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Human Resources

Kami Perkins
Human Resources Director

90 North Main Street
Tooele, UT 84074

Phone: 435.843.2105
Fax: 435.843.2106

Personnel Policies & Procedures and Guidelines

PERSONNEL POLICIES & PROCEDURES MANUAL

TABLE OF CONTENTS

SECTION 0:  ABOUT THIS MANUAL

A. Purpose of Manual

B. Not a Contract

C. Organization of Manual

D. Employee Responsibility to Be Familiar with Manual

SECTION 1:  EQUAL EMPLOYMENT OPPORTUNITY

A. Equal Employment Opportunity

B. Workplace Accommodations

B. Federal Contracts

C. Filing a Complaint of Discrimination or Failure to Reasonably Accomodate with Tooele City

SECTION 2:  HIRING & JOB ASSIGNMENTS

A. General Policy

B. Competitive Selection Process

C. Acceptance & Retention of Employment Applications

D. Ranked Position Roster

E. Offers for Employment

F. Background Screening & Investigations

SECTION 3:  (This Section is Currently Blank)

SECTION 4:  EMPLOYEE CLASSIFICATIONS, INDEPENDENT CONTRACTORS, & VOLUNTEERS

A. Purpose

B. Employee Employment Status

C. Employment Status

D. Independent Contractors

E. Volunteers

SECTION 5:  CORRECTIVE ACTION, DISCIPLINE, & SEPARATION

A. Policy

B. Corrective Action

C. Discipline/Disciplinary Action

D. Examples of Offenses and Appropriate Disciplinary Action

E. Dismissal of Appointed Department Heads/Assistant to the Mayor

F. Dismissal of Employees Who Have Not Completed Their Orientation Period

G. Layoffs/Reduction In Force

H. Voluntary Resignation

I. Credited Service Time & Benefit Reinstatement if Rehired

J. Separation Notice & Exit Interview

J. Final Paycheck

SECTION 6:  NEPOTISM

A. Definitions

B. Policy

C. Two Employees Marry – One is the Supervisor

D. Requirement to Disclose

E. Employment of Relatives When No Supervisory Relation Exists

F. City’s Right to Transfer

SECTION 7:  WORK SCHEDULES & ATTENDANCE

A. Purpose

B. Work Schedules

C. Attendance & Punctuality

D. Corrective Action & Discipline

E. Job Abandonment

F. Coordination of Leave

G. Verification

SECTION 8:  REST & MEAL PERIODS

A. Rest Periods/Breaks

B. Meal Periods

SECTION 9:  COMPENSATION

A. Purpose

B. Definitions

C. Compensation Objective & Job Classification

D. Step Assignment Upon Hire

E. Step Increases

F. Tenured Service Performance Bonus (TSP Bonus)

G. Appointed Employees’ Compensation

H. Elected Officials’ Comp. & Vehicle Allowance

I. Cost of Living

J. Promotion

K. Temporary Promotions

L. Demotion

M. Reclassification

N. Lateral Transfer

O. Holiday Pay

P. Overtime Pay

Q. Compensatory Time (Comp-time)

R. Call-Out Premium Pay

S. On-Call Rotation Premium Pay / On-Call Employee

T. Daylight Saving Time Changes

U. Smart-Phones, Cell Phones, Laptop Computers, and Other Technology Resulting in FLSA Non-Exempt Employees Working Outside of Normal Work Schedule

V. FLSA Exempt Employees’ Compensation

W. Pay Advancements

X. Severance Pay

Y. Work Period & Work Day

Z. Pay Day

AA. Approving Pay Changes

BB. Time Report (Time Card) & Recording Hours

CC. Direct Deposit

DD. Employee Verification of Paycheck Accuracy

SECTION 10:  PERFORMANCE REVIEWS

A. Policy

B. Employee Supplemental Statement

C. Records

SECTION 11:  DOMESTIC VIOLENCE

A. Definition

B. Background of Domestic Violence & City’s Position

C Perpetrator Accountability

D. Victim Support

E. Confidentiality

SECTION 12:  COMPUTER SYSTEMS, INTERNET, AND ELECTRONIC MAIL (E-mail)

A. Applicability & Disclaimer

B. Definitions

C. Property Ownership, Privacy, & Monitoring

D. Hardware, Software & Licenses

E. Passwords & Computer Systems Security

F. Personal Use – Allowed & Prohibited

G. Email Guidelines

H. Use of Personal Devices

I. City Websites

J. City Use of Social Media

K. Exception to City Use of Social Media

L. Employee Personal Use of Social Media

M. Storage & Retention of Electronic Records

N. Software Vendors, Guests, and Contractors

O. Reporting Violations

P. Penalties

SECTION 13:  GRIEVANCE

A. Purpose

B. Grievance

C. Appeal Board

D. Court of Appeals

E. Costs

F. Notification When Employee is Not Available For Hand Delivery

SECTION 14:  OUTSIDE EMPLOYMENT

SECTION 15:  POLITICAL ACTIVITY

A. Voluntary Participation in Political Activity

B. Political Support

SECTION 16:  NO HARASSMENT & NO RETALIATION
(Sexual Harassment, Discriminatory Harassment, Workplace Violence, & Retaliation)

A. Purpose

B. Policy Summarized

C. Types of Harassment & City’s Expectations

D. Retaliation

E. Management Responsibility to Enforce & Act

F. Employee Responsibility to Report

G Review & Investigation Procedure

H. Records

SECTION 17:  DRUG-FREE WORK PLACE

A. Purpose

B. Definitions

C. General Policy – Prohibitions & Policy Enforcement

D. Pre-Employment & Pre-Competitive Selection Testing

E. Random Testing

F. Reasonable Suspicion Testing

G. Post Accident Testing

H. Follow-up Testing

I. Testing Procedure

J. Refusal to Submit to a Test

K. Consequences of Positive Drug/Alcohol Tests or Violations

L. Rehabilitation

M. Disclaimer

SECTION 18:  WORKERS’ COMPENSATION

A. Workers’ Compensation Coverage

B. Reporting of Injuries

C. Employer’s Reports

D. Maintenance of Record

E. Leave and Compensation

F. Return to Work

SECTION 19:  OCCUPATIONAL SAFTY AND HEALTH

A. Policy

B. Hazard-Free Workplace

C. Inspection

D. Enforcement

E. Record of Accidents

F. Posting Emergency Telephone Numbers

G. Clean Work Areas

H. Investigation of Injuries and Occupational Diseases

I. Employee’s Belief of Imminent Danger

J. Reporting Sudden or Unusual Conditions

K. Safety Rules

L. Information

SECTION 20:  OCCUPATIONAL DISEASE DISABILITY COMPENSATION

A. Occupational Disease Disability Compensation Coverage

B. Reporting of Injuries

C. Employer’s Reports

D. Maintenance of Records

E. Leave and Compensation

F. Return to Work

SECTION 21:  JURY AND WITNESS LEAVE

A. Witness or Jury Duty

B. Private Litigation

SECTION 22:  ADMINISTRATIVE LEAVE

A. Mayor Designation

B. Business Reasons

SECTION 23:  HOLIDAYS

A. Paid Holidays

B. Holidays on Weekends

C. Holiday on Normal Day Off

SECTION 24:  ANNUAL LEAVE

A. Purpose

B. Annual Leave Accrual

C. Allowable Uses

D. Maximum Accumulation

E. Requirement to Use

F. Same Day as Holiday

G. Provisions for Employees Completion Their Orientation Period/Requirement to Repay Used Annual Leave to City

H. Provisions Relating to Separation From Employment

SECTION 25:  FUNERAL LEAVE

A. Purpose

B. Policy

C. Notice & Verification of Need for Leave

D. Needs otherwise Not Covered by This Section

SECTION 26:  SICK LEAVE

A. Purpose

B. Leave Accrual

C. Eligible Uses

D. Limitations on use with Outside Employment

E. Requirement to Use

F. Abuse / Leave Restriction / Verification

G. Same Day as Holiday

H. Reinstatement of Sick Leave if Rehired After Reduction in Force

I. Sick Leave Advance

J. Sick Leave Annual Pay-out

K. Provisions Relating to Separation From Employment

N. Provisions Relating to Retirement

SECTION 27:  FAMILY & MEDICAL LEAVE ACT & CITY APPROVED LEAVE OF ABSENCE

A. Family & Medical Leave Act (FMLA Protected Leave)

FMLA – The Employee’s Supplemental Guidebook

B. City Approved Leave of Absence

C. Leave of Absence for Employees Appointed to Other Positions

SECTION 28:  MILITARY LEAVE

A. Policy

B. Short-term Leave

C. Extended Leave

D. Benefits

SECTION 29:  BENEFITS

A. Purpose

B. Benefit Eligibility

C. Section 125 Premium Only Plan

D. Flexible Spending Account (FSA)

E. Health Savings Account (HSA)

F. Utah State Retirement Plan

G. 401K Plan

H. Health Insurance

I. COBRA Continuation Coverage

SECTION 30:  RETIRING & RETIREE BENEFITS

A. Retirement Notification

B. Lifetime Pass to City Recreation Facilities

C. COBRA Continuation Coverage Upon Retirement

D. Health & Life Insurance for Retirees & Retiree’s Dependents

E. Retiree Sick Leave Conversion

SECTION 31:  GIFTS, PRIZES, AWARDS, WELLNESS/RECREATION CARD & DISCOUNTS

A. Gifts, Prizes & Awards

B. Wellness/Recreation Card

C. Access & Discounts Given to Aquatic Center Staff

D. Access & Discounts Given to Golf Course Staff

SECTION 32:  TRAINING AND EDUCATIONAL ASSISTANCE

A. Purpose

B. Definitions

C. Policy

SECTION 33:  FEDERAL SOCIAL SECURITY

SECTION 34:  TRAVEL

A. Policy

B. Approval

C. Vehicles

D. Meals While Traveling / Away from the Workplace

E. Other Reimbursable Expenses

F. Non-Specified Expenses

G. Special Rules for Room Sharing

H. Travel Advance

I. Travel Time

J. Telephone Calls

K. Alternative Travel Arrangements Yielding Cost Savings

SECTION 35:  LOSS OF PROPERTY OR FUNDS

A. Notification of Loss

B. Coverage by Bond

C. Investigation

SECTION 36:  PERSONAL USE OF CITY PROPERTY, LABOR, SERVICES, & EQUIPMENT

A. No Personal Use of City Resources Unless Specifically Allowed

B. Acceptable De Minimis or Incidental Use

SECTION 37:  (This Section is Currently Blank)

SECTION 38:  PURCHASES & REIMBURSEMENTS

A. Purchase by Deception

B. Reimbursements

SECTION 39:  DRIVING & CITY VEHICLES

A. Purpose

B. Authorized Drivers & Standards

C. Vehicle Accidents

D. Tickets & Fines Received While Working

E. Driver Safety Rules

F. Expectation of Privacy

G. Authorized Passengers

H. Personal and Commuter Use of City Vehicle

SECTION 40:  AMENDMENT OF POLICIES AND PROCEDURES

A. City’s Right To Amend

B Amendment Procedure

C. Applicability of Prior Policies, Procedures, or Practices

SECTION 41:  SAVINGS CLAUSE

SECTION 42:  SEPARABILITY CLAUSE

APPENDIX A:  FORMS

APPENDIX B:  ENABLING ORDINANCES

ADDITIONAL RESOURCES

 

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