the Office of Ethics and Compliance

The holiday season is a time of giving, making December a great time to highlight the Code of Ethics requirements regarding gifts and gratuities and how to stay on the right side of the holiday spirit.

The County is committed to ensuring its services and operations are provided honestly and fairly. The County's Code of Ethics makes clear it is improper to accept, or appear to accept, any gift or gratuity from contractors, vendors, or customers in exchange for a service, favor, privilege, or benefit that would not have otherwise been provided. While the giver's intent in these situations is almost always innocent, accepting these gifts could result in an actual or perceived conflict of interest for the employee. We never want to give the impression of accepting a gift in exchange for special treatment.  A good rule of thumb is to ask yourself if a reasonable person with knowledge of the relevant facts would question the employee’s integrity or impartiality as a result of accepting the gift. 

During the holiday season, clients, customers, contractors, or vendors may offer gifts, such as holiday dinners, fruit and wine baskets, gift cards, or concert tickets, as a thank you for your assistance throughout the year. The County reminds our vendors and contractors that rather than offering gifts, the best “thank you” is having them complete a customer service survey or sending a note of thanks.

What should you do if someone offers you a gift? Most importantly, know your department policy. Be aware and mindful of the potential for a perceived conflict of interest. When appropriate, kindly decline the gift or return it to the sender if possible. Items such as floral arrangements or boxes of candies or cookies can be shared with your department in a common area. Remember, you should inform your supervisor of any inappropriate offers of gifts, and if you are a Form 700 filer, you must comply with gift reporting requirements. 

CODE OF ETHICS

“It is improper to accept or give the appearance of accepting any gratuity in the form of compensation, preferential treatment, entertainment, service or promise of future benefits in exchange for providing special favors, privileges, benefits or services that otherwise would not have been provided.”

Refresh your knowledge by reviewing the County Code of Ethics, Administrative Manual Item 0010-3 (“CAO Rules Regarding Incompatible Activities and Conflict of Interest, Appendix C”), and department-level policies which may have department specific guidelines regarding gifts and when to report.

Remember, your Integrity is the greatest gift!

Check out the OEC webpage on InSite for information about upcoming Ethics & Compliance Program events, training, and resources including monthly “Know the Code” articles and micro-training videos.

OEC logo

If you have questions about Ethics & Compliance training or how to access the training and other Ethics & Compliance resources, please contact the OEC team at oec@sdcounty.ca.gov, 619-531-5174.  HHSA staff may also contact the dedicated HHSA Compliance and Privacy team at compliance.hhsa@sdcounty.ca.gov, 619-338-2807.

Know the Code is a monthly series highlighting different sections of the County of San Diego Code of Ethics.  The mission of the Office of Ethics and Compliance (OEC) is to assist in fulfilling the County's commitment to the highest standards of ethics and compliance. 

CECO Seeks Self-Nominations for Officers and Executive Committee Members

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The County Employees’ Charitable Organization has distributed more than $7 million to local non-profits and County employees/retirees experiencing a crisis since 1956. Continuing this giving legacy would not be possible without volunteers. CECO is currently seeking passionate and highly motivated individuals who want to volunteer their time and talent to the efforts of the CECO Executive Committee. Interested individuals must submit their self-nomination along with candidacy statement to sdceco@sdcounty.ca.gov no later than Jan. 14, 2021. The Board of Directors will vote the week of Jan. 24.

Open Positions:

  • President

  • Vice President (2 positions available)  

  • Secretary

  • Treasurer (2 positions available)

  • Member at Large (3 positions available)

  • Member at Large – Retiree (1 position available)

General Requirements:

  1. Must be a County employee with exception of retiree position.

  2. Must be a member of CECO. Membership is obtained by contributing to CECO by way of a biweekly payroll deduction, retirement deduction, or one-time annual donation of at least $52. For membership instructions, go to http://sdceco.weebly.com/lend-a-hand.html.

  3. Able to serve a two-year term in a volunteer capacity. The two-year term will commence on April 1, 2022 and conclude on March 31, 2024.

  4. Able to fulfill the duties of the position in a volunteer capacity.  

  • President – oversight and management of the organization; works closely with the officers, Executive Committee and committee chairs to ensure that CECO accomplishes its mission and goals by leveraging volunteer resources, and County and community partners.

  • Vice President – works closely with the president in the oversight and management of the organization; assumes the duties and responsibilities of the president in the president’s absence or inability to function. 

  • Secretary – provides administrative support to ensure that meeting minutes and other records and documents are properly recorded and maintained. 

  • Treasurer – responsible for the proper accounting and reporting of CECO funds and ensuring compliance with U.S. Treasury Internal Revenue Service and the California State Franchise Tax Board tax exemption requirements to include preparing and submitting annual non-profit tax forms as required. 

  • At-Large Members – assists the officers as needed with operational activities; active participation in establishing policies, management, and direction of the affairs of CECO.

For additional information about the positions, please see the CECO Bylaws.

Candidate Statements:

Candidate Statement must be limited to one page using size 12 font. Please include the following information:

  • Name

  • Department

  • Classification / Job Title

  • Years of County Service

  • Photo of Yourself (optional)

  • Candidate Statement