Personnel Policies and Procedures Flashcards
This deck was created by combining two or more decks
Employees that do not meet FLSA exemption tests
Non-Exempt
Regular Full time employees are regularly scheduled to work?
30 hours or more per week
Employees whose positions meet specific tests established by FLSA
Exempt
Part time regular employees are limited to a maximum of?
1000 hours in a calendar year
This Act prohibits discrimination against qualified persons with disabilities in hiring, as well as in all terms and conditions of employment
Americans with Disabilities Act
The City of Georgetown has four methods of recruiting and selecting persons to fill vacancies, they are:
- Promotion from within
- Lateral transfer from within
- Public Announcement
- Eligibility list for Cops/Fire
No person will be retained after the _____ period who is unable to provide proof of employment eligibility.
72 hour
Applications will be retained for ____, then placed in storage for a period of no less than ______, then destroyed.
6 months, 2 years
Within 2 weeks of the start date, supervisors will review the _______ ________ with the employee, sign, date and forward it to employees personnel file.
Job description
The applicant will be required to complete the drug screen within _____ of the verbal offer.
48 hours
_____ is the showing of favoritism toward a relative.
Nepotism
No person related to the Mayor, member of the City council or City Manager within the second degree by affinity (marriage) or in the third degree by consanguinity (blood) shall be employed. True or False
True
Examples of first degree, consanguinity kinship (blood) would be:
Spouse, father, mother, brother, sister, son or daughter
No employee may directly or indirectly, supervise or be supervised by a member of his/her family who is related within the _______degree of affinity or the _______degree of consanguinity.
Second, third
When a minor has not graduated and school is in session they may only work up to ___.
18 hours
Employees rehired within how many consecutive calendar days after separation will have their service bridged?
42
Employees hired or promoted by the City will be placed in an introductory period of no less than _____ days, and the City Manager may grant an extension of no more than_____ days.
90 days, 30 days.
All information in the personnel files is subject to the Freedom of Information Act and the Privacy Information Act except for:
- medical records
- dependents
- home address and phone number
- social security number
The ____________ is designated as the City’s Privacy Officer for the Plan and the Fire Department.
Director of Human Resources
Documentation of all complaints regarding privacy or other HIPAA violations will be kept for at least _____.
6 years.
If a deduction in pay was in fact improper, the City will reimburse the employee as promptly as possible but in no case longer than ____ pay periods from the identification of the problem.
Two pay periods
Employees primarily occupying bona fide executive, administrative, and professional positions under the FLSA are considered to be :
Exempt employees
Determination of salary policy is the responsibility of _____________.
Human Resource Director.
Only employees with at least _____ of measurable performance may be eligible for the merit based pay program.
12 months
Departments shall not pay an incentive valued at more than $____ to an employee without prior City Manager approval.
$100
The work week for Firefighters is ______, the workday is _______.
56 hours, 12 hours
For pay purposes the workweek begins on ________ __________ and ends on __________ ___________.
Midnight Monday and ends Midnight Sunday
Part time employees are typically scheduled:
Less than 30 hours per week
The total amount of daily standby stipend that an employee may receive for any one standby period shall not exceed $____, which does not include any hours an employee is required to work during the standby period or the additional $25 received for holiday standby time.
$125
If standby personnel are called out, they will be compensated for hours worked with a minimum of ____ per each 24 hour period
2 hours
For each day an employee is on standby, they will receive a $____ per day stipend, if it’s a holiday, an additional $____ will be paid for that period (not a daily rate)
$17.50 per day, $25
A period of designated days, not to exceed ______ during which particular employees are scheduled and operating as standby personnel.
7 days
On one day assignments out of town where an employee does not spend the night all travel is or is not compensable?
It is compensable
Employees may be reimbursed for personal items that are stolen while they are on city authorized travel up to a maximum total value of $______.
$500
Overtime is hours worked in excess of ______ in a _____ day cycle for firefighters.
106 hours, 14 day cycle
The maximum amount of Compensatory Time that may be accumulated at one time shall be ____ hours and ____ hours for firefighters.
80 and 120
The two holidays that firefighters will be paid Overtime if working the actual holiday is:
Thanksgiving Day and Christmas Day
Employees should, request advance approval before taking up to how many days of comp time?
Up to one day
Comp time can be taken in _____ increments.
15 min
Payout at the time of separation from the City will be done on the average of _________ or __________ which ever is greater.
The past three years salary or the employees current pay rate
Comp time is earned at ____ times for each hour of overtime
1 1/2 times
Official holidays occurring during a vacation will be counted as ___________, not vacation leave.
Holiday
The maximum amount any employee may carry over is double what they earn, up to a cap of ____ hours and ____ for firefighters.
240 and 360
Firefighters with 1-9 years of service accrue _____ days per year.
10-14 years _____.
15 or more _____.
15 days
17 days
20 days
Vacation will be earned:
Full time employee _____ hrs per month
Firefighter _____ hrs per month
Police _____ hrs per month
6.67 hours
15 hours
10 hours
The city does or does not provide vacation pay in lieu of vacation time?
It does not
Vacation time may be taken in ________ increments and ________ increments for part time employees.
1 hour and 1/2 hour
An employee who has any unused personal holiday time at the time of termination will or will not be compensated for the unused time?
They will not be
Unused personal holiday time can or cannot be carried over.
It cannot
Personal holidays must be taken in either _______ or _______ day increments.
Half or Whole
Personal holidays will be accrued _____________.
One day per quarter for a total of 4 personal holidays.
Sick leave taken for three or more consecutive days may be subject to _______ and may require ______ ________ before return to work is authorized.
FMLA, Doctor certification
After an employee has attained an accumulation of ____ hours of sick leave, he will become eligible to accumulate sick leave of up to 12 days. (This does not apply to Civil Service Employees)
480 hours
Non-Exempt employees may take sick leave in _______ increments. Exempt employees should take theirs in no less than ________.
30 minutes, 2 hours
After an employees sick leave is exhausted, they shall first use ___________ time then ____________ time for circumstances that would qualify as sick leave.
Comp time then Vacation time
Employees hired on ____________ or later will not receive a payout of sick leave upon termination.
October 01, 2004
Full time employees earn ______ sick leave per month.
One day
It’s the responsibility of the employee to contact their supervisor daily if absent for __________.
More than one day.
An employee may be granted leave without pay but shall not exceed a max of ______ consecutive weeks.
26
Employees hired prior to Oct 01, 2004 will be eligible for the payout of their “banked” sick leave up to a max of ____days of pay for 120 days of accrued sick leave.
60 days
The worker must be disabled by the injury for at least ______ to be eligible for income benefits.
7 days
During injury leave on the job, sick leave and vacation does or does not continue to accumulate?
It does continue
Worker Comp benefits are calculated at a rate of at least ____% of the employees weekly income prior to the injury.
70%
When an employee has been unable to perform their duties for a period of _____ within a 12 month period, may be terminated. This time need not be consecutive. ( This excludes Civil Service employees )
13 weeks
Disability refers to an employees ________________, not to a physical handicap.
Inability to earn an income
Written notification must be received in the Human Resources dept within ______ of the incident in order for injury Leave to be paid.
48 hours
An employee on injury leave will continue to collect full salary payment for a period not to exceed _____.
6 weeks
Military leave is up to _____ days per fiscal taken with pay
15
Paid funeral leave shall not exceed _____.
3 working days
Non exempt employees needing to be given an Administrative type leave will have the leave coded as ________.
Leave with Pay
An employee may be excused with pay in order to attend a funeral of a family member (within second degree) or a non family member if approval is first received from the supervisor. True or False?
True
FMLA may be taken up to ____ consecutive weeks for a qualifying event or up to ____ weeks of unpaid leave in a single 12 month period care for a covered service member.
12 weeks, 26 weeks
FMLA applies to all employees who have worked for the City for 12 months and at least ________ hours during the 12 months preceding the leave.
1250 hours
An FMLA request must be submitted to the supervisor _____ days prior to commencement date.
30 days
Membership in TMRS is mandatory at date of employment for all employees who regularly work more than ___________ .
1,000 hours per calendar year
Vesting occurs at ___ years of service.
5
_________ is defined as having 20 years of vested service in the TMRS or a minimum of 5 years of vested service and is age 60 or greater at the time of retirement.
Retiree
All positions must be posted for no less than ______ and be placed both internally and externally in order to maximize the greatest applicant pool.
7 days
Upon termination, an employee will receive a pro-rated longevity payment based on the number of months employed in that calendar year. True or False
True
The maximum years of service used to compute longevity is _____.
28
All full time employees with two or more years of service are eligible for longevity pay except ________ and ________, are eligible for longevity in their first year of hire.
Police and Fire
Time off with pay for voting shall not exceed ______.
2 hours
Supervisors will seek to maintain an attendance level among employees an average of no more than ____ absence per employee, measured over one year.
7 days
Supervisors will require employees to maintain contact for any period of absence beyond _____ day, unless the employee has provided a doctor note.
One day
The city seeks to achieve an overall record for each employee of greater than _____ attendance for all employees, measured over a one year period.
97%
Notification calls must be made within _____ following the start of the employees assigned shift.
1 hour
Excluding absence from work are:
- work incurred injury
- vacation
- FMLA
- approved leave of absence w/o pay
- admin leave
- any special absence
Two consecutive days of an __________absence will be considered by the supervisor as a voluntary resignation.
Unauthorized
Under Corrective Action you will find these two steps:
Verbal warning and Written reprimand
Suspension from duty with or without pay for up to _____days is made by the supervisor after review by HR and approval by the Division director and City Manager.
15 days
The employee shall have the opportunity to appeal only those disciplinary actions that result in suspension, demotion, involuntary termination or other loss of employment status, benefits or compensation. True or False
True
Appeals to department head and/or division director must be requested in writing within _____.
Two working days
A request to the Assistant City Manager to appeal, and to the City Managers, must be made within two working days. Their office will render a decision in _____.
5 working days
The employee shall first attempt to resolve the grievance by an informal conference with their ________ ________.
Immediate Supervisor
Any employee terminating employment with the City within _____ after attending a training costing $______ or more will be required to re-imburse the City for the training.
90 days, $750
Newly hired employees and employees who have received a promotion will be appraised ______ from date of hire or date of promotion.
90 days
All employees must receive at least ___ hour training on the policies and procedures of the alcohol and controlled substances testing program.
1 hour
_________ must complete at least one hour of training on alcohol misuse and one hour of training on controlled substances use.
Supervisors
A supervisor having actual knowledge that an employee has an alcohol concentration of ____ or greater, or a reasonable suspicion that an employee is under the influence of alcohol or has used alcohol within ____ hours prior to coming on duty, shall not permit employee to continue duties.
0.02, 4 hours
Smoking may not occur in City buildings or vehicles or within ____ of a public doorway or entrance.
15 feet
Employees must report all accidents to their supervisor, whenever possible, within ______ of occurrence.
48 hours
Modified duty assignments shall not normally last more than ________ in duration.
12 weeks
Facility inspections for safety and housekeeping problems shall be conducted every quarter. True or False
False, they are conducted monthly
All new employees will be oriented to the citywide safety policies and procedures within their ______ ______ of being hired.
First week
The response level that includes most public safety officers and emergency management team is:
Response level 1
A drivers license record check will be done:
At time of employment and at least annually thereafter
Employees cannot have more than two moving violations in a ____ month period or three in a _____ month period. No DWI/DUI within the past _____ months.
12, 24, 36
In all other circumstances, the final paycheck will be issued no later than the _____ day after termination.
6th
Personal leave is allowed in the last two weeks. True or False
False, personal leave is not allowed in the last two weeks.
To be separated in good standing, employees must give ________, written notice including the reason for leaving.
Two weeks
An employee will be considered to have separated in good standing if he provides two weeks notice of resignation and has no ____________ leave during the notice period.
Non-approved
An absence of ______ consecutive working days without authorization from supervisor is considered a voluntary resignation.
Two consecutive days
Extended leave of absence can be applied for up to _____ to the City Manager.
13 weeks
Employees rehired after a break service of more than ____ days, will receive a new date of hire.
42
Personal Holidays must be taken in _____ or _____ increments.
Half or Whole
Annual appraisals will be conducted at the ______ of the fiscal year.
End
The city’s privacy officer for the plan and the fire department is:
Human Resource Director
An employee on injury leave will collect full salary for up to ____.
6 weeks
Before a supervisor may discuss and review the performance appraisal with the employee, it must first:
Be reviewed by next level of management
Non Exempt employees needing to be given an administrative type leave will have the leave coded as:
Leave with pay
The max amount any employee may carry over is 240 hours and 360 hours for firefighters. True or False
True
Non Exempt employees can take sick leave in increments of _____. Exempt, in increments of no less than _____.
30 minutes. 2 hours
Max amount of comp time that can be accumulated is _____ and _____ for firefighters.
80 and 120
The maximum years of service to compute longevity is:
28 years
Membership in TMRS is mandatory at date of employment for all employees who regularly work more than:
1000 hours per year
For pay purposes the workweek begins on ________ ________ and ends on ________ ________.
Midnight Monday, Midnight Sunday
Applications will be retained for _____, then placed in storage for a period of no less than _____, then destroyed.
6 months, 2 years
An employee will be paid for any unused comp time upon separation. True or False?
True
The worker must be disabled by the injury for at least ____ days to be eligible for income benefits.
7 days
Full time employees accrue _____ hours per month the first year. Firefighters _____ and Police is _____.
6.67
15
10
Workers comp benefits are calculated at a rate of at least _____ of the employees weekly income prior to injury.
70%
A FMLA request form must be completed and submitted to the supervisor _____ days prior to leave.
30 days
The workweek for Firefighters is _____ hours. The workday is _____.
56 hours, 12 hours.
Disability refers to an employees ________, not to a physical handicap.
Inability to earn an income
Military leave status is in excess of _____ days.
15
The City of Georgetown has four methods of recruiting and selecting persons to fill vacancies, they are:
- Promotion from within.
- Lateral transfer.
- Public announcement
- Selection from eligibility list for Police/Fire
During OTJ injury, sick leave and vacation continues to accumulate.
True
Employees hired on _________ or later, will not receive a payout of sick leave.
October 01, 2004
Documentation of all complaints regarding privacy or other HIPAA violations will be maintained for at least _____.
6 years
If paycheck deduction was found to be improper, the city will reimburse ASAP but in no case longer than _____ pay periods from the problem.
Two
Comp time can be taken in increments of:
15 min
A drivers license record check will be done:
At time of employment and at least annually
An employee may be granted leave without pay but shall not exceed a max of:
26 consecutive weeks
After sick leave is gone, employee will use _________, then vacation time.
Comp time
Modified duty assignments shall not normally last more than _____.
12 weeks
Vacation time may be taken in ______ increments for full time employees and _____ for part time.
1 hour and 30 minutes
All open positions must be posted for no less than:
7 days
Any arrest or conviction of any drug related, assault or felony, must be reported to supervisor within _______.
5 days
Written notification must be received in HR within ____ of injury OTJ in order to be paid.
48 hours
In order to participate in the modified duty program an employee must:
Receive a diagnosis and treatment from an approved physician
Overtime is hours worked in excess of ____ in a ____ day cycle for Firefighters.
106 hours in a 14 day cycle
Personal holidays are accrued ________
One day per quarter
