HomeMy WebLinkAboutItem #3 Personnel Policy2.6.2 Medical Leave of Absence
An employee with a serious medical condition as defined under the FMLA may request approval for a
medical leave of absence. A medical leave of absence is an absence of five or more consecutive cu 11k
dayswou 11 days. Medical certification of the need for the leave must be provided of regi gsjgd II2y 1bg N
Il.... ... p ,....such p�'()tectkm ucwcci Ilia raq a c� ad pay th ��w�w;t � pVww Ilw„���w � ���Ilu�uw �`� ���u. FMLA rotection, aiTwpk)yea aoull„II„
run concurrent with the medical leave of absence. IIR )wever the pol cy of the Cirty we to consklar a
wrac pk)yealc request for s...ucwwr(focad Ilweavc even Hf wi uS noProtected by Ilaw Absences due to an approved
workers compensation claim are handled separately as defined in section 2.10 of the Personnel Policy
Manual.
u � II"IIQ (cick I, g...gir vacaHon for rept/ w:sw:Y ted 11 ure II)w:pgjocwg: ]Q w:ocupRl )w:w:c.( gggc' es for an eigi llgyg : g
go absence V
. ` r r�� r � � r , r � r , r � QYww; II ��ucwull ��Y��� II"w.(�uc��ll II w:��vw: Act ��u..
.Ywl,���u� �.���w. ��cw. cYw w,.,�,� the �� �,�w.Yww. u,� �u'��pw.cpw.�..� ..
offier IIaI �otMw°eve any..w:ocwpRl )ygg V]gs : absence lis a uthoi zed as pg[j gf an aIppV '()ved workeirs
c �ucul w:Y c QIi �Y cl4iucwuH1 w~oYwHn ue to accrue II "I l,w.> (cucll pa g]] ] vacaHon for ulep[gsgogw ] II ure II>w:lpgtucww:Ywf
w:ocwpRl w:w:c.( Ilwgg e of absence us an absence of five o u'Tior : consecutuvegu 11 days ppogved Quucww:...off
for non ucww (focal reasons covered Dy 11 I11'w >, �,kw»,k k)n o c��ucwlp Qoucww: a s. no c��nsklered a Ilwea e of absence
PTO or sick pay if available are intended to cover medical absences so once the medical leave begins,
accrued sick pay and/or PTO must be used for the first 40 hours of any medical leave. After a medical
leave of absence has reached 40 hours, subsequent time off for the medical leave may be unpaid or the
employee may elect to use sick pay, PTO, vaw~aHon or comp time. IIf Y]o I,2gy as w: ecaed, any 2gy[gl1
deducQkms for vokuMail Il2w:ogfiQ s iiTiust ll:De I2gkj IIS U] Employees may also apply for any
disability income benefits that may be offered by the City, subject to the rules of the plan. If disability is
paid, sick pay, PTO, vgcaHon or comp time may not be used concurrent with disability pay.
Once an aiTu plk)yae has been absent..-rmai ths� l ILII A....V2[g1 :cq;k)n us exhausted, the City will interact with the
employee to determine what reasonabllea accommodations may be necessary for the employee to return
to work. If,..afteu II pill u s exhausted, the employee cannot return to work after ..-wcw�ai�id�.s with or without
real �Y���lb� g accommodation, employment will be terminated.
2.10.4 4: igh� Dutyr [c) Wcarlk
Return to employment will be authorized on a case-by-case basis in consultation with the supervisor,
department head and the workers compensation carrier and may require a fitness for duty medical
review.
If the employee is limited by the injury and unable to perform all job duties, the employee is responsible
for seeking permission from the physician to work light duty. The employee's supervisor and
department head will determine if light duty work is available based on the restrictions determined by
the physician or medical provider.
Temporary reassignment may be given in arra�rLh er deprartrmlnL and may include a change in the
employee's regular duties. Refusal to accept available light duty work may be cause to discontinue
workers' compensation benefits and the employee may be subject to corrective action.
I he City rnr,i,ll 1111 'It I I n atrrIpaIoyrrIaInt for Lho orrIp Ioyoo ciurinq in a.prprrov eci..,vAmrlAatr's corrIIaatrrsyur n (arl"rr,
until t7at atrnI.a oyoo fully rata.c;raatrs frcarn t7at irr)u,.I"y Ind rat;lurrrs tca,work 17axrat rrtay be (.(sats In rAr7ia.7 t7ax
y s s
atrr�I.a as ata`...I"ataa.7ats r,r�axirr��arr„ recovery a.caaatry a�at a.arrrraat ratt�arlr tca work Haat tca I.rgerrr�arratrrl rArcarA ratria.ticarr=..,
y„Viaxirr��arrw rata.rraatr . is t Tat yy'.edition IS noL ika,,fy
tf or trolf,rr�atnL
Lo III rAnt7 frac,
y tatty acialso Lho CiLy of arty p orrr�arrerrt work rra', ,tri(.tions. I flat Clly will - ( Formatted: Space After: 0 pt
I R7at atrr�I.afcp„ (tat rr��asl, iir�rr�atciia
y imide Lo affa°cw Lho
icr,tatraa.t rAnt7 Lho atrp;� a as (tat l'„ca attatrrrw,iirat if as rat:.., carr( a at,aa.a.crrr�rr�a;raUaarrs rarr Cat rr�,,,,,.
at,rnp loyato Lo rof,urin tra work If reasonable aa.a;ornrna dlf,ions cannon be imide, a trnpaloyrnatrrt. will be
Lorrninlf,od.
WWRIMMAI
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The City recognizes the personal concern that employees may have for themselves and their dependents
regarding medical, dental and vision expenses, disability income, life insurance, and behavioral
counseling. While each of these areas may not be included in the available benefits, it is the policy of the
City to provide eligible employees with a benefits package within the budgetary limitations approved by
the City Council.
The City periodically reviews benefit programs to provide reasonable benefits at a reasonable cost to both
employees and the City. With approval of the City Council, the Mayor may continue, change or eliminate
insurance or other benefits in accordance with existing laws.
Approved benefits include:
• Health Plan — Single plan offered with plan design eligible for a Health Savings Account
• Health Savings Account - Annual contribution from the City of $1,500 per eligible employee paid
bi-weekly for time employed. A portion of the City contribution to the HSA may be contingent
upon the employee's participation in a wellness program.
• Tele -medicine
• Dental Plan
• Vision Plan
• Life Insurance
• Long Term Disability Plan
• Employee Assistance Program
Additional benefits may be available for purchase. Examples are voluntary life insurance, extended long
term disability, udminty theft and...a prepak] degad pas d vaij us SII II„AC 2WO n-
ugli Ne to aIppi g II2gogfil s are and gull® time regular employees, and
01611,, depen(JaMs are afig h V � ....� I MerTill�ei s ��Y�d II "Hart -time
y � I�� ���� eau benefits Q��; «� ��u ul ���uY��u....
exempt salaried employees working ovei'N IIes15 hours per week Cove agg us ao offered k) spgg
god ...g Ilugfl ll��,�� d p o„dg]I gf these [g ups are a: so afigflNe for the benefits 13ackage offer:d day tha 64y.
Hourly p -Part-time employees are not eligible for benefits unless regularly scheduled for 30 or more hours
per week®
employees
Enrollment or changes in health, dental, vision, life insurance or hong tanTflong Iga,IT:I disability benefits
may only be made at hire, during annual open enrollment or immediately subsequent to a qualifying life
as defined by the Internal Revenue Service. Benefits eligibility may include a waiting period before
eligibility begins. Please contact Human Resources for details regarding insurance benefits.
Employees should keep benefit information such as dependents and beneficiaries current. Contact
Human Resources with any changes that could impact your available benefits.
3.3 SALARY STRUCTURE
Salaries are organized based on the salary structure approved by the City Council. The current salary
structure includes an assigned salary grade level for each position. The salary grade level for each
position is determined by the department head with input from Human Resources. Each salary grade has
a minimum, a market point, and a maximum salary. Salary minimums, market points and maximums are
evaluated and adjusted as warranted by Human Resources based on periodic salary surveys. The market
point is typically the average pay rate for the role based on the periodic salary surveys.
Each department head is responsible for ensuring that accurate job descriptions are in place for each
position. Changes to any job descriptions should be discussed with Human Resources and approved by
the department head. Human Resources and the department head will also work together to ensure that
the salary grade levels are commensurate with the job duties, responsibilities and required credentials of
each position.
3.3.1 Salary Administration
Human Resources is responsible for the overall administration of salaries, working closely with each
department head and the Mayor to maintain fair salaries consistent with the economic constraints of the
City. Each job or position in the City (other than elected officials) has an assigned salary grade level and
is further divided into a hiring range, proficiency range, market range, above market range and a
maximum range. Within those ranges are the minimum salary, market point salary and maximum salary
for each position. The ranges and accordingly, the minimum, market point and maximum salary may be
adjusted annually for inflation based on the consumer price index as published by the U.S. Department of
Labor. Human Resources will maintain a table of all salary grades and the associated salary ranges,
minimums, market points and maximums.
3.3.2 Annual Pay Increases
Periodic wage increases are not guaranteed and no employee shall expect annual or periodic wage
increases. If provided, annual pay increases are subject to the annual budget approved by the City
Council. Department heads are required to approve the annual pay increase for each employee and to
ensure that the aggregate total for all pay increases is within the approved budget for the department.
Annual pay increases are determined using a market-based system. Employees whose salaries are
below the market point for their position will receive a higher percentage increase than employees whose
salaries are above the market point. The specific amount of each increase will be recommended by
Human Resources based on the employee's salary in proximity to the market point. Another factor is the
amount of the budget dedicated to salaries as determined by the department head in consultation with
Human Resources and the Mayor.
No annual pay increase will be given that causes the salary for any employee to rise above the maximum
for the position. Annual pay increases for employees with less than 12 months of service as of the
effective date of the increase will be prorated based on length of employment unless otherwise noted in
the employment offer letter.
17 OVERTIME I I I I TIME
Overtime is time worked in excess of 40 hours in a work week or time worked in excess of the work
period established for worn law enforcement officers or uepV 'esented firefighters. Overtime will be
compensated in accordance with the Fair Labor Standards Act and all other laws. Overtime is sometimes
required to meet the needs of the residents but should be kept to a minimum to control costs. Therefore,
any time worked in excess of the normal work schedule requires supervisory approval. Overtime may be
mandatory and advance notice will be provided whenever possible.
Overtime is paid at the rate of one and one-half times the regular rate of pay. Any non -worked time such
as holidays, paid time off, comp time, and jury duty are not considered time worked for the purpose of
determining overtime pay.
Non-exempt employees may elect to receive pay for overtime or they may elect compensatory time. If an
employee elects to receive comp time, they will accumulate comp time hours equal to the rate for the
overtime hours worked. The employee will make and authorize the election of overtime or comp time on
Employees may request and use comp time in no less than 15 a'T wan ute 15 'TjnWe increments. For non-
exempt employees, time off rounded to less than 15 minutes shall be unpaid. However, the department
head can authorize a schedule change with the same work week as the absence to allow the employee to
make up the time.
Use of comp time must be requested in advance by the employee and approved by his or her supervisor.
Comp time should be requested as far in advance as practicable and the d he request iiT ay deo orad or
r4ten wncc u(fing vlia 'T ust;. De 'Tiade use n be Q igie Ikeepng ysteirri„ At a minimum, employees are
expected to request comp time use at least one week in advance of the absence. There may be rare
occasions such as an emergency or sudden illness when an employee cannot notify his/her supervisor in
advance as required. In those situations, employees must inform supervisors of their circumstances as
soon as possible.
Short notice of comp time use or notice after the fact must be infrequent. Patterns of short notice use of
comp time may result in corrective action.
Comp time can be accrued up to a maximum of 120 hours. This excludes represented Fire Department
employees. Unused comp time may be carried over from year to year, not to exceed the 120 -hour
maximum. Any overtime worked after accumulating the maximum of 120 hours comp time will be paid at
the overtime rate. Upon termination of employment, any unused comp time will be paid to the terminating
employee at the rate of pay at the time of termination.
Accrued coiffip Quuri1. iiTiay..11.2g ggsbg. ] out at ffie uegggst gl 1bg ggupRl 1.ygg Iayg u s wul1 IID a'Tiade at ffie
ggpRl � gg's current IIDas . pa ua e as of ffie da1 e of ffie ureggsa ggV] ueg uess iiTiust IlDe for a u'Tjnuijwut„u of
40 houu s and are Il..uuqiuped.:pg ffiuee eq ggsa� 2gu..ggllgod.
u'eggg�jy gbg�1ul1ed pgydgys g] ] appIIocabe taxes wlil1 IDe uq;hhekj: I he ueggg t iiTiust IIDe sulbijjitted to
” ii �IIII
at IIeasQ one week Defore the appI cable 122y�j 1 ..
To avoid any appearance of conflict of interest, employees are encouraged not to give gifts of any kind to
their supervisors, managers, department heads or other leaders.
Small holiday gifts valued at $50 or less may be given by the City to the employees, provided that the gift
program is consistent for all City employees across all departments.
4.25.1 Discharge Policy
All employees other than ar ectad offi64 s and appointed employees are employed„is At -Will and may be
dismissed at any time with or without cause and with or without notice. Nothing in this discharge policy
changes the At -Will status of employees.
For resignations and discharges, an employee's termination date shall be the last day at work.
Specifically prohibited is the retention of an employee on the City payroll through the use of I t�,, cV
ac.c.i ..),ed sick leave, paid time off, `>i comp time,, ()i except for cases of
resignation for retirement ��i, sr„ sly ,�,�� ri [he FMLA Ilea a ()i .()Hhei
g i i�r�, �n r�o,�rf�,�,V E;�i x.�l,ili[���� ori °�1[�.�,� �i�t L