PersonnelPolicyandProcedureManual
CityofStephenville
298WestWashington
Stephenville,Texas76401
Personally Responsible in Developing Excellence
Council Approved: March 6, 2018
Council Approved Revisions: March 5, 2019
TABLEOFCONTENTS
Introduction
WelcomefromourCityAdministrator
IntroductoryStatement
OrganizationDescription
OrganizationalStructure
CustomerService
Chapter1: EMPLOYMENT
EmploymentClassifications
EmployeeRelations
EqualEmploymentOpportunity
WorkEthics
Nepotism
PersonalRelationships
Compensation
IncentivesandBonuses
EmployeeMedical/PsychologicalExaminations
MandatoryReferral
OutsideEmployment
JobPosting
At‐WillEmployment
AmericanswithDisabilities(ADA)Policy
IntroductoryPeriod
Chapter2: PERSONNELACTIONS&RECORDS
PersonnelFiles
EmploymentReferenceChecks
PerformanceReviews(QuarterlyConversations)
ClassificationCompensationGuidelines
JobDescriptions
SeparationofEmployment
Retirement
Chapter3: EMPLOYEEBENEFITS
EmployeeBenefits
HealthInsurance
AirAmbulanceInsurance
LifeInsurance
Workers’CompensationInsurance
Workers’CompensationWageSupplement
ConsolidatedOmnibusBudgetReconciliationAct(COBRA)
DeferredCompensationPlan
Page 1 of 245
Chapter3: EMPLOYEEBENEFITSCONTINUED
TMRSRetirementPlan
TuitionReimbursement
EmploymentAssistanceProgram
Uniforms
OptOut
CertificationPay
BilingualPay
Chapter4: LEAVEOFABSENCE
SickLeave
VacationLeave
HolidayLeave
FamilyandMedicalLeaveAct(FMLA)
PersonalLeavewithoutPay
MilitaryLeave
Funeral/BereavementLeave
Jury&WitnessDutyLeave
VotingTimeOff
AdministrativeLeave
Chapter5: COMPENSATION
Timekeeping
PayPeriods
PayDeductions
Overtime
Alternate/CompressedSchedule
LongevityPay
OnCall/EmergencyCallBackPay
Chapter6: WORKENVIRONMENT
Safety
InternetAccess&ElectronicMail(E‐mail)
TelephoneandCityIssuedWirelessTelephoneDevices
Meal&RestPeriods
TobaccoUse
TemporaryRestrictedDuty
Take‐HomeVehicles
NotificationofClosure/Delays
Travel
Identification(ID)Badges
VisitorsinWorkplace
WorkplaceMonitoring
WorkplaceViolencePrevention
Page 2 of 245
Chapter6: WORKENVIRONMENTCONTINUED
Weapons–ConcealedandOpenCarry
SecurityAccess
SocialMediaPolicy
BreastfeedingPolicy
PersonalIdentityInformation(PII)Security,Notification,andConfidentiality
Chapter7: EMPLOYEECONDUCT
CorrectiveProcedures
EmployeeConductandWorkRules
EmployeeAppealProcess
Grievance
DrugFreeWorkplace
SubstanceAbuseandTesting
Harassment&Discrimination
MinimumDrivingStandards
AttendanceandPunctuality
DressCodeandPersonalAppearance
PoliticalActivity
Chapter8: MISCELLANEOUS
MediaRelations
SolicitationPolicy
APPENDICES
AppendixA: NepotismChart
AppendixB: PositionsSubjecttoDOTRegulations
AppendixC: SafetySensitivePositions
AppendixD: MotorVehicleStandard
AppendixE: Forms
RequestforOutsideEmployment
SickLeaveBuyBack
VoluntaryResignationNotice
ChangeofStatus
SupervisorsChecklistforSeparatedEmployee
ApplicationforDegreePlanApproval
TuitionReimbursementAgreement
CoursePreApprovalRequest
ReimbursementRequest
WageDeductionAuthorizationAgreement
LeaveRequestForm
FMLA
Alternate/CompressedScheduleRequest
TemporaryRestrictedDutyAgreement
Page 3 of 245
AppendixE: Forms–Continued
TravelRequest
RequestforCheck
PerformanceCorrection
EmployeeGrievance
SupervisorsReportofReasonableSuspicion
Discriminationand/orHarassmentComplaint
EmployerNotificationofTrafficViolationforCDL
WaiverofGroupHealthInsurance(OptOut)
RetireeNotification
EmployeeRequestforADAAccommodation
TakeHomeVehicleRequest
SocialMediaApproval/Agreement
PerformanceImprovementPlan
CityIssuedWirelessDeviceAcknowledgement
VehicleAccidentReport
BilingualCertificationRequest
DirectDepositAuthorization
WorkersCompensationFirstReportofAccident/Injury/Incident
WorkersCompensationPreventableActionPlan
IntroductoryNewEmployeeReview
AppendixF: Chart
DisciplineOptionsChart

Page 4 of 245
OnbehalfoftheCityCouncil,citizensandyournewpeers,itismypleasuretocongratulateyouon
yournewpositionandwelcomeyoutothecityfamily.Weareexcitedandhonoredthatyouhave
chosentoshareyouruniquegiftsandtalentswithourorganization.Ourpurposeforbeingissimple.
Westriveeverydaytomakepeople'slivesbetterandpartnerwithourcitizenstobuildthekindof
citytheywanttoliveinandwanttheirchildrentoinherit.
Stephenville is a distinctive, progressive community that is truly unlike any other. With its rich
heritage, diverse and engaged citizenry, unique natural beauty, and strong faith and service
communities, the town has established itself as a regional leader and one of the best places
anywheretolive,workandraiseafamily.Ourcommunityisstronglyvalues‐based,andfocuseson
people and relationships, stewardship, the highest level of ethics, integrity and behavior, and
servantleadership.
As an organization, we reflect the values and priorities of the community we serve and enjoy a
unique,familyorientedculturededicatedtoexcellence,collaboration,innovationandachievement.
Wefocusonthethingswehaveincommon,andworkeverydaytoserveourcitizensandcustomers
withexcellence,integrity,andheart.Stephenville’scitizens,oursolereasonforbeing,arespecial,and
deservetheabsolutebestcarewecanprovide.Putanotherway,wetreatourcitizensandcustomers
likefamily.It'stheStephenvilleway.
Itismyhopeandprayerthatyoufindtheprivilegeofservingthisveryspecialcommunityeverybit
asrewardingasIhave.Iamlookingforwardtoyourcontributionsandservingwithyou.
AllenBarnes
WelcometotheFamily!AmessagefromourCityManager
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IntroductoryStatement
Thecity’sPersonnelPolicymanualisdesignedtoacquainttheemployeewiththeCityof
Stephenville and provide information about working conditions, employee benefits, and
policies affecting employment. These policies apply to all employees of the city unless
specifiedotherwise.Itdescribesmanyoftheemployee’sresponsibilitiesandoutlinesthe
programsdevelopedbythecitytobenefitemployees.Itistheemployee’sresponsibilityto
reviewthemanualandcomplywiththepoliciesaswellasallotherrules,guidelinesand
regulationsimplementedinaccordancewiththesepolicies.
Itisimportanttounderstandthatnoemployeemanualcananticipateeverycircumstance
orquestion.Duetochangesinstateandfederalemploymentlaws,portionsofthesepolicies
maybesupersededbysuchnewlegislationanditistheintentofthecitytomonitorand
followanysuchlegislation.Thecityreservestherighttorevise,supplement,orrescindany
policyorportionofthePersonnelPolicyManualfromtimetotimeasitdeemsappropriate,
at its sole and absolute discretion,with the exception of the employment‐at‐will policy.
Employment‐at‐will means that the employee or the city may end the employment
relationshipatanytimeforanyreasonornoreason.Whentherearerevisions,supplements
orother changestothemanual,directors,managers,supervisors andemployeeswillbe
notifiedofsuchchangesastheyoccur.
Thelanguageusedinanystatement,policyorprocedureherein,isnotintendedtocreate,
norisittobeconstruedtocreate,acontractbetweenthecityandanyoneorallofthe
city’semployees.
Should there be any questions as to the interpretation or understanding of any policy,
procedure or practice, please visit the Human Resources Department.TheHuman
ResourcesDepartmentadministersthecity’spersonnelfunctionsandemploymentpolicies
inaccordancewith applicable federalandstatelaw. As a matter ofpolicy,allpersonnel
records and policy administration shall be the responsibility of the Human Resources
Department.All references to Stephenville Personnel Policyshallmeanthemostrecent
revision.
TheCitywishes,attheoutset,torelaysomeofitsrights,whichincludes,butarenotlimited
to,thefollowing:
Hiring,directing,assigning,discharging,disciplining,andrecallingemployees.
Establishingwages,hours,workingconditions,allocating,andassigningwork.
Determiningthequantityandqualityofworktobeperformed.
Managementandcontrolofpremisesandequipment.
Page 6 of 245
IndividualDepartmentRulesandPolicies:
Each individual department may have departmental policies and procedures which are
separatefromorareinadditiontothepolicies andprocedureslistedinthismanual.All
departmentalpoliciesandproceduresmusthavetheapprovalofthecityadministratoror
designee.Departmentalpoliciesandproceduresaretobefollowed;however,nopolicyor
procedureshallbeinconsistentwiththisPersonnelPolicyManual.Shouldsuchasituation
exist,thecity’sPersonnelPolicyManualshallsupersedetheconflictingdepartmentpolicy.
Withtheexceptionofmattersofappointmentandotherpersonnelactionsreservedforthe
citycouncilbystatute,charter,orordinance,thefinalauthorityonpersonneldecisionsis
reservedforthecityadministratorordesignee.Althoughmajorareasofpolicyaredefinedin
thismanual,theremaybesituations,whicharenotspecificallycited.Intheseinstances,the
cityadministratorretainstherighttoestablishpolicy.
Page 7 of 245
OrganizationDescription
MakingStephenvilleanunusuallygoodplacetobe
Tocreateacommunitythatisreadyforwhatthefutureholds.Itwillbeinnovative,financially
stable,safe,andattractive.StephenvillewillremainthefamilyorientedCowboyCapitalofthe
WorldandtheCityofChampions.
NiceSPIRIT
Be
Nice
–ServewithSincerity
Be
S
elfless–ServewithCompassion
Be
P
rofessional–ServewithPride
Have
I
ntegrityServewithCharacter
Be
R
espectfulServewithHumility
Be
I
nnovative–ServewithCreativity
Be
T
ransparent–ServewithAccountability
MISSION
VISION
CORE
VALUES
Page 8 of 245
CultureStatement
TheCityofStephenvillehasateam‐orientedworkenvironmentthatisfocusedonachievingthehighest
levelofcustomersatisfaction,providingafamily‐orientedandfunworkenvironmentwhilepursuing
excellenceatalllevelsintheorganization.Stephenvilleenvisionsbeingthecitythatpeercitiesstriveto
emulatebyexudingprofessionalism,exceptionalprideandtheloveStephenvillehasforitscolleagues,
citizens and community. Stephenville has a culture that is second to none; one that can only be
understoodthroughexperience.
ServicesProvided
Theprimaryobjectiveandpurposeofmunicipalgovernmentistoprovidethemosteffective,
cost‐efficient,andcourteousservicepossibletoitscitizens.Employeesareselectedfortheir
positions because they have demonstrated the knowledge, skills,andabilitiestofulfillthe
overallcitymissionofprovidingexcellentcityservices.
CityBuilding(s)andLocations
CityHall,298W.WashingtonSt.
CityLandfill,669CR385
CityLibrary,174N.ColumbiaStreet
CityParkandRecreationCenter,378W.LongSt.
Stephenville‐ClarkAirport,1050AirportRoad
FireAdministrationandFireStation#2,1301PecanHillRoad
FireStation#1,212W.TarletonStreet
MunicipalCourt,112W.College
MunicipalServiceCenter,1201GlenRoseHighway
PublicSafetyBuilding,354N.BelknapStreet
SeniorCitizensCenter,164E.College
Splashville(AquaticCenter),850S.GrahamAvenue
WasteWaterTreatmentPlant,CR454
WaterDepartment,298W.WashingtonStreet
Page 9 of 245
HistoryoftheCity
StephenvilleisthecountyseatofErathCounty,isontheNorthBosqueRiveratthejunction
ofU.S.highways67,377,and281,100milessouthwestofDallas.ItisnamedforJohnM.
Stephen, who settled there in 1854 and donated the land for the town site laid out by
GeorgeB.Erathwhenthecountywasorganizedin1856.Stephendonatedanadditionalfifty
acres of timber to promote the development of the community and became the first
postmasterin1857.By1858,whenthepopulationhadgrownto766,Comancheraidswere
common.TheturmoilcausedbytheseIndianraidsandbytheCivilWaranditsaftermath
reducedthepopulationto300by1871.Thereafter,thetowngrewsteadilyasacenterfor
agriculturalandlivestockproduction.After1886theareawasalsoacenterforcoalmining,
animportant industrythereforthenext thirtyyears. TheTexasPacific,thecounty’sfirst
newspaper,beganinStephenvillein1870.Thetownwaspermanentlyincorporatedin1889,
theyeartheFortWorthandRioGrandeRailwayarrived.Mostofthestonebuildingsonthe
townsquaredatefromthe1890s,thedecadeinwhichJohnTarletonAgriculturalCollege
(nowTarletonStateUniversity)opened.Anothernewspaper,theTribune,alsobeganatthat
time;itlatermergedwiththetown’soriginalpaper,whichhadbecometheEmpire,toform
theEmpire‐Tribune.
StephenvilleandErathCountyhadanoilboomfrom1918to1920,buttheimportantfields
layoutsidethecounty,andtheexpectationsofgreatfortunesinpetroleumsoonfaded.The
towngrewslowlyinthenextdecades,fromapopulationof3,891in1920to4,768in1940.
In 1953anindustrialfoundation wasformedthere,and withtenyearsStephenville had
industries including a creamery, hatcheries, feed mills, meat‐packingplants,agarment
factory,andnurseries. Bytheearly1970sthetownhadmorethan200businesses and a
populationofmorethan9,000.In1983apopulationof11,881supported320businesses.
Industrialproductsincludedcoatedabrasives,clothing,automobileparts,mobilehomes,
andelectricalproducts.TarletonStateUniversitywasthetown’slargestemployer.In1990
thepopulationwas13,502.By2000thepopulationreached14,921.By2017thepopulation
reached20,607.
Page 10 of 245
AboutStephenville
Stephenville is located 1‐2 hours from theDallas/Fort Worth Metroplex,1.5hoursfrom
Waco, 2.5 hours from Austin, and 4 hours from Houston. Stephenville is the home of
TarletonStateUniversityandofferseachstudentatraditionalcollegeexperience.Tarleton
offersstudentsmorethan18oncampuslivingoptions,anopportunityforfieldlearningand
internshipexperiencewithmanyofthelocalbusinesses.Stephenville allowsstudentsto
earnahighqualityeducation,whilestayinginanareathatfeelsjustlikehomeandwithalot
ofhistory.Tarletoncurrentlyhas13,011enrolledstudentsand1,586forfaculty/staffasof
fall2017.
Stephenvillealsoofferstheircommunitytwo(2)publicparks:JayceeParkandStephenville
CityPark,two(2)golfcourses:LegendsCountryClubandTejasMunicipalGolfCourse,eight
(8) tennis courts: four of which are located on the Tarleton State University campus,
Cinemark Movie Theater, Splashville, Stephenville Youth Center,281Speedway,
StephenvilleDiscGolfCourse,BosqueRiverTrail,Shopping,DiningandEntertainment;at
variousestablishments.
Stephenvilleisalsoknownasthe‘CowboyCapitalofWorld’,‘CityofChampions’,‘TexasMusic
Friendly’, and home of ‘Moo‐La’, Stephenville takes pride in having small town values,
whereastrongworkethic,family‐values,andagivingheartstillmatter.
Thisjustprovesthatifyouarelookingforasmalltowncommunity,youhavefoundoneof
thebest!
Page 11 of 245
OrganizationalStructure
Stephenvilleusesacouncil‐managerformofgovernment.Thecitycounciliscomprisedof
anelectedMayorandeightelectedcouncilmembers.Thecitymanagerisappointedbythe
citycouncilandservesaspolicyadvisortothecouncil,aswellas,ChiefExecutiveOfficerof
thecity.Thecitymanageranddeputycitymanagershareintheresponsibilityofmanaging
the city and carrying out the policies and the vision of the council. The chart below
illustratestheorganizationalstructureofthecity.
GIS
Page 12 of 245
CustomerService
AspartoftheCityofStephenville’smission,customerserviceisapriority.Everyemployee
oftheorganizationisexpectedtoassistinthecontinualefforttowardprompt,highquality
servicedelivery,andtoembracethephilosophyoffulfillingthemissionofthecity.
Inanefforttoaccomplishthemission,employeesshouldfollowcertaingeneralguidelines
when interacting with customers. City employees are to treat customers with respect,
regard,andcourtesywitheverycontact,nomatterwhereorwhenthesecontactsoccurand
withoutunnecessarydelay.
Generalcustomerserviceguidelinesshallbefollowed,suchas:
Servicewithasmile
Teamwork
A“can‐do”attitude
Responsiveness
Customerswhowishtomakespecificcommentsorcomplaintsregardingformalemployees
shouldbedirectedtotheHumanResourcesDepartment.Allothercomplaintsshouldbe
directedtotheappropriatedivisiondirector.
Page 13 of 245
Chapter1: EMPLOYMENT
1.01EmploymentClassification
PURPOSE:
TodefinetheclassificationsofemploymentintheCityofStephenville.
POLICY:
Thecitywillmaintainstandarddefinitionsofemploymentandwillclassifyemployeesinaccordance
withthefollowingdefinitions:
A. FulltimeEmployees
Afulltimeemployeeholdsanauthorizedpositionbudgetedforatleast2080hoursperfiscalyear.
B. PartTimeEmployees
Aparttimeemployeeholdsanauthorizedposition,budgetedforfewerthan1000hoursper
fiscalyear.
C. ParttimeEmployeewithRetirementBenefits
Apart time employeewithretirementbenefitsholdsan authorizedposition,budgetedfor
fewer than2080hours,but may work over1,000hours per fiscal year consistently. If this
occurstheemployeewillberequiredtocontributetotheCity’sretirement.
D. Temporary/Seasonal
Atemporary/seasonalemployeeholdsajobestablishedforaspecificperiodoftimeorforthe
durationofaproject,season,orassignment.Note:Temporaryemployeesmayworkvarious
temporaryassignmentswiththecityandstillretaintemporarystatus.
E. Exempt
Employeesinnon‐exemptjobsmustbepaidovertime,generallyforhoursworkedoverforty
(40)hoursperweek.Thismeansthatnon‐exemptemployees’timeworkedmustberecorded
tobeincompliancewithFLSA.

Page 14 of 245
Chapter1: EMPLOYMENT
1.02EmployeeRelations
PURPOSE:
To outline expected employee relations that create a working environment where services are
providedtocitizensinanefficient,effective,andeconomicalmanner.
POLICY:
High productivity and efficiency are a result of individual jobsatisfaction.Toworktogether
successfully,employeesmustrealizethatharmoniousrelationshipsarenotentirelyamatterofrules,
butaretheoutgrowthofdailydecisionsandprofessionalbehavior.
Employeesareexpectedtoestablishandmaintaineffectiveprofessionalworkingrelationshipswith
fellowemployees,supervisors,electedandappointedofficials,citizens,consultants,contractors,and
othersdoingbusinesswiththecity.
Tocreate apositivework environment,employeesandsupervisorsshall communicateopenlyand
directly.Ifemployeeshaveconcerns,theyarestronglyencouragedtovoicethemopenlyanddirectly
totheirsupervisorordepartmentdirector.

Page 15 of 245
Chapter1: EMPLOYMENT
1.03EqualEmploymentOpportunity
PURPOSE:
Toaffirmthecity’spositionregardingnon‐discriminationinmattersrelatingtoemploymentinthe
organization.
POLICY:
To help ensure that equal employment and advancement opportunities are available to all individuals,
employmentdecisionsatthecitywillbebaseduponmerit,qualification,andabilities.Thispolicygovernsall
aspects of employment, including selection, job assignment, compensation, discipline, termination, and
accesstobenefitsandtraining.Thecitydoesnotdiscriminateinemploymentopportunitiesorpracticeson
thebasisofrace,color,religion,gender,nationalorigin,ethnicaffiliation,age,disability,veteranstatus,or
anyothercharacteristicprotectedbylaw.
InaccordancewiththeAmericanswithDisabilitiesAct(ADA),thecitywillmakereasonableaccommodations
forqualifiedindividualswithknowndisabilitiesunlessdoingsowouldresultinanunduehardship.
IncompliancewithGeneticInformationNondiscriminationAct(GINA),thecityprohibitsdiscriminationand
retaliationbasedongeneticinformationinemploymentopportunitiesorpractices.
Employeeswithquestionsorconcernsaboutanytypeofdiscriminationintheworkplaceareencouragedto
bring those issues to the attention of their immediate supervisor, department director, or the Human
Resources Department. Employees can raise concerns and make reports without fear of reprisal or
retaliation.Anyonefoundtobeengagingindiscriminationorretaliationwillbesubjecttocorrectiveaction,
uptoandincludingterminationofemployment.
Thecitywillnottoleratederogatoryremarksoractionsbyemployeesregardingrace,color,religion,gender,
nationalorigin,ethnicaffiliation,age,disability,veteranstatus,oranyothercharacteristicprotectedbylaw.

Page 16 of 245
Chapter1: EMPLOYMENT
1.04WorkEthics
PURPOSE:
Todefineethicalconductforemployeesandrepresentativesofthecity.
POLICY:
TheCitywillcomplywithallapplicablelawsandregulationsandexpectsitsdirectors,officers,volunteers,and
employeestoconductbusinessinaccordancewiththeletterandspiritofrelevantlawsandrefrainfrom
dishonestorunethicalconduct.
Employeesshall,duringbothworkingandnon‐workinghours,actinamannerwhichwillinspirepublictrustin
theirintegrity,impartiality,anddevotiontothebestinterestsofthecity,itscustomers,andcitizens.
Toensureethicalandimpartialbusiness,itisprohibitedforcityemployeesto:
1. Offer,orsolicitmoney,property,service,orotheritemsofvaluebywayofgift,favor,inducement,or
loanwiththeintentthattheofferwouldinfluenceortherecipientwouldbeinfluencedbysuchconduct
inthedischargeofpublicduties.Usetheirofficialposition,uniform,orbadgetosecurespecial
advantageinbusiness,personalgain,orotherbenefitderivedfromsuchrelationship.
2. Useanycity‐ownedfacility,building,equipment,materials,orvehiclefortheirpersonaluseofbenefits,
orforthepersonaluseorbenefitofanyotherindividual.Noemployeeshallhaveunauthorized
possessionofcityproperty.
3. Investorholdafinancialinterest,directlyorindirectly,inanybusinessentity,transaction,orbusiness
endeavorthatwouldcreateaconflictbetweenthecityemployee’sdutytoupholdthepublictrustand
theindividual’sprivateinterest.Anemployeeoremployee’simmediatefamilymaynotbeavendorof
thecity.
4. Giftsshouldneverbeofferedinexchangeforacityofficialoremployee’svoteorsimilarexerciseof
discretionbecausethatisbribery.Assumingthegiftisnotgiveninexchangeforanyparticularaction,
themostconservativepracticeistoavoidevergivingcityofficialsoremployeesgiftsthatexceed$50in
value.(Agiftbelow$50mayneverbeintheformofcash,acheck,orgiftcard.)
5. Giftsordrawingsthatareopentoeveryoneinattendanceforafunctionareacceptable.
Cityemployeesmaybeofferedhonorariums,apaymentgivenforprofessionalservicesthatarerendered
nominallywithoutcharge.Iftheemployeeisbeingpaidbythecityforthetimeforwhichthehonorariumwill
bereceived,thehonorariumwillberejected.
Ingeneral,theuseofgoodjudgment,basedonhighethicalprinciples,willbetheguidewithrespecttolinesof
acceptableconduct.Ifasituationariseswhereitisdifficulttodeterminethepropercauseofaction,thematter
mustbedisclosedtotheimmediatesupervisorand/orthedepartmentdirector.Thedepartmentdirectorshall
immediatesupervisorand/orthedepartmentdirector.Thedepartmentdirectorshallimmediatelyinformthe
cityadministratorforthepurposeofprecludinganyrealorapparentconflictofinterest.
Page 17 of 245
Chapter1: EMPLOYMENT
1.05Nepotism
PURPOSE:
Toclearlydefinethehiring,transferandpromotionstandardswhenanyrelationshipthroughblood,
marriage,adoption,cohabitationorasroommatespresentsaconflictofinterestorconflictofworkrelated
decisionsfortheCityofStephenville.
POLICY:
Theemploymentofindividualsrelatedthroughblood,marriage,adoption,cohabitationorasroommateswithin
theCitymaycauseseriousconflictsandproblemswithfavoritismandemployeemoralewithintheorganization.
Employeeswhoarerelatethroughblood,marriage,adoption,cohabitationorasroommatesmayworkinthe
samedepartment;however,notinthesameworkunit,divisionorworkinacapacitythatposesormayposea
conflictofinterest.Additionally,theyshallnotworkdirectlyfor,orbesupervisedbyanyindividualrelated
throughblood,marriage,adoption,cohabitationorasroommates.Further,norelativeoranyemployeerelated
throughblood,marriage,adoption,cohabitationorasroommatesshallbeplacedinpositionsallowingfor
financialsignatureapprovalofanypurchasingorpayrolltransactionsforoneanother.Suchemployeesshallnot
workinacapacitythatposesormayposeaconflictofinterest.
Thispolicyappliestoallemployees.Thecityreservestherighttotakepromptandappropriateactionto
eliminatetheconflictorpotentialconflictincludingterminationoremployment.
Thecityprohibitsemployeesfromtheinvolvementintheselection,placementordisciplineprocessofthose
withwhomtheyarerelatedthroughblood,marriage,adoption,andcohabitationorasroommates.
Thecityreservestherighttotakepromptactionifanactualorpotentialconflictofinterestarisesconcerning
employeesrelatedthroughblood,marriage,adoption,cohabitationorasroommateswhooccupypositionsat
anylevel(higherorlower)inthesamelineofauthoritythatmayaffectemploymentdecisions.
A. Definitions
1. Relatives:Individualsrelatedthroughblood,marriageoradoption;theseincludebutarenot
limitedtopersonsrelatedthroughthefirst,secondandthirddegreeofconsanguinity(blood
relations)andthefirstandseconddegreeofaffinity(marriagerelations).SeetheNepotism
Chart(AppendixA)
2. Cohabitants:Individualslivingtogetherinanintimateorsexualrelationshipbutarenot
married,ordeclaredtobemarried,includingrelationshipsthatmaybeconsideredcommonlaw
marriages.
3. Roommates:Individualssharingthesameresidence.
Page 18 of 245
B. Procedures
1. Allapplicantsforemploymentatthetimeofhiremustdisclosetherelationshipwithelectedcity
officialsoranyindividualworkingforthecityinanycapacity.Non‐disclosuremayresultin
correctiveactionuptoandincludingtermination.
2. Whenarelationshipiscreatedwhichisnotallowedbycitypolicy,itistheresponsibilityand
obligationoftheemployeesinvolvedtopromptlydisclosetherelationshipstothedepartment
managerordirector.Failuretonotifymanagementmayresultincorrectiveactionupto
termination.
3. Whenarelationshipiscreatedwhichisnotallowedbycitypolicy,theaffectedemployeeswill
beprovidedthirty(30)calendardaystoconsiderwhichemployeewillvacatehisorherposition.
Theaffectedemployeemayresign,applyforanotherposition,voluntarilydemoteortransferto
avacantposition.Afterthirty(30)calendardays,thedepartmentmanagerordirectormay
decidewhichemployee(s)todemote,transferorterminate.
C. GrandfatherClause
1. Thecityisawarethat,asoftheaboverevisiondateofthispolicy,anumberofcityemployees
arerelated,bybloodorbymarriage,toothercityemployees.Theseemployeeswillbe
“grandfathered”underthispolicy,meaningtheywillbepermittedtocontinuetheir
employmentwiththecityaslongastherequirementssetoutinsubsectionBofthispolicyare
met.Pleasebeinformedthattheabove“grandfathered”provisionisforfamilyrelationshipsas
theyexistasoftherevisiondateofthispolicy.
D. PeriodicReview
1. Periodically,thecitymanager(ordesignee)willreviewthejobdescriptionsand
interrelationshipsbetweentheaffectedjobsanddeterminewhethertheymeetthe
requirementssetoutinsubsectionB.Ifoneormoreoftheserequirementsarenotmet,oneor
bothoftheaffectedemployeesmustimmediatelyseekatransfertoanotherpositionwithinthe
cityforwhichheorsheisqualifiedandthatmeetstherequirementsofsubsectionBofthis
policy.Ifasuitabletransfercannotbemadewithinninety(90)days,oneorbothoftheaffected
employeeswillberequiredtoresignfromemployment.
E. ApplicationofPolicy
Thispolicyappliestoallfull‐timeandpart‐timeemployeesofthecity.
Page 19 of 245
Chapter1: EMPLOYMENT
1.06PersonalRelationships
PURPOSE:
Toprovideguidanceinareaswherepersonalrelationshipsoverlapwithworkingrelationshipsandavoid
potentialconflictsofinterestintheworkplace.
POLICY:
Personalrelationshipisdefinedasarelationshipbetweenindividualswhohaveorhavehada
continuingrelationshipofaromanticorintimatenature.Supervisorsarestrictlyprohibitedfrom
havingpersonalrelationshipswithsubordinates;datingorintimate,regardlessoffrequency.Thecity
reservestherighttotakepromptactionifanactualorpotentialconflictofinterestarisesconcerning
individualswhooccupypositionsatanylevel(higherorlower)inthesamelineofauthoritythatmay
affectemploymentdecisions.Ifithasbeendeterminedthatasupervisorisdatingorintimatewitha
subordinate,thesupervisormaybedisciplined,uptoandincludingtermination.Anyemployeewhois
inviolationofthepersonalrelationshippolicymaybesubjecttodiscipline,uptoandincluding
termination.
Employeesinvolvedinapersonalrelationshipwithanotheremployeemaynotoccupyapositioninthesame
department,workdirectlyfor,orsupervisetheemployeewithwhomtheyareinvolved.Thealternativeforany
employeedeterminedtobeinapersonalrelationshipisforoneorbothemployeestoleaveemploymentofthe
department.
Whereaconflictorthepotentialforconflictarisesbecauseofarelationshipbetweenemployees,evenifthere
isnolineofauthorityorreportinginvolved,theemployeesmaybeseparatedbyreassignmentorterminated
fromemployment.Ifsuchadatingrelationshipisestablishedafteremployment,itistheresponsibilityand
obligationoftheemployeesinvolvedtodisclosetheexistenceoftherelationshiptothedepartmentdirectorof
citymanagerimmediately.Failuretoimmediatelydisclosetherelationshipconstitutesviolationofthepersonal
relationshippolicy.Whereaconflictorpotentialconflictarisesbecauseoftherelationshipaffecting
employmenttheindividualsconcernedwillbegiventheopportunitytodecidewhoistobetransferredto
anotherpositionorterminatedifnopositionisavailable.Ifthatdecisionisnotmadewithinthirty(30)calendar
days,managementwilldecidewhoistobetransferredor,ifnecessary,terminatedfromemployment.
GRANDFATHERCLAUSE:
Thecityisawarethat,asoftheaboverevisiondateofthispolicy,anumberofcityemployeesarerelated,by
bloodorbymarriage,toothercityemployees.Theseemployeeswillbe“grandfathered”underthispolicy,
meaningtheywillbepermittedtocontinuetheiremploymentwiththecityaslongastherequirementssetout
insubsectionsBofSection1.05–Nepotismofthispolicyaremet.Pleasebeinformedthattheabove
“grandfathered”provisionisforfamilyrelationshipsastheyexistasoftherevisiondateofthispolicy.Any
futurechangestothefamilyrelationshipand/oremploymentstatusoftheaffectedemployee(s)willbe
governedbytherequirementsofthispolicy.
Page 20 of 245
PERIODICREVIEW:
Periodically,thecitymanager(ordesignee)willreviewthejobdescriptionsandinterrelationshipbetweenthe
affectedjobsanddeterminewhethertheymeettherequirementssetoutinsubsectionBofSection1.05–
Nepotism.Ifoneormoreoftheserequirementsarenotmet,oneorbothoftheaffectedemployeesmust
immediatelyseekatransfertoanotherpositionwithinthecityforwhichheorsheisqualifiedandthatmeets
therequirementsofsubsectionBofSection1.05–Nepotism.Ifasuitabletransfercannotbemadewithin
ninety(90)days,oneorbothoftheaffectedemployeeswillberequiredtoresignfromemployment.
Page 21 of 245
Chapter1: EMPLOYMENT
1.07Compensations
PURPOSE:
ToensurethecityisstayingwithintheguidelinesofourapprovedPayPlan.
POLICY:
AllemployeeshiredwiththeCityofStephenvillewillbehiredattheminimumrangeunlessjustificationis
providedtowarranthiringatahigherrateofpay.Withjustification,andproperform(AppendixE,Form4)it
mustbeapprovedbythecitymanagerpriortoanyjoboffer.
Page 22 of 245
Chapter1: EMPLOYMENT
1.08IncentivesandBonuses
PURPOSE:
ToinsurethatCityofStephenvilleemployeesareproperlycompensatedforassignmentsanddutiesthatfall
beyondtheirnormalscopeofresponsibilities.
POLICY:
Thecityrecognizesthatfromtimetotimeemployeesarerequestedtoperformdutiesbeyondthenormalscope
ofresponsibilities.Wherethisoccursthecitymayofferanincentiveorbonustoanemployeeinconjunction
withthebeginningoftheextraassignment.Theincentivemaytaketheformoffinancialbenefit,additional
timeoff,orotherthingofvalue.
NothinginthepolicyshouldbeconstruedtobecontrarytoTexascaselawandtheTexascaselawandtheTexas
Constitutionprohibitionagainstawardingsuchincentivesorbonusesaftertheworkisdone.Inallcasesof
incentivesorbonuses,theincentiveorbonuswillbeagreeduponbythecityandtheemployeepriorto
commencingthatassignment.
Page 23 of 245
Chapter1: EMPLOYMENT
1.09EmployeeMedical/PsychologicalExaminations
PURPOSE:
Tooutlinetheproceduresrequiringcertaincurrentorprospectiveemployeestoundergoacity‐paid
examinationtoensuresuccessfulperformanceofessentialjobfunctions.
POLICY:
Applicantsforspecificjobsmayberequiredtoundergoandpassapre‐employmentphysicaland/orpsychiatric
examuponaconditionalofferofemployment.Theexaminationwillbeconductedbyaphysicianofthecity’s
choiceandpaidforbythecity.Employmentwillbecontingentuponsuccessfulcompletionoftheexamination
inarelationtothestandardsoffitnessrequiredbytheessentialfunctionsoftheposition.Whereconflictsof
medical/psychologicalopinionoccur,thedecisionofthecity’sappointedphysician/psychologistorpsychiatrist
shallbefinalandbinding.
Adepartmentdirector,withagreementoftheHumanResourcesManager,mayrequirecurrentemployeesto
undergoaphysicaland/orpsychologicalexaminationinordertodeterminefitnesstoperformtheessentialjob
functionsforcontinuedemployment.Employeeswhoaretransferred,promoted,ordemotedmayberequired
toundergoanexaminationtoensurethattheyarecapableofperformingtheessentialjobfunctionsofthenew
position.
Anymedical/psychologicalinformationconcerninganemployeewillbemaintainedinseparate,confidential
medicalfiles,apartfromregularpersonnelrecords,intheHumanResourcesDepartment.Suchrecordsarenot
subjecttoopenrecords.Onlyauthorizedemployeesmayhaveaccesstosuchfiles.Anyemployeefoundto
havediscussedmedicalinformationaboutanotheremployeewithanyoneelseortohavereleasedsuch
informationwithoutauthorization,isinviolationofthispolicyandwillbesubjecttocorrectiveaction,uptoand
includingterminationfromemployment.
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Chapter1: EMPLOYMENT
1.10MandatoryReferral
PURPOSE:
TooutlinetheMandatoryReferralprocessdevelopedtoassistemployeesexperiencingproblemsorconcerns
whichadverselyaffecttheirjobperformance.
POLICY:
Ifthereiscontinuingorseriousmisconductordisruptivebehaviorsbyanemployee,thedepartmentdirector
mayrequireapsychologicalevaluationofanemployee.TheemployeemaybereferredtotheEmployee
AssistanceProgram(seePolicy3.11EmployeeAssistanceProgram),healthinsuranceprovider,oranother
professionalorganizationorindividualforevaluation.Ifpsychologicalevaluationandsuccessfultreatmentare
madeconditionsofcontinuedemployment,orifacorrectiveactionisdelayedorreducedcontingentupon
evaluationandsuccessfultreatment,thensuchreferralisconsideredmandatoryandfullparticipationinthe
recommendedcourseofactionisrequired.Referraldoesnotautomaticallyprecludecorrectiveaction.Failure
tofullyparticipatewillbecausetoreinstatetheoriginalpersonnelactionortotaketheappropriatepersonnel
action,uptoandincludingtermination.
AllcasesofmandatoryreferralshallbediscussedwiththeHumanResourcesManagerordesignated
representativepriortoreferral.Iftheemployeehassoughttreatmentonhis/herowninitiative,thenthe
HumanResourcesManagerordesigneemayrequirefulldisclosureandreleaseofpsychologicalinformation
relatedtotherecommendedcourseofactionandtreatmentorthecitymayrefertheemployeetoanother
provideronamandatorybasis.
Page 25 of 245
Chapter1: EMPLOYMENT
1.11OutsideEmployment
PURPOSE:
TooutlinetheconditionsanemployeeoftheCityofStephenvillemustmeetbeforeacceptinganotherjobor
businessopportunityoutsidetheiremploymentwiththecity.
POLICY:
ThepositionanemployeeholdswiththeCityofStephenvilleshalltakeprecedenceoveranyotheroccupational
involvementoftheemployee.Theacceptanceofanotherjoborbusinessopportunity,suchascontractingor
self‐employment,whileintheemploymentofthecityispermissibleaslongasthefollowingconsiderationsare
met:
1. EmployeemustsubmitaRequestforOutsideEmployment(AppendixE,Form1)tothedepartment
directorpriortotheacceptanceofoutsideemploymentandwheneverthenatureofsuchemployment
changes.Ifoutsideemploymentisapproved,therequestformwillbeforwardedtoHumanResources
andplacedintheemployee’spersonnelfile.
2. Outsideemploymentmaynotconflictwiththebestinterestofthecityandmustbeterminatedifit
adverselyaffectstheemployee’sattendanceorperformanceofduties.Approvalofoutside
employmentmaybewithdrawnatanytime.
3. Outsideemploymentmustbesuspendediftheemployeeisonrestrictedduty,workers’compensation
leave,sickleave,militaryleave,leavewithoutpay,orFMLA(seePolicy4.04FamilyandMedicalLeave
Act(FMLA)foradditionalFMLAinformation).
4. Anyemployeecurrentlyworkingatanoutsidejobatthedateofimplementationofthisrevisionofthe
PersonnelPolicyManualmustalsosubmita“RequestforOutsideEmploymentForm,”(AppendixE,
Form1)totheDepartmentDirector.
Page 26 of 245
Chapter1: EMPLOYMENT
1.12JobPosting
PURPOSE:
Tooutlinethejobpostingandapplicationprocessforcity‐widejobopenings.
POLICY:
A. JobPosting
JobswillbepostedontheofficialcitywebsiteandonthejobboardoutsideCityHall.Thejobsmay
alsobepostedondepartmentalbulletinboardslocatedatallcityownedbuildings.Eachjobposting
willnormallyremainopenforaminimumofone(1)weekandwillincludethejobtitle,department,
jobsummary,essentialduties,closing date,andminimumqualifications.Ingeneral,noticesofjob
openingsareposted,althoughthecityreservesitsdiscretionaryrightnottopostaparticularopening.
B. Applyingforajob
Toapplyforapostedposition,anapplicationshallsubmitacompletedapplicationonline.
C. InternalApplicants
Allemployees,includingparttimeandseasonal,mayapplyforinternaljobpostingsandwillbesubject
tothesame requirements and ortests(if applicable) asexternalapplicants.An applicant’s current
supervisormaybecontactedtoverifyperformance,skills,andattendance,andthepersonnelfilemay
alsobereviewed.Staffinglimitationsorothercircumstancesthatmightaffectaprospectivetransfer
maybediscussed.Employeeswhohavebeenoncorrectiveprobationorhavebeensuspendedinthe
previoustwelve(12)monthperiodarenoteligibletoapplyforpostedjobs.
Page 27 of 245
Chapter1: EMPLOYMENT
1.13At‐WillEmployment
EachemployeeentersintotheemploymentrelationshipwiththeCityvoluntarily,withnospecified
lengthofemployment.Accordingly,eitherthecityofanemployeecanterminatetheemployment
relationship at will, at any time, with or without cause, with orwithoutnotice.Thisatwill
employmentrelationshipexistsregardlessofanyotherwrittenstatementsorpoliciesoranyverbal
statementtothecontrary.Anyemployee, manager, or supervisor who makes such a
representationorpromiseisnotauthorizedtodoso.
Page 28 of 245
Chapter1: EMPLOYMENT
1.14AmericanswithDisabilities(ADA)
PURPOSE:
The City of Stephenville prohibits discrimination against qualified individuals with disabilities
relatingtotheapplication,interviewing,hiring,promotion,discharge,compensation,training,or
otherterms,conditions,andprivilegesofemployment.
POLICY:
TheAmericanswithDisabilitiesAct(ADA)requiresemployerstoreasonablyaccommodatequalified
individualswithdisabilities.However,theemployerisnotrequiredtolowerqualityorquantity
standards to make an accommodation. In addition, the employer is not required to provide
personaluseitemssuchasglasses,contactlens,wheelchairsorhearingaidsasanaccommodation.
The City of Stephenville will comply with all Federal, State, and Local laws relating to the
employmentofapplicantsandemployeeswithdisabilitiesandreasonablyaccommodatequalified
individualswithadisabilitysothatqualifiedindividualswithdisabilitiescanperformtheessential
functionsofthejobinquestion.

An individual who can be reasonably, accommodated for the job in question, without undue
hardshipwillbegiventhesameconsiderationforthatpositionasanyotherapplicantoremployee.
Applicantswhoposeadirectthreattothehealthorsafetyofotherindividualsintheworkplace,
whichthreatcannotbeeliminatedbyreasonableaccommodation,willnotbehired.Allemployees
arerequiredtocomplywithsafetystandards.Anyemployeethatposesadirectthreattothehealth
of safety of the other individuals in the workplace will be placed on appropriate leave until an
organizational decision has been made in regards to the employee’s immediate employment
situation.
A. Definitions
In implementing this policy, the City of Stephenville will be guided by the most recent
applicabledefinitionsstatedintheADAorincaselawconstruingtheADA,andapplicable
stateandlocallaw.IntheeventofanyconflictbetweenthedefinitionsintheADAandthe
definitionsinthispolicy,thelegaldefinitionswillbeprevailing.
Thefollowingdiscussionisprovidedforgeneralguidanceofapplicantsandemployeesin
understandingthepolicyoftheCityofStephenville.
“Disability”referstoaphysicalormentalimpairmentthatsubstantiallylimitsone
ormoreofthemajorlifeactivitiesofanindividual.Anindividual who has such an
impairment,hasarecordofsuchanimpairmentisalsodeemeda“disabledindividual”.An
individual may also be deemed “disabled” if that person is regarded as having such
impairment.However,inthe“regardedas”instance,thesituationismorecomplicated.
UnderamendmentstotheADAin2008,iftheconditionistransitoryandminordefinedas:
Page 29 of 245
1. Havinganactualorexpecteddurationofsix(6)monthsorless,thenthecondition
doesnotqualifyasadisability.
2. Generally,ameliorativemeasuressuchasmedicationsandmedicaldevices,willnot
beconsideredinmakingadisabilitydetermination,althoughordinaryeyeglasses
orcontactsmaybetakenintoconsideration.So,forexample,themerefactthata
personwearsordinaryeyeglasseswillnotqualifythatpersonas“disabled”.Onthe
otherhand,thefactthatapersonhasahearingaidortakesmedicationstoaddress
theimpairmentwill not disqualifythatpersonas being“disablediftheperson
otherwisemeetsthedefinitionof“disabled”.
3. “Major life activity” may include things such as caring for oneself, performing
manualtasks,seeing,hearing,eating,sleeping,walking,standing,lifting,bending,
speaking,breathing,learning,reading,concentrating,thinking,communicatingor
working.A“majorlifeactivitymayalsoincludebodilyfunctionssuchasfunctions
oftheimmunesystem,normalcellgrowth,digestive,bowel,bladder,neurological,
brain,respiratory,circulatory,endocrine,andreproductivesystems.
4. “Directthreattosafety”referstoasignificantrisktothehealthorsafetyofothers
thatcannotbeeliminatedbyreasonableaccommodation.
5. A“qualified individual witha disability”referstoanindividualwithadisability
who, with or without reasonable accommodation, can perform the essential
functionsoftheemploymentpositionthattheindividualholdsorhasappliedfor.
6. “Reasonableaccommodation”referstomakingexistingfacilitiesreadilyaccessible
to and usable by individuals with disabilities, including but not limited to; job
restructuring, part time or modified work schedules, reassignment to a vacant
position, acquisition or modification of equipment of devices, adjustment or
modification of examinations, adjustment or modification of training materials,
adjustmentormodificationofpolicies,andsimilaractivities.
7. “Unduehardship”referstoanactionrequiringsignificantdifficultyorexpenseby
the employer. The factors to be considered in determining an undue hardship
include:(1)thenatureandcostoftheaccommodation;(2)theoverallfinancial
resourcesofthefacilityatwhichthereasonableaccommodationistobemade;(3)
thenumberofpersonsemployedat thatfacility;(4)theeffectonexpensesand
resourcesorotherimpactuponthatfacility;(5)theoverallfinancialresourcesof
theCity;(6)theoverallnumberofemployeesandfacilities;(7)theoperationsof
theparticularfacilityaswellastheentireCity;(8)therelationshipoftheparticular
facilitytotheCity.Thesearenotallofthefactorsbutmer
elyexamples.
8. “Essential
job
functions” refers to those activities of a job that are the core to
performing the job in question and must be performed with or without an
accommodation.
B. AdministrativeProcedures–Howtorequestanaccommodation
An applicant and/or employee is fully responsible for providingtherequestfor
accommodation when needed. Request for ADA Accommodation Form, (Appendix E,
Form24)maybefoundinthebackoftheCityPolicyManualorintheHumanResources
department. Any request for accommodation must be reasonable, doesnotcausean
unduehardship,athreattosafetyandwillenabletheapplicantoremployeetoperform
the essential functions of the position. Each request, will be evaluated on the
aforementionedcriteria.
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Allrequestsareconfidential.Thereviewandcoordinationofany request for
accommodationforadisabilitywillbelimitedtothosewhohavearighttoknow.
TheHumanResourcesDepartmentisresponsibleforimplementingthispolicy,including
resolutionofreasonableaccommodation,safety,andunduehardshipissues.
TheHumanResourcesManagerisdesignatedastheADACoordinatorresponsibleforthe
receipt, review and response of requests for accommodation from the applicant or
employee.Additionally,theHumanResourcesManagerdesigneeisalsoresponsiblefor
informing the department director of the request and conductingthereviewwiththe
appropriatestaff,departmentand/oragency.
Theapplicantoremployee,willbeprovidedthestatusoftherequestwithinfive(5)working
days.Extensionsmayberequiredcontingentuponthecomplexityoftherequest.Aneed
for extension will be provided in writing by the ADA Coordinatortotheapplicantor
employee.
ShouldtheapplicantoremployeedisagreewiththefindingsoftheADACoordinator,the
applicant or employee may appeal the decision of the ADA Coordinator within five (5)
workingdaysto thedeputycitymanagerordesignee. The requestforappealmustbe
providedinwriting.Thedecisionofthedeputycitymanagerordesigneewillbefinal.
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Chapter1: EMPLOYMENT
1.15IntroductoryPeriod
PURPOSE:
Toprovideallnewemployeesadefinedperiodoftimeinwhichthey must satisfactorily
demonstratejobproficiency.
POLICY:
All new employees hired to fill regular full‐time positions must satisfactorily complete an
introductory period of six (6) months from date of hire. Sworn public safety positions must
satisfactorilycompleteanintroductoryperiodofone(1)yearfromdateofhire.
Eachemployeeservingintheintroductoryperiodisresponsibleforknowing,understanding,and
meeting the expectations and standards for the position. In addition, each employee is also
responsible for performing the job in a safe, productive, and effective manner within the
instructionsandestablishedstandardsfortheposition.Furthermore,employeesareexpectedto
maintainanacceptablestandardsofconductintheiremployment.Duringtheintroductoryperiod,
it is the responsibility of the employee to correct any deficiencies or inadequacies in job
performance,attitude,orconduct.
A. IntroductoryPerformanceDiscussion
Allemployeesservingintheintroductoryperiodshallhavetheopportunitytomeetwith
theirsupervisortodiscusstheirprogressintheirnewposition,anyexpectations,additional
training they feel they need, and their goals with the city. Thisisagoodtimeforthe
employee to be able to visit with their supervisor in a one‐on‐one basis. After the
discussion,thesupervisorwillbeaskedtodocumentthediscussion.Oncetheemployee
hasreadit,heorshewillhavetheopportunitytoreaditandalsohavetheopportunityto
makeanycommentsontheform.Bothpartieswillbeaskedtosign and date it. The
documentwillbesubmittedtotheHumanResourcesofficeandplacedintheemployer’s
file.
B. ExtensionstoIntroductoryPeriod
Theintroductoryperiodmaybeextendedunderanyofthefollowingcircumstances:
1. Attheendoftheinitialsix(6)months,theintroductoryperiodmaybeextended
for up to an additional three (3) months when an employee’s performance has
beenmarginalduetoextenuatingcircumstances,additionaltrainingiswarranted,
oranemployee’sabsencefromworkforanextendedperiodoftimedidnotpermit
anopportunityforadequateassessmentofperformance.Thedecisiontoextend
ornottoextendanemployee’sintroductoryperiodmaynotbeappealed.Ifan
extensionisgranted,theemployeewillbeadvisedinwritingandgiventhedateon
whichtheextendedintroductoryperiodwillbecompleted.Suchextensionwillbe
solely at the discretion of the department director and the Human Resource
Manager.
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2. Anintroductoryperiodmaybeextendedfortimespentonanapprovedleaveof
absenceincludingleavesofabsencesduetoinjuryorillnessorapprovedmilitary
leave.Theapprovedextensionwillnormallyequalthelengthoftimeawayfrom
work. Hence, each full‐day absence incurred by an employee during the
introductoryperiodwillnormallyextendthesix‐monthintroductoryperiodbyan
additionalday.
C. FailureofIntroductoryPeriod
Anemployeeisconsideredtohavefailedtheintroductoryperiodwhenitisdetermined
thattheemployee’ssuitability,qualityorquantity of work,attendance,orcombination
thereof, does not meet minimum job performance standards and expectationsforthe
position. Failure of introductory period may occur at any time within the introductory
period. An employee who does not successfully complete the introductory period will
normallyhavetheiremploymentterminatedfromthecity.Ifdesirableandfeasible,the
employee may be administratively transferred to a more suitablepositionatthesole
discretion of the city. Department directors are responsible for ensuring the thorough
written documentation of all cases of failure of the introductory period, including
documentation of counseling, training, and other efforts to help employees during this
period.All suchdocumentationshouldbereviewedbythe Human ResourcesManager
beforeanemployeeservingintheintroductoryperiodhastheiremploymentterminated.
D. TerminationofEmploymentServingintheIntroductoryPeriod
All employees, including those serving in the initial introductory period, are at‐will
employeesandmayhavetheiremploymentterminatedatthetimeduringtheintroductory
period,withorwithoutnoticeorcause.Anemployeeservingintheinitialintroductory
periodwhohastheirpositionterminatedhasnotrighttoappeal.Theseemployeesarenot
entitledtoprogressive levelsof discipline.Employees servinginthe initialintroductory
periodareotherwisesubjecttoallpoliciesandproceduresofthecity.
E. SexualandOtherUnlawfulHarassment
Employees serving in the introductory period are subject in allrespectstothecitys
HarassmentandDiscriminationPolicy,Chapter7.07.Employeesservingintheintroductory
period have no right to appeal; however, if it is believed that unlawful harassment or
discriminationhasoccurred,suchconductmustimmediatelybereportedassetoutinCity
Policy7.07–HarassmentandDiscrimination.TheCityofStephenvillehaszerotolerance
foranyformofSexualHarassment.
F. CompletionofIntroductoryPeriod
Employeeswhohave completedtheintroductorytrialperiodarenotentitledtoremain
employedbythecityforanydefiniteperiodoftime.Bothemployeeandthecityarefree,
atanytime,withor withoutnoticeand withorwithout cause,toendtheemployment
relationship.
Page 33 of 245
Chapter2: PERSONNELACTIONSANDRECORDS
2.01PersonnelFiles
PURPOSE:
Tooutlinetheinformationmaintainedinthepersonnelfile,employee’saccesstothefile,andhow
anemployeemustkeeppersonneldataandrecordscurrent.
POLICY:
The City of Stephenville maintains an official personnel file in the Human Resources on each employee
includingsuchinformationastheemployee’sjobapplication,resume,performanceevaluationform,change
ofstatusforms,andotheremploymentrecords.
A. Restrictions&ConfidentialityofFile
Personnelfilesarethepropertyofthecity,andaccesstotheinformationtheycontainisrestricted.
However,releaseofinformationcontainedinthepersonnelfileissubjecttothePublicInformation
Act.Informationcontainedinthepersonnelfile,exceptinformationdeemedconfidentialbylawor
otherinformationthatisexceptedfromdisclosureunderthePublicInformationAct,maybereleased
pursuanttosuchact.Additionally,directorhiringsupervisorsandmanagementpersonnelofthecity
whohavealegitimatereasonmayreviewinformationinafile.Medicalrecordsaremaintained
separatefromthepersonnelfileandwillnotbereleasedtothepublic,unlessrequiredbylaw.An
employeeorformeremployeemaychoosenottoallowpublicaccesstoinformationthatrelatesto
theemployee’shomeaddress,hometelephonenumber,orsocialsecuritynumber,orthatreveals
whethertheemployeehasfamilymembers,bysigningawrittennon‐disclosureformatanytimeof
employment,termination,orretirement.Anemployeeorformeremployeemayalsolaterchooseto
openorcloseaccesstosuchinformation.
B. EmployeeAccesstoFile
EmployeeswhowishtoreviewtheirownfileshallcontacttheHuman Resources Department to
schedule an appointment. With reasonable advance notice, employees may review their own
personnelfileintheHumanResourcesDepartmentinthepresenceofaHumanResourcesemployee.
Theemployeemayreviewthefilesandtakenotesorrequestcopiesofselectpages,butshallnotadd
orremoveanythingfromtheirpersonnelfile.
C. PersonalDataChanges
ItistheresponsibilityofeachemployeetonotifytheHumanResourceDepartmentwithinone(1)
week of any changes in personal data, such as personal mailing addresses, telephone numbers,
emergencycontact,etc.Foremployeeswithdependentinsurancecoverage,thenumberandnames
ofdependentsmustalsobekeptuptodate.
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Chapter2: PERSONNELACTIONSANDRECORDS
2.02EmploymentReferenceChecks
PURPOSE:
Toestablishtheguidelinesforemployeereferencechecksandcityresponsetoreferencechecks
byotherentities.
POLICY:
ToensurethatindividualswhojointheCityofStephenvillearewellqualifiedandhaveastrongpotentialto
beproductiveandsuccessful,itisthepolicyofthecityfortheHumanResourcesDepartmenttocheckthe
employmentreferencesoftheselectedapplicantpriortoextendingajoboffer.
The Human Resources Department is designated to respond to reference check inquiries from other
employers. All calls, contacts and written inquiries concerning current or former employees should be
referredtotheHumanResourcesDepartment.
Page 35 of 245
Chapter2: PERSONNELACTIONSANDRECORDS
2.03PerformanceReviews(QuarterlyConversations)
PURPOSE:
Tooutlinethegeneralproceduresforconductingasystematicperformanceevaluation.
POLICY:
Performance reviews are scheduled approximately every three (3)months.Theyarecalled“Quarterly
Conversations”andaretobedocumented‐inthePerformanceReviewsoftware.
SupervisorsandemployeesoftheCityofStephenvillearestronglyencouragedtodiscussjobperformance
andgoalsonanongoing,informalbasis.Supervisorsarealsoencouragedtorecordexamplesofemployee
performances throughout the year to be used as documentation to support the performance review.
Quarterlyconversationsareconductedtoprovidebothsupervisorsandemployeestheopportunitytodiscuss
job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive,
meaningfulapproachesformeetinggoals.
*Seealso7.01.D–CorrectiveActionandPerformanceEvaluation
Page 36 of 245
Chapter2: PERSONNELACTIONSANDRECORDS
2.04ClassificationCompensationGuidelines
PURPOSE:
Tooutlinedifferenttypesofmovementonthepayplan.
POLICY:
Movementbetweenclassificationscanfallintodifferentclasses.Theseclassesaredefinedbelow:
A. Reclassification
Reclassification is a title and/or grade change based on significant change or expansion of job
responsibilitiesandduties,orasaresultofmarketreview.Itisapprovedduringthebudgetprocess,
andthereisnochangeintheperformancereviewdate.
Reclassificationisnotanassessmentofthepersonalmeritorattributesoftheemployee.Neithera
greater volume of the same work nor isolated occurrences of higher duties are justification for
reclassification.Classificationdecisionsarenotbasedonan employee’s job performance or a
comparisontothevolumeofworkthatotheremployeeperform.
B. LateralTransfer
Lateraltransferisatransfertoanotherdepartmentwithinthesamegrade.Theperformancereview
datewillchangetothepromotion/transferdate.
C. Promotion
Promotionistheassumptionofexpandeddutiesintoavacantpositionandhigherpaygrade.The
wageincreasewouldbetheamountsufficienttoreachtheminimumofthewagerange,uptoa5%
wageincrease.Theperformancereviewdatewillchangetothepromotiondate.
D. Demotion
Demotionismovementintoavacantpositionatalowerpaygrade.Atdemotion,theperformance
reviewdatewillchangetothedemotiondateandwagewillbeadjustedtothenewwagerange.
Employeeswhopromotetosafety‐sensitivepositionsarerequiredtopassadrugtest,inaccordancewith
Chapter7.06SubstanceAbuseandTesting.
Page 37 of 245
Chapter2: PERSONNELACTIONSANDRECORDS
2.05JobDescriptions
PURPOSE:
Tooutlinethecontentofjobdescriptionsandproceduresforcomposing,revising,andensuring
theaccuracyofthedescriptions.
POLICY:
TheCityofStephenvillemakeseveryefforttocreateandmaintainaccuratejobdescriptionsforallpositions
withinthecity.Eachdescriptionincludesthefollowingsections:jobsummary,typicalduties,knowledge,
abilityto,minimumqualifications,andworkenvironmentsection.
Thecitymaintainsjobdescriptionstoaidinorientingnewemployeestotheirjob,identifyingtherequirements
ofeachposition,establishinghiringcriteria, settingstandardsforemployeeperformanceevaluations,and
establishingabasisformakingreasonableaccommodationsforindividualswithdisabilities.
Whennewpositionsaredeemednecessary,thedepartmentdirectorandthecitymanagermustpresentto
thecitycouncilthefeasibilityandneedfortheposition.Existingjobdescriptionsarealsoreviewedandrevised
toensurethattheyareup‐to‐dateandreflectchanges.Employeesareexpectedtohelpensurethattheirjob
descriptionsareaccurateandcurrent,reflectingtheworkbeingdone.
Employeesmustrememberthatjobdescriptionsdonotnecessarilycovereverytaskordutythatmightbe
assigned,andthat additionalresponsibilitiesmaybe assignedasnecessary.Employeesmay contacttheir
supervisorortheHumanResourcesDepartmentwithquestionsorconcernsaboutthejobdescription.
Page 38 of 245
Chapter 2: PERSONNEL ACTIONS AND RECORDS
2.06 Separation of Employment
PURPOSE:
To establish the types of separation and guidelines to be followed when an employee ends
employment with the City of Stephenville.
POLICY:
Separation of employment within an organization can occur for several different reasons. Employment may
end as a result of resignation, retirement, release (end of season or assignment), and reduction in workforce,
or termination. When an employee separates from the city, their supervisor shall complete the Supervisor’s
Checklist for Separated Employee (Appendix E, Form 5) and the employee should contact Human Resources
to schedule an exit interview, typically to take place on their last workday.
A.
Types of Separation
1.
Resignation
Resignation is a voluntary act initiated by the employee to end employment with the city. The
employee must submit a signed and dated letter of resignation or the Voluntary Resignation
Notice (Appendix E, Form 3) providing a minimum of two (2) weeks’ notice. If an employee
does not provide advance notice, or fails to work the remaining two (2) weeks, the employee
will not be eligible for rehire. The employee also will not be eligible to receive payout of
accrued benefits, unless at the discretion of the department director and the city manager a
decision is made to pay all or a portion of accrued benefits to the employee in lieu of the two
(2) week notice.
Vacation days and/or holidays may not be taken during the two‐week notice without prior
written approval from the department director. For employees with a holiday bank, a holiday
may not be used after the letter of resignation is submitted.
2.
Retirement
Employees who retires under TMRS are required to notify their department director and the
Human Resources Department in writing at least one (1) month before planned retirement
date. See Policy 3.09 TMRS Retirement Plan and Policy 2.07 Retirement for more information.
3.
Job Abandonment
Employees who fail to report to work or contact his/her supervisor for two (2) consecutive
work days shall be considered to have abandoned the job without notice effective at the end
of his/her normal shift on the second day. The supervisor or department director shall notify
the Human Resources Department at the expiration of the second work day and initiate the
paperwork to terminate the employee. Employees who are separated due to job
abandonment are ineligible to receive accrued benefits and are ineligible for rehire.
4.
Termination
Employees of the City of Stephenville are employed on an at‐will basis, and the city retains
the right to terminate their employment at any time.
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5.
Reduction in Work Force
An employee may be laid off because of changes in duties, organizational changes, lack of
funds, or lack of work. Employees who are laid off may not appeal the lay‐off decision through
the appeal process.
6.
Release
Release is the end of temporary or seasonal employment.
7.
Long Term Absence
The city has an obligation to provide services to citizens. The city reserves the right to fill a
position if an employee has been absent for work for more than 180 calendar days, for
whatever reason, except as provided below. Brief appearances at work during an overall
absence of 180 days will not prevent the city from filling the position if it is determined to be
in the city’s best interest. Likewise, any employee who reports to work (e.g., in a light duty
capacity) but is unable to perform the essential duties of his or her actual position for a period
of 180 days will be released from employment if it is unlikely, in a doctor’s opinion) that the
employee will be able to perform the essential functions of his or her position. Nothing in this
policy guarantees an employee’s ongoing employment for 180 days (or for any other period
of time) if it is determined that the employee will be unable to return to perform the essential
job functions within a 180‐day period. In other words, the city may elect to end the
employee’s employment before the expiration of 180 days if it is unlikely that the employee
will be able to perform the essential job duties of his or her actual position at the end of 180
days. An employee who has a paid leave balance remaining at the end of 180 days may, at the
city’s option, extend his/her leave using any available paid leave balance up to a maximum paid
absence of one year, or be terminated and paid for accrued leave balances according to Policy
4.01, Sick Leave and Policy 4.02, Vacation Leave.
This policy will be administered consistently with the city’s obligations under the Americans
with Disabilities Act, including considering extending leave as a reasonable accommodation.
B.
Out‐Processing
1.
Return of City Property
The separating employee must return all city property at the time of separation, including but
not limited to uniforms, cell phones, keys, and identification cards. Failure to return some
items may result in deductions from final paycheck. See Policy 3.12 Uniforms for additional
information. An employee will be required to sign the Change of Status Form (Appendix E,
Form 4) to deduct the costs of such items from the final paycheck.
2.
Exit Interview
The separating employee shall contact the Human Resources Department as soon as notice
is given to schedule an exit interview. The interview will be on the employee’s last day of work
or other day as mutually agreed upon.
3.
Final Paycheck
The separating employee’s final paycheck will not be direct deposited. Final paychecks, which
may include applicable deductions and payouts will be in the form of an actual, paper check.
The separated employee’s final paycheck will be mailed to the address on file. Unless other
arrangements have been made.
Page 40 of 245
C.
Termination of Benefits
An employee separating from the city is eligible to receive benefits as long as the appropriate
procedures are followed as stated above. Two (2) weeks’ notice must be given and the employee must
work the full two (2) work weeks.
1.
Vacation Leave: Accrued vacation leave will be paid in the last paycheck, according to Policy
4.02 Vacation Leave.
2.
Sick Leave: Accrued sick leave will not be paid in the last paycheck, according to Policy 4.01
Sick Leave
3.
Health Insurance: Health insurance terminates the last day of the month upon termination
date. See Policy 3.07 Consolidated Omnibus Budget Reconciliation (COBRA) for information
about continued health coverage.
D.
Rehire
Former employees who leave the city in good standing and were classified as eligible for rehire may
be considered for reemployment. An application must be submitted to the Human Resources
Department and the applicant must meet all minimum qualifications and requirements of the
position, including any qualifying exam, when required.
Supervisors must consult with the Human Resources Manager or designee prior to rehiring a former
employee. Rehired employees begin benefits just as any other new employee.
Previous tenure will not be considered in calculating longevity, leave accruals, or any other city
benefit.
E.
REAPPOINTMENT AS POLICE OFFICER AFTER RESIGNATION
A person who previously served as a City of Stephenville police officer may apply to the Chief of Police
for reappointment as patrol officer within one (1) year of the effective date of termination if the
applicant for reappointment resigned voluntarily in good standing and holds a valid, current license
as police officer from the Texas Commission on Law Enforcement. Reappointment will not be
considered if the applicant resigned pending disciplinary action or investigation.
An applicant for reappointment shall meet all requirements for entry level patrol. The applicant will
also not be required to take an entrance examination or be placed on the eligibility test.
Upon reappointment, the applicant will be reinstated with all previous longevity and seniority benefits
earned during any previous period of employment with the City of Stephenville Police Department,
including placement on the salary step for patrol officer.
It shall be the Chief of Police’s discretion to determine the applicant’s suitability for reappointment.
In the event the Chief of Police decides the applicant should not be reappointed, the applicant shall
be notified of the decision in writing and the reappointment process is terminated. The Chief of Police
shall forward a copy of this documentation to the Human Resources Manager. If, based on the overall
value of the applicant to the department, the Chief recommends reappointment as patrol officer,
notice of the reappointment shall be given in writing to the Director.
In the event there is no vacancy for patrol officer at the time of application for reappointment, the
Chief may retain the application. Reappointment can be made only within one (1) year of the date of
resignation. If there is no reappointment within two (2) years from date of resignation of the
applicant, the reappointment process is automatically terminated.
Page 41 of 245
F.
Bar from Employment
An applicant or employee whose employment is terminated for violating a city policy or who resigned
in lieu of termination from employment, due to a policy violation, will be ineligible for rehire.
Employees who resign without giving a two (2) week notice and fulfilling their two (2) week notice will
not be eligible for rehire.
Page 42 of 245
Chapter2: PERSONNELACTIONSANDRECORDS
2.07Retirement
PURPOSE:
Toprovideinformationtoemployeesonretirementguidelinesandbenefits.
POLICY:
TheCityofStephenvilleisamemberoftheTexasMunicipalRetirementSystem(TMRS),whichisgovernedby
theStateofTexaslegislature.Participationinthesystemismandatoryforallregularfulltimeemployees
workingthenumberofhoursrequiredbyTMRS.Employeecontributionstothesystemwillbedeductedfrom
eachpaycheck.Employeeswhoretiremustnotifytheirdepartment director and the Human Resources
Departmentinwritingatleastone(1)monthbeforetheplannedretirementdate.
A. BenefitsEligibility
1. InorderforanemployeetobeconsideredretiredwiththeCityofStephenville,theemployee
mustbequalifiedforserviceretirementfromTMRSimmediatelyuponseparationfromthe
city.Generally,employeesmayretireafter240months(20years)ofTMRScredit,regardless
ofage.MilitaryServicecredittowardearlierretirement.SeePolicy3.09TMRSRetirement
PlanformoreinformationorcallTMRSat1‐800‐924‐8677.
2. Anemployeewhoretiresfromactivedutywithfive(5)yearscurrent,continuousfulltime
employmentwiththeCityofStephenvilleiseligibletopurchasehealthinsurancecoverageas
providedbythecity’sgrouphealthinsurancecarrier,unlessthepersoniseligibleforother
grouphealthbenefitscoverage.
3. Eligibilityforparticipationinthecity’sgroupinsuranceplanwillceaseiftheretireebecomes
eligibleforanotheremployer’sgroupplan.Theretireeisrequiredtonotifythecityofmedical
insurancebenefitsprovidedbyothergroupinsurance.Ifaretireefailstodiscloseevidence
of medical insurance benefits providedbyanothergroupplan,theretiree’s eligibility and
enrollmentshallbeterminatedimmediately.
4. Participation in the city’s health and dental insurance program ceases upon the date of
eligibilityforMedicarefortheRetireeanddependentsunlessotherwisestipulated.
5. Tobeeligibleforretireehealth/dentalcoveragetheemployeemustreturntheformwhich
theyreceiveviatheUnitedStatesPostalServicefromNational Benefit Services (NBS), or
currentserviceprovider,withthemedicaland/ordentalchoicesselectedbythedateonthe
form.
6. Dependents that are on the city’s medical/dental plan at the time of retirement may be
maintainedthroughCOBRA.Retireesmaynotadddependentstoinsuranceafterretiring.
7. Theretireeisresponsibleforremittingtheamountofthepremiumatthetimespecifiedto
theinsurancecarrier.Iftheretireefailstoremittherequiredamounttotheinsurancecarrier
atthetimerequired,thecoveragewillterminateandmedical/dentalinsurancecoveragewill
cease.
8. The Stephenville City Council approved a Supplemental Death BenefitOptionwithTMRS
whichprovidesadeathbenefitof$7,500forTMRSretirees.
9. ThecityreservestherighttochangetheSupplementalDeathBenefitand/oreligibilitycriteria
atanytimeatthecitysdiscretion.Thepolicyisnotintendedtobeacontract.Benefit
changestothecity’sgroupmedical/dentalplanshallapplyto
retireesenrolledinthe(COBRA).
Notification
ofanychanges
totheplanwillcomethroughtheUnitedStatesPostalService.
Page 43 of 245
10. Oncearetiree’sparticipationintheCity’sCOBRAplanhasbeenterminatedforanyreason,it
shallnotbereinstated.
B. RetirementGifts
1. ItisthepracticeoftheCityofStephenvilletogivespecialrecognitiontoemployeesatthe
timeoftheirretirement.
2. Therecipientmusthavebeenemployedwiththecityforaminimumoftwenty(20)yearsto
beeligibleforaretirementgift.
3. Anyemployeewhohasbeenemployedwiththecityfortwenty(20)yearsormorewillreceive
agiftcertificate intheamountofonehundreddollars($100)goodtowardsitemsofyour
choiceatmanylocations.Itemsincluderestaurants,shoppingstores,whichincludegroceries,
clothing,hunting&fishing,householdandmore.Thecitymayalsoholdasmallreception
withcakeandpunchatthediscretionoftheemployee.Invitationsmaybesenttofamily
membersoftheretiredemployee,andpreviousretireesofthecity.

Page 44 of 245
Chapter3: EMPLOYEEBENEFITS
3.01EmployeeBenefits
PURPOSE:
TocommunicatethewiderangeofthebenefitsprovidedbytheCityofStephenvilletoemployees.
POLICY:
Benefit eligibility is dependent upon a variety of factors, including employee classification and length of
employment.Detailsofmanyofthesebenefitsmaybefoundelsewhereinthepolicymanual.
Thefollowingbenefitsareavailabletoeligibleemployees;
HealthInsurance(Policy3.02)
CareFlite&AirMedInsurance(Policy3.03)
LifeInsurancethroughTMRS(Policy3.04)
Workers’CompensationInsurance(Policy3.05)
Workers’CompensationWageSupplement(Policy3.06)
COBRA(Policy3.07)
DeferredCompensationPlan(Policy3.08)
TMRSRetirementPlan(Policy3.09)
TuitionReimbursement(Policy3.10)
EmployeeAssistanceProgram(Policy3.11)
Uniforms(Policy3.12)
InsuranceOpt‐Out(Policy3.14)
CertificationPay(Policy3.15)
BilingualPay(Policy3.15)
SickLeave/Buy‐Back(Policy4.01)
VacationLeave(Policy4.02)
HolidayLeave(Policy4.03)
FamilyandMedicalLeave(Policy4.04)
PersonalLeaveWithoutPay(Policy4.05)
MilitaryLeave(Policy4.06)
Funeral/BereavementLeave(Policy4.07)
Jury&WitnessDutyLeave(Policy4.08)
VotingTimeOff(Policy4.09)
LongevityPay(Policy5.06)

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Chapter3: EMPLOYEEBENEFITS
3.02HealthInsurance
PURPOSE:
TocommunicatethehealthinsuranceprogramsforCityofStephenvilleemployees,andtoidentify
eligibilityrequirements.
DEFINITIONS:
Spouse:AhusbandorawifeasdefinedorrecognizedunderFederallawforpurposesofmarriage.
CommonlawmarriageshallrequirepresentationofacertifiedcopyoftheDeclarationofInformal
Marriage.Spousesfrommarriagesareconsideredeligiblefamilymembers.
POLICY:
TheCityofStephenville’shealthinsuranceplansprovideemployeesandtheirdependent(s)access
to health insurance benefits. Only employees in the following employment classification are
eligibletoparticipateinthehealthinsuranceplan:
Fulltimeemployees
Healthinsurancebenefitsareeffectivethefirstdayofthecalendarmonth,afterthedateofhire.
Eligibleemployeesmayparticipateinthehealthinsuranceplan subject to all terms and
conditionsoftheagreementbetweenthecityandtheinsurancecarrier.Eachnewemployeeis
requiredtocompletetheirenrollmentonlineatthetimefulltimeemploymentbegins.
Thecitycouncilmayattheirdiscretionrequireemployeestopayaportionofthecostofthe
employee’shealthinsurance.ThisparticipationwillbeconsideredbythecouncilinAprilofeach
year.
Thecity offersemployeestheoptionto purchasedependenthealthand dentalinsuranceas
describedbelow:
1. Aspousewillbecoveredwhendefinedbyaformalmarriagecertificateoracertified
copy of a Declaration of Informal Marriage. The city does not cover a common law
spousewithoutthedeclaration.
2. Biologicalorlegallyadoptedchildrenoftheemployeeorofthe employee’s lawful
spousewillbecovered.
Achangeinemploymentclassificationthatwouldresultinlossofeligibilitytoparticipateinthe
healthinsuranceplanmayqualifyanemployeeand/ordependent(s)forbenefitscontinuation
under the Consolidated Omnibus Budget Reconciliation Act (COBRA). See Policy 3.07
ConsolidatedOmnibusBudgetReconciliationAct(COBRA)formoreinformation.
ContacttheHumanResourcesDepartmentforadditionalinformationabouthealthinsurancebenefits.
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Chapter3: EMPLOYEEBENEFITS
3.03AirAmbulanceInsurance
PURPOSE:
Tocommunicatetheairambulanceinsuranceprogramfortheemployeesandtheirfamily
membersandtoidentifyeligibilityrequirements.
POLICY:
TheCityofStephenvilleprovidesinsurancewithCareFliteandAirEvacserviceforallfull‐time
employeesandanyfamilymemberslivingintheirhousehold.
Thoseeligibleincludefull‐timeemployees;anypersonlivinginthehousehold;anychildwhoisa
collegestudent,butisawayattendingcollege.Allemployees,dependentsorparticipantslisted
musthaveinsurancefromeitherthecity’sinsuranceplanoranotherinsurancecompany.
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Chapter3: EMPLOYEEBENEFITS
3.04LifeInsurance
PURPOSE:
TocommunicatethelifeinsuranceprogramforCityofStephenvilleemployees,andtoidentify
eligibilityrequirements.
POLICY:
Lifeinsuranceoffersemployeesimportantfinancialprotection.TheTexasMunicipalRetirement
System(TMRS)providesallemployeesofabasiclifeinsuranceplanofonetimestheirannual
wage. The City of Stephenville offers employees the option to purchase supplemental life
insurance for themselves and their dependents. Employees in the following employment
classificationsareeligibletoparticipate:
Fulltimeemployees
Part time employees with TMRS benefits
EligibleemployeesparticipateintheTMRSlifeinsuranceplansubject to completion of the
mandatoryTMRSenrollmentform.Eachneweligibleemployeemustcompleteenrollmentforms
atthetimeemploymentbeginsoratthetimeofstatuschangecauseseligibility.
ContacttheHumanResourcesDepartmentforadditionalinformationaboutthisorotherlife
insurancebenefits.
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Chapter 3: EMPLOYEE BENEFITS
3.05 Workers’ Compensation Insurance
PURPOSE:
To describe the City of Stephenville’s Workers’ Compensation Program and the reporting
procedures to follow when workers’ compensation insurance may apply.
POLICY:
The City of Stephenville complies with the Texas Labor Code in the provision of workers’
compensation insurance coverage for its employees. This program covers an injury or illness
sustained in the course of employment, subject to applicable legal requirements and workers’
compensation guidelines. Workers’ compensation insurance coverage begins immediately upon
employment with the city.
Employees who sustain work-related injuries or illnesses must inform their supervisor
immediately. No matter how minor an on-the-job injury may appear it must be reported. It is
imperative that the supervisor then notifies HR of the accident/injury.
Neither the city nor the workers compensation insurance carrier will be liable for the payment of
workers’ compensation benefits for injuries that occur during an employee’s participation in an
off-duty recreational, social, or athletic activity sponsored by the City or for outside employment.
Time off on workers’ compensation leave will not be counted as time worked for the
purposes of determining overtime. FMLA will run concurrent with workers compensation
absences. See Policy 4.04 Family and Medical Leave for more information
Employee contributions to TMRS may be made on a voluntary basis through a special arrangement
with the City while an employee is in a leave without pay status. It is the employee’s responsibility
to initiate such an arrangement by timely contracting Human Resources and completing the
necessary paperwork.
Employees must comply with the instructions and restrictions of the treating physician. Failure to
comply may result in corrective action up to or including termination.
A. REPORTING PROCEDURES
1. When an accident/injury occurs, whether medical treatment is necessary
or not, the employee must report the accident/injury to their supervisor.
2. The supervisor must then follow the steps below:
a. Verbally notify HR, if time permits, and obtain an authorization to treat
at a city- approved facility, if needed. If the situation is a true life-
threatening emergency, please proceed immediately for care, without
HR authorization.
b. Transport the employee for medical treatment to an approved city
medical facility or contact emergency transportation if an employee is
unable to drive.
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c. If after normal operating hours, have the employee contact the Human
Resource Manager the following morning for a prescription form; if
needed.
d. If the employee goes to the emergency room for treatment, ensure
they follow up with a City-approved physician before returning to
work.
e.
Have the employee complete the “Employee Accident-injury form
(Appendix E, Form 36)
f.
Bring all forms to the Human Resources (HR) immediately upon
completion, but not later than the next business day.
g.
Complete the “Preventative Action Plan(Appendix E, Form 37) within fifteen
(15) days after injury/accident and return to HR.
For additional information on workers’ compensation, visit the Texas Workers’
Compensation Commission online at http://www.tdi.gov/wc//indexwc.html
or
contact Human Resources.
Also see Chapter 3.06 Workers’ Compensation Wage Supplement for additional information.
Page 50 of 245
Chapter 3: EMPLOYEE BENEFITS
3.06 Workers’ Compensation Wage Supplement
PURPOSE:
To describe the Workers’ Compensation wage
POLICY:
The city offers a wage supplement option for an employee who sustains an injury on the job:
Employees who use the city’s occupational health provider and receive Temporary Income
Benefits (TIB) from the city’s Worker’s Compensation insurance carrier may receive a
wage supplement from the city for up to one year. In order to receive wage supplement,
the employee must use the city’s occupational health provider, a physician referred by the
city’s occupational provider, or a physician referred by Texas Municipal League
Intergovernmental Risk Pool unless hospital emergency room treatment is necessary. If
hospital treatment is necessary, subsequent outpatient care shall be with the city’s
occupational health provider or physician referred by the Texas Municipal League
Intergovernmental Risk Pool.
A. Texas Workers’ Compensation Act
When an employee is injured within the course and scope of their employment for the
City of Stephenville, the employee is eligible for Workers’ Compensation payments
pursuant to State Law. Workers’ Compensation pays for:
Reasonably required and necessary medical treatment
A statutory amount, based on the employee’s average weekly wage and weekly
benefits in lieu of wage for inability to work due to an on the job injury or
occupational illness; no wage increase while out on workers’ compensation
Additional monetary benefits for permanent disability suffered as a result of the
on the job injury or occupational illness
Death benefits
Workers’ Compensation entitlements are subject to being denied or discontinued based
on the following grounds covered in the Texas Workers’ Compensation Act:
1. The injury occurred while the employee was in a state of intoxication or under the
influence of illegal drugs
2. The injury was caused by the employee’s willful intention to attempt to injure him
or herself or to unlawfully injure another person
3. The employee’s horseplay was the cause of the injury
4. The injury arose out of an act of a third person intending to injure the employee
because of personal reasons and not directed at the employee as an employee or
because of their employment
Page 51 of 245
5. The injury arose out of voluntary participation in an off-duty recreational, social,
or athletic activity not part of the employee’s work-related duties, except where
these activities are a reasonable expectancy of or are expressly or implicitly
required within the scope of the employee’s job duties.
As provided by law, Workers’ Compensation benefits are subject to a seven (7) calendar
day waiting period. Employees will begin earning Workers’ Compensation weekly benefits
after the seventh day of an on the job injury that requires absence from work. Covered
employees who are absent from work due to an on the job injury, for less than seven days,
will be on the payroll in workers’ compensation pay status.
**Note: An employee may select a physician of their own choice to administer treatment
in connection with the on the job injury. However, city wage supplement and Workers’
Compensation benefits will only be provided when using the city’s occupational health
care provider or a physician referred by the Texas Municipal League, unless hospital
emergency room treatment is necessary.
If an employee was not taken off work by the treating physician but doesn’t feel well
enough to come to work, he/she must return to the treating physician for evaluation. If
the physician’s release says the employee may return to work and the employee decides
not to, the employee must use his/her own accrued sick leave. If no sick leave is available,
the employee must use his/her accrued vacation leave.
B. Temporary Income Benefits
Temporary Income Benefits (TIB) will be paid weekly by the city’s Workers’ Compensation
carrier beginning on the eighth (8
th
) day of lost time injury leave and will continue until
the employee reaches Maximum Medical Improvement (MMI). TIB is paid at the rate of
approximately 70% of the injured employee’s average weekly wage.
This will result in the employee receiving approximately 85% of gross pay because TIB are
not subject to income and social security tax.
The city continues to supplement the injured workers’ wage so that there is no reduction
in pay. Therefore, supplemental check(s) received from the Texas Municipal League (TML)
must be endorsed by the employee and turned in to Human Resources. Please consult
Human Resources for more information.
C. Wage Supplement Rules
Wage supplement payments may be suspended or forfeited at any time for the injured
employee’s failure to comply with city policies, procedures or directions.
The following list contains examples of grounds for suspension or forfeiture of wage
supplement payments:
1. If the employee engages in work, whether paid, unpaid or as a volunteer, while
off work from the city regardless of when the position was accepted
2. If the employee is terminated or resigns for any reason
Page 52 of 245
3. If the employee fails or refuses to comply with instructions or the advice of the
treating physician
4. If the employee fails to act in a manner consistent with being off work
convalescing
5. If workers compensation indemnity payments are stopped
6. If the employee refuses to accept or perform a different or light duty job with the
city that is within the employee’s physical capacity and for which the employee is
able, qualified, and/or could be trained
7. If the employee refuses to submit to any independent medical examination or
treatment in accordance with the Texas Workers Compensation Statute
8. If the employee refuses to return to regular duty after being released by the
treating physician
9. If the employee fails to report the injury within twenty-four (24) hours without
good cause for the delay as determined by Human Resources
10. If the employee fails to keep Human Resources informed on a weekly basis as to
the status of the injury when off work receiving Workers’ Compensation payments
11. If the employee refuses to cooperate with Human Resources in ascertaining facts,
information, and requests concerning the status of the injury
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Chapter3: EMPLOYEEBENEFITS
3.07ConsolidatedOmnibusBudgetReconciliationAct(COBRA)
PURPOSE:
Tooutlinetheeligibilityandproceduresforextendedhealthinsurancethroughthefederal
ConsolidatedOmnibusBudgetReconciliationAct(COBRA).
POLICY:
COBRA gives employees and/or dependent(s) the opportunity to continue health insurance
coverageundertheCityofStephenville’shealthplanwhenaqualifyingeventwouldnormally
resultinthelossofeligibility.Somecommonqualifyingeventsareresignation,terminationof
employment, death, reduction in hours, an employee’s divorce or legal separation, or a
dependentchildnolongermeetingeligibilityrequirements.
UnderCOBRA,theemployeeorbeneficiarywillpaythefullcostofcoverageatthecity’sgroup
rateplusanadministrativefee.Whenaqualifyingeventoccurs,contacttheHumanResources
DepartmenttodetermineCOBRAeligibility.
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Chapter3: EMPLOYEEBENEFITS
3.08DeferredCompensationPlan
PURPOSE:
Tooutlineemployeeeligibility,contribution,andbenefitsofvoluntaryparticipationinthe457
DeferredCompensationPlan.
POLICY:
The457DeferredCompensationPlanhasbeenestablishedtoprovideemployeeswitha
voluntaryinvestmentoptiondesignedtosupplementtheemployee’sincomeat
retirement.
Employeesinthefollowingemploymentclassificationsareeligibleforparticipationinthe457
DeferredCompensationPlan:
Fulltimeemployees
Parttimeemployeeswithretirementbenefits
The457DeferredCompensationPlanpermitsanemployee,onavoluntarybasis,toauthorizea
portionoftheirwagetobewithheld,taxdeferred,andinvested.Eligibleemployeesmayenroll,
make changes, or stop deductions at any time in the 457 Deferred Compensation Plan.
Employees contribute up to a fixed amount that is set annually by IRS. Neither the deferred
amount nor earnings on the investments are subject to current federal income tax. Various
investmentoptionsareavailabletobestmeetindividualretirementobjectives.
Foradditionalinformation,pleasecontacttheHumanResourcesDepartment.
Page 55 of 245
Chapter3: EMPLOYEEBENEFITS
3.09TMRSRetirementPlan
PURPOSE:
ToidentifyeligibilityrequirementsforemployeestoparticipateintheTexasMunicipalRetirement
System(TMRS).Theretirementsystemisadministeredonastate‐widebasis.
POLICY:
ParticipationintheTexasMunicipalRetirementSystem(TMRS)systemprovidesformonthly
pensionbenefitsatretirement.
A. EligibilityforEnrollment
Atthetimeofemployment,alleligibleemployeesareenrolledintheTMRSpension
plan.EmployeesinthefollowingemploymentclassificationparticipateinTMRS:
Fulltimeemployees
Parttimeemployeesinpositionbudgetedtoworklessthan2080butatleast
1,000hoursayear(ParttimeemployeeswithRetirementbenefits)
B. Contributions
Contributionratesandotherpoliciesofthecity’sTMRSplanaredeterminedbythe
citycouncilandaresubjecttochange.
1. ContributionstoTMRSaremandatoryforeligibleemploymentclassifications
describedabove
2. Currently,theemployeecontributes6%oftheirearningseachpayperiod.
Thecontributionsaretaxdeferredandmadethroughpayrolldeduction.
Vestinggenerallyoccursfive(5)yearsafterthefirstcontribution.
3. Currently,thecity’scontributionsareapproximately2to1(about12%)
C. InterestEarnings
Employeedepositsearninterestonanannualbasis,creditedtotheemployee’saccount
eachyearonDecember31st.Proratedinterestoccursonlyduringtheyearinwhichthe
employeeretires.
D. BenefitsatRetirement
1. Generally,employeesmayretireafter240months(20years)ofTMRScredit,
regardlessofage.MilitaryServiceorpreviousgovernmentemploymentmay
contributeservicecredittowardearlierretirement
2. TMRSbenefitswillbebasedonyearsofservice,wage,theemployeeandcity
contributionstotheaccount,andtheretirementoptionselected
3. Employees must contact the Human Resources Department at least one (1)
month before the planned retirement date to allow for completion of
paperwork
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E. TMRSSupplementalDeathBenefits
The Stephenville City Council approved a Supplemental Death Benefit Option which
providesadeathbenefitequivalenttotheannualwageforcurrent employees and
$7,500forretireesofthecity.
For additional information, please consult the TMRS Benefits Guide available online at
http://www.tmrs.com.

Page 57 of 245
Chapter3: EMPLOYEEBENEFITS
3.10TuitionReimbursement
PURPOSE:
ToprovideemployeeswiththeprocedurestoaccessandutilizetheCityof
Stephenville’sTuitionReimbursementProgram.
POLICY:
Inrecognitionofthelong‐rangecontributionthatadditionaljobrelatededucationcanmakein
continuedqualityservicetothecommunity,educationalexpensereimbursementisofferedto
eligibleemployeesonalimitedbasisaccordingtothefollowingguidelines:
Fulltimeemployees
Mustbeemployedwiththecityacontinuousyearbeforesubmittinganapplication
fortuitionreimbursement
A. Eligibility
1. Educationalcoursesmustbetakenfromanaccreditedcollegeoruniversity.For
thepurposesofthispolicy,accreditedshallmeananinstitution of higher
education recognized by the U.S. Department of Education
(http://ope.ed.gov/accreditation/search.aspx)orTheCouncilforHigher
EducationAccreditation(http://www/chea.org/search/search.asp).
2. Theemployeemusthaveafieldofstudy,commonlyknownasamajor,declared
withthe employee’schosencollegeor university. Onlythose fieldsof study
that, in the judgment of the employee’s department director andtheCity
Manager’s Office, are related to the employee’s current job classification or
which will enhance the employee’s potential for advancement to a position
within the city are considered under this program. Single courses in self‐
improvementorcontinuingeducationprogramsnotleadingtoadegreedonot
qualifyunderthisprogram.
3. Themaximumnumberofhourseligibletobereimbursedpersemesterissix(6)
4. Tobeeligibleforreimbursement,completionofthecoursewithapassinggrade
of“C”orbetterforundergraduatelevelisrequired,or“B”orbetterforgraduate
levelwork.
5. Employees receiving tuition assistance from a source that does not require
repayment(Veteransbenefits,grants,scholarships,etc.)arerequiredtosubmit
reimbursement requests for the balance of the tuition not covered by the
alternatesource
Page 58 of 245
B. ProceduresandResponsibilities
Anemployeeconsideringreimbursementunderthetermsofthisprogrammustmake
applicationtothecitypriortoenrollmentinqualifiedcourses.Theemployeemustnotify
theirdivisiondirectorpriortoAugust1
st
eachyearforbudgetingpurposes.
1. Tuition reimbursement will be paid only if the courses and degree plan in
questionhavebeenpre‐approved
2. The employee must complete and submit to their Department Director the
ApplicationforDegreePlanApprovalform(AppendixE,Form6),alongwitha
complete degree plan outlining required courses and a signed Tuition
Reimbursement Agreement (Appendix E, Form 7). The Department Director
willenterarecommendationastoapprovalofthedegreeplanandthenforward
the application to the Human ResourcesDepartment.TheHumanResources
Manager will review the application for completion and forward to the City
Administrator’sofficewithrecommendationsforapproval
3. The decision of the City Administrator or designee is final. IftheCity
Administratorapproves the field of study, all courses in the degree plan are
eligible for reimbursement subject to the availability of funds in the City’s
AnnualOperatingBudget.Reimbursementwillbepaidat100%oftheeligible
tuitionrateuptoamaximumof$1,200annually
4. Eligibletuitionrateisdefinedastheresidenttuitionrateestablishedbythestate
or county college attended for undergraduate or graduate level work. If
attendance is at an institution other than a state or county college,
reimbursementwillbebasedontheaveragetuitionrateforstateschoolswithin
theregionasdeterminedbytheHumanResourcesDepartment
5. Mandatoryfeesshallbereimbursedat50%,excludinglatefeesandinterestfor
delayed payment plans. Eligible fee rate is defined as the resident fee rate
established by the state or county college attended for undergraduate or
graduatelevelwork.Ifattendanceisataninstitutionotherthanastateorcounty
college,reimbursementwillbebasedontheaveragefeerateforstateschools
withintheregionasdeterminedbytheHumanResourcesDepartment
6. Priortothe commencement of eachsemester,theemployeemustsubmit a
CoursePre‐approvalRequest(AppendixE,Form8)totheHumanResources
DepartmentnotifyingtheCityofthecoursestobetakenthatsemester
7. Uponcompletionofthecoursetheemployeemustsubmitoriginaltuitionand
textbookreceipts,gradereports,andtheReimbursementRequest(Appendix
E,Form9)totheHumanResourcesDepartmentforreimbursementwithin30
daysofthefinalgradereporttobeeligibleforreimbursement
8. Booksandcoursematerialswillbereimbursedwithappropriatereceiptsupto,
butnotexceeding,theamountofthetuitionreimbursedforthecourse
9. Theemployeewhoreceivestuitionreimbursementmustremaininserviceto
theCity,asafulltimeemployee,foratleasttwo(2)yearsbeyondthedateof
reimbursement;otherwise,allsumsfortuitionandbookspaidbytheCityover
thepasttwo(2)yearsmustberefundedtotheCity.Asaconditionofreceiving
tuition reimbursement, the City may deduct any sums owing from the
employee’sfinalpaycheckfromthecity
Page 59 of 245
10. TheEmployeeagreestorefundtheCityofStephenvillethefullamountofthe
tuitionandbookreimbursementprovidedduringtheyearprecedingvoluntary
resignation.AnemployeeapplyingfortuitionreimbursementwillsignaTuition
Reimbursement Agreement (AppendixE,Form7)acknowledging the
requirementsandagreeingtosuch
11. UndernocircumstanceswilltheCitypayanyemployeemorethan$1,200per
year.(RefertoGuideline#3above)
Page 60 of 245
Chapter3: EMPLOYEEBENEFITS
3.11EmployeeAssistanceProgram
PURPOSE:
Tocommunicatetheavailabilityoffreecounselingandreferralassistanceforfulltime
employeesoftheCityofStephenvillethroughtheEmployeeAssistanceProgram(EAP).
POLICY:
TheCityofStephenvilleoffersanEmployeeAssistanceProgram(EAP)toemployeesthat
provideconfidentialshort‐termcounselingforemployeesand/ortheirdependent(s).
Areasforcounselinginclude,butarenotlimitedtomaritalandfamilyconflicts,drugsandalcohol
use,joboremotionalstress,depression,andgrief.Individualcounselingforimmediatefamilyis
availableforuptosix(6)sessionsperincidentperyearatnocost.Consultyourinsurancematerial
ortheHumanResourcesDepartmentforthetelephonenumberoftheEAP.
Page 61 of 245
Chapter3: EMPLOYEEBENEFITS
3.12Uniforms
PURPOSE:
Toestablishastandardregardingemployeeuniforms,theconductemployeesmustexhibit
whileinuniform,uniformmaintenance,andthereturnofuniformsuponseparationfrom
thecity.
POLICY:
A. Uniforms
Employeeswhoarerequiredtowearuniformswillbeprovideduniforms,complete
withrequiredinsignia,etc.,uponemploymentinmostdepartmentsorafterprobation
inotherdepartments.Employeeswhoarefurnisheduniformsmust wear the
regulation uniforms while performing work for the city, except when special
circumstancesorwork conditionsexist.Employeesmaynotwearcityuniformsfor
other than city work. However, uniforms may be worn to and from work, while
performing specific assigned or approved functions, running errands during lunch
periods,orwithapprovaloftheirdirector.
B. UniformConduct
Noemployee,whilewearinganycityattire,shallpurchase,possess or consume
alcoholic beverages in public. No uniformed employee shall use tobacco products
while time spent in city‐owned, rented, or leased vehicles or equipment. Police
officerswhohaveconfiscatedalcoholortobaccoproductswithin the scope of
employmentareexemptfromthispolicyforthattimeperiod.SeePolicy6.05Tobacco
Useformoreinformation.
C. UniformMaintenance
Theemployeewillberesponsibleforallcleaningandcareoftheuniforms,unlessthis
serviceisprovidedunderaleaseagreement.Cityuniformsmustbeingoodcondition.
Theemployee’simmediatesupervisorwilldeterminewhetheranemployee’suniform
iscleanandserviceable.Replacementuniformswillbefurnishedatthecity’sexpense
on an as needed basis and as funding allows. Supervisors are responsible for
determiningtheneedforuniformreplacement.Uniformsdamagedduetoemployee
carelessnessornegligencewillbereplacedattheemployee’scost.
D. UniformsatTermination
Employees who separate employment for any reason must return all uniforms and
insigniaissuedbythecity.Supervisorsareresponsiblefortheremovalandreturnofall
identifying patches and insignia. Employees must sign the Wage Deduction
AuthorizationAgreement(AppendixE,Form10)atthetimetheuniform(s)is/areissued.
Bysigningthe form,theemployee agreesto returnall city issued uniforms with city
patches and/or insignia at separation of employment. Failure todosomayresultin
deductionfromthefinalpaycheckequaltothereplacementvalueoftheitem(s)not
returned.
Page 62 of 245
Chapter3: EMPLOYEEBENEFITS
3.13OptOut
PURPOSE:
TodefinetheOptOutprogramattheCityofStephenville.
POLICY:
Aneligibleemployeecoveredbyanotherprivateinsureroremployersponsoredgroupmedical
planmayoptoutofthecityprovidedemployeemedicalinsurancecoverageatdateofhireor
duringannualopenenrollmentperiod.Anemployeewhochoosestoopt‐outwillbe
compensatedanamounttoone‐half of the city’s per employee cost of providing medical
insurance in lieu of medicalbenefits.
EmployeeseligibleforMedicarearenolongereligibleforthecityprovidedmedicalinsurance
plan,butwillbecompensatedatanamountequaltotheamountpaidforeligibleemployees.
Ifemployee(s)choosetoOptOutofthegroupinsurancecoverageforthemselves,theymust
providetheHumanResourcesDepartmentwithproofofinsurancecoverageandtheWaiver
ofGroupHealthInsurance(OptOut)(AppendixE,Form22)
Page 63 of 245
Chapter 3: EMPLOYEE BENEFITS
3.14 Certificate Pay
PURPOSE:
The purpose of this policy is to outline the parameters of certification pay.
POLICY:
The City of Stephenville is committed to the employee’s educational growth and development.
In addition to an employee’s regular earnings, an employee who obtains certification may be
eligible for certification pay.
Eligible employees are required to provide their supervisor, department director and/or Human
Resources with proof of eligibility (certificate) before certification pay will be awarded. Human
Resources will generate a Change of Status Form (Appendix E: Form 4). Certifications must be to
improve and enhance the performance of their duties as public employees in their department.
All paperwork must be generated and returned with approvals to Human Resources within three
(3) pay periods of the employee being hired or receiving the proof of eligibility for certification
pay in order for payment to be retroactive. Certification pay is included in 26 pay periods.
If an employee is currently receiving certification pay and transfers to another department which
does not require that certification, the employee no longer receives certification pay while in
that department, unless it is a temporary assignment given by the city manager or department
director.
If the certification requires renewal and the employee fails to renew the certification and turn
in the paperwork, the certification will be dropped until proof of renewal is received in Human
Resources.
Fire Department
Intermediate Fire Certificate
$360
per year
Advanced Fire Certificate
$360
per year
Master Fire Certificate
$360
per year
Paramedic Certification
$3,000
per year
EMS Instructor Certificate
$360
per year
Fire Investigator Certificate
$360
per year
The above certification pay is cumulative, with the exception of Paramedic Certification. For
example, if the employee had an Intermediate Fire Certificate and then received the Advanced
Certification, the employee would receive $720 per year. The maximum number of certificates
an employee will receive pay for is three (3) not including Paramedic Certification.
Page 64 of 245
Police Department
Dispatch Intermediate Certificate
$360
per year
Dispatch Advanced Certificate
$360
per year
Dispatch Master Certificate
$360
per year
Peace Officer Intermediate Certificate
$360
per year
Peace Officer Advanced Certificate
$360
per year
Peace Officer Master Certificate
$360
per year
The above certification pay is cumulative. . For example, if the employee had and Intermediate
Certificate and received the Advanced Certificate, the employee would receive $720 per year.
Shift Differential $48.08/ per pay period and
$88.48/ per pay period depending on the shift
Parks & Recreation Department
Pesticide Applicator Certification
$360
per year
Aquatic Facilities
$360
per year
License Irrigator
$360
per year
The above Parks and Recreation certification pay is cumulative. For example, if the employee has
a Pesticide Applicator Certification and obtains an Aquatic Facilities certification, the employee
would receive $720 per year.
Page 65 of 245
Chapter3: EMPLOYEEBENEFITS
3.15BilingualPay
PURPOSE:
To better serve the community, it is the policy of the City of Stephenville to recognize and
compensateregularfullorparttimeemployeeswhoareabletodemonstratetheirbilingual
abilitythroughsuccessfullypassingalanguagefluencytest.
POLICY:
Theintentofthispolicyistocompensateemployeeswhoareregularlyutilizedfortheirbilingualskills.
EmployeeswhohavebeenapprovedBilingualPaywillreceiveBilingualCertificationPayof$50per
month
DEFINITIONS:
EligibleEmployees:Regularfullorparttimeemployeeswhohavebeenidentifiedby
their department director/supervisorbasedupontheneedsofthe department.
Eligibleemployeesmusthavedirectcontactresponsibilitiesthatrequirefluentverbal,
writtenorreadingskillsotherthanEnglishonacontinuingandfrequentbasis.
ExcludedEmployees:Departmentdirectors,seasonalandtemporaryemployees,are
noteligibleforlanguagepay.
Eligiblelanguages:Atthistime,theonlylanguageidentifiedisSpanish.Other
languagesmaybeidentifiediftheneedsofthecitychange.
Note:Eligibleemployeesmustbeabletosuccessfullypassthelanguagefluencytestthatis
administeredbyHumanResources.Employeesmaybeaskedtoreaffirmtheirlanguageskills
atanytimeatthediscretionofthedepartmentdirector.
PROCEDURE:
1. Department directors are responsible for identifying employees within their
departmentwhomayqualifyforbilingualtestingbaseduponthedepartment’sneeds
2. Department directors are responsible for completing the Bilingual Certification
Request for Testing and Pay (Appendix E, Form 30)andsubmittingittoHuman
Resources
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3. Once approved, the Human Resources Department will coordinate language
proficiencytesting
4. T
hetestwillbeconductedoncitypaidtime.Ifanemployeefailstomeetthetest
standards,theemployeemustwaitsix(6)monthsbeforesubmittingarequesttothe
departmentdirectortobereconsider
edforbilingualpay
5. Any
employee receiving bilingual certification pay is expected to assist other non‐
bilingualemployeesinanydepartmentandthepublicasneeded.Theymayalsobe
requiredtoreporttoworkduringemergenciesand/ordisasterreliefefforts
6. Eachdepartmentdirectorisresponsibleforre‐evaluatingtheneedforbilingualskill
s
onanannualbasisandcontactingHumanResourcesshouldthoseneedschange
7. If
anemployeereceivingbilingualpaypromotes,transfers,ordemotestoap
osition
where
thelanguageskillisnotneeded,orvoluntarilywithdrawsfromthebili
ngual
payprograms,bilingualpaywilldiscontinue
8. Bilingual certification pay may discontinue at any time at the discretion of th
e
departm
entdirector
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Chapter4: LEAVESOFABSENCE
4.01SickLeave/Buy‐Back
PURPOSE:
Toidentifytheguidelinesandproceduresregardingtheaccrual,use,andpaymentofsickleave.
POLICY:
The City of Stephenville provides paid sick leave benefits to eligible employees for periods of
temporaryabsenceduetoillnessorinjury.Paidtimeoffforsickleavewillnotbecountedastime
workedforthepurposesofdeterminingovertime.
EligibleemployeeclassificationforSickLeave:
Fulltimeemployees
A. Accrual
Afulltimeemployeeiseligibletoaccrue80hoursofsickleaveperyear,accruedatarateof3.08
hours per pay period. Full time employees will accrue a max of 960 hours. Fire Department
employeesworking24‐hourshiftsareeligibletoaccruesickleaveattherateof4.62hoursperpay
periodtotaling120hoursperyear.FireDepartmentemployeeswillaccrueamaxof1440hours.
B. Accumulation
Sickleaveshallaccrueeffectivethefirstdayofemployment.
C. UsesofSickLeave
1. PersonalIllness:Permissibleusesofsickleavearepersonalillness,injury,routinedoctor
appointments,examinationsortreatmentsthatcannotbereasonablyscheduledduringnon‐
workinghours
2. FamilyIllness:Employeesmayusesickleavewhenitisabsolutelynecessarytocarefortheir illor
injuredchild,parent,orspouse.SeePolicy4.04FMLAforadditionalinformation
3. WhileonVacation:Employeeswhobecomeillduringvacationleavemayrequestthetime
bechargedtosickleavewithadoctor’sstatement
4. While on Unpaid Leave of Absence: Employees on approved personal leave of absence
withoutpaywillnotbeallowedtoconvertleavetimetosickleavetime
D. SchedulingandUsingLeave
Employeeswhoareunabletoreporttoworkduetoillnessorinjurymustnotifytheirimmediate
supervisorbeforethestartoftheworkdayorasmaybeprescribedbydepartmentalpolicybycalling
the telephone number(s) preferred by the supervisor. The immediate supervisor must also be
contactedoneachadditionaldayofabsence.Aphysician’sstatementisrequiredwhenrequested
bythedepartmentdirector,afteranysurgery,orifabsenceiscontinuousformorethanthree(3)
workingdays.Undernocircumstancesshallsickleavebegrantedinadvanceofaccrual.Employees
arerequiredtocompletethecity’sLeaveRequest(AppendixE,Form11)inordertousesickleave.
Sickleavebenefitswillbecalculatedbasedontheemployee’sbasepayrateatthetimeofabsence
andwillnotincludeanyspecialformsofcompensationsuchasshiftdifferentials.
Page 68 of 245
Atthediscretionofthesupervisor,employeeswhoaredeemedunabletosatisfactorilyperformtheir
jobduetoillnessorinjurymaybesenthomebythesupervisorwithlossofsickleave.SeePolicy
4.04FMLAforadditionalinformationonleave.
E. MisuseofSickLeave
Themisuseofthesickleavebenefitisgroundsforcorrectiveactionuptoandincluding
termination.Themisuseorabuseofsickleaveischaracterizedbyapatternofbehavior,
suchasthefollowingexamples:
1. Misrepresentingtheneedtousesickleave.
2. Falsifyinghealthcareprovidernoticesorreports.
3. Frequentpatternsofsickleaveusesuchasusingsickleavebeforeor
afterholidaysorfollowingapayday.
4. Usingsickleaveasitaccrues
F. PaymentUponSeparation
Ifanemployeeretires,resignsorforanyotherreasonleavesthecity,theemployee
willnotbepaidaccruedsickpayatthetimetheiremploymentterminateswiththe
city
G. SickTimeBuy‐Back
1. Full‐TimeEmployeesonlywillbeeligibletobuybackuptoforty(40)hoursofsicktimewitha
carry‐overbalanceofeighty(80)hoursavailableforthenextyear.Forinstance,onthefirst
payperiodinOctober,ifanemployeehasabalanceof120availablehoursofsicktime,they
canbuyback40hours,whichwouldleaveabalanceof80hoursavailablesicktimetocarryover.
Iftheyhaveonly104hoursavailable,theywouldonlybeabletobuyback24hours,whichleaves
themthe80hourstocarryover.Inorderforanyemployeetoutilizethisbenefit,employees
mustalwayshaveaminimumbalanceof80hoursaftertheybuybackanysicktime
2. Employeeswhousemorethantwenty‐four(24)hoursduringtheyeararenoteligiblefor
theBuy‐Back
3. PaperworkmustbeturnedinnolaterthanNovember1
st
ofeachyearinordertoqualifyfor
theBuy‐Back.The Buy‐Backpayoutwill beissuedthe pay periodpriortotheThanksgiving
holidayandonaseparatecheck;otherthanpayroll.EmployeesmustcompletetheSickTime
Buy‐BackForm(AppendixE:Form2)andturnitintotheHumanResourcesDepartmentby
thedeadline.Fundsissuedwillbesubjecttocouncilapprovalandbudgeting
Page 69 of 245
Chapter 4: LEAVES OF ABSENCE
4.02 Vacation Leave
PURPOSE:
To provide guidelines and procedures for the accrual, use, and payment of vacation leave upon separation.
POLICY:
Vacation leave with pay is available to eligible employees to provide opportunities for rest,
relaxation, and personal pursuits. Paid time off for vacation leave will not be counted as time
worked for the purposes of determining overtime.
Eligible employee(s) classification for Vacation Leave:
Full time employees
Full time sworn public safety employees (Police & Fire)
A. Accrual
The amount of paid vacation leave that full time employees receive each year increases
with the length of their employment as shown in the following schedule:
1. Full Time Employees
a. Upon initial eligibility, full time employees are entitled to earn eighty (80)
hours of vacation each year, accrued monthly at a rate of 3.08 hours per
pay period
Employees: Earned vacation may not be taken until after
successful completion of introductory period
Sworn Public Safety: Earned vacation may not be taken until
after six (6) months of service
b. At five (5) years of eligible service, an employee is entitled to ninety-six
(96) hours of vacation each year, accrued monthly at the rate of 3.69
hours per pay period
c. At ten (10) years of eligible service, an employee is entitled to 120 hours
of vacation each year, accrued monthly at the rate of 4.62 hours per pay
period.
d. At fifteen (15) years of eligible service, an employee is entitled to 160
hours of vacation each year, accrued monthly at the rate of 6.15 hours
per pay period.
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2. Shirt Firefighters
a. Upon initial eligibility, shift firefighters working 24-hours shifts are
eligible to receive 120 hours of vacation each year accrued at the rate of
4.62 hours per pay period
b. At five (5) years of eligible service shift firefighters working 24-hour shifts
are eligible to receive 144 hours of vacation each year accrued at the rate
of 5.54 hours per pay period.
c. After ten (10) years of eligible service shift firefighters working 24-hours
shifts are eligible to receive 180 hours of vacation each year accrued at
the rate of 6.92 hours per pay period.
d. After fifteen (15) years of eligible service shift firefighters working 24-
hour shifts are eligible to receive 240 hours of vacation each year accrued
at the rate of 9.23 hours per pay period.
B. Accumulation “Carry Over”
The maximum amount of unused vacation that an employee shall be allowed to have at
the beginning of any new fiscal year shall be the amount the employee would normally
accrue in twelve (12) months.
Carry over in excess of the maximum may be allowed if:
1. The employee is not able to take vacation because of the needs of the City;
2. The employee submits a request to Human Resources in writing to be
allowed vacation accrual above the maximum and documents the reason
the employee was unable to take vacation in time to reduce his or her
balance below the maximum; and
3. The City Administrator approves the request for vacation accrual in excess of
the maximum.
C. Scheduling and Using Accrued Leave
Employees must submit a Leave Request Form (Appendix E, Form 11) to their supervisor
to request vacation leave. Approval will be made based on a number of factors including
business needs, staffing requirements, and seniority of employees. Employees are eligible
to use vacation leave, once the employee has completed their introductory period of six
(6) months. Under no circumstances will vacation leave be granted in advance of accrual.
Paid holidays occurring while an employee is on approved vacation will not be charged to
vacation leave. “On-Call” or “Call Back” non-exempt employee’s vacation will be credited,
up to eight (8) hours for call out time worked.
D. Payment Upon Separation
1. If an employee retires or resigns with a two (2) week notice and completes the
two (2) weeks, the employee will be paid for accrued vacation time that has been
earned through the last day of work. At the discretion of the department director
and the city administrator, the two (2) week notice may be waived and accrued
vacation time that has been earned may be paid in lieu of the two (2) week notice.
2. If the employee quits without a two (2) week notice, or fails to work the full two
(2) weeks after notice, no payment for accrued vacation leave shall be made.
3. If an employee leaves the city for any reason during the first year of employment,
no payment will be made for vacation leave
Page 71 of 245
Chapter 4: LEAVES OF ABSENCE
4.03 Holiday Leave
PURPOSE:
To identify the city’s observed holidays and to establish the procedures used for holiday pay.
POLICY:
Holiday leave will be provided immediately upon assignment to the eligible employment
classification. Paid time off for holidays will not be counted as time worked for the purposes of
determining overtime.
Eligible employment classification for Holiday Leave:
Full Time Employees
A. Observed Holidays
The City of Stephenville observes twelve (12) holidays during the year. The holidays and
dates observed are:
New Year’s Day January 1
Martin Luther King Day Third Monday of January
Presidents’ Day Third Monday in February
Good Friday Friday before Easter
Memorial Day Last Monday in May
Independence Day July 4
Labor Day First Monday in September*
Veterans Day November 11
Thanksgiving Fourth Thursday in November
Day after Thanksgivi4ng Fourth Friday in November
Christmas Eve December 24
Christmas Day December 25
Floating Holiday **
In compliance with the Texas Local Government Code Section 142.0013, covered fire-
fighters shall receive a holiday designated as September 11 in lieu of Labor Day.
** Taken at employee’s discretion, with approval of his/her supervisor
B. Holiday Pay
Holiday pay will be calculated based on the employee’s pay rate as of the date of the
holiday. Full time employees of the city will receive holiday pay at eight (8) hours per
observed holiday. Shift firefighters will receive twelve (12) hours of holiday pay for each
observed holiday.
Employees must work the last scheduled day immediately preceding and the first
scheduled day immediately following the holiday unless leave has been previously
approved by the department director or designee or sick leave is used with a doctor’s
note.
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C. Holidays on a Day Off
1. On the Weekend: A recognized holiday that falls on a Saturday will be observed
on the preceding Friday or earlier if Friday is also a holiday. A recognized holiday
that falls on a Sunday will be observed on the following Monday.
2. During Vacation Leave: Holidays that occur during a scheduled paid vacation time
will be paid as holidays and will not be charged as vacation.
3. During Sick Leave: An employee who is on FMLA approved leave will receive
holiday pay.
4. Due to Suspension: If an employee is suspended without pay on the day previous,
day of, or day after the observed holiday, the employee is not eligible for a paid
holiday.
5. Due to job related absence: If an employee is off due to a workers’ compensation
injury or illness, the employee will receive their normal workers’ compensation
and will not accrue credit for a holiday.
D. Working on the Holiday
If a non-exempt employee works on a recognized holiday, the employee will receive
holiday pay plus normal wages for the hours worked on the holiday. For example: If an
employee works eight (8) hours on Christmas day, the employee will receive regular pay
for the eight (8) hours worked and holiday pay for eight (8) hours.
Full time, non-exempt essential personnel who are needed in order to provide basic
services during city observed holidays, including employees in public safety, public works
and the recreation center, may take an alternate day off 30 days before or after a holiday.
If an alternate day is not taken during the 60-day time frame, the employee will receive
pay for the holiday in the next pay period, if requested, when submitting time worked. If
the holiday is not requested during the 60-day time frame, it will be forfeited. For
information on emergency call-backs on holidays, see Policy 5.07 On Call/Emergency Call
Back Pay.
Exception: Shift Police and shift Fire personnel will have the annual holidays loaded
into a holiday bank in October and may take the holiday at any time during the year with
supervisor approval. Holidays not taken at the end of the year will be forfeited. If an
employee in this category leaves during the year and has taken, but not accrued, one or
more holidays, it will be deducted from vacation leave accrual. If the vacation leave accrual
doesn’t cover the taken holiday(s), the amount will be deducted from the employee’s final
paycheck.
E. Floating Holiday
In addition to the twelve (12) recognized holidays, employees receive one (1) floating
holiday each calendar year. The Floating Holiday must be used by September 30
th
of each
fiscal year. To be eligible, a new employee must complete six (6) months of service. The
floating holiday must be approved by the supervisor and may not be used in less than 4-
hour increments. Employees who leave employment with the city will not be paid for an
unused floating holiday, nor may they schedule the floating holiday after their resignation
has been submitted. Employees wishing to observe other holidays other than the city’s
observed holidays may use the Floating Holiday or request Vacation Leave.
Page 73 of 245
Chapter 4: LEAVES OF ABSENCE
4.04 Family and Medical Leave Act (FMLA)
PURPOSE:
To establish the conditions under which an employee may request temporary leave without pay
for family and/or medical reasons, with job protection in accordance with the Family and Medical
Leave Act of 1993 (FMLA).
DEFINITIONS:
Child: A biological, adopted, or foster child, stepchild, legal ward, or child of a person standing in
loco parentis (in place of parent) who is either under age 18, or age 18 or older and requires active
assistance or supervision to provide daily self-care. A biological or legal relationship is not necessary.
Eligible Family Member: Employee’s child, stepchild, foster child, adult child, parent, stepparent,
and spouse.
Health Care Provider: A doctor of medicine or osteopathy, podiatrist, dentist, clinical psychologist,
optometrist, chiropractor, nurse practitioner and nurse midwife, clinical social workers and
physician assistants, and Christian Science practitioner. The health care provider must be
certified/licensed to practice in the state in which treatment is being administered.
Parent: The biological parent of an employee or an individual who stood in loco parentis (stood in
as a parent) to an employee.
Reduced Leave Schedule: A leave schedule that reduces the usual number of hours per workweek
or per workday of an employee.
Serious Health Condition: A serious health condition is an illness, injury, impairment, or physical
or mental condition that involves either an overnight stay in a medical care facility, or continuing
treatment by a health care provider for a condition that either prevents the employee from
performing the functions of the employee’s job, or prevents the qualified family member from
participating in school or other daily activities.
Subject to certain conditions, the continuing treatment requirement may be met by a period of
incapacity of more than five (5) consecutive work days or more than two (2) fire shifts combined
with at least two (2) visits to a health care provider or one (1) visit and a regimen of continuing
treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Restorative
dental surgeries after an accident or removal of cancerous growths are serious health conditions
provided all the other conditions of this regulation are met. Mental illness or allergies may be
serious health conditions, but only if all the conditions of this section are met.
Page 74 of 245
Conditions for which cosmetic treatments are administered (such as most treatments for acne or
plastic surgery) are not serious health conditions unless inpatient hospital care is required or unless
complications develop. Ordinarily, unless complications arise, the common cold, the flu, ear aches,
upset stomach, minor ulcers, headaches other than migraine, routine dental or orthodontia
problems, periodontal disease, etc., are examples of conditions that do not meet the definition of
a serious health condition and do not qualify for FMLA leave.
Spouse: A husband or a wife as defined or recognized under Federal law for purposes of marriage.
Common law marriage shall require presentation of a certified copy of the Declaration of Informal
Marriage. Spouses from marriages are considered eligible family members.
POLICY:
A. Eligibility
1. Employees who have completed one (1) year of service and have worked at least
1,250 hours in the preceding twelve (12) months prior to the start of FMLA leave
are eligible for FMLA. All periods of absence from work due to military service is
counted in determining an employee’s eligibility for FMLA leave.
2. Employees who have completed one (1) year of service and have worked at least
1,250 hours in the preceding twelve (12) months prior to the start of FMLA leave
are eligible for FMLA. All periods of absence from work due to military service is
counted in determining an employee’s eligibility for FMLA leave.
3. Family Leave has been expanded to provide Family and Medical Leave due to a call
to active military duty. This benefit provides 12 workweeks of unpaid FMLA leave
due to a spouse, son, daughter or parent being on active military duty or having
been notified of an impending call or order to active military duty in the Armed
Forces. Leave may be used for any “qualifying exigency” arising out of the service
member’s current tour of active military duty or because the service member is
notified of an impending call to military duty in support of a contingency
operation.
4. Employees who are off work in excess of five (5) consecutive days or more than
two (2) fire shifts are eligible to be placed on family and medical leave if then meet
the below criteria. An eligible employee is entitled to twelve (12) weeks of unpaid
FMLA leave for:
a. The birth of a child and to care for the newborn child within one (1) year
of birth
b. The placement with the employee of a child for adoption or foster care
and to care for the newly placed child within one (1) year of placement;
c. To care for the employee’s spouse, child, foster care, adult child, or parent
who has a serious health condition;
d. A serious health condition that makes the employee unable to perform
the essential functions of his or her job;
e. Any qualifying exigency arising out of the fact that the employee’s spouse,
son, daughter, or parent is a covered military member on “covered active
duty”.
Exception: Twenty-six (26) worksheets of leave during a single 12-month period is
available to eligible employees to care for a covered service member with a
serious injury or illness, incurred in the line of active duty, if the eligible employee
is the service member’s spouse, son, daughter, parent, or next of kin (see military
caregiver leave).
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B. Qualifying Exigency Leave
Eligible employees who are members of the Regular Armed Forces, National Guard, or
Reserves are entitled to up to 12 weeks of leave because of “any qualifying exigency”
arising out of the fact the spouse, son, daughter, foster child, or parent of the employee is
on covered active duty (require deployment to a foreign country), or has been notified of
an impending call to active duty status, in support of a contingency operation. A qualifying
exigency is defined as:
Short-notice deployment
Military events and related activities
Childcare and school activities
Financial and legal arrangements
Counseling
Rest and recuperation*
Post-deployment activities
Parental care leave
Additional activities not encompassed in the other categories, but agreed
to by the employer and employee
*The amount of time an eligible employee may take for Rest and Recuperation qualifying
exigency leave is a maximum of 15 calendar days.
Required information for Certification of a Qualifying Exigency
The city requires that the employee provide a copy of the covered military member’s active
duty orders and the Department of Labor (DOL) Certification of Qualifying Exigency for
Military Family Leave Form to support request for qualifying exigency leave.
If requesting leave for Rest and Recuperation, a copy of the military member’s Rest and
Recuperation leave orders, or other documentation issued by the military setting for the
dates of the military member’s leave is required.
Military Caregiver Leave
An eligible employee who is the spouse, son, daughter, foster child, parent, or next of kin
of a covered service member of the Armed Forces, including National Guard and Reserve
members, with a serious injury or illness incurred in the line of duty on active duty for
which the service member is undergoing medical treatment, recuperation, or therapy, is
otherwise in outpatient status, or is otherwise on the temporary disability retired list, is
entitled to up to 26 workweeks of leave in a single 12-month period to care for the service
member. This military caregiver leave is available during “a single 12-month period” during
which an eligible employee is entitled to a combined total of 26 weeks of all types of FMLA
leave.
The definition of covered service member includes covered veterans who are undergoing
medical treatment, recuperation, or therapy for a serious injury or illness. A covered
veteran is an individual who was discharged or released under conditions other than
dishonorable at any time during the five-year period prior to the first date the eligible
employee takes FMLA leave to care for the covered veteran.
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Serious injury or illness for a Current Service member
A serious injury or illness means an injury or illness incurred by a covered service member
in the line of duty on active duty that may render the service member medically unfit to
perform the duties of his or her office, grade, rank, or rating. This includes illnesses that
existed before the beginning of the member’s active duty and were aggravated by service
in the line of duty on active duty in the Armed Forces.
Serious Injury or Illness for a Covered Veteran
A serious injury or illness for a covered veteran means an injury or illness that was incurred
or aggravated by the member in the line of duty on active duty in the Armed Forces and
manifested itself before or after the member became a veteran, and is:
A continuation of a serious injury or illness that was incurred or aggravated when the
covered veteran was a member of the Armed Forces and rendered the service
member unable to perform the duties of the service member’s office, grade, rank,
or rating; OR
A physical or mental condition for which the covered veteran has received a VA
Service Related Disability Rating (VASRD) of 50 percent or greater and such VASRD
rating is based, in whole or in part, on the condition precipitating the need for
caregiver leave; OR
A physical or mental condition that substantially impairs the veteran’s ability to
secure or follow a substantially gainful occupation by reason of a disability or
disabilities related to military service or would do so absent treatment; OR
An injury, including a physiological injury, on the basis of which the covered veteran
has been enrolled in the Department of Veterans Affairs Program of
Comprehensive Assistance for Family Caregivers.
C. Procedures
1. In determining the amount of family medical leave available to an employee, the
twelve (12) month period will be calculated as a “rolling” 12-month period
measured backward from the date of any FMLA leave usage. Each time an
employee takes FMLA leave, the remaining leave entitlement would be any
balance of the 12 weeks (or 26 weeks provided in certain circumstances) which
has not been used during the immediately preceding 12 months.
2. When spouses are both employed by the City, and the leave is taken due to a
birth/adoption, the aggregate number of weeks is limited to twelve (12). For other
qualifying family and medical leave events, each employee is entitled to leave as
long as the total amount of leave taken during any twelve (12) month period does
not exceed twelve (12) weeks or twenty-six (26) weeks, if applicable, for one
employee.
3. Employees will first use sick leave, then vacation leave, then holiday bank leave (if
applicable). When all leave is depleted, the employee goes into unpaid leave
status. Benefit accruals, such as vacation leave, sick leave and holiday benefits
will be suspended during unpaid leave and will resume upon return to active
employment.
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4. In cases where the employee is eligible for workers’ compensation, family medical
leave shall run concurrently. However, in this event, employees will not be
required to use accrued leave.
5. The City complies with the confidentiality requirements of the Genetic
Information Non-Discrimination Act (GINA).
D. Intermittent Leaves/Reduced Leave Schedules
1. Requests for intermittent or reduced leave schedules involving the birth or
placement of a child for adoption or foster care will be granted only in extenuating
circumstances.
2. Intermittent or reduced leave schedules involving the need to care for a sick family
member or for an employee’s own serious health condition will be granted only
when medically necessary.
3. Employees who request this type of foreseeable leave based upon planned
medical treatment may be required to transfer temporarily to an available
alternative position for which the employee is qualified.
E. Notice Requirements
1. When the need for leave is foreseeable based on the birth, adoption, or placement
of a child, or on planned medical treatment, the employee requesting leave should
give written notice to the Human Resources Department not less than thirty (30)
days before the date the leave is to begin. When the leave must begin in less than
thirty (30) days, the employee should give notice for leave as soon as possible. In
cases of a medical emergency or an unforeseen event, notice must be provided to
Human Resources no later than two (2) working days after the event.
2. In cases when the employee requests leave for planned medical treatment, the
employee should make a reasonable effort to schedule the treatment so as not to
unduly disrupt the operations of the City. The City reserves the right to request a
second opinion or Certification of Medical Necessity as to the timing of the medical
treatment with regards to work schedules.
3. Each department supervisor is responsible for notifying the Human Resource
Department as soon as he/she is aware of circumstances that may cause an
employee to be entitled to FMLA, even if the employee is utilizing paid vacation,
sick or personal leave, or is out due to a work related injury. An employee using
sick leave should be reported to the Human Resources Department if it is
anticipated that the duration of the illness will be more than five (5) consecutive
full calendar days, or two (2) or more shifts for the Fire Department employees.
Supervisors must inform Human Resources when the employee returns to work.
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4. Failure to provide notice as required under this policy may result in corrective
action, up to and including termination. Nothing in this FMLA policy modifies or
alters the City’s policy regarding attendance. See Policy 7.09 Attendance&
Punctuality for additional information.
F. Certification
1. The City requires that requests for leave because of serious illness be supported by
complete and sufficient certification from the appropriate health care provider.
Sufficient certification must be submitted within fifteen (15) days of requesting
the leave. Medical Certification forms may be obtained from the Human
Resources Department.
2. Human Resources will notify the employee if the certification is not complete and
the employee will be provided seven (7) calendar days (unless circumstances
warrant more time) to remedy any deficiency in the certification.
3. The City does not seek and should not be provided genetic information. If an
employee or applicant’s genetic information is inadvertently received by the City;
the City will not use genetic information for any employment decision or action.
4. Certification to support leave requests are valid only for the time specified by the
physician. If additional time off is necessary at the end of the specified time, the
employee is responsible for providing an updated certification form, completed
by the health care provider, to Human Resources. In cases of ongoing intermittent
leave, medical certification is valid for one (1) year. Medical certification must be
resubmitted each year to support the need for continued intermittent leave.
G. Reinstatement
1. At least two (2) working days in advance, the employee is to confirm the intended
return to work date with his/her supervisor and must notify Human Resources.
2. Upon returning to work after leave for his or her own illness, the employee is
required to provide fitness for duty certification to Human Resources.
3. If the validity of a certification or reinstatement is questioned, the City may require
that a second opinion be obtained. If the first and second opinions differ, the City
may require a third opinion be obtained. The employee and the City must agree
upon a health care provider for the third opinion and this opinion shall be binding
on both parties. The City shall bear the expense of second and third opinions.
H. Benefits
1. Employee health related benefit premiums will be paid for the duration of the
FMLA at the same rate as is paid for active employees. The employee’s dependent
portion of the premium shall continue to be paid by the employee. For those
employees who are taking leave without pay, the employee’s dependent’s portion
of the premium payment(s) must be received in Finance by the 1
st
of each month
or health coverage will be terminated.
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2. Holidays will be paid in accordance with the Holiday policy. City holidays will be
counted as part of the twelve (12) or twenty-six (26) weeks of family and medical
leave, if the employee is on paid leave.
I. Recordkeeping
Family medical leave time will be tracked in 15 minute increments for payroll and
compliance purposes. To determine entitlement for employees who work variable hours,
the minimum hours required for eligibility is calculated on a pro rata or proportional basis
by averaging the weekly hours worked during the twelve (12) weeks prior to the start of
family and medical leave.
J. Exempt Employees
Paid leave accounts may be charged for less than one (1) full work day and the salary of
an exempt employee may be docked for absences of less than one (1) full work day (if
leave accruals have been exhausted). Salaried executive, administrative, professional and
other employees of the City who meet the Fair Labor Standards Act (FLSA) criteria for
exemption from overtime do not lose their FLSA-exempt status if pay is docked because
of unpaid FMLA leave.
K. Outside Employment
Outside employment must be suspended if the employee is on restricted duty, workers’
compensation leave, sick leave, military leave, leave without pay, or FMLA (see Policy 1.11
Outside Employment for additional information).
L. Responsibility of Human Resources
The Human Resources Department is responsible for central administration of all requests
for family and medical leave. HR reserves the right to designate an employee’s absence as
family and medical leave if it is determined that a qualifying event has occurred. HR may
retroactively designate the beginning date of FMLA to the beginning date of the
employee’s absence for the qualifying event.
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Chapter4: LEAVESOFABSENCE
4.05PersonalLeavewithoutPay
PURPOSE:
Todefineguidelinesandproceduresforpersonalleavewithoutpay.
POLICY:
TheCityofStephenvillemayallowaleaveofabsencewithoutpaytoeligibleemployeeswhowish
totaketimeofffromworkdutiestofulfillpersonalobligations,subjecttodepartmentworkloads.
Eligibleemployeeclassifications:
Fulltimeemployees
A. Eligibility
Eligibleemployeesmayrequestpersonalleaveonlyafterhavingcompletedone(1)year
ofservice. PersonalleavemaybegrantedbytheDepartmentDirectorforuptoalimitof
twenty‐two(22)workingdays,or10shiftsforshiftfireemployees,inacalendaryear.
B. RequestingLeave
Employees requesting Personal Leave without Pay must submit a Leave Request Form
(Appendix E, Form 11) totheirDepartmentDirectorthirty(30)daysinadvanceofthe
requested starting date. This requirement may be waived when circumstances do not
permitsuchadvancenotice.
C. ApprovalProcess
Requests for personal leave will be evaluated based on a number of factors, including
anticipated workload requirements and staffing considerations during the proposed
periodofabsence.Arequestforpersonalleavewhichexceedstwenty‐two(22)working
daysinone(1)calendaryearrequirestheapprovaloftheDepartmentDirectorandCity
Administrator.
D. BenefitsWhileOnLeave
EmployeesmustmakearrangementswiththeHumanResourcesDepartmenttopaytheir
shareofinsurancepremiumsiftheywishtocontinueinsurancebenefits.Employeeswho
haveapprovedpersonalleaveformorethantwenty‐two(22)workingdayswillbeplaced
on COBRA. See Policy 3.07 COBRA for additional information. Benefit accruals, such as
vacation, sick leave, and holiday