HomeMy WebLinkAboutAdministrative Order No. 1999-04 Adoption of Update 2, Employee HandbookADMINISTRATIVE ORDER NO. 1999-04
Adoption of Update No. 2 to City of Bozeman Employee Handbook
The City of Bozeman Employee Handbook was adopted on July 1, 1997. Update No. 1 to
the City of Bozeman Employee Handbook was adopted on October 1, 1997.
Pursuant to my authority as City Manager, I hereby adopt Update No. 2 to the City of
Bozeman Employee Handbook. Update No. 2 is effective on October 15, 1999.
DATED this / - day of October 1999.
CLARK V. JOHNSON, City Manager
City of Bozeman Employee Handbook Update
, Filing Instructions
Update Number: 2
Date: October 15, 1999
Instructions: To update your copy of the Employee Handbook, remove the old material and insert the
enclosed new material in the appropriate Sections, as indicated by the page numbers. (In
most cases, Handbook pages are printed on both sides: don't remove too many pages!) If
you are missing pages or have any questions, call Personnel Director Pattie Berg at 582-
2346.
Take Out Pages Put in Rapes
Index (updated) i through iii same
Section VL Paid Leave Policies VI-1 through VI-9 same
Issue: During negotiations in 1998, City Manager Johnson agreed to include a paid bereavement
leave policy in the Employee Handbook. What started out to be a simple addition to the
Handbook became complicated by the varying types of leaves available under Montana Code, the
current Handbook, and the various collective bargaining agreements. Delays in publishing this
new policy were also caused by the impact fee suit, the 1999 legislative session, budgeting
sessions and the City Court Judge's suit against the City.
Changes to Handbook: A Bereavement Leave policy has been added to the Administrative
Leave policy. The Sick Leave definition, Sick Leave Uses and Overtime Calculations policies
have been revised to mesh with the new Bereavement Leave Policy.
2. Issues:
a. During the preparation of the Bereavement Leave Policy, it was discovered that practice
was not consistent with policy as it relates to calculating compensable work hours for
exempt employees (and non-exempt employees who are not covered under any collective
bargaining agreement.) A decision had to be made to change the policy, or change the
practice. The decision was to make practice consistent with policy.
Effective on October 24, 1999, employees who are covered under this Handbook will earn
compensatory time (or overtime, as appropriate) if their compensable work hours exceed
40 hours in a work week (from Sunday at 12:00 a.m. to Saturday at 11:59 p.m.) In most
cases, sick leave, annual leave, Holiday leave, and compensatory leave used will not count
as compensable work hours.
b. It has become evident that our current time sheets do not lend themselves to easily
calculating compensable work hours on a work week basis. The time sheets need to be
more user friendly.
New time sheets reflecting these policies will be distributed for the November,
1999 payroll.
Issue: Compensatory time creates a substantial financial liability for the City, but also can result in
employees working too many hours, and experiencing job burnout. These problems can be
overcome by encouraging employees to better manage their compensatory time balances.
Changes to Handbook: The Compensatory Time policy has changed for exempt
employees, and for non-exempt employees who are subject to this Handbook.
CITY OF BOZEMAN
EMPLOYEE HANDBOOK
Dated: July 1, 1997
Index
I. Purpose and Disclaimers
I-1
II. Employment Policies
II-1 to II-4
Employment Anti -Discrimination Policies
II-1
Veterans' Preference in Employment
II-1
Disabled Persons' Preference in Employment
II-1
Employee Conduct
II-1
Drug Free Workplace
II-1 to II-2
Workplace Violence
II-2
Eligibility to Work
II-2
Bondable Positions
II-2
Solicitations
II-2
Union Activity During Working Hours
II-2
Reemployment
II-2
Nepotism
II-3
Workers' Compensation
Leave Re -Employment Policy
II-3
Employment of Minors
II-3
Residency Requirement
II-4
III. Position Classification and Salary Administration III-1 - III-2
Job Descriptions iII-1
Position Classification III-1
Salary Administration III-1-to III-2
IV. Recruitment and Selection
IV-1 to IV-2
General Policy
IV-1 - IV-2
Internal Recruitment
IV-2
Special Employment Programs
IV-2
V. Initial Employment Periods
V-1
New Employee Initial Employment Periods
V-1
Transferred, Demoted or Promoted Employees
V-1
VI. Paid Leave Policies
VI-1 to
VI-9
Definitions
VI-1
Types of Leave Earned
VI-1 to
VI-2
Amount of Leave Earned
VI-2 to
VI-3
Maximum Leave Accruals
VI-3 to
VI-4
Compensatory Leave
VI-4 to
VI-5
Leave Usage and Overtime Calculations
VI-5
Requesting Leave
VI-5
Leave Payouts and Transfers
VI-6
Holidays
VI-6 to
VI-7
Paid Military Leave
VI-7 to
VI-8
Pregnancy Leave
VI-8
Administrative Leave
VI-8
10/15/99
XIV. Hours of Work
Work Day
Work Periods
Office Hours
Flexible Work Schedules
Overtime or Compensatory Pay
XV. Terminations and Resignations
Employee Resignation
Job Abandonment
Reduction in Work Force
Termination Pay
Termination Benefits
XVI. Employee Records
Personnel Records
Payroll Records
Miscellaneous Records
Release of Information
Records Retention
XVII. Health and Safety
Smoking Policy
Swim Center Passes
Employee Safety Responsibilities
Vehicle Accident Reporting Procedures
Personal Injuries or Accidents
Reporting Procedures
Life -Threatening Illnesses
XVIII. Driver's Licenses and Travel Information
Driver's Licenses
Use of City -Owned Vehicles
Travel Expenses
XIX. Collective Bargaining Units and Membership
Bargaining Units
Membership
Mid -Management Group
i141�IR CIO
XIV-1 to XIV-2
XIV-1
XIV-1
XIV-1
XIV-1
XIV-1 to XIV-2
XV-1 to XV-2
XV-1
XV-1
XV-1
XV-1
XV-1 to XV-2
XVI-1 to XVI-3
XVI-1 to XVI-2
XVI-2
XVI-2
XVI-2 to XVI-3
XVI-3
XVII-1 to XVII-2
XVII-1
XVII-1
XVII-1.
XVII-1 to XVII-2
XVII-2
XVII-2
XVIII-1 to XVIII-2
XVIII-1
XVIII-1
XVIII-2
XIX-1
XIX-1
XIX-1
XIX-1
Appendix A City of Bozeman Code of Ethics
Appendix B Family and Medical Leave Act Summary
Appendix C Drug and Alcohol Policy
Appendix D Grievance Procedures:
Sexual Harassment Policy Statement and Complaint
Procedure
Americans With Disabilities Act Complaint Procedure
City of Bozeman Grievance Procedure
Appendix E City of Bozeman Administrative Order - Smoking Policy
Appendix F Reserved - Drug and Alcohol Testing Policy
iii 10/15/99
VI. Paid Leave Policies
Effective Date: 7/1/97
Paae 1 of 9 Pacges
Revision Dates: 10/1/97; 10/15/99
Definitions
ServiceBreak in means a period in excess of five (5) working days
when the employee is not employed and where continuous employment
is severed. For example, a break in service occurs five days after
a person leaves employment with the City of Bozeman. However, an
approved continuous leave of absence without pay exceeding 15
working days does not constitute a break in service.
Continuous Employment means working for the City without a break in
service or without a continuous absence without pay of more than 15
working days.
Oualif,,ying_ Period is the amount of time you must work (on a
continuous basis without a break in service) to receive sick or
vacation leave benefits. The qualifying period to be eligible for
paid vacation leave benefits is six (6) calendar months; the
qualifying period to be eligible for paid sick leave benefits is
ninety (90) calendar days. The Qualifying Period must be repeated
following any break in service.
Sick Leave means a leave of absence with pay for an illness or
injury suffered by an employee or to care for an immediate family
member who is ill. Here, "immediate family member" means the
employee's spouse, and any member of the employee's household, or
any parent, child, grandparent, grandchild, or corresponding in-
law. Sick leave may also be used for medical treatments for
immediate family members. Under limited conditions, sick leave may
also be used for the death or funeral of a family member (see Sick
Leave in "Leave Usage and Overtime Calculations" policy.)
Vacation leave means a leave of absence with pay for rest,
relaxation or personal business, at the request of an employee, and
with the concurrence of the City.
Types of Leave Earned
The types and amounts of vacation and sick leave you earn depends
upon your employment status:
Regular full-time employes are employees who have been hired on a
full-time (40 hours per 'week) basis to a job designated as regular.
These employees accrue vacation and sick leave from their beginning
date of employment. Regular full-time employees are entitled to
sick and vacation leave benefits providing they work the qualifying
periods.
Regular part-time employees are employees who have been hired on
less than a full-time basis (less than 40 hours per week) to a job
VI -I
during the pay period would receive 5.8 hours of vacation leave
credits (100 hours X .058 = 5.8 hours).
You can earn "accelerated leave" if you have prior Montana govern-
ment service, such as prior employment with Montana state or local
government, or military time which interrupts your Montana
government service. For example, before coming to work for the
City, you worked for the State of Montana for four years. At the
end of your sixth year of employment with the City, you can begin
earning the 10 to 15-year rate of annual leave accrual. Time spent
as a Short-term employee does not apply toward the person's rate of
earning vacation leave credits.
Employees are responsible for providing the documentation of prior
government service. Accelerated leave accruals will begin at the
beginning of the next pay period after the Payroll Officer receives
documentation of prior eligible service. You may contact the
Payroll Officer to request the form needed to document prior
service.
Vacation leave is credited at the end of each pay period. You may
not use vacation leave until it is credited: no advance vacation
leave is allowed. When completing their timesheets, employees
requesting vacation leave must have leave credits sufficient to
cover the leave requested: any month -end negative leave balances
will be treated as leave without pay, and may be cause for
disciplinary action.
Sick Leave - Employees entitled to sick leave credits will begin
earning them from the beginning date of employment. A regular,
full-time employee earns 12 working days (96 hours) of sick leave
per year. Eligible part-time employees receive sick leave credits
at the rate of .046 per hour worked.
Sick leave is credited at the end of each pay period. You may not
use sick leave until it is credited: no advance sick leave is
allowed. When completing their timesheets, employees requesting
sick leave must have leave credits sufficient to cover the leave
requested: any month -end negative leave balances will be treated
as leave without pay, and may be cause for disciplinary action.
Maximum Leave Accruals
Vacation Leave - At the end of each calendar year, you may carry
over twice the number of vacation hours you earn each year. The
Payroll Department will review your file each December and will let
you know if you have excess leave. You must use this excess
vacation leave by March 30 of the following year or it will be
lost.
Your supervisor must give you a reasonable opportunity to use
excess vacation leave. If you make a reasonable written request by
January 15 to use excess vacation leave before it must be forfeited
and your Supervisor denies this request, the excess vacation leave
VI-3
3. Leave Usage: When an employee uses compensatory time, the
employee will need to designate from which account the leave
was used. Once the employee's Account #2 leave has been
exhausted, Account #2 will no longer exist.
Leave Usage and Overtime Calculations
Vacation Leave - Vacation leave cannot be taken in increments of
less than one-half (',�) hour. Absence from employment because of
illness is not chargeable against vacation unless you request it.
Unless otherwise specified in your collective bargaining agreement,
time spent on vacation leave does not count for computing hours
worked for overtime purposes.
Sick Leave -In addition to using sick leave for an illness or
injury, as described earlier, employees may use sick leave for the
death or funeral of any member of the employee's household, or any
grandparent, grandchild, uncle, aunt, niece, or nephew, or
corresponding in-law, limited to a total of three (3) days of sick
leave per calendar year.
Sick leave cannot be taken in increments of less than one-half (1-1)
hour. Unless otherwise specified in your collective bargaining
agreement, time spent in sick leave status does not count for
computing hours worked for overtime purposes.
Compensatory leave - Compensatory leave cannot be taken in
increments of less than one-half (:&i) hour. Unless otherwise
specified in your collective bargaining agreement, time spent in
compensatory leave status does not count for computing hours worked
for overtime purposes.
Requesting Leave
Vacation Leave - You must get your Supervisor's approval before
taking Vacation Leave. Give your Supervisor as much lead time as
possible, so your work load can be covered during your absence.
Sick Leave - Unless physically unable to do so, you must contact
your Supervisor within a reasonable time (generally two hours from
the start of your scheduled shift) when you cannot attend work due
to an unplanned illness. Employees on sick leave must talk
directly to their Supervisor or designee, and must report in on a
daily basis. If an employee is physically unable to report in, a
family member may contact the Supervisor within this time frame.
An employee will be required to submit a physician's certification
upon return to work if that employee is on sick leave for more than
one (1) work week.
Compenstory Leave - Employees who wish to use compensatory leave
must do so without unduly disrupting City operations. Use of
compensatory leave requires your Supervisor's prior approval.
VI-5
Certain divisions, departments or bargaining units may establish
alternate days for holidays.
Holidays falling within a period of sick or vacation leave are
counted as holidays in computing vacation or sick leave. If a
holiday falls on Saturday, it is observed the preceding Friday. If
a holiday falls on a Sunday, it is observed the following Monday.
To be eligible for holiday benefits, you must be employed by the
City and in a pay status on the last regularly scheduled working
day immediately before the holiday or on the first regularly
scheduled working day immediately following the holiday. You are
not eligible to receive holiday benefits if:
• you are a new employee to City government and begin work on the
day after a holiday is observed; or
• you return to work following a leave of absence without pay, or
return to a seasonal position, on the day after a holiday is
observed; or
• you are on Leave Without Pay from the City on the day the
holiday is observed;
• you are a Short-term employee, as defined earlier in this
Section.
Unless otherwise specified by the collective bargaining agreement:
1. If you are an eligible full-time employee who is scheduled for
a day off on a day that is observed as a legal holiday, you
will receive a day off with pay either pn the day preceding
the holiday or on another day following the holiday. This
additional day will be in the same pay period or as scheduled
by you and your supervisor, whichever allows a day off in
addition to your regularly scheduled day off.
2. If you are an eligible part-time employee, you will receive
prorated holiday benefits, based upon the average number of
hours worked per day, including holidays, during the pay
period in which the holiday occurred.
3. If you are a non-exempt employee, Holiday pay is not
considered as time worked for computing overtime.
4. Holiday benefits shall not exceed eight (8) hours per day. An
employee who works a shift consisting of more than eight hours
per day will be required to work additional hours in the same
week, without overtime compensation, or use vacation or
compensatory leave, to make up the difference.
Paid Military Leave
If you are a member of the Montana National Guard or a member of
the United States Reserves Corp, and you have been a City employee
for a period of six (6) calendar months, you are entitled to a
leave of absence with pay for a period not to exceed fifteen (15)
VI-7
Workers' Compensation Leave
The use of sick and vacation leave and compensatory time while on
a period of Workers' Compensation Leave will be administered in
accordance with applicable State law and/or your collective
bargaining agreement.
Jury Duty or to Serve as a Witness
If you are selected for jury duty, or are subpoenaed to serve as a
witness, you have the option of receiving your normal pay, or of
charging your time off to your vacation leave. If you receive your
normal pay, you will be required to return any jury or witness fees
you are paid to the City. However, you will not have to return any
expense or mileage costs paid to you by the court.
Family and Medical Leave
The Family and Medical Leave policy will be administered according
to the Family and Medical Leave Act (FMLA) of 1993. A brief
description is attached for informational purposes in Appendix B.
Employees should contact their Supervisor(s) and the Personnel
Department as soon as the need for this leave becomes apparent.
Use of Leave while on Family and Medical Leave - The City requires
that you exhaust all sick leave balances before going on unpaid
Family and Medical Leave. You may also elect to use vacation
leave, compensatory leave, or both while on a period of Family and
Medical Leave. Compensatory leave used will not be counted against
your FMLA allotment.
Process for Reauestina Family and Medical Leave - Talk with your
Supervisor and the Personnel Director as soon as the need for
Family and Medical Leave becomes apparent. While you are not
required to provide specific information about the type of medical
leave you are requesting, you should be prepared to discuss the
length of leave time you need, and when you expect the leave to
begin and end. The Personnel Director will give you any forms you
need to complete. Get these back to the Personnel Director as soon
as possible so she or he can process your request for Family and
Medical Leave. Your Supervisor will work with Personnel and Payroll
before and during your absence to make sure you are receiving
proper pay and benefits.
Workers Compensation and Family Medical Leave - Time spent away
from work recovering from a Workers' Compensation -related illness
or injury will be counted against your FMLA allotment.
VI-9