HomeMy WebLinkAbout2023 02 27 Consent 305 - Updates to City Personnel Policy (Resolution 2023-10) • CONSENT AGENDA ITEM 305
Incnrinreted CITY COMMISSION AGENDA I FEBRUARY 27, 2023 REGULAR MEETING
1454
TITLE
Updates to City Personnel Policy
SUMMARY
The City's Personnel Policy was approved and ratified by the City Commission
in 2000. The last policy update that was ratified by the City Commission was
on September 9, 2013. Section 14-1 of the City Code of Ordinance of the City
of Winter Springs states that "The city manager shall from time to time amend
and update the personnel policy" and that the personnel policy "shall be
approved and ratified by resolution of the city commission".
Due to regulatory updates, labor, and economic challenges throughout the
past 23 years, the City personnel policy needs to be updated. These updates
will occur in a phased approach. Below is a summary of the current policy
updates.
1 . Discrimination and Harassment Statement- This policy was updated
to include stronger language on the City's prohibition of discrimination
and harassment based on an employee's legally protected status. It also
includes definitions of discrimination and harassment and elaborates on
the reporting procedures and supervisor responsibilities
2. Domestic Violence- This is a new policy to remain in compliance with
§741 .313, Florida Statutes and provides for up to three days of unpaid
leave in a 12 month period for an employee if the employee or their
family/household member is the victim of domestic violence.
3. Separation- This policy has been updated to incorporate an
administrative interpretation that was issued in 2015 regarding the
separation requirements to receive payment of eligible accrued leave.
Also incorporates compliance requirements from §215.425, Florida
Statutes
4. Discipline-This section has been updated to properly reflect the
process for disciplinary action. Furthermore, the schedule of disciplinary
actions, which varies depending on the circumstances and severity of
action, has been updated.
5. Nepotism-The updates to this policy cleaned up language that is no
20
longer relevant and updated the definition of a family member
6. Department Heads- This policy has been updated to require a 30 day
notice from department heads and deputy city manager in order to
receive payout of accrued vacation and sick leave upon separation. Also,
requires completion of at least one year in position to be eligible for
payment upon involuntary termination and incorporates compliance
requirements from §215.425, Florida Statutes
7. GPS- This is a new policy regarding the use of city equipment and
vehicles and monitoring of the use of city equipment and vehicles
RECOMMENDATION
Staff recommends City Commission to approve Resolution 2023-10 to
approve and ratify the City's Personnel Policy to include required updates.
21
��t4TER s
Z4 A CITY OF WINTER SPRINGS FLORIDA
1- G) 1126 EAST STATE ROAD 434
U 0 WINTER SPRINGS, FLORIDA 32708-2799
Ineary 1959 Telephone (407) 327-1800
Goo WETil Al
Welcome!
On behalf of your teammates and coworkers, I welcome you to the City of Winter Springs and wish
you every success. We believe each employee contributes directly to the city's success and we hope
you will take pride in being a member of our team.
We prioritize investment in three core values: customer service, team accountability, and most
importantly, human capital. Providing the best customer service experience possible is a value every
employee should share. We are here because of, and for the Winter Springs residents. Each day, I
challenge you to have a positive experience with at least one resident. We have an abundance of
training opportunities available to employees in order to expand your knowledge about your
profession and to develop yourself for future career growth. We regularly promote teambuilding
activities that will bring our departments together and allows us to interact more frequently. The goal
of these activities is to create an environment that will promote communication and evolve into a
cohesive team that can accomplish anything!
The following Personnel Manual was developed to outline some of the City's expectations for you and
provide the information you need about how the personnel system works. Please familiarize yourself
with its contents as soon as possible. It will answer many of the common questions about
employment with the City of Winter Springs.
We hope your experience here will be challenging, enjoyable, and rewarding. Again,
WELCOME!
Sincerely,
�.}A'{
Shawn Boyle
City Manager
22
EMPLOYEE HANDBOOK
ACKNOWLEDGEMENT
•_:1419
CITY OF WINTER SPRINGS
EMPLOYEE HANDBOOK ACKNOWLEDGEMENT
As an employee of the City of Winter Springs, I understand that I should consult this
handbook for information concerning employment with the City. Where questions are
not answered in the manual, I understand that I should consult my Department Head or
the Human Resources Department. Further, I understand that unless there is a valid
employment contract in place (which states otherwise), I have voluntarily accepted
employment with the City as an "at will" employee and acknowledge there is no
guarantee of continued employment. Either I, as the employee, or the City Manager may
end the employment relationship at any time during my employment, with or without
cause or advance notice.
Since the information, policies, and benefits described here are subject to change, it is
acknowledged that revisions to the Employee Handbook and individual personnel
policies may occur. All such changes will be communicated through official notices
and/or memorandums, and I understand that revised information may supersede,
modify, or eliminate existing policies. Only the City Commission, upon recommendation
of the City Manager, has the ability to adopt any revisions to the policies of this Personnel
Policies.
Furthermore, I acknowledge that this Employee Handbook is neither a contract of
employment nor a legal document. I have received, read, understand and will comply
with the policies contained in the City of Winter Springs Employee Handbook and any
revisions made to it.
Name (Print)
Signature
Date
For questions, contact Human Resources at (407) 327-1800
23
TABLE OF CONTENTS NOT UPDATED WITH REDLINES. Updated
TOC included in Resolution
PAGE
GENERAL PROVISIONS.............................................................................................................i
SECTION 1 EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
1.1 Policy Statement..................................................................................................1
1.2 Equal Employment Objectives of the City.............................................................1
1.3 Reporting and Complaint Procedures 1
1.4 Supervisory Responsibilities................................................................................. 1
SECTION 2 DEFINITIONS................................................................................................................3
2.1 Alcohol Abuse......................................................................................................3
2.2 Allocation.......................................................................................................................3
2.3 Anniversary Date..................................................................................................3
2.4 Appeal ...........................................................................................................................3
2.5 Applicant........................................................................................................................3
2.6 Appointment..................................................................................................................3
2.7 Assembled Examination.......................................................................................3
2.8 Certification ...................................................................................................................3
2.9 Class/Classification .......................................................................................................3
2.10 Class Description .................................................................................................4
2.11 Class Specification...............................................................................................4
2.12 Close Relative......................................................................................................4
2.13 Compensation ...............................................................................................................4
2.14 Compliant......................................................................................................................4
2.15 Continuous Service..............................................................................................4
2.16 Demotion.......................................................................................................................4
2.17 Department....................................................................................................................4
2.18 Department Head.................................................................................................4
2.19 Dismissal.......................................................................................................................5
2.20 Drug Abuse..........................................................................................................5
2.21 Eligible...........................................................................................................................5
2.22 Eligibility List ........................................................................................................5
2.23 Employee ......................................................................................................................5
2.24 Examination...................................................................................................................5
2.25 Full-Time Employee .............................................................................................5
2.26 Grievance......................................................................................................................5
2.27 Harassment...................................................................................................................5
2.28 Immediate Family.................................................................................................6
2.29 Layoff.............................................................................................................................6
2.30 Leave.............................................................................................................................6
2.31 Overtime........................................................................................................................6
2.32 Overtime Pay.......................................................................................................6
2.33 Part-Time Employee.............................................................................................6
2.34 Pay Plan ..............................................................................................................6
2.35 Pay Rate..............................................................................................................6
2.36 Pay Status ...........................................................................................................6
2.37 Performance Pay Increase...................................................................................6
2.38 Physical /Agility Test ...........................................................................................7
24
TABLE OF CONTENTS
PAGE
SECTION 2 DEFINITIONS(Continued)
2.39 Position..........................................................................................................................7
2.40 Probationary Employee........................................................................................7
2.41 Probationary Period..............................................................................................7
2.42 Promotion......................................................................................................................7
2.43 Promotional Examinations....................................................................................7
2.44 Qualifying Event...................................................................................................7
2.45 Regular Employee................................................................................................7
2.46 Resignation ...................................................................................................................8
2.47 Retirement.....................................................................................................................8
2.48 Salary Range .......................................................................................................8
2.49 Smoking ........................................................................................................................8
2.50 Suspension....................................................................................................................8
2.51 Temporary Employee...........................................................................................8
2.52 Temporary Position..............................................................................................8
2.53 Transfer.........................................................................................................................8
2.54 Unassembled Examinations.................................................................................8
2.55 Vacancy.........................................................................................................................8
2.56 Work Area............................................................................................................9
2.57 Work Day.............................................................................................................9
2.58 Work Period.........................................................................................................9
2.59 Work Time............................................................................................................9
2.60 Work Week ..........................................................................................................9
SECTION 3 PERSONNEL ADMINISTRATION......................................................................10
3.1 Responsibility for Administration.........................................................................10
3.2 Role of the General Services Director.................................................................10
3.3 Personnel Files ..................................................................................................10
3.4 Personnel Changes............................................................................................11
3.5 Inspection of Personnel Records........................................................................11
SECTION 4 RECRUITMENT..........................................................................................................13
4.1 Recruitment- General........................................................................................13
4.2 Approval of Recruitment.....................................................................................13
4.3 Vacancy Announcement.....................................................................................13
4.4 Sources of Applicants.........................................................................................13
4.5 Recruitment Area...............................................................................................13
4.6 Employment Services-Prohibition ....................................................................13
SECTION5 HIRING........................................................................................................................14
5.1 Application for Employment................................................................................14
5.2 Interviewing .................................................................................................................14
5.3 Testing.........................................................................................................................14
5.4 References..................................................................................................................14
5.5 Former Employees.............................................................................................14
5.6 Employment of Minors........................................................................................14
5.7 Pre-Employment Physicals.................................................................................15
25
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PAGE
SECTION 5 HIRING(CONTINUED)
5.8 Selection and Notification of Offer......................................................................15
5.9 Trainees.............................................................................................................15
5.10 Disqualification of Applicants..............................................................................15
5.11 Application Files.................................................................................................16
5.12 Reporting for Duty..............................................................................................16
SECTION 6 MEDICAL EXAMINATIONS ...............................................................................17
6.1 Medical Examinations........................................................................................17
6.2 In-Service Examinations ....................................................................................17
SECTION 7 ORIENTATION ..................................................................................................18
SECTION 8 PROBATIONARY PERIOD................................................................................19
8.1 Purpose .............................................................................................................19
8.2 Length of the Probationary Period......................................................................19
8.3 Probationary Reviews........................................................................................19
8.4 Extension of the Probationary Period.................................................................19
8.5 Failure to Demonstrate Competency..................................................................19
SECTION 9 CLASSES OF EMPLOYEES..............................................................................20
9.1 General..............................................................................................................20
9.2 Regular, Full-time Employees ............................................................................20
9.3 Regular, Part-time Employees. ..........................................................................20
9.4 Temporary Employees.......................................................................................20
SECTION 10 COMPENSATION AND CLASSIFICATION .......................................................21
10.1 Employee Classification.....................................................................................21
10.2 Pay Plan ............................................................................................................21
10.3 Reclassification ..................................................................................................21
SECTION 11 PAY PLAN AND PROGRESSION THROUGH THE SALARY RANGES ............23
11.1 Pay Plan ............................................................................................................23
11.2 Salary Increases, Ranges and Raises................................................................23
11.3 Other Increases .................................................................................................23
11.4 Performance Bonuses .......................................................................................23
SECTION 12 PERFORMANCE REVIEWS..............................................................................24
12.1 Purpose .............................................................................................................24
12.2 Frequency..........................................................................................................24
12.3 Procedure..........................................................................................................24
12.4 Appeals..............................................................................................................24
12.5 Consequences of an Unsatisfactory Performance Appraisal ..............................25
26
TABLE OF CONTENTS
PAGE
SECTION 13 PROMOTION .....................................................................................................26
13.1 Policy...........................................................................................................................26
13.2 Promotion via Selection to a Position of a Higher Classification..........................26
13.3 Compensation for Promotions ............................................................................26
13.4 Probationary Period............................................................................................26
13.5 Inability to Perform .............................................................................................26
SECTION 14 DEMOTION........................................................................................................27
14.1 Policy...........................................................................................................................27
14.2 Authority ......................................................................................................................27
14.3 Compensation .............................................................................................................27
14.4 Probationary Status............................................................................................27
14.5 Appeal Rights.....................................................................................................27
SECTION 15 LATERAL TRANSFER .......................................................................................28
15.1 Definition .....................................................................................................................28
15.2 Authority ......................................................................................................................28
15.3 Procedure....................................................................................................................28
15.4 Compensation .............................................................................................................28
15.5 Probationary Status............................................................................................28
SECTION 16 TEMPORARY ACTING POSITIONS. .................................................................29
16.1 Policy and Authority............................................................................................29
16.2 Compensation .............................................................................................................29
SECTION 17 HOURS OF WORK............................................................................................30
17.1 Definition .....................................................................................................................30
17.2 Authority ......................................................................................................................30
17.3 Employee Responsibility ....................................................................................30
17.4 Meals and Breaks ..............................................................................................30
SECTION 18 ATTENDANCE...................................................................................................31
18.1 General........................................................................................................................31
18.2 Punctuality...................................................................................................................31
18.3 Unapproved Absence from Work........................................................................31
SECTION 19 APPEARANCE...................................................................................................32
19.1 General Policy....................................................................................................32
19.2 Uniformed Personnel..........................................................................................32
19.3 Non-Uniformed Personnel..................................................................................32
27
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PAGE
SECTION 20 WORKWEEK AND PAY ....................................................................................33
20.1 Work Week ........................................................................................................33
20.2 Record Keeping and Pay....................................................................................33
20.3 Pay Periods and Checks ....................................................................................33
20.4 Administrative Pay Corrections...........................................................................34
20.5 Advances of Pay................................................................................................34
SECTION 21 OVERTIME ........................................................................................................35
21.1 Policy...........................................................................................................................35
21.2 Definition .....................................................................................................................35
21.3 Authorization................................................................................................................35
21.4 Overtime Call-ins................................................................................................35
21.5 Overtime Distribution..........................................................................................35
21.6 Compensation .............................................................................................................35
21.7 Exempt Employees ............................................................................................35
21.8 Failure to Follow Overtime Guidelines. ...............................................................36
SECTION 22 HOLIDAYS.........................................................................................................37
22.1 Holiday Observance...........................................................................................37
22.2 Special Cases of Holiday Observance................................................................37
22.3 Eligibility ......................................................................................................................37
22.4 Other Holidays not recognized by the City..........................................................38
22.5 City's Right to Schedule Work on Holidays.........................................................38
SECTION 23 LEAVE ...............................................................................................................39
23.1 General Policy....................................................................................................39
23.2 Domestic Violence Leave....................................................................................39
SECTION 24 VACATION LEAVE............................................................................................40
24.1 Rate of Accrual -Vacation Leave......................................................................40
24.2 Maximum Accrual -Vacation Leave..................................................................40
24.3 Eligibility-Vacation Leave ................................................................................40
24.4 Use of Vacation Leave.......................................................................................40
24.5 Pay-Out Policy...................................................................................................40
SECTION 25 SICK LEAVE......................................................................................................41
25.1 Rate of Accrual -Sick Leave.............................................................................41
25.2 Maximum Accrual -Sick Leave.........................................................................41
25.3 Eligibility-Sick Leave .......................................................................................41
25.4 Use of Sick Leave..............................................................................................41
25.5 Sick Leave Buy Back Plan.................................................................................41
25.6 Sick Leave Use for Early Retirement. ................................................................42
25.7 Donating Accrued Sick Leave............................................................................42
28
TABLE OF CONTENTS
PAGE
SECTION 26 FAMILY AND MEDICAL LEAVE POLICY...........................................................43
26.1 Policy...........................................................................................................................43
26.2 Eligibility ......................................................................................................................43
26.3 Reasons for Family and Medical Leave..............................................................43
26.4 Requests for Family and Medical Leave-Advance Notice.................................43
26.5 Use of Accrued Vacation and Sick Leave ...........................................................43
26.6 Medical Certification Required............................................................................44
26.7 Serious Health Condition Only............................................................................44
26.8 Intermittent or Reduced Schedule FMLA Leave..................................................44
26.9 Benefits .......................................................................................................................44
26.10 Return from FMLA Leave ...................................................................................45
SECTION 27 MILITARY LEAVE ..............................................................................................46
27.1 Policy...........................................................................................................................46
27.2 Procedure....................................................................................................................46
27.3 Compensation .............................................................................................................46
27.4 Benefits .......................................................................................................................46
27.5 Exceptions...................................................................................................................46
SECTION 28 CIVIL LEAVE......................................................................................................47
28.1 Purpose.......................................................................................................................47
28.2 Procedures..................................................................................................................47
28.3 Compensation .............................................................................................................47
28.4 Overtime Eligibility..............................................................................................47
SECTION 29 BEREAVEMENT LEAVE....................................................................................48
29.1 Purpose.......................................................................................................................48
29.2 Eligibility and Procedures...................................................................................48
29.3 Additional Time Off.............................................................................................48
SECTION 30 LEAVE WITHOUT PAY......................................................................................49
30.1 Purpose.......................................................................................................................49
30.2 Leave Without Pay.............................................................................................49
30.3 Benefits .......................................................................................................................49
SECTION 31 OCCUPATIONAL INJURY/DEATH.....................................................................50
31.1 Injury Procedures...............................................................................................50
31.2 Occupational Death............................................................................................50
SECTION 32 RETIREMENT, INSURANCE AND UNIFORMS .................................................51
32.1 Employee Retirement.........................................................................................51
32.2 Life Insurance.....................................................................................................51
32.3 Health Insurance and Long Term Disability.........................................................51
32.4 Vision, Dental and Optional Life Insurance .........................................................51
29
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PAGE
SECTION 32 RETIREMENT, INSURANCE AND UNIFORMS (CONTINUED)
32.5 Continuation of Coverage Rights........................................................................52
32.6 Worker's Compensation Insurance ....................................................................52
32.7 Uniforms ............................................................................................................53
SECTION 33 SEPARATION....................................................................................................54
33.1 General..............................................................................................................54
33.2 Voluntary Resignation........................................................................................54
33.3 Retirement.........................................................................................................54
33.4 Separation for Disability.....................................................................................54
33.5 Resignation Due to Unauthorized Absence........................................................54
33.6 Discharge ..........................................................................................................54
33.7 Separation Due to Death....................................................................................55
33.8 Exit Interviews....................................................................................................55
33.9 Benefits upon Departure ....................................................................................55
SECTION 34 LAYOFFS AND RECALL ...................................................................................56
34.1 Layoffs...............................................................................................................56
34.2 Criteria for Layoffs..............................................................................................56
34.3 Layoff Procedures..............................................................................................56
34.4 Recall.................................................................................................................57
34.5 Severance Pay ..................................................................................................57
SECTION 35 DISCIPLINE OF EMPLOYEES ..........................................................................58
35.1 Purpose .............................................................................................................58
35.2 Intent..................................................................................................................58
35.3 Eligibility.............................................................................................................58
35.4 Considerations in Applying Discipline.................................................................58
35.5 Progressive Discipline........................................................................................58
35.6 Types of Action..................................................................................................59
35.7 Disciplinary Action Procedures...........................................................................60
35.8 Exception to Provisions of this Section...............................................................60
35.9 Schedule of Recommended Disciplinary Penalties ............................................60
SECTION 36 EMPLOYEE APPEAL AND GRIEVANCE PROCEDURES ................................65
36.1 General Policy ...................................................................................................65
36.2 Appeals Involving Discipline...............................................................................65
36.3 Grievance Procedures .......................................................................................65
36.4 General Provisions of the Grievance Procedure.................................................66
SECTION 37 EMPLOYEE SELF IMPROVEMENT AND EDUCATIONAL PROGRAM.............68
37.1 General Provisions.............................................................................................68
37.2 Educational Reimbursement..............................................................................68
37.3 Eligibility for Participation ...................................................................................68
37.4 Application Procedure........................................................................................68
30
TABLE OF CONTENTS
PAGE
SECTION 37 EMPLOYEE SELF IMPROVEMENT AND EDUCATIONAL PROGRAM (CONT.)
37.5 Agreement and Certification by Employee..........................................................68
37.6 Completion of Courses and Reimbursement of Expenses ..................................69
37.7 Retirement or Death...........................................................................................69
SECTION 38 TRAINING AND CONFERENCE ATTENDANCE................................................70
38.1 General........................................................................................................................70
38.2 Procedure....................................................................................................................70
SECTION 39 TRAVEL POLICY ...............................................................................................71
39.1 Travel Policy ......................................................................................................71
39.2 Travel Expenses ................................................................................................71
39.3 Travel Advances ................................................................................................71
39.4 Reimbursement Procedures...............................................................................72
39.5 Accidents While Traveling ..................................................................................72
39.6 Abuse ..........................................................................................................................72
SECTION 40 SAFETY PROGRAM & PROCEDURES.............................................................73
40.1 Policy Statement................................................................................................73
40.2 City Manager's Responsibility.............................................................................73
40.3 Supervisor's Responsibility.................................................................................73
40.4 Employee Responsibility ....................................................................................74
40.5 Safety Committee...............................................................................................74
SECTION 41 DRUG-FREE WORKPLACE...............................................................................75
41.1 Drug-Free Workplace Policy...............................................................................75
41.2 Purpose of the Drug-Free Workplace Policy.......................................................75
41.3 Prohibited Substances .......................................................................................75
41.4 Prohibited Conduct.............................................................................................75
41.5 Drug Testing ......................................................................................................76
41.6 Consequences of a Positive Drug Test...............................................................76
41.7 Voluntary Treatment...........................................................................................76
41.8 Involuntary Treatment ........................................................................................76
41.9 Failure to Submit to or Complete Treatment .......................................................76
41.10 Recurrence of a Substance Abuse Program.......................................................76
41.11 Commercial Driver's Licenses ............................................................................77
SECTION 42 USE OF TOBACCO IN THE WORK PLACE.......................................................78
42.1 Purpose.......................................................................................................................78
42.2 Smoke Free Areas .............................................................................................78
42.3 Smoking by Employees......................................................................................78
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PAGE
SECTION 43 OUTSIDE EMPLOYMENT..................................................................................79
43.1 Policy...........................................................................................................................79
43.2 Procedures..................................................................................................................79
SECTION 44 HARASSMENT.................................................................................................. 80
44.1 Policy...........................................................................................................................80
44.2 Employee Responsibility....................................................................................80
44.3 Supervisory Responsibility.................................................................................80
SECTION 45 NEPOTISM ........................................................................................................81
45.1 Purpose ...................................................................................................................... 81
45.2 Hiring .......................................................................................................................... 81
45.3 Marriage...................................................................................................................... 81
45.4 Personal Relationships ...................................................................................... 81
SECTION 46 SOLICITATION, DISTRIBUTION AND VISITORS..............................................82
46.1 Purpose.......................................................................................................................82
46.2 Visitors ........................................................................................................................82
46.3 Solicitation...................................................................................................................82
SECTION 47 POLITICAL ACTIVITY........................................................................................83
47.1 Employees Seeking Elected or Appointed City Office.........................................83
47.2 Membership in a Political Party ..........................................................................83
SECTION 48 MISCELLANEOUS PROVISIONS......................................................................84
48.1 Valid Driver's License ........................................................................................84
48.2 Use of City Owned Equipment and Vehicles ......................................................84
48.3 Federal Emergency Management Act................................................................84
48.4 Emergency Closings..........................................................................................84
48.5 Public Relations/Complaints...............................................................................84
48.6 Information Regarding Life-Threatening Illnesses...............................................85
48.7 Recycling..................................................................................................................... 85
48.8 Return of Property .............................................................................................85
48.9 Use of Phone, Mail and Computer Systems.......................................................85
48.10 Reference Checks .............................................................................................85
SECTION 49 DEPARTMENT HEADS
49.1 Policy.......................................................................................................................... 86
49.2 General Provisions ............................................................................................ 86
49.3 Separation from Employment ............................................................................ 86
49.4 Review of Termination Decision......................................................................... 86
49.5 Benefits Upon Termination ................................................................................ 86
SECTION 50 CODE OF CONDUCT ....................................................................................... 87
SECTION 51 USE OF CITY EQUIPMENT AND GPS MONITORING....................................... 88
51.1 Purpose........................................................................................................................88
51.2 Employee Consent to Monitoring ....................................................................... 88
APPENDIX...........................................................................................................................................88
32
GENERAL PROVISIONS
I. PURPOSE OF THIS MANUAL
The objective of this manual is to set forth the personnel policies of the City of Winter
Springs and, if followed, it should ensure reasonable, fair, and equitable treatment for all
City employees.
II. POSITIONS COVERED BY THIS MANUAL
With the exception, of the positions listed below, the rules set forth in this manual shall
apply to everyone employed by the City.
A. Members of the City Commission
B. City Manager
C. City Attorney
D. Employees covered by a collective bargaining agreement as provided
according to the terms of the agreement.
E. Contractual Employees
F. Appointed Members of Boards
G. Temporary or Seasonal Employees
III. AMENDMENT AND REVISION OF RULES
Amendments and revisions to these rules shall be approved and ratified by resolution
pursuant to Section 14-1 of the City Code of Ordinances of the City of Winter Springs.
IV. APPLICATION OF THE RULES
All positions existing and hereinafter created within the City's service, except those listed
in II above, shall be subject to the rules and procedures in this Manual, or as are set forth
by action of the Commission. This document is not to be construed as creating a
contract, or a property right or interest in employment, or an expectation of employment
for a definite term. An employee is free to terminate employment at any time, and the
City retains the same right. The provisions of the Personnel Policies have been
developed under the direction of the City Manager, and may be amended or cancelled at
any time, at the City of Winter Spring's sole discretion.
V. PERSONNEL
The employees who work for the City of Winter Springs are its most important resource.
The City believes the working conditions, wages, and benefits it offers to its employees
are competitive with those offered by other employers in this area and in this industry. If
employees have concerns about work conditions or compensation, they are strongly
encouraged to voice these concerns openly and directly to their Department Heads.
Our experience has shown that when employees deal openly and directly with
Department Heads, the work environment can be excellent, communications can be
clear, and attitudes can be positive. We believe that the City of Winter Springs amply
demonstrates its commitment to employees by responding effectively to employee
concerns.
City of Winter Springs Page i
33
GENERAL PROVISIONS
As some employees in the City of Winter Springs have already chosen third party
representation, we affirm our commitment to retaining positive relationships with all
existing bargaining units. If and when other employees examine the option of union
representation, however, we strongly encourage careful consideration of such related
issues as regular deductions from paychecks for union dues, the potential for outside
interference with Department Head relationships, and the commitment to comply with
directions from unions.
City of Winter Springs Page ii
34
SECTION 1
SUBJECT: -DISCRIMINATION AND unoonccnarniTHARASSMENT STATEMENT
1.1 Policy Statement
ane nr OR th ' �cic of`•usability. � � � �
oh
The City is an equal opportunity employer and does not unlawfully discriminate against employees
or applicants for employment on the basis of an individual's race, color, religion, creed, sex
(including sexual orientation or transgender status), national origin, age, disability, marital status,
veteran status and any other status protected by applicable law. This policy applies to all terms,
conditions and privileges of employment, including recruitment, hiring, placement, compensation,
promotion, discipline and termination.
1.2 Equal Employment Objectives of the City
appliGable Federal, State, anrd IGGal laws relating 4n nnn_r-licnrimin�4inn in ni ihlir
cmnlnYmon4 ten`•! cor1iino ;;nr1 4n ;;cci ire fh;;f•
All the Gity's empleyees, r�inl,1diRg Ploprir4r eRt Heads aR d 66 1,,—.
aGtiVely s innnrt and imnlomeRt C961ai Cmnln\ R;eRt
(`ARGlitiARS Af eFnPIGYR;eRt ronri iOtMeRt aR d h,r,r,lr PFaGtiGeG aro it ;;AAAPrd ,n,i+h
+ho IN4�N4 Gf the E9 1al CmPIGYMeRt StatemeRt
MGROtnrinn and norin`•lir of the Cni 1al Cmnln\ McRt statement
effontiyeapocc take plaGe
1.'3Dncnoncihility for Implementation
FeSpeGtiVe 'PUP";
/� r er4 Ghall he pFepared b i the Git�i �AarageF, as may be.-Feg6iiFed by the Gity
7-'cTP.'�vr•r 'ITII"17" �•''�"�"'L7r Tl� ISTCTGg 1 may`^) ' "`.1
,
�monr-IorJ 4n GOR;Pl i With State ;nrl Federal I aw
35
1 4P`omplaint DrnnnrL-rn for Equal Employment Opportunity issues
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The City prohibits discrimination or harassment based on race, color, religion, creed, sex
(including sexual orientation or transgender status), national origin, age, disability, marital status,
veteran status and any other status protected by applicable law. Each individual has the right to
work in a professional atmosphere that promotes equal employment opportunities and is free from
discriminatory practices, including without limitation, harassment. Consistent with its workplace
policy of equal employment opportunity, the City prohibits and will not tolerate harassment on
the basis of race, color, religion, creed, sex (including sexual orientation or transgender status),
national origin, age, disability, marital status, veteran status or any other status protected by
applicable law. Violations of this policy will not be tolerated and will result in disciplinary action,
up to and including termination of employment.
Discrimination includes, but is not limited to: failing or refusing to hire or to discharge any
individual, or otherwise to take any adverse employment action with respect to compensation,
terms, conditions or privileges of employment, on the basis of race, color, religion, creed, age,
sex (including sexual orientation or transgender status), disability, national origin, marital or
veteran status, or any other status protected by applicable law.
Harassment is generally defined as unwelcome (unsolicited or uninvited), inappropriate verbal or
non-verbal conduct, based upon a person's protected characteristic, that is severe or pervasive
enough to alter the terms and conditions of employment and create a discriminatorily abusive
working environment. Such inappropriate conduct may include, but is not limited to: epithets,
slurs or negative stereotyping; threatening, intimidating or hostile acts; denigrating jokes and
display or circulation in the workplace of written or graphic material that denigrates or shows
hostility or aversion toward an individual or group based on their protected characteristic.
Sexual harassment may occur in two forms: (1) quid pro quo, which is based on threats that are
carried out or fulfilled; or (2) hostile environment, which is based on sexually inappropriate jokes,
comments, requests for sexual favors, touching or other unwelcome conduct based on or
motivated by hostility toward an employee because of the employee's gender that are sufficiently
severe or pervasive to create a hostile work environment.
1.3Reaortina and Comolaint Procedures
36
Any City employee who feels that he or she has been the subject of inappropriate conduct or
discriminated against, or has witnessed or becomes aware of discrimination or inappropriate
conduct in violation of these policies, should bring the matter to the immediate attention of his or
her Department Director, Human Resources, or the City Manager's Office, preferably in
writing. Whenever warranted, the City will investigate allegations of discrimination and
harassment, and take action as appropriate based on the outcome of the investigation.
All complaints and information and reports obtained during an investigation will be maintained on
a confidential basis to the greatest extent possible and as permitted by Florida's public records
laws. However, complainants should be aware that complaints or the contents thereof may have
to be disclosed to conduct a thorough investigation of the allegations, to defend the City in any
litigation to which the information may be relevant and necessary, and to those employees and
officials in the City with a need to know in order to carry out the purpose and intent of this Policy.
No employee will be retaliated against for making a complaint in good faith regarding a violation
of these policies, or for participating in good faith in an investigation pursuant to these policies. If
an employee feels he/she has been retaliated against, the employee should notify his or her
Department Head, Human Resources or the City Manager's Office immediately.
1.4Suaervisory Resoonsibilities
Discriminatory conduct toward any employee is not to be tolerated, regardless of whether it
originates from another employee, a vendor, or the general public. Supervisory personnel have
the responsibility and duty to take immediate corrective action to prevent any discriminatory
conduct. Successful implementation of the City's anti-harassment policy depends on the swift
and effective action of the City's supervisory personnel. All complaints of inappropriate behavior
based on an employee belonging to a protected class must be reported immediately to Human
Resources and the City Manager. Failure for a supervisor to carry out his/her responsibilities in
this area will result in disciplinary action against the supervisor, up to and including termination of
employment.
37
SECTION 2
SUBJECT: DEFINITIONS
As used in these rules, unless the context clearly requires otherwise, the following words shall
have the meaning herein given them.
2.1 Alcohol Abuse
"Alcohol abuse" means the ingestion of alcohol or alcoholic beverages, on or off-duty,
which adversely affects the employee's ability to perform his or her job duties.
2.2 Allocation
The assignment of a position to its appropriate pay grade in relation to duties performed.
2.3 Anniversary Date
The recurring date of original appointment or the date of promotion, demotion, or
reclassification, whichever is the last to occur, except that such shall be adjusted for
suspensions, unauthorized leaves of absence, and separation and re-employment.
2.4 Appeal
An application for review of an alleged grievance submitted or instituted by an employee
to higher authority.
2.5 Applicant
An individual having completed and submitted an application for employment with the
City.
2.6 Appointment
The offer provided an individual and acceptance for a full-time, part-time, temporary or
seasonal position. A temporary appointment shall terminate automatically upon
completion of the project necessitating the appointment.
2.7 Assembled Examination
An examination to be taken by applicants who are required to appear at a specific place
for the purposes of taking the exam.
2.8 Certification
Documentation used for the purpose of demonstrating proof of meeting required
standard.
2.9 Class/Classification
A position or group of positions having similar duties and responsibilities, requiring
similar qualifications, which can be properly designated by one title indicative of the
nature of the work and which carry the same salary range.
City of Winter Springs Page 3
38
SECTION 2
SUBJECT: DEFINITIONS
2.10 Class Description
A written description of a class consisting of a title, a general statement of the level of
work and of the distinguishing features of work, example of duties, and the desirable
qualification.
2.11 Class Specification
A written statement describing the duties and responsibilities and minimum qualification
requirements of a position.
2.12 Close Relative
Members of the employee's immediate family including spouse, parent, child, or sibling;
spouse's parent, child, or sibling; the employee's child's spouse; grandparents or
grandchildren.
2.13 Compensation
The standard rates of pay which have been established for the respective classes of
work, as set forth in the compensation plan.
2.14 Complaint
An informal charge and/or accusation due to some displeasure or annoyance.
2.15 Continuous Service
Uninterrupted employment in the classified service except for authorized leaves of
absence.
2.16 Demotion
The voluntary or involuntary assignment of an employee to a position in a lower pay
class; that is, having a lower maximum salary than the class from which the assignment
is made. Demotions involve an actual decrease in duties, responsibilities, and
associated stresses from the previously held position.
2.17 Department
The primary organizational unit which is under the immediate charge of the Department
Head who reports directly to the City Manager.
2.18 Department Head
Department Heads shall be defined as the City Clerk, Community Development Director,
Finance Director, Fire Chief, General Services Director, Parks and Recreation Director,
Police Chief, Public Works/ Utility Director, and any other future positions carrying the
title Department Head as established by the City Commission. The term also includes a
designee of a Department Head.
City of Winter Springs Page 4
39
SECTION 2
SUBJECT: DEFINITIONS
2.19 Dismissal
The act whereby an employee involuntarily discontinues employment with the City.
2.20 Drug Abuse
"Drug abuse" means the ingestion of any controlled substance as defined in Section
893.03, Florida Statutes, as amended, not pursuant to a lawful prescription. The term
drug abuse also includes the commission of any act prohibited by Chapter 893, Florida
Statutes, as amended.
2.21 Eligible
A person who has met in a satisfactory manner the qualification required by a particular
job description.
2.22 Eligibility List
The ranking of applicants who are eligible for a vacancy according to the order of the
overall qualifications of the position.
2.23 Employee
An individual employed and compensated by the City. Individual or groups compensated
on a fee basis are not included.
2.24 Examination
The process of testing, evaluating, or investigating the fitness and qualifications of
applicants and employees.
2.25 Full-Time Employee
Any employee working a minimum of a forty (40) hour week in either a regular or
probationary position budgeted on an annual basis.
2.26 Grievance
A matter where an employee feels wronged and brings the matter to the attention of
management for correction. All grievance matters are considered a formal expression of
complaint and must be filed in writing in accordance with defined procedures.
2.27 Harassment
Slurs, jokes, and other verbal, graphic, or physical conduct relating to an individual's
race, color, sex, religion, national origin, citizenship, age, or disability. Also includes
sexual advances, requests for sexual favors, unwelcome or offensive touching, slander
or spreading rumors as to another's sexual preferences or behavior, and other verbal,
graphic, or physical conduct of a sexual nature.
City of Winter Springs Page 5
40
SECTION 2
SUBJECT: DEFINITIONS
2.28 Immediate Family
Includes the employee's spouse, parent, child, or sibling; spouse's parent, child, or
sibling; the employee's child's spouse; grandparents or grandchildren.
2.29 Layoff
The involuntary separation of an employee from City government occurring as a result of
a non-disciplinary event.
2.30 Leave
An approved type of absence from work. The types of leave include Holiday Leave, Sick
Leave, Vacation Leave, Compensatory Leave, Leave Without Pay, Family & Medical
Leave, Bereavement Leave, and Workers' Compensation leave.
2.31 Overtime
Overtime occurs when a non-exempt employee works more than 40 hours within a work-
week, as dictated by contract for emergency services employees, and the City in
accordance with the Fair Labor Standards Act.
2.32 Overtime Pay
Compensation paid to an employee in excess of their total normal working hours as
required by the Fair Labor Standards Act and/or the City.
2.33 Part-Time Employee
An employee working less than 30 hours per week who is paid on an hourly basis for
those hours actually worked and who is not entitled to City benefits. This definition does
not include volunteer Firefighters, reserve Police Officers, or temporary/seasonal
employees.
2.34 Pay Plan
A plan which assigns all positions within the City to a pay grade.
2.35 Pay Rate
A specific dollar amount, expressed as either an annual rate, or an hourly rate as shown
in the salary range schedule.
2.36 Pay Status
An employee who is physically at work or is on approved leave with pay.
2.37 Performance Pay Increase
Any increase in compensation established in the Personnel Evaluation System which
may be granted to an employee based on performance.
City of Winter Springs Page 6
41
SECTION 2
SUBJECT: DEFINITIONS
2.38 Physical /Agility Test
A comprehensive medical examination consisting of tests of bodily condition, muscular
strength, ability and physical fitness of competitors to perform the class of position to
which employment is being sought.
2.39 Position
A group of duties assigned to one person or job.
2.40 Probationary Employee
Any employee who is serving a probationary period following original appointment
(hiring) or following promotion.
2.41 Probationary Period
A period of six months following hiring during which the employee's performance is
carefully evaluated (that is, interim evaluations will occur after two and four months) to
determine if the individual should become a regular employee. Sworn Police Officers
and Firefighters shall serve a one year probationary period and shall be evaluated at
least quarterly to determine if they should become regular employees.
2.42 Promotion
The assignment of an employee to a position in a higher class having a higher maximum
salary than the position from which the assignment is made.
2.43 Promotional Examinations
An eligibility test for qualified employees to determine the relative standing of
applications for positions in the specific class to include employees working in a specific
pay grade in all departments of the City. The employee's last service rating must have
been satisfactory and a promotion must not have been received by the employee during
the prior 12 months.
2.44 Qualifying Event
A qualifying event occurs when an employee no longer meets the requirements to be
eligible for health insurance. Examples included are resignation, termination of
employment, death of an employee, a reduction in an employee's hours or a leave of
absence, divorce or separation, and a dependent child no longer meeting eligibility
requirements.
2.45 Regular Employee
An employee who has been appointed to a regular full-time or part-time position in the
classified service in accordance with the provisions of these rules upon completion of a
probationary period.
City of Winter Springs Page 7
42
SECTION 2
SUBJECT: DEFINITIONS
2.46 Resignation
A planned separation initiated by the employee.
2.47 Retirement
A voluntary employment termination initiated by the employee meeting age, and any
other criteria for retirement from the organization.
2.48 Salary Range
Specific salary range assigned to a pay grade for an assigned position.
2.49 Smoking
"Smoking," means inhaling, exhaling, burning or carrying any lighted smoking equipment
for tobacco.
2.50 Suspension
An enforced leave of absence for disciplinary purposes with or without pay.
2.51 Temporary Employee
An employee holding a position other than regular, except as provided in the rules,
which is of temporary, seasonal, casual or emergency in nature. A temporary employee
is not entitled to City benefits.
2.52 Temporary Position
A position that is not designated and budgeted as a regular position.
2.53 Transfer
The voluntary or involuntary change of an employee's assignment from one position to
another position which is at a substantially similar level.
2.54 Unassembled Examinations
Examinations administered on an individual basis under circumstances whereby
applicants are not available in sufficient numbers to justify holding an assembled
examination as authorized by the Department Head. Unassembled examinations shall
be administered continuously and at regularly established times until the position is filled.
2.55 Vacancy
A position existing or newly created, which is not occupied, and for which funds are
available.
City of Winter Springs Page 8
43
SECTION 2
SUBJECT: DEFINITIONS
2.56 Work Area
"Work areas" are all areas on the City's premises other than employee break rooms and
lunchrooms.
2.57 Work Day
The scheduled number of hours an employee is assigned to work.
2.58 Work Period
The scheduled number of hours an employee is assigned to work during a work cycle,
for which the employee receives a paycheck. This may also be known as the Pay
Period.
2.59 Work Time
"Work time" is all time on the premises other than before and after work, at meal periods
and break times, during which an employee is performing duties and responsibilities for
the city.
2.60 Work Week
The scheduled number of hours an employee is assigned to work during a calendar-
week.
City of Winter Springs Page 9
44
SECTION 3
SUBJECT: PERSONNEL ADMINISTRATION
3.1 Responsibility for Administration
The City Manager is responsible for developing and administering the City's personnel
system including:
1. The classification plan for all City positions based on duties, authority, and
responsibility of the positions.
2. Pay plan for all City positions.
3. Methods for determining the merit and fitness of candidates for appointment or
promotion.
4. The policies and procedures regulating the reduction in the work force (i.e., lay-offs)
and removal of employees.
5. The hours of work, attendance regulations and provisions for sick and vacation
leave.
6. The policies and procedures governing persons wishing to examine personnel
records pursuant to Chapter 119, Florida Statutes.
7. The policies and procedures governing relationships with employee organizations.
8. Policies regarding in-service training programs.
9. Other procedures and practices necessary to the administration of the City personnel
system.
3.2 Role of the General Services Director
While the City Manager is ultimately responsible for the administration of the personnel
system, the General Services Director has been delegated day-to-day management
responsibility for the system and the records. Specifically, the General Services Director
shall provide advice and guidance to the City's managers and employees. The Human
Resources (HR) Coordinator shall maintain the employee's official personnel files.
Materials maintained in departmental files are informal and informational only.
3.3 Personnel Files
One of the key functions of the HR Coordinator is to maintain the individual employee's
personnel file. The information which should be in each file is listed as follows:
• Employment Application;
• Employee Address, Telephone Numbers and Emergency Contacts;
• City of Winter Springs employment history;
• Employee acknowledgement of policies manual;
• Attendance cards, as applicable;
• Hospitalization and Life Insurance forms;
• Personal History record;
City of Winter Springs Page 10
45
SECTION 3
SUBJECT: PERSONNEL ADMINISTRATION
• New employee data record;
• Performance Evaluations;
• Changes in personnel status;
• Exit interview report, if applicable;
• The employee's response, if any, to any detrimental material;
• Miscellaneous forms/records relating to employee;
• Immigration and Naturalization Service's 1-9 Form;
• Demographic or analytical data required;
• Beneficiaries, dependents, marital status; and
• Background investigation reports, if applicable.
The Human Resources Coordinator may require employees to provide information
necessary to maintain or procure demographic or analytical data regarding City of Winter
Springs employees.
3.4 Personnel Changes
Employees shall notify the Department Head whenever changes need to be made in the
personnel records regarding change of address, marital or dependent status, home
telephone number, or emergency contact information. The Department Head shall
forward this information to the Human Resources Coordinator.
Before any change in an employee's status is implemented, the appropriate form must
be completed and the required approvals obtained.
3.5 Inspection of Personnel Records
Requests for appointments to inspect personnel records may be made by telephone, in
person, or in writing and directed to the Human Resources Coordinator. Appointments
will be granted within a reasonable amount of time.
Employment records shall be open for personal inspection by any person with the
exception of the following information:
• Addresses, telephone numbers, and other personal identification information
of police officers, firefighters, former police officers, former firefighters, as well
as the children and spouses of these employment categories pursuant to the
provisions of Chapter 119, Florida Statutes; and
• Medical records and documents relating to any complaints of discrimination
relating to race, color, religion, sex, national origin, age, handicap or marital
status. (Documents relating to complaints of discrimination are kept separate
from individual personnel files until a finding is made relating to probable
cause, the investigation of the complaint becomes inactive, or the complaint
or other record is made part of the official record of any hearing or court
proceeding.)
City of Winter Springs Page 11
46
SECTION 3
SUBJECT: PERSONNEL ADMINISTRATION
The individual originating the request may make any desired compilations, analyses, and
summaries while inspecting the records. Photocopies are available upon request based
on a fee schedule adopted by the City and will be made by the Human Resources
Coordinator or by the person making the request under supervision.
City of Winter Springs Page 12
47
SECTION 4
SUBJECT: RECRUITMENT
4.1 Recruitment—General
The goal of the City of Winter Springs is to select the most qualified individual without
regard to race, color, religion, national origin, sex, marital status, age, citizenship,
disability, or any other basis prohibited by law. Employment decisions at the City of
Winter Springs will be based solely on merit, qualifications, and abilities.
The City treats all job candidates uniformly and gives consideration to internal promotion
and affirmative recruitment.
4.2 Approval of Recruitment
When a vacancy occurs, the Department Head shall notify the City Manager and obtain
approval to fill the position.
4.3 Vacancy Announcement
Upon approval of the City Manager, the General Services Director or designee shall
prepare a vacancy announcement outlining the nature and requirements of the position.
4.4 Sources of Applicants
All job vacancies below the level of Department Head shall be posted in-house for a
period of one week for promotional or transfer consideration.
Where an in-house appointment for the position does not occur, advertisements for the
position shall be placed in the media to attract as many qualified persons as is
economically feasible and prudent. Other sources of applicants which may be used are:
• The Florida State Employment services;
• Active applications on file; and
• Organizations focused on reaching minorities, women and handicapped
individuals.
4.5 Recruitment Area
Individuals shall be recruited from a geographic area as wide as is necessary to obtain a
qualified pool of applicants.
4.6 Employment Services—Prohibition
The City shall not pay placement fees to employment services, or place orders with
commercial employment agencies without prior approval of the City Manager.
City of Winter Springs Page 13
48
SECTION 5
SUBJECT: HIRING
5.1 Application for Employment
All candidates for positions in Winter Springs shall complete the City's official application
which shall include at least the following: the employee's educational credentials,
employment history, licenses, and references.
Falsification or deletion of pertinent information, orally or in an application, shall result in
immediate termination of the interviewing process or of employment.
5.2 Interviewing
All applications shall be carefully screened by the City Manager or designee. The most
highly rated applicants will be forwarded to the appropriate Department Head for further
review and for interviewing.
5.3 Testing
The applicant may be tested for specific skills which are required to fulfill the duties of
the vacancy. Such tests shall be designed and the parameters for satisfactory
completion shall be promulgated by the Department Head and approved by the City
Manager. Such tests may be designed for both outside recruitment and promotional
purposes. Tests may be assembled or unassembled. All testing shall be consistent
with State and Federal regulations concerning employee selection.
5.4 References
The Department Head or designee shall make all necessary contacts for the purpose of
checking references. Should applicants be offered a position prior to the reference
checks being completed, they will be notified the offer is conditional upon the results of
the reference checks.
5.5 Former Employees
A former employee may be rehired providing his/her qualifications meet the
requirements of the position and was in good standing at the time of separation.
A former employee who is rehired shall be processed in the same manner as a new hire.
For purposes of computing benefits due, a rehired employee shall be considered as a
new appointment and shall serve the required probationary period. This provision may
be specifically waived by the City Manager.
5.6 Employment of Minors
All persons employed by the City shall be a minimum of 16 years of age. Where it is not
possible to recruit a qualified applicant who has reached majority, employment of a
minor shall be conducted in accordance with the State of Florida Child Labor Law.
Prior to employing a minor under 18 years of age, the City Manager or designee shall
complete an Application for Employment Certificate. This form can be obtained by the
minor from the school district or such other office designated by the Superintendent to
issue certificates.
City of Winter Springs Page 14
49
SECTION 5
SUBJECT: HIRING
Unless married, all minors at time of hire shall be required to have an Age Certificate.
This certificate shall be obtained through the same channels as the Application for
Employment Certificate.
The Employment Certificate and the Age Certificate shall remain in the employee's
personnel file.
5.7 Pre-Employment Physicals
All employees may be required to submit to a physical examination. Anyone whose
examination indicates possible substance abuse will not be hired.
5.8 Selection and Notification of Offer
The Department Head shall select the applicant whose qualifications most closely meet
the requirements of the position. Once that is done, the Department Head will notify
Human Resources of the selection which will obtain the City Manager's approval. Once
granted, the General Services Director or designee will tender a conditional offer of
employment.
5.9 Trainees
From time to time, the City may not be able to recruit fully qualified applicants. In such
cases, the Department Head may request someone without the minimum qualifications
be appointed as a"trainee." The category is used to train people on-the-job who have
the potential to do the work but lack some of the essential skills or experience. Under
normal circumstances the time a person remains in a trainee category is between six (6)
months and twelve (12) months, but depends on the skills or experience needed in
individual cases and/or certification requirements. The City Manager may extend the
"trainee period" until the requirements are met up to but not to exceed a maximum of an
additional twelve (12) months.
In such cases, the employee can be hired at a rate of up to ten percent (10%) below the
minimum salary. Once he/she has attained the minimum qualifications, he/she shall
receive a salary increase to the minimum.
5.10 Disqualification of Applicants
The City Manager or the Department Head may remove any candidate from further
consideration for reasons including, but not limited to, the following:
• Does not possess the minimum job-related qualifications;
• Has established an unsatisfactory employment or personnel record as
evidenced by the reference checks;
• Is unable to provide proof of citizenship or that he/she is a legal immigrant;
City of Winter Springs Page 15
50
SECTION 5
SUBJECT: HIRING
• Has made false statements or practiced deception orally or in the application;
and/or
• Fails to accept appointment within two days or fails to report for duty within
the time prescribed in the employment offer.
5.11 Application Files
Applications of unsuccessful candidates shall be retained for a period of one year for
subsequent review for future openings.
Applicants who are disqualified due to falsification or omission of pertinent information or
failure to accept appointment within the time prescribed in the offer shall be entered into
a closed file and not reconsidered.
The Fire and Police Departments have and maintain a hiring eligibility list.
5.12 Reporting for Duty
A new employee shall be instructed to report directly to the assigned department on the
first day of work after which the various forms necessary for employment with Winter
Springs shall be completed.
City of Winter Springs Page 16
51
SECTION 6
SUBJECT: MEDICAL EXAMINATIONS
6.1 Medical Examinations
Upon acceptance of a conditional offer of employment, all prospective employees may
be required to undergo a medical examination. It will be conducted by a City designated
physician and will be sufficiently comprehensive to determine if the employee meets
accepted standards of health for the position. It may include tests of health, physical
agility and for illegal substances. This examination shall be performed at the City's
expense.
An applicant determined to be physically or mentally unfit for service shall not be eligible
for employment.
6.2 In-Service Examinations
An employee, at anytime during employment, may be required to undergo examinations
to determine physical and mental fitness to perform the job. Law Enforcement Officers
and Firefighters may be required to undergo such examination annually on or about each
anniversary date of their employment. Such periodic examinations shall be at the
expense of the City except as noted below.
An employee of the City may appeal the decision of the examining physician or
psychologist concerning fitness for duty within five business days of the date of his
notification of the results. The employee, in that case, may select another physician to
provide a second opinion. In the event there is a difference of opinion between the
original examining professional and the professional chosen by the employee, the City
Manager shall designate a third professional, whose decision shall be final and binding
as to the physical and mental fitness of such employee to perform the work of the
position. The City shall bear the expense of reasonable direct costs of the first and third
examinations. The employee shall bear the expense of the second examination. The
City shall provide the employee with reasonable time off to meet these appointments.
An employee determined to be physically or mentally unfit to continue in the job may be
demoted, transferred or separated from City service.
City of Winter Springs Page 17
52
SECTION 7
SUBJECT: ORIENTATION
The City recognizes the importance of a sound orientation program so that employees will have
a clear understanding of duties, how to perform them, and the relationship of the department to
the overall operation of the City.
Orientation of a new employee begins with processing by Human Resources and includes the
completion of all hiring forms and an explanation of benefits and conditions of employment.
The Department Head shall accompany the employee to the area of employment and shall
assure that the employee is introduced to co-workers and various facilities, has proper supplies
and has a suitable working area. The employee's direct supervisor shall assure the employee
becomes familiar with job duties and responsibilities and is properly trained.
The most important function of the Department Head during this process is to make every
attempt to insure that a new employee is comfortable and familiar with their new surroundings.
City of Winter Springs Page 18
53
SECTION 8
SUBJECT: PROBATIONARY PERIOD
8.1 Purpose
The purpose of the probationary period is to give the employee the opportunity to learn
and demonstrate competency in a new position while providing the City with the
opportunity to evaluate the employee and determine whether or not he/she is completely
capable of performing the duties of the position.
8.2 Length of the Probationary Period
The length of the probationary period shall be six months for new employees and for
those who are promoted and transferred with the exception of police officers and
firefighters whose probationary period shall be one year.
8.3 Probationary Reviews
Employees serving a probationary period shall be evaluated three times: one third of the
way through the period, two thirds of the way through and at the end of the period. The
purpose of the interim reviews shall be to apprize the employee of his or her performance
and areas of weakness. The final review shall determine whether or not the
employee has demonstrated sufficient competency in the position to be retained.
Each review shall be documented and information forwarded to the Human Resources
Coordinator.
8.4 Extension of the Probationary Period
If the City of Winter Springs determines that the designated probationary period does not
allow sufficient time to evaluate the employee's performance thoroughly, the probationary
period may be extended for a specified period.
8.5 Failure to Demonstrate Competency
During the probationary period, any unsatisfactory aspect of the employee's work will be
called to the employee's attention. At any time during the probationary period, the City
may for any or no reason terminate the employment. Such termination shall be final with
no right of appeal.
A promoted or transferred employee who performs unsatisfactorily during the
probationary period is thereby determined ineligible to be granted regular appointment to
the position. However, if the employee's work was satisfactory prior to the change in
status, the employee may be returned to his previous position or to another suitable
position in the same class previously held, if either is available. If no position is available,
the employee may be terminated.
City of Winter Springs Page 19
54
SECTION 9
SUBJECT: CLASSES OF EMPLOYEES
9.1 General
Winter Springs employs three class types of employees: regular full-time employees,
regular part-time employees and temporary employees.
9.2 Regular, Full-time Employees
A year-round position where more than an average of 30 hours per week of work is
expected is considered to be a regular, full-time employee. These employees serve a
probationary period and are qualified for benefits offered to employees by the City.
These benefits may include health insurance, life insurance, retirement, leave (vacation,
sick, military, civil and bereavement) and paid holidays.
9.3 Regular, Part-time Employees
A continuous, year-round position budgeted for less than an average of 30 hours per
week and paid on an hourly basis for hours actually worked shall be designated a regular
part-time employee. Part-time employees shall be recruited, hired and evaluated in
the same manner as regular full-time employees. Part-time employees may also be
eligible for any special annual salary increase afforded to full-time employees by the City
Commission, but receive only some of the benefits that regular, full-time employees
receive. For example, part-time employees do not receive vacation leave, sick leave,
health insurance, retirement, and life and disability insurance, but do receive holiday pay
for regularly scheduled hours that fall on holidays, mandated social security benefits and
workers compensation insurance.
9.4 Temporary Employees
Temporary employees may be recruited to assist in handling unusually high workloads,
seasonal employment, casual employment, or employment of an emergency nature, for
a period of time not to exceed six consecutive months, or for completion of a specific
task or project.
A temporary employee shall not be used to fill a continuing full-time position unless the
position is temporarily vacant for less than thirty (30) days. Such a temporary employee
shall not be hired at a rate less than the minimum of the pay grade into which the job is
classified. A temporary employee shall not be entitled to City fringe benefits, including
retirement.
If a temporary employee changes status to a regular position, the employee shall be
considered as a new hire at the time that employee's status is changed.
The provisions of this section shall not apply to temporary reassignments of a regular
employee nor to restructuring of an employee's job description.
City of Winter Springs Page 20
55
SECTION 10
SUBJECT: COMPENSATION AND CLASSIFICATION
10.1 Employee Classification
Every employee should have a job description which accurately reflects what he/she is
actually doing. Based on these descriptions, employment classifications are developed.
Every effort is made, through the classification plan, to group positions together into
classes which are similar in type of work performed, complexity, and responsibility.
Ideally these positions will then fall in the same pay range.
The job titles listed in the classification plan are used in all personnel records and
transactions.
10.2 Pay Plan
The City of Winter Springs has adopted a Pay Plan wherein jobs are graded and
appropriate pay levels established. The goal of the pay plan is for positions of like
requirements and complexity to be paid comparable salaries. In actual fact, however, for
the most part, market surveys are conducted and pay ranges established that ensure our
employees are paid wages comparable with those in the labor marketplace. The City
Manager may choose to shift the pay ranges annually based on the Consumer Price
Index(CPI).
From time to time, the City conducts reviews of other, similar jurisdictions and the private
sector to determine if it is still paying a fair wage for the work performed. If it is not, the
salaries are adjusted accordingly.
10.3 Reclassification
It is the duty of the City Manager to amend the position descriptions and classification
specifications when necessary so that each class will accurately reflect the current duties
and responsibilities of the position. A reorganization may have occurred and duties
increased or decreased. An individual or group may have gradually assumed more
responsibility. Technology may change the duties. Whatever the cause, when duties
change, the position needs to be reclassified and compensation reviewed; that is, it
needs to be evaluated (reclassified) and fair compensation established.
It is incumbent on the Department Heads and individual employees to bring
classification/compensation concerns to the attention of the City Manager and for the
City Manager to make a further investigation of the matter and to take appropriate
action.
Specifically, a request for a reclassification should be submitted by the Department Head
and shall be accompanied by written supporting documentation to the City Manager.
This documentation should be sufficient to support a reclassification by documenting
actual job duties and tasks. It should further explain what has changed to warrant
reviewing the position. It should also be considered in light of other positions within the
City's Classification System. Reclassification, in fact, should not take place independent
of consideration of other positions within the overall classification system.
If the City Manager determines sufficient evidence exists to warrant a further review,
he/she shall turn the matter over to the General Services Director who shall make an
independent review. The employee(s) whose position(s) are under consideration may
be asked to complete a questionnaire and/or submit additional information. Upon
City of Winter Springs Page 21
56
SECTION 10
SUBJECT: COMPENSATION AND CLASSIFICATION
completion, the General Services Director shall make a recommendation to the City
Manager. The City Manager shall approve or disapprove all reclassifications.
When a position is reclassified to a higher pay grade, adjustments to salary should be
handled in the same manner as a "Promotion". When a reclassification results in
assignment to a lower pay grade, adjustment should be made in accordance with the
rules for a"Demotion".
City of Winter Springs Page 22
57
SECTION 11
SUBJECT: PAY PLAN AND PROGRESSION THROUGH THE SALARY RANGES
11.1 Pay Plan
As noted, Winter Springs has developed a pay plan which guides the City in terms of
what salaries employees will be paid. Under it, each position has a salary range
associated with it. Employees progress through the range based on the following
guidelines.
11.2 Salary Increases, Ranges and Raises
As noted each position has a salary range associated with it. New employees, with no
experience in a particular position, will generally start at the bottom of the range. As
they become familiar with the duties and demonstrate competency, they are eligible for
raises.
Advancement to the mid-point of the salary range is considered as the developmental
phase of the salary progression. Increases to this point are usually more rapid than after
the mid-point is reached. The developmental phase includes the probationary period and
signifies the time an individual should become totally effective and productive in the
positions based on established City standards and/or desires. The area beyond the mid-
point of the salary range is referred to as the incentive phase. Movement in this phase of
the range is reserved for performance over and above that which is considered as an
average acceptable job.
Most salary increases are in fact based on merit and result for the annual performance
review the employee receives. At that time, the employee's performance is reviewed
and, if found to be of sufficient quality, he/she will receive a merit increase. The
employee will be eligible for further merit increases on future review dates or on the
anniversary of his/her last promotion/demotion.
11.3 Other Increases
Employees may also receive raises through across-the-board increases, cost of living
adjustments, promotion, reclassification, or salary range adjustment.
11.4 Performance Bonuses
Once an employee has reached the top of the range, he/she is eligible for a performance
bonus but no further increases in base pay until the range is adjusted and the employee's
salary again falls below the cap.
City of Winter Springs Page 23
Revised 9/9/13 58
SECTION 12
SUBJECT: PERFORMANCE REVIEWS
12.1 Purpose
Employees shall have their performance evaluated at least annually for the purposes of
encouraging improvement and for determining merit increases and bonuses.
12.2 Frequency
The employee's supervisor shall rate and discuss the overall job performance with
the employee. The Performance Rating Form is used to evaluate quantity and
quality of work as well as other factors such as dependability, initiative, knowledge of
the work being performed, and relationships with fellow employees and the public. If
the rated employee is a supervisor, supervisory ability will also be evaluated.
12.3 Procedure
The Department designee shall forward a Performance Rating Form for completion by
the Supervisor when an employee becomes eligible for regular status, a merit increase,
an annual rating, or for any other such purpose.
The supervisor will then rate the employee. When evaluating the employee, it is
advisable to the supervisor to also consult with his superior and with others who may
have had an opportunity to observe the employee's performance. Once the supervisor
is satisfied he has considered all the necessary and appropriate factors in assessing
performance, he will complete the Performance Rating Form and discuss the findings
with the employee.
No matter whether the employee feels the appraisal is fair or not, he/she must
acknowledge, by signing the form, the receipt of the evaluation form and the discussion
of performance.
12.4 Appeals
If the employee differs with any portion of the review, he/she may submit a rebuttal
statement for inclusion with the evaluation and such statement shall remain in the
employee's personnel file as long as the evaluation is retained on file.
Within three working days, he/she may also appeal the performance evaluation to the
City Manager for review and final decision. Employees will be allowed to furnish any
supportive evidence or documentation to substantiate their rebuttal to the evaluation. The
City Manager(or his/her designee)will conduct his/her own review of the employee's
performance which may include interviewing the employee, supervisor and/or
Department Head and consideration of any other relevant materials. In any case, the
review must be completed and a decision rendered within 30 calendar days of the
employee's appeal. The City Manager may sustain the evaluation as written, modify the
evaluation, or direct that another evaluation be done.
Employee performance evaluations are not subject to the grievance procedure.
City of Winter Springs Page 24
59
SECTION 12
SUBJECT: PERFORMANCE REVIEWS
12.5 Consequences of an Unsatisfactory Performance Appraisal
Employees who receive an unsatisfactory performance appraisal shall return to
probationary status and be given an improvement plan. If performance does not
improve sufficiently by the end of the new probationary period, employment may be
terminated.
City of Winter Springs Page 25
Revised 9/9/13 60
SECTION 13
SUBJECT: PROMOTION
13.1 Policy
When an employee has experienced a definite and significant increase in duties, he/she
may be promoted. Such promotions may occur through an employee applying for and
obtaining a new position with the City or through a reclassification. Promotions shall not
be made merely for the purpose of affecting an increase in compensation.
13.2 Promotion via Selection to a Position of a Higher Classification
So far as is practical, Winter Springs shall attempt to fill vacancies by promoting existing
employees of the City. Promotions may be either inter or intra-departmental and must
be approved by the affected Department Heads and the City Manager.
13.3 Compensation for Promotions
A promoted employee shall receive a salary increase to at least the minimum rate of the
salary range of the new position.
In the event the employee's salary is already above the minimum established for the pay
grade the employee was promoted to, the salary may be increased by at least 5% above
the existing salary. An amount higher than minimum, or the 5% factor, can be
considered and approved by the City Manager if the employee's experience, skills or
qualifications merit an increase of greater than the 5%.
13.4 Probationary Period
Employees who are promoted to a position in a higher classification than the position
from which the assignment is made, shall be placed in probationary status for the usual
period of six months. The employee shall, however, continue to receive the benefits
he/she previously had qualified for.
13.5 Inability to Perform
If a promoted employee performs unsatisfactorily during the probationary period in the
new position, he/she is ineligible to be granted regular appointment to the higher
position. Assuming the affected employee's work was satisfactory prior to the
promotion, the employee shall be returned to their previous position or to another
suitable position in the same class, if either is available. If no position is available, the
employee may be terminated.
City of Winter Springs Page 26
61
SECTION 14
SUBJECT: DEMOTION
14.1 Policy
A demotion is the assignment of an employee to a position in a lower classification,
having a lower maximum salary.
14.2 Authority
The Department Head shall have the authority to demote an employee. The action
should be done in writing citing the reasons. The causes for demotion shall normally be
due to the removal of higher level duties and responsibilities or the inability of the
employee to assume or perform duties of the position, although the City reserves the
right to demote an employee for disciplinary reasons as well. Prior to taking any action,
the City Manager should be informed of the proposed action and the reasons.
14.3 Compensation
Employees receiving voluntary demotions or forced demotions due to the employee
losing his/her ability to perform his/her duties shall have their salary reduced as nearly as
possible by the same percentage in the new range as in the former pay range, or any
other amount as determined by the City Manager.
Employees demoted for reasons of reduction-in-force initiated to increase efficiency or to
meet budget restrictions, however, should be assigned at the same dollar level in the
new classification range. Should the present salary of the employee exceed the
maximum of the assigned range, the employee's salary should be capped or frozen at
the top of the range, with continued eligibility for any merit awards granted to general
employees.
14.4 Probationary Status
Regular employees may be required to serve a new probationary period if required by
the Department Head. Employees who are in a probationary status will be required to
serve a probationary period beginning when they assume the duties of the new position.
14.5 Appeal Rights
An employee not on a probationary status who has been demoted has the right to
appeal demotions through the grievance procedure as outlined in this manual.
Please see AI2007-01 in the Appendix for further clarification.
City of Winter Springs Page 27
62
SECTION 15
SUBJECT: LATERAL TRANSFER
15.1 Definition
A lateral transfer is the changing of an employee to a job of the same classification level
in the same or another department.
15.2 Authority
The City Manager may transfer an employee temporarily, or permanently, when said
transfer is deemed to be in the best interests of the City. Because a transfer is not
disciplinary, a transfer may be made against the will of the employee without right of
appeal.
15.3 Procedure
Transfers shall generally be carried out through the in-house posting process and follow
the guidelines outlined in the section on "Hiring."
15.4 Compensation
Employees transferred to a position in the same classification or to a different position
with the same pay grade shall not be eligible for an increase, nor suffer a decrease.
Employees transferred to another position in a lower classification or grade shall be
handled in accordance with the rule established for"Demotions".
15.5 Probationary Status
A transferred employee shall be placed in probationary status but shall not lose his/her
benefits; that is, all accrued benefits shall be transferred with the employee.
City of Winter Springs Page 28
63
SECTION 16
SUBJECT: TEMPORARY ACTING POSITIONS
16.1 Policy and Authority
In an emergency, or in cases where the City Manager deems it in the interest of the City,
an employee may be placed in a temporary "Acting" status. Such placements will be
based on the needs of the City and include temporary transfers to positions of a higher,
similar or lower classification.
16.2 Compensation
Employees temporarily reassigned for a period exceeding 30 calendar days in any given
calendar year to a higher classification level, other than to fill in for personal leave or
similar absences, shall be granted a five percent increase or the minimum level of the
new pay grade, whichever is greater, for the duration of the temporary assignment.
Regular increases shall be granted during the period of reassignment.
City of Winter Springs Page 29
64
SECTION 17
SUBJECT: HOURS OF WORK
17.1 Definition
The hours of work are the hours the employees are expected to be on the job, at their
appointed stations, performing their assignments.
17.2 Authority
The City Manager, in consultation with the Department Heads, establishes the hours of
work for all departments of the City, depending on the functions and operations involved,
with uniform starting and quitting times for supervisors and employees on all shifts.
Since job responsibilities differ among departments, hours of work should also be
expected to vary. When the Department Head determines flexible time may benefit the
City or the employees without harming service delivery, he/she may recommend the City
Manager authorize its use.
17.3 Employee Responsibility
Employees are expected to learn and adhere to the hours of their jobs.
17.4 Meals and Breaks
All employees will receive a lunch period of thirty(30) minutes or sixty(60) minutes
and may receive two breaks not to exceed 15 minutes each during the course of
the normal work day (as established in the work schedule by Department Heads to
accommodate operating requirements).
Employees will be relieved of all active responsibilities and restrictions (with the
exception of shift employees) during meal periods and will not be compensated for that
time. Employees must utilize their lunch period during the designated hours established
for the department. The lunch hour shall not be accumulated and cannot be saved for the
purposes of leaving work early. Employees are not permitted to work before or past their
regularly scheduled hours or during their lunch period unless specifically authorized by
the Department Head.
City of Winter Springs Page 30
Revised 9/12/11 65
SECTION 18
SUBJECT: ATTENDANCE
18.1 General
Employees are expected to be on time for work and to work their full work schedule.
Department Heads are responsible for accounting for the daily whereabouts and
activities of all employees within their department.
18.2 Punctuality
Employees who will not be reporting for work must notify their workplace in accordance
with their departmental procedure. Lateness, like absence, places a burden on the City
and on co-workers. Therefore, employees are expected to be prompt and ready for
work at the scheduled starting time of their shift and are not to make preparations for
leaving before the end of their shift.
Emergencies occasionally occur causing an employee to be late. Whenever possible,
the employee shall advise the Department Head prior to starting time.
If departmental operations require another employee to remain on an overtime basis to
cover the absence of a tardy employee, the tardy employee shall not begin his shift until
the replacement has completed the requested overtime amount. The tardy employee
will not be paid until he/she actually starts work.
Repeated lateness and/or unexcused absences adversely impact the operational
effectiveness of the City and are grounds for disciplinary action, up to and including
termination of employment.
18.3 Unapproved Absence from Work
An employee who is not at work during his/her regularly scheduled shift, who is not on
leave and who is not on approved leave without pay is considered to be on an
unexcused absence. Such absence in excess of three days shall be considered job
desertion or job abandonment and discharge may result.
City of Winter Springs Page 31
66
SECTION 19
SUBJECT: APPEARENCE
19.1 General Policy
Employees are expected to maintain a neat and clean physical appearance particularly
those in positions where considerable public contact is required.
19.2 Uniformed Personnel
It is the responsibility of the employee to keep uniforms in a neat and orderly manner.
Employees are expected to begin their work period with a clean uniform. The complete
uniform must be worn at all times while on duty, and no uniform may be altered or
changed in appearance. Any employee who loses the uniform will be responsible to
replace the uniform. The amount for replacement shall be deducted from the employee's
regular paycheck.
Employees are only permitted to wear their uniform one (1) hour prior to commencing
the work period, during the work period, and for one hour following the completion of the
work period. Employees shall not wear their uniforms on off-duty hours in public places
unless authorized to do so by their Department Head.
19.3 Non-Uniformed Personnel
All non-uniformed personnel are expected to dress appropriately for their assigned
duties and responsibilities. Clothing should be neat and clean and appropriate for the
particular office environment to which assigned. Shorts, t-shirts, and halter-tops are not
considered appropriate apparel.
City of Winter Springs Page 32
67
SECTION 20
SUBJECT: WORKWEEK AND PAY
20.1 Work Week
The standard workweek consists of seven (7) consecutive calendar days commencing
at 12:01 AM on the first day and ending at 11:59 PM on the seventh day. The standard
number of working hours for full-time employees during any standard workweek will be
40 hours unless otherwise specified. The work hours for Fire and Police Department
shift employees shall be governed by the Department Head and/or union contract.
20.2 Record Keeping and Pay
Employees are paid based on hours worked (as well as the time the employee is on
leave, using compensatory time, and/or on workers' compensation hours).
Consequently, the City shall maintain time records to insure that all employees are
correctly paid for time worked as well as for vacation and sick time off. Consequently,
accuracy in reporting time is extremely important.
Time sheets are required for all non-exempt personnel and shall reflect the same hours
worked as the payroll record. Non-exempt employees should accurately record the time
they begin and end their work, as well as the beginning and ending time of each meal
period. They should also record the beginning and ending time of any split shift or
departure from work for personal reasons.
Exempt employees should also keep track of their work and leave so that they may be
properly paid.
It is the employee's responsibility to sign their time records to certify the accuracy of all
time recorded. The employee's supervisor will review, verify its accuracy and initial the
time record. The Department Head ultimately has responsibility for the record's accuracy
and will then sign the time record before submitting it for payroll processing. In addition,
if corrections or modifications are made to the payroll record, the Department Head
must verify the accuracy of the changes by initialing the time record.
The accuracy of the time records is, thus, the responsibility of both the employee and
his/her supervisors. Inaccuracies due to carelessness or falsification will not be
tolerated and may result in disciplinary action.
20.3 Pay Periods and Checks
Employees shall be paid on a bi-weekly basis. Each paycheck shall include earnings for
all work performed through the end of the previous payroll period. In the event that a
regularly scheduled payday falls on the date of a holiday, employees will receive pay on
the last day of work prior to the regularly scheduled payday.
Paychecks, which arrive during an employee's vacation, will be held in a secure location
by the Department Head or designee pending the employee's return.
City of Winter Springs Page 33
68
SECTION 20
SUBJECT: WORKWEEK AND PAY
20.4 Administrative Pay Corrections
Employees shall promptly bring to the attention of the Department Head all pay
discrepancies. In the unlikely event that there is an error in the amount of calculated
pay, corrections shall be handled as promptly as possible.
20.5 Advances of Pay
It is the general policy of the City of Winter Springs not to make advances on employee
pay. Exceptions can be made for emergencies with prior written approval of the City
Manager.
City of Winter Springs Page 34
Revised 10/11/2010 69
SECTION 21
SUBJECT: OVERTIME
21.1 Policy
Overtime occurs when an employee works more than his/her normally assigned hours
and should only occur in cases of emergency. Departmental schedules should be
prepared to provide for the completion of work tasks and delivery of public services
within the standard work period.
21.2 Definition
Overtime occurs when a non-exempt employee works beyond 40 hours during a
workweek except as noted below. Police officers receive overtime pay following 86
hours of work within a 14-calendar day, time period. Firefighters receive overtime pay
following 106 hours of work within a 14-calendar day, time period.
21.3 Authorization
Overtime hours must be approved in advance by the Department Head. The only
exception to prior approval shall be in emergency situations where the work is essential
to prevent loss of equipment or an interruption of essential public services.
21.4 Overtime Call-ins
Each employee is subject for call on any emergency at any time as determined by the
Department Head or the City Manager.
Employees who are called into work from off duty shall be compensated for the greater
of four hours straight time or the hours actually worked. The four-hour rule applies only
to call-ins and not to hours which abut the beginning or end of a work shift. Pre-
scheduled hours are also exempt from this provision. Employees who are on overtime
cannot simultaneously receive any other premium pay.
21.5 Overtime Distribution
Overtime assignments shall be distributed as equitably as practical.
21.6 Compensation
All employees who are non-exempt from the provisions of the Fair Labor Standards Act
(FLSA) shall be compensated for overtime at one and one-half times the regular hourly
rate of pay. Compensatory time at the rate of one and one-half times base pay in lieu of
paid overtime may be granted upon request of the employee subject to approval of the
Department Head. Accrual of compensatory leave shall be governed by the provisions
of the FLSA. Compensatory time shall be removed from the employee's record and
"paid" to the employee as authorized leave at the time of termination.
21.7 Exempt Employees
Eligibility is to be defined by the provisions of the Fair Labor Standards Act. Generally,
City personnel in salaried positions and primarily of a supervisory or administrative
nature are not entitled to overtime payment.
City of Winter Springs Page 35
70
SECTION 21
SUBJECT: OVERTIME
The City Manager shall have the authority to provide reasonable and commensurate
work schedule flexibility, where not in conflict with the essential work and delivery of
public services of the City, to salaried personnel whose duties and responsibilities
regularly require hours of work beyond a normal workweek.
Positions within the classification plan which are exempt from the provisions of the Fair
Labor Standards Act for overtime purposes are indicated in the classification and
compensation plan.
21.8 Failure to Follow Overtime Guidelines
Employees violating this policy will be subject to appropriate disciplinary action.
City of Winter Springs Page 36
71
SECTION 22
SUBJECT: HOLIDAYS
22.1 Holiday Observance
Eligible full-time, part-time, and probationary employees are entitled to paid holidays,
which include the following:
• New Years Day January 1
• Martin Luther King's Birthday As designated
• Memorial Day Last Monday in May
• Independence Day July 4
• Labor Day First Monday in September
• Veteran's Day As designated
• Thanksgiving Day Fourth Thursday in November
• Day after Thanksgiving Succeeding Friday
• Christmas Day December 25
• Personal Holiday Credited to eligible employees on
October 1 of each year, to be taken
prior to September 30 of the
following year, with approval of the
supervisor.
22.2 Special Cases of Holiday Observance
When a holiday occurs on a Saturday or Sunday, it will be observed the preceding Friday
or following Monday for all employees who normally work Monday through Friday.
If an employee is not scheduled to work on the day a holiday is observed, he/she will
receive an alternate day off as a substitute holiday or additional straight-time pay for that
work week equal to one of that employee's regular work shifts to a maximum of eight
hours.
22.3 Eligibility
To be eligible for holiday pay, the employee must be on the active payroll for his/her
scheduled workday before and after the designated holiday.
Temporary and seasonal employees and employees on unpaid leave of absence are not
eligible to receive holiday pay. Regular full-time, regular part-time and probationary
employees are eligible to receive their regular rate of pay, for his/her normally scheduled
hours, for each observed holiday.
22.4 Other Holidays not recognized by the City
The City recognizes some employees may wish to observe certain religious or
commemorative days which are not included in the City's holiday schedule. Accordingly,
employees who would like to take a day off for such reasons may be permitted to do so if
the employee's absence from work will not result in an undue hardship on the conduct of
the City's business and if prior approval has been obtained from the employee's
supervisor. Employees may use accumulated days of vacation time on such occasions,
their Personal Holiday, or they may take such time off as unpaid, excused absence.
City of Winter Springs Page 37 72
Revised 6/9/06
SECTION 22
SUBJECT: HOLIDAYS
22.5 City's Right to Schedule Work on Holidays
While the City makes every effort not to schedule employees to work on an observed
holiday, that is not always possible. Work on an observed holiday will be paid twice, once
for the holiday and once for the hours actually worked.
City of Winter Springs Page 38 73
Revised 6/9/06
SECTION 23
SUBJECT: LEAVE
23.1 General Policy
The following types of leave are officially established: Domestic Violence Leave,
Holiday Leave, Sick Leave, Vacation Leave, Compensatory Leave, Leave Without Pay,
Family & Medical Leave, Bereavement Leave, and Workers' Compensation Leave.
Leave may be granted by the Department Head in conformance with the rules
established for each type of leave.
Leaves Without Pay also requires the approval of the Department Head. Any employee
on leave of absence who obtains employment elsewhere which conflicts with the
employee's normal work schedule for the City, shall be deemed to have resigned with
the City, without notice, and shall forfeit all Vacation Leave and Sick Leave.
23.2General Policy for Domestic Violence Leave
The City's policy regarding the use of Domestic Violence Leave is in compliance with
and based upon the requirements of Florida's Domestic Violence Leave Law, Florida
Statutes X741.313. The leave entitles employees who have completed a minimum of 90
calendar days of employment with the City and who are victims of domestic violence or
have a family or household member who is the victim of domestic violence up to three
days of unpaid leave in any 12-month period as provided in this Section. This policy
requires employees to exhaust all vacation, sick, and personal leave, including accrued
compensatory leave, which is available to the employee before receiving leave under
this Section. If no accruals are available, the leave under this Section shall be unpaid.
23.3Eliaibility for Domestic Violence Leave
The leave is available to employees who have
• completed a minimum of 90 calendar days of employment with the city;
• and who are victims of domestic or sexual violence.
The leave is also available for employees who need to care for a family or household
member, as defined by Florida's Domestic Violence Leave Law, who is the victim of
domestic or sexual violence. Family or household member is defined by state law, s.
741.313, F.S., as: spouses, former spouses, persons related by blood or marriage,
persons who are presently residing together as if a family or who have resided together
in the past as if a family, and persons who are parents of a child in common regardless
of whether they have been married. With the exception of persons who have a child in
common, the family or household members must be currently residing or have in the
past resided together in the same single dwelling unit.
23.4Reason for the Domestic Violence Leave
The leave must be used to:
• Seek an injunction for protection against domestic violence or an injunction for
protection in cases of repeat violence, dating violence, or sexual violence;
• Seek medical attention and/or mental health counseling for the employee or a
74
family or household member to address physical or psychological injuries resulting from
an act of domestic or sexual violence;
• Obtain services from a victim services organization, such as a domestic violence
shelter, domestic violence program, or rape crisis center as a result of the act of
domestic violence or sexual violence;
• Seek new housing to escape the perpetrator or make the employee's home
secure from the perpetrator; or
• Seek legal assistance arising from the act of domestic or sexual violence or
attend/prepare for a court-related proceeding arising from the act of domestic or sexual
violence.
23.5Reauests for Domestic Violence Leave- Notice
Except in cases of imminent danger to the health or safety of the employee, or to the
health or safety of a family or household member, an employee seeking leave under this
Section must provide the City with appropriate advance notice of the intention to take
leave, along with sufficient documentation of the act of domestic or sexual violence. For
example, if an employee has a court date or other appointment date for which leave is
sought under this policy then the employee should notify the City as soon as the date is
known.
The City shall keep all information relating to an employee's leave under this Section
confidential and exempt from disclosure to the extent allowed by law. Namely, personal
identifying information that is contained in records documenting an act of domestic or
sexual violence submitted by an employee under this Policy is confidential and exempt
from Section 119.07(1), Florida Statutes and Article 1, section 24(a), of the Florida
Constitution. A written request for leave that is submitted by an employee under this
Section and any City time sheet that reflect such a request has been made, if any, shall
be confidential and exempt from Section 119.070), Florida Statutes and Article 1,
section 24(a), of the Florida Constitution until 1 year after leave has been taken.
Canh of the leave types is rlocnrihor! OR 4h9 fr,."GA nRg pageG
75
SECTION 24
SUBJECT: VACATION LEAVE
24.1 Rate of Accrual -Vacation Leave
Vacation Leave shall accrue as set forth below:
Full-time: 40-Hour Work 42-Hour Work 56-Hour Work
Week/ Hours Per Week/ Hours Per Week/ Hours Per
Biweekly Accrual Biweekly Accrual Biweekly Accrual
0-5 years 3.076923 3.230769 5.538461
5+ - 15 years 4.615384 4.846153 8.307692
15+ years 6.153846 6.461538 11.076923
24.2 Maximum Accrual -Vacation Leave
Vacation Leave may accrue to a maximum of hours as set forth below. An employee
who has accrued the maximum hours of Vacation Leave shall not accrue additional
Vacation Leave until said accrual is reduced to less than the maximum hours set forth.
Full-time: 40-Hour Work 42-Hour Work 56-Hour Work
Week Week Week
Maximum Accrual 320 Hours 336 Hours 576 Hours
24.3 Eligibility -Vacation Leave
Employees who have completed 180 days of continuous employment in a full-time
position will have the availability to schedule vacation hours.
24.4 Use of Vacation Leave
Requests for vacation time must be submitted in advance and will be reviewed by the
Department Head, who has the authority to approve or disapprove the request based on
the department's needs.
Employees should be aware that the Department Head must ensure that day-to-day
operations continue effectively and hence, they are advised to submit a request as soon
as they are aware of when they would like to take time off. Nonetheless, application for
vacation time must be made at least seven (7) calendar days in advance of use. In
emergency cases, the Department Head may waive this requirement.
Under no circumstances will an employee be able to borrow against Vacation hours to
be earned in the future, or be paid in advance of the regular payday for Vacation hours.
24.5 Pay-Out Policy
Unused accumulated Vacation Leave shall be 100% compensated upon employment
termination at the rate of pay which is effective at termination up to the maximum accrual
rate.
City of Winter Springs Page 40
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SECTION 25
SUBJECT: SICK LEAVE
25.1 Rate of Accrual - Sick Leave
Sick Leave shall accrue as set forth below:
Full-time: 40-Hour Work 42-Hour Work 56-Hour Work
Week/ Hours Per Week/ Hours Per Week/ Hours Per
Biweekly Accrual Biweekly Accrual Biweekly Accrual
Biweekly Accrual 3.692307 3.876923 5.538461
25.2 Maximum Accrual - Sick Leave
Sick Leave may accrue to a maximum of hours as set forth below. The City has a Sick
Leave Buy Back Plan outlined in Section 25.5:
Full-time: 40-Hour Work 42-Hour Work 56-Hour Work
Week Week Week
Maximum Accrual 960 Hours 1,008 Hours 1,440 Hours
25.3 Eligibility - Sick Leave
Employees accrue sick leave every biweekly pay period and are eligible to utilize time as
it is accrued. Under no circumstances will an employee be able to borrow against Sick
Leave hours to be earned in the future, or be paid in advance of the regular payday for
Sick Leave hours.
25.4 Use of Sick Leave
To receive pay for Sick Leave, the employee must notify the Department Head according
to his/her department's policy. Sick Leave usage is intended for personal illness
or physical incapacity. The Department Head may request a written statement by a
licensed medical physician certifying that the employee's condition prevented the
employee from coming to work. Such statement is typically required if three or more
consecutive calendar days are taken for Sick Leave.
Sick Leave may also be taken to care for members of the employee's immediate
household when they are ill or physically incapacitated requiring the employee's
immediate attention.
Sick Leave may also be utilized to keep a doctor or dentist appointment.
25.5 Sick Leave Buy Back Plan
Provided that the employee maintains the accrued balance as outlined below, the City
will convert accrued sick leave to pay one time a year calculated on December 1 st and
paid out to the employee by December 15th. The employee must request the above
action on a form provided by the Finance Department and the buy back of sick leave will
be calculated on an hour for hour basis with the employee's hourly rate as of December
1 St.
City of Winter Springs Page 41
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SECTION 25
SUBJECT: SICK LEAVE
40-Hour 42-Hour 56-Hour
Work Week Work Week Work Week
Accrued Conversion Accrued Conversion Accrued Conversion
Balance to Pay Balance to Pay Balance to Pa
240 Hours 40 Hours 252 Hours 42 Hours 360 Hours 72 Hours
480 Hours 80 Hours 504 Hours 84 Hours 720 Hours 144 Hours
960 Hours 160 Hours 1,008 Hours 168 Hours 1,440 Hours 288 Hours
1,920 Hours 320 Hours 2,016 Hours 336 Hours 2,880 Hours 576 Hours
25.6 Sick Leave Use for Early Retirement
Accrued sick leave may be used to bridge an employee to retirement. Retirement is
defined as an employee who leaves employment with the City and has achieved either
of the following:
1. Age 65
2. Age 55 with 10 years of service to the City
3. Any age with 25 years of service to the City
25.7 Donating Accrued Sick Leave
Employees may donate accrued sick leave to another employee in the event of a
catastrophic illness, injury, or other extenuating circumstances. The employee
requesting the donated sick leave must have used all of their accrued vacation leave
and sick leave before accepting donated time, and the employee must be on an
approved leave of absence by the City Manager. Also, as the employee accrues
additional vacation leave and sick leave, this time is used before the donated time is
utilized. Donated time will be on an hour for hour basis for the employee who is
accepting the donated time hourly rate of pay. Employees' donating their sick leave
does so on a voluntary basis.
City of Winter Springs Page 42
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SECTION 26
SUBJECT: FAMILY AND MEDICAL LEAVE POLICY
26.1 Policy
The City's policy regarding use of Family and Medical Leave is in compliance with and
based upon the requirements of the Family and Medical Leave Act, 29 U.S.C. §2601, et
seq. ("FMLA") and the regulations of the U.S. Department of Labor, 29 C.F.R. §825.100,
et seq. The City's policy is designed to provide eligible employees with up to twelve
weeks leave to address family and medical situations involving themselves or a family
member as defined in the FMLA.
26.2 Eligibility
To be eligible for Family and Medical Leave, the employee must:
(1) have worked for the city for at least 12 months, and
(2) have worked at least 1,250 hours over the previous 12 months.
Family and Medical Leave will be calculated based upon the eligible employee's
employment date and will be calculated on a rolling 12-month basis.
26.3 Reasons for Family and Medical Leave
Family and Medical Leave may be granted to eligible employees for up to 12 weeks for
any of the following reasons:
(1) for birth of the employee's child, or to care for the employee's child after
birth or placement for adoption or foster care;
(2) to care for the employee's spouse, son, daughter, or parent, who has a serious
health condition, or
(3) for a serious health condition that makes the employee unable to perform the
employee's job.
Spouses employed by the city are jointly entitled to a combined total of 12 workweeks of
family leave for the birth or placement of a child. Leave for birth or placement for
adoption or foster care must conclude within 12 months of birth or placement of the
child.
26.4 Requests for Family and Medical Leave—Advance Notice
All requests for family or medical leave must be submitted to the City Manager through
the employee's department head no less that 30 days prior to the start of the leave.
Failure to give such notice may delay the requested FMLA leave. If it is not possible to
submit the leave request at least 30 days in advance, such as in the case of an
emergency, the leave request must be submitted as soon as possible.
In all cases, the city shall determine whether leave qualifies as FMLA leave based on
information provided by the employee, and the employee's eligibility for FMLA leave.
26.5 Use of Accrued Vacation and Sick Leave
Employees who have accrued vacation and/or sick leave will be required to use all such
accrued paid time off concurrently with Family and Medical Leave. If the Family and
City of Winter Springs Page 43
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SECTION 26
SUBJECT: FAMILY AND MEDICAL LEAVE POLICY
Medical Leave continues after all accrued leave has been used, the remainder of the
FMLA leave will be without pay.
Worker's Compensation leave for a serious health condition will be designated by the
city as family and medical leave and run concurrently.
26.6 Medical Certification Required
The City requires medical certification of an employee's or family member's serious
health condition when FMLA leave is requested. Employees must submit a medical
certification from a physician. Forms are available from the Human Resources Office for
providing the required medical certification. The medical certification must specify the
nature of the serious health condition, probable length of time treatment will be required,
and the reasons the employee is required to care for a family member.
The city reserves the right to seek a second and/or third opinion as to the need for
medical leave. An employee may be required to provide to the Human Resources Office
re-certification of his/her own or family member's serious health condition every 30 days
while he/she is on leave.
Prior to returning to work from medical leave due to an employee's own serious health
condition, medical certification must be submitted indicating the employee's ability to
perform the essential functions of his/her job, with or without reasonable
accommodations.
Employees must make periodic reports to their supervisors during FMLA leave regarding
the employee's status and intent to return to work. Any changes in their status must be
promptly reported to the city.
26.7 Serious Health Condition Only
Family and Medical Leave does not apply to all medically related absences, and is not
intended to cover short term conditions for which treatment and recovery are very brief.
Routine physical exams, eye examinations, and dental examinations are not serious
health conditions. Ordinarily, the common cold, flu, upset stomach, minor ulcers, routine
dental or orthodontic problems, as well as periodontal disease, are not serious health
conditions. Medical leave under the FMLA is only granted for serious health conditions,
as defined by the Family and Medical Leave Act and the regulations issued by the U.S.
Department of Labor.
26.8 Intermittent or Reduced Schedule FMLA Leave
FMLA leave may be taken intermittently or on a reduced schedule only when medically
necessary under certain circumstances. Ordinarily, such leave must be requested and
approved in advance. Intermittent and/or reduced schedule leave is not normally
available for the birth or adoption of a child.
26.9 Benefits
All group health benefits including major medical, hospitalization, and dental insurance
will continue during the leave provided regular employee contributions to these plans are
City of Winter Springs Page 44
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SECTION 26
SUBJECT: FAMILY AND MEDICAL LEAVE POLICY
continued. Benefit accruals, such as vacation leave, sick leave, or holiday benefits will
be suspended during the leave and will resume upon return to active employment.
Other benefits, such as retirement, life insurance, and long-term disability, will be
governed in accordance with the terms of each benefit plan.
26.10 Return from FMLA Leave
Upon return from FMLA leave, an employee will be restored to his or her original job or
an equivalent job with the equivalent pay, benefits, and other terms and conditions of
employment, provided the job held before leave commenced has not been eliminated or
the employee would not otherwise have been laid off due to lack of work. If an
employee fails to return to work promptly at the end of FMLA leave, the employee may
be terminated as a voluntary termination.
City of Winter Springs Page 45
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SECTION 27
SUBJECT: MILITARY LEAVE
27.1 Policy
The City proudly supports its employees who serve in the National Guard or the reserve
component of the Armed Forces of the United States.
27.2 National Guard and Reserve Training
Any employee who is a member of the National Guard or any reserve component of the
Armed Forces of the United States who is ordered by appropriate authorities to attend a
prescribed training program shall be granted leave and shall be paid in accordance with
Section 115.07, Florida Statutes.
Leave with pay shall not be granted to an employee who voluntarily extends his or her
training time or who is required to serve additional training time due to excessive
absences from prior training periods.
27.3 Active Duty for Reservists or National Guard Members
Reservists or National Guard members called for active duty will be granted leave in
accordance with Section 115.14, Florida Statutes, and will be reinstated in accordance
with the requirements of the Uniformed Services Employment and Reemployment Rights
Act ("USERRA"). In accordance with Section 115.14, Florida Statutes, the first 30 days of
active duty service will be with pay. Following the first 30 days of active duty service, the
City will supplement the military pay of its officials and employees for a period not to
exceed 24 months, in the amount necessary to bring their total salary, inclusive of their
base military pay, to the level earned at the time they were called to active military duty.
For information concerning continuation of health benefits, please contact the Human
Resources Coordinator.
27.4 Procedure
Employees who request military leave under this policy must present their department
head and the General Services Director with a copy of the appropriate military orders as
soon as possible, but in no event less than two weeks prior to the date of their scheduled
departure. Employees notified of active duty status on an emergency basis must provide
as much notice as possible and a copy of the appropriate military orders to their
department head and the General Services Director.
City of Winter Springs Page 46
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SECTION 28
SUBJECT: CIVIL LEAVE
28.1 Purpose
In an attempt to help an employee perform certain civic responsibilities when called
upon, the City will grant paid Civil Leave for jury duty or appearance as a subpoenaed
witness in cases related to the City.
An employee who is bringing suit upon another party or who is being sued, or who is a
witness in a case not related to the City shall not be eligible for Civil Leave. Such
employee shall request Leave Without Pay or Vacation Leave.
28.2 Procedures
Employees shall inform their supervisor that they have been notified to report for jury
duty within 24 hours of receiving such notice and a copy of the jury duty summons or
subpoena should be provided to the Department Head. The City or the employee may
request an excuse from jury duty if, in the City's judgment, the employee's absence
would create serious operational difficulties for the City.
An employee on civil leave is expected to return to work testifying as a witness or if
serving as a juror, after the jury is excused for the day, provided more than two hours
remain in the working day.
28.3 Compensation
An employee on civil leave from the City must turn over any jury or witness fees to the
City. Otherwise the employee will be placed on a leave without pay status.
28.4 Overtime Eligibility
Time off for jury duty shall not be included as hours worked in computation of hours
necessary to qualify for overtime compensation.
City of Winter Springs Page 47
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SECTION 29
SUBJECT: BEREAVEMENT LEAVE
29.1 Purpose
Bereavement Leave is available to employees who wish to take time off due to the death
of an immediate family member. Members of the immediate family include the
employee's spouse, parent, child, or sibling; spouse's parent, child, or sibling; the
employee's child's spouse; grandparents or grandchildren.
29.2 Eligibility and Procedures
In order to qualify, the employee must have completed his/her initial probationary period
and must immediately notify the Department Head. Bereavement Leave must be
recommended by the Department Head and approved by the City Manager.
In case of the death in an employee's immediate family, a regular full-time employee will
be allowed up to five calendar days off per occurrence with pay from the date of
certification of death. The employee's time off from work must be taken immediately
following the death and shall not exceed ten (10) days per year (up to two 24-hour shifts,
per occurrence, not to exceed four shifts per year for Fire Department employees).
The City Manager may limit such leave to less than the specified time or refuse to grant
such leave if the employee cannot demonstrate reasonable need for the amount
requested.
29.3 Additional Time off
Employees may, with their Department Head's approval, use any available paid leave for
additional time off as necessary.
Please see AI2004-01 in the Appendix for further clarification.
City of Winter Springs Page 48
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SECTION 30
SUBJECT: LEAVE WITHOUT PAY
30.1 Purpose
The City recognizes that a matter of unusual or emergency nature may cause an
employee to leave the job for a specific period of time.
30.2 Leave Without Pay
When recommended in writing by the Department Head and approved by the City
Manager, an employee with at least 12 continuous months of service (including paid
leave and holidays) with the City may grant a leave of absence without pay not to exceed
six months. Such leave must be approved in advance. Leaves of absence may be
granted for sickness and disability, to engage in a course of study, and for other good
and sufficient reasons in the best interest of the City. If a leave of absence extends for
more than 30 calendar days, the employee's position may not be held open. Should the
position be filled, the employee may apply for any appropriate vacancy at the time the
leave of absence ends.
Leaves of absence shall not be granted to permit an employee to accept employment
elsewhere or to establish a business.
Any employee granted an authorized leave of absence may be required to pass a
physical examination before being reinstated.
30.3 Benefits
Employees granted an authorized leave of absence for a"qualifying event"will be able
to maintain City health insurance coverage through the Federal Consolidated Omnibus
Budget Reconciliation Act (COBRA) at their own expense to include an administrative
fee.
All job-related benefits cease when an employee is granted leave of absence without pay
in excess of seven days. When an employee returns, the City Manager shall be notified
immediately so that reinstatement may be effected. Approved absences shall not
constitute a break in the continuity of service if less than seven days.
City of Winter Springs Page 49
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SECTION 31
SUBJECT: OCCUPATIONAL INJURY/DEATH
31.1 Injury Procedures
When an employee is injured on the job, the employee shall immediately notify his/her
supervisor and the following steps taken:
• The Supervisor shall refer the employee to and shall set up the initial
appointment with the doctor for treatment. The Department Head or
immediate supervisor in cases of serious injury may authorize hospital
emergency treatment.
• The supervisor shall also prepare and submit the Supervisor's Report of
Accident/Injury/Illness. The report is not to be prepared by the injured
employee.
• The supervisor shall immediately notify the Human Resources Coordinator
and Risk Manager when an employee has been transported for emergency
treatment. Employment verification by the treating entity will be made
through that office.
• The Risk Manager shall be responsible for filing the Notice of Injury and for all
future correspondence relating to the claim. The Human Resources
Coordinator must be notified of any lost time due to the injury.
• Upon returning to work after an injury, an employee must have a physician's
statement releasing the employee to resume duties.
31.2 Occupational Death
If an employee's death occurs during the performance of job duties and is not caused by
willful negligence on the part of the employee, the survivors or beneficiaries of the
employee may be entitled to line of duty accidental death benefits. State law requires
that all employees' injuries or death in the line of duty be covered by Workers
Compensation benefits (see Section 32.6).
City of Winter Springs Page 50
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