HomeMy WebLinkAbout2023-R-12 Reolution Approving Employee Non-Benefits of Policy & Procedure Manual) RESOLUTION NO 2023-R- `a.
BEFORE THE BOARD OF PUBLIC WORKS AND SAFETY FOR THE CITY OF JEFFERSONVILLE
STATE OF INDIANA
A RESOLUTION APPROVING EMPLOYEE NON-BENEFITS SECTION
OF CITY OF JEFFERSONVILLE POLICY AND PROCEDURE MANUAL
WHEREAS, the Board of Public Works and Safety of the City of Jeffersonville, Indiana (hereinafter
"BPW") is responsible for the day-to-day management of the City of Jeffersonville employees; and
WHEREAS, as part of those responsibilities, the BPW is to approve the employee non-benefits
section of the City's Policy and Procedure Manual; and
WHEREAS, the City, through its Department of Human Resources, does periodic reviews of the
existing police and procedures for employees; and
WHEREAS,the Department of Human Resources has concluded that there is a need to update the
City's existing Policy and Procedure Manual; and
WHEREAS, the Common Council of the City of Jeffersonville has approved the benefits section of
the City's Policy and Procedure Manual; and
WHEREAS, the BPW has reviewed the attached Policy and Procedure Manual; and
WHEREAS,the BPW believes it is in the best interests of the City employees that the non-benefits
section of the attached Policy and Procedure Manual should be adopted; and
NOW THEREFORE IT IS RESOLVED by the Board of Public Works and Safety of Jeffersonville,
Indiana that non-benefits section set forth in the attached Jeffersonville Policy and Procedure Manual is
hereby approved immediately; and
IT IS FURTHER RESOLVED by the Board of Public Work and Safety of Jeffersonville, Indiana that
the non-benefits section set forth in attached Jeffersonville Policy and Procedure Manual shall supersede
any prior ones.
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Passed and adopted this day of November, 2023, by the Board of Public Works and Safety
of the City of Jeffersonville, Indiana, Clark County, Indiana.
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Mayor Milo Moore, Preliding Officer
RESOLUTION NO. 2023-R- IL
JEFFERSONVILLE BOARD OF PUBLIC WORKS AND SAFETY
ATTEST:
Lisa Gill, Clerk
I.� . . ATV OF JEFFC ASONI' ILLE
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City of
Jeffersonville
Policy and
Procedure
Manual
Table of Contents
Page
Policy Administration 1
I. Definitions: 1
II. Scope 2
III. Organization and Responsibility 2
IV. Employment-At-Will 4
V. Equal Employment Opportunity 4
A. Discrimination, Harassment, and Retaliation are Prohibited 4
B. Equal Opportunity Employment 4
C. Prohibition Against Sexual and Other Forms of Illegal Harassment 5
D. Disability Accommodation 6
E. Pregnancy Accommodations 6
F. Lactation Accommodations 7
G. Genetic Information Nondisclosure Act (GINA) 7
H. Retaliation 7
I. Reporting Discrimination, Harassment, and Retaliation 8
VI. Ethics 8
A. Employer-Employee Relations 9
B. Nepotism 9
C. Gifts and Gratuities 10
D. Dating In the Workplace 10
VII. Drug and Alcohol Policy 11
A. Pre-Employment Testing 11
B. Post-Incident Testing 11
C. Random Testing 12
D. Reasonable Suspicion Testing 12
VIII. Social Media 12
IX. Electronic Devices, Telephones, and Voicemail 14
A. City Cell Phones 15
B. Use of Cellular Phones, Texting, and E-Mailing While Driving 15
C. Computer and Electronic Devices 16
Employment 16
I. Employment Status 16
A. Categories 16
B. Classifications 17
II. Minimum Job Qualifications 17
III. Hiring Procedures 18
IV. Employment of Minors 18
A. Work Hour Restrictions 18
V. Immigration Law Compliance 19
VI. Hours of Work 19
A. Timekeeping 19
B. Attendance and Tardiness 20
C. Flexible Schedule 21
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VII. Remote Work/Telecommuting 21
A. Eligibility 22
B. Trial Period 22
C. Conditions of Working Remotely/Telecommuting 23
D. Designated Workspace 23
E. Equipment and Supplies 24
F. Paid Time Off and Other Leave 24
G. Tax Implications 24
VIII. Personnel File 24
A. Access to Files 24
B. Verification of Employment and Reference Checks 25
C. Public Information in Employee Personnel Files 25
IX. Training 25
X. Demotion 25
XI. Performance Evaluations 26
XII. Corrective Action 26
A. Disciplinary Offenses 26
XIII. Resignation 28
XIV. Employee Exit Process 28
XV. Professional Appearance 28
XVI. Uniforms and Uniform Allowance 29
XVII. Virtual Meetings 29
XVIII.Outside Employment 29
XIX. Pay 30
A. Payroll 30
B. Overtime 30
C. Overtime and Other Pay Provisions While in Travel Status 31
D. On Call Pay 32
E. Fair Labor Standards Act and Exempt Employees 32
F. Garnishments 32
XX. Health/Safety& Risk Management 32
A. Office of Health, Safety, and Risk Management 32
B. Occupational Safety and Health 33
XXI. Workers' Compensation 33
XXII. Family Medical Leave 34
A. Responsibilities 34
B. Policy 34
XXIII.Employee Vehicle Policy and Procedures 38
XXIV.City Property, Equipment, and Vehicles 40
XXV. Solicitation and Distribution 41
XXVI.Confidential Information 41
XXVII. Weather/Civil Emergencies 41
A. Emergency Call In 42
Time Off and Leave 44
I. Leave Accruals 44
II. Holidays 44
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III. Vacation 45
IV. Bereavement Leave 46
V. Personal Time Off(PTO) 47
VI. PTO/Vacation Day Buy Back 48
VII. Paid Parental Leave 48
VIII. Leave of Absence Without Pay 48
IX. Employee Assistance Program 49
X. Court Leave 49
XI. Military or Reserve Service 50
XII. Military Family Leave 50
XIII. Volunteer Firefighter and Emergency Medical Service Leave 51
XIV. Emergency Civil Air Patrol Leave 51
Benefits 52
I. Overview 52
II. Group Health, Life, Dental, Vision, and Disability 53
A. Group Health Insurance 53
B. Employee Health Care Center 54
C. Dental Insurance 54
D. Vision Insurance 54
E. Other Group Voluntary Insurance Benefits 54
F. Flexible Spending Account/Dependent Care 55
G. Life/Accidental Death and Dismemberment Insurance 55
H. Short-Term Disability 55
I. Retirement Benefits-Additional Contribution 55
III. Mayor Longevity Pay 56
IV. Tuition Reimbursement 56
V. Indiana Public Retirement System (INPRS) 56
A. Employer Contribution 57
B. Employee Contribution 57
VI. Deferred Compensation-Benefits Section 57
VII. Former Elected Official Coverage 58
Employee Handbook 59
Acknowledgment of Receipt of Policy and Procedure Manual 59
iii Revised Nov. 2023
Policy Administration
I. Definitions:
City: The City of Jeffersonville.
Department Head: Employee who is appointed and serves at the pleasure of the Elected Official
as the supervisor or lead of a department.
Distribution: As used in this Policy Manual includes the passing out of any type of literature,
advertising,handbills, circulars, forms, or any other memorabilia.
Employee: Any person in the employ of the City in any status.
Exempt: Employee whose job duties and salary meet the criteria of one of the exemptions under
the Fair Labor Standards Act("FLSA") and/or the Indiana Code 22-2-2-3.
Gross Salary or Wages: As used in this Policy Manual includes overtime, special or differential
shift pay,merit pay,holiday pay, sick leave,bonus pay and longevity pay.
Hourly: Employee paid an hourly rate of pay.
Non-Exempt: Employees whose job duties and/or salary do not meet the criteria of one of the
exemptions under the FLSA or the Indiana Code 22-2-2-3. Non-Exempt employees are subject to
the overtime laws of the FLSA and State of Indiana.
Non-Work Area: As used in this Policy Manual includes any area on or off the City's premises
that is either not designated as a work area or where the employee performs no work.
Non-Work Time: As used in this Policy Manual includes any time during an employee's workday
where the employee is completely relieved of work duties, such as break time and lunch time.
Whether an employee is in paid or unpaid status during these times is immaterial to the designation
of non-work time.
Introductory Employee: A new employee serving an initial introductory period of at least ninety
(90)days.
Longevity Pay: As used in this Policy Manual is an amount to be paid annually in equal
installments along with regular pay based upon length of service.
Salaried: Employee who is paid a predetermined amount of compensation weekly or semi-monthly
based upon a thirty-seven and a half hour(37.5)or forty(40)hour workweek.
Solicitation: As used in this Policy Manual includes,but is not limited to, any act which requests,
urges, or seeks to induce an employee to give or obligate him/her to pay money for any cause, or
for any reason, or to sign any document indicating membership in any organization, association,
or group, or indicating support for, or a pledge to, any such organization, association, or group.
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Taxable Benefits:As used in this Policy Manual includes short and long-term disability payments,
car allowance, and matching retirement deductions.
Work Area: As used in this Policy Manual includes, but is not limited to, offices, work sites,
locations, conference rooms,common areas, and corridors leading directly thereto, and such other
areas, which are essential to the performance of an employee's duties.
Work Time/Hours Worked: As used in this Policy Manual includes all of the time when an
employee's duties require that he/she be engaged in work tasks. Conversely, Work Time/Hours
Worked does not include the employee's own personal time such as meal periods, scheduled
breaks, and time before or after a work shift. Work Time/Hours Worked also does not include
PTO, vacation,holidays, unpaid leaves, etc.
II. Scope
The purpose of this Policy and Procedure Manual ("Policy Manual") is to provide a consistent,
systematic, and organized approach to the establishment, implementation, and administration of
the personnel policies of the City of Jeffersonville (the "City"). It is written, adopted, and
interpreted exclusively by the Jeffersonville Board of Works, the Mayor, and their designee, and
is not subject to modification, change, or contrary interpretation by any employee or employee
representative organization except as may otherwise be specifically authorized and recognized by
the laws and/or Constitutions of the State of Indiana and the United States.
No Policy Manual can anticipate every circumstance or question about City policy. As the City
continues to grow, the need may arise to change personnel policies and procedures. The City
reserves the right to revise, supplement, or rescind any policies or portions of this Policy Manual
as it deems appropriate. It is the City's sole and absolute discretion. The only exception is the
City's employment-at-will policy, which permits you OR the City to end the employment
relationship at any time for any reason not prohibited by law, with or without prior notice.
Employees will be notified regarding revisions to the Policy Manual.
The policies described herein are not intended to create a contract for permanent or continuous
employment, and do not create such a contract under any circumstances. The City reserves the
right, without notice, to change, modify, repeal, or amend any information, statements, employee
benefits, or terms and conditions of employment contained in this Policy Manual in accordance
with state and federal requirements.
The changes in this Policy Manual supersede previous versions of this policy manual and any other
manuals or City ordinances within the City of Jeffersonville. Should you have a question about
any part of this Policy Manual or policies contained within, do not hesitate to seek clarification
from your Department Head or the Director of Human Resources.
III. Organization and Responsibility
The City of Jeffersonville is governed by the Mayor,City Council,other Elected Officials,and the
Board of Public Works. The Mayor is responsible for the general administration of City business.
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The City is organized into various departments to ensure adequate expertise, specialization, and
efficient functioning. These departments, or offices, function under the administrative guidance
and control of the Department Heads that are responsible for the day-to-day management and
operation of the City.
Department Heads are appointed by the Mayor,as needed,within each City department to provide
proper control and supervision of certain internal and departmental functions.
Each employee's particular duties, obligations, and areas of responsibility are defined in their
position description and/or by the assignment or directive of any supervisor. Employees are
primarily responsible to their Department Head for completion of specific work assignments and
the quality, quantity, and timeliness of the work performed.
In general, the Mayor is charged with the development, promulgation, and adoption of the
provisions of this Policy Manual. The various management and supervisory personnel of the City
are charged with applying, interpreting, enforcing, and generally ensuring compliance with the
provisions of this Policy Manual. Each person employed by the City must comply in every aspect
with the provisions and rules of this Policy Manual as a condition and obligation of employment.
Each person employed by the City must also perform their assigned duties in a responsible manner.
As such,all City employees must review,understand,and become knowledgeable about the Policy
Manual and its provisions. Any questions, concerns, or lack of understanding about a particular
provision of this Policy Manual should be promptly discussed with your Department Head or the
Human Resources Department.
This Policy Manual was created for civilian personnel not covered by any other bargaining
agreement. It is not the intent or purpose of this Policy Manual to supersede or overrule any state
or federal laws or regulations governing the operation of the City's departments or any collective
bargaining agreements.
A copy of the Policy Manual will be given to all current employees of the City and to all new
employees, including part-time and temporary employees, after its adoption.
Employees are encouraged to make suggestions for improvements in personnel policies and
practices. Suggestions should be directed to Department Heads in writing with an explanation as
to how such a change could benefit the City,the department, and/or the public.
The Department Heads maintain the ultimate right to manage their work forces, consistent with
the policies set forth in this Policy Manual and all applicable state and federal laws. The
Department Heads' rights include, but are not limited to, determining method and procedure, the
number and size of a workforce, assignment of duties, hours of employment, compensation of
personnel(within the confines of any salary ordinances and accompanying pay grids applicable to
City employees), hiring, disciplining, discharging, promoting, and transferring employees, and
laying off employees for lack of work, lack of funds, or due to job elimination.
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IV. Employment-At-Will
Employment with the City is "at-will." This means that either the employee or the City may
terminate the employment relationship at any time for any reason not expressly prohibited by law,
or for no reason at all. Nothing contained in this Policy Manual constitutes or may be construed
as a guarantee of employment for any specific period of time. Nothing contained in this Policy
Manual constitutes or may be construed as a contract, express or implied, between the City and
any employee or other person. The City does not make any implied or verbal agreements or
promises to employees that they will be discharged only under certain circumstances or after
certain procedures are followed. No manager, supervisor, or employee of the City has any
authority to enter into an agreement for employment for any specified period of time or make an
agreement for employment other than at-will. Employment-at-will status may only be changed in
a written document signed by the Mayor of the City of Jeffersonville, who has sole authority to
make any such agreements.
V. Equal Employment Opportunity
A. Discrimination, Harassment, and Retaliation are Prohibited
One of the City's most important goals is attracting and employing qualified employees. The City
is committed to a policy of basing all recruitment, employment, transfers, and promotions
decisions upon the City's needs and the qualifications of the individuals for the position sought or
held. The City expressly prohibits all forms of unlawful discrimination, harassment, and
retaliation. The City cannot, however, take action to correct a violation of this policy unless it is
made aware of the situation. Employees are, therefore, strongly encouraged to report perceived
violations of this policy in accordance with the guidelines in Reporting Discrimination,
Harassment, and Retaliation, Section I.
B. Equal Opportunity Employment
It is the City's policy to provide equal employment and advancement opportunity to all persons
without regard to race, color, religion, sex, sexual orientation, gender identity, national origin,
disability, age(40 and over), genetic information, ancestry, veteran status, off-duty use of tobacco
products, sealed or expunged arrest or conviction record, use of a service animal in connection
with a disability, filing for a protective order, or any other characteristic protected by applicable
federal, state, or local law. This policy applies to recruitment, hiring, and all aspects of the
employment relationship, including, but not limited to, compensation, benefits, training,
promotions, demotions, evaluations, transfers, discipline, and termination of employment.
Employees are strictly prohibited from discriminating against any person on the basis of race,
color, religion, sex, sexual orientation, gender identity, national origin, disability, age (40 and
over), genetic information, ancestry, veteran status, off-duty use of tobacco products, sealed or
expunged arrest or conviction record,use of a service animal in connection with a disability, filing
for a protective order, or any other characteristic protected by applicable federal, state, or local
law. If you believe, in good faith, that you have experienced unlawful discrimination, see
Reporting Discrimination, Harassment, and Retaliation, Section I.
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C. Prohibition Against Sexual and Other Forms of Illegal Harassment
All employees are expected to treat each other with courtesy, respect, and professionalism at all
times. The City will not tolerate any form of verbal or physical conduct that has the purpose or
effect of: (a) creating an objectively hostile, intimidating, or offensive work environment;
(b)unreasonably interfering with or disrupting an individual's work performance; or(c)adversely
affecting an individual's employment opportunities. This policy expressly prohibits unwelcome
conduct that is based on or motivated by a person's race, color, religion, sex, sexual orientation,
gender identity, national origin, disability, age (40 and over), genetic information, ancestry,
veteran status, off-duty use of tobacco products, sealed or expunged arrest or conviction record,
use of a service animal in connection with a disability, filing for a protective order, or any other
characteristic protected by applicable federal,state,or local law. Unwelcome conduct that is based
on or motivated by factors that are not protected by law(such as hair style,choice of transportation,
school attended, political opinions, etc.) also is prohibited. Examples of conduct prohibited by
this policy include,but are not limited to:
• Persistently or severely antagonizing, annoying, attacking, criticizing, or bothering a
person based on a protected status;
• Making frequent or severe demeaning,insulting,intimidating,or provocative comments to
or about a person or group related to or based on a protected characteristic;
• Using offensive epithets, slurs, innuendo, gestures, symbols or items regarding or
negatively associated with a protected characteristic;
• Making jokes or remarks, or otherwise perpetuating negative stereotypes, regarding or
negatively associated with a protected characteristic or status; or
• Distributing,displaying,or discussing written or graphic material that ridicules,denigrates,
insults,belittles, or shows hostility or aversion regarding a protected characteristic.
Sexual harassment is a special form of unlawful harassment, which is prohibited by state and
federal laws and by this policy. All employees must be allowed the opportunity of employment in
an environment free from unsolicited and unwelcome sexual conduct. The City will not tolerate
known sexual harassment of any employee by any other employee, including supervisors and
managers, as well as consultants, contractors, suppliers, or citizens.
Unwelcome sexual advances,requests for sexual favors, and other verbal or physical conduct of a
sexual nature constitutes unlawful sexual harassment and is prohibited by this policy, especially
if:
• Submission to the conduct is either an explicit or implicit term or condition of employment;
or
• Submission to, or rejection of, the conduct is used as a basis for an employment decision
affecting the person rejecting or submitting to the conduct; or
• The conduct has the purpose or effect of substantially interfering with an affected person's
work performance or creating an intimidating,hostile, or offensive work environment.
Sexual harassment may take many different forms. Examples of conduct that constitutes sexual
harassment include:
5 Revised Nov. 2023
• Unwelcome and offensive sexual innuendoes, suggestive comments, jokes of a sexual
nature, sexual propositions, lewd remarks, or threats;
• Requests for any type of sexual favor(e.g., repeated,unwelcome requests for dates);
• Verbal abuse or"kidding"of a sexual nature or directed only toward members of one sex;
• Viewing, sharing, or transmitting photographs, videos, or other media of a sexual nature;
• Distribution,display(i.e.,others can see it),or discussion of any written or graphic material
that is sexually suggestive or shows hostility toward an individual or group based on sex;
• Suggestive or insulting sounds, leering, staring,whistling, or obscene gestures;
• Content in letters, notes, facsimiles, e-mail, texts, etc. that is sexual in nature; and
• Unwelcome, unwanted physical contact, including, but not limited to, touching, tickling,
pinching, patting, brushing against, hugging, cornering, kissing, fondling, forced sexual
intercourse, contact, or assault.
This policy is not intended to prohibit occasional, appropriate compliments and other normal,
courteous, and respectful conduct of a socially acceptable nature. This policy also cannot be used
to avoid lawful evaluation and criticism of an individual based on his or her work performance,
attitude, attendance, qualifications, or similar criteria.
If you believe in good faith that you have experienced or witnessed any form of prohibited
harassment, see Reporting Discrimination, Harassment, and Retaliation, Section I.
D. Disability Accommodation
The City is committed to complying, where applicable, with the Americans with Disabilities Act
("ADA"), as amended, the Indiana Employment Discrimination Against Disabled Persons laws,
and any applicable similar state and local laws. The City will not discriminate against qualified
individuals on the basis of disability,perceived disability,record of disability, or association with
disabled persons. The City will, if requested, make reasonable accommodations for qualified
individuals with any known physical or mental disabilities as required by law and provided the
accommodation does not create an undue hardship for the City and/or does not pose a direct threat
to the health and safety of others in the workplace and/or to the individual.
Finding a reasonable accommodation requires, of course, the employee's good faith interaction
with management. This policy governs all aspects of employment, including selection, job
assignment, compensation, discipline, termination and access to benefits and training. The City
expects all employees to recognize and support the City's compliance commitment and to support
and assist in such compliance in whatever way their positions may require. Any employee who
desires a reasonable accommodation or who has disability-related questions or concerns should
contact his or her supervisor or the Human Resources Department. If you believe that you have
experienced disability discrimination,see Reporting Discrimination,Harassment, and Retaliation,
Section I. You are encouraged to utilize this procedure without fear of retaliation.
E. Pregnancy Accommodations
Employees are permitted to request pregnancy-related accommodation. The City will respond to
any such request within a reasonable time frame. The City will not discipline, terminate, or
6 Revised Nov. 2023
retaliate against an employee because the employee has requested or used an accommodation for
the employee's pregnancy.
F. Lactation Accommodations
The City will provide a reasonable amount of break time to accommodate an employee's need to
express breast milk for the employee's infant child. The break time should, if possible, be taken
concurrently with meal and/or rest periods already provided. Time spent expressing milk shall be
paid to the extent that it does not exceed 15 minutes in the morning and 15 minutes again in the
afternoon, which time may be combined for a maximum half hour per day. If non-exempt
employees must take breaks to express breast milk that do not run concurrently with normally
scheduled meal and/or rest periods, they should clock out for such additional lactation breaks.
To the extent reasonably possible, the City will provide employees needing to express breast milk
with a room or place, other than a restroom, to express breast milk in private during any period
away from the employee's assigned duties. In accordance with Indiana law, the City will provide
a refrigerator or other cold storage space for keeping milk that has been expressed or allow the
employee to provide her own portable cold storage device for keeping milk that has been expressed
until the end of the employee's work day. Contact Human Resources with any questions regarding
this policy.
G. Genetic Information Nondisclosure Act (GINA)
The City complies with Title II of the Genetic Information Nondiscrimination Act of 2008
("GINA"), which protects applicants and employees from discrimination based on genetic
information in hiring, promotion, discharge, pay, fringe benefits, job training, classification,
referral, and other aspects of employment. GINA also restricts employers' acquisition of genetic
information and strictly limits disclosure of genetic information. The City will not intentionally
solicit genetic information and, if such information is inadvertently disclosed by an employee or
the employee's caregiver, the City will keep it separate from the employee's personnel file, treat
it as a confidential medical record, and not disclose it except as allowed or required by law.
H. Retaliation
The City will not tolerate retaliation against an employee for opposing or reporting any type of
unlawful discrimination,harassment,or other inappropriate behavior. The City is also committed
to prohibiting retaliation against those who participate in an investigation of alleged unlawful
harassment, discrimination, or other wrongdoing in the workplace. By way of example only,
participating in such an investigation includes,but is not limited to:
• Filing a complaint with a federal or state enforcement or administrative agency;
• Participating in or cooperating with a federal or state enforcement agency conducting an
investigation of the City regarding unlawful activity;
• Testifying as a party, witness,or accused regarding alleged unlawful activity;
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• Making or filing an internal complaint with the City regarding alleged unlawful activity;
• Providing notice to the City regarding alleged unlawful activity; or
• Assisting another employee who is engaged in any of these activities.
The City is further committed to prohibiting retaliation against qualified employees who request a
reasonable accommodation for any known or physical or mental disability, who request a
reasonable accommodation of their sincerely held religious beliefs or practices, or who exercise
rights under the Workers' Compensation or FMLA statute and similar state and local laws. If you
believe that you have experienced or witnessed such retaliation, see Reporting Discrimination,
Harassment, and Retaliation, for additional information and guidance.
I. Reporting Discrimination, Harassment, and Retaliation
If you believe that you have experienced or witnessed unlawful discrimination, harassment, or
retaliation, you should report the offensive conduct to your supervisor or the Human Resources
Department. Supervisors who witness what may be a violation of the City's policies prohibiting
discrimination, harassment, or retaliation, or who receive an employee's report of a violation of
the City's policies prohibiting discrimination, harassment, or retaliation, must promptly report it
to the Human Resources Department. Any supervisor who condones or ignores potential
violations of this policy will be subject to appropriate disciplinary action, up to and including
termination.
Upon receiving a report of an alleged violation of its policies prohibiting discrimination,
harassment,or retaliation,the City will conduct a prompt and impartial investigation. Complaints
will be treated as confidentially as possible,consistent with the City's need to conduct an adequate
investigation. Employees must fully cooperate in such investigations. Employees will not be
retaliated against for providing truthful information during an investigation,but may be disciplined
or terminated for dishonesty or failure to cooperate in an investigation.
If,in the City's judgment, it appears more likely than not that a violation of the City's policies has
occurred,the City will take appropriate remedial actions. Accusing another employee of violating
policies is a serious matter, and false accusations can have serious adverse effects on innocent
persons. Accordingly,any employee found to have made such accusations maliciously or without
an objectively reasonable basis for believing them to be true may be disciplined or terminated.
Human Resources representatives are available for consultation if you have any questions about
this policy.
VI. Ethics
All employees are expected to maintain the highest possible ethical/moral standards and to perform
within the laws of the State of Indiana and other rules and regulations as may be set forth by the
City. It is important to remember that the compensation of all employees is paid through taxes
and user fees. Therefore, each employee assumes the responsibility to serve the public in an
honest, respectful, and courteous manner.
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See the Human Resources Department for more information on the City's Ethics Ordinance.
A. Employer-Employee Relations
The City is committed to a mutually rewarding relationship with its employees. Thus, the City
attempts to be receptive to constructive suggestions, criticisms, and questions. Department Heads
are encouraged to hold regularly scheduled departmental meetings to keep employees informed
about items of interest and discuss issues of concern to employees. The City, as part of its
commitment to delivering the highest level of services to residents and guests, expects all
employees to:
• Treat all residents, guests, and suppliers as customers of all City services;
• Represent the City in a positive and ethical manner;
• Perform assigned tasks in a safe and efficient manner;
• Attend work as required and to be punctual;
• Demonstrate a considerate, friendly, and constructive attitude toward fellow
employees, supervisors, and elected officials; and
• Follow the City and departmental policies and practices.
The City retains the sole discretion to exercise all managerial functions, including the following
rights:
• To dismiss, assign,reassign, supervise, and discipline employees;
• No offers of employment may be made by anyone except the Director of Human
Resources or designee;
• To determine and change employee work schedules to meet the needs of the City
of Jeffersonville;
• To assign employees to other jobs within departments or into other departments;
• To determine and adjust the number and specific qualifications of the workforce;
• To assign duties to employees in accordance with the City's needs and
requirements and to carry out all administrative and management functions; and
• To establish, change, and abolish policies,practices, roles, and regulations to meet
the needs of our customers.
B. Nepotism
In order to comply with 2012 Indiana HEA 1005 law and City of Jeffersonville Ordinance 2012-
OR-29, the City does not prohibit employment of immediate family in the same department or
administrative unit,provided that one family member is not under the direct chain of command of
another immediate family member. Immediate family for purposes of this policy means a spouse,
parent/stepparent, child/stepchild, brother, sister, stepbrother, stepsister, niece, nephew, aunt,
uncle,daughter-in-law, or son-in-law.
See the Human Resources Department for more information on the City's Nepotism Ordinance.
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C. Gifts and Gratuities
While the City recognizes that conflicts of interest in serving as a public official are against state
and federal regulations, the City also recognizes the value of collaboration that occurs at special
events and functions such as conferences,dinners,and other social outings,in which City officials
and employees may be guests of vendors that do business with the City.
Therefore, to avoid a conflict of interest or the appearance of such a conflict, no City official or
employee shall accept a gratuity of any amount greater than $200.00 from a vendor conducting
business with the City. A gratuity of$200.00 or less for a single event is considered not substantial.
Gratuities include invitations to events where business is often conducted and items are
customarily conveyed including,but not limited to, dinners, conferences, and other social outings
at which City officials and/or employees may be the guests of vendors that do business with the
City.
This policy on gifts and gratuities establishes a rule in addition to those imposed by state and
federal government regarding financial incentives for public servants and elected officials. Any
conflict with state or federal laws or regulations of this policy shall be interpreted in favor of the
state or federal regulation setting precedent.
D. Dating In the Workplace
Romantic, sexual, and other"intimate' relationships between employees (and especially between
a supervisor or manager and a lower echelon employee)have the potential to create complications
for the City. The City, therefore, opposes such relationships and any conduct (such as flirting or
dating)that does or reasonably could lead to such relationships.
In the event an intimate relationship exists or develops between a manager or supervisor and a
lower echelon employee, the manager or supervisor must immediately notify the Human
Resources Department of the existence of such relationship. Likewise, if any such relationship
between a manager or a supervisor and a lower echelon employee ends (or if it appears that the
relationship is approaching a less than amicable end),the manager or supervisor must immediately
notify the Human Resources Department of such development. Any information provided to the
Human Resources Department regarding such relationships will, to the extent consistent with the
City's best interests, be held in confidence and will be shared only with those members of the
organization who have a need to know. Employees engaged in an intimate relationship may be
required to sign a document acknowledging the consensual nature of the relationship.
The City reserves the right to insist that any intimate relationship between employees cease, or to
reassign or terminate one or both of the employees if the City deems that to be in the City's best
interest. The City reserves the same rights in the event existing employees become close relatives,
or in the event any previously tolerated employment relationship between intimates or close
relatives is no longer acceptable to the City. In such circumstances, the City will consider the
employees' input regarding which of them should be reassigned or terminated,but it ultimately is
the City's decision. The City may modify or deviate from these general policies in particular cases,
if it deems that to be in the City's best interests.
10 Revised Nov. 2023
VII. Drug and Alcohol Policy
The City of Jeffersonville prohibits any City employee from possessing, using, being under the
influence of, manufacturing, distributing, cultivating, or dispensing alcohol or non-prescribed
controlled substances during working hours and at all times while on City property (including
parking areas and grounds), in City vehicles, or while conducting City business. There may be
limited instances in social settings in which a City employee may consume alcohol while
conducting City business. Such City employee shall use good judgment and abide by all applicable
laws. This policy does not prohibit the possession and proper use of lawfully prescribed drugs,
other than cannabis/marijuana, taken in accordance with an employee's prescription.
As part of an effort to maintain the quality of City services and to ensure that the City is a safe and
healthy place to work, a drug and alcohol testing program will be used to detect the use of illegal
substances and misuse of alcohol, and to ensure employees with substance abuse problems are
referred for appropriate professional help. The CDL drug testing program is covered under a
separate, federally mandated policy. For more information about drug and alcohol testing, refer
to the City of Jeffersonville Drug and Alcohol Policy.
The City of Jeffersonville will drug test all applicants who have been offered employment with
the City. All City employees will be subject to drug testing on the basis of reasonable suspicion
and after accidents/incidents in which there is a reason to suspect drugs or impairment may have
contributed to the incident occurring within the scope of this policy. Reasonable suspicion may
arise from, among other factors, supervisory observation, co-worker reports or complaints,
performance decline, attendance or behavioral changes, results of searches or other detection
methods, or involvement in a work-related injury or accident that may have been caused by drug
or alcohol impairment. If a City employee finds drugs or drug paraphernalia on City property
during the course of the employee's work, he or she must call the police department.
As a condition of employment, all City employees will be required to agree in writing to be tested
for drugs as outlined in the substance abuse policy.
A. Pre-Employment Testing
Pre-employment drug testing will be required upon a conditional offer of employment. A positive
drug test will exclude the candidate from hire.
B. Post-Incident Testing
Any employee who has an accident or near miss during working hours (e.g., slipping, falling, car
accident, etc.), may be required to submit to post-incident drug and alcohol testing immediately
where the circumstances suggest that drugs, alcohol or impairment may have contributed to the
incident. Refusal to submit to this testing may result in disciplinary action, up to and including
termination.
11 Revised Nov. 2023
C. Random Testing
All employees may be subject to random drug testing. Such tests will be given without advance
notification.
Under the City's random selection process, drivers, employees in safety impact positions, and
Police Department personnel will be kept in separate random pools. Within each pool, every
employee will have an equal chance of being selected each time a selection is conducted. This
means that some covered employees may be randomly selected for testing more than one time
quarterly, while others may not be selected at all. Appropriate safeguards will ensure that the
identity of individual employees cannot be determined prior to or at the time of their selection.
An employee who refuses to submit to a random test, who fails to report for the test as directed
within one hour, who tests positive, or who intentionally obstructs the testing process will be
subject to disciplinary action as outlined in the City of Jeffersonville Drug and Alcohol Policy.
Those Individuals selected for a random test and who are on verified leave time will have that
particular test cancelled and will maintain their eligibility for the next random selection or upon
return from leave.
If an employee's terms and conditions of employment are governed by a collective bargaining
agreement("CBA")whose terms differ from this Random Testing policy,the procedures outlined
in the CBA control.
D. Reasonable Suspicion Testing
Each employee will be required to submit to a drug and/or alcohol test whenever the City has
reasonable suspicion to believe the employee is impaired or has used drugs and/or alcohol in
violation of this policy.
Reasonable suspicion will exist when an employee's appearance, behavior, speech, or odor
indicates drug or alcohol use. Such indications must be personally observed and documented by
at least two City supervisors that have been trained in reasonable suspicion training.
VIII. Social Media
This policy governs employees' use of social media, including any Internet or other online tools,
to share profiles, information, photos, opinions, ideas, insights, or other content with others.
"Content" includes,but is not necessarily limited to, writings, communications, photos and other
images, and every other conceivable means of expressing ideas or conveying information from
one person to another. "Social media" includes, but is not necessarily limited to, personal web
pages, message boards, weblogs ("blogs"), networks, communities and social networking
websites, such as Facebook, Myspace, TikTok, BeReal, Digg, Flickr, Instagram, Twitter, Topix,
and Linkedln. This list is illustrative, not exhaustive; this policy applies to all forms of social
media and electronic networking, regardless of whether specifically listed herein. Likewise, this
policy applies to all social media activities of employees, regardless of where, when, or how
conducted.
12 Revised Nov. 2023
The City respects employees' right to use social media, provided such use does not conflict with
the City's legitimate interest in protecting its goodwill, competitiveness, and business reputation.
The City, therefore, expects employees to exercise good judgment when using social media and
prohibits employees from:
• Posting or displaying content that violates any of the City's policies or procedures;
• Posting or displaying the employee's own—or any other employee's—City e-mail address
or City telephone number, unless solely for City business and authorized by the
Department Head;
• Accessing or using any social media during working time, except when done for City
business and with the written permission of the Department Head;
• Posting or displaying any of the City's trade secrets, intellectual property, or other
proprietary or Confidential Information (see"Confidential Information"policy), whether
in written,photographic, or any other form;
• Posting or displaying content about the City, its employees, products, services, suppliers,
or customers that is knowingly and maliciously false, slanderous or libelous, or which
reasonably could be viewed as obscene, physically threatening or intimidating, harassing,
bullying or a violation of City policies prohibiting unlawful discrimination, harassment,
or retaliation(e.g.,recklessly accusing a supplier's delivery person of being a thief,trying
to harm another employee's reputation by falsely stating he/she is a pedophile,threatening
others with physical harm if they refuse to comply with some demand, etc.); and
• Providing—as a City representative—references or employment verification for current
or former employees (only the Human Resources Department may do this).
Employees engaging in social media activities are subject to all of the City's policies and
procedures, including, but not limited to the City's policies: (i)protecting the City's Confidential
Information (see "Confidential Information" policy); (ii) safeguarding City property;
(iii)prohibiting unlawful discrimination,harassment,and retaliation;and(iv)governing the use of
the City's computer, telephone, and other electronic and communication equipment and systems.
Please make clear in any online activity that the views and opinions you express about work-related
matters are your own, have not been reviewed or approved by the City, and do not necessarily
represent the view and opinions of the City,its management,or other employees. If you comment
on the City or any competitor,please use your real name, identify your position with the City and,
if you have a vested interest in the topic, make that clear. If you disagree with a current or
prospective client or customer's opinion or conduct, please be respectful and polite. Be honest
and accurate and, if you make a mistake,quickly correct it.
We are always interested in any publicly accessible online content regarding the City, favorable
or otherwise (e.g., customer reviews, news reports, competitors' comments, former employees'
criticisms, etc.). Such information can help us stay competitive,measure our success, and identify
13 Revised Nov. 2023
areas for improvement. We would appreciate you bringing any City-related content to our
attention,but you are not required to do so.
The City has the right to—and from time-to-time will—monitor publicly accessible social media.
Although the City will not unlawfully access any material, employees cannot have any
expectation of privacy in anything posted or displayed on publicly accessible social media.
Any information created,transmitted,downloaded,exchanged,or discussed in publicly accessible
social media may be viewed by the City at any time without further notice. The City has the right
and ability to monitor or access anything posted, viewed, transmitted, downloaded or otherwise
communicated to, from, or on the Internet or any social media using City equipment or systems,
and employees'passwords will not prevent such monitoring and access. Employees are personally
responsible for the content they post or display in social media. Remember: Once you post or
display something online,it is no longer under your complete control,may not remain as"private"
as you would like, and may exist forever, even if you attempt to remove or delete it.
Violations of this policy may result in disciplinary action up to and including termination of
employment. Nothing in this policy is, however, intended to prohibit you from disclosing and
discussing your own or other employees' personal information or terms and conditions of
employment—provided you did not come into possession of such information through
unauthorized access or access that you have only as a part of your formal duties for the City. If
you have any questions about this policy, you may contact the Human Resource Department or
the City Attorney.
IX. Electronic Devices, Telephones, and Voicemail
The City's telephone and voicemail systems exist solely for the purpose of furthering the City's
business interests. The City provides access to these systems solely to facilitate the performance
of work. Information created, transmitted, received, or stored using these systems is the City's
property and is accessible to the City. The City can, and will, monitor, access, retrieve, review,
copy and delete material created, transmitted, received, or stored using the City's telephone and
voicemail systems. Users cannot have any expectation of privacy in their use of these systems.
The phone and voicemail systems must not be used to aid,promote,support,or further the interests
of any fund, cause,or activity,any political candidate or party,or any entity,group or organization
(other than the City). The City may tolerate limited, purely personal use of the phone and
voicemail system to communicate regarding issues unrelated to work during non-working time.
The phone and voicemail systems must not be used for any purpose other than performing work
during working time, and users should instruct their friends, family, and acquaintances to refrain
from contacting them via the City's phone or voicemail system. Users who abuse the privilege of
limited personal use of the phone or voicemail system will have their privilege to use these systems
restricted or eliminated, and may be disciplined or terminated.
Users are reminded to be courteous to other users of telephone and voicemail systems and to
conduct themselves in a professional manner. Keep in mind that telephone calls and voicemail are
sometimes misdirected or forwarded and may be heard by persons other than the intended
recipient. Users should treat such communications with no less care,judgment,and responsibility
14 Revised Nov. 2023
than they would use if they were being quoted for the front page of the local newspaper. Users
also should use professional and courteous greetings on their voicemail.
Users must not intercept, eavesdrop on, retrieve, or listen to (or attempt to do any of these things)
any telephone call or voicemail that was not intended for them (in some cases it is a crime to do
so). If a call or voicemail is mistakenly directed to you, you should stop the call or stop listening
to the message as soon as you recognize the error. You should then direct the caller, or forward
the message, to the intended recipient and then delete the message.
To avoid accidentally disclosing message contents to unauthorized listeners,users should not listen
to voicemail messages using the speaker phone feature.
A. City Cell Phones
City cell phones are provided and authorized solely for the purpose of furthering the City's
business interests by facilitating the performance of work. Information created, transmitted,
received,or stored using such cell phones is the City's legitimate business interests. For the same
reason, the City can and will access, retrieve, review, copy and delete anything created,
transmitted, received, or stored using such cell phones. Users cannot have any expectation of
privacy in their use of such cell phones. Employees are reminded of the City's policy against
harassment, discrimination and retaliation in the use of City cell phones.
The telephone numbers associated with City cell phones are solely the City's property. If an
employee leaves the City's employment, the cell phone number associated with any such cell
phone previously used by the employee will not be transferred over to the departing employee for
his or her personal use.
City cell phones should have passwords and other security measures established so as to protect
the City and its Confidential Information(see"Confidential Information"policy).
If an employee discovers that a City cell phone has been lost or stolen, it should be reported
immediately so that service can be immediately turned off and the data wiped clean. If the cell
phone has been lost or damaged,it should be reported immediately to the Information Technology
Director so that a new cell phone can be ordered as a replacement.
B. Use of Cellular Phones, Texting, and E-Mailing While Driving
Employees are prohibited from using any cellular phone while driving a City vehicle or while
driving any other vehicle on City business. This prohibition does not apply to the use of"hands
free"cellular phones,provided such use can be lawfully and safely accomplished. Employees are
strictly prohibited—no exceptions—from"texting,"accessing data, and sending or reading e-mail
and other forms of electronic messages while driving a City vehicle or while driving any other
vehicle on City business. Safety must come before all other concerns. Under no circumstances
are employees permitted to place themselves or anyone else at risk to communicate via mobile
devices. Employees who are charged with traffic violations resulting from the use of mobile
devices while driving will be solely responsible for all fines, penalties, and liabilities that result
15 Revised Nov. 2023
from such actions. Employees who violate this policy will be subject to disciplinary action,up to
and including termination.
C. Computer and Electronic Devices
The City provides computer and electronic device access to employees for City use. The
computers, tablets, iPads and other dual devices as well as all data contained therein are the
property of the City and employees should have no expectation of privacy regarding the
information contained on the system. Denial of service caused by the installation of unauthorized
software that compromises an individual or network system, or virus infections that corrupt or
delete system software or data,is a serious threat to the City's operations. Users shall refrain from
practices that could compromise the availability of computer systems or resources. Making
amendments to computer hardware or software without express authorization from IT may lead to
disciplinary action up to and including termination.
Confidentiality: City data and information stored on computer enterprise systems is considered
confidential. Employees are strictly prohibited, except with prior written approval, from
forwarding from their City email account to personal email account(s) any emails or documents
containing any confidential information, as well as from copying,transferring,or uploading to the
employee's personal cloud-based or online storage accounts (such as a personal Dropbox or
Google Drive account) any documents containing confidential information. Access to City
information involves both trust and responsibility. Users must ensure that private and sensitive
information is not disclosed to unauthorized individuals or organizations that do not have a
legitimate reason for access to the information.
Employment
I. Employment Status
Every employee will be placed in an employment category and classification. Such a designation
determines eligibility for benefits and other purposes. Categories used in these policies include
full-time employees, part-time employees, and temporary employees. All employees will also be
classified as either exempt or non-exempt from the overtime pay provisions of state and federal
law.
A. Categories
Employees are divided into the following categories:
a) Full-Time Employee — Full-time employees are employees who are regularly
scheduled to work at least 30 hours in a standard work week.
b) Part-Time Employee — Part-time employees are employees who are regularly
scheduled to work fewer than 30 hours in a standard work week.
16 Revised Nov. 2023
c) Temporary Employees —A temporary employee is one who is hired with a specific
ending date for his/her position. Temporary employees are generally not eligible for
benefits, except those expressly mandated by federal, state, or local law.
d) Seasonal Employees—An employee hired for a limited period of time, not to exceed
three months or a different duration defined by the employee's Department Head, to
provide work for seasonal needs of the City. Seasonal employees are generally not
eligible for benefits, except those expressly mandated by federal, state, or local law.
Should a seasonal employee remain employed longer than six (6) months, Human
Resources may evaluate whether to separate such seasonal employee from employment
or change the seasonal employee's category to full-time, part-time, or temporary. The
category and status of a seasonal employee who exceeds three months of employment
does not automatically change by virtue of that seasonal employee's length of service.
Any change in category or status must be made expressly, in writing, by Human
Resources.
B. Classifications
a) Exempt Employee—These are salaried employees whose salary and job duties meet
the criteria of one of the exemptions under the Fair Labor Standards Act ("FLSA")
and/or Indiana Code 22-2-2-3. Exempt employees are paid on a salary basis and are
not eligible for overtime pay.
b) Non-Exempt Employee — These are employees whose job duties do not meet the
criteria of one of the exemptions under the FLSA or Indiana Code 22-2-2-3. Non-
exempt employees are paid on an hourly basis and are paid straight time for all time
worked up to 40 hours per week, and one and one-half times their regular rate for any
time worked in excess of 40 hours in a week, and as may otherwise be required by
applicable wage and hour laws. Non-exempt employees must record the number of
hours worked each week. Except as set forth in the employee's written job description
or as notified by the Human Resource Department, all City employees are designated
as non-exempt.
Temporary, seasonal, and part-time employees are not eligible for City benefits or holiday pay.
All employees must provide the Human Resources Department with their current address and
phone number. Changes in this information should be reported within five(5)days of an employee
changing his/her address or phone number. It is also the employee's responsibility to promptly
notify Indiana Public Retirement System (INPRS formerly known as PERF) of any address
changes.
II. Minimum Job Qualifications
It is the responsibility of employees to maintain the minimum qualifications of their position as
established by the Mayor or Department Head and/or mandated by state or federal law. The
Department Heads shall be responsible for ensuring the qualifications and requirements for each
position in their department.
17 Revised Nov. 2023
Employees failing to maintain the minimum qualifications of their position,or who do not comply
with state and federal requirements, may be subject to either termination of employment or a
reduction of position.
If a vacancy exists in a position for which the employee is qualified, the employee may apply for
and be recommended for the position by the Department Head, with final approval granted by the
Mayor.
III. Hiring Procedures
The City is committed to recruiting and selecting qualified applicants to fill vacant positions. An
applicant must meet the minimum job qualifications for a position to be considered a candidate.
Qualification standards may include education and training, licenses and certifications, work
experience, and skills and abilities. All hiring shall be conducted in accordance with the City's
policy of equal employment opportunity to ensure open and fair competition for all applicants.
Generally,position openings are posted to the City's online portal. However,the City is under no
obligation to post all openings. Posting decisions will be made by the Mayor, the Department
Head,and the Department of Human Resources based upon the nature of the position,the required
qualifications, and other relevant considerations. All applicants must meet the qualification
standards for a position before they will be considered. The posting process does not guarantee
that a qualified internal applicant will be selected to fill a position.
Any material misstatement or omission on an application or resume or in the interview process
may result in disqualification of the applicant, or termination of the employee,if/when detected.
The City shall conduct interviews, reference/background checks, and other appropriate pre-
employment tests as necessary to identify the candidate best qualified for the position. All pre-
employment testing will be conducted in compliance with equal employment opportunity laws and
City policy. Former employees who seek re-employment with the City must follow the same
procedures as any other applicant including, but not limited to, background checks and
preemployment drug screens in accordance with applicable federal, state, and/or local law.
IV. Employment of Minors
The City will adhere to all federal and state regulations pertaining to the employment of minors
(i.e., employees under 18 years of age).
A. Work Hour Restrictions
A minor's age limits the number of hours he/she may work in a day. For employees under 18
years of age, all work must be performed outside of school hours and subject to the timing
requirements set forth in Indiana Code §§ 22-2-18.1-12 through 22-2-18.1-22. Minors must
comply with the maximum number of hours they are permitted to work each day, including the
start and ending times they will work each day.
18 Revised Nov. 2023
V. Immigration Law Compliance
The City is committed to employing only United States citizens and aliens who are authorized to
work in the United States. The City does not unlawfully discriminate on the basis of citizenship or
national origin.
In compliance with the Immigration Reform and Control Act of 1986, each new employee must
complete an Employment Eligibility Verification Form I-9 and present documentation establishing
identity and employment eligibility as a condition of employment. Former employees who are
rehired must also complete the form if they have not completed an I-9 with the City within the past
three years, or if their previous I-9 is no longer retained or valid.
Employees with questions on immigration law issues are encouraged to contact their manager or
Director of Human Resources. Employees may raise questions or complaints about immigration
law compliance without fear of reprisal.
VI. Hours of Work
The City shall establish the standard workday,workweek, and starting and quitting times for each
department,taking into account current and anticipated workloads,public service needs, and other
factors. No established schedule shall be construed as a guarantee of work hours or as a restriction
on the City's right to restructure the workday or workweek, so long as such restructuring complies
with any applicable federal and state wage and hour laws.
The City is open for business Monday through Friday, 52 weeks a year unless there is a scheduled
holiday. Contact your Department Head for the hours of operation for your department.
The hours of work, including the workday, workweek, work location, and work shift for all
employees shall be established by the Department Head and based on departmental needs of each
City office or department.
Subject to the discretion of the City, employees may be authorized to take break periods each full
working day. Such breaks shall not interfere with the proper performance of the employee's work
responsibilities, will be set by the Department Head, and are subject to change.
Operational needs and/or emergencies, however, may necessitate the establishment of other work
hours,days, or weeks on a temporary or permanent basis.
A. Timekeeping
Every employee is responsible for the accurate reporting of time worked and leave taken/used.
Every employee who is eligible to earn overtime pay is required to report his/her time worked.
The City must have an accurate record of time worked in order to calculate employee pay and
benefits.
Non-exempt employees must accurately punch in at an in-touch terminal (time clock)or log-in(at
desktop)the time they begin and end their work. They must also record the beginning and ending
time of any split shift or departure from work for personal reasons.
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An employee who fails to punch in or out will be considered either tardy or absent up to the point
where his/her presence can be verified by a supervisor or other documentation. The employee
shall not be paid for any time that cannot be verified.
It is each employee's responsibility to ensure the accuracy of all his/her time. Supervisors are
responsible for reviewing their employee's time records (in the form of a time clock report). It is
the supervisor's responsibility to ensure that time sheets/cards reflect the"actual"hours worked.
Any employee who believes that an improper deduction has been made should notify the Payroll
Department and request an adjustment. All reports of improper deductions will be promptly
investigated. If it is determined that an improper deduction has occurred, the employee shall be
promptly reimbursed for the full amount of the improper deduction.
Each employee is responsible for entering his/her own starting/in and ending/out time in the time
clock and shall not enter time for another employee. Entering time for another employee shall be
considered fraud and may result in discipline up to and including termination of employment for
the employee entering the time as well as the employee receiving the entry of the time.
Altering, falsifying, and/or tampering with time records, entering or recording time on another
employee's time record, or failing to record time worked may result in disciplinary action up to
and including termination of employment.
B. Attendance and Tardiness
Each employee is crucial to the successful completion of the City's daily business. Absenteeism
and tardiness place an undue burden on co-workers and may cause a disruption of services to the
public. Therefore, each employee is expected to be on time and fully prepared to work each and
every day he/she is scheduled to work. Any employee unable to report for work at the scheduled
starting time shall notify his/her supervisor as soon as possible,but always prior to the start of the
scheduled shift. If an employee is unable to notify a supervisor prior to the start of a scheduled
shift due to an emergency, notice must be provided as soon as possible. Failure to provide notice
in accordance with this policy may result in disciplinary action, up to and including immediate
termination.
An excused absence is an absence that is authorized in advance or meets the notification guidelines
determined by the employee's department. Failure to report to work without appropriate
notification and/or satisfactory explanation will count as an unexcused absence. Unexcused
absences will be unpaid and may result in disciplinary action, up to and including immediate
termination.
Late arrival on a regular basis is not acceptable and will not be tolerated. Late arrival is defined
as any situation where an employee reports to work after his/her scheduled starting time.
Whenever a covered, non-exempt employee is late, that employee may be subject to a reduction
in pay corresponding to the amount of time he/she was late, unless he/she provides to the
supervisor a written reason for being late which is deemed acceptable by the supervisor. In
addition, that employee may be subject to appropriate disciplinary action, unless he/she provides
20 Revised Nov. 2023
to the supervisor a written reason for being late which is deemed acceptable by the supervisor. An
unauthorized early departure will also be treated as a tardy.
Supervisors will monitor employee absences, both excused and unexcused, and tardiness. At the
supervisor's discretion,disciplinary action may be initiated for excessive absenteeism or tardiness,
or patterns that indicate abuse of the City's time-off policies. A pattern exists when an employee's
absences or tardiness occur with a common factor (day of the week, day before or after holiday,
on pay day, etc.). The Department Head will review all relevant circumstances to determine
appropriate disciplinary action. A history or pattern of tardiness or excessive absence may be
reflected in an employee's performance evaluations and/or pay increases.
An employee must secure prior approval from the Department Head or designee to work hours
outside of his or her designated shift.
C. Flexible Schedule
Every City employee is expected to report to work, in-person, at his or her designated worksite
each day for which the employee is scheduled to work. However, the City may, at its discretion,
approve certain employees to intermittently perform their work on a flexible schedule if the City
considers such an arrangement to be a viable option. Immediate supervisors may make such
determinations on a case-by-case basis. All flexible schedule arrangements must be approved by
the Department Head and may be revoked at any time for any reason.
Employees must still work the same number of scheduled hours as they would under their
traditional schedule. For example, instead of working 8:00 a.m. to 5:00 p.m., an employee might
arrive at 10:00 a.m. and work until 7:00 p.m.
VII. Remote Work/ Telecommuting
Every City employee is expected to report to work, in-person, at his or her designated worksite
each day for which the employee is scheduled to work. However, the City may, at its discretion,
allow some employees to perform their work on a limited remote work/telecommuting basis
subject to the terms and conditions of this Remote Work/Telecommuting Policy.
The City considers remote work/telecommuting to be a viable option when both the employee and
the functions of the employee's job are suited to such an arrangement. Remote Work/
Telecommuting is not an entitlement or a City-wide benefit, but rather a privilege granted by the
City in its discretion only in appropriate cases where the essential nature of the job will not have
to be changed and where productivity will not be disrupted.
Remote Work/Telecommuting can be informal, such as working from home for a short-term
project or on the road during business travel, or formal, as described below. All informal remote
work/telecommuting arrangements are made on a case-by-case basis. Such informal arrangements
are not the focus of this policy.
All Remote Work/Telecommuting requests are subject to the approval of the employee's
Department Head.
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The City may terminate or amend this Remote Work/Telecommuting Policy at any time for
any reason pursuant to its business needs. Nothing in this Remote Work/Telecommuting
Policy shall alter the at-will status of an employee's employment with the City.
A. Eligibility
Upon request to work remotely/telecommute,the City will evaluate:
(i) the employee's work habits and performance compared to traits customarily
recognized as appropriate for successful telecommuters, such as whether the
employee has demonstrated an ability to work without close supervision and
whether there are any issues regarding absenteeism, poor performance,
insubordination, and/or tampering with City property;
(ii) the employee's job duties and responsibilities, including the amount of interaction
the position requires with others;
(iii) the needs of the department/group;
(iv) the employee's length of service;
(v) the equipment needs for remote work;
(vi) any applicable tax and legal implications; and
(vii) any other information that the City deems important and relevant to a successful
remote work/telecommuting arrangement.
The City may, for instance, deny or limit an employee's request to work remotely/telecommute if
such an arrangement would result in the diminution of the quality or quantity of the employee's,
or other employees', work; prevent any employee from performing all of the functions of his or
her job; or impair collaboration, communication, or training and mentoring between employees.
Requests will be approved on a case-by-case basis by the employee's Department Head.
If approved, the employee and his or her manager will agree on the number of days of
telecommuting allowed each week, the work schedule the employee will customarily maintain,
and the manner and frequency of communication. The work schedule will be put in writing,signed
by both the employee and his or her Department Head and maintained in the employee's personnel
file. The employee agrees to be accessible by phone, email,or other platforms chat(if applicable)
during the agreed-upon work schedule(the employee's"Core"hours). Additionally,the employee
agrees to attend all meetings set by management or required by management unless excused in
writing by a supervisor or the Department Head.
B. Trial Period
Any remote work/telecommuting arrangement made will be on a trial basis, and may be
discontinued,at will,at any time at the discretion of the City. Employees are encouraged to discuss
any progress or problems with the arrangement with their immediate supervisor.
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C. Conditions of Working Remotely/Telecommuting
The employee's duties, responsibilities, and conditions of employment will remain the same as if
the employee was working in-person at the employee's worksite. The employee must be available
and responsive to phone calls,meetings,including on-line meetings(e.g.,Zoom,Microsoft Teams,
etc.),and emails during his or her scheduled work hours. The employee will comply with all local,
state, and federal laws, and the City's policies and procedures while working remotely/
telecommuting.
Employees who are not exempt from the overtime requirements of the Fair Labor Standards Act
will still be required to accurately record all hours worked. Hours worked in excess of those
scheduled per day and per workweek require advance approval from the Department Head. The
employee must take all required meal and rest periods pursuant to applicable federal, state, and
local law.
While working remotely/telecommuting, employees must continue to maintain and protect the
safety and security of the City's network systems and data, and confidential and proprietary
business information. Employees are to always safeguard any equipment issued to the employee
for the performance of working remotely/telecommuting.
D. Designated Workspace
Employees in a remote work/telecommuting arrangement must designate a workspace within the
employee's remote work location for the placement and installation of equipment to be used during
the arrangement. The employee must maintain the workspace in a safe condition, free from
hazards and other potential dangers to the employee and to equipment. The employee cannot
change the remote workspace without the City's approval. The City may make on-site visits to
the employee's remote work location for the purpose of determining that the site is safe, free from
hazards, and to maintain,repair,inspect,or retrieve City-owned equipment, software, data, and/or
supplies. Repeat inspections may occur on an as-needed basis with 48 hours' notice.
The City will not be responsible for costs associated with remodeling, repairs, or modifications to
the designated workspace. The City will supply employees with appropriate office supplies(pens,
paper, etc.) as necessary.
The remote workplace is considered an extension of the City's premises. To ensure employee
health and safety, the City advises employees to use surge protectors, keep walkways clear, and
have sufficient lighting in the workspace. Injuries sustained by the employee while at his or her
designated work area and in conjunction with his or her regular work duties are normally covered
by the City's workers' compensation policy. The City assumes no liability for injuries occurring
in the remote workspace outside the agreed-upon work hours or for injuries occurring outside of
the agreed-upon work hours or for injuries occurring outside of the designated remote workspace
during agreed-upon work hours. The City is not liable for any injuries sustained by visitors to the
employee's worksite. If an employee sustains any injuries in the designated workspace and in
conjunction with their regular work duties,the employee is to notify the Director of Occupational
Safety and Risk Management of such injuries as soon as possible.
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E. Equipment and Supplies
The City will determine, with information supplied by the employee and the supervisor, the
appropriate equipment needs (including hardware, software, and phone) for each remote
work/telecommuting arrangement on a case-by-case basis. The HR and IT departments will serve
as resources in this matter. Equipment supplied by the City remains the property of the City and
will be maintained by the City. Equipment supplied by the employee, if deemed appropriate by
the City, will be maintained by the employee. The City accepts no responsibility for damage or
repairs to employee-owned equipment. Equipment supplied by the City is to be used for business
purposes only and is limited exclusively to authorized persons.
F. Paid Time Off and Other Leave
A remote work/telecommuting arrangement is not a substitute for an employee's use of City-
provided PTO, vacation days, or other leave. The City may terminate a remote work/
telecommuting arrangement where it is determined that an employee is abusing such arrangement
in lieu of using the employee's PTO, vacation days, or other leave. In any such case where an
employee needs to be absent from work due to illness or for another personal reason,the employee
must request use of and use the employee's available PTO or vacation days.
G. Tax Implications
Employee will be solely responsible for tax and other legal implications for the business use of the
employee's home based on Internal Revenue Service (IRS) and state and local government
restrictions.
VIII. Personnel File
Each City employee shall have a personnel file maintained in the Human Resources Department,
which contains information necessary to make employment-related decisions that comply with
legal requirements. A centralized records management system allows the City to establish and
maintain a uniform, complete, and accessible employment record on each City employee and to
develop clear and efficient procedures for processing all employee transactions. These files are
the property of the City. In addition, the City controls access to employee information that is
defined as confidential under law.
A. Access to Files
Employees may view their personnel files at the office of the Human Resources Department upon
request. Employees may also give written authorization for a representative to view their files.
Supervisors are allowed to view the files of personnel who work under their supervision or those
who have applied for a position under their supervision. Other access to personnel files is governed
by applicable law, and all such requests must be made to the Human Resources Department.
Personnel files shall be viewed under general supervision,and personnel files shall not be removed
from the Human Resources Department. Under no circumstances shall personnel files shall ever
leave the control of a Human Resources representative. Copies may be made by the City at the
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request and the expense of the employee,his/her representative, or any other person authorized to
view a file pursuant to the City policy and Indiana Code Chapters 5-14-3 and 5-14-4.
B. Verification of Employment and Reference Checks
All written requests for employment verification shall be directed to the Payroll Department who
will ensure the appropriateness of the request and the accuracy of the information provided.
Reference checks for former employees shall be forwarded to the Human Resource Department,
who will provide appropriate information or designate a Department Head to provide such
information.
C. Public Information in Employee Personnel Files
The following information in an employee's personnel file is public information: An employee's
name, compensation,job title, business address and telephone number,job description, education
and training background, previous work experience, first and last dates of employment,
information relating to the status of any formal charges against the employee, and information
concerning disciplinary actions in which final action has been taken and that resulted in the
employee being disciplined or terminated. Generally, all other employee information is
confidential and shall not be disseminated without first confirming the appropriateness of such
with the City Attorney.
IX. Training
Employees are responsible for maintaining and upgrading job skills. Each individual
administrator, supervisor, and employee bears primary responsibility for maintaining individual
knowledge, skills, and abilities necessary to perform the job and for upgrading skills necessary to
meet technological change or to seek promotion. The City will facilitate those efforts and provide
training periodically. The City offers and requires initial and annual EEO, anti-harassment, and
cybersecurity training.
An employee may pursue independent study or training but may not obligate the City to pay
expenses or compensation without specific advance, written permission. Employees may from
time to time be required to attend job-related training programs, courses, workshops, seminars,
etc. If the Department Head assigns the employee to attend such training, or approves a specific
request from an employee to attend such training, the City shall pay for the cost of such training,
if any.
X. Demotion
A demotion may occur for one of four reasons: (1) an employee's inadequate or unacceptable job
performance; (2) an employee's request for a job move that results in a demotion; (3) the City
makes a change that results in an employee being demoted, such as,but not limited to, changes in
job content or departmental structure (in this case, the demotion is not related to an employee's
job performance); and(4) at the discretion of the Department Head.
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When the demotion is the result of one of the above-mentioned reasons, the employee's
salary/wage may be affected. The employee's Department Head and/or the Director of Human
Resources will notify and discuss the change with the employee.
A temporary assignment to a lower level position which is based upon operational needs is not
considered a demotion.
XI. Performance Evaluations
The Mayor and Department Heads reserve the right to evaluate the performance of employees
within their departments at regular intervals or when deemed necessary.
The intent of performance evaluations is to communicate to employees useful feedback regarding
whether they are maintaining an appropriate level of performance in the essential functions of their
work. Performance evaluations assist the City and its employees in developing and growing
employees' skills, and can help identify areas where employees may need to focus additional
efforts. Although the specific intent of this policy is not to use performance evaluations for the
sole purpose of disciplining employees, performance evaluations may be used as a basis for
corrective action and may be used as a basis for disciplinary action if the employee repeatedly fails
to maintain an acceptable level of performance.
Each employee may be evaluated by his/her supervisor at least once every twelve(12) months.
XII. Corrective Action
All employees are expected to perform their duties in a competent, efficient, and professional
manner. Further, employees are required to act courteously and cooperatively with their fellow
employees,customers,supervisors,and the public. When an employee's conduct falls below these
standards, disciplinary action may be warranted. To the extent that off-duty conduct affects an
employee's fitness for his/her job,impacts an employee's ability to perform the essential functions
of the job or ability to interact with co-workers, or reflects poorly on the City, such conduct may
be subject to disciplinary action, as permitted by law.
Any of the offenses listed below may be sufficiently serious to warrant immediate termination.
For these or any other infractions, supervisors and Department Heads shall administer appropriate
discipline, which may include any or all of the following: coaching/counseling, verbal warning,
written notice,suspension,demotion,or termination.The City's use of different levels of discipline
does not alter the City's policy of employment at will and the City is not required to use progressive
discipline. The City may terminate an individual's employment, or the individual may terminate
his/her own employment, with or without cause and with or without notice, at any time.
A. Disciplinary Offenses
This list is not intended to be an exhaustive list:
• Falsifying time sheet or work records
• Misuse,unauthorized reproduction, or removal of City records or documents
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• Insubordination
• Unauthorized work hours
• Profane,vulgar, or abusive language
• Harassment or discrimination
• Failure to report an occupational injury
• Failure to follow established work procedures
• Unauthorized use or removal of City property
• Negligent or willful destruction of City property or malicious damage to City
property
• Use or possession of illegal drugs or alcohol on the job
• Unlawful possession or use of firearms or explosives
• Fighting on City time or on City property
• Threatening or doing bodily harm to a co-worker or a member of the public
• Bullying, intimidating, or otherwise creating a hostile work environment
• Lewd or indecent behavior
• Absenteeism,tardiness, or failure to report absence properly or in a timely manner
• Leaving work station during regular working hours without permission
• Inappropriate use of City telephones (including voice mail)or computer systems
(including email) and equipment
• Smoking in prohibited areas
• Sleeping on the job
• Violations of safety rules
• Unlawful gambling on City property
• Disclosure of Confidential Information(see"Confidential Information"policy)
• Unsatisfactory job performance
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• Failure to comply with City or department policies, rules, regulations, or
applicable law
XIII. Resignation
In the event that an employee intends to resign, he/she should notify his/her supervisor and/or
Elected Official or Department Head, as appropriate, in writing at least two (2) weeks in advance
of the effective date in order to assure continuity of operations. Once notice has been given it is
preferred that the employee work those last two weeks unless the City determines that the final
day be sooner.
XIV. Employee Exit Process
An employee who separates from the City, for whatever reason, will be asked to meet with a
representative of the Human Resources Department on or before the last day of employment. The
exit interview is designed to provide for the uniform treatment of departing employees. The exit
process serves as an opportunity to advise employees of their rights and eligibility for benefits,
collect City property, identify and resolve management concerns, and serve as a means to collect
data on separations as a basis for analyzing trends in turnover.
The official date of separation is the last day employee is on payroll. Benefits are calculated up to
and including that date. If the employee is on leave when a resignation is tendered or an employee
is involuntarily terminated, the effective date will be the date the City is notified of the intent to
resign or the date of the termination.
XV. Professional Appearance
Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and
affect the business image the City presents to the public. During business hours or when
representing the City, employees are expected to present a clean, neat, and professional
appearance. Employees should dress and groom themselves accordingly and to the requirements
of the position and accepted social standards. Generally, employees should strive for a neat and
business-like appearance on the job. Flashy, ill-fitting, revealing, offensive, and other non-
businesslike and distracting clothing is unacceptable. When in doubt, an employee should ask
his/her supervisor in advance to determine appropriateness.
An employee who reports to work inappropriately attired or groomed will be sent home and
directed to return in compliance with departmental standards. Under such circumstances the
employee will not be compensated for the time away from work.
Each department may establish its own dress code/guidelines, consistent with the unique business
needs and activities of the department. Employees in positions requiring safety apparel are
obligated to follow all instructions and requirements for use of special apparel and other personal
protective equipment(PPE).
The City will not enforce this policy in violation of any federal, state, or local equal employment
opportunity laws. The City will provide reasonable accommodations to this policy for an
28 Revised Nov. 2023
employee's religious beliefs and practices,medical needs,or other protected reasons,provided the
requested accommodation does not create an undue hardship for the City and/or does not pose a
direct threat to the health or safety of others in the workplace and/or the individual. Employees
believing that they may require an accommodation of the dress code/guidelines should contact the
Human Resources Department. Once the City is aware of the need for an accommodation, the
City will engage in an interactive process to identify possible accommodations.
XVI. Uniforms and Uniform Allowance
Some employees are provided uniforms, which must be worn while on duty. Employees must
keep such uniforms in a neat and clean condition. Uniforms provided by the City shall be taxed
according to IRS regulations. If a uniform is considered by the IRS to be `adaptable' to street
wear, it will be considered a taxable fringe benefit and taxed accordingly.
Some employees may receive a uniform allowance for purchasing uniforms and will be taxed
according to IRS regulations.
XVII. Virtual Meetings
Employees may be required to participate in virtual meetings in the course of their work,especially
employees who have a remote work/telecommuting arrangement with the City. Turning on video
is encouraged and will be required for specific meetings to promote teamwork and collaboration.
Casual dress is acceptable; however, the City expects employees to use discretion and conform to
the City's Professional Appearance Policy herein when meeting with vendors or personnel who
do not work for the City. Use of the City Logo for a background screen should be used when
possible.
The City understands some distractions are unavoidable during virtual meetings (e.g., ringing
phones,unexpected road noise, etc.). However, employees must take precautions to mitigate any
distractions within their control prior to the beginning of a shift or meeting. For example, there
should be no music or television sounds in the background during meetings. Employees should
avoid eating during a virtual meeting unless invited to do so by the meeting host. Smoking or
vaping is not permitted during virtual meetings.
XVIII. Outside Employment
Employment"conflicts"as set forth in this policy arise when a second job impairs the employee's
ability to perform the duties of his/her position.
Full-time employment by the City shall be considered the employee's primary occupation,taking
precedence over all other occupations. Outside employment, or moonlighting, shall be a concern
to the Department Head only if it adversely affects the job performance of the employee's City
job.
If the employee's outside employment adversely affects the employee's job performance, is a
conflict of interest,or otherwise interferes with the business of the City,it is within the Department
29 Revised Nov. 2023
Head's discretion to discipline or discharge the employee in a manner that is otherwise consistent
with the policies set forth in this Policy Manual.
XIX. Pay
A. Payroll
Payroll is paid on a semi-monthly or weekly basis. All required deductions will be made according
to the law. The hours worked are provided to payroll through the City's timekeeping system. If
an employee believes that he or she has not received proper pay or an improper deduction has been
made, the employee should immediately contact his or her direct supervisor and the Finance-
Payroll Manager to initiate an inquiry. Any appropriate corrections will be made in the next pay
period.
B. Overtime
The Department Heads shall attempt to distribute overtime as equally and as practicable as possible
to qualified employees within classifications in which overtime is required.
Straight time will be paid to hourly non-exempt employees working forty (40) hours or less per
work week. Work performed by non-exempt employees in excess of forty (40) hours in a work
week will be considered overtime and will be paid at the rate of time and one-half the employee's
regular rate of pay for hours actually worked over forty(40)hours. Benefit hours(PTO,vacation,
holidays, etc.) are not considered time worked for computing overtime.
The City may utilize"time-off"or flexible hours in order to avoid having non-exempt employees
work in excess of forty(40)hours in a workweek. The Department Head must approve flextime
scheduling.
Employees may be required to work in excess of the normal workday or workweek to meet
operational demands. Overtime will be paid under the guidelines set out by the Fair Labor
Standards Act(FLSA) and paid accordingly. Eligibility for overtime shall be based upon all hours
in"active pay status."
Employees cannot be required to arrive early, stay after a scheduled shift,or use their unpaid meal
time to perform work related activities without being compensated for the additional time.
Employees must have prior approval from their supervisor before working overtime, except in an
emergency. Unauthorized overtime work may lead to disciplinary action, up to and including
immediate termination. In calculating overtime compensation for employees,the City shall always
comply with the provisions of the FLSA. Certain positions in management are exempt from the
overtime provisions of FLSA.
The City will comply with all applicable provisions of the FLSA and Indiana Wage and Hour
Laws.
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C. Overtime and Other Pay Provisions While in Travel Status
For nonexempt employees' attendance at seminars, conferences, or other off site work meetings,
the travel time will start and end from the usual workplace or residence of the employee,whichever
is closer to the travel destination. If the travel time extends beyond normal work hours, any
nonexempt employee is eligible for compensation for the additional hours. If an employee is
required to report to the office at the start of the workday, then all travel time thereafter is
compensable unless there is an overnight stay.
If meals and other events were included as part of the lecture, training, conference, seminar, etc. a
nonexempt employee would be compensated for allotted time spent participating. However,if the
event involves evening or social events that are optional or voluntary then the time is not
compensable. If the attendee were on his/her own for lunch or dinner, time spent would not be
compensable. Meal periods while travelling during which employees are relieved of all duties and
are free to eat are not compensable. Time spent travelling to the airport is normally non-
compensable unless the employee has already commuted to work for the day or is traveling to the
airport from the office or from home after a day's work.
Time spent in a hotel and otherwise free of duties is not compensable working time.
For overnight travel to attend a meeting, the full work-related agenda period is considered work
time. This includes meal times that are imbedded within the meeting such as lunch time or required
"working breakfast or lunches"where business is conducted. If breakfast was available before the
start of business agenda,the breakfast time would not be considered work time. If a lunch, dinner,
or after meeting activity is primarily of a social nature and not mandatory, it would not be
considered work time. Meeting preparation and support activities taking place outside of the
normal trip agenda would be considered work time.
An employee may be reimbursed for mileage at the federal government mileage rate for the use of
privately owned automobiles for official business. However, such reimbursement may be made
only if the employee carries motor vehicle liability insurance as required by law, demonstrates
proof of such when requested, and maintains a valid driver's license.
An employee must file all receipts on a designated claim form. The employee must state the origin
and destination of each trip in sufficient detail to account for the mileage claimed. No
reimbursements are payable for travel between home and office. Travel expense reports, which
include travel expenses, incurred more than thirty (30) days before the voucher date must be
accompanied by a letter of explanation detailing the reason. Claims must be turned into the Fiscal
Officer within seven (7) days of the trip. Charges for parking are reimbursable on any day when
an employee is entitled to claim reimbursement for mileage.
Personal expenses incurred in traveling are not reimbursable,including but not limited to,personal
telephone calls, laundry, entertainment, and alcoholic beverages.
For additional information, please refer to the City Travel Ordinance.
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D. On Call Pay
Animal Shelter,Engineering,and Wastewater positions designated by their respective Department
Heads are required to be on call and to provide regular services after normal working/scheduled
hours. For purposes of this policy, "on—call" shall refer to time required of an employee to be
accessible by phone and available to report to work as required within 30 minutes of contact for
work outside of regularly scheduled work hours.
Hourly employees serving on call and providing regularly prescribed services will be paid an on-
call stipend. The amount to be paid will be $100.00 per pay week for the primary on call and
$50.00 per pay week for the secondary on call. The on-call pay will be paid per pay week,
regardless of whether the on call hourly employee is ultimately called out.
If an hourly employee is called out while on call,he/she shall be paid a minimum of two(2)hours
or the total hours worked, whichever is greater.
E. Fair Labor Standards Act and Exempt Employees
It is the City's policy to comply with the requirements of the FLSA. Therefore, as stated above,
the City prohibits all managers from making any improper deductions from the salaries of exempt
employees. The City does not allow deductions that violate the FLSA. If an exempt employee
believes that there has been an improper deduction made, the employee should immediately
contact his or her direct supervisor and the Human Resources Department who will make any
appropriate corrections on the next pay period.
F. Garnishments
A court ordered legal claim against the wages of an employee by a creditor for nonpayment of a
debt by legal authority is a garnishment and shall be recognized and executed by the City. When
a garnishment is received for an employee, the Finance Department will notify the employee.
XX. Health/Safety & Risk Management
A. Office of Health, Safety, and Risk Management
The Safety Department is located within the Human Resources Department. The office
responsibilities include the overall management of risk to the City and its employees; included in
this mission is the management of Health and Safety programs. In order to achieve this mission,
the office will work with all City Department Heads,partners, and other stakeholders.
The Safety Department is directly responsible for formulating comprehensive City-wide policies
to enhance and ensure the safe and healthy working environment for all City employees. The
office also handles all Commercial Driver's license requirements and Workers' Compensation
issues. This office will also serve in an advisory capacity to the City Executives as needed in order
to identify and manage all forms of risk.
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B. Occupational Safety and Health
In accordance with the Occupational Safety and Health Act of 1970 (OSHA) and the Indiana
Occupational Safety and Health Act (IOSHA), the City of Jeffersonville has established that as a
matter of policy, a safe and healthful workplace shall be provided for all employees. The Mayor
has the ultimate responsibility and authority for compliance with the federal and state laws
pertaining to Occupational Safety and Health.
Compliance with safety and health rules and practices are a condition of employment. Department
Heads,managers, supervisors, and the Director of Occupational Safety and Risk Management are
responsible for implementation and enforcement of the safety, health, and risk management
policies.
Each employee shall work in a safe manner and conduct his/her duties and responsibilities in
accordance with City policies
Any incidents, hazards, or unsafe conditions of equipment are to be reported to a supervisor or a
manager to be corrected. The Director of Occupational Safety and Risk Management has been
designated the central point of contact for OSHA/IOSHA issues. He/she will be responsible
directly to the Director of Human Resources for implementation of the OSHA/IOSHA safety
programs and standards. Nothing in this appointment shall reduce the responsibility or authority
of Department Heads, Managers, and/or Supervisors from the effective and ongoing performance
of OSHA/IOSHA requirements.
The City's compliance with applicable safety and health regulations, standards, and laws, such as
those set forth by OSHA/IOSHA, shall be monitored, documented,reviewed, and enforced by the
Office of Safety Management. All Department Heads,managers, and supervisors are responsible
for ensuring that the safety and health policies set forth by the City, State of Indiana, and other
applicable agencies are implemented and enforced. The Office of Safety Management is
authorized to establish such administrative and record-keeping procedures as may be necessary to
effectively evaluate and respond to the safety and health of City work places and safe working
standards and training, which involves all City employees regarding effective compliance with
OSHA/IOSHA.
XXI. Workers' Compensation
All employees are covered under the workers' compensation laws of the State of Indiana for most
job related injuries or illnesses that occur during the course of employment. Workers'
Compensation benefits include payment of medical expenses and income replacement (except
positions covered by Collective Bargaining Agreements) if the employee is unable to work.
All work-related injuries and illnesses for which treatment is necessary shall be recorded on the
First Report of Injury/Illness form and submitted to the Director of Occupational Safety and Risk
Management within one(1)business day of the injury/illness or as soon as the employee becomes
aware of the injury or illness.
33 Revised Nov. 2023
The City has the right to direct the treatment of work-related injuries. Initial treatment must be
provided by the City's designated facility. In the event of an emergency, the employee should be
seen at the nearest emergency room. An employee who chooses to obtain treatment for a work-
related injury or illness from his/her own personal physician, or other provider,will not be eligible
from the City's health plan or from the City's workers' compensation plan.
The City is not responsible for accidents or injuries suffered by employees while on City premises
unless the employee is acting within the scope of his/her employment,or at the directions of his/her
supervisor, and is conducting City business. Additionally, attendance at City-sponsored events is
voluntary and is not covered by workers' compensation insurance.
Workers' compensation eligibility and benefits are determined by state law and by the
vendor contract as approved by the Board of Public Works and Safety.
XXII. Family Medical Leave
Family and Medical Leave Act("FMLA")Leave: The City complies with the Family and Medical
Leave Act of 1993, as amended (FMLA). Some state and local governments have enacted laws
similar to the FMLA. Facilities located in areas subject to such laws will also comply with such
laws. Contact Human Resources with any questions or for more information.
A. Responsibilities
The City's Human Resources Department is responsible for maintenance and administration of
this policy. This includes responsibility for receiving employees' FMLA requests, providing
employees with the appropriate (and up-to-date) notices and forms, and responding to basic
questions regarding this policy. The Human Resources Department is also responsible for
ensuring that a copy of the most recent version of this policy is provided to each employee hired
on or after the date of its implementation.
B. Policy
The FMLA provides eligible employees the opportunity to take unpaid, job-protected leave for
certain specified reasons. Any employee who has questions about this policy should contact the
Human Resource Department for guidance.
The City will not interfere with, restrain, or deny an eligible employee's use of FMLA leave. No
employee will be retaliated or discriminated against for exercising his/her FMLA rights. Any
employee who believes he/she has experienced or witnessed any such retaliation or discrimination
should immediately report it to his/her manager or the Human Resources Department.
Qualifying Reason for FMLA Leave: Eligible employees may take up to 12 weeks (cumulative)
of unpaid FMLA leave per year for any of the following reasons:
1) For incapacity due to pregnancy, prenatal medical care, or childbirth (up to 12
weeks);
34 Revised Nov. 2023
2) To care for the employee's child following birth, or following placement of a child
with the employee for adoption or foster care (up to 12 weeks, during the 12 months
following the birth,placement, or adoption);
3) To care for an immediate family member(i.e.,employee's spouse,child,or parent)
with a serious health condition(up to 12 weeks);
4) For the employee's own serious health condition that makes the employee unable
to perform his/her job (up to 12 weeks);
5) "Qualifying Exigency Leave"to address certain qualifying exigencies arising out
of the employee's spouse, son, daughter, or parent's covered active duty, or receipt of
notice of an impending call or order to covered active duty in the Armed Forces (up to 12
weeks); or
6) "Military Caregiver Leave" to care for a covered service member with a serious
injury or illness related to certain types of military service (up to 26 weeks per year may
be taken for this purpose).
The maximum amount of leave that may be taken in any 12-month period—for all reasons
combined—is 12 weeks, with one exception. For leave to care for a covered service member, the
maximum combined leave entitlement is 26 weeks, with leaves for all other reasons constituting
no more than 12 of those 26 weeks.
The City measures the 12-month period in which leave is taken by the"rolling" 12-month method,
measured backward from the date of any FMLA leave, with one exception. For leave to care for
a covered service member, the City calculates the 12-month period beginning on the first day the
eligible employee takes FMLA leave to care for a covered service member and ends 12 months
after that date. FMLA leave for the birth or placement of a child for adoption or foster care must
be concluded within 12 months of the birth or placement.
Employee Eligibility: To be eligible for FMLA leave, an employee must meet all of the following
criteria:
1) Have worked at least 12 months for the City in the preceding seven (7) years (limited
exceptions apply to this requirement);
2) Have worked at least 1,250 hours for the City during the preceding 12 months; and
3) Currently work at a location where there are at least 50 City employees working within 75
miles.
If you do not meet all of these criteria, you are not eligible for FMLA leave.
Relationship to Paid Leave: FMLA leave is generally unpaid. The City requires, however, that
employees use any available paid leave(such as PTO/Vacation/Sick)concurrently with the FMLA
leave. Once an employee has exhausted all available paid leave, any remaining period of FMLA
leave shall be unpaid. Vacation benefits will be pro-rated and personal days will accrue.
35 Revised Nov. 2023
1) Exception: Leave pursuant to a disability plan (e.g., short term disability or workers
compensation leave) is considered paid leave. Leave that is covered by a disability plan will be
designated as FMLA leave and the two shall run concurrently until the disability plan leave ends
or the employee's FMLA leave is exhausted, whichever comes first. Employees will be allowed
to use any available paid leave(e.g., PTONacation) during any period of disability plan leave.
2) Holidays: Eligibility for holiday pay will be determined according to the same rules
applicable to employees who are absent(with excuse)for any other reason on or immediately prior
to or following a holiday. Any holiday that occurs during a week which is designated as FMLA
leave will be counted against the employee's available FMLA leave. If,however, an employee is
using FMLA leave intermittently, a holiday will be counted as FMLA leave only if the employee
was scheduled and expected to work during the holiday.
Maintenance of Benefits: Except as required or permitted by law, if you and/or your family
participate in the City's benefits plans(e.g.,medical,dental, life,or disability insurance plans),the
City will continue paying its portion (if any) of the premiums for such plans during your FMLA
leave on the same terms as if you had continued working. You, however, are responsible for
continuing to pay your portion (if any) of the applicable premiums as though you were actively
working (and for making any such arrangements). Failure to pay your premium contributions
when and as required may result in cancellation of your benefit coverage. In some circumstances,
they may agree to pay an employee's share of such premiums during the employee's FMLA
absence. In such cases, those premium payments may(to the extent allowed by law)be deducted
from the employee's first paycheck following the employee's return to work(and from subsequent
paychecks if necessary). In the event the employee does not return to work,the premium payments
may (to the extent allowed by law) be deducted from the employee's final pay check. The
employee shall owe a legally collectible debt to the City for any portion of such premium payments
that cannot be deducted from the employee's paychecks. In some instances, the City may recover
premiums it paid to maintain health coverage or other benefits for you and your family.
Notice and Medical Certification: Employees seeking FMLA leave must comply with the
following requirements:
• You must provide the City's Human Resources Department sufficient information for us
to determine whether the requested leave may qualify for FMLA protection and the anticipated
timing and duration of the leave. Sufficient information may include that you are unable to
perform job functions, a family member is unable to perform daily activities, the need for
hospitalization or continuing treatment by a health care provider, or circumstances supporting the
need for military family leave. You must also inform the City's Human Resources Department if
the requested leave is for a reason for which FMLA leave was previously taken or certified.
• If the need for leave is foreseeable, you must provide this information to your Human
Resources Department at least thirty(30) days in advance of the anticipated beginning date of the
leave. If the need for leave is not foreseeable, you must (absent unusual circumstances) provide
this information to the Human Resource Department as soon as is practicable and in compliance
with the City's normal call-in procedures (this typically means that you must notify your
supervisor, manager, or Human Resources Department by telephone or e-mail as soon as
36 Revised Nov. 2023
practicable). When giving notice of your need for FMLA leave, you should request the FMLA
application forms from your Human Resources Department.
• You must provide your Human Resources Department with a medical certification
supporting the need for leave due to a serious health condition affecting you or an immediate
family member. The City will give you a medical certification form (Form WH-380-E,
WH-380-F, WH-384 or WH-385, depending on the type of leave requested). You and your (or
your family member's) health care provider must complete the form and return it to the Human
Resource Department within 15 calendar days of the City's request for certification (additional
time may be permitted in some circumstances). Second or third medical opinions and periodic re-
certifications may also be required. If you fail to provide a required certification or re-certification,
the City may delay the commencement of your leave, withdraw any designation of FMLA leave,
or deny the leave,in which case your absence from work would be treated as unexcused and could
result in corrective action or termination of employment.
• If the City determines that an employee's leave will be designated as FMLA-protected,the
City will notify the employee of such designation(using Form WH-382 or its equivalent)and will,
to the extent possible,state the amount of leave that will be counted against the employee's FMLA
leave entitlement. If the City determines that the requested leave is not FMLA-protected,the City
will notify the employee of such determination.
• If requested,you must provide periodic reports to the Human Resources Department during
the leave regarding your status and your intent to return to work.
• If you need an extension of the leave beyond the originally projected return-to-work date,
you must notify the Human Resources Department as far in advance as possible and must receive
the necessary approval.
• You must provide the Human Resources Department with a medical certification of fitness
for duty prior to returning to work (if the leave was for your own serious health condition). The
City requires such certification to assess whether you can perform the essential functions of your
position with or without reasonable accommodation.
Failure to comply with the foregoing requirements—in whole or in part—may result in delay or
denial of leave or disciplinary action, up to and including termination.
Job Restoration: Except as otherwise provided by law,upon returning from FMLA leave,eligible
employees will be restored to their original job or to an equivalent job with equivalent pay,
benefits, and other terms and conditions of employment. Restoration may not be possible if, for
example, the employee's position has been eliminated. Additionally, certain key employees may
not be entitled to job restoration under certain conditions. If you are a key employee, you will be
notified of such status. Use of FMLA leave will not affect the calculation of an employee's
seniority or years of service.
Failure to Return After FMLA Leave: Any employee who fails to return to work as scheduled
after FMLA leave or exceeds the 12-week FMLA entitlement(or in the case of military caregiver
leave, the 26-week FMLA entitlement), will be subject to the City's standard leave of absence,
attendance, and corrective action policies. This may result in termination if you have no other
37 Revised Nov. 2023
City-provided leave available to you that applies to your continued absence. Likewise, following
the conclusion of your FMLA leave, the City's obligation to maintain your group health plan
benefits ends(subject to any applicable COBRA rights).
Other Employment: The City prohibits employees from other employment during any period of
FMLA leave. Violation of this prohibition may result in disciplinary action or termination of
employment.
Consequences of Abuse or Non-Compliance: Employees may be subject to corrective action or
termination for:
• Failing to return to work as scheduled following the end of an approved
FMLA leave period;
• Providing false or misleading information, or omitting information, in
connection with an FMLA request or FMLA leave period;
• Violation of any of the City's rules and regulations relating to leave; or
• Violation of any City policy or performance standard.
Employees'FMLA Enforcement Rights: It is unlawful for any employer to interfere with,restrain,
or deny the exercise of any right provided under the FMLA,or to terminate or discriminate against
any person for opposing any practice made unlawful by FMLA or for involvement in any
proceeding under or relating to FMLA. While the City encourages employees to bring any
concerns or complaints about compliance with the FMLA to the attention of the Human Resources
Department, employees also have the right to file a complaint with the U.S. Department of Labor
or to bring a private lawsuit for violations of this law. The FMLA does not affect any federal or
state law prohibiting discrimination or supersede any state or local law or collective bargaining
agreement which provides greater family or medical leave rights. Unless otherwise required by
law, any leave taken pursuant to a state or local law similar to the FMLA (including the FMLA's
"military"provisions) shall run concurrently with FMLA leave.
XXIII. Employee Vehicle Policy and Procedures
Employees may,upon written direction or approval of the Mayor or his designee,be assigned use
of a City vehicle on a permanent or semi-permanent basis. An employee assigned a city vehicle
shall comply with the following provisions.
Applicability
This policy and procedures shall apply to all Civilian employees of the City when assigned a City
vehicle. The Police and Fire Departments shall adopt a separate policy and procedures for the
assignment, operation, and maintenance of its vehicles.
Use of City Vehicles
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1. Only City employees, possessing a valid driver's license appropriate for the vehicle, are
authorized to operate City vehicles.
2. Employees shall not operate a City vehicle while under the influence of drugs or alcohol
to the extent their ability to drive is impaired.
3. Employees shall not transport any persons other than his/her spouse, his/her children, or
other City employees in a City vehicle except in the course of official business.
4. Employees and authorized passengers are expected to observe all traffic regulations,
including seatbelt usage and all policies and procedures of the City while operating a City
vehicle.
5. All incidents involving City vehicles must be reported to the law enforcement office of the
appropriate jurisdiction, the employee's supervisor, and to the Director of Occupational
Health and Safety immediately. Employees must provide copies of any accident reports,
citations, etc., concerning the vehicle to their supervisor and the Director of Occupational
Health and Safety.
6. Employees shall not operate their vehicles in such a way as to cause public criticism or
nuisance. This includes vehicle parking when not in use.
7. Employees are expressly prohibited from making any cosmetic or mechanical
modifications to any City owned vehicle without the prior approval of Department of
Vehicle Maintenance. Vehicle Maintenance reserves the right to remove any or all
modifications that may impair the vehicles safety or usefulness and or cosmetic changes
that are not in keeping with City policy.
8. City vehicles may only be used for official city related business with the exception of
authorized Take-Home City vehicles assigned pursuant to the policy below.
9. Unattended City vehicles shall be legally parked and locked at all times, except in
emergency circumstances. Employees shall not leave sensitive information or public
documents (other than reference material)in the City vehicle while off duty.
10. Tobacco products shall not be used in the City vehicle at any time.
Take-Home Vehicles
Certain employees may qualify for a Take-Home City vehicle if it is determined by his/her
supervisor or the Mayor that a City vehicle is necessary for work purposes, for their daily work or
on-call status, or the employee is supposed to receive the use of a vehicle as a benefit.
It is expected that the use of Take-Home City vehicles will be limited for personal purposes on a
de minimis basis, such as an occasional use for an occasional personal errand while using the take-
home vehicle for City purposes or during a commute to or from work.
39 Revised Nov. 2023
An exception to this personal use limitation on take-home City vehicles is when the employee's
supervisor and Mayor have determined that use of the City vehicle will not be restricted from
personal use. Such determination will be done on a case-by-case basis.
Maintenance of Vehicles
Employees are responsible for ensuring the assigned City vehicle is maintained. Scheduled
maintenance will be coordinated with the Department of Vehicle Maintenance. Employees will
be responsible for routine maintenance, such as checking the tire pressure, all fluid levels, etc.
Employees may be subject to disciplinary action for failing to adequately maintain their City
vehicle in proper working order or if there are sign of mechanical abuse or uncleanliness. All
vehicle maintenance shall occur on duty. No compensation will be made for any maintenance
performed off duty.
City vehicles should be fueled at the Department of Vehicle Maintenance fueling station,whenever
practical. Reimbursement for any other fuel purchase may be denied.
City vehicles,with the exception of those vehicles titled or registered with the Jeffersonville Police
Department, shall be identified as being a City of Jeffersonville vehicle in a manner to comply
with the intent of Ordinance Nos. 2007-OR-45 and 2015- OR-40.
Compliance with IRS Rules
The assignment of a take-home City vehicle may result in taxable income to the employee pursuant
to the IRS rules. Typically, qualified non-personal use vehicles (such as an ambulance, bus, or
other vehicle whose design would make the vehicle unlikely to be able to be used personally) are
exempt from taxation, while use of other vehicles may result in the attribution of taxable income.
The City of Jeffersonville will implement and comply with those applicable IRS rules and
regulations that may result in the use of a take-home city vehicle as taxable income for the
employee.
Disciplinary Action
Each employee assigned a City vehicle shall acknowledge in writing he/she has read and received
a copy of this policy manual, including this policy and procedures. Violations of this policy and
procedures may result in disciplinary action and could result in the revocation of City vehicle or
Take-Home Vehicle privileges. Additionally, the City reserves the right to revoke an employee's
vehicle privileges based upon the results of an annual Motor Vehicle Report as determined by the
City's Director of Occupational Health and Safety.
XXIV. City Property, Equipment, and Vehicles
Employees are prohibited from using and loaning City vehicles, materials, tools, equipment, and
labor for personal or private use,regardless of whether it is during work or non-work time.
Employees may not expend labor during scheduled work hours for work not related to City
business. This prohibits any employee from performing private work for himself/herself, another
employer, employee, or a non-employee.
40 Revised Nov. 2023
XXV. Solicitation and Distribution
Solicitation of any person to join,support,or contribute to any fund,organization,cause,or activity
is prohibited when either the person being solicited or the person doing the soliciting is on working
time. Distribution of literature is prohibited during working time and is prohibited in work areas
at all times. Except as may otherwise be provided by law, solicitation and distribution by non-
employees is prohibited on the City's property at all times.
For purposes of this policy, working time does not include break periods, meal periods, or other
times when employees are not expected to be performing their job duties. Work areas are those
areas where the City's business activities are conducted. These include all work areas, service
areas,storage areas,and office areas. Work areas do not include break areas or parking lots,except
when work is being performed in such areas. This policy shall not be construed or applied to
interfere with or restrict any party's rights under Section 7 of the NLRA in any matter.
XXVI. Confidential Information
In the course of employment with the City of Jeffersonville, an employee may have access to
information which is confidential including, but not limited to, information about new City
projects, accounting records,personnel records, the community, and their families. An employee
shall not use, disclose, or divulge the confidential information to any third party without prior
authorization.
The unauthorized removal, duplication, or disclosure of municipal records is forbidden. All
records generated at the workplace or pursuant to an employee's job duties are the property of the
City.
Nothing in this Policy Manual is intended to prohibit an employee from disclosing and discussing
his/her own or other employees' personal, confidential information, or other terms and conditions
of employment,provided the employee did not come into possession of such information through
unauthorized access or access that the employee has only as a part of his/her formal duties for the
City.
XXVII. Weather/Civil Emergencies
The Mayor may declare the City closed for general business purposes due to weather, special
events, or for the general health, safety, and welfare of City employees. All such closures will be
posted on the City's website (www.cityofjeff.net) and may also appear on various radio or
television broadcasts.
For emergency purposes, each position shall be designated as "essential"or"non-essential." The
designation will bear no relationship to the value of the positions or the individual who holds the
position. It is strictly a function of whether the position involves tasks that impact public health
and safety and which tasks must be performed regardless of the circumstances.
41 Revised Nov. 2023
Essential civilian employees generally include all Street Department employees and those in the
Wastewater Department who are required to maintain operations. The Mayor and Department
Heads may designate other positions"essential"as circumstances dictate.
Non-essential employees are not required to report to work in emergency situations declared by
the Mayor unless they are specifically requested to do so by their Department Head,in which case
they will be treated as essential employees. Non-essential full-time employees who are not called
to work shall receive their regular pay for the emergency day(s).
If any employee reports to work and the facility/department is later closed due to an emergency
after his/her arrival,he/she shall be paid for a full workday without any reduction in PTO/Vacation
time. However, if a full-time employee does not report to work on a day in which the
facility/department is later closed, time missed will be charged to the employee's PTO/Vacation
or will be treated as time without pay. Under certain circumstances, the Department Head may
allow the employee to make up the time missed. If a part-time employee cannot report to work,
time missed shall be without pay.
A non-essential civilian employee shall not be charged PTO/Vacation leave during a declared
emergency. Essential and non-essential employees who are not scheduled to work during the
emergency and who do not work during the emergency shall not receive any compensation for the
time of the declared emergency.
Although every attempt will be made to treat employees fairly and equitably, the nature of
unplanned closures and the circumstances that necessitate them may not allow for all employees
to be treated identically. The Human Resources Department and Finance Director will be
responsible for ensuring that compensation for declared emergency closures is handled as
consistently as possible given the uniqueness of the event.
A. Emergency Call In
If an hourly employee is called to work by an authorized individual during an emergency, he/she
will be paid a minimum of two(2)hours. The employee will receive time and one-half for actual
hours worked. If the employee works less than two hours, he/she will receive time and one-half
(1 Y2) for actual time worked and the difference between the amount of actual time worked and
two hours at straight time. If an employee is called in on an emergency basis in a workweek that
includes a holiday, that holiday will be used as time worked when calculating overtime.
This Emergency Call In policy shall be superseded by any ordinance of the City of Jeffersonville
which is inconsistent with this policy.
42 Revised Nov. 2023
City of Jeffersonville
2024 Employee Benefits Section
2024-R- 12
Time Off and Leave
I. Leave Accruals
Paid leave accrual totals in the timekeeping system(i.e.,vacation or personal time)will be updated
every Friday and will reflect the total as of the closing date of the pay period.
It is the responsibility of each employee to review their paid leave accrual totals listed on the
paystub for accuracy and report any suspected errors to their Department's timekeeper within thirty
(30) days of the alleged error. Any alleged errors not reported within thirty (30) days will be
considered waived and will not be subject to an adjustment.
Once the Department timekeeper receives notice of the suspected leave accrual error, it is his/her
responsibility to notify the Payroll Manager to investigate the allegations in a timely manner and
submit an hour balance adjustment, if warranted.
II. Holidays
Full-time employees are eligible for the following holidays: (Subject to change annually)
1. New Year's Day January 1st
2. Martin Luther King Day Third Monday in January
3. President's Day Third Monday in February
4. Good Friday Friday before Easter
5. Primary Election Day First Tuesday in May following the first Monday
6. Memorial Day Last Monday in May
7. Juneteenth June 19th
8. Independence Day July 4th
9. Labor Day First Monday in September
10. Columbus Day Second Monday in October
11. General Election Day First Tuesday in November following the first Monday
12. Veteran's Day November l lth
13 Thanksgiving(3 days) 4th Wednesday, Thursday, and Friday in November
14. Christmas Eve December 24th
15. Christmas Day December 25th
16. New Year's Eve December 31st
All holidays are approved annually by the Board of Public Works.
Temporary, seasonal, and part-time employees are not eligible for City benefits or holiday pay.
To be eligible for holiday pay, full-time employees must work the entire workday or be on
previously scheduled and approved vacation or personal leave the day before and after the holiday.
If a holiday occurs on a Monday,the preceding Friday will be considered the day before the holiday
for the purposes of this policy. If the holiday falls on Sunday, it will be observed on the following
Monday; if it falls on Saturday, it will be observed on the preceding Friday.
44 Revised Nov. 2023
Any non-exempt employee who is called in or scheduled to work on a holiday shall be
compensated at one and one-half(1 %Z) times his/her regular rate of pay for all hours worked, in
addition to his/her normal holiday pay. Employees may not change their regular schedule during
a work week with a holiday to capture additional compensation.
In observance of each authorized holiday, both full-time and part-time employees will normally
be granted the day off from work.Only full-time employees shall receive straight time holiday pay
for each authorized holiday. At the discretion of the Department Head, some Departments are
required to work holidays. In recognition of this fact, if an employee is required to work on a
recognized holiday, he/she will be paid for all actual hours worked as well as eight (8) hours of
holiday pay.
If a holiday occurs while an employee is on vacation, such vacation day will not be deducted from
his/her vacation leave.
In years where there are no national, state, or local elections, the City will still honor the same
number of holidays allotted for the year. The Board of Works will confirm those two holidays in
a non-election year.
The holiday scheduled may be amended by the Board of Works, with written notice, and will be
distributed to all departments within the City government.
III. Vacation
Full-time employees only shall be entitled to annual vacation leave with pay according to the
following schedule.
A. Length of Service&Vacation Benefit
• The employee will receive one (1) week of vacation upon completion of a
90 day introductory period.
• The employee will receive one(1)week of vacation on the employee's one
(1) year anniversary of continuous service.
• On the employee's two (2)through four(4) year anniversary of continuous
service, the employee will receive two (2)weeks of vacation.
• On the employee's five(5)through nine(9) year anniversary of continuous
service, the employee will receive three(3)weeks of vacation.
• On the employee's ten (10) through fourteen (14) year anniversary of
continuous service,the employee will receive four(4)weeks of vacation.
• On the employee's fifteen (15) through nineteen (19) year anniversary of
continuous service,the employee will receive five(5)weeks of vacation.
45 Revised Nov. 2023
• On the employee's twenty(20) year anniversary of continuous service and
on each subsequent anniversary of continuous service, the employee will
receive six(6) weeks of vacation.
B. Vacation leave is credited for all continuous service in active pay status. Vacation
is not accrued while an employee is in a non-paid status (e.g., leave of absence
without pay, disciplinary suspensions, Family and Medical Leave, parental leave,
and/or leave under the Americans with Disabilities Act). Vacation is also not
accrued while an employee is on workers' compensation leave, even if such
employee receives pay from a third party insurer.
C. Vacations are scheduled in accordance with workload requirements of the
individual department. Unless it is otherwise specified by Department Policy,
vacation requests should be made at least two(2)weeks in advance of the proposed
starting date. Department Heads and department supervisors have the authority to
approve or deny vacation requests.
D. Upon separation from the City, an employee shall be paid for all accrued unused
vacation leave up to a maximum of six (6) weeks. Such payment will be made in
one payment in the final paycheck to the employee. If an employee is covered by
a CBA, then its provisions with respect to vacation pay control.
E. Vacation leave is granted for actual time taken. Vacation time does not count as
hours worked for overtime purposes.
IV. Bereavement Leave
All regular,full-time employees will be granted paid leave of up to three(3)consecutive workdays
in the event of the death in the employee's immediate family. "Employee's immediate family,"for
purposes of this section, shall mean an employee's spouse, child, parent, grandparent, sibling,
corresponding in-laws, grandchild, step-child, step-parent, step grandchild, half sibling, and other
residents of the household of an employee.
All regular, full-time employees will be granted one(1) day of leave in the event of the death of a
first cousin, aunt, uncle, niece, or nephew. Payment for bereavement leave is at the employee's
straight time rate of pay.
In certain situations,additional days maybe granted with the advanced approval of the Department
Head or Elected Official.
To be eligible for the excused absence and pay provisions, employees are to request bereavement
leave through their Department Head,no later than the first scheduled workday following the death
of the family member. The City reserves the right to request all pertinent information, including
the deceased relative's name,the name and address of the funeral home,and the date of the funeral.
Bereavement Leave may only be used for regularly scheduled work hours which an employee does
not work due to the death in their family. Employees who do not miss work may not request
Bereavement Leave to capture additional compensation.
46 Revised Nov. 2023
Bereavement leave must be arranged and coordinated with the appropriate Department Head.
V. Personal Time Off(PTO)
The City provides employees with personal time off("PTO")for rest,wellness,recreation,illness,
and other personal reasons.
PTO is a benefit provided to full-time employees. New employees must complete a ninety (90)
calendar day introductory period before PTO will be granted. An employee's completion of the
introductory period does not change the at-will status of his/her employment. (See"Employment-
At-Will,"supra).
Upon completion of the introductory period, full-time employees who are regularly scheduled to
work five eight days per workweek will accumulate one (1) day per month and, thereafter, up to
six (6) personal days through December 31 st of the first year of employment. Upon completion
of the introductory period, full-time employees who work four ten-hour days per workweek will
accumulate 8 hours of PTO per month and, thereafter, up to 48 hours of PTO through
December 31 St of the first year of employment.
On January 1st of each year, full-time employees hired on or after January 1, 2006 who are
regularly scheduled to work five eight-hour days per workweek will receive six (6) days of PTO
per year. Full-time employees hired on or after January 1, 2006 who are regularly scheduled to
work four ten-hour days per workweek will receive 48 hours of PTO per year. (See Ordinance
2006-OR-67).
On January 1st of each calendar year, full-time employees hired before January 1, 2006 who are
regularly scheduled to work five eight-hour days per workweek will receive ten(10)personal days
a year. Full-time employees before January 1, 2006 who are regularly scheduled to work four
ten-hour days per workweek will receive 80 hours of PTO per year.
Employees are not permitted to accumulate PTO time from year to year but may"cash-out"unused
days at the end of a calendar year(see PTO/Vacation Day Buy Back below).
Upon separation from the City an employee shall be paid for unused PTO time. Such payment
will be made in one (1) payment in the final paycheck to the employee. Any remaining PTO
balance after payment shall be reduced to zero.
An employee who transfers from one department or office of the City to another shall be permitted
to take his/her PTO days.
PTO days may be used in actual time increments. Use of PTO is permitted while an employee is
on unpaid leave.
The procedures for requesting PTO will be determined by each Department Head.
47 Revised Nov. 2023
VI. PTO / Vacation Day Buy Back
The City may purchase up to 80 PTO and/or Vacation hours per calendar year from full-time
employees who are not subject to a collective bargaining agreement.
The employee must request the buy back from his or her Department Head on the designated form.
The request shall only be granted by the Department Head after prior consultation with the
Department of Finance to ensure there are sufficient funds appropriated for the purchase of the
PTO and/or Vacation days requested and, if so, the request shall by processed by payroll.
VII. Paid Parental Leave
The City will provide full-time employees,after two(2)years of employment,up to four(4)weeks
of paid parental leave following the birth of an employees' child or the placement of a child with
an employee in connection with adoption or foster care. The purpose of paid parental leave is to
enable the employee to care for and bond with a newborn or a newly adopted or newly placed
child. This policy will run concurrently with Family and Medical Leave Act (FMLA) leave, as
applicable. See the City's Paid Parental Leave Policy for further information.
VIII. Leave of Absence Without Pay
There may be the rare occasion when an employee is faced with an emergency or special
circumstance that would require an unpaid leave of absence. In such situations, an employee may
request a personal leave of absence subject to the terms of this policy. Each request for a leave of
absence will be evaluated on an individual basis,taking into consideration length of service,work
record,position, staffing needs,and reason and length of the leave. To qualify for a personal leave
of absence, the employee must be classified as a full-time employee and must have completed at
least two(2) years of full-time service at the time of the request.
Leaves of absence must be requested in writing to Human Resources at least two weeks prior to
the start date of the leave requested, describing the nature of the leave, the dates the employee
expects to be away from work, and the date the employee intends to return. If the leave is an
emergency, the two-week requirement may be waived. Failure to report back to work on the first
day after expiration of the leave of absence will be considered a voluntary termination of
employment.—Leaves of absence may be granted for a period of up to three(3)months maximum,
or as otherwise required by law, and will be unpaid. Potential grounds for granting such unpaid
leave include,but are not limited to:
• For personal reasons, such as illness in the family(other than FMLA),when FMLA
has been exhausted,personal illness or problems, and legal difficulties, when there
is such urgency that no other alternatives are available; and
• For personal reasons, when the granting of the leave will not be disruptive to
department operations, such as for travel or for highly unusual personal
requirements.
48 Revised Nov. 2023
Employees who are granted personal leaves of absence are required to exhaust any PTO or
vacation they have accrued before their leave status changes from paid to unpaid. During a leave
of absence, the employee may retain his/her group insurance policy. It will be the responsibility
of the employee to pay the full group rate after 30 days unless the leave is concurrent with FMLA
leave for which benefits will remain at the same levels and responsibility for up to twelve weeks.
Full group rate means the actual monthly premium cost paid by the City.
During the leave, the employee will not accrue time, nor will he/she be eligible for any other
benefits set out herein. The City will make every effort to place the employee in a comparable
position and pay upon his/her return to work. However, there is no guarantee of being placed in
the exact vacated position. The returning employee will be considered for open positions available
upon his/her return. The returning employee will not be allowed to displace another employee.
This leave of absence without pay policy shall be implemented in compliance with the Family
Medical Leave Act and the Americans with Disabilities Act and any such benefit and job
protections required thereunder will be applicable.
IX. Employee Assistance Program
On occasion, employees may have concerns regarding work-related,personal,health, financial,or
family related issues that affect their ability to effectively perform their jobs. The City's Employee
Assistance Program (EAP) provides full-time employees who are enrolled in the City's health
plan, and members of such employees' immediate families, with short term counseling, free of
charge, to address issues such as: work-life balance, marital difficulties, divorce or separation,
parent child conflicts,depression,substance abuse dependency,stress,financial difficulties,health
concerns, and much more. Up to six (6) face to face sessions are available to each member. The
EAP personnel are able to make referrals for long term counseling or to provide telephonic services
upon inquiry.
All sessions are private and are conducted by trained and certified professional staff.
Appointments can be made by the employee or,in some instances,other intervention is necessary.
Use of the EAP is confidential. No City manager or administrator has access to the names of
employees receiving services through the EAP.
The EAP eligibility and benefit levels are determined solely by the vendor contract as approved
by the Board of Public Works and Safety.
X. Court Leave
If an employee is called for court jury duty or subpoenaed to testify in a court of law during any
portion of the employee's regular scheduled working day, that employee may request time off
work and be compensated for such time subject to the terms set forth below. The City requires a
copy of the summons for jury duty or subpoena be presented within a reasonable period of time
after receiving and before an employee is to appear for jury service.
The employee may receive his/her regular salary or wage in full for such time from the City. In
such case, all compensation received for court service shall be turned over to the Finance
Department in full.
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The employee will be expected to report for work following jury duty if a reasonable amount of
time(two(2)hours or more)remains during his/her scheduled work day. If any employee is called
for court jury duty or subpoenaed to testify in a court of law,outside of his/her regularly scheduled
working hours,all compensation received for such court service shall be retained by the employee.
The City will not reimburse employees who miss time from work due to appearing in court for
personal criminal or civil cases such as traffic court, criminal matters, divorce proceedings,
custody, appearing as directed with a juvenile, etc. An employee taking these absences is required
to use leave without pay, vacation, or PTO. This court leave policy will be implemented in
compliance with the FLSA.
XI. Military or Reserve Service
All employees shall be entitled to take a leave of absence for training or service with any branch
of the United States uniformed services, including the Reserves and National Guard, consistent
with applicable state and federal laws. The first fifteen (15) days of military or reserve service
leave shall be paid according to the employee's regular rate and schedule. Any military or reserve
service leave beyond fifteen (15) days shall be without pay. An employee may, however, use
earned PTO and/or Vacation while on military leave. Employees returning from military service
shall be entitled to reinstatement, credit for length of service with the City, and other benefits in
accordance with applicable state and federal laws.
Employees who need military leave must give the City as much advance notice as reasonably
possible so that the City can plan for the employee's absence. In the event of an emergency call
to military duty, the employee should report the emergency call-up to the Human Resources
Department and follow the oral report with appropriate documentation as soon as possible. The
employee will be required to present proof of service following military leave. Please contact the
Human Resources Department if you would like additional information regarding your rights with
respect to military service.
XII. Military Family Leave
The City offers up to ten (10) days of unpaid leave to eligible employees who are the spouse,
parent, grandparent, child or sibling of a person who is ordered to active duty for military service
for a period longer than eighty-nine (89) days. Leave under this policy may be taken during the
thirty(30)days before active-duty orders are in effect,during a period in which the person ordered
to active duty is on leave while active duty orders are in effect, or during the thirty(30) days after
the active duty orders are terminated.
To be eligible for leave under this policy, employees must have been employed by the City for
twelve (12) months and worked 1,500 hours during the twelve (12) month period immediately
preceding the start of the leave.
An eligible employee may elect, or the City may require the substitution of paid leave, except for
paid medical or sick leave, for any part of the ten(10) day period of such leave.
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When requesting leave under this policy, employees should provide written notice, including a
copy of the active-duty orders if available, and the date the leave will begin to Human Resources
at least thirty (30) days before the leave will begin, unless the active duty orders are issued less
than thirty(30) days before the date the requested leave is to begin.
XIII. Volunteer Firefighter and Emergency Medical Service Leave
The City provides reasonable and necessary unpaid leave to eligible employees who serve as a
volunteer firefighter to respond to an emergency call received prior to or during the time the
employee is scheduled to report to work.
The City also provides unpaid leave, up to six (6) months from the date of injury, to eligible
employees when such employees are injured or absent from work because of an injury that occurs
while the employee is engaged in emergency firefighting or emergency response activities. Such
leave may run concurrently with leave under the federal Family Medical Leave Act and/or any
other leave policy, including PTO,where permitted under applicable law
Employees are eligible for leave under this policy if they have previously provided the City with
written documentation from the Fire Chief or other officer in charge of the employee's status as a
volunteer firefighter or emergency medical service provider.
Employees who take leave under this policy must provide Human Resources with a written
statement from the Chief or other officer in charge that the employee was engaged in emergency
firefighting or emergency medical service activity at the time of the absence or injury.
Leave under this policy is subject to the business needs of the City. For more information
regarding this leave,please contact the Human Resources Department.
XIV. Emergency Civil Air Patrol Leave
In accordance with Indiana law, the City provides reasonable and necessary unpaid leave to non-
essential employees who are members of the Indiana Wing of the Civil Air Patrol provided the
employee provides reasonable advance notice of the need for leave. The City may request
employees to provide appropriate documentation in support of a request for leave under this policy.
Employees may use accrued PTO when taking leave under this policy.
The City may, at its discretion, exercise its right to reject an essential employee's membership in
the civil air patrol. In such circumstances,the employee's absence from work may subject him/her
to disciplinary action,up to and including termination.
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Benefits
Many of the benefits described here are provided through plan documents by the City, contracts
with outside vendors, or by state requirements. In each case, the specific provisions are too
complex and too detailed to be included here. Please refer to the specific plan document, contract,
statute, or city ordinance for details regarding the specific benefits or language. Copies are
available and can be requested from the Human Resources Office.
I. Overview
All regular full-time employees and elected officials of the City,including introductory employees,
shall be eligible to join the City's Health Benefit plan at the date of hire. Medical, vision, and
dental insurance is available separately or jointly. Enrollment in the plans will be completed at the
time of the new employee's orientation with the Human Resources Department within thirty(30)
days from date of hire. If an employee initially declines coverage,he/she must wait until the open
enrollment period to enroll unless a qualifying event occurs.
Qualifying events, for health insurance purposes, are major events that affect a person's health
insurance needs and qualifies that person to make changes or buy a health plan immediately, even
if it's outside of the open enrollment dates. Qualifying events may include:
• Birth or adoption of a child;
• Marriage or divorce;
• Loss of other coverage;
• Death;
• Court order; or
• A change in income that changes subsidy eligibility.
All entitlements to benefits under the City's employee health benefit plan for an employee and
his/her eligible dependents shall cease at midnight on the day employment is separated. At the
time of separation, unless for gross misconduct, the employee shall be offered an opportunity to
continue health benefits under federal COBRA (Consolidated Omnibus Budget Reconciliation
Act) regulations by paying 100% of the cost of the insurance plus and an additional 2%
administrative fee. Information regarding the cost and conditions of COBRA shall be mailed to
the employee's home address of record shortly after the termination date.
Retirees and their eligible dependents may also qualify for continued coverage. Civilian retirees
who have completed 20 years of full-time employment and have reached the age of 55 years or
older on or before the date of Medicare coverage may be eligible to have the City pay 75% of the
insurance premium as established by City ordinance.
Until a retired firefighter,police officer,or surviving spouse is eligible for Medicare coverage,the
City shall pay a retired firefighter, police officer, or surviving spouse's City insurance premium
on the same terms as an active firefighter or police officer,per the appropriate collective bargaining
agreement(CBA).
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For additional information,please refer to the City's Retiree Ordinance and/or the Summary
Plan Description or the Fire/Police Collective Bargaining Agreements.
II. Group Health, Life, Dental, Vision, and Disability
This section provides an overview of the employee group health benefit plan, Section 125 Plan,
AFLAC supplemental health insurance, group term life insurance, and accidental death and
dismemberment coverage. The insurance benefits described in this Policy Manual are expressly
subject to the terms,conditions,and eligibility requirements set forth in the formal plan documents
governing the City's compensation and benefits plans. A copy of benefits will be available from
the Department Human Resources at the time of hire.
A. Group Health Insurance
Group health insurance is available for all regular full-time employees and Elected Officials. The
effective date of health insurance coverage is the first day of employment,and coverage terminates
on the last date of employment.
PPO(Preferred Provider Organization)or HDHP (High Deductible Health Plan): Employees who
are eligible for the City's group health insurance may choose to participate in the PPO or HDHP
health insurance plans.
An employee who enrolls in a HDHP may be eligible to open a Health Savings Account(HSA)to
pay for eligible medical expenses with pre-tax dollars. The HSA is funded by a combination of
employer and employee contributions. All money in an employee's HSA belongs to the employee.
It can be rolled over from year to year, and employees retain control of the account upon
termination of employment. Each calendar year on the second payroll of the new year, the City
will contribute $1200 to HSA (Health Savings Account) Family and $900 to HSA Single plans.
Benefit-eligible employees hired after the second payroll of the new year will receive the
contribution on the first payroll after receipt of account information. Benefit-eligible employees
hired on or after July 1 will receive one-half(1/2) of the contribution allocation except for those
covered under the FOP CBA who will receive the full allocation on January 1 of each year.
Section 125 Plan: supplemental health insurance( )
Because the City participates in a Section 125 Plan (governed by Internal Revenue Service's
compliance and laws)that is administered by by the City,employee contributions for group health
and other benefit coverage may be made with pre-tax dollars through a payroll deduction. By
contributing this way, employees reduce the out-of-pocket dollars and receive a savings in their
"take-home" pay or net earnings.
In addition to the Section 125 Plan, employees may choose to purchase supplemental insurance
products from . These benefits are offered to new full-time employees and once yearly at
the designated open enrollment period(and upon special qualifying events).
53 Revised Nov. 2023
No deductions will be made until an employee formally enrolls in a plan and provides the City
authorization to make deductions. HSA eligibility and benefits are determined by the federal
government and by the vendor contract, as approved by the Board of Public Works (BPW).
B. Employee Health Care Center
The Employee Health Center is a full-time clinic operated for the benefit of those employees,
retirees,and their family members enrolled in the City's health insurance plan. The Health Center
is staffed by a nurse practitioner with physician oversight and other medical professionals who
provide acute and preventive care.
C. Dental Insurance
Group Dental Insurance is available to all regular full-time employees and eligible retirees. Dental
coverage begins on the first day of employment. This coverage terminates on the last day of
employment.For more information concerning this coverage,please contact the Human Resources
Department.
D. Vision Insurance
Group Vision Insurance is available to all regular full-time employees and eligible retirees. Vision
coverage begins on the first day of employment. This coverage terminates on the last day of
employment.For more information concerning this coverage,please contact the Human Resources
Department.
E. Other Group Voluntary Insurance Benefits
In addition to the above-mentioned insurance coverage, the City allows full-time employees to
participate in voluntary products,including a flexible spending plan and HSA. Contact the Human
Resources Department to enroll in any of these plans.
If an employee's address changes while employed (and/or including following separation of
employment),or if the employee experiences a life event that triggers a coverage change such
as birth, adoption, marriage, divorce, change in custody, or death, the Human Resources
Department must be notified immediately so that the insurance companies have current,
updated information. The employee will also need to personally contact all carriers of elected
ancillary products with this information. Failure to comply may result in coverage or claims
not being paid in a timely manner.
NOTE:The City of Jeffersonville does not guarantee the continuation of current insurance benefits
or any insurance benefits to employees on a permanent basis. Like the group health insurance, no
deductions will be made until an employee formally enrolls in a plan and provides the City
authorization to make deductions. For more information about the benefits, please contact the
Human Resources Department.
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F. Flexible Spending Account/ Dependent Care
A flexible spending account, a feature of the of the City's Section 125 plan, allows employees to
pay a portion of their unreimbursed medical and dependent care expenses through pre-taxed
dollars. The City will pay all administrative fees associated with the accounts,which are provided
at no cost to the employee.
An employee may elect or decline to participate in the flexible spending account on an annual
basis. Once enrollment has occurred it cannot be revoked. No deductions will be made until the
employee formally enrolls and provides the City with the appropriate authorization to make the
deduction.
G. Life/Accidental Death and Dismemberment Insurance
All full-time employees, including introductory employees, shall be eligible for $50,000.00 of
group life insurance coverage and $50,000.00 of accidental death and dismemberment insurance
coverage paid by the City. Coverage shall commence on the date of hire. All entitlements to life
insurance and accidental death and dismemberment insurance provided by the City shall cease at
midnight on the last day of employment.
Life/Accidental Death and Dismemberment insurance eligibility and benefits are determined
solely by the vendor contract as approved by the Board of Public Works.
H. Short-Term Disability
The City's Short-Term Disability (STD) benefit is an employer-funded plan providing income
replacement to protect the income of employees who are unable to perform the duties of their
position for limited periods of time due to pregnancy or an illness or injury due to non-work related
circumstances.
All full-time employees, except those covered by a collective bargaining agreement (CBA),
including introductory employees, shall be eligible for group Short-Term Disability (STD)
insurance coverage. Coverage shall begin on the first day of an accident or on the 15th day of
illness up to a maximum period of 26 weeks. A weekly benefit payment equates to 60% of base
pay up to a maximum of$1,000.00 per week.
STD insurance eligibility and benefits are determined solely by the vendor contract as approved
by the Board of Public Works.
I. Retirement Benefits-Additional Contribution
Eligible retired City employees and their eligible surviving spouses shall be entitled to participate
in individual or family group medical insurance benefits made available by the City to full-time
City employees. The retired City employee must meet the conditions established by City
Ordinance and applicable law. For additional information, please refer to the City's Retiree
Ordinance and/or the Summary Plan Description.
55 Revised Nov. 2023
III. Mayor Longevity Pay
The City Council shall direct the City Fiscal Officer to pay the Mayor five percent (5%) as
longevity pay for each successive term that the Mayor is re-elected. For example, the longevity
pay would be five percent (5%) of the gross salary upon re-election to a second term; ten percent
(10%) of the gross salary upon re-election to a third-term; and fifteen percent (15%) of the gross
salary upon re-election to a fourth term and so on. The longevity pay shall be calculated on the
gross salary in the new term.
IV. Tuition Reimbursement
The City encourages employee professional development and improvement of work-related
knowledge, skills, and abilities through the pursuit of educational programs that lead to a college
degree. While the City encourages employees to further their education, educational attainment
does not guarantee promotion or transfer. The reimbursement benefit is not guaranteed and is
subject to approval on a case-by-case basis and the availability of funds. See the City's Tuition
Reimbursement Policy for application procedures, reimbursement details, and stipulations.
Full-time employees who have completed two (2) years of active service and meet current
performance standards are eligible to apply for tuition reimbursement.
Employees may pursue a degree or take individual courses at approved and accredited educational
institutions under this program, provided the course of study is related to the employee's current
position or a reasonable promotional objective within the City.
Employees are eligible for a maximum of twelve (12) semester hours or quarter hour equivalent
reimbursement per calendar year. Employees must attain the grade of "C" or better for
reimbursement for undergraduate work and the grade of"B" or better for graduate level courses.
Courses taken on a pass/fail basis will be reimbursed only if the employee receives a passing grade.
V. Indiana Public Retirement System (INPRS)
Full-time civilian employees who meet the eligibility requirements set by state law and regulation
must participate in the Indiana Public Retirement System("INPRS"—formerly known as PERF).
An employee who is hired as a full-time city employee becomes a member of INPRS on the first
day of employment.
The Indiana Public Employees' Retirement Fund Defined Benefit Plan (INPRS DB) is a cost-
sharing multiple-employer defined benefit plan and provides retirement, disability, and survivor
benefits to plan members. INPRS DB is administered through the INPRS Board in accordance
with state statues (IC 5-10.2 and IC 5-10.3) and administrative codes (35 IAC 1.2) which govern
most requirements of the system and give the City authority to contribute to the plan.
The Public Employees'Hybrid Plan(INPRS Hybrid)consists of two components: (1) INPRS DB,
the employer-funded monthly defined benefit component; and (2)the Public Employees' Hybrid
Members Defined Contribution Account, the defined contribution component. Two separate and
distinct contributions are made to INPRS on behalf of City employees.
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A. Employer Contribution
The City contributes a percentage of each eligible employee's gross wages to INPRS to fund
pension obligations. These payments are not credited to a particular employee's account.
Employees are eligible for full retirement benefits at age 65 if they have ten (10) years or more of
service with the City of Jeffersonville,the State of Indiana,or any political subdivision of the State
participating in INPRS. An early retirement plan is available for employees aged 60 with fifteen
(15)or more years of creditable service or at age 55 if the employee's age plus years of creditable
service are equal to 85 or more.
Please see the INPRS website, www.in.gov/inprs for the member handbook.
B. Employee Contribution
An amount equal to three percent (3%) of each eligible employee's gross wages is credited to an
annuity saving account (ASA) for the particular employee. The funds are regarded as employee
contributions. However,the City makes the contribution on behalf of the employee. An employee
is vested in the ASA immediately, but can only withdraw funds at time of separation from the
INPRS covered employment at retirement. The ASA allows members to actively participate in
managing their self-directed investment options. INPRS provides quarterly statements for each
annuity account.
INPRS questions should be directed to INPRS. Due to the complexity of the program, employees
nearing retirement are to direct all inquiries directly to INPRS at least 90 days in advance of
retirement. INPRS must be notified at least 90 days in advance of planned retirement in order to
ensure a smooth transition.
INPRS eligibility and benefits are determined solely by the Indiana state legislature and are not
under the control of the City of Jeffersonville.
VI. Deferred Compensation-Benefits Section
The City had established an elective deferred compensation 457(b)plan for employees. The plan
is a voluntary, tax-deferred savings plan for employees who wish to supplement their retirement
income. The administration of such programs is the sole responsibility of the independent
agent/vendor with whom the City contracts.
All full-time employees are eligible to participate in the deferred compensation plan upon date of
hire. The employee must contact the local plan representative to enroll.
After one(1)year of full-time employment,the City will contribute 0.5%of the employee's gross
salary to the designated 457(b)plan. In the event the employee elects to contribute to the plan,the
City's 0.5% contribution will cease at which time the City will match up to 3%of the employee's
gross salary.
Deferred compensation guidelines are determined by the federal government and by vendor
contracts, as approved by the Board of Public Works and Safety.
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VII. Former Elected Official Coverage
Any former full-time elected City Official, who has served at least two (2) four-year terms as a
full-time elected official, shall be eligible for coverage under the City's insurance plans until said
official becomes eligible for coverage through another employer or becomes eligible for Medicare
coverage due to age or disability. The City shall pay the official's insurance premium at the same
contribution rate and terms as defined by the City's Collective Bargaining Agreements with Police
and Fire.
Note: The definitions set forth in the policy administration of the City of Jeffersonville Policy and
Procedure Manual are hereby incorporated. Benefits for City employees are subject to
appropriation by the Common Council.
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City of Jeffersonville
Employee Handbook
Acknowledgment of Receipt of Policy and Procedure Manual
I, the undersigned employee, hereby acknowledge receipt of a copy of the City of
Jeffersonville's Policy and Procedure Manual. I understand that violation of any City policy,
whether or not set forth in the Policy Manual, may result in discipline or termination of my
employment. I agree to read and become familiar with the Policy Manual's entire contents and to
abide by its terms throughout employment. I understand the Policy Manual does not create or
constitute a pact or contract, express or implied, between the City and its employees or any
individual employee (including me). I understand that the City may modify this Policy Manual
and/or any City policy at any time. I understand and agree that my employment at the City is"AT
WILL" and may be terminated at any time by either the City or me for any reason not expressly
prohibited by law or for no reason at all. I understand and agree that only the Mayor has the
authority to enter into an agreement for employment for any specified period of time or to make
an agreement for employment other than at-will, and then only in writing.
Employee Printed Name:
Employee Signature:
Date:
Human Resources Department:
160692\3754374-1
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