HomeMy WebLinkAbout18-06
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RESOLUTION NO. 18-06
A RESOLUTION of the City Council of the City of Port Angeles,
Washington, amending the Personnel Policy and Procedures Manual in its
entirety, in compliance with current laws, rules, regulations, and practices.
WHEREAS, the City's Personnel Policies and Procedures Manual was last updated in
1998; and
WHEREAS, the City desires to update its Personnel Policies and Procedures Manual to
comply with changes to employment law and regulations, and changes to City policy and
procedures;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port
Angeles as follows:
Section 1.
The City of Port Angeles Personnel Policy and Procedures Manual is
hereby amended in its entirety as outlined in the attached Exhibit "A".
PASSED by the City Council of the City of Port Angeles at a regular meeting of said
Council held on the 19th
day of September, 2006.
daN4'~<R~/
MAYOR
h/l~~JptD^
Becky J. U n, Clerk -
1JPP bVED.AS -:0 FORM:
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William E. Bloor, City Attorney
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CITY OF PORT ANGELES
PERSONNEL POLICY & PROCEDURES MANUAL
TABLE OF CONTENTS
Paqe No.
CHAPTER 1 - PURPOSE, APPLICABILITY, & DEFINITIONS
1.00 Purpose 1
1.01 Application 1
1.02 Conflicts with Labor Agreements 1
1.03 City's Right to Establish, Amend, or Repeal 1
1.04 Definitions 1-3
1.05 Type of Employment Status 3
CHAPTER 2 - GENERAL WORK RULES
2.00 Equal Employment Opportunity 4
2.01 Workplace Harassment 4-5
2.02 Nepotism 5-6
2.03 Solicitation Policy 6
2.04 Health & Welfare Benefits for Employees 6-7
2.05 Department Work Rules 7
2.06 Classification Plan 8
2.07 Job Descriptions 8
2.08 Smoking in the Workplace 8
2.09 Bulletin Boards 8
2.10 Political Activity 8
2.11 Receipt of Gifts 9
2.12 Care of City Property 9
2.13 Return of City Property 9
2.14 City Dress Code 9
2.15 Ethical Rules 10
2.16 Electronic Mail & Internet Use Policy 10-14
2.17 Reporting Improper Governmental Action 14-19
2.18 Purchase of Surplus Property & Equipment 19
2.19 City Sponsored Activities for Employees 19
2.20 City Owned Cell Phones 20
2.21 City Lockers 20
2.22 Inclement Weather Policy 20-21
CHAPTER 3 - EMPLOYMENT RELATED POLICIES
3.00 Notification of Vacancies 22
3.01 City Applications 22
3.02 Probationary Status for New Employees 22
3.03 Verification of Lawful Employment in the U.S. 22
3.04 Pre-Employment Procedures 23
3.05 Starting Salary 23
3.06 New Employee Orientation 23
3.07 Performance Evaluations
3.08 Hiring of Former Employees
3.09 Adjustment of Hire Date
3.10 Personnel Records
3.11 Other Employment
23
24
24
24
25
CHAPTER 4 - PERSONNEL ACTIONS
4.00 Personnel Action Forms
4.01 Resignation in Good Standing
4.02 Reclassifications
4.03 Lay-Off Procedures
4.04 Retirement
4.05 Separation of Employment
26
26
26
26-27
27
28
CHAPTER 5 - SALARY ADMINISTRATION
5.00 Salary Structure
5.01 Salary Steps
5.02 Eligibility for Salary Increases
5.03 Payroll Deductions
5.04 Pay Days
5.05 Overtime Pay
5.06 Work on a Holiday
5.07 Higher Class Pay
5.08 Compensatory Time Off
5.09 Vacation Cash Out
29
29
29
29
29
30
30
30
30-31
31
CHAPTER 6 - ATTENDANCE & HOURS OF WORK
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6.00 Hours of Work .
6.01 Attendance
6.02 Rest Periods & Meal Periods
6.03 Reporting of Work Hours (time card)
32
32
32
32
CHAPTER 7 - LEAVES OF ABSENCE
7.00 Vacation
7.01 Sick Leave
7.02 Military Leave
7.03 Jury Duty
7.04 Holidays
7.05 Family Leave
7.06 Leave. of Absence Without Pay
7.07 Donation of Paid Leave Time
33
33
34
34
34-35
35-37
37-38
38-39
CHAPTER 8 - WORKERS COMPENSATION
8.00 Purpose 40
8.01 Reporting of Accidents in City Vehicles & Equipment 40
8.02 Reporting On-The-Job Injuries 40-41
8.03 Employee Responsibility 41
8.04 Suspension or Revocation of Drivers License 42
8.05 Prevention of Workplace Violence 42-43
CHAPTER 9 - STANDARDS OF EMPLOYEE CONDUCT & DISCIPLINE
9;00 Purpose 44
9.01 Representation 44
9.02 Right of Appeal 45
9.03 Causes for Disciplinary Action 45-46
CHAPTER 10 - SUBSTANCE ABUSE & DRUG TESTING POLICY 47
CHAPTER 11 - COMPLAINT RESOLUTION PROCEDURE
11.00 Purpose 48
11.01 Exclusions 48
11.02 Time Limits for Filing 48
11.03 Right of Representation 48
11 .04 Formal Complaints. 49
CHAPTER 12 - TRAVEL, VEHICLE USE, & REIMBURSEMENT POLICY
12.00 Travel Policy 50-51
12.01 Vehicle Use Policy 52-53
12.02 Recruitment Expenses 53-54
12.03 Payment of Meals for City Business 54
12.04 Tuition Reimbursement 54
Acknowledgement Page for Employee to Sign
55
CHAPTER 1 . PURPOSE, APPLICABILITY, AND DEFINITIONS
1.00 PURPOSE
The Personnel Policies and Procedures Manual for the City of Port Angeles is
established by the City to:
A. Provide a uniform system of personnel administration
B. Support a fair and equitable process for recruitment, selection, placement,
promotion, and separation of City employees in compliance with applicable State and
Federal laws and regulations;
C. Assist supervisors and managers in the development and implementation of proper
practices and procedures concerning the administration of human resources within the
respective Departments; and
D. Confirm certain rights of City employees.
E. Publish certain responsibilities of City employees.
1.01 APPLICATION
Except where specifically indicated, these Policies and Procedures apply to all regular
full-time and regular part-time employees of the City of Port Angeles, as well as to
probationary employees. These Policies/Procedures supersede any previous personnel
resolutions, policies, and procedures relating to the same subjects.
1.02 CONFLICTS WITH LABOR AGREEMENTS
In specific instances where these Policies and Procedures may conflict with terms or
conditions of the labor agreements, the labor agreements shall prevail over these
Policies and Procedures.
1.03 CITY'S RIGHT TO ESTABLISH, AMEND, OR REPEAL
The City reserves the exclusive right to repeal, modify, or amend any portion or all of
these Personnel Policies and Procedures at any time and with any such changes to
take effect immediately, with or without notice, subject to approval of the City Council by
Resolution. The Human Resources Manager shall be responsible for interpretation of
these Policies and Procedures.
1.04 DEFINITIONS
Anniversary Date: The date of first hire by the City in a regular full-time or regular part-
time position, including the employee's probationary period.
Appointing Authority: The City Manager or Department Head authorized to hire or
remove an employee from City employment.
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Bargaining Unit: A group of classifications represented by a labor union.
City Service: The amount of time employed by the City in a regular full-time or regular
part-time position (e.g., total City service used for computing vacation accrual).
Classification: A position or group of positions sufficiently similar in nature, duties and
responsibilities, knowledge, abilities and skills, and qualifications to permit combining
them within a single job title for purposes of wages and selection.
Classification Seniority: The amount of time employed by the City in a regular full-time
or regular part-time position within a classification (e.g., class seniority used for lay-off
procedures ).
Cost of Living Adjustment (C.O.L.A.): An across-the-board change in the salary range
of a classification, authorized by the City Council and negotiated through the collective
bargaining process. This excludes salary changes resulting from merit increases,
decreases from disciplinary actions, or other similar salary changes.
Demotion: The assignment of an employee, voluntarily or involuntarily, to a
classification having a lower maximum salary.
Disciplinary Action: The action taken by the City relative to unsatisfactory performance
or resulting from action by an employee in violation of an established standard, rule,
procedure, law, or other legitimate reason, including, but not limited to, verbal
reprimand, written reprimand, suspension, demotion, or dismissal.
Dismissal: The termination by the City of an employee from employment.
Employer: The City of Port Angeles, a municipal corporation of the State of Washington.
Employment Status: An employee's status consists of two components; First an
employee is regular, temporary, probationary, or seasonal. Second an employee is also
full-time or part-time.
Employee Complaint: A complaint by an employee based on an allegation of: (1) an
injustice done upon an employee or group of employees; (2) unfair application of an
adopted rule, regulation, or procedure; or (3) violation of a term or condition of a valid
labor agreement.
Merit Salary Increase: An incremental salary increase based upon satisfactory or
better performance, as recommended by the Department Head and approved by the
City Manager.
Non-Represented Employees: Employees of the City not represented by a labor union.
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Personnel File: The official record, maintained in the City Human Resources Office, of
each employee's personnel actions while employed.
Position: A single job consisting of various tasks, duties and responsibilities assigned to
an employee.
Promotion: The assignment of an employee to a position having a higher salary range.
Represented Employees: Employees of the City who are lawfully represented by a
labor union, recognized by the City.
Salary: Base wages, monthly, bi-weekly, or hourly, paid to an employee.
Salary Range: The approved range of wages for each classification, starting with a
minimum pay with equal step increments up to a maximum rate of pay.
Salary Step: An established increment of pay within the salary range for a
classification.
Transfer: The assignment of an employee from one position to a different position
within the same classification or similar classification with the same salary range and
having similar qualifications.
1.05 TYPE OF EMPLOYMENT STATUS
A. Probationary Status: The initial period of employment, which is considered a
continuation of the selection process; in which the employee's work is evaluated.
During this period, the employee may be dismissed at any time, with or without cause,
and is not subject to an appeal procedure.
B. Regular Status: The period of employment after completion of the probationary
period.
A. Regular Full-Time: A position authorized to work at least 2,080 hours per year
on a regular basis.
B. Regular Part-Time: A position budgeted and authorized to work less than 40
hours per week on a regular basis.
C. Temporary: A position authorized to work on a seasonal program, a special
project, during peak workloads, or other similar work. Employment may be for 40 hours
per workweek for temporary periods or "on call" as needed. Employees in this category
do not accrue any benefits or employment status with the City and may be dismissed at
any time, with or without cause, and is not subject to appeal procedures.
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CHAPTER 2 - GENERAL WORK RULES
2.00 EQUAL EMPLOYMENT OPPORTUNITY
The City treats all applicants and employees equally and without regard to race,
religion, creed, color, national origin, sex, age, marital status, sexual orientation, veteran
status, disability, or other basis prohibited by State or Federal law.
The City will make positive effort to attract, hire, and retain qualified candidates who are
within recognized minority groups, females, veterans, disabled persons, or candidates
within other protected status through Federal and/or State law. This process includes
providing recruitment notices to State veterans' offices, vocational rehabilitation,
Employment Security, as well as to local Indian tribes, to recruit candidates. The City
will also promote advancement of qualified employees within these groups through
internal efforts when possible. The City provides reasonable accommodation to
qualified disabled employees as required by law.
It is also the City's policy to foster and maintain a nondiscriminatory work environment
for all employees.
Violations of this Policy will be cause for disciplinary action, including termination.
Any employee who believes he/she has been or is the victim of discriminatory treatment
shall bring this concern immediately to the attention of the Department Head and/or the
Human Resources Manager for investigation and appropriate action.
2.01 WORKPLACE HARASSMENT
Every Port Angeles employee has the right to work in an environment free from
harassment. Harassment of any employee on the basis of his or her race, religion,
color, national origin, age, sex, sexual orientation, marital status, or the presence of any
physical, mental, or sensory disability is a serious violation of City policy, may be
unlawful in some cases, and will not be tolerated.
HARASSMENT DEFINED: Harassment can take many forms and can include slurs,
comments, jokes, innuendos, unwelcome compliments, pictures, cartoons, pranks or
other verbal or physical conduct that is based on a protected status and which: (1) has
the purpose or effect of creating an intimidating, hostile, or offensive working
environment; (2) has the purpose or effect of unreasonably interfering with an
individual's work performance; or (3) otherwise unreasonably affects an individual's
employment opportunities.
SEXUAL HARASSMENT DEFINED: Sexual harassment is a type of harassment and
occurs when the types of verbal and physical conduct described above is sexual in
nature or is gender-based, Le., directed at a person because of their gender. Sexual
harassment exists in the workplace when: (1) submission to the conduct is either
explicitly or implicitly a term or condition of employment;
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(2) Submission to or rejection of the ccmduct is used as the basis of an employment
decision affecting such individual; or (3) the conduct unreasonably interferes with the
individual's job performance or creates a work environment that is intimidating, hostile,
or offensive.
Sexual harassment includes: unwelcome verbal behavior such as comments,
suggestions, jokes or derogatory remarks based on sex; physical behavior such as (
pats, squeezes, repeatedly brushing against someone's body, or impeding or blocking
normal work or movement; visual harassment such as posting of sexually suggestive or
derogatory pictures, cartoons or drawings, even at one's work station; unwanted sexual
advances, pressure for sexual favors and/or basing employment decisions (such as an
employee's performance evaluations, work assignments, or advancement) upon the
employee's acquiescence to sexually harassing behavior in the workplace.
COMPLAINT PROCEDURE: If an employee feels that s/he or other employees have
been subjected to harassment of any kind, s/he is encouraged to imf11ediately identify
the offensive behavior to the harasser and request that it stop. If the employee is
uncomfortable in addressing the matter directly with the harasser, or if the behavior
does not stop, then the employee should discuss the matter immediately with the
Human Resources Manager or his/her Department Head. Supervisors and managers
who receive a harassment complaint are to contact the Human Resources Manager
immediately.
All complaints will be investigated promptly, impartially, and discreetly. Upon
completion of the investigation, the appropriate parties will be notified of the findings.
Any supervisor, agent, or other employee who has been found to have harassed an
employee will be subject to appropriate corrective action, ranging from a disciplinary
warning to termination. No employee will suffer retaliation for reporting instances of
harassment.
We trust that employees of Port Angeles will act responsibly to maintain a pleasant
working environment, free of harassment, allowing each employee to perform to his or
her maximum potential. The City encourages any employee to bring questions he or
she may have regarding harassment of this type to the Human Resources Manager
2.02 NEPOTISM: Employment of Relatives
The City of Port Angeles believes that it is in the best interests of the City and the
employees to keep business and professional relationships separate from personal and
family relationships. Accordingly, the City generally will not employ family members or
two individuals living together in the same household in positions where:
· one relative would supervise or audit the work of the other, directly or indirectly;
· both relatives would have the same immediate supervisor; or
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· other circumstances exist that, in the judgment of City management would create
a situation of actual or foreseeable conflict of interest.
Family member includes the employee's spouse, siblings, parents, children (natural,
adopted, step, or foster), grandparents, grandchildren, nieces, nephews or in-laws.
The City also may refuse to employ close relatives of officers or other high-level
employees of our suppliers or others with whom the City deals where such a restriction
is necessary to avoid the actuality or appearance of conflict of interest, or to protect
confidential information.
Should one of the above situations occur, the City will allow either of the employees to
transfer to a vacant position for which s/he is qualified. If no suitable position is
available, the employees will be given the opportunity to determine which of them will
resign.
2.03 SOLICITATION POLICY
The City wants employees to be able to do their jobs without undue distractions.
Therefore, the following guidelines apply to soliciting in the workplace. Except for
authorized City programs, such as participation in the United Way, and with prior
approval, individuals not employed by the City are not permitted to enter City premises
at any time to solicit, survey, petition, or distribute literature. This restriction includes
charity solicitors, salespersons, questionnaire surveys, union organizers or any form of
solicitation or distribution. Employees may only approach each other regarding
reasonable forms of solicitation during non-work time (including before and after the
start of all involved employees' work periods, and during breaks and meal periods) and
in non-work areas. Any other solicitation requires approval of the City Manager.
Insurance Benefits
2.04 HEALTH & WELFARE BENEFITS FOR CITY EMPLOYEES
The City provides health related insurance benefits for regular full-time and regular part-
time employees budgeted to work in excess of 20 hours per week. Details of all
insurance benefits are provided in separate summary plan descriptions provided to you
when you become eligible to participate. The following is only a summary of current
programs. You can obtain more information about any of these programs from Human
Resources.
Medical Insurance
As a regular employee, you are entitled to participate in the City's medical insurance
policy through the AWC Medical Plan B or any successor plans. The City pays most of
the premium for you and employees pay a portion of the premium for your spouse and
dependents. The amount of the premium cost share is determined by negotiations for
union represented employees and for non-represented, the City Council determines the
cost sharing amount. Employee portions of premiums are paid through payroll
deduction.
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Medical Waiver Cost Share Program:
An employee enrolled in the AWC medical plan may opt to waive their medical
coverage if they have other comprehensive medical insurance, and receive one-half of
the monthly insurance premiums, subject to certain conditions established by the City
and AWC. Employees interested in participating in this program should contact Human
Resources to find out more information and whether you may qualify.
Other Group Insurance
The City also makes available dental, life, vision, EAP, and long term disability
insurance to regular employees who meet the eligibility requirements in the plan
documents.
Flexible Benefits Plan
The Section 125 plan allows you to use pre-tax dollars to pay for certain qualifying
expenses, including medical insurance premiums, non-covered medical expenses, and
dependent care.
Retirement, Deferred Compensation, and Retiree Health Savings Plan:
The City,of Port Angeles has three separate ways to help you save for a secure
retirement. Consult Human Resources or your Plan documents for details.
Retirement Plans
As a regular City employee, you are eligible to participate in the State of Washington
Public Employees' Retirement System (PERS) or the Law Enforcement Officers and
Firefighters Retirement System whichever is applicable by law. Eligibility and
procedures for retirement are governed by State law. Details are provided during
orientation. Additional information is available from the Human Resources Department.
Deferred Compensation Plan
This is an optional program. You may defer a portion of your wages through payroll
deduction on a pre-tax basis and invest it with either ICMA or Great West. The City
contributes funding for deferred compensation in some of the labor contracts and for
management and non-represented employees.
Retiree Health Savings Plan
The City participates in the Retiree Health Savings Plan (RHS) through lCMA. This plan allows
employees to divert a portion of earnings or cash out vacation and sick leave when you leave city
employment.
2.05 DEPARTMENT WORK RULES
Each Department Head is responsible for establishing and distributing department work
rules and regulations. Such work rules and regulations must be consistent with these
Policies and Procedures, the collective bargaining agreements, and Civil Service
Rules/Regulations, if applicable.
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2.06 CLASSIFICATION PLAN
The Human Resources Office establishes and maintains, the Classification Plan for the
City. The Classification Plan consists of class specifications for each classification,
together with established salary ranges as adopted by the City Council.
2.07 JOB DESCRIPTIONS
TheHuman Resources Office develops and maintains job descriptions for each
classification in the City, which includes the nature of work, the essential job functions,
examples of assigned duties and responsibilities, educational and experience
qualifications, and knowledge, abilities, and skills.
Prior to the adoption of a new classification, if applicable, the City will notify the
appropriate bargaining unit for negotiation of the salary for the classification.
2.08 SMOKING IN THE WORK PLACE
Smoking is prohibited in City Hall and other public work locations. Smoking is permitted
only in outdoor areas at least 25 feet from any entrance or air vent.
This policy extends to all work areas, including public areas, lobbies, restrooms,
stairways, elevators, employee lounges, and hallways. Smoking in City vehicles is also
prohibited. Smoking areas consistent with the intent of this policy may be designated by
the Department Heads..
Failure to comply with this policy is grounds for disciplinary action.
2.09 BULLETIN BOARDS
Each City Department and major Division (if in a different work location) maintains an
employee bulletin board for official City notices. This bulletin board is to be used for job
postings, safety notices and other information of City business.
2.10 POLITICAL ACTIVITY
The City recognizes and fully supports the right of employees to vote, to express their
opinions, to hold any political office, and to participate in any political campaign.
However, for the good of the City, and to avoid potential conflict of interest, please keep
in mind the following guidelines.
Public facilities or resources may not be used to assist the campaign of a candidate or
the promotion or opposition of a ballot proposition; employees may not campaign or
assist any campaign activity during City work hours.
No employee who may come into contact with the public may wear or display campaign
buttons or literature during City business hours.
Employees participating in fund raising or other campaign activities must make clear
that they do not represent the City and the City does not endorse the candidate or
position.
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Employees may not attempt to obtain political contributions from co-workers through
threat or promise of differential treatment on the job.
2.11 RECEIPT OF GIFTS
Employees may not solicit or accept a gift, compensation, or other item of value from
anyone doing business with the City. Unsolicited gifts not returnable will be donated to
a non-profit organization to be determined by the City Manager or Department Head.
Questions regarding application of this policy should be directed to the respective
Department Head and/or to the City Attorney.
2.12 CARE OF CITY PROPERTY
Employees are expected to exercise reasonable care in the use of City property and to
utilize City-owned property only for authorized official City business. Negligence in the
care and use of any City-owned property may be considered cause for disciplinary
action, including suspension and/or dismissal from City employment.
Unauthorized removal of City-owned property from the City's premises or its conversion
to,personal use is prohibited and is cause for disciplinary action.
2.13 RETURN OF CITY PROPERTY
City-owned property issued to an employee must be returned to the employer at the
time the employee terminates employment or upon request of the employee's
immediate supervisor, Department Head, or other Manager within the Department. This
includes, but is not limited to, city identification, keys, personal computers, tools,
workbooks or training materials, uniforms, calculators, or any other equipment or
property of the City.
2.14 CITY DRESS CODE
All employees must maintain their personal grooming and wear proper work clothes to
adequately perform their work in a safe manner, as well as present a favorable image to
the public concerning City employees. To meet this objective, and recognizing that
dress standards vary depending on the location and type of work, Department Heads
are responsible for ensuring that these guidelines are implemented and followed in their
operational areas, in accordance with the specific policies below:
1. Work clothes and grooming must meet required safety rules and regulations.
2. Work clothes and grooming may not be overly faddish or extreme, based on
community and social acceptability, as determined by supervisors, on a case-by-case
basis. This includes body piercing and tattoos that may be depicting negative or
offensive images or words. These may be allowed if covered by clothing.
3. Work clothes and grooming must be clean and well maintained.
4. Work clothes and grooming must be appropriate for the working conditions of the
job.
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2.15 ETHICAL RULES
In addition to those set forth in these Policies and Procedures, State statutes provide
certain ethical rules which are attached for easy reference and are considered a part of
these Policies and Procedures. See Chapter 42.20 and 42.23 RCW (attached). !.
2.16 ELECTRONIC MAIL & INTERNET USE POLICY
This policy outlines the appropriate use of the City of Port Angeles's network,
computers, all related peripherals, software, electronic communications, data storage
devices, telephones, PDA devices, and Internet access. The policy applies to all users
of City computer resources regardless of employment status including City staff, elected
officials, seasonal employees and volunteers. All use of the City network, computer
resources, and electronic communications shall be done in an ethical, legal and
responsible manner.
A. DEFINITIONS
Computer Systems: The City's computer system includes network systems,
hardware and software, email, Internet, databases, calendar and messaging
systems, and any other systems owned or provided by the City.
Electronic Communication: An electronic exchange of information with a citizen,
another employee, the Internet, and/or the public at large.
Electronic Mail (e-mail): Any electronic messaging system or device that allows
the transfer of electronic data; messages, text, ideas, sound and/or images via a
computer to an other user within the City system or to a user outside the City's
system via the Internet.
Internet: A worldwide communication system conducted via computers. Includes
the linking of data services via a global system or modems and cable and the use
of standard software platforms such as the World Wide Web (WWW), gopher
and File Transfer Protocol (FTP) links and chat rooms.
PDA Devices: A personal digital assistant is any handheld device which may
combine computing, telephone/fax, Internet, data storage, or networking
features. A typical PDA can function as a computer, cellular phone, fax sender,
Web browser and personal organizer.
Data Storage Devices~ Any device used to store electronic data. Includes, but is
not limited to, USB drives, floppy disks, CD's, portable drives, tape, or any other
device used to store electronic data not directly attached to the network or a
computer.
Streaming Audio: Technology used to "play" audio/video on a PC over a
network. Can be used for music, voice, lectures and other audio/video material. It
generally consists of a continuous stream of data coming from a network.
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Metadata: It is not part of the content of a record, but is generally the hidden
data captured during transactions; such as the date and time someone
received an email.)
B. PERMITTED USE OF CITY COMPUTER RESOURCES
The City computer and electronic communication resources are intended for
professional business use in performing the duties of an employee's job.
Computer and electronic communication resources may be used for limited
personal use so long as that personal use:
o Is incidental, occurs infrequently and is of short duration, and
o Is done on the employees' own time, and
o Does not result in additional cost or liability to the City, and
o Does not disrupt or distract from the conduct of city business, and
o Does not interfere with employee's job performance, and
o Does not pose additional risk to network security, reliability or privacy, and
o Does not conflict with the intent or requirements of any City policy or work
rule, and
o The use of City computer resources for personal use (except as defined
above) or private gain is expressly prohibited.
C. . INAPPROPRIATE USE OF CITY COMPUTER RESOURCES
-Any use for the purpose of conducting an outside business or private
employment;
-Supporting, promoting the interests of, or soliciting for an organization or group
outside the business of the city;
-The expression or promotion of personal political or religious beliefs;
-Using City resources to solicit for or promote commercial ventures, religious or
political causes, outside organizations or other non-job related solicitations which
are not sponsored by the city.
-Violation of copyright laws or licensing agreements;
-Transmittal of any language and/or subject matter that is offensive,
objectionable, sexually suggestive, threatening or otherwise inappropriate;
including but not limited to conduct that is forbidden under the Anti-Harassment
Policy;
-Gambling;
-Usage which precludes or hampers City network performance;
-Attempts to make unauthorized entry to other City systems to which the user
does not have authorized access, or to other networks;
-Accessing streaming audio, except for legitimate City business.
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I
D.
ELECTRONIC (E-MAIL) COMMUNICATION
All e-mail messages are records and are the property of the City of Port Angeles
and users should not expect privacy or confidentiality when using E-mail. The
City of Port Angeles Email Retention Policy is established to provide for efficient
retention of email communications. Retention and disposition of public records is
governed by retention schedules issued by the State of Washington.
All email messages, sent or received, using City of Port Angeles systems are the
City's records and must be managed in accordance with Chapter 40.14 RCW.
They are also subject to related legislation such as the Public Disclosure law
Chapter 42.17 and 42.56 RCW, and Penal provisions Chapter 40.16 RCW.
Consequently, all email messages may be public records that are subject to
record retention requirements. Email is defined as the messages sent and
received by email systems, including all attachments, and all transmission and
receipt data (metadata).
1. It is the policy of the City of Port Angeles that all email shall be retained
according to the terms herein.
2. All email shall be retained for a period of at least 6 years in a long-term
email retention location. After 6 years an email stored in the long-term
email retention storage location will be deleted unless longer-term storage
is requested, in writing, by the City Clerk, City Manager, or City Attorney.
3. A copy of all email in a user's mailbox shall be published to the long term
email retention storage location daily. (Publishing is the process of
copying an original encrypted email to a universal XML format).
4. No email may be deleted from any user's mailbox until it is published to
the long-term email retention storage location.
5. All email in a user's mailbox shall be available to the user in its native
GroupWise format and accessible by the user for 30 days from receipt.
6. After 30 days an email shall be deleted from the user's mailbox.
7. Users shall have view-only access to all their own email retained in the
long-term email retention storage location by means of a separate XML
viewer.
8. Global access to view, search, print, copy, or delete email published to the
long term email retention storage location must be authorized, in writing,
by the City Clerk, City Manager, or City Attorney.
9. Published email retained in the long-term email retention storage location
shall include or be linked to the essential metadata describing content and
structure of the business record and the context of its creation.
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E. Electronic Mail (E-Mail) Guidelines
1. E-mail should follow the standards of good business etiquette as expected
in any other form of written or face-to-face communication. It must not be
used for the expression of ill will or bias against individuals or. groups,
offensive material such as obscenity, vulgarity or profanity, jokes, sarcasm
or other non-business like material. Sexually explicit material, profanity
and name-calling are prohibited communications.
2. E-mail is intended for official City business purposes, not personal or
recreational use. By using the electronic mail system, all users have
consented that the City, at its discretion, may inspect, use or disclose any
E-mail or other electronic communications and/or data without notice.
3. If an E-mail is delivered to the wrong person, the recipient must stop
reading as soon as he/she realizes the message was not meant for him,
and notify the sender or system administrator immediately. It is
impermissible to purposefully read E-mail intended for another person
without the express permission of the sender.
4. The City's Email system may not be used for commercial, religious,
charitable or political activities support for outside organizations or uses
not related to the direct conduct of the City's business.
5. The City reserves the right to review, access and disclose the contents of
any files or documents located on a City-owned computer. Additionally,
the City maintains the right to monitor the use or content of any City-
owned computer without notice to City employees.
6. Limited personal use of e~mail is allowed if it complies with this policy.
F. INTERNET USE
The Internet is a tool, which may be provided to individuals for use in
conducting City business as a means to increase productivity and efficiency.
All employees are responsible to use the Internet resources in an effective,
ethical and lawful manner, and in accordance with this policy.
Individuals must be aware and at all times attempt to prevent potential City
liability in their use of the Internet. It will be the personal responsibility of each
individual using the Internet to -ensure no misunderstandings occurs as to
representations made by city employees. Any correspondence to be transmitted
via the Internet that purports to represent the view of the City of Port Angeles will
require prior review and approval of the affected Department Director.
Computer files external to the City of Port Angeles shall not be downloaded on a
City computer without being properly scanned for viruses.
Resources of any kind for which there is a fee including, without limitation, sites
on the Internet, must not be accessed or downloaded without prior approval of a
Department Director.
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G. SOFTWARE GUIDELINES
Computer users shall use only software that is provided or approved by the City
and shall use the software only in accordance with the license agreement,
contract or grant.
The City computer system is designed to work in a network environment.
Installation of unauthorized software can result in damaging the integrity of the
system. Employees must obtain prior approval from their supervisor and the
Information Services Division before downloading or installing software on any
City-owned computer.
Employees shall respect and abide by the terms of software licenses, including,
but not limited to a prohibition on reproduction of licensed software. Unlicensed
or copies software is prohibited on any City computer.
Any suspected misuse of software or related documentation within the
organization shall be reported immediately to the supervisor or Department
Director
Any questions or issues which arises as a result of this policy should be directed
to the Human Resources Manager. Violation of this policy may result in
discipline, up to and including discharge.
2.17 REPORTING IMPROPER GOVERNMENTAL ACTION AND PROTECTING
EMPLOYEES AGAINST RETALIATION '
The Washington State Whistleblower Act is intended to protect local government
employees who raise issues of improper governmental actions with their supervisors
and with appropriate governmental agencies. The City of Port Angeles respects the
rights of reporting employees and has adopted this policy to insure compliance with the
law.
It is unlawful for a local government to take retaliatory action because an employee, in
good faith and in conformance with the local government's procedures, provides
information that improper governmental action may have occurred.
A. POLICY STATEMENT
It is the policy of the City of Port Angeles (1) to encourage reporting by its employees of
improper governmental action taken by the City of Port Angeles officers or employees
and (2) to protect the City of Port Angeles employees who have reported improper
governmental actions in accordance with the City of Port Angeles' policies and
procedures.
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B. DEFINITIONS
As used in this policy, the following terms shall have the meanings indicated:
"Improper governmental action" means any action by a
City of Port Angeles officer or employee:
a. That is undertaken in the performance of the officer's or employee's official
duties, whether or not the action is within the scope of the employee's employment; and
b. That (I) is in violation of any federal, state, or local law or rule, (ii) is an abuse of
authority, (iii) is of substantial and specific danger to the public health or safety or (iv) is
a gross waste of public funds.
c. "Improper governmental action" does not include personnel actions, including
employee grievances, complaints, appointments, promotions, transfers, assignments,
reassignments, reinstatements, restorations, reemployment, performance evaluations,
reductions in pay, dismissals, suspensions, demotions, violations of collective
bargaining or civil service laws, alleged violations of labor agreements or reprimands.
"Retaliatory action" means any adverse change in the terms and conditions of a City of
Port Angeles employee's employment.
"Emergency" means a circumstance that if not immediately changed may cause
damage to persons or property.
C. PROCEDURES FOR REPORTING
The City of Port Angeles employees who become aware of improper governmental
actions should raise the issue first with their supervisor. If requested by the supervisor,
the employee shall submit a written report to the supervisor, or to some person
designated by the supervisor, stating in detail the basis for the employee's belief that an
improper governmental action has occurred. Where the employee reasonably believes
the improper governmental action involves his or her supervisor, the employee may
raise the issue directly with the City Manager or such other person as may be
designated by the City Manager to receive reports of improper governmental action.
In the case of an emergency, where the employee believes that damage to persons or
property may result if action is not taken immediately, the employee may report the
improper governmental action directly to the appropriate government agency with
responsibility for investigating the improper action.
The supervisor, the City Manager, or the City Manager's designee, as the case may be,
shall take prompt action to assist the City of Port Angeles in properly investigating the
report of improper governmental action. The City of Port Angeles' officers and
employees involved in the investigation shall keep the identity of reporting employees
confidential to the extent possible under law, unless the employee authorizes the
disclosure of his or her identity in writing.
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I
After an investigation has been completed, the employee reporting the improper
governmental action shall be advised of a summary of the results of the investigation,
except that personnel actions taken as a result of the investigation may be kept
confidential.
The City of Port Angeles employees may report information about improper
governmental action directly to the appropriate government agency with responsibility
for investigating the improper action if the City of Port Angeles employee reasonably
believes that an adequate investigation was not undertaken by the City of Port Angeles
to determine whether an improper governmental action occurred, or that insufficient
action has been taken by the City of Port Angeles to address the improper
governmental action or that for other reasons the improper governmental action is likely
to recur.
City of Port Angeles employees who fail to make a good-faith attempt to follow the City
of Port Angeles' procedures in reporting improper governmental action shall not receive
the protection provided by the City of Port Angeles in these procedures.
D. PROTECTION AGAINST RETALIATORY ACTIONS
City,of Port Angeles officials and. employees are prohibited from taking retaliatory action
against a City of Port Angeles employee because he or she has in good faith reported
an improper governmental action in accordance with these policies and procedures.
Employees who believe that they have been retaliated against for reporting an improper
governmental action should advise their supervisor, the City of Port Angeles Manager or
the City of Port Angeles Manager's designee. The City of Port Angeles officials and
supervisors shall take appropriate action to investigate and address complaints of
retaliation.
If the employee's supervisor, the City Manager, or the City Manager's designee, as the
case may be, does not satisfactorily resolve a City of Port Angeles employee's
complaint that he or she has been retaliated against in violation of this policy, the City of
Port Angeles employee may obtain protection under this policy and pursuant to state
law by providing a written notice to the City of Port Angeles City Council no later than
thirty days after the occurrence of the alleged retaliatory action that:
a. Specifies the alleged retaliatory action; and
b. Specifies the relief requested.
The City of Port Angeles employees shall provide a copy of their written charge to the
City of Port Angeles Manager no later than thirty (30) days after the occurrence of the
alleged retaliatory action. The City of Port Angeles shall respond within thirty (30) days
to the charge of retaliatory action.
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After receiving either the response of the City of Port Angeles or thirty days after the
delivery of the charge to the City of Port Angeles, the City of Port Angeles employee
may request a hearing before a state administrative law judge to establish that a
retaliatory action occurred and to obtain appropriate relief provided by law. An
employee seeking a hearing should deliver the request for hearing to the City of Port
Angeles Manager within the earlier of either fifteen (15) days of delivery to the City of
Port Angeles' response to the charge of retaliatory action, or forty-five (45) days of
delivery of the charge of retaliation to the City of Port Angeles for response.
Upon receipt of request for hearing, the City of Port Angeles shall apply within five (5)
working days to the State Office of Administrative hearings for an adjudicative
proceeding before an administrative law judge:
Office of Administrative Hearings Lacey, WA 98504-2488
P.O. Box 42488,4224 Sixth S.E. (206) 459-6353
Rowe Six, Bldg. 1
The City of Port Angeles will consider any recommendation provided by the
administrative law judge that the retaliator be suspended with or without pay, or
dismissed.
E. RESPONSIBILITIES
The Human Resources Manager, designated by the City Manager, is responsible for
implementing these policies; (1) for reporting improper governmental action and (2) for
protecting employees against retaliatory actions. This includes ensuring that this policy
and these procedures (1) are permanently posted where all employees will have
reasonable access to them, (2) are made available to any employee upon request and
(3) are provided to all newly hired employees. Officers, managers and supervisors are
responsible for ensuring the procedures are fully implemented within their areas of
responsibility. Violations of this policy and these procedures may result in appropriate
disciplinary action, up to and including dismissal.
In order to insure reporting options for the employee, the City Manager's designee will
be: (1) Human Resources Manager, (2) City Attorney/Senior Assistant City Attorney.
List of Aqencies. Following is a list of agencies responsible for enforcing federal, state,
and local laws and investigating other issues involving improper governmental action.
Employees having questions about these agencies or the procedures for reporting
improper governmental action are encouraged to contact the General Ma'!ager.
CLALLAM COUNTY
Clallam County Prosecuting Attorney
Clallam County Court House
223 East Fourth Street
Port Angeles, WA 98362
(360) 452-7831
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STATE OF WASHINGTON
Attorney General's Office
Fair Practices Division
2000 Bank of California Center
900 Fourth Avenue
Seattle, W A 98164
(206) 464-6684
State Auditor's Office
Legislative Building
Post Office Box 40021
Olympia, WA 98504-0021
(360) 753-5280
Human Rights Commission
402 Evergreen Plaza, Building FJ-41
711 Capitol Way
Olympia, WA 98504-2490
(360) 753-6770
State Department of Health
Health Consumer Assistance
Post Office Box 4789
Olympia, WA 98504-7891
(360) 753-2870
800-525-0127
Department of Labor & Industries
300 West Harrison, Room 201
Seattle, WA 98119
(206) 281-5400
Puget Sound Water Quality Authority
Post Office Box 40900
Olympia, W A 98504
(360) 493-9300
Department of Social and Health Services
Special Investigation Office
5200 Southcenter Boulevard, Suite 23
Tukwila, WA 98108
(360) 764-4048
Fraud Complaints:
800-562-6025
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UNITED STATES
U. S. Attorney
800 Fifth Avenue
Seattle, WA 98104
(206) 553-7970
Consumer Product Safety Commission
Hot Line:
800-638-2772
Environmental Protection Agency
Criminal Investigations
1200 Sixth Avenue
Seattle, WA 98101
(206) 553-8306
Equal Employment Opportunity Commission
2815 Second, Suite 500
Seattle, WA 98121
(206) 553-0968
2.18 PURCHASE OF SURPLUS PROPERTY AND EQUIPMENT
Employees may participate in bidding for surplus City equipment and/or property,
provided no special privileges or conflict of interest arises from such action. A conflict of
interest for the purposes of this Section is defined by Chapter 42.23 RCW, A Code of
Ethics for Municipal Officers - contract Interests.
The following employees may not participate in bidding for or purchase of surplus
property/equipment: (1) City Council members; (2) City Manager; (3) Department
Heads; and (4) an employee responsible for surplusing and sale of the property and/or
equipment.
Employees electing to bid on or purchase surplus property/equipment for which no
conflict of interest arises shall participate in the sale process stipulated by City Council.
In addition, such employee shall declare his/her interest in participating in the bidding
process to his/her Department Head in advance, or as soon as possible after the public
notice of sale is released.
2.19 CITY SPONSORED ACTIVITIES AND PROGRAMS FOR EMPLOYEES
The City of Port Angeles endeavors to create a harmonious and productive work
environment and improve communication for employees. To this end, the City sponsors
certain activities and programs such as periodic employee breakfasts, safety and
wellness programs, and annual awards luncheons. The City Council authorizes the City
Manager to provide necessary funding for these employee programs. However, funding
is limited to budgetary constraints.
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2.20 CITY OWNED CELLULAR PHONES
The acquisition and use of cellular phones by City departments shall be in accordance
with this policy. The purpose of this policy is to ensure cellular phones are used in the
most expeditious manner and to provide guidelines in the acquisition and use of such
equipment.
The purchase and/or installation of cellular phones shall be approved by the
Department Head. It shall be the responsibility of the Department Head to ensure that
sufficient funds are budgeted for the purchase and monthly operational costs associated
with such equipment prior to its use.
Cellular phones owned by the City shall be used only for authorized City business as
determined by the Department Head and the individual employee's job requirements.
The general use of cellular phones shall not be in lieu of more cost effective, practical
and available means of communication.
Cellular phones may be used for personal reasons only when no other immediate
means of communication is available to the employee. In such event, the employee
shall reimburse the City for the cellular phone charge incurred.
It is the responsibility of the Department Head or his/her designee to provide for a
routine examination of cellular phone billing summaries to ensure proper use of such
equipment.
2.21 CITY LOCKERS
The City may furnish lockers for certain employees for security of employee
possessions. The City does not assume responsibility for any theft or damage to the
personal belongings of employees, and the City reserves the right to search these
lockers at any time.
2.22 INCLEMENT WEATHER POLICY
Curtailinq Services and Closinq Facilities: In the event of an emergency or during
severe weather conditions, as declared by the City Manager, certain City services
and/or facilities may be closed or services curtailed. Under such emergency or severe
weather conditions, only primary services, as determined by the Department Head, shall
be provided, Le., electric services and Public Works activities such as water, sewer,
street maintenance, and garbage collection.
The City will make reasonable efforts to notify affected employees that a facility will be
closed, such as announcements over the radio and phone calls, if appropriate, as
determined by the City.
Administerinq Pay: Should conditions prevail which would prohibit City employees from
reporting to work as scheduled, the following shall apply relative to the administration of
pay for affected employees:
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Normal Situation: Employees who are normally scheduled to work and do report to work
shall receive their normal rate of pay for the hours worked.
Leave Work Early: If an employee is authorized by his/her supervisor to leave work
before the designated shift ends, such time will be charged to first accrued comp time
and then accrued vacation or leave without pay.
Unable to Report: Employees who are normally scheduled to work but are unable to
report to work because of the weather conditions shall charge such time to first accrued
comp time and then accrued vacation or leave without pay. It will be the responsibility
of the employee to contact his/her supervisor or by telephone if the employee is
scheduled but is unable to report for work during the emergency or inclement weather
conditions.
City Facility Closed: Employees who are normally scheduled to work but are unable to
report to work because the City facility is closed shall charge time to first accrued comp
time and then accrued vacation or leave without pay.
A second option, on an individual basis, with Department Head approval, is for the
employee to report to the closed facility and work.
A third option, with Department Head approval, is for the employee to receive his/her
normal pay as if he/she had worked and later make up the hours scheduled but not
worked. This make-up time shall be arranged within a reasonable time between the
employee and the Department Head and shall not result in overtime compensation.
Employees on Leave: Employees who are scheduled to be on paid leave, such as
vacation, comp time, or holidays, shall have such time charged to the leave allotments
as originally scheduled.
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1-
CHAPTER 3 - EMPLOYMENT RELATED POLICIES
3.00 NOTIFICATION OF VACANCIES
When a vacant position occurs in a Department, the Department Head will notify Human
Resources bye-mail or memo of the vacancy, and will designate a contact person in the
Department with whom Human Resources will coordinate the selection activity.
In working with the Department, Human Resources will assist in determining the
necessary recruitment period, develop the recruitment process and place job ads,
screen applications, test qualified applicants, and monitor the selection process for
compliance with lawful requirements. H.R. will also assist the Department with the
appropriate pre-employment procedures, such as medical examination, reference
checks, psychological evaluations, and employee orientation once the hiring decision is
made by the Department Head.
3.01 CITY APPLICATIONS
All Departments use the City of Port Angeles Employment Application as approved by
Human Resources when recruiting for vacancies. This is to ensure uniformity and
compliance with applicable Federal/State requirements relative to the selection process.
3.02 PROBATIONARY STATUS OF NEW EMPLOYEES
Except as otherwise determined by the City Manager, all newly hired regular full-time or
regular part-time employees are hired for a probationary period of six (6) months (twelve
months for law enforcement and Fire Department positions). The Department Head
uses this probationary period as an extension of the selection process to evaluate the
employee's work performance. Each employee receives a performance evaluation
during the probationary period, generally at three (3) and six (6) month intervals, or
more frequently, as determined by the Department Head.
Probationers may be terminated during this period at any time, with or without cause,
and without right of appeal.
A probationary period may be extended in the instance of an employee on an extended
leave of absence, so that the Department has the full term of the probationary period to
evaluate the employee.
3.03 VERIFICATION OF LAWFUL EMPLOYMENT IN THE U.S.A.
Federal law requires the employer to ensure that newly hired employees are lawfully
employable in the United States. Failure to do so is punishable by fines and/or
imprisonment. To comply with this requirement, the hiring manager or Human
Resources must review the employee's driver's license and Social Security card other
proof of identification allowable under the law and complete an 1-9 form no later than the
third day of work, and return it to Human Resources. Check with the Human Resources
Office for other identification.
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3.04 PRE-EMPLOYMENT PROCEDURES
Applicants who have received a conditional offer of employment may be required to
complete a pre-employment medical examination scheduled by Human Resources prior
to employment. Human Resources will coordinate the examination with the
Department and the potential new hire. Failure of the candidate to pass the pre-
employment medical (i.e., as determined by the City physician) (plus polygraph and
psychological evaluations for law enforcement positions) or other required procedures
will result in disqualification from employment.
3.05 STARTING SALARY FOR NEW EMPLOYEES (Excluding City Manager and
Department Heads).
If the Department Head wishes to start the employee at mid-range or higher, such a
request must be approved by the Human Resources Manager and the City Manager
prior to offering the salary to the new employee.
3.06 NEW EMPLOYEE ORIENTATION
The Department Head or his designee will make arrangements with the Human
Resources Office for employee orientation within the first week of employment for new
employees.
The orientation will include a checklist of items covered with the employee's signature
when such orientation is completed. A copy of the checklist will be placed in the
employee's personnel file. Any orientation relative to specific Department concerns is
the responsibility of the respective Department Head.
3.07 PERFORMANCE EVALUATIONS
Performance evaluations are recognized as an integral part of a supervisor's
responsibilities toward effective employer-employee relations. To this end, an
employee should receive his/her performance evaluation in a timely manner. The
completed performance evaluation becomes part of the employee's permanent record.
New Hires: Performance evaluations will be completed at three (3) month, and at six
(6) month intervals. For Police and Fire classifications, such evaluations will be
completed at three (3) month, six (6) month, and twelve (12) month intervals. More
frequent evaluations may be conducted at the discretion of the Department Head or
appropriate Manager
Annual Review: Each employee receives an annual performance evaluation which shall
be within the first quarter of the year. The Department Head selects the month in which
all employees of that department will have their annual reviews. Merit salary increases,
if given, shall be effective (advancement through the steps of the salary range) on the
employees anniversary date.
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Special Evaluations: A Manager or supervisor may conduct a special performance
evaluation at any time to evaluate the employee's job performance over a given period.
Such evaluations may be used relative to a specific problem, which needs to be
corrected within a certain time period.
3.08 HIRING OF FORMER EMPLOYEES
Employees who have resigned their employment in good standing and who the
Department Head is willing to rehire, or who are on a valid layoff list for re-employment,
may be eligible for rehire. If such an employee is rehired in his/her former classification
within one (1) year from the date of separation, the employee may be credited for
his/her previous work time only for purposes of determining his/her wage. Such wage
determination is subject to review by the Human Resources Manager and approval by
the Department Head and City Manager.
3.09 ADJUSTMENT OF HIRE DATE
For purpose of calculating seniority, leaves of absence with out pay extending more
than 30 days shall not be credited toward total time of employment. An employee, who
is on a leave of absence without pay from City service for a period of thirty (30) days or
more, shall have his/her City anniversary date (for City seniority) adjusted for the period
of such leave.
3.10 PERSONNEL RECORDS
Personnel records are maintained in the Human Resources Office and are property of
the City. The records include, but are not limited to, the employee's application, a
record of all personnel actions affecting the employee such as pay changes,
promotions, title changes, leaves of absences, transfers, accidents, disciplinary actions,
and other related information.
It is the responsibility of employees to inform Human Resources if they move, change
their telephone number or experience other changes in their personal information. In
this way, personnel records will remain accurate and up-to-date.
An employee's record is confidential to the extent allowable by law. The employee's
representative may have access to the employee's file upon written authorization by the
employee, with a copy of such authorization placed in the file. The personnel file may
also be obtained by a valid court order. The City reserves the right, as provided for by
City Ordinance, to charge a copy fee for providing copies of such information from the
file.
If the employee is disciplined, resulting in documentation being placed in his/ her
personnel file, the employee may submit a rebuttal to the information. The employee
may review his/her personnel file and obtain a copy of any information so contained with
advance notice to Human Resources.
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3.11 OTHER EMPLOYMENT
If an employee obtains employment In addition to his/her City job, the employee shall
provide written notice to the Department Head. Such notice from the Department Head
shall be placed in the employee's personnel file.
Outside employment that results in a conflict of interest with City employment, or that
interferes with the employee's work performance, as determined by the Department
Head and subsequent verification by the City Attorney, will be prohibited. Advance
notice and review for compliance with this policy is required by the Department Head or,
in the case of other employment for Department Heads, the City Manager's approval.
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CHAPTER 4 - PERSONNEL ACTIONS
4.00 PERSONNEL ACTION FORMS
A personnel action shall be initiated by the employee's manager. Such personnel
actions include, but are not limited to, new hires, promotions, demotions, changes in
compensation, leaves of absence, title changes, reclassifications, transfers,
terminations, and resignations..
4.01 RESIGNATION IN GOOD STANDING
An employee who leaves City service shall provide a written resignation to the
employee's supervisor with a minimum of two (2) weeks advance notice. Resignations
with less than this notice shall be deemed resignations not in good standing, unless
authorized by the City Manager.
4.02 RECLASSIFICATION (Excluding City Manager and Department Heads).
Because of changes in service demands, job requirements, assigned duties and
responsibilities, technology, or other reasons, a position may be reclassified. Such
changes in a job require a classification review conducted by Human Resources,
which may affect the wages of the class (increase or decrease), change in
qualifications, or amending of the job description. A request for a classification review
may only be initiated by a Department Head, the City Manager, or Human Resources.
A Department Head may initiate a request for a classification review for a newly created
position or for an existing position, if the duties/responsibilities have significantly
changed. A classification review will not be undertaken solely to support a pay
increase. Any request for a classification review shall be in writing to Human
Resources, with a copy to the City Manager. Any reclassification is subject to
appropriate funding within the respective Department.
If the classification review results in an up-grade of the salary range, the incumbent
shall be placed within the new range at the step nearest his/her present salary, but not
lower. If the classification review results in a downgrade of the position and if a
represented position, the City will bargain the impact of the reclassification with the
union, based on the scope of responsibility and assigned duties. If a management or
non-represented position, the Department Head and Human Resources will determine
the appropriate salary level, subject to approval of the City Manager. Downward
reclassifications shall not be considered a demotion.
4.03 LAY-OFF PROCEDURES (Excluding City Manager, Department Heads, and
Police and Fire classifications under authority of Civil Service).
The City may layoff employees where there are changes in service levels,
reorganization, a position is abolished, lack of funding, or other appropriate reason
requiring a reduction in the work force as determined by the City. The City shall make
efforts to keep such lay-offs to a minimum by attrition or integrating affected employees
into other positions.
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Any employee laid off shall receive a minimum of two weeks written notice prior to the
effective date of the lay-off.
Employees having rights to layoff procedures include regular full-time and regular part-
time. Seasonal employees or temporary employees do not have rights to the layoff
procedures or re-employment rights.
Lay-off will generally be in inverse order of hire by classification within each
Department. However, in considering which employees are laid off, the City shall retain
the most qualified and job performance shall be a factor in such retention. If the City
needs a particular skill, the City maintains the right to retain such an employee.
Qualifications will be determined by the knowledge, abilities and skills for the
classification.
"Bumping procedures" shall apply to class seniority for positions holding prior status in a
lower class within an occupational series. Such procedures are defined as employment
status held in a lower classification within the same occupational series; Le., a
maintenance worker may be "bumped" by a leadworker with greater seniority and who
has held status in the lower classification.
Lay-Off List
For a period of eighteen (18) months from the date of lay-off, regular full-time
employees who were laid off, followed by regular part-time employees, shall have re-
employment rights to a position in the classification they held prior to such lay-off and
shall have first opportunity to fill a position when one becomes available. An employee
re-hired from the lay-off list shall be placed at the salary range and step held by the
employee prior to being laid off. However, the salary schedule shall be the rate of pay
at the time of re-employment.
It shall be the responsibility of the laid off employee to keep his address current with the
City. If a position becomes available, the City will notice the employee at the last
address of record. If the employee fails to respond to the notice within ten (10)
calendar days, the employee's name will be removed from the lay-off list for future
consideration, unless a valid reason exists, as determined by the City, for such failure to
respond.
4.04 RETIREMENT
Employees covered by the Public Employees Retirement System (PERS I, II or III) or
the Law Enforcement Officers and Firefighters Retirement System (LEOFF I or II)
wishing information concerning retirement should contact the Department of Retirement
Systems in Olympia, Washington. If an employee wishes to retire, the employee must
send an application for retirement to the Retirement System Office at least ninety (90)
days prior to his/her retirement effective date. The Department of Retirement Systems
will provide the employee with the estimates of benefits due the retiring employee. An
employee shall provide as much notice as possible to the affected Department Head
prior to the retirement effective date, preferably six months notice.
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4.05 SEPARATION OF EMPLOYMENT (Excluding the City Manager)
Termination of employment shall be based on either (1) resignation by the employee,
(2) disciplinary action of the employer, (3) retirement, (4) reduction in force by the
employer, or (5) termination by the employer.
Whenever an employee's service with the CitYJerminates, it is the responsibility of the
Department Head to ensure that the Personnel Action Form is processed in a timely
manner and that all City keys and other City property is returned.
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CHAPTER 5 - SALARY ADMINISTRATION
5.00 SALARY STRUCTURE
Salaries for union represented employees are established through the collective
bargaining process and adopted by the City Council. Salaries for Management,
Confidential, and non-represented employees are established by the City Council.
5.01 SALARY STEPS
Each classification has an established salary range that has either several steps or a
flat rate and may be either hourly or monthly. An employee may advance in the salary
range with annual progression through the steps based upon satisfactory performance
as determined by management. Merit pay increases are not automatic based on length
of service but are based on job performance. Salary changes are made by the
Department submitting a Personnel Action Form, approved by Human Resources and
the City Manager.
5.02 ELIGIBILITY FOR SALARY INCREASES
Regular, full-time employees are eligible for a merit salary step increase(s) (increment
advance) upon completion of the initial probationary period and annually thereafter, to
the maximum of the established salary range.
Regular part-time employees do not receive annual merit salary increases. Employees
in these positions are eligible for a salary increase based upon the number of hours
budgeted to work for their position, in relation to when full-time employee would be
eligible for a salary increase (Le., one-half or three-quarter time position).
For example, a one-half time employee who works 1,040 hours/year (Le., half time) is
eligible for a salary increase upon completion of 2,080 authorized work hours, or two
years.
In order for any step increases, (which are conditional upon satisfactory performance),
to be effective, the employee must receive a satisfactory performance evaluation by the
employee's supervisor, with approval by the Department Head and City Manager.
Annual salary increases are not automatic and may be withheld in the event of
unsatisfactory performance, excessive absenteeism, unsafe work record, because of
disciplinary actions within the evaluation periQd, or as determined by the Department
Head and substantiated through documentation.
5.03 PAYROLL DEDUCTIONS
As required by law, the City deducts applicable payroll with holdings for Social Security,
Federal taxes and Retirement. Other payroll deductions on a voluntary basis are
provided for through payroll authorization procedures, such as union dues, deferred
compensation, United Way, etc.
5.04 PAY DAYS
The City issues a paycheck every other Friday on a bi-weekly basis. The paycheck
covers the two-week (80-hour) work period ending Sunday before the payday.
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5.05 OVERTIME (Non-Exempt Employee)
Overtime hours for regular full-time employees are authorized hours worked in excess
of eight (8) hours in a workday or forty (40) hours in a workweek. For regular part-time
employees, the non-overtime workweek is 40 hours/week, regardless of the number of
hours worked in any particular day.
Overtime compensation will be paid for authorized overtime hours worked at the rate of
time and one-half the employees regular rate of pay. Assignment of overtime hours is a
management prerogative and is not voluntary. Employees may not work overtime
without their supervisor's approval.
To be eligible for overtime compensation, and employee must be in a classification
designated as non-exempt per Fair Labor Standards Act (FLSA) requirements. Classes
exempt from overtime include executive, professional, and certain administrative
positions. The Human Resources Office maintains a list of exempt and non-exempt
classes.
5.06 WORK ON A HOLIDAY (Excluding exempt employees)
If a regular full-time employee (designated as non-exempt per FLSA) works on a
scheduled holiday, the employee shall be paid the overtime rate for the shift and shall
receive an in lieu holiday to be taken at a later date, subject to supervisory approval, or
the City may pay in cash the equivalent; Le., 2-1/2 times the employee's hourly rate.
Regular part-time employees do not receive overtime for work on a holiday, unless they
exceed forty (40) hours per workweek.
The regular part-time employee shall receive an in lieu holiday based upon a pro-ration
of their annual authorized work hours.
5.07 HIGHER CLASSIFICATION PAY FOR NON-REPRESENTED EMPLOYEES
(Excluding City Manager and Department Heads)
The Department Head may assign an employee to work in a higher classification in the
event of a position being temporarily vacant. Such assignment may be made if the
position will be vacant for a minimum of one week or more. The premium pay shall be
5% of the employee's regular rate of pay. To qualify and be assigned higher class pay,
the employee must be granted the responsibility and authority of the higher class,
including making decisions within the normal scope of work. In the event a Department
Head documents unusual circumstances for higher class assignment, such exceptions
shall be submitted to the City Manager for variance to this policy.
5.08 COMPENSATORY TIME OFF (COMP TIME) (Non-Exempt Employees)
If a Department Head elects to offer compensatory time off in lieu of cash for overtime
hours worked, and an employee elects to take comp time in lieu of cash, the rate of
earnings shall be one and one-half hours of comp time earned for each hour of overtime
worked, computed to the nearest 30 minutes. The maximum number of hours of comp
time accrued shall not exceed 80 hours.
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Overtime worked in excess of this amount shall be paid off in cash. In the event of
separation of City service, comp time hours accrued but not taken shall be paid off in
cash at the employee's rate of pay in the classification the employee holds regular
status. Prior to a promotion, accrued comp time shall be taken off or paid in cash to
eliminate this fiscal liability.
Departments are responsible for keeping and maintaining records of comp time hours
accrued and taken on the regular time card used for payroll. The record-keeping
requirements are mandated by the Fair Labor Standards Act (FLSA).
Employees wishing to schedule time off to use accrued comp time hours shall do so in
advance, similar to vacation usage.
5.09 VACATION CASH OUT
In an effort to reduce the City's future liability for vacation accrual, the City may allow
employees to cash out a portion of their vacation on an annual basis, based on the
following conditions: If an employee has in excess of 200 hours of combined sick leave
and vacation accrual upon the date of the request, the employee may request to cash
out vacation based on the appropriate language in the labor contract or for non-
represented employees, up to 80 hours. However, they must leave two weeks of
vacation on the books to be used.
Requests will be submitted to the Finance Department by September 1 st of each year
to be considered for funding in the subsequent budget.
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--.. uUl
CHAPTER 6 - ATTENDANCE AND HOURS OF WORK
(Excludes City Manager and Department Heads)
6.00 HOURS OF WORK
The regular workweek is 40 hours. The workday is generally 8 hours in a 24-hour
period, as scheduled by the Department, with 5 consecutive days on and 2 consecutive
days off. Each Department shall establish work schedules for employees that may vary
and may include weekends.
6.01 ATTENDANCE
Employees are expected to arrive at work in sufficient time, ready to work when the
work shift begins. Punctual attendance is required. If an employee is going to be late
for work, or absent from work, it is the employee's responsibility to notify his/her
supervisor in advance of the situation, Each Department will establish attendance
notification procedures for employees (Le., minimum time for notifying supervisor of
absence). Repeated tardiness is subject to disciplinary action.
An employee absent from work without proper notification shall be subject to disciplinary
action and if the absence continues for three (3) or more consecutive days or shifts,
s/he shall be considered as having abandoned his/her job and may be terminated,
depending upon the circumstances of the employee's absence.
6.02 REST PERIODS & MEAL PERIODS
Employees working 8-hour shifts shall be entitled to two (2) 15-minute rest periods; one
during the first half of the 8-hour shift, and one during the second half of an 8-hour shift.
Break times are scheduled by the supervisor per department/division needs so as not
to interfere with City business and such breaks or meal periods shall not be accrued for
use at a later time.
Meal periods may be 30 or 60 minutes in length, as established by the Department work
schedule and may be paid time or non-paid time, depending upon the employee's work
schedule. If an employee works less than a 5-hour shift, a meal period is not provided.
6.03 REPORTING OF WORK HOURS
Maintaining accurate time records relative to hours worked and leave time is required by
law. Each employee is responsible for completing his/her time card and each
supervisor is responsible for verifying such information prior to submittal for payroll
purposes. Falsification of time records will be grounds for disciplinary action, up to and
including termination.
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CHAPTER 7 - LEAVES OF ABSENCE
7.00 VACATION (Excluding City Manager and Department Heads)
Vacation shall be earned and taken as provided for in Schedule C, for management and
non-represented employees or appropriate labor agreement. Vacation may be taken,
upon supervisory approval, after completing the first six (6) months of employment.
Unused vacation credits shall be paid off in cash upon separation from City service.
Except during probationary periods for promotional positions, probationary employees
do not accrue vacation and are not entitled to any vacation pay-off if they are
terminated or resign during the probationary period. After reaching regular status, the
employee is credited with the appropriate number of hours of vacation time. Regular
part-time employees earn an amount pro-rated, based upon the number of authorized
hours budgeted for the position. All vacation taken is subject to advanced supervisory
approval.
7.01 SICK LEAVE (Excluding the City Manager and Department Heads) (See also
Section 7.05, Family Leave)
Sick leave is a benefit provided by the City to regular full-time and regular part-time
employees. Sick leave is considered a privilege and not a right. Abuse or improper use
of sick leave is subject to disciplinary action.
Sick leave is earned at the rate of eight (8) hours per month (3.69 hours bi-weekly) (Fire
shift employees refer to the labor contract.) for all regular full-time employees. Regular
part-time employees earn an amount prorated based upon the number of authorized
hou~s budgeted for the position.
Sick leave may be used, with advance approval of the supervisor or Department Head,
for illness or injury to the employee, to care for members of his/her immediate family
who have serious or emergency illness, to care for a minor child who has an illness that
requires treatment or supervision, or for funeral leave. Use of sick leave for funeral
leave is limited to three (3) days per incident unless additional time is approved by the
Department Head. The definition of immediate family member for purposes of this
policy is spouse, child, parent, parent-in-law or grandparent.
If a Department Head or supervisor has reasonable cause to believe an employee has
used sick leave improperly, the employee may be required to show proof of illness/injury
by verification from a physician. Such proof of illness may be requested for any
suspected abuse or misuse of sick leave benefits. Prior to the Department Head
requiring the employee to produce a doctor's statement relative to the illness, the
employee may, upon request, discuss the matter with the Department Head so
extenuating circumstances, if any, may be considered.
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(
Employees may use sick leave for medical, dental, and other related health
appointments, and should schedule such appointments to cause the least disruption as
possible to the work. When possible, appointments should be scheduled on the
employee's own time or days off. Sick leave may be used in 30-minute increments,
and recorded on the employee's time card.
7.02 MILITARY LEAVE
Any employee of the City who is a member of the State National Guard or a Federal
Reserve Military unit shall be entitled to be absent from employment with the City with
full pay up to fifteen (15) calendar days during each calendar year while engaging in the
performance of an officially ordered military duty and while going to or returning from
such duty, in accordance with the laws of the State of Washington (RCW 38.40.060).
Such leave shall be in addition to any other leave and vacation benefits. Leave for
military purposes in excess of 15 days per year shall be days off as vacation leave and
shall be scheduled to comply with military orders. Employees who are called or
volunteer for service with the armed forces of the United States shall be entitled to be
considered for reinstatement in accordance with the provisions of State Jaw (Chapter
73.16 RCW) and Federal law. Upon application for reinstatement, the employee must
provide a copy of his/her military discharge papers. .
I;
7.03 JURY DUTY
If an employee is called for jury duty, the employee shall promptly notify his/her
supervisor of such jury duty service.
''---''
If the employee is called to sit on a jury during his/her normal work hours, the employee
will receive his/her normal salary but shall surrender to the City any pay for jury duty
paid to the employee, excluding mileage, if applicable.
When the employee is excused from jury duty, he/she shall report back to work
immediately and notify his/her supervisor that he/she is able to return to work for the
balance of his/her shift.
This section does not apply to time spent in court on personal business. Such time
shall be charged to accrued vacation, comp time, or leave without pay.
7.04 HOLIDAYS (Regular full time and Regular part-time employees)
Holidays are set forth in the appropriate ordinance or labor agreement. The holidays for
Management and unrepresentative employees are:
New Year's Day
Martin Luther King Jr. Birthday
Presidents Day
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving Day
Christmas Day
Two (2) Floating Holidays
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Two floating holidays shall be granted to eligible employees on the payroll, effective
January 1 st of each year. Employees hired after July 1 st shall receive one floating
holiday for the calendar year. Floating holidays may be taken in only 8-hour periods
and must be scheduled in advance with the supervisor.
Section 7.05 FAMILY LEAVE
The City of Port Angeles will comply with all applicable requirements of the Washington
Family Care Leave Act, RCW 49.12.270; Washington Family Leave Law; Washington
Law Against Discrimination; and the Family and Medical Leave Act of 1993,
WashinQton Family Care Leave Act, RCW 49.12.270
This statute permits employees to utilize employer-provided sick leave or other paid
time off under the terms of the employer to care for a child with a health condition that
requires treatment or supervision; Or a spouse, parent, parent-in-law or grandparent of
the employee who has a serious health condition or an emergency condition related to
health.
WashinQton Family Leave Law
This law allows that leave provided due to sickness or disability because of pregnancy
or childbirth must be granted in addition to FMLA leave. For example, leave provided
for the temporary disability due to childbirth is separate from FMLA approved to care for
the newborn. Recovery from a normal birth is usually six weeks, unless additional time
is recommended by the employee's physician.
WashinQton Law AQainst Discrimination
This law requires the employer to provide leave of absence to a pregnant employee for
the temporary disability due to pregnancy or childbirth. In addition, an employer is
required to provide the same benefit to men and parents of stepchildren.
Family and Medical Leave Act of 1993
Eligibility: To be eligible for family leave, an employee must have been employed by the
City for at least 12 consecutive months prior to the date family leave is to begin and have
been compensated for at least 1,250 hours during the same 12-month period. Family leave
is available to all regular full-time and regular part-time employees on a pro-rated basis.
An eligible employee may take up to twelve (12) work weeks of family leave during any
consecutive twelve (12) month period for:
1. The birth of a child and to care for a newborn child; or
2. Placement with the employee of a child for adoption or foster care; or
3. Care for a spouse, child under the age of 18 years, or parent, but not including
parent-in-law, who has a serious health condition; or
4. To care for self, if the employee has a serious health condition that makes the
employee unable to perform the essential functions of the employee's job.
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Spouses employed by the City are entitled to a combined total of 12 work weeks of family
leave for the birth or placement of a child for adoption or foster care, or to care for a child or
parent, but excluding a parent-in-law, who has a serious health condition.
Family leave shall include unpaid leave, paid leave, compensatory time and paid legal
holidays, if any. Leave for childbirth, adoption or placement for foster care shall be
completed within twelve (12) months after the birth or placement for adoption, as
applicable.
Family leave shall be charged to accrued sick leave, accrued compensatory time, and
floating holidays. Unpaid leave as family leave shall be authorized only after the
exhaustion of all forms of available paid leaves above. Vacation may also be used Jor
family leave.
Medical Certification Required: An employee shall request family leave on an approved
City request form and provide a certification from the healthcare provider. Submission of
the medical certification should be made at the time of application but shall be submitted no
later than 15 calendar days after application is made. Failure to provide the medical
certification within the required 15 days after application, when the leave was foreseeable,
may be cause to deny family leave until such time as an acceptable medical certificate is
provided to the City.
For employee absence due to a worker's compensation (L&I) claim, the medical information
provided by the healthcare provider to the City or the third party administrator will be
accepted as medical certification.
If the validity of the claim is disputed or unclear, the City may require the employee to
obtain a second opinion by a provider of the City's choice and at the City's expense. In the
event of a dispute between the two providers, the City may require an opinion of a third
provider jointly selected by the employer and the employee, the cost of which shall be
borne by the City. The opinion of the third party shall be binding.
Maintenance of Benefits: During periods of family leave, the City will maintain employee
and dependent coverage under the health plan under which the employee was enrolled at
the time leave commenced and shall make premium payments at the same level as was
made prior to leave commencement. The employee will continue to pay the employee
contribution portion of the medical premium. If on unpaid status, the employee will
reimbursement the City for the employee contribution on a monthly basis per procedures
established by the Finance Department. Should the employee fail to return to work at the
conclusion of authorized family leave, the City shall recover any premiums paid for
maintaining health coverage under this section, unless the reason is the continuation,
onset, or recurrence of a serious health condition, or other circumstances beyond the
employee's control.
Approval of Family Leave: All requests for family leave require the approval of the
employee's Department Director and the Human Resources Manager.
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An employee planning to take family leave shall complete the request for family/medical
leave and provide their Department Director and immediate supervisor with written notice
thirty (30) days in advance of the anticipated date of delivery or placement for adoption or
foster care, stating the dates the employee intends to take family leave, unless exempted
as follows:
1. The birth is premature;
2. The mother is incapacitated due to birth so that she is unable to care for the child;
3. The employee takes custody of the newly adopted child or child placed for foster
care at an unanticipated time and is unable to give thirty (30) days advance notice;
4. The Department Director, employee's supervisor and employee agree to notice of
less than thirty (30) days.
Subject to #1 below, an employee who exercises any right provided under this section shall
be entitled, upon return from leave or during any reduced leave schedule:
1. To the same or equivalent position and salary as was held by the employee when
the leave commenced; or
2. If the department's circumstances have so changed that the employee cannot be
reinstated to the same position, or a position of equivalent pay and benefits, the
employee shall be reinstated in any other position which is vacant and for which the
employee is qualified.
The entitlements above are subject to bona fide changes in compensation or work duties,
and do not apply if:
1. The employee's position is eliminated by a bona fide restructuring, or reduction-in-
force; or
2. An employee on family leave takes another job.
Family leave for birth or adoption, placement for foster care, orfor serious health conditions
may only be used in full work week units and may not be used on an hourly basis or on a
single day usage basis unless intermittent leave is requested by the employee and
approved by both the Department Director and Human Resources Manager. Only the
actual number of hours taken will be subtracted from the employee's annual family leave
entitlement. Legal holidays occurring during a week of family leave will not extend the total
number of weeks of family leave available.
If an employee or supervisor have any questions concerning any portion of family leave,
please consult Human Resources.
7.06 LEAVE OF ABSENCE WITHOUT PAY
Excluding approved military leave, a leave of absence without pay is permitted by the
City under certain circumstances and after all other paid leave benefits are exhausted.
The City reserves the right to approve, modify, or deny any leave of absence without
pay requests.
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A leave of absence without pay is a privilege the City may extend to regular full-time
and regular part-time employees, for specific periods of time, on a case-by-case basis.
Such leaves may be granted, for personal or educational reasons or as medical leave
for employees not covered by the FMLA.
A leave of absence without pay must be requested in writing on the Leave of Absence
Request Form, obtained from Human Resources, and submitted to the Department
Head as soon as the need for such leave is known. The request shall contain the
reason for the leave and the expected duration of the requested time off, together with
the date the employee will return to work.
During a leave of absence without pay, other than Family Leave, the employee shall be
required to pay the necessary health premiums, if continued coverage is requested by
the employee. Human Resources will assist the employee concerning their options for
continued health coverage.
While on a leave of absence without pay, the employee shall not accrue or be entitled
paid leave, including but not limited to sick leave, vacation, and holidays. The
employee's City anniversary date of employment shall be adjusted equal to the duration
ofthe leave of absence, if such leave extends beyond thirty (30) days.
Failure of the employee to return from an approved leave of absence without payor
make other arrangements acceptable to the City Manager shall result in termination of
the employee, unless unique circumstances exist, as determined by the City Manager.
7.07 DONATION OF PAID LEAVE
This policy shall apply when a regular full-time employee or regular part-time employee
has exhausted all forms of paid leave (Le., vacation, sick leave, holidays, and comp
time) because of a catastrophic illness or injury affecting the employee or eligible
dependent. The policy will not apply to an employee on Worker's Compensation
benefits or receiving long-term disability (L TO) benefits or any other form of
compensation. Donated time for any employee shall expire 6 months after the time is
given.
A catastrophic illness/injury is one which is likely to result in an extended disability of
several weeks or more, based on medical evidence as provided by a physician's letter.
The donation of the leave is intended to assist an employee during the gO-day waiting
period before the long-term disability benefits begin. An employee cannot receive
donation of leave time in excess of three months.
In the event a medical situation occurs where an employee needs donated paid leave
from other employees, the Department Head will notify the Human Resources Office,
which will then post a notice that donation of paid leave time is needed to assist another
employee.
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If an employee wishes to donate a portion of his/her accrued paid leave (Le., sick leave,
vacation, comp time or floating holiday time) to another employee, a written request will
be submitted specifying the name of the employee, and the amount of hours he or she
wishes to donate, and shall forward this to the Human Resources Office. The Human
Resources Manager shall have the authority to approve or deny the donation, based on
the following factors:
1. The nature of the extended illness or injury to the employee who has depleted
his/her paid leave time; Le., sick leave, vacation, compensatory time, or holiday time.
2. The historical use of sick leave by the employee receiving the donation. If the
employee has misused or has a poor record of sick leave usage, the request may be
denied.
3. A physician's verification of the extended disability.
The donation, if approved, shall be on an hour-for-hour basis without any salary
conversion. The maximum donation an employee may contribute is eighty (80) hours
of paid leave time. The employee donating sick leave hours must maintain a minimum
balance of three (3) weeks of accrued sick leave. Employees donating hours shall not
receive payment for those hours at the time of resignation or retirement.
The Human Resources Manager will notify each employee of the hours donated and will
initiate the paperwork for the transfer of paid leave time.
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CHAPTER 8 - WORKERS COMPENSATION AND LOSS CONTROL
8.00 PURPOSE
It is the policy of the City of Port Angeles to provide a safe work environment, as
required by law, for all employees.
The City of Port Angeles' Safety Program requires all employees to perform their
assigned work as safely as reasonably possible. The success of this program
necessitates cooperation from every employee in each City department.
The Department Heads and Division Managers are responsible for implementing safety
policies as they apply to workers in their Departments/ Divisions, as well as the general
public affected by their work. Each employee is responsible for following the safety
policies in the completion of his/her assigned duties, for his/her own personal safety and
the safety of his/her fellow employees, the general public, and City property.
Additionally, every employee shall be evaluated on safety practices and habits
applicable to his/her job performance.
8.01 REPORTING OF ACCIDENTS INVOLVING CITY VEHICLES OR EQUIPMENT
All accidents to employees or the public involving City vehicles or equipment, regardless
of severity, must be reported on the City "Report of Accident/Incident or Damage/Injury"
report form and delivered to the Human Resources Office within 24 hours. These forms
are self-explanatory and available from your supervisor or on the City's Intranet.
The employee's supervisor is responsible for making sure that the accident report is
completed, and ensuring that it includes photographs of the scene, if appropriate, and
witness statements containing names, addresses and phone numbers, and other
relevant information.
The supervisor must make an immediate investigation, as complete as the situation
warrants. The supervisor shall be responsible for obtaining damage estimates.
Equipment Services will assist in determining damage estimates and coordinating the
information to Human Resources.
8.02 REPORTING ON-THE-JOB INJURIES - WORKER'S COMPENSATION
Employees injured on the job are covered by worker's compensation benefits. This
program covers medical expenses and time loss benefits approved by the State.
In the event of an injury, the employee must advise his/her supervisor immediately so
that proper medical attention can be obtained and the "Employee and Supervisor
Report of On-The Job Injury" is completed the same day of the injury and forwarded to
Human Resources.
40
If medical attention is necessary, the employee or supervisor should request a SIF-2
(Self Insured Accident Form) from Human Resources. Employee and supervisor should
complete the form, and the employee should report the claim number to the healthcare
provider for billing purposes. Both forms should be returned to Human Resources for
processing as soon as possible.
If the employee misses work because of the injury (called 'time loss'), the employee
must provide a 'return to work' form from the doctor prior to returning to work. If the
employee misses three (3) or more days of work, the worker's compensation program
will pay approximately 60% of the employee's salary for time loss. The employee is
permitted to use accrued sick leave time with the time loss benefits equal to his/her
regular salary. If the employee misses less that three days of work, s/he shall use
accrued sick leave.
When the employee receives the first time loss check, he/she shall meet with Payroll to
select one of the following options: a) turning the check into the City for sick leave credit
and to receive a regular paycheck, or b) keeping the check and receiving only the sick
leave portion from the City. Questions regarding these options should be directed to
Payroll.
If the employee returns to work in a light duty capacity, the department will determine
whether or not the employee's restrictions can be accommodated for the period of time
requested.
Until the doctor releases the employee to full duty, the employee is required to submit
'return to work' forms to his/her supervisor after each doctor's visit, who will forward the
original to Human Resources.
Employees or supervisors shall direct questions about the worker's compensation
process to Human Resources, or questions related to pay to Payroll in the Finance
Department.
8.03 EMPLOYEE RESPONSIBILITY
Each employee has a responsibility to assist with the City's safety program, including
but not limited to the following:
A. Comply with and keep informed of necessary safety work rules, regulations, and
practices.
B. Use required safety Personal Protective Equipment (PPE) on equipment and
around machinery, such as proper shoes, ear and eye protection, hardhat, respirator,
etc.
C. Report all injuries and accidents to his/her supervisor as soon as possible,
regardless of the severity.
41
D. Report to the supervisor when the employee is taking any prescribed drugs that
may affect the employee's ability to safely perform his / her job.
E. Report any unsafe conditions or acts, near misses, and other safety concerns
im!l1ediately to his/her supervisor.
F. Wear a seatbelt while operating City vehicles, as required by law and do not talk
on cell phones while driving, except for hands-free devices, approved by the City.
G. Actively participate in City wide and departmental safety training and safety
programs.
8.04 SUSPENSION OR REVOCATION OF DRIVERS LICENSE
An employee whose job duties includes operating a City vehicle and whose drivers
license has been disqualified, suspended or revoked for any reason must immediately
notify his/her supervisor. Any employee who fails to provide such notification or
operates a City vehicle without possessing a valid drivers license, will be subject to
disciplinary procedures, as determined by the department director. Supervisors shall
ensure that all employees for whom they are responsible are informed of this policy.
8.05 PREVENTION OF WORKPLACE VIOLENCE
The purpose of this policy is to provide management and employees with guidance
should they encounter a situation they believe may result in violence, and to provide
information and training to management and employees to help minimize the risk of
injury or harm that may result from violence in the workplace. Workplace violence is any
verbal or physical action that is communicated or perceived as a threat, harassment,
abuse, intimidation or personal contact that produces fear, causes bodily harm or
damages property. It may involve employees, family, strangers or customers. Because
of the risk of misunderstanding it may also include joking about violence.
The City of Port Angeles will not tolerate any acts of violence to persons or property, or
harassment of any employee or member of the public while in City offices, facilities,
vehicles or work sites. As soon as made aware of possible issues of violence in the '
workplace, City management will deal promptly and appropriately to minimize the risk to
employees, customers and property. The City recognizes that many incidents of
violence represent a personal crisis that an individual is unable or unwilling to solve
alone. The City shall provide the affected employee with resources as assistance to
help resolve the issues to prevent escalation and enable continued productive
employment.
All employees are responsible for their personal conduct and behavior and will not
participate in any acts of violence, inappropriate behavior such as fighting or assaulting
a co-worker or customer, using profanity or other abusive language, or using
threatening or intimidating behavior. Employees engaging in any form of harassment or
prohibited behavior will be subject to discipline up to and including termination.
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Weapons are not permitted in the workplace, including knives in excess of a 2 % inch
blade, dangerous or flammable chemicals or liquids, or other object intended to injure or
harm. This excludes normal work tools or firearms in the case of sworn police officers.
Possessing firearms or other weapons on City property (unless required as a condition
of employment) is prohibited; however, one exception is allowed.
This one exception is if an employee has a personal and lawful weapon, such as a
hunting rifle or hunting bow, which is locked and out of sight at all times inside their
vehicle while on City property. This weapon may not be removed from the locked
vehicle for any reason while on City property.
All employees should promptly report to management any threatening or dangerous
conduct occurring within the workplace. The manager will report the incident to Human
Resources and the appropriate department head. This includes notifying management
of a court-issued restraining order filed on behalf of an employee that prohibits the
subject of the order from contacting the employee at work. City management is
responsible for developing crisis procedures and responding to potential or violent
situations, depending on the nature of the incident. They shall conduct interviews and
investigations, prepare documentation and notify appropriate assistance agencies.
If an employee is victim or witness to any acts of violence by another employee or
member of the public, or if they fear they may become involved in an act of violence,
they shall immediately report the even! to their supervisor and Human Resources (and if
criminal to the Police Department). In the event the incident involves the employee's
supervisor, the report of the incident should be to the next level of management.
As soon as possible after a verbal report, the employee should make a written report
(file a complaint) and turn it in to their supervisor promptly (with copy to Department
Head and Human Resources). This complaint shall explain the nature of the issue and
description of the facts, names of involved, any witnesses, and include dates, times,
location.
All employees have access to the City Employee Assistance Program for confidential
professional assistance. This program can provide employees with advice, evaluations,
diagnoses and treatment plans.
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CHAPTER 9 - STANDARDS OF EMPLOYEE CONDUCT AND DISCIPLINE
(Excluding City Manager, Probationary and Temporary Employees)
9.00 PURPOSE
Standardized rules of employee conduct and disciplinary procedures are necessary to
ensure fair and equitable treatment of employees. These procedures are established
so that all employees and supervisory personnel are aware of the rules of conduct and
employee discipline.
Employees who have a property right in continued employment have certain rights,
which are afforded prior to discharge of employment (excluding probationary discharge).
The intent of this procedure is to provide such employees a pre-disciplinary review
process which includes (a) verbal or written notice of the intent to discipline; (b) an
explanation of the evidence and charges against the employee; and (c) an opportunity
for the employee to respond to the charges.
This pre-disciplinary review process is intended to be informal. Exclusions from this
pre-disciplinary review process are (a) verbal reprimands; (b) performance evaluations;
and (c) written reprimands that do not result in loss of payor benefits.
An employee is entitled to a pre-disciplinary meeting to review the evidence and
documentation which will result in disciplinary action as well as the right to respond
verbally and/or in writing to the charges brought against him/her. However, these
procedures do not limit additional disciplinary action or evidence, if additional
facts/evidence become subsequently available at a later date. The pre-disciplinary
meeting is an informal meeting, including the employee, his/her representative, if any,
the Department Head and employee's supervisor, and others as determined by the
Department Head.
After conclusion of the informal meeting, the Department Head will determine whether
to proceed with the disciplinary action or amend his action accordingly. Such a decision
may occur at the meeting or following the meetipg, if additional time is needed.
Exceptions to entitlement to the pre-disciplinary meeting are (a) verbal reprimands; (b)
performance evaluations; and (c) written reprimands that do not result in loss of payor
benefits.
9.01 REPRESENTATION
During any meetings between a supervisor/manager with an employee involving
disciplinary action or when such action may reasonably be expected, the affected
employee has a right to representation on his behalf. Such representation is generally
by a union officer, shop steward, or union business agent. Management will make an
effort to comply with a request by an employee for representation prior to discussions or
implementation of disciplinary action unless circumstances require immediate action.
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9.02 RIGHT OF APPEAL
Employees may appeal disciplinary action according to the procedures applicable to
them. Non-represented administrative and management employees should use the
Complaint Resolution Procedure set forth in Chapter 10. Represented employees
should use the grievance procedure in their collective bargaining agreement. Police
and Fire Department Civil Service employees may appeal disciplinary actions that
involve loss of payor benefits to the Civil Service Commission. An employee shall
request an appeal within the time frame provided in the applicable policy, agreement or
statute. Failure to file such an appeal within this time period shall result in denial of the
appeal as untimely and forfeits any right to appeal the disciplinary action.
9.03 CAUSES FOR DISCIPLINARY ACTION
The following list provides examples of conduct that may result in disciplinary action, up
to and including termination. This list is not exhaustive; other conduct that is detrimental
to the interests of the City may also result in disciplinary action.
A. Excessive or unexcused tardiness or absenteeism
B. Violation of the City's workplace harassment policy.
C. Conviction of any criminal act, including any felony or misdemeanor that
adversely impacts the City or the employee's ability to effectively perform the job.
D. Conduct unbecoming an employee in the public service, which adversely affects
the employee's performance or the effectiveness of the City's service to the public.
E. Performance that does not meet City standards, as determined by management.
F. Insubordination.
G. Violation of the City's substance abuse policy
H. Neglect of duty.
I: Negligent or willful damage to public property or waste of public supplies or
equipment. D
J. Violation of any lawful or reasonable regulation or order made and given by a
supervisor.
K. Misrepresentation in securing employment.
L. Dishonesty, including but not limited to falsification of records, time cards, or
other work activity records.
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M. Discourteous treatment of the public or other employees.
N. Willful violation of any rule, regulation, policy, procedure, or safety practice.
o. Failure to report an accident or falsely filing a report concerning an injury,
accident, or other related incident.
P. Violation of the any of the City's Personnel Policies and Procedures.
Q. Misconduct of any kind.
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CHAPTER 10 - SUBSTANCE ABUSE AND DRUG TESTING POLICY
The City of Port Angeles is committed to maintaining a drug and alcohol free work
environment. The misuse of drugs or alcohol by employees is a threat to the public
welfare and the safety of employees. Accordingly, employees are strictly prohibited
from possessing, selling, consuming, or being under the influence of any drug (except
as authorized by a physician) or alcohol while on City property, in City vehicles, or
engaged in City work. If you are taking prescription drugs that may make you drowsy or
impair your mental functioning, you must inform your supervisor so that s/he can make
sure such drugs will not affect your ability to perform your job safely and effectively.
Any violation of this policy will result in discipline, up to and including immediate
termination.
The City encourages employees with drug or alcohol problems to come forward and
seek help. If you have a drug or alcohol problem, and discuss it with management
before it affects your performance or is discovered by management, the City will refer
you to a treatment program and if possible, hold your job for your return. Under those
circumstances, you will not be disciplined unless you fail to successfully complete the
rehabilitation program or test positive for drugs within two years of completing a
program.
Drug and Alcohol Testing
The city complies with federal law requiring drug and alcohol testing of employees who
hold Commercial Driver's Licenses ("CDL"). Testing will be done in a manner that
assures accuracy, reliability and privacy. CDL applicants will be tested prior to
employment. Failure to pass will disqualify an applicant from employment.
CDL employees will be tested when there is reasonable cause to suspect impairment
based on objective facts and circumstances, after involvement in an accident in a City
vehicle where their performance could have contributed to the accident, randomly as
selected by a computer selected list supplied each month, and upon return to duty after
a previous positive test result.
Any CDL employee who is convicted of driving under the influence or violation of a drug
statute must notify the City within five days of conviction.
Analytical urine testing will be conducted for marijuana, cocaine, opiates, amphetamines
and phencyclidine. A positive test will be confirmed through Gas Chromatography/Mass
Spectrometry testing. Alcohol testing will use evidential breath testing devices. A
positive test result will result in a second test a short time later. Any alcohol test greater
than 0.02 will be considered a positive test. A Medical Review Officer will review all
positive test results.
Further details regarding drug testing will be provided to CDL employees during new
employee orientation.
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CHAPTER 11 - COMPLAINT RESOLUTION PROCEDURE
(Excluding City Manager and Department Heads)
11.00 PURPOSE
The Complaint Resolution Procedure is established to provide an orderly process for an
employee who does not have recourse to a union grievance procedure to attempt to
resolve a problem, complaint, unfair treatment, or improper application of a policy, rule,
or regulation.
This employee grievance procedure is not to be used relative to issues covered by the
labor contracts. Such matters are addressed through the grievance procedure of the
respective labor contracts. An employee cannot process a grievance through the labor
contract and attempt to use these complaint procedures for the same or similar issue.
NOTE: Grievance procedures of the labor contracts or this complaint resolution
procedure, or any other administrative procedure, are not available to employees on
probation who are discharged during the probationary period. The only exception to this
is if such discharge involves workplace harassment or discrimination, in which case, this
grievance procedure is limited to the specific charge.
11.01 EXCLUSIONS FROM THE COMPLAINT RESOLUTION PROCEDURE
A. Work assignments, shift scheduling, overtime assignment, and similar related
matters.
B. Work performance evaluations.
C. Complaints filed after twenty (20) days from the date of occurrence, or after
twenty (20) days from the date the employee had knowledge of an occurrence, but in no
event later than one (1) year from the date of the occurrence.
D. Classification issues.
11.02 TIME LIMITS
Time limits are established to resolve complaints quickly. Complaints must be filed
within 20 days from the date of occurrence or the employee having knowledge of the
incident.
Time limits in the procedure may be extended by written agreement of the City and the
affected employee. If the employee is not satisfied with the decision rendered at a
particular step in the process, it is the employee's responsibility to initiate the action
which submits the complaint to the next level of review within the time limits specified.
Failure of the employee to submit the complaint within the time limits shall terminate the
complaint and the matter shall be considered resolved.
11.03 RIGHT OF REPRESENTATION
An employee may have a fellow employee representative present during the complaint
resolution procedures to assist the employee in the process. However, the employee
shall notify the City in advance of the name and address of any such representative.
Attorneys are not generally permitted to participate in the complaint resolution
procedure.
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11.04 FORMAL COMPLAINTS
STEP 1 )
The employee must state the nature of the complaint, the alleged violation, and the
desired solution, in writing on the City complaint form, together with any supporting
documents. The complaint form and any supporting documents must be delivered to the
Division Manager no later than ten (10) days when the employee had knowledge of the
issue in dispute. The Manager will hold a formal meeting with the employee to review
the facts, gather all supporting documents, discuss the complaint and desired solution.
The Manager will issue a written decision on the original complaint form within a
reasonable time, generally within five (5) days of the close of the formal meeting.
STEP 2
If the employee feels the Manager has not resolved the complaint, the employee may
appeal to the Department Head. At this time, all supporting documents and evidence
relative to the complaint must be included with the appeal. The Department Head will
hold a formal meeting with the employee and his representative, if requested, within a
reasonable time, generally within ten (10) days from the date of the appeal receipt, and
attempt to settle the complaint.
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A decision will be made, in writing, on the original complaint form, to the employee by
the Department Head within a reasonable time, generally within ten (10) days from the
close of the formal meeting.
STEP 3
If the employee is not satisfied with the decision of the Department Head, he may
appeal the decision to the City Manager within five (5) days from receipt of the
Department Head's decision. In his appeal to the City Manager, all supporting
documents must be attached to the complaint form, together with the reason for appeal
and stated remedy requested.
The City Manager or his designee will review the original complaint, all supporting
documents, the Department Head's response, and the remedy requested, and issue a
written decision within a reasonable time, generally within ten (10) days of receipt of the
complaint. The City Manager may decide to meet with the employee or others to
discuss or investigate the complaint. The decision of the City Manager shall be final
and binding upon the parties to the complaint.
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CHAPTER 12.00 - CITY TRAVEL, VEHICLE USE, AND REIMBURSEMENT POLICY
(Excludes City Council Members)
12.00 TRAVEL POLICY
This policy is to provide for the consistent application and use of travel funds and to
provide guidelines for authorization and reimbursement of travel expenses. The City
Manager may authorize travel expenses over the limits in this policy at his discretion, on
a case-by-case basis.
It is the employee's responsibility to use travel funds for their approved purpose only
and properly document expenditures with receipts in accordance with this policy.
In addition to this policy, the Finance Department provides guidelines on how to
complete the travel request form, with timelines and other similar guidance. Contact the
Finance Department for a copy of the travel guidelines and travel request forms.
AUTHORIZATION FOR TRAVEL EXPENSES
Prior to travel, employees must submit a Travel Request form to their Department Head
for approval. The form must provide all travel costs, including transportation, lodging,
registration, meals, and other related expenses. If an employee wants money for travel
expenses in advance of the travel, such requests must be in the Finance Department
seven working days or more before the planned trip
Requests for less than $50 will be processed after completion of the travel.
All travel must be signed and approved by the employee's Department Head or his/her
designee. Travel for Department Heads must be signed and approved by the City
Manager or his/her designee. All travel in excess of $2,500 must be signed and
approved by the City Manager.
REIMBURSEMENT TO THE EMPLOYEE FOR EXPENSES
Travel expenses in excess of those received in advance will be paid to employees upon
submission of the approved travel request/expense form. Travel expenses which the
employee cannot document with receipts or other appropriate verification will not be
approved for reimbursement (excluding meals).
Registration fees must be submitted for payment through Accounts Payable and will be
paid directly to the vendor from information submitted. A City credit card may be used.
Travel expenses incurred but not approved on the Travel Request form may be
reimbursable with proper verification, provided such expenses are directly related to
City travel and are approved by the Department Head or City Manager.
The employee shall submit the completed travel/expense form within five (5) working
days after completion of the travel. Per IRS regulations, travel not reconciled in a timely
manner will become taxable income.
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Checks for less than $5.00 will not be written for those who travel frequently, but may be
added to the next travel request.
The Finance Director shall review meal, lodging, mileage and car allowances
periodically and recommend adjustments.
REIMBURSEMENT TO THE CITY BY EMPLOYEES
Employees are encouraged to pay advance travel overages by check or money order.
However, in the event this is not possible, cash and the travel form must be turned in to
the Finance Department for a written receipt.
ALLOWABLE EXPENSES
Meals:
Meal per diem payment will include tax and gratuity. Refer to the IRS travel
reimbursement schedule by location, provided by Finance, which shall be amended as
the IRS adjusts the rates. However, the maximum per diem allowable will be at the
Seattle level, regardless of IRS rates.
To qualify for breakfast, an employee must leave before 7:00 a.m. To qualify for dinner,
the employee must reasonably expect to return from business activities after 7:00 p.m.
In the event travel is less than one day, the per diem payment will be pro-rated 25% for
breakfast, 25% for lunch, and 50% for dinner. To qualify for meal allowance, the
employee must be on City business outside the Port Angeles area (30-mile radius)
during regular meal hours. No receipts are required for meal expenses unless you use
your City credit card, then all receipts must be attached and no further amount will be
paid.
If an employee is attending a meeting or conference where meals are included,
reimbursement for substitute meals will not be allowed and the per diem will be reduced
accordingly.
Lodging:
Lodging arrangements must be made in the most cost effective manner. Whenever
possible, IRS rates should be followed. The Finance Department publishes the rates
annually and tax is in addition to these IRS rates. When calling for rates, always ask for
government or corporate rates. Receipts for lodging are required.
Airline Tickets:
Airline tickets will be purchased in the most cost-effective manner. Each Department will
be responsible for placing reservations. Invoices for airfare must be submitted to
Accounts Payable for payment, with a copy of the invoice, or a City credit card may be
used
Ferry Fees and Taxi Fares:
These expenses will be reimbursed on the basis of receipts. Ferry tickets should be
requested in advance from the Finance Department.
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12.01 VEHICLE USE POLICY
General City Vehicle Policy:
City vehicles may only be used by employees for City business. The Department Head
is responsible to ensure compliance with this vehicle use policy for their department. An
employee may be assigned a vehicle on a regular basis or for special needs due to
workload changes, seasonal or weather conditions that require an additional vehicle to
provide services.
Employees authorized to use City vehicles shall operate the vehicle in a safe,
courteous, and efficient manner and shall conform to all State and local laws governing
the use and operation of a motor vehicle. Employee should not talk on cell phones
while driving a city vehicle or if necessary, pull over off the roadway where it is safe.
Employees must have valid Washington drivers' license and proof of insurance. The
City reserves the right to require employees driving City vehicles to produce a driving
record abstract upon request.
City vehicles may not be operated if the employee has consumed any amount of alcohol
or is under the influence of any drug which may impair one's ability to operate the
vehicle safely. It is the responsibility of the employee to notify his supervisor of any
possible impairment, so he/she does not operate equipment or vehicles.
Any accident or injury occurring in a City vehicle shall be reported immediately to the
employees supervisor as well as completing the necessary accident report forms
obtained from the employee's supervisor.
Gas Credit Cards:
The use of City gasoline credit cards is permitted only for City-owned vehicles.
Gasoline credit cards may be checked out for out-of-town travel from the Finance
Department. The employee shall keep receipts of all expenses charged on the credit
cards arid turn these in when returning the credit card.
After-Hours City Vehicle Use for Employees Subject to Call Back:
The Department Head shall determine whether an employee takes home an assigned
vehicle or has the employee report to a City facility to pick up the vehicle~for after-hours
use. This determination shall be based upon:
a) The frequency of the call-outs (average of once per month);
b) The person performs after hours emergency services;
c) It is the most efficient method of operation in performing the services during the
after-hours work.
d) The employee must use the vehicle to respond directly to the call-out scene.
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Non-City Employee Transportation:
An employee may transport non-City employees in City vehicles during the execution of
City business only. This action requires advanced approval from the employee's
Department Head. An employee assigned a City vehicle for after-hours use on a
regular basis may use the vehicle for incidental personal business such as making a
quick stop for groceries on the way home or other similar situation. Family members
may not be transported in a City vehicle.
Reimbursement for Employees Using Their Private Vehicles:
Employees are encouraged to use a City vehicle for City business whenever possible.
However, an employee may be authorized to use his/her private vehicle for conducting
City business as determined by the Department Head. If a City vehicle is not available,
reimbursement for mileage shall be based upon the Internal Revenue Service mileage
reimbursement rate. In the event the employee prefers to use his/her private vehicle for
out-of-town travel in lieu of an available City vehicle, the employee shall receive prior
Department Head approval to be reimbursed for mileage at the rate authorized by the
City Manager.
If an employee is authorized to use his/her private vehicle for City business, it is the
responsibility of the Department Head to ensure the employee has a valid driver's
license and vehicle insurance to protect the City in the event of an accident.
General Rule:
The personal use of a City-provided vehicle is taxable to the employee. "Personal use"
includes commuting, as well as local and out-of-town personal travel.
Record Keeping Requirements:
Employees must keep records for business and personal miles driven in City-provided
vehicles. Record keeping procedures shall be prescribed by the Finance Department.
For specific IRS regulations on record-keeping and vehicle taxation, see the Finance
Department.
Loss of Drivers License:
If an employee who is expected to drive a City vehicle or operate equipment as a
normal job activity loses his/her driver's license, the employee will notify their supervisor
immediately and shall not operate any vehicle or equipment. The City will determine if
the employee has an acceptable driving record and what personnel actions, if any, are
necessary relative to employment status due to the loss of the driver's license.
12.02 RECRUITMENT EXPENSES
The City Manager may authorize reimbursement or the payment of certain expenses for
candidates interviewed for City positions. Such expenses include reasonable costs for
transportation, lodging, and meals.
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Expenses incurred by City employees participating in the selection process shall also be
reimbursed, including meals and expenses directly related to assisting and evaluating
the candidates, as approved by the City Manager.
12.03 PAYMENT OF MEALS FOR CITY BUSINESS
Meal expenses for employees on official City business within the Port Angeles area may
be eligible for reimbursement with approval by the Department Head or City Manager at
the same rates as set forth in Travel Policy, Allowable Expenses section.
12.04 TUITION REIMBURSEMENT
The City's tuition reimbursement program covers payment for college course work to
encourage employees to pursue job-related education/ training. Under the tuition
reimbursement program, the City pays for 75% of tuition and required books, subject to
budgetary restrictions and in accordance with the following requirements:
A) Requests for tuition reimbursement must be made in writing,. in advance, on the
form provided by the Human Resources Office.
B. All course work must be job-related and requires advance approval by the
Department Head.
C) Prior to payment of approved tuition reimbursement, the employee must provide
proof of a grade "C" or better, together with a copy of receipts for the course and
required books.
D) The City may retain certain course materials (Le., books, reference materials) if
the Department Head determines such materials are of value to the City.
Courses offered during regular work hours may be approved, per the above policy, if
time off can be arranged without affecting the public services or disrupting departmental
operations. Such time off should be charged to accrued vacation, comp time, leave
without pay, or make up the time during the workweek.
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Acknowledgement of Receipt
I, , acknowledge that I have received the City of Port Angeles
Personnel Policy and Procedure Manual dated I' I understand
that it is my responsibility to read and understand the policies and to ask my supervisor
or Human Resources if I have any questions.
I understand that this Manual supersedes any prior manuals or handbooks issued by
the City. I understand that the Manual contains guidelines for personnel administration
and that it is not a contract. I understand that the City may revise the policies and
procedures at any time with or without notice, subject to Council approval.
Date:
8/11/06 last update
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