COG Policies and Procedures Flashcards
All regular status employees shall accrue ___ hours of Sick Leave benefits per-hour-paid.
.055
Human Resources Policy No. 401, Benefits
An employee who resigns, not dismissed for cause, with five or more years of continuous service is eligible for Sick Leave Payout at Resignation. What rate is the payout?
paid for accrued Sick Leave based on one-third (1/3) of the employee’s hourly wage (average for last 36 months) for each hour of accrued Sick Leave.
Human Resources Policy No. 401, Benefits
Education assistance is a one-time payment that will be awarded according to the following criteria:
A Bachelors Degree is $______
$800.00
Human Resources Policy No. 401, Benefits
One type of Solicitation generally available to city agencies is (RFP); what does it stand for?
Request For Proposal (RFP)
Finance Administrative Policy PROCUREMENT No. 1
To apply for workers compensation you must be employed for how long?
The City provides, at no cost to employees, workers’ compensation coverage in accordance with Arizona state laws. Coverage begins on the first day of employment.
Human Resources Policy No. 401, Benefits
The right to COBRA continuation coverage was created by a federal law, . COBRA insurance continuation coverage is a continuation of Plan coverage when coverage would otherwise end because of a life event known as a “qualifying event.” COBRA continuation coverage is a temporary continuation of coverage. What does COBRA stand for?
the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA)
Human Resources Policy No. 401, Benefits
What are the two types of performance deficiencies?
Minor and Major
Human Resources Policy No. 513
Who has the authority to apply punitive actions on an employee?
A department director, designee, or higher authority shall take these actions. Human Resources & Risk Management shall review all punitive disciplinary actions, before they are served on the employee.
Human Resources Policy No. 513
Who has the authority to place an employee on administrative leave?
A department director, in consultation with Human Resources and Risk Management
Human Resources Policy No. 513
Following the appeal hearing, the Personnel Board’s recommendation shall be reported to the _______ _______. The Board’s finding and recommendations shall be advisory in nature, and the _____ _________ may affirm the original action, modify it, or modify it pursuant to the Board’s recommendations. The employee’s official personnel file shall reflect only the final action.
City Manager
Human Resources Policy No. 513
Communicating and explaining the City’s Disciplinary System and applying the appropriate disciplinary measures are what supervisors use as:
prevention strategies//
Supervisors are expected to utilize the following prevention strategies:
- Communicate and explain the City’s expected performance and behavioral standards.
- Provide employees training, recognition, and feedback on performance standards.
- Conduct periodic performance reviews and appraisals.
- Communicate and explain the City’s Disciplinary System.
- Consult with Human Resources & Risk Management regarding consistent organizational practices.
- Apply appropriate disciplinary measures
Human Resources Policy No. 513
Upon the death of an employee’s grandparent (step) or grandchild (step) family member, all regular status employees in active pay status shall receive up to ___ hours for 52 hour employees, and are entitled to an additional __ hours if out of state travel is required.
- 2
- 8
Human Resources Policy No. 401, Benefits
If donating vacation you must maintain how many hours?
The employee donating their Vacation Leave must have at least 40 hours remaining after the donation;
Human Resources Policy No. 401, Benefits
Who serves as the City of Glendale’s PIO?
The Communications Director
Media Relations Policy City Admin Policy 03
Employees and members of the public will confine their smoking to areas outside the buildings, at a minimum of ___ feet away from any door, window, air vent or other structure that would allow smoke to enter the building.
20
Human Resources Policy No. 519 Non-Smoking
What actions are considered punitive disciplinary actions?
i. Suspension Without Pay
ii. Involuntary Demotion
iii. Disciplinary Probation
iv. Termination
Human Resources Policy No. 513
Upon receipt of the corrective action, employees have ___ calendar days to respond in writing.
(10)
Human Resources Policy No. 513
The Family and Medical Leave Act (FMLA) provides eligible employees with up to ___ work weeks of job-protected leave a year.
(12)
Human Resources Policy No. 401, Benefits
Records of corrective actions will remain on file for how long and who has the responsibility to get them removed after that time?
(1) year after the action
It is the employee’s responsibility to request, in writing to the department director, removal after one year.
Human Resources Policy No. 513
Who is approved to request an exception to allow more than the maximum vacation accrual limit?
The department director shall submit the request to Human Resources & Risk Management for approval.
Human Resources Policy No. 401, Benefits
The disciplinary system emphasizes the _______, _________, _________ and ___________ of employee performance deficiencies.
prevention, identification, correction, and resolution
Human Resources Policy No. 513
To be awarded Education assistance you must submit the proper documentation to who and within what time frame after obtaining degree?
Human Resources & Risk Management within six months of earning their degree.
Human Resources Policy No. 401, Benefits
Who should be involved in the planning of ribbon cutting and groundbreaking ceremonies.
The special events division
Media Relations Policy City Admin Policy 03
Written Reprimand and Decision-making Leave with Pay shall be approved and signed by:
the department director or designee.
Human Resources Policy No. 513
Corrective actions do not require a notice of ______, are not appealable to the Personnel Board, and are not ___________ under the City’s grievance procedure.
intent, grievable
Human Resources Policy No. 513
Full-time regular status employees who wish to participate in civic duty projects or events must submit a written request to their supervisor no later than ___ days in advance of the requested Civic Duty Leave.
3 days
Human Resources Policy No. 401, Benefits
Retirees will have the option to continue their Basic Life Insurance policy, up to the age of __, under the group rate.
70
Human Resources Policy No. 401, Benefits
These actions are intended to record, discipline and/or correct major performance deficiencies.
Punitive Disciplinary Actions
Human Resources Policy No. 513
Employees may elect to cash in a portion of their Sick Leave balance. What months are “cash in months” ?
April and October
Human Resources Policy No. 401, Benefits
Sick leave does not accrue inn what two circumstances?
Sick Leave will not accrue for overtime hours worked or for hours paid under Exceptional Disability leave.
Human Resources Policy No. 401, Benefits
What is the purpose of a Notice of Intent?
opportunity for the employee to respond to the charges prior to taking the intended punitive disciplinary action.
Human Resources Policy No. 513
In the event of a LODD, a spouse can continue on the city insurance plan as long as they remarry within 2 years after the death. T or F
False
-The employee’s death occurred while performing their job duties
-The surviving spouse and/or dependents were active participants on the plan at the time of the employee’s death
-Plan eligibility has been met
-The surviving spouse remains unmarried
-Spouses are eligible to continue on the City’s plan until their 65th birthday or until other coverage is available
Human Resources Policy No. 401, Benefits
When Christmas Eve falls on a Saturday or a Sunday, every 52 hour employee shall be allowed an additional four ____ hours of paid leave.
5.2 hours
Human Resources Policy No. 401, Benefits
Who will review punitive actions before served?
Human Resources & Risk Management shall review all punitive disciplinary actions, before they are served on the employee.
Human Resources Policy No. 513
Unless agreed to by ______________ , in consultation with Human Resources & Risk Management, any representative during punitive actions shall be from the City and shall not be an attorney.
the department director
Human Resources Policy No. 513
A full time employee who has ___ or more years of City service and who is unable to work due to an injury or illness requiring an exceptionally long period of convalescence may apply for Exceptional Disability Leave. The total amount of leave for the employees tenure with the city is ___ for employees with 5-10 years on and ____ for employees with more than 10 years on.
(5) years
240 hours
400 hours
Human Resources Policy No. 401, Benefits
Who has authority to adjust the Disciplinary Probation time?
The employee’s department director, in consultation with Human Resources & Risk Management
Human Resources Policy No. 513
What percent of a business must be owned by a minority for it to be considered “Minority Business Enterprise”
at least 51% owned, operated and
controlled on a daily basis by one or more (in combination) American citizens of the following
ethnic minority and/or gender (e.g. woman‐owned) and/or military veteran classifications:
Women, African American, Hispanic, Asian, Asian Pacific Islander, American Indian, Alaskan
Native and Service‐Disabled Veteran.
Finance Administrative Policy PROCUREMENT No. 1
Fire Department “Senior Managers” are what level of employee?
Assistant Fire Chiefs
Finance Administrative Policy PROCUREMENT No. 1
Reimbursements from petty cash may only be
made when the total cost is no more than $___, including applicable taxes.
$150
Finance Administrative Policy PROCUREMENT No. 1
Education assistance is a one-time payment that will be awarded according to the following criteria:
A Associates Degree is $______
$400.00
Human Resources Policy No. 401, Benefits
The Notice of Intent and Notice of Disciplinary Action are separate process, how long does an employee have to challenge each respectively?
Intent-within seven (7) calendar days
Disp. action-within fourteen (14) calendar days
Human Resources Policy No. 513
The dollar value threshold for a capital or fixed asset is:
$5000.00 or more per unit
Finance Administrative Policy 3, fixed assets, property, plant and equipment
Employees or temporary personnel working at least ___ hours per week for ___ weeks or more in a fiscal year (July 1 through June 30) shall be enrolled and shall make required contributions into the retirement system covering their position.
20 hours, 20 weeks
Human Resources Policy No. 401, Benefits
COBRA coverage may generally be continued for up to a total of __ months if the loss of coverage is due to the end of employment or reduction in hours of employment
18
Human Resources Policy No. 401, Benefits
The employee may be on a Medical Leave status for a maximum of ___ months. This time is cumulative based on one accident, illness or event
twelve 12
Human Resources Policy No. 401, Benefits
In a procurement hearing The party asserting a claim, right, or entitlement has the burden of ________.
persuasion.
Finance Administrative Policy PROCUREMENT No. 1
Civic Duty leave is paid release time per fiscal year for all City employees to draw upon for the purpose of performing:
civic, community and work-related duties.
Human Resources Policy No. 401, Benefits
A tangible or intangible asset that meets specific dollar and useful life thresholds. This defines what type of asset?
Capital or Fixed asset
Finance Administrative Policy 3, fixed assets, property, plant and equipment.
Disciplinary actions taken against employees will not be discussed with the media other than what?
to confirm that an employee has been terminated, suspended (with or without pay), or received a written or verbal reprimand.
Media Relations Policy City Admin Policy 03
How long does an employee have to appeal for punitive actions?
14 calendar days
The employee may file a written notice of appeal with Human Resources & Risk Management within fourteen (14) calendar days of receipt of the disciplinary action.
Human Resources Policy No. 513
As a supervisor of employees who are injured on the job your main responsibilities are:
-Investigate all industrial injuries to determine the cause of the injury and how it can be prevented in the future;
-Complete the “COG Injury/Accident Report” and “Employer’s Report of Industrial Injury” forms and send or fax to the Risk & Safety Analyst within twenty four (24) hours of notification of the injury;
Human Resources Policy No. 401, Benefits
Disciplinary Probation will last for how long?
The disciplinary probation period shall be for six (6) months.
Human Resources Policy No. 513
Suspensions without pay, are appealable to the Personnel Board in compliance with the employee’s due process rights if what circumstance is met?
suspension is for more than one working day
Human Resources Policy No. 513
If sick leave is exhausted, the employee can use vacation or comp time upon approval of:
the employee’s supervisor and Human Resources & Risk Management.
Human Resources Policy No. 401, Benefits
What is the maximum vacation accrual limit for 52 hour employees?
520 Hours For 52 Hour Per Week Employees
Human Resources Policy No. 401, Benefits
What are the two types of FLEX accounts?
Health Care and Dependent Care.
Human Resources Policy No. 401, Benefits
What actions are considered corrective disciplinary actions?
Verbal Counseling
ii. Memo of Expectation
iii. Memo of Correction
iv. Written Reprimand
v. Employee Decision-Making Leave with Pay
Human Resources Policy No. 513
Regular status employees must work how many hours per week to be eligible for the City’s Basic Life Insurance and Accidental Death & Dismemberment Insurance Plan?
All regular status employees who work 30 or more hours per week are covered by the City’s Basic Life Insurance and Accidental Death & Dismemberment Insurance Plan.
Human Resources Policy No. 401, Benefits
_________ is defined as a long lived capital asset that is stationary in nature and can be preserved for greater amount of years than most capital assets.
Infrastructure
Finance Administrative Policy 3, fixed assets, property, plant and equipment
For the punitive action Suspension Without Pay what are the minimum and maximum lengths of time off?
Min. 8 hours
Max. 40 work days or 320 hrs
No suspension without pay shall exceed forty (40) working days or three hundred twenty (320) working hours.
Human Resources Policy No. 513
Major deficiencies should normally be handled through what disciplinary action type?
Punitive actions -Suspension Without Pay -Involuntary Demotion -Disciplinary Probation -Termination Human Resources Policy No. 513
Employees retiring with ten (10) or more years of continuous City service are eligible for the Retirement Health Savings (RHS) Plan, they shall have all vacation hours over ___ paid at their current hourly rate and 100% of their accumulated sick leave, paid at 50% of their average hourly rate over the last:
160 hours and average hourly rate over last 36 months
Human Resources Policy No. 401, Benefits
The remaining balance of sick leave after using the “sick leave cash in option” must be no less than:
the maximum number of hours the employee is eligible to accrue over a twelve (12) month period.
Human Resources Policy No. 401, Benefits
At what length of employment does an employee begin to receive sick leave benefits?
Eligibility to use Sick Leave benefits shall commence after completion of one month of regular status employment.
Human Resources Policy No. 401, Benefits
Award of a sole source procurement which is $50,000.00 or more requires the joint approval of the Materials Manager and the _____ _______.
City Council
Finance Administrative Policy PROCUREMENT No. 1
Requests for leave without pay must be made in full day increments and may be made for one or more days, but will not normally exceed one full workweek in a two-week pay period. Requests for more than one full week at any one time must be approved by:
the City Manager or designee
Human Resources Policy No. 401, Benefits
A vendor having an office within the corporate limits of the City or within the water and sewer service area of the City. This defines who:
“Local Vendor”
Finance Administrative Policy PROCUREMENT No. 1
If an asset does not meet the life or dollar value threshold for an asset the cost will be recorded as:
an operating expense.
Finance Administrative Policy 3, fixed assets, property, plant and equipment
Employees may request education leave for educational and training opportunities that an employee is pursuing on personal time; regular status employees who have completed one (1) full year of service shall be allowed up to ___ hours of paid education leave per calendar year.
20
Human Resources Policy No. 401, Benefits
The only official non paid holiday listed is “Cesar Estrada Chavez Day”, what day in march does it fall on and what can an employee do to have time off to celebrate it?
March 31st
Dr. Cesar Estrada Chavez Day is a non-paid official holiday. Employees may use vacation or compensatory time for celebrating the holiday.
Human Resources Policy No. 401, Benefits
Upon the death of an employee’s immediate family member, all regular status employees in active pay status shall receive up to ___ hours for 52 hour per week employees.
fifty-two (52)
Human Resources Policy No. 401, Benefits
When an employee requests FMLA, Supervisor Responsibilities are:
- verify employees eligibility
- submit a Personnel Action Form to Human Resources & Risk Management
- May update the employee’s timesheet on behalf of the employee
Human Resources Policy No. 401, Benefits
Records for punitive actions remain on file for how long after the disciplinary action?
5 years
Records of these actions may be removed from the employee’s file if sustained performance/behavior improvement has been observed for five (5) years after the disciplinary action.
Human Resources Policy No. 513
Holiday Special Leave is paid leave provided to employees in addition to Official Holiday Leave. How many hours per year do 52 hour employees receive?
5.2
Human Resources Policy No. 401, Benefits
The useful life threshold for a capital or fixed asset is:
three years or more
Finance Administrative Policy 3, fixed assets, property, plant and equipment
What is the due date to submit for “sick leave cash in option”?
The last day of the month before the “cash in months”
Human Resources Policy No. 401, Benefits
Employees on Industrial Leave for more than _____ ___ _______shall have no reduction to, nor accrual of, sick and vacation leave.
a full pay period
Human Resources Policy No. 401, Benefits
The maximum number of hours that the employee can use for Military Leave is ____ hours per fiscal year for Fire personnel on a 52-hour per
416
Human Resources Policy No. 401, Benefits
All public records requests made by the media must be submitted to:
the City Clerk staff.
Media Relations Policy City Admin Policy 03
As a supervisor of an employee requesting medical leave of absence, what are your first two steps in the process?
- Shall verify employee eligibility when the employee requests Medical Leave;
- Shall forward a Personnel Action Form and any additional information to Human Resources & Risk Management both when the employee is placed on and then returns from the Medical Leave of Absence;
Human Resources Policy No. 401, Benefits
Who has general oversite of the purchasing department?.
The Materials Manager shall be responsible for the administration of the purchasing
Finance Administrative Policy PROCUREMENT No. 1
purchases of $5,000 and up to $9,999.99 that are not
covered under an existing cooperative or City contract which require a minimum of three verbal
quotations whenever practical. This defines:
“Informal Verbal Purchases”
Finance Administrative Policy PROCUREMENT No. 1
The discipline policy applies to all City employees, unless:
otherwise specified in the governing Memorandums of Understanding for represented employees.
Human Resources Policy No. 513
Discipline shall be based on “_____ ______”.
“just cause”
Human Resources Policy No. 513
after one full year of employment, the City provides a _________ ___ _______ for regular status employees on Industrial Leave.
Supplemental Pay Benefit
Human Resources Policy No. 401, Benefits
Who is responsible to be knowledgeable of City policies?
Every employee
Human Resources Policy No. 513
Disorderly conduct causing disruption of work unit or task would be considered what type of deficiency?
Minor Deficiency
Human Resources Policy No. 513
__________ ______ is defined as leave required for treatment and/or recuperation as determined by the authorized treating physician, for an injury or illness arising out of and in the course of employment.
Industrial Leave
Human Resources Policy No. 401, Benefits
When determining the appropriate disciplinary action, the supervisor should consider what factors? (5)
- Seriousness and consequences of the performance deficiency
- Consistent organizational practices
- Employee’s previous work performance
- Employee’s previous disciplinary action for performance deficiencies
- The disciplinary action that would be most effective in correcting the employee’s performance deficiency.
Human Resources Policy No. 513
The “sick leave cash in option” pays out at what rate?
Will be paid one-third (1/3) of his/her average hourly wage for last thirty six (36) months
Human Resources Policy No. 401, Benefits
For events and/or actions that could negatively affect the city, it is the specific departments responsibility to contact the city Communications Dept. This notification should be made within how long after the occurrence?
Within the first hour of the occurrence.
Media Relations Policy City Admin Policy 03
An Employee Decision-Making Leave with Pay will not exceed what length of time off?
This leave shall not exceed one (1) working day.
Human Resources Policy No. 513
Education assistance is a one-time payment that will be awarded according to the following criteria:
A Masters Degree is $______
$1200.00
Human Resources Policy No. 401, Benefits
What actions are intended to correct, prevent, and document serious/minor deficiencies?
Corrective disciplinary actions
Human Resources Policy No. 513
Procurements of supplies and services when the cost is ________ or more shall be made by Formal methods, formal procurements must be publicly advertised in a newspaper of general circulation and must be approved by __________.
$50,000,t he City Council
Finance Administrative Policy PROCUREMENT No. 1
Regular status employees may request Leave Without Pay by submitting a request in writing to:
their department director.
Human Resources Policy No. 401, Benefits
It is _________ responsibility to inform donating employees about their unused donated hours.
Payroll’s
Human Resources Policy No. 401, Benefits
What corrective actions do not require the department director’s signature?
Verbal Counseling
Memo of Expectation
Memo of Correction
Human Resources Policy No. 513
What deficiencies should normally be handled through corrective disciplinary actions.
Minor Deficiencies
Human Resources Policy No. 513
Every public officer or employee is entitled to have adequate time to vote as outlined in the state law. How much time is allowed immediately after the polls open or before they close?
Three (3) consecutive hours immediately after the opening or three (3) consecutive hours prior to the closing of the polls is provided for this purpose.
Human Resources Policy No. 401, Benefits
