City ofCity ofCity ofCity ofCity ofWest AllisWest AllisWest AllisWest AllisWest AllisEmployeeEmployeeEmployeeEmployeeEmployee

HandbookHandbookHandbookHandbookHandbook

“People Serving People”“People Serving People”“People Serving People”“People Serving People”“People Serving People”

Revised August 2009

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TABLE OF CONTENTSPreface ..................................................................................................................................... I I I

SECTION I: CITY GOVERNMENTVision Statement .........................................................................................................................2Mission Statement.......................................................................................................................2About Our City .............................................................................................................................2About Your Job ............................................................................................................................3Affirmative Action and Equal Employment Opportunity Policies ...................................................4Americans with Disabilities Act Notice ........................................................................................4Anti-Harassment Policy ...............................................................................................................5

Sexual Harassment ..................................................................................................................5Drug Free Workplace Policy .......................................................................................................6Electronic Communication Policy ................................................................................................6Ethics..........................................................................................................................................7Identity Theft Prevention & Red Flag Alerts Policy ........................................................................7Language Access Services .........................................................................................................7Public Image ...............................................................................................................................8Residency ...................................................................................................................................8Workplace Violence ....................................................................................................................9

SECTION II: GENERAL RULES AND PRACTICESDiscipline and Discharge .......................................................................................................... 11Dress Code .............................................................................................................................. 11Drivers Policy and Vehicle Operation ........................................................................................12Drug and Alcohol Testing ...........................................................................................................12Emergency Evacuations............................................................................................................13Ergonomics ..............................................................................................................................13Flex Time ..................................................................................................................................13Grievances................................................................................................................................13Lost Time Due to Inclement Weather .........................................................................................14Lunches & Breaks ( Rest Periods) ............................................................................................14Outside Employment .................................................................................................................14Personal Use of City Property ...................................................................................................15Political Activity .........................................................................................................................15Punctuality and Attendance........................................................................................................15Safety .......................................................................................................................................16Smoking Policy .........................................................................................................................16Telephone Use and Courtesy .....................................................................................................16Use of Safety Belts ....................................................................................................................17Work Area Searches .................................................................................................................17Work Schedule .........................................................................................................................17

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SECTION III: PERSONNEL/PAYROLL PRACTICESAccess to Personnel and/or Medical Records ...........................................................................19Bulletin Boards ..........................................................................................................................19Classification ............................................................................................................................20Direct Deposit ...........................................................................................................................21Employee Identification Cards ...................................................................................................21Leaves

Family and Medical Leave ......................................................................................................22Funeral Leave ........................................................................................................................22Jury Duty ................................................................................................................................22Military Leave .........................................................................................................................23Sick Leave .............................................................................................................................23

Nepotism ..................................................................................................................................23Newsletters ...............................................................................................................................24Overtime ...................................................................................................................................24Pay Days ..................................................................................................................................24Payroll Deductions ....................................................................................................................24Performance Appraisal .............................................................................................................25Probationary Period ..................................................................................................................25Promotions ...............................................................................................................................26Salary .......................................................................................................................................26Suggestion Awards ...................................................................................................................26Updating Information .................................................................................................................26Voluntary Time Off .....................................................................................................................27Workers’ Compensation............................................................................................................27

SECTION IV: BENEFITSAbout Your Benefits ...................................................................................................................29Automobile Allowance ...............................................................................................................29Employee Assistance Program .................................................................................................30Employee Recognition Program ...............................................................................................30Employee Transfer/Donation of Time .........................................................................................30Employee Wellness Program ....................................................................................................31Flexible Benefits .......................................................................................................................31Health and Dental Insurance ......................................................................................................32HIPAA Privacy Rules .................................................................................................................33Holidays ....................................................................................................................................33Life Insurance ............................................................................................................................34Pension ....................................................................................................................................34Savings Options ........................................................................................................................35

Savings Bonds .......................................................................................................................35Deferred Compensation .........................................................................................................35Payroll Deduction Roth IRA .....................................................................................................35

Training and Education..............................................................................................................36Employee Tuition Reimbursement Program ............................................................................36

Vacation....................................................................................................................................36

SECTION V: IN CLOSINGExit Evaluation/Interview ............................................................................................................38Separation ................................................................................................................................38Non-Discrimination Statement ...................................................................................................38

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PREFACERules and regulations set forth in this handbook and in other communications distributed to employeesare presented as a matter of information only. While the City believes whole-heartedly in the benefitplans and policies and procedures summarized herein*, they are not conditions of employment.The City reserves the right to modify, revoke, suspend, interpret, terminate or change any or all suchplans, policies or procedures in whole or in part at any time, with or without notice. The languageused in any City plan, policy or procedure is not intended to create, nor is it to be construed toconstitute, a contract between the City and any one or all of its employees.

We are asking that you read this handbook. If there are items that you do not understand, feel free toask your Supervisor, Department Head and/or the Human Resources Division for an explanation.

*As noted, the plans, rules, regulations, policies and procedures presented herein are summaries ofthe actual plans, rules, regulations, policies and procedures which are fully set forth in any number ofthe City’s resources, including, but not limited to, the Revised Municipal Code, the Policies andProcedures Manual, Civil Service Rules & Regulations, Police & Fire Commission Rules &Regulations, union contracts, plan documents, etc. Please refer to those resources to review thevarious plans, rules, regulations, policies and procedures in their entirety, consulting your Supervisor,Department Head and/or the Human Resources Division for any necessary assistance in doing so.

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SECTION I:

CITY GOVERNMENT

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VISION STATEMENTThe City of West Allis will provide a living and working environment throughout the community thatis focused on providing its citizens and businesses a coordinated, efficient, effective, andresponsive level of services. The City of West Allis will make this community the preferredmunicipality in the Milwaukee metropolitan area, the state, and the country.

MISSION STATEMENTThe City of West Allis is a municipal corporation operating under the constitution and statutes ofthe State of Wisconsin, and the ordinances, policies, and procedures of the City to:

• Provide cost effective municipal services consistent with the needs and desires of thecitizens of the West Allis community (residences and businesses).

• Provide for the health, safety, and welfare of the community within a quality living andworking environment.

• Provide a positive, progressive, and creative approach to the budget, management, andoperation of the City.

ABOUT OUR CITY . . .West Allis grew out of the Honey Creek settlement of the mid1800’s in the town of NorthGreenfield. Development of two railroad lines and three streetcar lines to State Fair Parkattracted the Edward P. Allis Company in 1900. Other firms and residents followed and the areawas incorporated in 1902 as a village with a population of 1,018. On February 1, 1906, West Alliswas chartered as a City with a population of 2,306 residents inhabiting 2400 acres of land.

In 1954, the City annexed over 6.4 square miles from the town of Greenfield and the City ofWauwatosa which doubled the City’s area. This expansion in land resulted in a rapid growth inpopulation, business and industry.

The City of West Allis presently has a population of 60,300 (2006 census) and is the tenth largestcity in Wisconsin. Although West Allis by area and population may be considered a large city, itstill maintains a small town atmosphere of warmth and friendliness.

KNOWN AS:City of Trees

Home of State FairA City of Homes and Diversified Industries

A Center of OpportunityCity at the Center

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ABOUT YOUR JOBMunicipal personnel administration in the City of West Allis is conducted in conjunction with theWest Allis Civil Service Commission and the West Allis Police and Fire Commission, whichadminister two merit systems. The systems consist of regulations providing for the appointment,advancement, and retention of the vast majority of employees on the basis of merit and fitness tobe ascertained in most cases by competitive examination without discriminating againstindividuals on the basis of race, color, religion/creed, ancestry, age, marital or veterans’ status,sex, national origin, disability, political affiliation, or any other legally protected status. Provisionhas also been made in these regulations for appeal to either the Civil Service Commission or thePolice and Fire Commission, whichever has jurisdiction, by any applicant or employee whobelieves that the intent of the merit system or its regulations have been violated.

Each of the two merit systems is overseen by five citizens of the City of West Allis who areappointed by the Mayor and confirmed by the Common Council for definite terms of office. TheCivil Service Commission has jurisdiction over general City personnel matters while the Policeand Fire Commission has jurisdiction over the personnel matters within the Police and FireDepartments. The existing policies and regulations that have been adopted within the two meritsystems include the classification of positions; minimum qualifications and methods of selectionfor any such positions; promotions; transfers; causes and methods of removal from such positionsincluding demotions, layoffs, and dismissals; annual sick, and other leave; compensation andawards; resignations; work schedules; disciplinary actions including suspensions and withingrade reductions; and procedures for resolving major complaints and grievances.

Additionally, the City negotiates with six certified collective bargaining units on matters of wages,hours, and working conditions as prescribed by law (Wisconsin Employment RelationsCommission).

Employees not covered under either Merit system are:1. All elected officials.2. All employees not under permanent tenure.3. All employees within the Executive, Managerial and Deputy/Assistant Services as defined in

Section 2.76(4)(a) of the Revised Municipal Code.4. All part time employees less than 20 hours per week.

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AFFIRMATIVE ACTION AND EQUAL EMPLOYMENT OPPORTUNITY POLICIESThe City of West Allis, as an employer, is committed to equal employment opportunity in all itspersonnel programs and affirmative action in its administration. The City of West Allis is incompliance with the equal opportunity policy and standards of the Department of WorkforceDevelopment, Department of Health and Family Services and all applicable state and federalstatutes and regulations relating to nondiscrimination in employment and service delivery. Theaffirmative action and equal opportunity policies are an effort to ensure that the West Allismunicipal personnel programs are free from discrimination against individuals on the basis ofage, race, religion/creed, color, sex, national origin or ancestry, disability or association with aperson with a disability, arrest or conviction record, sexual orientation, marital status or pregnancy,political belief or affiliation, military participation, use or non use of lawful products off theemployer’s premises during working hours, or any other legally protected status. All employeesare expected to support goals and programmatic activities relating to non-discrimination inemployment.

The West Allis affirmative action policy does not require the hiring or promotion of unqualifiedpersons, nor does it require that qualified employees be terminated to create jobs for theunqualified. The goal is to provide a merit system where each employee is respected as anindividual, recognizing his or her aspirations, capabilities and needs. All employees will beaccorded fair treatment and equal opportunity, through the adoption of appropriate policies, toraise to as high a level of responsibility as their talents and diligence will take them.

The equal opportunity policy provides that no otherwise qualified applicant for services or serviceparticipant shall be excluded from participation, be denied benefits, or otherwise be subject todiscrimination in any matter on the basis of race, color, national origin or ancestry, sex, religion,age, political belief or affiliation, disability or association with a person with a disability or anyother legally protected status. This policy covers eligibility for and access to service delivery, andtreatment in all programs and activities.

AMERICIANS WITH DISABILITIES ACT NOTICEUpon reasonable notice the City will furnish appropriate auxiliary aids and services whennecessary to afford individuals with disabilities an equal opportunity to participate in and to enjoythe benefits of a service, program or activity provided by the City.

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ANTI-HARASSMENT POLICYThe City of West Allis is committed to the concept that all employees have the right to expect thattheir work environment is free of conduct that can be considered harassing. In keeping with thiscommitment, we will not tolerate harassment of City employees in the workplace by any personand in any form, as it may be related to the employee’s employment with the City.

Harassment consists of unwelcome conduct or actions, whether verbal, written, physical, or visual,that is based upon a person’s protected status, such as sex, color, race, sexual orientation, arrestor conviction record, membership in the military reserve, use or nonuse of lawful products awayfrom work, religion, national origin, age, disability, marital status, or any other protected status.The City will not tolerate harassing conduct that affects tangible job benefits, that interferesunreasonably with an individual’s work performance, or that creates an intimidating, hostile, oroffensive working environment.

Sexual harassment deserves special mention. Unwelcome sexual advances, requests for sexualfavors and other verbal or physical conduct of a sexual nature when submission to such conduct ismade, either explicitly or implicitly, a term or condition of an individual’s employment; submissionto or rejection of such conduct by an individual is used as the basis for employment decisionsaffecting the individual; or such conduct has the purpose or effect of unreasonably interfering withan individual’s work performance or creating an intimidating, hostile or offensive workenvironment.

Sexual Harassment and intimidation arise from a broad range of physical, verbal, or non-verbalbehavior. Such behavior can include, but is not limited to, the following types of conduct: sexualflirtations, advances, or propositions; verbal abuse of a sexual nature; physical actions of a sexualnature or physical contact with any part of an employee’s body or clothing; requests for sexualfavors or other physical contact; intentional display or possession of sexually explicit or otherwisesuggestive materials on City premises; inappropriate usage of voicemail, e-mail, the internet, cellphones, P.D.A’s (Personal Digital Assistant), or other such sources as a means to express orobtain sexual material, comments, etc.; references to an employee as a “hunk,” “girl,” “doll,”“babe,” “honey,” “stud,” or the like; using sexually degrading words to describe an individual;making graphic verbal comments about an individual’s body; making sexual gestures with handsor body movements; inappropriately staring at another employee, looking another employee “upand down”; whistling at another employee; asking personal questions about another employee’ssexual life, repeatedly propositioning an employee who has stated that he or she is not interested.

All City employees are responsible for helping to assure that we avoid harassment. If you feel thatyou have experienced or witnessed harassment, you are to file an oral or written complaint withyour immediate Supervisor, Department Head, Human Resources Manager or the CityAdministrative Officer. The City forbids retaliation against anyone who has reported harassment.

The City’s policy is to investigate all such complaints thoroughly and promptly. To the fullest extentpracticable, all formal complaints, investigations and actions taken to resolve complaints ofharassment shall be treated confidentially. If an investigation confirms that harassment hasoccurred, the City will take corrective action, including such discipline up to and includingtermination of employment, as is appropriate.

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DRUG FREE WORKPLACE POLICYIt is the policy of the City to provide a drug free workplace for all its employees and therefore theunlawful manufacture, distribution, dispension, possession or use of an unlawful substance isprohibited. Employees must notify their Supervisor within five days if convicted for illegalmanufacture, distribution, dispension or use of an unlawful substance in the workplace; terminationmay proceed. For further information contact your Supervisor or the Human Resources Division.It is a condition of employment that each and every employee complies with the City’s Drug FreeWorkplace Policy.

ELECTRONIC COMMUNICATION POLICYTo better serve our citizens and give our employees the best tools to do their jobs, the City of WestAllis continues to adopt and make use of new means of communication and informationexchange. This means that many of our employees have access to one or more forms ofelectronic media and services, including, but not limited to: computers, e-mail, telephones,cellular telephones, voice mail, fax machines, external electronic bulletin boards, wire services, on-line services, the Internet and the World Wide Web. The City encourages the use of these mediaand associated services because they can make communication more efficient and effective andbecause they are valuable sources of information.

City employees should remember that electronic media and services provided by the City are Cityproperty and their purpose is to facilitate and support City business. Employees should not haveany expectation of privacy with respect to personal use of the City’s electronic media or services.Employees cannot use electronic media for knowingly transmitting, retrieving or storing anycommunication that is personal business on City time (except as otherwise provided*),discriminatory or harassing, derogatory to any individual or group, obscene, defamatory orthreatening or engaged in for any purpose that is illegal or contrary to the City’s policy or businessinterests.

*Personal Use: Limited, occasional, or incidental use of electronic media (sending or receiving)for personal, non-business purposes is permitted:

• when limited to break or lunch times,• does not interfere with the productivity of the employee or his/her co- workers,• does not involve any prohibited activity,• does not consume system resources or storage capacity on an ongoing basis,• does not involve large file transfers or otherwise deplete system resources available for

business purposes.

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ETHICSCity employees are expected to faithfully discharge their duties, protect the reputation of the Cityof West Allis, avoid conflicts of interest, safeguard confidential City information, and properlyhandle City funds, property, records, and accounts. Full disclosure is a good way to avoidpotential conflicts of interest. If you are unsure about a situation or decision, consult yourSupervisor, the City Attorney’s office, or the City Ethic’s Board. If you find yourself having to askwhether something is right or wrong, the appropriate response is to avoid doing it.

Gifts in Kind - It is essential that no official or other City employee solicit or accept from anyperson, directly or indirectly, anything of value (i.e. money, property, favor, service, payment,advance, forbearance, loan, guarantee of loan, or promise of future employment) if it couldreasonably be expected to influence the actions or judgment of an employee, be perceived to givehope or expectation of receiving a favor or better treatment, be reasonably considered a rewardfor any action or inaction on the part of the employee, or be utilized for personal use or gain.

Consult the City of West Allis’ Revised Municipal Code (Chap. II, Sub. III, Sec. 3.1 – 3.14) for acomplete explanation of the Code of Ethics for Public Officials.

IDENTITY THEFT PREVENTION & RED FLAG ALERTS POLICYIn accordance with the provisions of the Fair and Accurate Credit Transaction Act (FACTA), theCity has established appropriate measures to safeguard against identity theft. To that end, theCity has adopted an Identity Theft Prevention & Red Flag Alerts Policy and requires any employeeworking with Covered Accounts (i.e. accounts the City offers or maintains for personal, family orhousehold purposes that involve multiple payments or transactions and include deferred paymentsfor services or property) and having access to Personal Identifying Information (e.g. a person’sname in combination with a social security number, date of birth, driver’ license, taxpayeridentification number, etc.) to be familiar and comply with the Policy.

LANGUAGE ACCESS SERVICESIt is the policy of the City to provide language access services to populations of persons withLimited English Proficiency (LEP) who are eligible to be served or likely to be directly affected byour programs and/or services. Such services will be focused on providing meaningful access toour programs, services and/or benefits.

Questions related to Language Access Services should be directed to the Human ResourcesDivision.

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PUBLIC IMAGEThere are many advantages to working for the City of West Allis. There are also responsibilities.Your major responsibility is to serve the public. The citizens of West Allis are considered youremployers and are entitled to courtesy, prompt service, and impartial attention, as well as a fulland honest day’s work.

Personal appearance is also important. The neat, well-groomed and appropriately dressedemployee creates the best impression. A false conclusion, but one quickly reached, is that a civilservant who dresses in a careless manner will also be careless in handling public affairs andfunds.

Appearance extends to your office/desk area as well as vehicles used for work. Individuals usingtheir personal vehicles for City business should not adorn inappropriate or suggestive bumperstickers, license plate names, decorative decor, and the like.

Always keep in mind that every time one of us has a business contact or personal contact with thepublic, we register some kind of impression. All of these impressions, when combined, create thereputation of West Allis City government.

RESIDENCYResidency is considered a condition of employment and all employees are encouraged to livewithin the City boundaries. Residency promotes community identity and an understanding of localcustoms, habits and problems.

All employees must establish and maintain residency (City limits or designated perimeter ifapplicable)* within the first 18 months of employment. Once residency is established, even priorto the completion of the first 18 months of employment, it must be maintained. Any failure tocomply with these regulations will result in termination of employment.

Civil Service employees may apply to the Civil Service Commission for a waiver of the residencyfor a period not to exceed six (6) months at least sixty (60) days prior to the original date requiredfor residency. Police and Fire employees may submit in writing to the Police and FireCommission prior to the Commission’s monthly meeting which occurs at least two (2) monthsprior to the date upon which residence must be established.

*Refer to appropriate collective bargaining agreement or to the Human Resources Division foreligibility.

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WORKPLACE VIOLENCEThe City of West Allis is committed to providing a safe and healthy work environment that is freefrom any conduct, whether intentional or unintentional, that constitutes threats or acts of violence.Towards this commitment, the City will not tolerate any threats or acts of violence perpetrated byemployees or non-employees.

Violence is defined to include, but is not limited to: physical assault, aggressive behavior directedat another individual, purposeful destruction of another person’s or the City’s property, intimidationthrough verbalized or implied threats, and threatening or harassing telephone calls. Any reportedact or threat will be investigated as a criminal act and/or a serious violation of City policy. Anyconfirmed act or threat by an employee will be grounds for disciplinary action, up to and includingtermination of employment, as appropriate.

Any employee who has been a recipient of a threat of violence or victim of an act of violence is tomake a report to the Human Resources Manager who will forward the information to the PoliceChief. Such reports will be kept confidential to the extent possible. We ask all employees’cooperation and commitment to the prevention of violence in the workplace.

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SECTION II:

GENERAL RULES ANDPRACTICES

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GENERAL RULES AND PRACTICESBecause of unique circumstances, there may be additional operating policies and practices withinyour department. Your Supervisor will inform you of these policies and practices.

DISCIPLINE AND DISCHARGEYour employment with the City is dependent on proper performance of your work and conductfitting your position. You may be reprimanded, suspended, demoted or dismissed for reasonsincluding, but not limited to incompetency, inefficiency, insubordination, absence from duty withoutleave, and a number of other specified reasons. Employees, working within their probationaryperiod, may be reprimanded, suspended, demoted, or discharged at will. Employees, who havecompleted their probationary period, have the right to request a hearing on a personnel actiontaken. A list of reasons for personnel actions and a description of disciplinary procedures, may befound in the Civil Service Rules, the Police and Fire Commission Rules or the City’s Policies andProcedures Manual.

DRESS CODEEmployees at all levels and job positions are representatives of the City and should understandthat their personal appearance will affect both the public’s impression of the City and internalemployee morale. Employees are expected at all times to present a professional, businesslikeappearance and each employee’s dress, grooming, and personal hygiene should be appropriateto the work situation.

Appropriate dress and grooming may differ depending on a particular job task or job position.Therefore, departments may establish requirements appropriate for the types of jobs performedwithin the department. It is within the Department/Division Head’s sole discretion to determinewhether an employee is wearing appropriate clothing. However, under all circumstances thefollowing guidelines apply:

1. Employees who have regular contact with the public are expected to dress in a manner that isnormally acceptable in similar business establishments/settings. Employees shall not wearsuggestive or revealing attire (e.g. excessively short dresses or skirts, tight fitting or sheerclothing, tank or halter tops, etc.), jeans*, athletic clothing, shorts, flip-flops, clothing withoffensive pictures or language, or other casual attire that does not present a professional andbusinesslike appearance.

2. Employees are expected to wear clean and neat clothing (torn or ripped is not suitable), to bewell groomed, and to maintain clean and appropriate oral and body hygiene.

3. Employees who do not regularly meet the public should follow basic requirements of safety andcomfort, but should still be neat and businesslike, as working conditions permit.

4. Certain employees required to meet special dress, grooming, and hygiene standards, such aswearing uniforms, should follow the department standards for wearing and maintaininguniforms.

*Jeans, that are clean, not skin tight or torn/ripped or marked in any offensive way, may be worn by employees in thefollowing positions: DPW staff, certain field positions, co-op students, interns, library pages and certain other officepositions that do not have regular contact with the public.

Casual Dress Attire - Certain days may be designated as “casual dress days.” On theseoccasions, employees are still expected to present a neat and professional appearance and arenot permitted to wear suggestive or revealing attire, athletic clothing, shorts, flip-flops, clothing withoffensive pictures or language, or torn or ripped clothing. Employees required to wear uniforms,attend business meetings, or appear in court, etc. may not be able to dress in casual attire.

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DRIVING POLICY/ VEHICLE OPERATIONThe City of West Allis has a uniform standard governing the privilege of operating vehicles and/orequipment within the scope of employment. In addition to these provisions, employees are required tocomply with state and local traffic laws and City/Departmental Safety and Work Rules.

Employees are expected to abide by traffic rules and regulations while on duty. An employee whoreceives a traffic or parking ticket while on the job must pay the fine.

USE OF PERSONAL VEHICLES ON CITY BUSINESS

Use of personal vehicles on City business requires prior approval of your Department Head andcompliance with all requirements, including proof of insurance. The right to operate a motor vehicle onCity business may be withdrawn at the discretion of the City. Employees required to provide their ownvehicle will be reimbursed on a per mile basis at a rate to be determined by the City.

All maintenance, operating, insurance and other expenses are the responsibility of the employee. If theemployee’s regular vehicle is out of service or otherwise unavailable, it is the employee’s responsibilityto provide an alternate vehicle. Motorcycles and/or mopeds are not acceptable and cannot be usedunder any circumstances to conduct City business and are not eligible for mileage reimbursement. Noalcohol or illegal drugs shall be used at anytime during work hours. It is the responsibility of anemployee to immediately inform their Supervisor of any restriction, suspension or revocation of drivingprivileges that would affect their ability to operate a vehicle on City business including any potentialadverse effects from any prescription medication.

USE OF CITY OWNED VEHICLES

The operation of a City-owned vehicle is a privilege that may be withdrawn at any time at the solediscretion of the City. In order to operate a City vehicle of any type, an employee must comply with thefollowing: maintain an approved and valid Wisconsin Driver’s License at all times; maintain asatisfactory driving record; perform all required maintenance and equipment checks as required bydepartment/division policy prior to each day’s use of the vehicle/equipment or other checks asrequired; City employees are not authorized to allow non-employees to operate, ride in or on any Cityvehicles unless specifically authorized by department/division policy.

DRUG AND ALCOHOL TESTINGIn compliance with the Omnibus Act, the Federal Highway Administration adopted legislationrequiring employers to test drivers who must possess a Commercial Driver’s License (CDL) inorder to perform the duties of their position. Employers are required to test for both alcohol andcontrolled substances during the following instances:

1. Pre-employment2. Random3. Post accident4. Reasonable suspicion5. Return to duty6. Follow up

If an employee tests positive for alcohol and/or controlled substance, that employee will be subjectto disciplinary action, up to and including termination of employment.

If you have any questions regarding this policy you may contact your supervisor or the Safety andTraining Coordinator.

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EMERGENCY EVACUATIONSPeriodically the City of West Allis conducts emergency evacuation drills to prepare employees incase of a fire, tornado, gas leak, bomb threat, etc. Each department/division has a listing ofprocedures to follow. Your Supervisor will explain these procedures. Remember that it isimportant to the City and for you to know and follow these emergency evacuation procedures.

ERGONOMICSThe City is committed to providing a safe and healthy workplace free from recognized hazards orharmful conditions, and to incorporate employee involvement in the decision-making processrelating to safety and ergonomics in the workplace. The City shall make every feasible effort tolessen the risk of injury from the design of equipment, improper tools, or from improper employeemotions.

Upon request from an employee(s), in response to a recurring injury or problem, or at thediscretion of the Safety and Training Coordinator or other Department/Division Head, ergonomicevaluations will be performed on City work areas or job tasks. For more information, contact theSafety and Training Coordinator.

FLEXTIMEEmployees are eligible to request a flexible work time schedule through their immediateSupervisor with final approval granted by the Department Head. Flexible work time schedulesshall be granted on the basis of job duties, the need for and availability of supervision, workrecord, demand, and availability. The overall goal of the flexible work time schedule is to provideflexibility for the employees’ individual/personal circumstances, while at the same time continuingto accomplish all work in an efficient manner and to serve the public’s needs. For furtherinformation, contact your immediate Supervisor, Department Head or the Human ResourcesDivision.

GRIEVANCESIf you have a job-related problem or complaint, discuss the matter first with your Supervisor, eitheralone or accompanied by a union representative. If the problem is not settled at this meeting, itshould be reduced to writing and presented to your Supervisor. Information regarding thegrievance procedure can be obtained from the Human Resources Division or by reviewing yourrespective collective bargaining agreement.

Grievances usually arise from a breakdown in communications. Never be afraid to discuss job-related problems or issues with your Supervisor. Always feel free to ask your Supervisor or theHuman Resources Division any questions relating to your work or your position.

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LOST TIME DUE TO INCLEMENT WEATHEREmployees engaged in operations which are of a non-critical nature (that is, those serviceactivities which can be postponed or suspended for short periods of time, without adverselyaffecting the health, welfare, or safety of the community), who believe that beginning or continuingoperations would jeopardize their health, welfare, or safety, may be given the option to be excusedfrom work.

Employees absent from work due to inclement weather, mechanical breakdown, or civildisturbances for all or part of their regular work day, shall have the following options:

1. Charge lost time against vacation, random holiday or compensatory time balance.

2. Receive no pay for lost time.

All time shall be charged on an hour for hour basis at regular straight time. In no case will anemployee be allowed to work overtime for the sole purpose of making up time/work that was lost.Overtime work is permitted only for vitally necessary work, which cannot be rescheduled and isworked with the advance approval of the Department Head. Any questions regarding whether toreport or not, are to be directed to your immediate Supervisor or Department Head; all call-in andrecord keeping procedures are to be followed.

Answers to questions regarding Emergency Closures may be found in the Policy and ProceduresManual, #1437, as well as in the Human Resources Document Library of the Intranet.

LUNCHES & BREAKS (REST PERIODS)City employees are granted breaks and a lunch hour, based on the number of hours worked in aday and per collective bargaining agreement. Certain positions within the Police and FireDepartments require that an employee remain “on duty” at all times. When such employee is notprovided at least 30 minutes free from work, or where the worker is not free to leave theemployer’s premises, the City will pay for such meal periods.

Employees shall not be permitted to relinquish rest periods for the purpose of making up lost timedue to tardiness or absences or to permit early departure from work.

OUTSIDE EMPLOYMENTThe City does not object to employees working for other firms or industry, except in limitedsituations as provided in the Revised Municipal Code. You may be employed elsewhere as longas the outside employment does not discredit the City, interfere with your work performance forthe City and there is no conflict of interest between your City and outside work. Questionsregarding outside employment should be directed to the Human Resources Division. Police andFire Department personnel should consult the Police and Fire Department Rules and Regulationsas set by the Police and Fire Commission.

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PERSONAL USE OF CITY PROPERTYProtection of City property and services is vital to the operation of government. How well Cityproperty and services are protected from theft, fraud, or negligent misuse affects not only the taxescitizens pay, but also the reputation of municipal employees. Employees of the City must protectand conserve all City property, including equipment and supplies, entrusted or issued to them.Absent prior approval from a Department Head/Supervisor provided in accordance with Citypolicy, employees MAY NOT use property of the City of West Allis, of any kind, for personal benefitor for other than officially approved activities. Please refer to the Code of Ethics handbook and/orthe City’s Policies and Procedures Manual for more details.

POLITICAL ACTIVITYWe urge you to vote regularly. It is your duty and obligation as a citizen and you will not bediscriminated in favor or against because of your political contribution, permitted political activity,or neutrality. In Wisconsin, any person entitled to vote is entitled to be absent from work while thepolls are open for up to 3 successive hours. The employee shall notify the employer of the needfor time off prior to Election Day, and the employer may specify the hours that the employee maytake off to vote. The time-off to vote may be unpaid.

As a civil servant: you may not solicit nor receive political contributions or services on the job. Youmay not engage in any form of political activity on-the-job or off-the-job to such an extent that itinterferes with doing your job well. City employees engaged in political activities while off-dutyshould clearly act as private individuals and not convey the impression they are acting in theirofficial capacity as City employees. Other than attaching stickers or signs to your privately-ownedvehicle(s), you may not actively participate in an election campaign during working hours.

Candidacy - An employee may be allowed to run for political office as provided in Section 2.76(15)(b) of the Revised Municipal Code. Police and Fire Department employees should also referto Rule XI, Leave of Absence, of the Police & Fire Commission’s Rules and Regulations.

PUNCTUALITY AND ATTENDANCEThe citizens of West Allis need your service. Your Supervisor and coworkers depend on your workto do their own. It is, therefore, required that you report to work regularly and on time. Please referto your respective collective bargaining agreement regarding punctuality and attendancerequirements; non-represented staff may consult with their Supervisor or the Human ResourcesDivision. Any questions may be directed to your Supervisor or the Human Resources Division.Remember that the work record you establish now will follow you the rest of your working life.

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SAFETYThe City regards your safety on the job as a vital responsibility. Always be alert to unsafeconditions, faulty equipment or other on-the-job hazards. Don’t neglect to use required safetyequipment in your work area. You are responsible for reporting all unsafe conditions or accidentsto your Supervisor, complying with any laws or safety codes, and maintaining concern for thesafety of your coworkers and yourself.

Please consult with your Supervisor or the Safety and Training Coordinator regardingoccupational treatment facilities and procedures to follow in the event of an on-the-job injury. Toinsure Worker’s Compensation benefits, a State of Wisconsin WC-12 form must be completed;check with your Supervisor or Safety and Training Coordinator for reporting information in yourdepartment.

Safety depends upon you. You are responsible to know and observe safety rules as outlined inyour Safety Handbook or department work rules. Use your good, common sense and soundjudgment. Any questions may be directed to your Supervisor or the Safety and TrainingCoordinator.

SMOKING POLICYIt is the policy of the City to prohibit smoking in any City-owned building at anytime, except inidentified designated smoking areas if applicable. “Smoking” means carrying a lighted cigar,cigarette, pipe or any other lighted smoking equipment.

TELEPHONE USE AND COURTESYCity telephones, whether landline or cellular, are essential tools for conducting official business.Please avoid using them for personal calls. We ask that you inform your friends and family not tocall you during working hours except in cases of emergency.

City telephones are also important in promoting good public relations since the calling party mayjudge the entire City by your telephone personality. Always answer a call promptly and in a friendly,courteous manner. Always identify yourself and your department and if the call has beenmisdirected or you cannot provide the requested information, refer the call promptly to someonewho is able to assist the caller.

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USE OF SAFETY BELTSIt is the interest of the City of West Allis to reduce injury through the use of safety belts. Allemployees operating or riding in a motor vehicle while engaged in City business are mandated touse safety belts, if so equipped. It is the responsibility of the person operating the vehicle toensure that all passengers and themselves are wearing safety belts.

WORK AREA SEARCHESAll City lockers, desks, filing cabinets, vehicles, equipment or other storage areas, whetherassigned to specific individuals or not, are the property of the City. At no time does the Cityrelinquish its exclusive control of its lockers, desks, filing cabinets, vehicles, equipment or otherstorage areas. As such, board members, commissioners, officials and employees shall have noright or expectation of privacy in lockers, desks, filing cabinets, vehicles, equipment or otherstorage areas. Department Heads or their designees (in the case of board members,commissioners and officials, the City Administrative Officer or his/her designee) shall havecustody of all combinations to all lockers or locks for said storage items/areas. Accordingly,Department Heads or their designees (in the case of board members, commissioners andofficials, the City Administrative Officer or his/her designee) have the authority to search lockers,desks, filing cabinets, vehicles, equipment or other storage areas at any time, for legitimatebusiness purposes, without prior notice and without the individual’s consent.

Any illegal, unauthorized, inappropriate or prohibited materials found within a City locker, desk,filing cabinet, vehicle, equipment or other storage area may be seized and used as evidenceagainst an individual in disciplinary and/or criminal proceedings.

WORK SCHEDULEEach department designates work schedules. City departments may have different hours due tothe special nature of their operations. Working hours, lunch periods and work breaks will beexplained by your Supervisor or the Human Resources Division.

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SECTION III:

PERSONNEL/PAYROLL

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ACCESS TO PERSONNEL AND/OR MEDICAL RECORDSEmployment records of City employees are maintained in a confidential and secure manner underthe custodianship of the Human Resources Manager in the Human Resources Division (Police &Fire Departments maintain their own personnel records). It is the policy of the Human ResourcesDivision to follow a uniform set of procedures, in full compliance with state law, in regard to accessto employment records.

Employment information will not be released without the authorization of the individual concerned,except for the following:

“Directory” information, which consists of verification of employment or past employment;dates of employment; position held; or, location of employment.

When required as part of an established statutory reporting procedure.

To protect the legal interests of the City when the actions of an individual appear to violate theconditions of employment or threaten physical injury to members of the general public, to otheremployees, or to City property.

In response to a court order, administrative summons, search warrant, or subpoena.

When requested as part of an appropriate governmental inquiry into the City’s employmentpractices.

The Human Resources Division also maintains a separate employee medical file, which maycontain worker’s compensation forms and related correspondence and medical reports, andother medical certificates or reports.

Consult the City’s Policies and Procedures Manual for more information regarding personnel andmedical records.

BULLETIN BOARDSEmployees are asked to check bulletin boards located in all City buildings, the City’s electronicbulletin board, the Intranet (http://intranet/) and the City’s home page of the internet for schedulesof meetings, notices, wellness information/activities, social activities and job announcements.

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CLASSIFICATIONEvery City position is covered by an official position description. This description determines theduties and pay range of the position and the skills required to fill the position. Each position is alsoclassified in one of five (5) ways:

PERMANENT - An employee who is hired to work the normal schedule of forty or more hours perweek on a continuing basis. Such employee fills a regularly constituted position established bythe Common Council. An employee in this category receives a biweekly salary and may be inunclassified, classified, or probationary status. A permanent employee is entitled to all employeebenefits provided by law to include, but not limited to, those specific within the City of West AllisRevised Municipal Code.

PROVISIONAL - An employee who is hired to fill a regularly constituted vacant position on aninterim basis pending the establishment of an eligible register, when the position cannot betemporarily filled by existing personnel. A provisional employee is rare and when an appointmentis made in this status category, it generally does not exceed a period of ninety (90) days. Theappointment is made on an emergency basis in those instances where a department is unable towait for an appointment to be made through normal channels. A provisional employee iscompensated on a biweekly basis and is entitled to all the employee benefits provided by law, toinclude, but not limited to, those specified within the City of West Allis Revised Municipal Code.

PART TIME - An employee who is voluntarily hired to work regular work hours which are distinctlyshorter than the normal schedule of forty hours per week. Such employment is stable andcontinuing and can constitute career employment. It may be either (1) part-day employment, or (2)full-day, part-week or part-month employment. This employee is compensated on an hourly basisand holds a non-competitive appointment of indefinite duration. Employment status in thiscategory may or may not confer the privilege of promotion, transfer, or reinstatement. Anemployee in this status category who works a minimum of half-time is entitled to the sameemployee benefits as a permanent employee, except that there is a pro-ration of the sick leaveand vacation benefits based on actual hours worked; and, holidays are compensated only if theyoccur on a scheduled work day and only for the scheduled hours, as provided by law, to include,but not limited to, those specified within the City of West Allis Revised Municipal Code.

TEMPORARY - An employee who is hired for a limited time to meet a peak demand. Suchincreased demand may be occasioned by sporadic, seasonal, or special needs. An employee inthis status category is compensated on an hourly basis. Such employee is not eligible for benefitsand may be terminated without notice when the purpose for which the employee was hired hasbeen accomplished. Employment may be either full-time or part-time. Employment in thiscategory does not confer the privilege of promotion, transfer, or reinstatement (example: spring/summer/fall laborers).

SPECIAL - An employee who is hired for a specified duration or limited term under special agreementwith some other agency of government such as County, State or Federal Governments or by the Cityitself on a special project basis. Generally, the compensation is totally or partially subsidized by thesponsoring agency. Employment does not confer the privilege of promotion, transfer, or reinstatement.Pay and benefits entitlement is based on the agreement with the governmental agency or thecircumstances of the City’s special project (example: intern, grant employee).

Depending upon the classification, an employee may be a member of one of six bargaining units(Fire, Police, Local 80 - Administrative/Clerical Service, Local 80 - Labor Service, EngineeringTechnician Services or Public Health Nursing Services), be non-represented (Executive Service,Managerial Service, Deputy/Assistant Service, Confidential, Professional and SupervisoryService) or be a miscellaneous employee (provisional laborers, seasonal laborers, library pages,special police, election inspectors, interns, high school co-ops).

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DIRECT DEPOSITEmployees are expected to participate in direct deposit of payroll checks and maintain suchthroughout employment with the City. Your paychecks will be automatically deposited into asavings and/or checking account(s) on payday. Direct deposit helps in many ways:

It saves trips to your financial institutionIt saves time in depositing checks - no long payday lines to wait inIt eliminates the possibility of lost, stolen, or forged checksYour money is deposited faster, reducing the possibility of overdraftsIt means you get your money deposited to your account even if you’re on vacation or awayfrom the office on business or illness

On payday you will receive an earnings statement showing gross salary, taxes, other deductions,and net pay. Your money will already have been deposited in your checking and/or savingsaccount(s). The amount of the deposit will appear on your bank statement.

Direct Deposit is safe, convenient and easy. Contact the Finance Division’s payroll staff for moreinformation and/or to make changes to your payroll deduction.

EMPLOYEE IDENTIFICATION CARDSAll permanent full time and part time employees are issued photo identification cards by theHuman Resources Division. All employees should carry this card while on duty.

Various departments/divisions require some employees to wear their ID card due to the nature ofthe position. Consult with your Supervisor regarding the use of your ID card.

If your ID card should become lost or stolen, notify your Supervisor immediately. Your Supervisorwill contact Human Resources to order a replacement card. Identification cards will also bereissued when an employee is promoted and receives a title change.

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FAMILY AND MEDICAL LEAVEThe City of West Allis complies with the Wisconsin and Federal Family and Medical Leave Acts.Employees are eligible if they have worked for the City at least 52 consecutive weeks and for atleast 1000 hours during that 52 week period. Employees may qualify for Family or Medical Leavefor any one or more of the following reasons:

The birth of a child or placement of a child for adoption or, under the Federal FMLA, forfoster care.

In order to care for the employee’s spouse, child, or parent (includes parent-in-law,domestic partner, and a domestic partner’s parent under the Wisconsin FMLA) with aserious health condition; or

The employee’s own serious health condition that renders the employee unable to performhis/her job; or

Qualifying Exigency Leave – Under the Federal FMLA, eligible employees are entitled to upto 12 weeks of leave because of any “qualifying exigency” arising out of the fact that theirspouse, son, daughter, or parent, who is a member of the National Guard or MilitaryReserves, is on active duty, or has been notified of an impending call to active duty status, insupport of a contingency operation; or

Service Member Family Leave – An eligible employee who is the spouse, son, daughter,parent, or next of kin of a covered service member who is recovering from a serious illnessor injury sustained in the line of duty on active duty (leave is available during “a single 12-month period” during which an eligible employee is entitled to a combined total of 26 workweeks of all types of FMLA leave.)

Details regarding provisions of these Acts are posted at worksites. For further information contactthe Human Resources Division and/or refer to the City’s Family and Medical Leave Act Policy,#1448. Such policy and related request/healthcare provider certification forms may be found inthe Human Resources document library of the Intranet.

FUNERAL LEAVEIn the event of the death of a member of your family, close relative or coworker, informationregarding funeral leave may be obtained from your Supervisor, Human Resources Division, or byreviewing your respective collective bargaining agreement. Your relationship to the deceased willbe a principal consideration in determining the amount of leave you will receive.

JURY DUTYLeave of absence for jury duty will be granted to City employees. Employees will receive theirregular, straight time wage for scheduled hours during the period of absence provided thatpayment received for jury duty (less any travel allowance) is turned in to the City Treasurer’s Office.When you are not assigned to a case or you are released from jury duty before your normalquitting time, call your Supervisor. When you receive notice of jury duty, notify your Supervisorimmediately so that proper arrangements can be made.

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MILITARY LEAVEGenerally, an employee may have two weeks of leave each year to meet a Military Reserve orNational Guard obligation. If your military salary is lower than your regular salary, the City will makeup the difference. If your military pay is equal to or greater than your City salary, your military paycovers the period. For reimbursement purposes, submit all time, travel and pay records to theFinance Division.

If you are called to active duty by the Armed Forces, you can be restored to your job or a similarjob by requesting such action within 90 days of your discharge. The discharge must be other thandishonorable. To be granted military leave, you must first submit your official orders to yourDepartment Head.

(Additional References: Section 2.76(14)RMC; Federal Uniformed Service Employment and Re-employment Rights Act)

SICK LEAVEPaid sick leave will be granted in accordance with the current provisions of an employee’srespective bargaining agreement or as provided in the Revised Municipal Code.

If you are absent for more than three consecutive days because of illness, you will be required topresent a doctor’s certificate. A Department Head may, at his/her discretion, require verification ofsick leave at any time if the Department Head questions the legitimacy of such leave. Any abuseof sick leave is subject to disciplinary action.

NEPOTISMRule VII, Section 7 of the Civil Service Commission Rules and Regulations prohibits nepotism.No person shall be appointed to any position in the City service subject to these rules, who arerelated by blood (whether of whole or half blood), or through marriage to the appointing officer, orto any member of the appointing board or body, or to any direct superior or any elective orappointive City official who is also the appointing officer. This prohibition shall include allprovisional appointments, all temporary appointments, and all emergency appointments.Relationship, as here defined, shall extend to all persons related as closely as first cousin whenthe relationship is by blood, or more closely related than first cousin where the relationship isthrough marriage, and shall include the cases of husbands of sisters-in-law and wives of brothers-in-law. In the event nepotism occurs after appointment (marriage), within six (6) months after theevent causing the nepotism, the employee concerned must seek a transfer, promotion, etc., or theCity will unilaterally take action to eliminate this rule infraction.

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NEWSLETTERSThere are two newsletters published by the City. CITYWORKS is an employee -orientednewsletter containing information and items of interest to employees of the City, published on aquarterly basis by the Human Resources Division. The City of West Allis Newsletter that arriveswith your newspaper delivery, is a quarterly publication published by the City Administrative Office.It contains information and items of interest for the citizens of West Allis. Electronic versions ofboth newsletters can be found on the City’s Intranet (CityWorks) and Internet (City-widenewsletter).

Employees are urged to contribute articles for insertion in these publications.

OVERTIMERegular working hours are set by each department. At times, your department may require you towork overtime. The Department Head must authorize all overtime worked. Overtimecompensation depends on the department and job classification of the employee and will be paidin accordance with City ordinance and the appropriate collective bargaining agreement.

PAY DAYSCity employees are paid on a biweekly basis on alternate Fridays. All employees must enroll indirect deposit upon date of hire and maintain such throughout employment with the City.

PAYROLL DEDUCTIONSYour direct deposit earnings statement will show both your gross pay and your net pay, which isyour pay after deductions. Various deductions, both mandatory by law and voluntary, will also beitemized on each earnings statement. The following items are deductions that may be made froman employee’s gross pay (not all are applicable to every employee and some are paid by theCity):

Federal Income TaxesState Income TaxesFICA (Social Security/Medicare)Savings BondsUnion DuesCharitiesSection 457: Deferred Compensation Program

Payroll Roth IRA’sWage AssignmentsDelinquent TaxesEmployee Retirement (WRS)Health/Dental/Life InsuranceSection 125: Flexible BenefitsOther Insurance Deductions

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PERFORMANCE APPRAISALCity Hall, Fire Department Administration, Library, Public Works, Health Department, SeniorCenter: The Performance Appraisal System is for non-bargaining unit employees (Executive/Managerial, Deputy/Assistant, Supervisory/Professional/Confidential service). This is a programin which each employee meets with his/her Supervisor at least twice per year to discuss the majorresponsibilities and duties of the employee’s job and mutually agree on the measures andstandards that will be used to appraise the employee’s performance during that year. Midwaythrough the appraisal year, the Supervisor provides feedback to the employee regarding his/herperformance and makes changes or refinements if necessary. A formal appraisal is completed atthe end of the year, at which time, the performance ratings and rationale behind these ratings arediscussed.

Police Department: The Performance Appraisal System is for all Police Department employees.This is a program in which each employee meets with his/her Supervisor annually to discuss theirperformance in the major responsibilities and duties of the employee’s job. As necessarythroughout the year, the Supervisor provides feedback to the employee regarding his/herperformance and makes changes or refinements. A formal appraisal is completed at the end ofthe year, at which time, the performance ratings and rationale behind these ratings are discussed.

Fire Department Bargaining Unit Members: Fire Department annual evaluations are for allbargaining unit employees. This program requires each employee meet with his/her companyofficers once per year to discuss the employee’s job performance. This includes the employee’sperformance at emergency alarms as well as non-emergency duties. Areas of strength, areas ofdevelopment and future goals are discussed.

PROBATIONARY PERIODAs a new employee, you serve a probationary period (one year for Fire personnel; one year forPolice clerical personnel; 18 months for Police sworn personnel, and 6 months for Civil Serviceemployees). This is a trial period that gives you a chance to become accustomed to your newwork. It also gives your Supervisor an opportunity to see how well you can perform assignedduties.

During your probationary period a minimum of three (3) formal progress reviews shall be held(end of the first month, end of the third month and prior to the end of the probationary period). YourSupervisor will provide feedback regarding your work record which will include, but not be limitedto, attendance, punctuality, attitude, initiative, knowledge, written communication skills, verbalcommunication skills, interpersonal skills, quality of work, and quantity of work. In turn, feedback toyour Supervisor should also be provided on such issues as level of support, supervision, andtraining; information should include, but not be limited to, additional instruction or training,clarification of responsibilities, suggestions for improvement, and further explanation ofprocedures.

Keep in mind, however, that a probationary period may be extended if warranted and anemployee may be disciplined or discharged without recourse to the appeals procedure of eithermerit system during their probationary period.

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PROMOTIONSWhen positions above the entrance level are vacant, they may be filled by promotion of employeesin lower positions, if qualified. All vacancies are posted on bulletin boards so that qualifiedemployees will be aware of promotional opportunities.

To compete, you must have satisfactorily completed your probationary period, meet the minimumqualifications listed on the job announcement, and have completed the required materials by theposted deadline.

The examination process will consist of any combination of tests, interview, evaluation of workhistory, and attendance. The manner in which you apply yourself to your duties, your ability to getalong with others, your responsibility/dependability, your work ethic/attitude, your capacity forgreater responsibility and the extent to which you have prepared yourself for a better job are allimportant considerations.

SALARYA salary range exists for every position, which includes a minimum and a maximum rate of pay aswell as a series of intermediate steps, and is determined on an ongoing basis by the actuallocational status of the employee from the exact date that residency occurs (refer to Section I:Residency). New employees are normally hired at the bottom step and advance annually fromone pay step to another on their anniversary date. Non-bargaining unit employees (Executive,Managerial, Deputy/Assistant, Supervisory, Professional - Confidential) must have a competentperformance evaluation in order to advance within a salary range.

SUGGESTION AWARDSEmployees have the opportunity to submit suggestions which, if adopted, may result in monetaryawards or other forms of recognition. If you have ideas that could improve City services or makethem more efficient, the City would like to hear about them. Your suggestions are alwayswelcome. Official suggestion forms are available at your work site or from the Human ResourcesDivision.

UPDATING INFORMATIONMost people face many changes in their personal lives during their working years. It is importantthat you keep your department and the Human Resources Division informed of any changes suchas address and telephone number or personal data such as marital status, number ofdependents, etc. This will insure that your personnel, payroll and benefit records are up-to-date, amatter both important to you and your employer.

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VOLUNTARY TIME OFFAs a budgetary savings measure, the City may grant up to 80 hours per calendar year of voluntarytime off (time off without pay) as initiated by the employee (part-time employees are prorated.) Anemployee requesting voluntary time off shall state his/her intention in writing on a form prepared bythe Human Resources Division.

Forms shall be submitted to the Department Head/ Supervisor for approval, and time off may becancelled by the Department Head/Supervisor in the event of an emergency or specialdepartment/division circumstance.

Accrual of benefits will not be affected by any voluntary time off.

WORKERS’ COMPENSATIONIf you should become injured on the job, you will receive necessary medical care and treatmentwithout cost pursuant to the terms of the Wisconsin Workers’ Compensation Act.

Any injury/illness, regardless of how minor it may seem, must be reported to your Supervisorimmediately. Failure to report any injury/illness may jeopardize or delay your worker’scompensation benefits. When reporting an injury/illness, a WC-12 form must be completed. Thisform gives detailed information about the injury/illness and parties involved. If medical treatment isrequired, the treating health care provider must complete a Return-to-Work-Recommendationform after every visit. Forms are available from your Supervisor or the Safety & TrainingCoordinator. All injury/illness claim data will be kept by the Safety & Training Coordinator.Invoices should be forwarded to the Safety & Training Coordinator for proper payment.

For further information please refer to your departmental procedures or contact the Safety &Training Coordinator.

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SECTION IV:

BENEFITS

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ABOUT YOUR BENEFITSWorking for the City of West Allis entitles you to numerous benefits in addition to your basecompensation. You are provided with a wide range of benefit programs that are designed toenhance the quality of your life.

This section outlines the benefits available to you. It is not a complete description of all the benefitplan provisions. Specific plan provisions can be found in your collective bargaining agreement oras detailed in plan brochures/manuals distributed to you at your orientation session. For furtherinformation contact the Human Resources Division.

AUTOMOBILE ALLOWANCEEmployees required to drive their personal vehicle for City business on a regular basis will begranted an automobile allowance. Compensation is based on job classification and determinedby the appropriate collective bargaining agreement or City policy.

All employees, union and nonunion, who receive a monthly automobile allowance are required tocarry the following insurance coverage:

a) $100,000 Property Damage Each Occurrence

b) $300,000 Personal Injury Each Occurrence

All employees must submit, to the Finance Division, a copy of their insurance certificate from theirinsurance carrier certifying the above coverage at each time of renewal.

Employees who drive their personal vehicle for City business on an intermittent basis are paid aper mile allowance in accordance with their collective bargaining agreement or City policy.

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EMPLOYEE ASSISTANCE PROGRAMThe City recognizes that problems of a personal nature can have an adverse effect on anemployee’s job performance. It also recognizes that most personal problems can be dealt withsuccessfully when identified early and referred to appropriate resources.

The purpose of the Employee Assistance Program (EAP) is to help employees and their familymembers find healthy solutions for life, solutions that get results – quickly, conveniently andconfidentially. If you or your family members need assistance beyond the scope of the EAP, youwill be referred to appropriate resources. All information is confidential and will not jeopardize jobsecurity or promotional opportunities.

For confidential help, call Aurora’s Employee Assistance Program at 1-800-236-3231 and identifyyourself as an employee of the City of West Allis; your family members may do the same.Aurora’s goal is to insure that your use of the EAP will be convenient, timely and effective.

EAP provides prompt, individualized assistance in a variety of areas including, but not limited to:

• Relationship issues• Marital conflict• Parent/child problems• Childhood stresses• Child care• Adoption• Alcohol or drug abuse

For further information visit Aurora’s website at www.Aurora.org/eap or contact your Supervisor orthe Human Resources Division.

EMPLOYEE RECOGNITION PROGRAMThe City of West Allis Employee Recognition Program was adopted in May, 1975 per ResolutionNo. 18320, to recognize the valuable contributions of those employees who have given manyyears of service to the City.

The City hosts an annual Employee Recognition Dinner honoring retirees and current employeeswho have served the City five or more continuous years.

Award recipients are presented with a service pin depending upon the number of years of service.

EMPLOYEE TRANSFER/ DONATION OF VACATION AND RANDOM DAYSUnexpected circumstances related to a catastrophic illness, injury, or death of an immediate familymember may exhaust an employee’s paid time off. In order to provide income continuation, anyone employee may donate up to twenty-four (24) hours of vacation or random time (maximumnumber of hours donated to one employee for his/her use shall not exceed 80 hours).

An employee wishing to donate vacation or random time hours shall state his/her intention inwriting on a form prepared by the Human Resources Division.

• Divorce• Financial pressures• Elder care• Balancing work and family• Adoption• Legal issues• Mediation

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EMPLOYEE WELLNESS PROGRAMThe City’s Employee Wellness Program was created to inspire employees into leading healthierlifestyles, increase awareness of how health habits impact health costs, engage employees inbecoming better health care consumers, and assist the City in managing health care costs.

The Wellness Committee, under the direction of a Wellness Coordinator, strives to promoteemployee wellness and reduce health risks through awareness, education and support, andwellness activities. Health education, programs, and promotions are typically communicated viaemail, flyers, messages on payroll checks, and the intranet and HR Connection, both of which areaccessible 24/7 from home, work, or anywhere that has an internet connection.

As a City and as employees we need to become wiser consumers of health care and beproactive in our health behaviors. Individuals are encouraged to engage in wellness andempower themselves to strengthen and maintain their health to enhance their quality of life.

FLEXIBLE BENEFITSThe City provides a very popular employee benefit — Flexible Spending Accounts (Section 125 ofthe IRS Code). This voluntary benefit allows employees to have dollars deducted from theirpaycheck on a pre-tax basis to pay for certain planned expenses, such as monthly health and/ordental insurance premiums, medical/dental/vision expenses, and dependent care. For furtherinformation contact the Human Resources or Finance Divisions.

HealthWorksCity of West AllisCity of West AllisCity of West AllisCity of West AllisCity of West Allis Employee Wellness ProgramEmployee Wellness ProgramEmployee Wellness ProgramEmployee Wellness ProgramEmployee Wellness Program

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HEALTH AND DENTAL INSURANCEEligibility - The City offers health and dental insurance to full and part-time (20 or more hours perweek) employees and their dependents. Health insurance is effective the first of the monthfollowing 30 days of employment; dental insurance is effective the first of the month following sixmonths of employment.

Premium Share - Employees are required to pay a portion of the monthly insurance premiumbased upon status (ie: full- or part-time; single, employee plus one, employee plus 2 or more) andjob classification or collective bargaining unit agreement. (Note: part-time employees’ monthlyhealth and/or dental premium share is based on full-time equivalency.)

Open Enrollment/Change of Status - An open enrollment period is held annually to allow eligibleemployees the opportunity to change plans. Any change in status (ie: marriage, birth or adoptionof child, military reinstatement, dependent eligibility reinstatement, etc.) is effective upon the dateof the qualifying event if notification/proper paperwork is received by the Human ResourcesDivision within 30 days of the event. Employees are not subject to pre-existing condition clausesor medical underwriting during open enrollment or timely change of status requests.

COBRA - The City of West Allis complies with the Federal Consolidated Omnibus BudgetReconciliation Act of 1986 regarding continuation coverage due to termination of employment (forother than gross misconduct), reduction of hours, divorce/legal separation, death, dependent childineligibility, etc. Qualified individuals are given the opportunity to continue health and/or dentalinsurance for a specified period. The individual is then responsible for paying the full monthlypremium in accordance with COBRA provisions.

Active Military Service Call Up - Employees who are involuntarily called up to active militaryservice shall have continuation of health insurance coverage extended to them as well as theirdependents beginning with the 46th day following call up.

Bill Review and Award Program – Individuals covered by City of West Allis health insurance plansare encouraged to review all itemized medical bills in order to verify that the bills reflect theservices actually received. In the event an error is found, an individual may be rewarded with 25%of the resulting savings, up to a maximum reward of $500 per claim. The reward will be based onthe new, actual cost to the City.

Contact the Human Resources Division for further information on health and/or dental benefits.

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HIPAA PRIVACY RULES DISCIPLINE AND DISCHARGEThe City must comply with the Privacy Rules of the Health Insurance Portability and AccountabilityAct of 1996 (“HIPAA”).

We understand the importance of keeping your health information private. Personal healthinformation (PHI) includes both medical information and individually identifiable information, suchas your name, address, telephone number or social security number. We are required by federaland state law to maintain the privacy of your health information. A Notice of City of West Allis’privacy practices, legal duties, and your rights concerning your health information can be obtainedfrom the Intranet or from Human Resources. The City must follow the privacy practices asdescribed in the Notice while it is in effect. The Notice of Privacy Practices took effect on April 14,2003 and will remain in effect until amended or rescinded.

HOLIDAYSGenerally, full-time City employees, except protective service employees who receive holiday payin accordance with their collective bargaining agreement, receive 12 paid holidays per year. Yourjob classification, department and/or bargaining unit will determine the holidays for which you areentitled. Part-time employees (20 or more hours per week) are eligible for prorated holidays.

Generally, holidays include:

• New Years Day• Memorial Day• Independence Day• Labor Day• Thanksgiving Day• Day after Thanksgiving Day• December 24• December 25• 4 Random Days (May include birthday; refer to your collective bargaining agreement.

Random Days are assigned in the same manner as vacation days, namely at the request ofthe employee with approval of the Department Head. The number of random days grantedand how they are earned is determined by job classification and/or bargaining unit.)

Refer to your collective bargaining agreement for observance of holidays that fall on Saturdays orSundays.

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LIFE INSURANCEA. Basic Coverage

The City provides a paid basic life insurance policy with coverage in the amount of the employee’sannual salary adjusted to the next highest one thousand dollars. Employee eligibility is effectivethe first of the month following completion of six months of service. However, coverage is effectivethe first of the month following appointment for an employee who was previously a member of theWisconsin Retirement Fund.

B. Additional/Supplemental Coverage

Employees may enroll in the Additional (up to 3 units) and/or Supplemental Life Insurancecoverage at their own expense. Each unit of Additional or the Supplemental coverage equals theBasic coverage. This cost will be automatically deducted from your payroll check on an after-taxbasis once per month.

C. Spouse and Dependent Coverage

Employees have the option to purchase Spouse and Dependent coverage (up to 2 units). Thiscost will be automatically deducted from your payroll check on an after-tax basis once per month.Monthly premiums represent the total cost of the Spouse and Dependent coverage regardless ofthe number of family members insured.

For further information on policy amounts and nominal monthly fees, contact the HumanResources Division.

PENSIONEmployees who work more than 600 hours per year participate in an integrated pension systemcomprised of benefits from FICA (Social Security and Medicare) and the Wisconsin RetirementFund (WRS). Employee eligibility is effective immediately upon hire. Employees who work lessthan 600 hours per year only participate in FICA.

1. WRS - paid in accordance with an employee’s collective bargaining agreement or per Citypolicy; the State Pension Board determines vesting.

2. FICA - the City and each employee contribute an equal amount based on the employee’sannual earnings, up to a maximum per annum established by the Social SecurityAdministration, with the exception of Fire Department employees who participate in theMedicare portion only.

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SAVING OPTIONSAn employee may choose to participate in any of the following programs through employee payrolldeductions.

Savings Bonds - Savings Bonds may be purchased by employees through payroll deduction.(Minimum bond denomination for Series EE is $100; Series I minimum is $50.) The amount youchoose to deduct from your pay will be credited to your savings bond account. Employeeparticipation in this plan is voluntary. If you choose to participate, contact the payroll staff of theFinance Division.

Deferred Compensation - As a City employee, you have the opportunity to have a portion of yoursalary voluntarily invested in a deferred compensation program. This program provides a taxbenefit for public employees which helps them save more for retirement (Section 457 of the IRSCode). The money you invest in a deferred compensation account is exempt from federal andstate withholding taxes. Any gains or losses is the investor’s responsibility, not the City’s.Representatives for various plans are available for meetings on a monthly basis. If you choose toparticipate, contact the Human Resources Division for further information.

Payroll Deduction Roth IRA - A Payroll Roth IRA is simply a Roth IRA funded throughcontributions that are made directly from your pay on an after-tax basis. Making regularcontributions through payroll deduction is a simple and efficient way of investing for yourretirement. With Roth IRA’s, interest and other earnings on your contributions are always tax-deferred – and in some cases, tax-free at the time of withdrawal. For more information, contactyour deferred compensation specialist or the Human Resources Division.

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TRAINING AND EDUCATIONIn order to enable employees to continue their personal development and in turn, becomeincreasingly more valuable to the City government, it is City policy to encourage employees toimprove their educational and skill qualifications for advancement. This objective is accomplishedthrough training and development programs developed by the Human Resources Division incooperation with operating departments.

The programs cover general and specialized fields; that is, supervisory courses, employmentworkshops, skills training, and management seminars. Occasionally, in-service training isprovided during the employee’s regular work day at City expense on City premises. The City mayalso grant professional improvement leave to an employee to attend a conference, seminar, orinstitute during working hours.

In addition, the Human Resources Division administers the City’s Employee TuitionReimbursement Program, which provides financial assistance to employees taking job-relatedcourses, workshops, and seminars on their own time at local educational institutions. Theassistance, within limitations of a maximum specified sum for each participating employee,covers all or partial payment of tuition and fees. In order to qualify, employees must obtainadvance approval from their Department Head. Employees are reimbursed for fees up to aspecified amount upon satisfactory evidence of completion (at least a grade of “C” or itsequivalent). For more information, contact your Department Head, the Human ResourcesDivision, or collective bargaining agreement.

VACATIONAs a full-time employee of the City you are generally entitled to two weeks paid vacation after oneyear of service with eligibility for additional vacation days based on years of service. Part-timeemployees (20 or more hours per week) are eligible for prorated vacation benefits.

In some cases new hires begin accruing vacation upon date of hire as follows: if hired prior to the15th of the month, accrue one-twelfth (1/12) for that month; if hired on or after the 15th of the month,begin accrual the 1st of the month following hire date.

Up to 40 hours of unused vacation time may be carried over to the following year but must be usedby May 1 or it will be forfeited.

For further details, refer to your collective bargaining agreement and/or City ordinance.

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SECTION V:

IN CLOSING

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EXIT EVALUATION/INTERVIEWWhen an employee transfers departments, an evaluation form is provided to the employee by theHuman Resources Division. When an employee terminates employment with the City, HumanResources conducts a confidential interview with the employee. Both methods of evaluation are ameans for transferring or exiting employees to share their views on their work experience with theDepartment/City. The information supplied is compiled into a report format (names beingwithheld) which is distributed to management for use in determining what they may address in theway of improvements/corrective action.

SEPARATIONAn employee may be separated from employment by resignation, layoff, retirement, dismissal ortotal disability. In order to resign in good standing, employees should give their Department Headtwo weeks notice of their intention to leave; however, more time is appreciated if it is possible. AllCity equipment and property must be turned in at the time of termination. This includes keys, IDcard, cell phones, and any and all other assigned property. City property, inclusive of any records,documents, etc. is not to be removed from City premises. An employee may be charged for anyitems not returned and/or may have his or her last paycheck held back until all items are returned.

NON-DISCRIMINATION STATEMENTThe City of West Allis is an Equal Opportunity/Affirmative Action Employer and does notdiscriminate against individuals on the basis of race, color, religion, age, marital or veterans’status, sex, national origin, disability, or any other legally protected status in the admission oraccess to, or treatment or employment in, its services, programs or activities.

Upon reasonable notice the City will furnish appropriate auxiliary aids and services whennecessary to afford individuals with disabilities an equal opportunity to participate in and to enjoythe benefits of a service, program or activity provided by the City.

It is the policy of the City of West Allis to provide language access services to populations ofpersons with Limited English Proficiency (LEP) who are eligible to be served or likely to bedirectly affected by our programs. Such services will be focused on providing meaningful accessto our programs, services and/or benefits.

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