Sample Employee Policy and Procedures Handbook

67 Pages·2013·2.69 MB·English

LOUISIANA
MUNICIPAL
ASSOCIATION
POLICIES
&
PROCEDURES
DATED
JANUARY 1, 2005
AMENDED
February 2, 2010, February 22, 2011, May 10, 2011,
June 15, 2011, October 5, 2011, December 7, 2011,
April 24, 2012, February 19, 2013 and April 23, 2013.
INDEX
1. EMPLOYEE LEAVE POLICY 3
2. HARASSMENT POLICY 14
3 EMPLOYMENT POLICIES AND BENEFITS 15

4. FIRE AND EMERGENCY PROCEDURES 22

5. BUILDING EVACUATION PROCEDURES 24

6. BOMB THREATS AND PROCEDURES 29
7. PURCHASING POLICY 36
8. TIME CLOCK POLICY FOR NON-EXEMPT EMPLOYEES 39
9. INTERNET, E-MAIL, AND DATABASE POLICY 41
10 LMA MEDIA USAGE POLICY 44
11. SOCIAL NETWORKING USE 45
12. FAMILY MEDICAL LEAVE POLICY 46
13. TRAVEL EXPENSE REGULATION POLICY 54
14. TUITION REIMBURSEMENT POLICY 61

15. CODE OF ETHICS POLICY 64
16. CONFLICT OF INTEREST POLICY 65
17. WHISTLE BLOWER POLICY 65
LOUISIANA MUNICIPAL ASSOCIATION
LEAVE POLICY
This Leave Policy ("policy") has been established by the Louisiana Municipal
Association ("LMA"). This policy will become effective on January 1, 2005, and replaces
the policy which became effective on January 1, 1997. The LMA reserves the right to alter,
amend, revise, suspend, cancel or terminate this policy, at its discretion, in whole or in part,
at any time.
Holidays
The following holidays will be observed by the LMA:
New Year's Day
Martin Luther King’s Birthday
Mardi Gras
Good Friday
Memorial Day
Independence Day
Labor Day
Veterans' Day
Thanksgiving Day
Friday after Thanksgiving
Christmas Day
(Amended February 19, 2013)
If Christmas Day, New Year's Day, Independence Day, or Veterans’ Day fall on a
Saturday, then the holiday will be observed on a Friday. If Christmas Day, New Year's
Day, Independence Day, or Veterans’ Day fall on a Sunday, then the holiday will be
observed on a Monday.
Due to the 36 hour workweek policy which provides for the LMA office closing at noon
on Fridays, if any of the above holidays is observed on a Friday, then 4 hours will
automatically be added to the vacation schedule for all employees. [see page 6]
The Executive Director may proclaim other holidays as he deems appropriate.
Hours of work
The amount of time earned by each employee shall be computed on an hourly basis
and is calculated on a 36 hour work week. The LMA work week is considered to be
Sunday through Saturday, with regular office hours from 8:00 a.m. to 5:00 p.m., Monday
through Thursday, and from 8:00 a.m. to 12:00 noon on Friday, with one hour for lunch
and two (2) fifteen (15) minute breaks (one in the morning and one in the afternoon) daily.
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Lunch is to be taken between the hours of 11:30 a.m. and 1:30 p.m.
The policy on work hours is to be in accordance with Federal Law for non-exempt
(hourly) employees. The work hour schedule may be flexed by the LMA Executive
Director depending on conditions as determined by the LMA Executive Director. Exempt
(salaried) employees shall follow federal law and the direction of the LMA Executive
Director, generally being expected to follow the 8:00 - 5:00 and 8:00 - 12:00 work day
policy.
Telephone calls to the LMA after 12:00 Noon on Fridays will be automatically routed
to the RMI switchboard operator, or as determined by the Executive Director. The RMI
switchboard operator will then route those calls to the LMA Exempt employee who is “on
call” for that Friday for a prompt response. LMA Exempt employees will rotate to take
turns being “on call” for all Fridays - either at home or by cell phone.
Probationary employees
All new employees will be subject to a six-month probationary period. During this
period, leave time will accumulate on a monthly basis, at the end of each month. Any
leave requests must be approved by the Executive Director. Excessive use of leave time
during the probationary period may result in the assignment of leave without pay.
At the end of the probationary period, the employee will be evaluated. After this initial
evaluation, the employee will receive an annual evaluation as outlined on page 19
(Employee Annual Review). After the first evaluation, the employee will be considered a
full-time employee and will accumulate leave in the same manner as other employees and
provide up to a 5% pay increase.
(Amended February 19, 2013).
Any exceptions to this procedure must be recorded in the individual's personnel file
after he/she is hired.
Current employees who are promoted or transferred may be subject to the
probationary period; however, such procedure must be recorded in the individual's
personnel file.
Full-Time Employees
Full-time employees are considered full-time after completion of the probationary
period. A full-time employee must work a regularly scheduled basis of at least an average
of thirty-six (36) hours per week. Full-time employees are subject to the provisions of this
policy regarding leave, and any other benefits.
(Amended February 19, 2013)
Part-Time Employees
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Part-time employees are any employees who are hired to work on a regularly
scheduled basis for an average of less than thirty (30) hours per week. Part-time
employees are not eligible for any leave, or any other benefits, unless required by law.
(Amended February 19, 2013)
Compensatory Leave
An employee who is required to work on a weekend or holiday shall be entitled to
overtime pay benefits. An exempt employee who is required to perform such overtime duty
and is not required by state or federal law to receive overtime pay, may, at the option of the
Executive Director, be credited with eight hours of compensatory leave for each weekend
day or holiday, or portion thereof, he/she has worked.
Compensatory leave credited to an employee may be used by him/her with the
approval of the Executive Director.
An employee who has been credited with compensatory leave may be required by the
Executive Director to take all or part of such leave at any time. Compensatory leave shall
not accrue beyond the year in which it is earned, unless specifically authorized by the
Executive Director.
Authority to Require Performance of Overtime
An employee may be required by the Executive Director to work overtime and if non-
exempt shall be paid 1½ times the hourly rate. Exempt employees shall work at the
discretion of the Executive Director. Overtime hours shall be earned after 36 hours in a
work week have been completed and must be approved by the Executive Director prior to
performing the work.
(Amended February 19, 2013
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EXEMPT LMA EMPLOYEES NON-EXEMPT LMA EMPLOYEES
LMA Executive Director
Deputy Director Administrative Assistant
Staff Attorney Receptionist
Chief Financial Officer Paralegal (2)
Director of Communications Legal Secretary (parttime)
Research Coordinator Accountant (2)
Information Technology Director LMGA Accountant
Membership Services Coordinator IT Specialist (parttime)
Office Administrator/Executive Assistant Law Clerk (2) (parttime)
Defense Attorney Manager Intern - Legislative (parttime)
Defense Attorney Intern - Accounting (parttime)
Events Coordinator IT Technician
Controller
Special Projects
(Amended 12-7-11 Budget and February 19, 2013)
Leave Accrual
Full-time employees accrue vacation on a monthly basis and sick leave on an annual
basis, according to the following schedule, and shall be calculated on an 8 hour basis:
Type of Leave Hours of Leave
Per Year
Sick 96 Hrs
Annual 104 Hrs
Over 5 years 120 Hrs
Over 10 years 144 Hrs
Total 200 Hrs
Over 5 years 216 Hrs
Over 10 years 240 Hrs
Therefore each employee will begin the year with 96 hours of sick leave and 0 hours of
vacation, except for any carry-forward of vacation time from the previous year. New
employees starting employment after January 1 will receive a pro-rated amount of sick
leave.
(Amended February 19, 2013)
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Use of Vacation Leave
Vacation leave must be applied for by the employee and may be used only when
approved by the Executive Director or by his designated representative. Annual leave shall
not be charged for non-work days. Vacation leave is charged at not less than ¼ hour (15
minutes). An employee may carry over to the following year an amount not to exceed one
(1) years’ accumulated vacation time. (e.g. for an employee with less than 5 years of
service, a maximum of 104 hours may be carried over.) Compensatory time must be taken
within the year it is earned. No compensatory time shall be carried over without the direct
approval of the Executive Director.
(Amended February 19, 2013)
Use of Sick Leave
Sick leave is defined as any period of time during which an employee may be excused
from work without loss of pay due to:
! Personal illness, injury or any other type of physical disability which prevents an
employee from performing his usual duties, except injuries incurred on the job;
! Medical, dental, or optical consultation or treatment; or
! Illness in the employees’ immediate family. For the purpose of this section, the
immediate family shall be deemed to include the parents, spouse, children
(including step-children), of the employee.
Sick leave may be utilized by an employee who has sufficient leave to his credit for
necessary absence from duty due to the above listed conditions. Sick leave shall not be
charged for non-work days. Vacation leave may be used for sick leave purposes after sick
leave has been exhausted. The minimum charge to sick leave records shall not be less
than ¼ hour (15 minutes).
An employee who has taken sick leave shall inform the Executive Director or his
designee of the fact and the reason as soon as possible; failure to do so by noon of the
first day of illness may result in denial of sick leave without pay for the period of absence.
For absences in excess of three days, the Executive Director may require a statement from
a registered physician or some other acceptable proof that the employee or immediate
family member was ill and unable to report to work.
(Amended February 19, 2013)
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Procedure - Vacation/Sick Leave
Vacation or sick leave may be taken by the employee provided a request form is filed
prior to the absence. For unplanned absences, the request form must be filed within 24
hours of the employee's return to work. All deposits to and withdrawals from leave time
accounts will be properly recorded and all records will be maintained by the Chief Financial
Officer or designee. Non-emergency vacation time shall be taken in a responsible manner
and should not unduly interfere with the regular performance of one's job responsibilities.
The Executive Director may reject any request for vacation time if such request would
result in the under-staffing of the LMA office on a particular day. Failure to adhere to this
policy may result in disciplinary action by the Executive Director.
(Amended February 19, 2013)
Tardiness
Repeated late arrivals and early departures will not be tolerated. Appropriate leave
slips must be filed for any late arrival, early departure or lunch exceeding one hour in
duration by non-exempt employees within 24 hours of the employee’s return to work.
Failure to file appropriate leave forms on a timely basis, as determined by theOffice
Administrator/Executive Assistant, shall result in an written reprimand, to be placed in the
employee’s file.
Abuse
Absences in excess of 36 hours of a combination of sick and vacation shall be
automatically deducted from the employee's salary and a reprimand shall be noticed to the
employee. Misuse of the leave policy may result in disciplinary action against the
employee.
(Amended February 19, 2013)
Accrual of Time
Any sick leave accrued in a calendar year that is not utilized by an employee may be
accrued up to 720 hours and which may then be utilized only for Major Medical leave.
Major Medical Leave
Major Medical leave may be authorized by the Executive Director for cases of
potentially disabling medical conditions, or similar life threatening conditions, or an
employee's hospitalization or related outpatient services for serious injury or illness or
surgical procedures; or maternity leave for employees or immediate family members as
provided under the policy for use of sick leave. Major Medical leave is intended for serious
and extensive medical services and does not include common ailments or illnesses for
which sick leave time should normally be used. Such leave shall require the advance
approval of the Executive Director.
(Amended February 19, 2013)
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Maternity Leave
See FMLA Regulations attached to this policy
Funeral Leave
The Executive Director may authorize a leave of absence not to exceed (2) two
working days for an employee where a death in the immediate family has occurred.
Immediate family is defined as spouse, parent, brother, sister, child, step-parent, step-
child, step-sister, step-brother, mother-in-law, father-in-law, grandparent, great-grandparent
or grandchild. Funeral leave is with pay and not assigned to leave time.
Civil Leave
An employee shall be given time off, upon filing an appropriate leave form in advance,
without charge to leave time or loss of pay, when performing jury duty or when subpoenaed
as a witness to appear before a court. The period of such leave shall be only as necessary
for the performance of the activity, plus any necessary travel time.
Military Leave
Employees of LMA will be granted rights of leave and re-employment, and other rights
to the extent the same are required by applicable state or federal law in connection with
service with the Armed Forces of the United States (including reserve components and the
National Guard) or with other entities or organizations to the extent the same is required
by law. The payment for military leave involving reserve or National Guard training, in
accordance with the provisions of this Section, shall not exceed the difference between the
employee's military pay and regular pay with the LMA. Time off for purposes of attending
military reserve or National Guard training will not be considered as sick or vacation leave.
(Amended February 19, 2013)
Leave of Absence Without Pay
Leaves of absence without pay may be authorized on an individual basis by the
Executive Director. During any authorized leave without pay, earned personal time shall
not accrue, and insurance coverage shall be continued if the employee pays the required
premiums, as stated in the FMLA policy.
In addition to any disciplinary action which may be imposed against an employee for
an unapproved absence, such employee may be placed on leave without pay by the
Executive Director for the period of unapproved absence.
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Payment for Accrued Leave (Includes vacation and compensatory time)
Each employee upon separation shall be paid the value of his accrued
vacationl/compensatory leave in a lump sum; provided, that the privileges of this Policy
shall not extend to any employee who is dismissed for theft of agency funds or property.
The maximum severance pay shall not exceed the amount of vacationl leave accrued over
the 12 months proceeding resignation, retirement, etc. The payment for such leave shall
be computed as follows:
! When an employee is paid wages on an hourly basis, multiply his regular hourly
rate by the number of hours of accrued vacation leave.
! When an employee is paid on other than an hourly basis, determine his hourly rate
by converting his salary to a working hourly rate using a 36 hour work week.
Multiply his converted hourly rate by the number of hours of accrued vacation
leave.
Payment for vacation and compensatory leave under this section shall not constitute
employment beyond the last day of active duty.
(Amended May 10, 2011)
Cancellation of Leave Upon Separation
When an employee separates from the LMA all accrued sick leave and major medical
leave shall be canceled and there shall be no compensation there of. Vacation leave and
compensatory leave shall be paid in accordance with federal law.
(Amended February 19, 2013)
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