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
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 Accommodate with Tooele City
SECTION 2: HIRING & JOB ASSIGNMENTS
A. General Policy
B. Online Application System & Selection Process
C. Veteran’s Preference
D. Ranked Position Roster
E. Offers for Employment
F. Background Screening & Investigations
G. Criminal History Record Guidelines
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
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
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’ Compensation & Vehicle Allowances
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. Phone Allowance & After Hour Work on Smart-Phones, I-Pads, Laptop Computers, and Other Technology for FLSA Non-Exempt Employees
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: (This Section is Currently Blank)
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
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 AND ALCOHOL FREE WORK PLACE
A. Purpose
B. Policy
C. Workplace Inspections
D. Fitness for Duty Evaluation/Verification
E. Employee Assistance/Voluntary Treatment
F. Criminal Convictions & Other Reliable Evidence
G. Limited Drug & Alcohol Testing of Safety Sensitive Employees & CDL Drivers
H. Police Department Alcohol Limits & Policy
I. Consequences for Policy Violation or Positive Tests
J. Definitions
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 SAFETY 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
A. Purpose
B. Paid Holidays
C. Holidays on Weekends
D. Holiday on Normal Day Off
E. FLSA Exempt Work a Holiday
F. Special Considerations
A. Purpose
B. Annual Leave Accrual
C. Allowable Uses
D. Maximum Accumulation
E. Requirement to Use
F. Same Day as Holiday
G. Provisions Relating to Separation from Employment
SECTION 25: BEREAVEMENT AND FUNERAL LEAVE
A. Purpose
B. Policy
C. Notice & Verification of Need for Leave
D. Needs otherwise Not Covered by This Section
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
A. Policy
B. Short-term Leave
C. Extended Leave
D. 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. 401(k) 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
F. Public Safety Mental Health Retiree Benefits
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: EDUCATION REIMBURSEMENT BENEFIT PROGRAM
A. Purpose
B. Definitions
C. Policy
SECTION 33: FEDERAL SOCIAL SECURITY
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. Purchasing Policy
B. Purchase by Deception
C. 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. Global Positioning System (GPS)
H. Authorized Passengers
I. 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 42: SEPARABILITY CLAUSE
APPENDIX B: ENABLING ORDINANCES
ADDITIONAL RESOURCES
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