Housing Authority of the City of Sanford, Florida. Personnel Policy Manual

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1 Housing Authority of the City of Sanford, Florida Personnel Policy Manual Date Adopted: February 2012

2 WELCOME TO THE HOUSING AUTHORITY OF THE CITY OF SANFORD The Housing Authority of the City of Sanford, Florida stresses the need for outstanding people and recognizes that such employees are the keys to our success. To ensure continued success it is important that all employees understand the policies and procedures that have been adopted by the Authority. The Policy Manual will familiarize employees with the various aspects of working with the Housing Authority. Employees are encouraged to use this manual to understand the operations of the Authority. It will also be a useful reference document for all employees. If you have any questions please do not hesitate to ask them of either your supervisor or any member of the management team. My best wishes to you and thank you for taking this first step in knowing your Authority. President/CEO ii

3 TABLE OF CONTENTS iii Page 1.1 Introduction Ethical Standards Standards of Integrity Policy Open Door Policy Suggestions Orientation Training Addendum Employment-at-Will Equal Employment Opportunity Sexual and Other Unlawful Harassment Policy Other Forms of Harassment Complaint Procedure About Sexual and Other Harassment No Retaliation Policy The Americans with Disabilities Act Genetic Information Violence in the Workplace Policy Immigration Compliance Employment Categories Organization and Authority Policy Administration Recruitment and Selection Vacant Positions Recruitment for Vacant Positions Application Forms Pre-Employment Physical Examination Disqualification Selection Appointment Emergency Appointment New Position Dismissal Probationary Period Salary Administration Principles Proration of Expenses Employee Performance Appraisals Employment Opportunities for Businesses and Lower Income Persons in Connection with Assisted Projects Membership in Organization Pay Period Administrative Pay Corrections Procedure Work Schedule Payroll Deductions... 19

4 3.5 Overtime/Compensatory Time SHA Mileage Reimbursement Policy Pay Increases Wage Garnishment Payroll Advances Promotions Demotions Transfers Board Member Compensation Employment of Members of the Board of Commissioners Terminations Voluntary Termination (Resignation) Involuntary Termination or Dismissal Types of Separation Resignation Compulsory Resignation (Termination) Layoff Reduction in Force Disability Death Retirement Dismissal Payment of Benefits Types of Disciplinary Actions Dismissal for Incompetence or Failure to Comply with Preemployment Conditions Lack of Prompt or Immediate Action on Disciplinary Problems Rules and Regulations Group I Rules and Regulations Group II Rules and Regulations Group III Rules and Regulations SHA Equipment Use of SHA Vehicles Florida Driver s License Rights of Employees Text Messaging While Driving Company Vehicles Dispute Resolution and Grievance Policy Definition Procedure Safety and Employee Conduct Overview Absenteeism and Tardiness Break Time Safety Substance Abuse and the Drug-Free Workplace Introduction Substance Abuse Policy iv

5 7.5 Smoking Personal Appearance of Employees Identification Badges Conflict of Interest Outside Employment Confidentiality Personnel Files Personal Telephone Calls Personal Mail and Gifts and Gratuities Political Contributions Solicitations and Distributions Protection of Authority and Employee Property SHA Premises Employment of Relatives Visitors Forbid Employees from Sharing SHA Buildings Alarm System Access Codes and Keys Code of Conduct Annual Leave (Vacation) Vacation Buy-Down Program Holidays Sick Leave Sick Leave Benefits for Retiring Employees Sick Leave Award Termination of Employee Advanced Sick Leave Leaves of Absence Disability Leave of Absence Military Leave of Absence Civil Leave of Absence Emergency Leave Bereavement Policy Inclement Weather Maternity Leave Leaves Without Pay Family and Medical Leave Act of Insurance Eligibility Major Medical/Comprehensive Health Insurance Life Insurance Long-Term Disability (LTD) Dental/Vision Insurance (Optional) Short Term Disability (Optional) Retirement Plan Exempt Rewards Program v

6 8.17 Worker s Compensation Authorized Travel Policy Overview Authorization Responsibility of Traveler Transportation Authority Vehicles Private Automobile Commercial Aircraft Other Modes of Transportation Lodging and Meals Incidental Expenses Travel Authorization Travel Voucher Educational Reimbursement Program Deferred Compensation Plan Early Retirement Retirement Credit Union Electronic Communications and Internet Usage Policy vi

7 1.1 Introduction The policies, practices and benefits of the Housing Authority of the City of Sanford, Florida (SHA) are contained in this manual. The manual shall be used as a reference for all employees. The policies contained in this document are continuously reviewed and will be changed from time to time. This Personnel Policy Manual and its contents do not constitute an employment agreement and are not intended to create any kind of contract or to create any contractual obligations of any kind between SHA and any of its employees. Employees with questions regarding personnel policies should always check with the next level supervisor for the most current policies. Authority benefit plans are defined in legal documents such as insurance contracts, official plan texts and trust agreements. Should questions ever arise about the nature and extent of plan benefits, or if there is conflicting language, the formal language of the plan documents govern, not the informal wording of this policy. Plan documents are available for inspection in the administrative office. 1.2 Ethical Standards SHA conducts its business activities with integrity, fairness and in accordance with the highest ethical standards. Employees are obligated to uphold these standards in every business activity. If there is ever any doubt about whether an activity meets the ethical standards of SHA, or compromises its reputation, the problem should be discussed with the next level supervisor Standards of Integrity Policy SHA believes that all Employees working in the Public Trust are responsible for maintaining honesty and professional Integrity in carrying out assigned duties and responsibilities. SHA has ZERO TOLERANCE for the commitment of unlawful activities. Failure to comply with the Standards of Integrity will result in termination of employment. Prohibited behaviors and violations of SHA Standards of Integrity include the following: Accepting any money, gifts, services, loans, entertainment, or anything else of value from applicants/residents/owners/commissioners or the public; Requesting, coercing or threatening any person to do something for you as a condition for participating in or remaining in an assisted housing program; Processing an application for a relative, friend or without prior approval of appropriate Management; Changing significant dates that would show favor and advancement toward any person; Giving favored treatment to any person that is not permitted by laws or SHA policies; Encouraging or coaching co-workers, applicants/residents/homebuyers to ignore or violate any SHA rule or policy; 1

8 Ignoring or failing to report questionable activities of applicants/residents/homebuyers/co-workers. Failing to report suspected violations of the law or HUD regulations to appropriate Management; Falsely creating, forging or altering any documents or uttering statements that are used to determine eligibly or level of benefits in an assisted housing program; Submitting or processing any documents for nonexistent residents/homebuyers or scheming with applicant/residents/homebuyers to share any Prop-am benefits. In addition to the above Standards, the following conditions of employment that aids in the assurance of internal program integrity applies: No employee in the Admissions and Occupancy Department may be a Public Housing resident or a Housing Choice Voucher participant. No employee in the Public Housing Department may be a resident of Public Housing. No employee in the Housing Choice Voucher Department may be a Housing Choice Voucher participant. 1.3 Open Door Policy Employees are encouraged to share concerns, seek information, provide input and resolve problems within the department. When appropriate, employees should consult with any member of management. Supervisors are expected to listen to employee concerns, to encourage their input and to seek resolution to any work-related problems. 1.4 Suggestions SHA encourages employees to make constructive suggestions for the improvement of operations. Appropriate recognition will be given for suggestions that are properly submitted and accepted. A Suggestion Committee will be appointed by the President/CEO. Employees below the level of President/CEO, or the President/CEO s designee, are normally eligible to participate in the Suggestion Program. Employees who are expected to improve SHA s operations as part of their normal responsibilities are not eligible for the Program. Eligible suggestions for the purpose of this program are defined as constructive ideas that aid in solving problems, improving operations or procedures, or making SHA a better place to work. Topics not eligible for consideration include complaints and criticism, contract and wage issues and non-business concerns. Examples of eligible suggestions include: A. More efficient ways to do a job or reduce costs; B. Improvements in quality of work or customer service; C. Better methods to provide services; 2

9 D. More efficient ways to utilize space; E. New sources for obtaining parts, supplies or materials; F. Ideas for improving attendance and punctuality; G. Methods of making work areas safer, cleaner or more comfortable; H. Better ways to safeguard SHA and employee property; I. Revisions or improvements to SHA policies or procedures. All suggestions should be submitted, in writing, to the Suggestion Committee. The Suggestion Committee will evaluate all properly submitted suggestions, determine which will be accepted or rejected and set the level of the award or recognition, where appropriate, for those accepted. Time spent in developing suggestions normally should be outside of the employee s working hours and will not be considered hours worked for pay purposes. Participation in the Suggestion Program is completely voluntary. However, if an employee is assigned to work on the development or implementation of a suggestion the time spent will be considered hours worked for pay purposes. 1.5 Orientation New employees shall report to the Human Resources Manager before starting work to allow for completion of necessary forms and to begin the orientation process. At that time each new employee shall be presented with a copy of the Personnel Policy, information on fringe benefits, if applicable, and job description. Supervisors will be responsible for orienting of the employee to the job and the Human Resources Manager will be responsible for orienting the employee to SHA policies and procedures. During the probationary period the employee will attend an orientation session to ensure that the employee is reading, understanding and following SHA policies and procedures. It is the responsibility of each employee to take action to become acquainted with the policies, procedures and rules of SHA. 1.6 Training SHA will provide on-site training sessions in order to further familiarize employees with agency policies, procedures, organizational characteristics, operational parameters, standards of conduct, etc. Supervisors will be responsible for arranging, conducting and notifying employees about these and related training sessions. 1.7 Addendum This Personnel Policy Manual is intended to provide a general overview of the Authority and information regarding policies and benefits. Due to the continuously changing environment of public housing, some policies and benefit programs currently in effect may be added, revised, 3

10 suspended or eliminated by SHA in response to business needs or changing legal requirements. If requested by an affected employee, a hearing shall be called so the affected employee may voice his/her opinion of the proposed change or changes. A hearing must be requested within five (5) working days of notification of any changes. Such hearing shall be held within ten (10) working days of the request, and no change shall be effective until after the hearing is held. If appropriate, the President/CEO will conduct the hearing. The President/CEO will propose a change in policy to the Sanford Housing Authority Board of Commissioners. The decision of the Board of Commissioners shall be final. 4

11 2 2.1 Employment-at-Will It is SHA s intent to retain good employees. However, employment at SHA is for no specified time, regardless of length of service. Just as employees are free to leave for any reason, the Authority reserves the right to end employment relationships at any time, with or without notice, for any reason(s) not prohibited by law. All employees are at-will employees and the policies set forth in this Personnel Policy Manual are not intended to create any contract, nor are they to be construed to constitute contractual obligations of any kind, between SHA and any of its employees. 2.2 Equal Employment Opportunity SHA is an equal employment opportunity employer. This Equal Employment Opportunity Policy applies to all departments of SHA. SHA maintains a strong policy of equal employment opportunity for all employees and applicants for employment. We hire, train, promote and compensate employees on the basis of personal competence and potential for advancement without regard for race, creed, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, age, marital status, disability, genetic carrier status or other genetic information, veteran status including Vietnam Veteran-era status, any military service, any application for military service, citizenship, handicapping conditions or any political affiliation, as well as other class or category protected by any applicable federal, state and/or local laws. A special effort will be made to eliminate any discriminatory practices that are identified. Efforts will include aggressive recruitment of minorities with the goal of having a workforce that represents the Authority s available labor market at all levels within the organization. Our equal employment opportunity philosophy applies to all aspects of employment with SHA including recruiting, hiring, training, transferring, promoting, job benefits, pay, dismissal and social and recreational activities. Further, the facilities, programs and services will be made available to the public on a non-discriminatory basis, and in accordance with this Equal Employment Opportunity Policy Sexual and Other Unlawful Harassment Policy Sexual and other forms of harassment of employees in the workplace, or in other settings in which employees are in connection with their employment, is unlawful and strictly prohibited by SHA. Further, any retaliation against an individual who has complained about sexual or other harassment, or retaliation against individuals for cooperation with an investigation of a sexual or other harassment complaint, is similarly unlawful and will not be tolerated. Because SHA takes allegations of sexual and other harassment seriously, we will respond to complaints of harassment, and where it is determined that such inappropriate conduct has occurred, we will act promptly to eliminate the conduct and impose such corrective action as may be necessary, including disciplinary action where appropriate. To provide a workplace free from sexual and other unlawful harassment, SHA has developed a policy to prevent such harassment and procedures by which to report it. 5

12 Sexual harassment is unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, and constitutes unlawful sexual harassment when: (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual s employment; (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or (3) such conduct has the purpose or effect of unreasonably interfering with an individual s work performance or creating an intimidating, hostile, or offensive working environment. Each supervisor has a responsibility to take all steps possible to maintain the work place free of any form of sexual harassment. No supervisor is to threaten or insinuate, either explicitly or implicitly, that an employee s refusal to submit to sexual advances will adversely affect the employee s condition of employment as outlined in the preceding paragraph. Examples of sexual harassment include, but are not limited to: a. Sexual flirtations, touching, advances, or propositions, repeated requests for dates b. Verbal abuse of a sexual nature, dirty jokes c. Graphic or suggestive comments about an individual s dress or body d. Display in the work place of sexually suggestive objects or pictures, including nude photographs 2.3 Other Forms of Harassment Harassment in any form is not tolerated by SHA. Harassment of another employee in the workplace, or in other settings in which employees are in connection with their employment, on the basis of his or her race, creed, color, religion, sex, sexual orientation, national origin, ancestry, age, marital status, disability, genetic carrier status or other genetic information, veteran status including Vietnam Veteran-era status, any military service, any application for military service, citizenship, handicapping conditions or any political affiliation is often a violation of the law, and is not tolerated by SHA. Any retaliation against an individual who has complained about harassment, or retaliation against individuals for cooperation with an investigation of a harassment complaint, is unlawful and is not tolerated by SHA. 2.4 Complaint Procedure About Sexual and Other Harassment If any employee believes that he or she has been subjected to sexual or other harassment, the employee has the right to file a complaint. If an employee would like to file a complaint, he or she may do so by contacting either the President/CEO or any Human Resources employee. Complaints that are received will be investigated in a fair and expeditious manner, and will be conducted in a fashion that maintains confidentiality to the extent practicable under the circumstances. Employees are obligated to cooperate in any investigation into sexual or other harassment. When an investigation is complete, we will, to the extent appropriate, inform the person filing the complaint and the person alleged to have committed the conduct of the results 6

13 of that investigation. If it is determined that inappropriate conduct has occurred, we will act promptly to eliminate the offending conduct and impose disciplinary action where appropriate. 2.5 No Retaliation Policy SHA encourages its employees to make good faith inquiries regarding conduct they think may be unethical, illegal, or discriminatory, and to disclose work-related misconduct. SHA will never retaliate against employees for making such inquiries or disclosures. Retaliation as a response to such inquiries or disclosures is often unlawful and constitutes a serious violation of SHA policy and will not be tolerated. Employees with questions or concerns, or who wish to inquire about or disclose retaliation, are encouraged to bring these issues to the attention of the Human Resources Department. 2.6 The Americans with Disabilities Act SHA is committed to fully complying with the Americans with Disabilities Act (ADA), as amended, and similar state and local laws, and ensuring equal employment opportunity for qualified persons with disabilities. In accordance with the ADA, SHA shall hire, promote, train and compensate employees based on personal competence and potential for advancement, and conducts all its employment practices on a non-discriminatory basis. The ADA, as amended, prohibits discrimination against qualified individuals with disabilities. SHA shall not discriminate against people with disabilities with regard to any employment practices, terms, conditions, or privileges of employment. All aspects of the employment process are covered by the ADA, including: Application Testing Hiring Assignments Evaluation Disciplinary actions Training Promotion Medical examination Layoff Termination Compensation 7

14 Leave Benefits SHA shall provide reasonable accommodations that will permit qualified persons with disabilities to work and advance in careers. Further, any contracts or business arrangements that discriminate against persons with disabilities are prohibited. The Manager of Human Resources is designated as the Section 504 Coordinator and all requests and comments should be directed toward this employee. He/she, in consultation with the President/CEO, is responsible for handling all ADA issues. 2.7 Genetic Information SHA does not discriminate on the basis of genetic information, and is fully committed to complying with the Genetic Information Non-Discrimination Act (GINA). To this end, SHA will never ask for an employee s family medical history, the results of any genetic testing procedures employees may elect to undergo, or an employee s predisposition to an addiction, such as alcoholism. Should genetic information be inadvertently disclosed to SHA, it will be kept in a confidential medical record file, separate and apart from an employee s personnel file, with access limited to those individuals having a need to know. Further, SHA does not discriminate against any employee on the basis of genetic information. SHA does, however, reserve the right to (1) request an employee s medical records for purposes of analyzing ADA, FMLA, and similar accommodation requests, (2) require new hires and current employees to undergo fitness for duty examination, and (3) test for the presence of alcohol or controlled substances in an employee s system under certain circumstances Violence in the Workplace Policy SHA provides a safe workplace for all employees. All employees should review and understand all provisions of this Violence in the Workplace Policy to ensure a safe workplace and to reduce the risk of violence. Prohibited Conduct SHA strongly believes that all employees should be treated with dignity and respect. SHA does not tolerate any type of workplace violence committed by or against employees. Employees are prohibited from making threats or engaging in violent activities. This list of behaviors, while not inclusive, provides examples of conduct that is prohibited. a. Causing physical injury to another person b. Making threatening remarks c. Aggressive or hostile behavior that creates a reasonable fear of injury to another person or subjects another individual to emotional distress 8

15 d. Intentionally damaging employer property or property of another employee e. Possession of a weapon while on company property or while on company business f. Committing acts motivated by, or related to, sexual harassment or domestic violence Reporting Procedures Any potentially dangerous situations must be reported immediately to a supervisor or any employee of the Human Resources Department. Reports can be made anonymously and all reported incidents will be investigated. Reports or incidents warranting confidentiality will be handled appropriately and information will be disclosed to others only on a need-to-know basis. All parties involved in a situation will be counseled and the results of the investigations will be discussed with them. SHA will actively intervene at any indication of a possibly hostile or violent situation. Risk Reduction Measures Hiring The Human Resource Department takes reasonable measures to conduct background investigations to review candidates backgrounds and reduce the risk of hiring individuals with a history of violent behavior. Safety SHA conducts annual inspections of the premises to evaluate and determine any vulnerabilities to workplace violence or hazards. Any necessary corrective action will be taken to reduce all risks. Individual Situations While we do not expect employees to be skilled at identifying potentially dangerous persons, employees are expected to exercise good judgment and to inform the Human Resource Department if any employee exhibits behavior that could be a sign of potentially dangerous situations. Such behavior includes: a. Discussing weapons or bringing them to the workplace b. Displaying overt signs of extreme stress, resentment, hostility, or anger c. Making threatening remarks d. Sudden or significant deterioration of performance e. Displaying irrational or inappropriate behavior 9

16 Employees at Risk The Human Resource Department will identify and maintain a list of employees who have been determined to be at risk for becoming victims of violence because of the nature of their job or because they are subject to harassment, violence, or threats from a nonemployee. Human Resources and the Safety Committee will design a strategy with at risk employees to prepare for any possible emergency situations. Dangerous/Emergency Situations Employees who confront or encounter an armed or dangerous person should not attempt to challenge or disarm the individual. Employees should remain calm, make constant eye contact with and talk to the individual. If a supervisor can be safely notified of the need for assistance without endangering the safety of the employee or others, such notice should be given. Otherwise, the employee should cooperate and follow the instructions given. Enforcement Threats, threatening conduct, or any other acts of aggression or violence in the workplace will not be tolerated. Any employee determined to commit such acts will be subject to disciplinary action, up to and including termination. Non-employees engaged in violent acts on the employer s premises will be reported to the proper authorities and fully prosecuted. 2.8 Immigration Compliance SHA does not unlawfully discriminate on the basis of citizenship or national origin. As required by the Immigration Reform and Control Act of 1986, as amended, all employees hired after November 6, 1986, must provide the necessary documentation to verify employment eligibility. Employment Eligibility Verification Form I-9 forms shall be completed, and all required documentation establishing identity and employment eligibility shall be presented at the time of hire. The Statement of Employment Application shall be given to all applicants for positions with SHA. 2.9 Employment Categories It is the intent of SHA to clarify the definitions of employment classifications so those employees understand their employment status and benefit eligibility. These classifications do not guarantee employment for any specified time period. Each employee is designated as either NON-EXEMPT or EXEMPT from certain provisions of Federal and State wage and hour laws. NON-EXEMPT employees are entitled to overtime pay under the specific provisions of the Fair Labor Standards Act (FLSA). EXEMPT employees are excluded from specific provisions of Federal and State wage and hour laws. In addition to the above categories each employee will belong to one other employment category: 10

17 Probationary: An employee hired to fill a full-time regular position of either a 35-hour or 40- hour week, or moving to a different full-time regular position, depending on the position. This employee will be on a probationary period of six (6) months during which time he/she will be evaluated for regular employment. Regular: Agency: H.A.S.H.: An employee who satisfactorily passes the probationary period and attains a regular status. Regular employees are subject to all rules and regulations and may be entitled to all benefits and rights outlined in the Personnel Policies. Regular positions are considered at-will employment, the terms of which are not intended to create any contractual obligations of any kind between SHA and the employee. See below for definition of contracted individuals regarding employees hired on or after January 1, The majority of the employee s time is spent performing specific tasks or filling a specific need at the convenience of SHA, and these employees are typically hired through an outside temporary employment agency. The workweek for an agency employee would generally consist of forty (40) hours. The temporary employment agency typically pays for legally mandated benefits, such as workers compensation and Social Security. SHA s vacation, sick and any other leave benefits and fringe benefits do not apply. Any position that is an agency position is still considered at-will employment, the terms of which are not intended to create any contractual obligations of any kind between SHA and the employee. The majority of the employee s time is spent performing specific tasks or filling a specific need at the convenience of SHA, but the employee is not hired through a temporary employment agency. The workweek for a H.A.S.H. Employee generally consists of forty (40) hours. Legally mandated benefits apply such as workers compensation and Social Security. SHA s vacation, sick and any other leave benefits and fringe benefits do not apply. A H.A.S.H. Employee is an at-will employee, the terms and conditions of which are not intended to create any contractual obligations of any kind between SHA and the employee. There is no automatic renewal of any term of employment for H.A.S.H. Employees. 11

18 Grant Funded: Employees may be hired to fill positions that are 100% grant funded. The workweek of a grant-funded position generally consists of 40 hours, and is associated with a specific grant. The position s title is based on the specifics of the grant. Any benefits available to these employees will be defined by the terms of the grant. Grant funded trainee programs are considered temporary positions. Employees hired in this position are subject to all rules and regulations as described for a non-grant, Agency position. All employees in grant-funded positions will be made aware that their position is associated with funds from a specified grant. If the funds of the grant are depleted and the position cannot be associated with any other funding source, then the position is terminated. Acting: An existing employee of SHA may be appointed to serve in an acting capacity of another position with the recommendation from the supervisor and approval by the President/CEO. The employee who is appointed to an acting capacity will serve for a period not to exceed twelve (12) months. In the event the twelve (12) month period has expired, and a decision has not been rendered, the employee may revert back to his/her original position and pay rate, at the discretion of the President/CEO. The employee will receive an increase in salary while in an acting capacity, if the acting position has a higher pay structure, as recommended by the Supervisor and approved by the President/CEO. During an employee s appointment in an acting capacity, his/her anniversary date will remain the same for evaluations and/or merit increases will be given, if due and entitled, while in the acting capacity. The employee will retain the percentage rate of the merit increase if they go back to their original position. When an employee holds an acting appointment, and is selected to this position on a regular basis, the time worked as an acting employee will be converted to probationary time. The employee must serve a minimum of six (6) months probationary status; if the employee is selected to the position on a regular basis and has not completed a period of six (6) months he/she shall be evaluated at the end of the cumulative required six (6) month probationary period. The employee s anniversary date will change to the effective date of when the employee is selected on a regular basis. 12

19 Part-Time: Employees may be hired on a part-time basis to work less than the normal prescribed workweek, but on a regular basis. If the part-time employee is employed at least twenty (20) hours per week on a regular basis, and otherwise meets the definition of regular employee, he or she is entitled to Vacation and Sick Leave and any other legally mandated benefits. Bred-in Service: When an employee holds an agency or contract position and is converted to a regular appointment, the time worked as an agency or contract employee will be converted to probationary time. The employee must serve a minimum of six (6) months probationary status. Contracted Individual: Except as noted below, all employees hired on or after January 1, 2006, who otherwise would meet the definition of regular employee, shall be contracted individuals. Leave and fringe benefit portions of these personnel policies do not apply. These issues are separately addressed in the contracted individuals contracts. However, all other portions of the personnel policies do apply. The term of employment will be specifically designated in the employment agreement between SHA and the contracted individual, and is not subject to automatic renewal unless otherwise specified therein. Any contracted position is still considered at-will employment, the terms of which are not intended to create any contractual obligations of any kind between SHA and the employee, except as may be expressly stated in any written contract between SHA and the contracted individual. SHA will pay contracted individuals FICA, Social Security, and workers compensation insurance, but will not pay for additional benefits unless mandated by law. The following positions shall at all times remain regular employees of SHA: President/CEO, Chief Operations Officer and Chief Financial Officer. All persons employed shall be advised of position, employment status/category, and benefits at the time of hire Organization and Authority All positions shall be established in accordance with an organization plan clearly setting forth areas of responsibility and authority. The organization plan places primary responsibility for the operation of SHA on the President/CEO. The President/CEO shall prepare an organizational chart showing lines of authority and decision making responsibility. Authority to employ, promote, transfer, demote and terminate personnel shall be vested in the President/CEO and other individuals formally designated in writing to act for him/her. All employees shall be informed of their level of authority and responsibility at the time that they assume their duties and shall be given the necessary authority to perform assigned tasks. Employees may be given clear, concise job descriptions when employment begins. Job 13

20 descriptions shall be reviewed and updated as needed. This shall be done in consultation with the employee in each position Policy Administration Amendment of any provisions of this Personnel Policy shall be upon Resolution of the Board of Commissioners. The President/CEO shall have primary responsibility for enforcing the provisions and purposes of this Personnel Policy. Supervisors shall have major responsibility for enforcing the provisions and purposes of this Personnel Policy and any associated procedures. Each employee is individually responsible for following all Personnel Policy provisions and procedures. A master copy of the Personnel Policy will be kept in the Human Resources Manager s office. In the event of a discrepancy between any copies the master copy will be considered the correct copy. All supervisors will also hold additional official copies of the Personnel Policy Recruitment and Selection Vacant Positions Supervisors shall be responsible for notifying the Human Resources Manager of vacant, or soon to be vacant, authorized positions in their department. The Human Resources Manager, in consultation with the President/CEO or his/her designee, shall review the information and determine whether the vacancy should be filled. Supervisors shall keep the Human Resources Manager informed of all vacancies as they occur Recruitment for Vacant Positions All full-time vacancies shall be posted on employee bulletin boards to allow current employees an opportunity for advancement. A person designated by the President/CEO shall post announcements or use other means as necessary to assure that SHA obtains well-qualified candidates for all positions. The announcement shall specify the title of the vacant position, any minimum qualification requirements, the manner of making an application, the final date of which applications shall be received, if necessary, and other pertinent information. Every reasonable effort shall be made to publicize vacancies so that all interested persons are informed and qualified persons are attracted to compete Application Forms Applications shall be made on SHA application forms as directed in the position announcement. Such application forms shall include information covering education, training, experience and other pertinent factors. Resumes may be accepted during the job posting period, but the SHA application form must be completed prior to an offer of employment. 14

21 Pre-Employment Physical Examination SHA may not conduct or seek to make an inquiry as to whether an applicant has a disability or the nature or severity of the disability. SHA shall require applicants for employment to take a pre-employment drug test. SHA will not seek to obtain any genetic information of an applicant, as described by GINA, and will not use any genetic information in making any employment decision Disqualification The President/CEO, or a designated employee, may remove from further consideration the application of an applicant who: a. Does not meet the minimum qualifications established for the position; b. Has made false statements of material fact, or practiced deception in the application; c. Has an unsatisfactory employment record of such a nature as to demonstrate unsuitability for employment; d. Has failed to submit an application within the prescribed time limit; e. Has been convicted of serious criminal conduct substantially related to job duties and responsibilities Selection The supervisor and the Human Resources Manager shall review all applications for employment to determine whether the applicant meets the established standards for employment. Such additional information may be required as is necessary to make determinations, (i.e. credit reports, police records, etc.). When appropriate, examinations may be used which may be written, oral, physical or a combination of these. Such tests shall be practical in character and shall relate to the essential duties and the responsibilities of the position for which the applicant is being examined. All positions shall be filled on the basis of qualifications, competency and related work experience. In the case of current employees seeking to be promoted or transferred, past performance and such other factors as attendance, punctuality, work initiative, efficiency and seniority shall be taken into consideration Appointment When an applicant is selected the President/CEO, or his/her designee, shall authorize an offer of employment. 15

22 Emergency Appointment When an emergency involving the serious impairment of the business makes it impossible to fill a vacant position by normal procedure the President/CEO, or his/her designee, may appoint any qualified person to such position on a temporary basis in order to prevent business from stopping or slowing. Such an appointment shall be for a period not to exceed ninety (90) days, during which time the normal selection procedures would be followed in order to fill the position permanently New Position Prior to approval by the President/CEO for a new position, the Human Resources Manager shall assign new positions to an appropriate salary range. The salary range for the position shall be determined through local comparability in accordance with the applicable HUD regulations Dismissal During the probationary period an employee who is unable or unwilling to perform the duties of the position satisfactorily, or whose habits and dependability do not merit his continuous service, may be terminated and will not be eligible for rehire. Employees serving their probationary period do not have appeal rights unless there is alleged discrimination because of race, creed, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, age, marital status, disability, genetic carrier status or other genetic information, veteran status including Vietnam Veteran-era status, any military service, any application for military service, citizenship, handicapping conditions or any political affiliation, or as amended by EEOC. Employees dismissed during the probationary period are not eligible to receive payment for any accrued, unused vacation time Probationary Period Full-time employees newly hired are subject to a six (6) month evaluation or introductory period to verify skills, capabilities and suitability for SHA. Likewise, this gives new employees the opportunity to evaluate SHA as a place to work. The designation of this time frame does not constitute an obligation on the part of SHA to retain the employee until the end of the period specified. During this time, or at any time during employment, either SHA or the employee may terminate the working relationship without cause and without advance notice. At the end of the six (6) months the Department Head, in consultation with the Human Resources Manager, may extend the period for additional time at his or her discretion. Full-time employees may utilize Vacation and Sick Leave as accrued from the initial date of employment; however, the employee is not eligible for Medical benefits and Life Insurance until after ninety (90) days, to commence the first month following the ninety (90) days of employment. 16

23 2.14 Salary Administration Principles It is the policy of SHA to administer salaries in accordance with the following principles: a. Employees shall be compensated through the use of a grade and salary range plan for both administrative and maintenance employees. b. Increases shall not be based on race, creed, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, age, marital status, disability, genetic carrier status or other genetic information, veteran status including Vietnam Veteran-era status, any military service, any application for military service, citizenship, handicapping conditions or any political affiliation, or any factor other than economic conditions, longevity or job performance. c. Promotions will be based on job performance and merit as determined by employee evaluation. Seniority or length of service is to be regarded as a factor only when all other factors are equal. d. In so far as possible, salaries and related benefits will be based on comparability, as documented by comparability studies conducted in accordance with HUD Guidelines. A full comparability survey should be conducted, at a minimum of every five (5) years, by the President/CEO; his/her designated designee, or with assistance from qualified public or private agencies. In other years any annual percentage increases will be determined by limited surveys of local practice and SHA s budget condition. In addition to a general re-evaluation of all positions during major comparability studies, there are other circumstances that may require position re-evaluation for pay purposes such as: a. When a new position is created; b. When a position outside the system is included for the first time; c. When examination of the job description for a position indicated that the duties have changed sufficiently to warrant a re-evaluation. Exceptions to the pay plan may include the following: a. Personnel funded through grants that require their salaries be set for a specific period of time, or which have other technical requirements that demand exception to the system. b. Hourly maintenance workers whose wages are subject to regulations by HUD c. Participants in special employment programs such as college cooperatives and internships, subsidized training programs, etc. d. Employees who are paid more than the maximum of the salary range plan when it was established. Those employees shall have their salaries frozen or specially set by the Board of Commissioners. 17

24 2.15 Proration of Expenses SHA expenses for personnel-related items shall be charged to individual programs or developments on the same basis as is used to distribute compensation from other programs unless another formula, approved by the HUD Field Office, proves to be more equitable Employee Performance Appraisals SHA requires an evaluation of each employee s performance on an annual basis. In addition, each new, promoted or transferred employee must be evaluated at the end of the probationary period for the purpose of determining if the employee should be recommended for regular status. The administrative office shall maintain evaluation forms. All evaluations shall be in writing and provide a section for employees to respond. The review will cover the employee s: (1) ability to carry out the duties prescribed by individual job descriptions, (2) performance of critical elements of the job, and (3) departmental performance. Supervisors will assist employees who are lacking required skills in improving job performance. All evaluations shall be kept confidential and placed in the employee s personnel file Employment Opportunities for Businesses and Lower Income Persons in Connection with Assisted Projects In accordance with Section 3 of the Housing and Community Development Act of 1968, as amended, it is the policy of SHA to provide (1) for opportunities for training and employment of lower income residents of the developments, and (2) for contracts for work in connection with the developments to be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area in which the development is located Membership in Organization In accordance with HUD regulations, development costs shall not include the costs of individual membership of officials or employees in any organization, or the costs of membership in an organization which any substantial part of whose activities involve promotion of legislation. 18

25 3 3.1 Pay Period Employees of SHA shall be paid every two (2) weeks. Each pay period consists of ten working days. When a payday falls on a holiday, paychecks will be distributed on the last working day prior to the holiday. Every effort will be made to ensure the accuracy and timeliness of an employee s pay. However, SHA is not responsible for events beyond its control or the actions of its employees. Adjustments to pay checks will normally be made in the following pay period check. However, adjustments may be made, depending upon the severity of the error or problem, during the same pay period. All paychecks are to be directly deposited to an employee s account. No paper or physical paychecks will be issued. For more information on SHA s direct deposit program, please contact the Human Resources Department. Fraudulent activities involving the duplication of payroll checks, and the forging of signatures on checks designated as payroll, has caused SHA to change the method by which employees are paid special checks. Effective immediately, payroll will no longer issue special checks for vacation buy downs, retro pay, etc All monies due will be paid in the next scheduled pay date. Employees may have multiple direct deposits to different banks. 3.2 Administrative Pay Corrections Procedure SHA takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday. In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the Human Resources Department so that corrections can be made as quickly as possible. 3.3 Work Schedule Employees shall remain in the work area during normal working hours. Employees who leave the work area for non-business purposes must do so with the consent of supervisory personnel. 3.4 Payroll Deductions Earnings and payroll deductions are shown on a voucher with employee checks. Deductions required and/or selected are as follows: Required by Federal & State Authorized by Employee 19

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