Personnel Policies & Procedures

The policies and procedures that comprise the Tooele City Employee Policies and Procedures Manual have been prepared to comply with posting and notice requirements pertaining to various employment laws, to provide information regarding employment with Tooele City Corporation, and to communicate many of Tooele City’s desired goals and expectations relating to our workforce. 

Personnel Policies & Procedures Manual Table of Contents
SECTION 0:  ABOUT THIS MANUAL

SECTION 0:  ABOUT THIS MANUAL (.pdf)

A. PURPOSE OF MANUAL

1. The policies and procedures that comprise this Manual have been prepared to comply with posting and notice requirements pertaining to various employment laws, to provide information regarding employment with Tooele City Corporation, and to communicate many of Tooele City’s desired goals and expectations relating to our workforce.

2. Employment with Tooele City is subject to City ordinances, policies, practices, and procedures as well as state law, federal law, and constitutional limitations on the City as a governmental entity.  

3. This Manual does not limit, affect, or alter any legal or constitutional rights the City or its employees may have. This Manual cannot and does not address all circumstances and situations in which Tooele City Corporation employees might find themselves, nor does it describe all policies, procedures, and practices that might affect the employment relationship.

B. NOT A CONTRACT
Employees have no contractual rights, either express or implied, except as contained in the Tooele City Charter, this Manual, or by a written contract signed by the employee and the Mayor.

C. ORGANIZATION OF MANUAL
This Manual is divided into Sections covering main topics.  Each Section is divided into various Parts.  For example, this is Tooele City Personnel Policies and Procedures Manual, Section 0: Disclaimer, Part B.  Pages are numbered first according to the Section number and then each page within that Section.  For example, this is page 0-1 meaning page 1 of Section 0.

D. EMPLOYEES RESPONSIBILITY TO BE FAMILIAR WITH MANUAL
Employees are responsible for reading and being familiar with the contents of this Manual.  Various methods are used to keep employees informed of changes to this Manual including, but not limited to: posting the policies on the City website, e-mailing notices of changes, and/or disseminating revised copies.  Employees are encouraged to reference the Tooele City website at www.tooelecity.org for the most current version.
SECTION 1:  ETHICS & CONFLICTS OF INTEREST
SECTION 1:  ETHICS & CONFLICTS OF INTEREST

A. Policy

B. Laws, Policies & Procedures, and Ethical Standards Guides

C. Conflict of Interest & Required Employee Disclosures

D. Reporting Concerns of Violations of this Section

E. Penalties

SECTION 2:  EQUAL EMPLOYMENT OPPORTUNITY & WORKPLACE ACCOMODATIONS
SECTION 2:  EQUAL EMPLOYMENT OPPORTUNITY & WORKPLACE ACCOMODATIONS

A. Equal Employment Opportunity

B. Workplace Accommodations

C. Federal Contracts

D. Filing a Complaint of Discrimination or Failure to Reasonably Accommodate with Tooele City

SECTION 3:  HIRING & JOB ASSIGNMENTS

SECTION 3:  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 4:  EMPLOYEE CLASSIFICATIONS, INDEPENDENT CONTRACTORS, & VOLUNTEERS
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

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

K. Final Paycheck

SECTION 6:  NEPOTISM
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
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
SECTION 8:  REST & MEAL PERIODS

A. Rest Periods/Breaks

B. Meal Periods
SECTION 9:  COMPENSATION

SECTION 9:  COMPENSATION (.pdf)

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 & 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
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)
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

SECTION 13:  GRIEVANCE (.pdf)

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 14:  OUTSIDE EMPLOYMENT (.pdf)

A. Policy

B. Definitions

C. Disclosure Requirements

D. Denial or Revocation of Prior Approval

E. Working Outside Employment while Absent from Tooele City

SECTION 15:  POLITICAL ACTIVITY
SECTION 15:  POLITICAL ACTIVITY

A. Voluntary Participation in Political Activity

B. Political Support
SECTION 16:  NO HARASSMENT & NO RETALIATION
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
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
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
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
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
SECTION 21:  JURY AND WITNESS LEAVE

A. Witness or Jury Duty

B. Private Litigation
SECTION 22:  ADMINISTRATIVE LEAVE
SECTION 22:  ADMINISTRATIVE LEAVE

A. Mayor Designation

B. Business Reasons
SECTION 23:  HOLIDAYS

SECTION 23:  HOLIDAYS (.pdf)

A. Purpose

B. Paid Holidays

C. Holidays on Weekends

D. Holiday on Normal Day Off

E. FLSA Exempt Work a Holiday

F. Special Considerations

SECTION 24:  ANNUAL LEAVE
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 Relating to Separation from Employment
SECTION 25:  BEREAVEMENT AND FUNERAL LEAVE
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
SECTION 26:  SICK LEAVE
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
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
SECTION 28:  MILITARY LEAVE

A. Policy

B. Short-term Leave

C. Extended Leave

D. Benefits
SECTION 29:  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. 401(k) Plan

H. Health Insurance

I. COBRA Continuation Coverage
SECTION 30:  RETIRING & RETIREE BENEFITS
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
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
SECTION 33:  FEDERAL SOCIAL SECURITY
SECTION 34:  TRAVEL
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
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
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 37:  (This Section is Currently Blank)
SECTION 38:  PURCHASES & REIMBURSEMENTS
SECTION 38:  PURCHASES & REIMBURSEMENTS

A. Purchasing Policy

B. Purchase by Deception

C. Reimbursements
SECTION 39:  DRIVING & CITY VEHICLES

SECTION 39:  DRIVING & CITY VEHICLES (.pdf)

A. Purpose

B. Authorized Drivers & Standards

C. Vehicle Accidents

D. Tickets & Fines Incurred 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
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