city of provo employee manual

City of Provo Employee Manual

City of Provo

Employee Manual

Human Resources

January 2019

For Full-time Employees

City of Provo Employee Manual i

Welcome to Provo City!

As Mayor of Provo, I would like to welcome you to your new

position. Hopefully, it will meet your expectations and you will enjoy

your employment with our outstanding city.

As you work for the City, you will discover that we have

tremendous employees who understand the high expectations we

have of them. To serve our residents and visitors, we want our

employees to make a commitment to show respect, demonstrate

integrity, and act courteously at all times. Our goal is to provide

exceptional service to everyone.

We want you to reach your professional goals and add value to

Provo City while you do so. The City will provide you with

challenging work that can reward you with recognition, appropriate

compensation, and benefits for a job well done.

Working together, we can continue to make the City of Provo a

great place to live and work!

Mayor Michelle G. Kaufusi

City of Provo Employee Manual ii

Table of Contents

Section 1 – Employee Manual ...............................................................................................................................1 Section 2 – Employment Basics .............................................................................................................................2

Employment Status ............................................................................................................ 2 Attendance.......................................................................................................................... 3 Work Hours ......................................................................................................................... 3 Meal and Rest Periods ....................................................................................................... 3 Nepotism ............................................................................................................................. 4 Outside Employment ......................................................................................................... 4 Multiple City Positions ........................................................................................................ 4

Section 3 – Standards of Conduct ..........................................................................................................................5 Personal Appearance ......................................................................................................... 5 Odors ........................................................................................................................ 5 Personal Relationships ....................................................................................................... 6 Harassment and Discrimination.......................................................................................... 6 Sexual Harassment .................................................................................................. 7 Communications ................................................................................................................. 7 Bulletin Boards and Mail ............................................................................................ 8 Confidential Information ...................................................................................................... 8 Conflicts of Interest ............................................................................................................. 8 Reporting Obligations ................................................................................................ 8 Political Activity ................................................................................................................... 9 Smoking, Vaping, and Tobacco Use .................................................................................. 9 Prohibited Conduct ............................................................................................................ 9

Section 4 – Employee Discipline and Appeals .................................................................................................... 10 Progressive Discipline ...................................................................................................... 10 Oral Warning/Reprimand ........................................................................................ 10 Written Warning/Reprimand ................................................................................... 10 Suspension ............................................................................................................. 10 Termination ............................................................................................................. 10 Grievance Procedure and Appeals .................................................................................. 11

Section 5 – Employee Health and Safety ............................................................................................................ 12 Your Safety Responsibilities ............................................................................................. 12 Vehicle Operation ............................................................................................................. 12 Commercial Driver’s License .................................................................................. 12 Driver Training ......................................................................................................... 13 Work Injuries and Accident Reporting .............................................................................. 13 Post-Accident Directions for Supervisors ................................................................ 14 Substance Abuse and Drug Testing ................................................................................. 14 Illegal Substances ................................................................................................... 14 Drug Testing ............................................................................................................ 14 Consequences of Substance Abuse ...................................................................... 15 Serious Disease ............................................................................................................... 15 Hazardous Material Communication (OSHA Right-to-Know Standard) ........................... 15

Section 6 – Pay Plan and Pay Practices ............................................................................................................. 16 General Policy .................................................................................................................. 16 Job Classifications ................................................................................................... 16 Performance Appraisals ................................................................................................... 16 Annual Pay Increases ....................................................................................................... 17 Other Pay Increase Opportunities .................................................................................... 17 Promotion ................................................................................................................ 17 Career Series Advancement ................................................................................... 17 Special Merit Increase ............................................................................................. 17 Educational Incentive .............................................................................................. 17

City of Provo Employee Manual iii

Employee Recognition ............................................................................................ 17 Annual Grade Study ................................................................................................ 18 Pay Practices .................................................................................................................... 18 Overtime and Compensatory Time ......................................................................... 18 Pay Days ................................................................................................................. 18 Payroll Deductions................................................................................................... 19 Call-Back Pay .......................................................................................................... 19 On-Call Pay ............................................................................................................. 19

Section 7 – Paid Time Off ................................................................................................................................... 20 Sick Leave ........................................................................................................................ 20 Vacation Leave ................................................................................................................. 20 Holidays ............................................................................................................................ 21 Family Medical Leave ....................................................................................................... 22 Other Leaves of Absence ................................................................................................. 22 Funeral Leave .......................................................................................................... 22 Court Leave ............................................................................................................. 22 Annual Military Leave .............................................................................................. 23 Extended Military Leave .......................................................................................... 23 Time Off to Vote ...................................................................................................... 23 Organ or Bone Marrow Donor Leave ..................................................................... 23 Educational Leave ................................................................................................... 23

Section 8 – Benefits ............................................................................................................................................. 24 Health Benefits Plans ....................................................................................................... 24 Health Savings Account Plan .................................................................................. 24 Group Insurance ...................................................................................................... 24 City-Paid Life Insurance ................................................................................................... 24 Long-Term Disability ......................................................................................................... 25 Social Security .................................................................................................................. 25 Retirement Contributions .................................................................................................. 25 Deferred Retirement Compensation ................................................................................. 25 Workers’ Compensation ................................................................................................... 25 Employee Wellness Program ........................................................................................... 26 Credit Union ...................................................................................................................... 26

Section 9 – Employee Perks ............................................................................................................................... 27 Recreation and Athletic Facilities ..................................................................................... 27 Recreation Center ................................................................................................... 27 Peaks Ice Arena ...................................................................................................... 27 City Center Gym ...................................................................................................... 27 Library .............................................................................................................................. 27 East Bay Golf Course ...................................................................................................... 27 Shooting Sports Park ....................................................................................................... 27 Discounts ......................................................................................................................... 28 Employee Assistance Program ....................................................................................... 28 Educational Assistance ................................................................................................... 28

Section 10 – Conclusion ...................................................................................................................................... 29 Contact Human Resources .............................................................................................. 29 Employee Manual Statement ........................................................................................... 30 Employee Safety Certification ......................................................................................... 31

City of Provo Employee Manual 1

Employee Manual

This manual is your tool for referencing frequently accessed policies and procedures. It does not

substitute for reading all or entire policies, or knowing the City and department practices and

procedures that apply to you. You are responsible for reading, understanding, and abiding by

any and all City policies, including updates. Reading this manual is a great start to becoming

familiar with City employment.

All manual information applies to full-time employees. The City may change any information

including policies, procedures, benefits, or other items in manuals, policies, or wherever

needed, with or without notice. The City has the sole option to make changes, without prior

consultation with or agreement by any employees.

After you have reviewed the contents of the manual, you are required to sign the Employee

Manual Statement on page 30. The Employee Manual Statement verifies that you have

accessed, read, understood, and will abide by the information contained in the manual. You are

required to return the signed statement to Human Resources within the first 3 months of your

employment.

Section

1


Employment Basics

No information contained in personnel policy or this manual constitutes

an employment contract or promise of any kind from the City, either

implied or expressed. Unless otherwise specified in a written agreement

between you and the City that has been approved by the Mayor, you are

employed for an indefinite period of time as an at-will employee.

Employment Status

City employees may have any of the following employment statuses:

Probationary – A full-time employee who has not yet

completed the 1-year new hire probationary period. Such

employees may be terminated without right of appeal.

Regular – A full-time employee who has successfully

completed the 1-year new hire probationary period.

Promotional Probationary – A full-time employee who

has been promoted to a higher level position and has not

yet completed a 6-month mandatory probationary period.

Regular Part-time and Seasonal (Policy 32) – An

employee who works an annual average of 25 hours per

week or less, and/or works for a limited amount of time.

Appointed – A full-time employee directly appointed to a position by the Mayor, such as City

Recorder, City Treasurer, Budget Officer, Chief Administrative Officer, or a department head.

Contract – A normally temporary position under a specific employment agreement that may or

may not be subject to all City Personnel Policies.

Section

2 Q U I C K L I N K S

Employee Insider

Policies

What is at-will

employment?

At-will employment means

that you or the City have the

right to end your

employment relationship at

any time for any reason as

long as no City, state, or

federal law has been

violated.

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http://home.provo.org/SitePages/POLICIES%20AND%20PROCEDURES.aspx


Attendance

Make every effort to be at your job on time every day.

If you are going to be late, notify your supervisor

within at least 15 minutes of your scheduled starting

time. Your department may require an even earlier

reporting time.

If you are going to be absent due to emergency or

illness, notify your supervisor within at least 1 hour of

your scheduled starting time. Also, tell your supervisor

when you expect to return to work. Continual

lateness, leaving early without authorization or failure

to report to work without a good reason may result in

disciplinary action. Any employee absent without

authorization who is capable of providing notification

but does not will be deemed to have resigned as of

the last day which the employee worked. (Policy 13)

Work Hours

You are typically expected to work a 40-hour workweek. Your department may adjust your daily

schedule. This may affect your start and end times and your total number of scheduled work

hours each day and each week. The City may change your schedule at any time and you may

be required to work hours in excess of your regularly scheduled work period. (Policy 13)

Meal and Rest Periods

You will ordinarily be relieved of all active and inactive

duties and restrictions for a minimum of 30

uncompensated minutes every day for meal time. You

will be compensated for any time you are required to

work while eating at your desk or work station.

Supervisors will schedule meal periods to

accommodate operations.

In accordance with applicable law, each department

decides which rest periods are appropriate for its work

situations. Check with your supervisor if you are

unsure about rest periods. Approved rest periods are

limited to 15 minutes and are paid time. Avoid leaving

the work site except to use a rest room. If you are a

supervisor, you must provide a rest period of 10

minutes for every 3-hour period worked for employees

under 18 years of age. (Policy 13)

Can I have a family

member call in for me?

If possible, personally call in and

speak directly to your supervisor.

Avoid relying on friends, family

members, or co-workers to

communicate your late arrival to

work or absence.

Exceptions may be made in the

case of an emergency where you

are physically unable to call in.

Can I save up my rest and

meal periods to leave work

early?

You cannot shorten and/or

accumulate rest and/or meal

periods to leave work early

during the day or week, unless

approved by a supervisor. Even

then, it must be on an infrequent

basis with a compelling need.


Nepotism

To avoid any possibility of favoritism, no one may

apply for or be eligible for appointment, promotion, or

transfer to a department where an immediate family

member is employed. Seasonal work is an exception,

provided no relative serves as a director or assistant

director of the employing department. Seasonal

employees, however, will not be supervised or

appointed by an immediate family member.

Employees in family relationships which are created

through marriage after employment has begun will

not be supervised by an immediate family member.

Immediate family members of elected officials and the

Chief Administrative Officer are ineligible for

employment in the City. This does not affect

employees who were hired prior to the election of a

relative to office. (Policy 52)

Outside Employment

Provo City is to be the primary employer of all of its

full-time employees. Outside employment must be approved in writing by your department head

and the Human Resources Director. Outside employment may not interfere with the

performance of your City duties, may not be detrimental to the City’s interests, and may not be

the type of employment that could reasonably be criticized as creating a conflict of interest.

(Policy 23)

Multiple City Positions

You may only hold other Provo City positions at the same time if the additional positions are

seasonal, are unrelated to your full-time position, and do not create a conflict of interest. If a

potential conflict of interest exists, you must obtain approval from the Mayor or Chief

Administrative Officer prior to starting the second position. (Policy 32)

Who counts as an

immediate family member?

Father, mother, husband, wife,

son, daughter, sister, brother,

grandfather, grandmother, uncle,

aunt, nephew, niece, grandson,

granddaughter, first cousin,

mother-in-law, father-in-law,

brother-in-law, sister-in-law, son-

in-law, daughter-in-law, step

relatives, and any relationships

which may not be formalized in

law but involves sufficiently close

involvement for potential

favoritism to exist.


Standards of Conduct

Standards of conduct are necessary for the efficient and effective

operation of the City and for the benefit and safety of all employees.

Conduct that interferes with operations, discredits the City, or is offensive

to the public or other employees will not be tolerated. Your behavior

influences the public’s attitude toward you, other City employees, and City

government.

You are expected to treat the public, visitors, and fellow employees in a courteous manner at all

times. You are also expected to perform assigned tasks efficiently and in accordance with

established quality standards.

Personal Appearance

Although dress and grooming standards may vary depending on the type of work, every

employee must use good judgment to present a positive, professional, neat, and clean

appearance to the public and other employees. Your department director may specify additional

or alternative dress and grooming standards based on your department’s business needs and

employee health or safety concerns. To alleviate or eliminate health and safety incidents, your

clothing, footwear, hairstyle, facial hair, jewelry, accessories, and body piercings may be

restricted. Clothing or uniforms need to be clean and in good repair. Clothing, accessories, or

tattoos that display offensive images or language are strictly prohibited.

Odors

You must take necessary precautions to avoid offensive or health-impairing odors. Be aware of:

(1) strong body or food odor which makes it difficult for other employees or the public to work

with you; (2) excessive use of colognes, perfumes, soaps, or other strongly scented personal

products which may be offensive, distracting, or impairing to other individuals who are sensitive

to and may have serious health issues as a result of exposure to strong scents; and (3) the use

of strongly scented air products such as potpourri, candles, air fresheners, or similar items in

City facilities.

If a medical condition relating to strong odor exists, contact Human Resources for reasonable

accommodation options. The City may restrict the use of strongly scented personal products in

any City work area or restroom. The City discourages excessive use of any strongly scented air

products. (Policy 23)

Section


Employee Insider

Policies




Personal Relationships

The City strives to maintain a work environment where employees maintain clear boundaries

between their personal and business interactions. The development of friendships, dating, or

sexual behavior between employees is not prohibited; however, the City reserves the right to

take appropriate action if such relationships adversely impact work environment, productivity,

other employees, members of the public, or any other person on City property during working

hours. Appropriate work conduct includes strict prohibition of physical contact deemed

unsuitable by a reasonable person. Human Resources will investigate complaints of offensive

behavior, discomfort, perceived harassment, or favoritism from the actions of employees

involved in close personal relationships.

If you are a non-management employee and you participate in any activity that will influence or

result in a tangible employment action for an employee with whom you are in a dating or sexual

relationship, you must either: (1) report the relationship to your supervisor, your department

director, or the Human Resources Director who are responsible to resolve the conflict; or (2)

remove yourself from the activity or relationship that creates the conflict of interest.

If you are a supervisor, manager, City official, and any other employee who has authority or

perceived authority or power over the employment terms and conditions or the performance of

other employees, you are subject to more stringent standards and must disclose to your

department director and Human Resources Director the existence of a dating or sexual

relationship, regardless of sexual orientation, if that relationship could or would influence in any

manner the employment terms and conditions of any other employee. (Policy 52)

Harassment and Discrimination

You are required to treat all employees and non-

employees respectfully. Everyone has the right to

work in a discrimination-free environment. Any form of

harassment based on federal or state law covering

protected characteristics including race, color,

religion, sex, pregnancy, childbirth, pregnancy-related

conditions, age, national origin, disability, sexual

orientation, or gender identity will not be tolerated.

The City will make reasonable accommodation for

disabled employees who request an accommodation

provided it is not an undue hardship for the City. The

City prohibits any offensive physical, written, or

spoken conduct regarding any protected

characteristic, including conduct of a sexual nature.

The City expressly prohibits any behavior, sexual or

otherwise, that unreasonably interferes with an

individual’s work performance or creates an

intimidating, hostile, or offensive work environment.

What type of behavior

could be called

harassment?

Harassment comes in many

forms. Some examples are:

Name-calling

Condescending comments

Hovering

Staring

Touching

Throwing things

Intimidation

Playing pranks

Sending inappropriate

email or text messages

Terms of endearment


Sexual Harassment

Sexual harassment is unwelcome, harmful, or illegal conduct of a sexual nature that is

sufficiently persistent or severe to unreasonably interfere with an employee’s job performance or

create an intimidating, hostile, or offensive work environment. The two main types of sexual

harassment are:

1. Tangible employment action. Also known as “quid pro quo” or “something for

something”, this type of harassment involves unwelcome sexual advances, requests for

sexual favors, and other verbal or physical conduct of a sexual nature when (a)

submission to such conduct is made either explicitly or implicitly a term or condition of an

individual’s employment, or (b) submission to or rejection of such conduct by an

individual is used as a basis for employment decisions affecting such individual.

2. Hostile work environment. This type of harassment can be physical, verbal, or visual and

involves severe and/or pervasive conduct of an offensive nature that has the purpose of

unreasonably interfering with an individual’s work performance or creates an

intimidating, hostile, or offensive work environment. This type of harassment may be

aimed at specific persons or be more generalized throughout the workplace.

The City provides several ways for an employee to make a complaint about harassment or

discrimination. If you believe you are being harassed or discriminated against, or you are aware

of others being harassed or discriminated against, immediately report the offensive conduct to a

supervisor, department director, the Human Resources Director, the City Attorney, the Chief

Administrative Officer, and/or the Mayor. All complaints will be investigated and resolved swiftly

and confidentially to the fullest extent possible. Filing a complaint will not be used or held

against you, nor will it have an adverse impact on your employment status. Policy 31 contains

more examples of prohibited conduct and details on the reporting and investigation process.

Communications

You are expected to communicate in a professional manner at all times, including being

courteous to others and responding to communications in a timely manner. Electronic media

and telephone services are the City’s primary communication tools. To respond in a timely

manner, regularly check your City communication devices (e-mail, phone, texts) for information,

data requests, and other items. Electronic media and services are for City business use and

should not be used for non-City business, personal, or non-City related purposes. Limited,

occasional, or incidental use of electronic media or telephone service for personal, non-City

business purposes is acceptable insofar as that use complies with City policy and does not

interfere with City business activities.

Electronic media are not to be used for knowingly transmitting, retrieving, or storing any

communications which are harassing, derogatory to any individual or group, pornographic, lewd,

indecent, of a sexual nature, defamatory, threatening, reasonably interpreted as discriminatory

based on protected characteristics including race, color, religion, sex, pregnancy, childbirth,

pregnancy-related conditions, age, national origin, disability, sexual orientation, or gender

identity, or for any other purpose which is illegal, against City policy, or contrary to City interests.

(Policy 50)


Bulletin Boards and Mail

Department bulletin boards are used to communicate City information to employees including

job openings and legally-required notices. City information may only be posted and removed by

designated employees. Unauthorized posting of notices, political materials, photos, or other

printed or written materials on City bulletin boards or property is prohibited. The City mail

system is restricted to City business mail only. Do not send or receive personal mail or receive

deliveries through the City mail system. (Policy 48)

Confidential Information

You must protect confidential information that you hear, read, or are exposed to in any form due

to your City employment. You must not use, disclose, misuse, or sell any confidential

information for personal gain or non-City related reasons. You must also comply with the

provisions of the Government Records Access and Management Act (GRAMA) in the release of

information which the public has a right to know.

Conflicts of Interest

A conflict of interest is defined as using one’s City position, authority, employment, or

information to indirectly or directly influence the actions or decisions of others and/or create an

obligation which will produce a personal benefit at the expense of the City and/or interfere with

the performance of public service. Refrain from placing yourself in situations which create a

conflict of interest or give the appearance of a conflict of interest. To ensure the public trust and

serve the interests of residents and the general public, the City will take appropriate measures

to mitigate or eliminate a situation in which a conflict of interest occurs.

You may not use any City resources including work hours, funds, equipment, property, facilities,

or supplies for personal gain or privileges, or gain or privileges for others. Additionally, you must

not accept favors or return favors related to City employment or affiliation which could influence

or be perceived as an attempt to influence you to act in a manner which is a conflict of interest

or contrary to City interests. You must report to your department director any gratuities or gifts

with a value of $50 or more which you received as a result of City employment or affiliation. If

you do not report within 30 days of receipt, you may be subject to disciplinary action. (Policy 52)

Reporting Obligations

You are obligated to comply with City policies, local, state and federal law, and the City Code of

Ethics regarding your own actions. If a personal conflict of interest arises, you must report it to

your supervisor, your department director, or the Human Resources Director. You must also

report to a supervisor, the department director, or the Human Resources Director the actions of

any other employees which may involve a possible conflict of interest or violation of policy or

law. All reports will be confidential to the full extent possible and no adverse employment action

or retaliation will be taken against you when you submit a report. Employees who threaten,

coerce, intimidate, adversely influence, or otherwise retaliate against anyone, employee or non-

employee, who files a report, will be disciplined up to and including termination.


Political Activity

You may not engage in any political activity during City work hours or use any City resources to

sponsor any candidate, promote any cause, perform any political action, or solicit political

contributions from employees, members of the public, or any other person or organization that

conducts business with the City. (Policy 52)

Smoking, Vaping, and Tobacco Use

The City complies with the Utah Indoor Clean Air Act and the Utah County Board of Health

Regulation on Smoking in Outdoor Public Places. Smoking, vaping, and using smokeless

tobacco products is prohibited in: (1) all City-owned or leased buildings and vehicles; (2) within

25 feet of outside entrances, operable windows, and ventilation systems of enclosed areas; (3)

on Library grounds; (4) on City-owned trails, parks, ball diamonds, golf course practice greens,

driving ranges, common areas around clubhouses, soccer fields, and other recreation areas;

and (5) in City-owned cemeteries. (Policy 23)

Prohibited Conduct

Certain conduct will subject any employee involved to disciplinary action up to and including

termination (Policy 23). Prohibited conduct includes, but is not limited to:

Using abusive and/or profane language.

Threatening, bullying, intimidating, fighting, or assaulting supervisors, or other

employees, members of the public, or anyone who conducts business with the City.

Participating in horseplay, pranks, or practical jokes which endanger the safety of or

intentionally or unintentionally abuse or bully other employees, members of the public, or

anyone who conducts business with the City.

Lying, falsifying information or records, or participating in other dishonest conduct.

Engaging in any form of sexual harassment, workplace harassment, or any other form of

illegal discrimination.

Being insubordinate and refusing to follow a legitimate work order.

Stealing, destroying, defacing, misusing or using City property or funds for non-job-

related reasons or using another employee's property without permission.

Sleeping on the job without authorization.

Disclosing, misusing, or selling any confidential information for personal gain or non-

City-related reasons.

Failure to notify management within 1 business day, or as soon as possible, of an

investigation, arrest, conviction, civil action, or violation of licensure or professional

ethics which could be reasonably assumed to negatively affect your ability to perform

essential job duties or maintain public trust.

Possessing, transporting, keeping, exhibiting, or carrying any dangerous weapon or

firearm while on City property, in a City vehicle, or while acting on City business except

as duties require, and/or unless authorized by Utah law.


Employee Discipline and Appeals

You are expected to comply with the City’s policies and procedures,

ordinances, directives, and standards of behavior and performance.

Failure to comply will result in corrective action or discipline. The City

normally uses progressive discipline in an attempt to provide employees

with notice of their deficiencies and an opportunity to improve. The City

does, however, retain the right to administer discipline in any manner necessary.

Progressive Discipline

If corrective action fails to improve performance or eliminate the unwanted behavior, the

supervisor can take any of the disciplinary actions listed below. The City may opt to either use

all levels of progressive discipline or immediately advance to any level, including up to

termination, depending on the nature of the offense or issue. (Policy 25)

Oral Warning/Reprimand

The warning describes the problem, specifies the improvement that is expected, establishes a

time period for improvement, and advises the employee that more serious discipline will occur if

the problem is not corrected.

Written Warning/Reprimand

This is a formal action that describes the problem, specifies the improvement that is expected,

establishes a new time frame for improvement, outlines previous discipline or corrective actions

that have been taken, and advises the employee that more serious discipline will occur if the

problem is not corrected. Written warnings are placed in the employee’s official personnel file.

Suspension

This is a formal action that requires the employee to take unpaid time off from work. The notice

of suspension describes the problem, specifies the improvement that is expected, establishes a

new time frame for improvement, outlines previous discipline or corrective actions that have

been taken, and advises the employee that more serious discipline will occur if the problem is

not corrected. The notice of suspension is placed in the employee’s official personnel file.

Termination

When all efforts to correct the problem have failed, or if the problem is serious enough to

warrant immediate dismissal, the employee is placed on suspension pending a review for

termination by Human Resources and the Legal Department.

Section


Employee Insider

Policies




Grievance Procedure and Appeals

If you have a job-related issue, discuss it with your supervisor. This is the simplest, quickest,

and most appropriate way to meet your needs or resolve your issue. If the issue is not resolved

to your satisfaction, you may then discuss it with your department director. If your issue involves

an action taken against you which resulted in discharge, suspension, demotion, or transfer for a

disciplinary reason to a position with less pay, you may formally appeal it.

Prior to using the formal appeal procedure, you have 3 days from the date you received the

notice of the action to try to informally resolve the issue through your department director. If the

discussion with your department director does not resolve the issue to your satisfaction, you

may then present it to the Mayor or Chief Administrative Officer.

If you are still unsatisfied, you may formally appeal by filing a written notice of appeal with the

City Recorder within 10 calendar days of the final disposition of the informal grievance

procedure. The City Recorder will forward a copy of your written notice of appeal to the Appeal

Board. The Appeal Board will set a hearing date, take and receive evidence, and fully hear and

determine the issue(s) of your appeal. You may petition the Court of Appeals to review the final

determination of the Appeal Board.

Some positions do not have appeal rights. If you are in a temporary position, newly-hired in your

initial probationary period, a contract employee, or in a full-time appointed position not covered

by Civil Service, you are ineligible to use the formal appeal procedure. (Policy 27)


Employee Health and Safety

Safety and accident prevention is every employee’s responsibility. You

must do everything reasonable and necessary to make the City a safe

place to work. No employee will knowingly be required to work in any

unsafe manner or conditions. To avoid injury or illness, learn job and

workplace risks, attend safety training, read safety materials, and follow

safety rules. Failure to follow safety laws, rules, policies, and procedures may result in discipline

up to and including termination.

Your Safety Responsibilities

Read applicable safety manuals and rules for your department.

Obey all safety rules and follow published work instructions. If you have any doubt about

the safety of doing a job, stop immediately and get instructions from your supervisor.

Only operate equipment for which you have been trained and authorized to use.

Wear required personal protective equipment (PPE). Dress appropriately for your job.

Avoid wearing clothing not suitable or hazardous for the work performed.

Keep work areas clean and orderly at all times.

Learn and use proper methods to lift and handle materials.

Avoid engaging in any horseplay or other activities that detract from work safety.

Actively support and participate in promotional and educational measures used in

department safety programs.

Immediately report all accidents and unsafe conditions to your supervisor.

Vehicle Operation

If you are required to drive a City vehicle or operate specific equipment, you must have a valid

Utah Driver’s License of the class/type required for your job and complete a Motor Vehicle Use

Agreement. You must operate all motor vehicles according to all federal, state, and local laws,

including all occupational safety laws, traffic laws, seat belt laws, and parking regulations. City

vehicles are for Provo City business only. The Mayor or Chief Administrative Officer may

authorize in writing an exception for personal use where work conditions warrant. (Policy 39)

Commercial Driver’s License

If your duties require a Commercial Driver’s License, you must comply with the Utah State

Department of Motor Vehicle requirements for qualification, testing, medical examinations, and

renewal procedures. Inform your department director and Human Resources immediately if you

have any traffic violation (except parking), conviction, or your license is suspended, cancelled,

revoked, or you are disqualified from driving.

Section


Employee Insider

Policies

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Driver Training

All employees must complete the online Defensive Driving course in the Employee Essentials

training program within 3 months after hire, once every 3 years, and as a refresher course as

instructed. (Policy 29)

Work Injuries and Accident Reporting

If you have a workplace accident, immediately report it to your supervisor and get appropriate

first-aid or emergency medical treatment at an approved facility (if needed). If medical treatment

beyond first-aid is needed, be sure to tell the doctor that it is a work injury so that treatment

costs are billed to the City’s workers’ compensation carrier. Treatment beyond the initial visit

must be pre-approved by the City’s workers’ compensation carrier or you may be personally

billed. Ask the doctor if you have any work restrictions due to your injury. Modified duty is

available for all employees who are injured on the job. Lastly, keep Human Resources and your

supervisor updated on any work restrictions, time needed for treatments, and doctor’s notes.

Approved Treatment Facilities and Order of Usage

INSTACARE (USE FOR NON-EMERGENCIES IF WORKMED IS CLOSED)

Provo Orem 395 W. Bulldog Blvd. 1975 S. State St. (801) 357-1770 (801) 741-5000 8:00 a.m. to 12:00 a.m. 8:00 a.m. to 8:00 p.m.

Open Monday through Sunday

UTAH VALLEY REGIONAL MEDCIAL CENTER (UVRMC) Hospital (USE ONLY FOR EMERGENCIES)

Provo

1034 N. 500 W. (801) 357-7001 24 hours a day

Open Monday through Sunday

WORKMED (USE FIRST FOR NON-EMERGENCIES)

Orem Springville 830 N. 980 W. 385 S. 400 E. (801) 724-4000 (801) 491-6400 8:00 a.m. to 5:00 p.m. 8:00 a.m. to 5:00 p.m.

Open Monday through Friday


Post-Accident Directions for Supervisors

If an employee you supervise has a workplace accident, ensure that the employee gets any

needed medical treatment. Take the employee to WorkMed or Instacare for non-emergencies

OR to the hospital for emergencies. Hospital visits for non-emergency treatment are not allowed

except when the other facilities listed above are closed.

Take the employee to WorkMed for post-accident drug and alcohol testing within 8 hours if any

of the following have occurred (call 801-387-8383 for after-hours drug testing):

Employee receives treatment at a medical facility

Employee is cited for the accident

Accident physically involves a citizen

Property damage over $1,000

Reasonable suspicion exists

Accident results in a fatality Supervisors are required to: (1) report serious injuries to the City Safety Officer immediately by

calling 801-852-7444. Per OSHA, a serious employee injury is defined as any of the following:

death, amputation, hospitalization, loss of consciousness, major bone fracture, damage to

eyesight, crushing, major cut or wound, significant burns, or a similarly severe injury or illness;

(2) fill out the accident report form located at Sire within 24 hours for all accidents regardless of

severity; (3) provide, or request from Human Resources, modified duty for any employee who

has work restrictions from a work injury.

Substance Abuse and Drug Testing

Provo City is committed to providing a workplace that ensures safety and encourages the

personal health and productivity of its employees. The City recognizes that substance abuse in

the workplace is a threat to the safety, health, and job performance of its employees.

Illegal Substances

You are prohibited from the use, sale, dispensing, distribution, arranging for distribution,

possession, or manufacture of illegal drugs and narcotics or alcoholic beverages on City

property or work sites. You are also prohibited from the off-premise use of alcohol and

possession, use, or sale of illegal drugs when such activities will adversely affect job

performance or safety. The City will not knowingly hire, unless federal or state law provides

otherwise, alcoholics or drug abusers whose current use of such substances would potentially

prevent them from performing their jobs or would constitute a threat to their safety or the safety

of others. (Policy 37)

Drug Testing

The City uses substance testing in a manner consistent with policy and applicable state and

federal law. Employees are subject to drug and alcohol testing as follows: (1) post-accident

testing, (2) reasonable suspicion, (3) random testing for safety sensitive positions, and (4)

random testing for commercial drivers in covered positions. (Policy 37 and 37A)

http://sire/sire/portal.aspx


Consequences of Substance Abuse

If you use or possess illegal drugs or alcohol in the workplace, you are subject to criminal

prosecution and disciplinary action up to and including termination. Successful completion of a

drug rehabilitation program may, in some cases, be required in lieu of or in addition to

disciplinary action. You must be free from drug dependence, illegal drug use, or drug abuse to

remain employed. All City employees have access to an Employee Assistance Program which

has confidential drug or alcohol rehabilitation services.

Employees who violate the substance abuse policy a second time will be immediately removed

from duty and terminated from employment. Employees who violate the substance abuse policy

by the theft of or tampering with City property, illegally selling, manufacturing, or distributing

drugs or alcohol will be terminated from employment on the first violation. (Policy 37)

Serious Disease

Employees with infectious, long-term, life-threatening, or other serious diseases may work as

long as they are physically and mentally able to perform their job duties without undue risk to

their own health or the health of others. For this policy, serious diseases include, but are not

limited to, cancer, heart disease, multiple sclerosis, hepatitis, human immunodeficiency virus

(HIV), acquired immune deficiency syndrome (AIDS), and tuberculosis.

Employees with a serious disease will be treated no differently than other employees. However,

if a serious disease affects their ability to perform assigned duties, these employees are to be

treated like other employees who have disabilities that limit their job performance. If you have a

serious disease and want to request reasonable accommodation, inform your department

director and the Human Resources Director. The City will support, where feasible and practical,

educational programs to enhance employee awareness and understanding of serious diseases.

The City complies with applicable safety regulations concerning exposure to blood or other

potentially infectious materials. Universal precautions, engineering and work practice controls,

and personal protective equipment are used to limit the spread of diseases in the workplace.

Immediately report to your supervisor any incident in which you believe you have been exposed

to a serious disease, blood, or other potentially infectious materials. (Policy 42)

Hazardous Material Communication (OSHA Right-to-Know Standard)

The City complies with federal toxic and hazardous materials communication standards - Toxic

and Hazardous Substances. This standard is intended “to ensure that the hazards of all

chemicals produced or imported are classified, and that information concerning the classified

hazards is transmitted to employers and employees.” This includes providing information to you

about the hazardous chemicals to which you are or may be exposed by means of the Hazard

Communication Program which includes using labels, warnings, maintaining Material Safety

Data Sheets (MSDS), and providing information and training. This applies to any chemical

which is known to be present in the workplace in such a manner that you may be exposed to

under normal conditions of use or in a foreseeable emergency. Locate, read, and familiarize

yourself with the MSDS in your work area.


Pay Plan and Pay Practices General Policy

The City strives to offer competitive pay rates in comparison to public

agencies that the City competes with for qualified employees. The City’s

compensation plan consists of many balanced parts, each designed to

address various aspects of pay, benefits, career progression, employee

rewards, internal equity, recruitment efforts, and market competition.

Job Classifications

Pay grades are assigned to classifications based on a variety of factors including: (1) essential

duties, (2) complexity and impact of tasks, (3) licensing and certification requirements, (4) scope

of duties, (5) required knowledge, skills, and abilities, (6) physical and mental demands, and (7)

comparable labor market data. A classification specification is the official document that outlines

the general nature of your position’s duties. It includes the job definition, essential duties,

minimum requirements, selection factors, tools and equipment that are used, physical demands,

and environmental factors. Your department may also have a job description and list of duties

that are specific to your position. (Policy 3 and 4)

Performance Appraisals

Annual pay increases are contingent upon receiving a satisfactory rating on a performance

appraisal. As part of the appraisal process, you are required to complete a self-appraisal in the

City’s online performance appraisal system. Your supervisor will review your self-appraisal and

consider its content when completing the official appraisal of your performance. Once your

appraisal is approved by your department director, your supervisor will meet with you to go over

the results. You will then have an opportunity to add final comments to the appraisal.

During your original 1-year probation period, your supervisor will conduct a brief assessment of

your performance after 3 months and a full appraisal prior to the completion of your probationary

period. If you are a Firefighter or Police Officer, you will be evaluated every 3 months during

your probationary period. Following completion of probation, your performance appraisals will

be conducted annually. You are eligible to get a step increase if you receive a satisfactory rating

on your end of probation appraisal and also on your annual appraisals. Step increases are not

awarded for 3-month appraisals. (Policy 11)

Section


Employee Insider

Policies




Annual Pay Increases

Most full-time positions are assigned to a pay grade with 14 defined merit steps. Each step in

the grade is 2.5% apart. Department directors and division directors do not have defined merit

steps, but typically move through their pay grade at the same 2.5% per increase amount. Your

initial placement in the pay grade is determined by your department director based on your

qualifications. You may then progress step-by-step within the designated pay grade annually

with a satisfactory performance appraisal rating. (Policy 4)

Other Pay Increase Opportunities

The City also provides the following opportunities to receive a pay increase:

Promotion

Employees who receive a promotion to a higher level position in a similar career path that is at

least two grades above their current classification will be moved to the first step in the new

grade that is closest to a 10% increase, provided they do not exceed the maximum salary rate

of the assigned grade. The employee must be placed at a minimum of the first step in the new

grade so the promotional increase may be higher than 10%.

Career Series Advancement

A career series advancement is the appointment of an employee from a position in a designated

series to a higher graded position within the same designated series. To advance, the employee

must meet the established criteria. Employees who receive a career series advancement will be

moved to the first step in the new grade that is closest to a 7.5% increase, provided they do not

exceed the maximum salary rate of the assigned grade.

Special Merit Increase

This is a step increase based on meritorious job performance that far exceeded expectations.

Such increases require approval of the Mayor or Chief Administrative Officer following a review

of the department’s recommendation.

Educational Incentive

A step increase may be given for earning a degree from an accredited college or university

since being hired in a job-related program approved by the department director and Mayor or

Chief Administrative Officer. An educational incentive increase is not available if the degree was

partially funded under the City’s educational assistance program.

Employee Recognition

Employees may receive lump sum monetary awards for accomplishments and contributions

related to achieving City goals and objectives including originality, creativity, significant

contributions, outstanding performance, length of service, safety, conduct, or to enhance

morale. (Policy 44)


Annual Grade Study

The purpose of the annual study is to ensure that the pay grade assigned to each position is

competitive with similar positions in other public agencies. You typically receive the equivalent

of a one-step increase if your grade is changed as a result of the annual study. See the

Employee’s Guide to the Annual Pay Grade Study for additional details.

Pay Practices The City has established pay practices to efficiently and effectively pay employees and comply

with applicable state and federal law. City pay rates for

all job classifications are based on a 40-hour workweek,

except for certain Public Safety job classifications. (Policy

18)

If you are non-exempt, you will use the electronic

timekeeping system to correctly record your work times in

and out. If your timesheet is incorrect, notify your

supervisor. No compensable work time is allowed to be

tracked, accrued, or used outside of the City’s official HR

payroll system. Timesheet falsification will result in

immediate termination.

Overtime and Compensatory Time

The City adheres to the federal Fair Labor Standards Act.

Non-exempt employees who work over 40 hours in the

week are eligible to receive overtime. Exempt employees

are not eligible to receive overtime. Overtime is

calculated at one and one-half of your base rate of pay.

All overtime hours must be approved by your supervisor

and department director before you work those hours.

You must be paid for all overtime hours worked

regardless of whether you received prior approval, but

you may be subject to discipline for working without approval.

Overtime may be paid as cash or compensatory time depending on your department’s policy.

Accrued compensatory time may not exceed a balance of 80 hours (112 hours for Fire

employees on modified schedules) without authorization of the department director, and may

never exceed the federal limit of 240 hours (480 hours for police officers and firefighters). You

are not eligible for overtime if you are an exempt employee. If you terminate, your compensatory

time balance is paid to you.

Pay Days

The City has a biweekly payroll of 26 pay periods per year. You will be paid every 2 weeks,

usually on Thursday following the end of the payroll period. The standard payroll period starts

on Sunday of a week and goes through Saturday of the following week.

How do I get my pay?

You will be paid through

direct deposit. You can direct

your funds to multiple

accounts at multiple

institutions. Your pay is

available on your payday.

Contact your financial

institution to see if banking

fees are waived when you

use direct deposit.

Need to make changes?

Use the employee self-

service portal or contact HR-

Payroll.

http://home.provo.org/SitePages/HUMAN%20RESOURCES%20BENEFITS.aspx


Payroll Deductions

To comply with federal and state laws, the City makes deductions from your pay which will

appear on your pay stub. By January 31st, you will receive a Wage and Tax Statement (W-2)

summarizing your income and deductions for the previous calendar year. If you have any

questions regarding your deductions, contact Human Resources-Payroll.

Call-Back Pay

Employees who are called back to work by the supervisor after scheduled work hours have

ended and before the next regularly scheduled work time are eligible to receive call-back pay, a

minimum of 2 hours at time and one-half the employee’s regular rate of pay.

On-Call Pay

Employees may be formally assigned by a supervisor to be available to return to work during

their non-work time. Employees who are officially placed in on-call status by having their off-duty

activities restricted are eligible for on-call pay. On-call pay is up to 2 hours at the employee’s

regular rate of pay for each day on-call.


Paid Time Off

Sick Leave

You accrue 3.6924 hours of sick leave hours per biweekly pay period

for a total of 96 hours annually. Accruals are prorated based on you

working a full pay period. If you are a Fire employee, your accrual rate

will be adjusted for your modified work schedule. Sick leave accrues

without a limit. Sick leave protects you from loss of income due to illness, injury, or family

emergency. You may use your accrued sick leave for

legitimate purposes as soon as it accrues. (Policy 15)

If you are absent from work for 3 days, or if there is

reason to suspect you may be abusing your sick leave,

your supervsor may require you to provide a doctor’s

note for your absence. You must provide a doctor’s

note for any sick leave absence of 5 days or more.

If you terminate your employment in good standing with

more than 20 years of full-time service, you will be paid

50% of your unused sick leave balance. If you leave in

good standing with less than 20 years of full-time

service, you will be paid 25% of your unused sick leave

balance.

Vacation Leave

You accrue paid vacation hours per biweekly pay

period based on the number of years you have been

employed with Provo City. Annualized accrual rates for

vacation leave are as follows:

Full-Time Service Years

Annualized Accruals Vacation Hours

Through 5 years 100

After 5 years 116

After 10 years 140

After 15 years 180

Accrual rates for firefighters are adjusted for their modified work schedules.

Section


Employee Insider

Policies

What is sick leave

buyout?

In your paycheck issued just

prior to Thanksgiving, you will

be paid for 50% of your unused

sick leave accrued during the

last year. You can take the

payment in cash or have the

money applied to URS 401K,

URS 457, ICMA 457, or HSA.

What if I don’t have a lot

of sick leave hours?

If you have less than 200 hours

of sick leave as of the annual

buyout date, you can opt out

and continue saving your sick

leave hours.




You may accrue up to 320 hours of vacation leave as of the

last day of the first pay period of each calendar year. You

may exceed a balance of 320 hours during the year, but

your bank must be reduced to the limit by the following

reduction deadline. If not reduced, all hours over 320 will be

forfeited. When you terminate, you will receive payment

computed at your current pay rate for your unused vacation

leave hours as of the last day of your employment. To get

your preferred times off, submit your vacation leave requests

well in advance to your supervisor. (Policy 16)

Holidays

The City has several employee work schedules. The two most common work schedules are the

4/10 (four 10-hour work days) and the 5/8 (five 8-hour workdays). Observed holidays are

subject to change to meet departmental staffing needs or if the holiday falls on a non-work day.

You are eligible for 100 hours of paid holidays annually based on the following work schedules:

Schedule – 4 Days at 10 Hours per Day (4/10)

January 1 New Year’s Day

Third Monday in January Martin Luther King Day

Third Monday in February Presidents’ Day

Last Monday in May Memorial Day

July 4 Independence Day

July 24 Pioneer Day

First Monday in September Labor Day

Fourth Thursday in November Thanksgiving

December 24 Christmas Eve

December 25 Christmas Day

Schedule – 5 Days at 8 Hours per Day (5/8)

January 1 New Year’s Day

Third Monday in January Martin Luther King Day

Third Monday in February Presidents’ Day

Last Monday in May Memorial Day

July 1 12 Hours Floating Holiday

July 4 Independence Day

July 24 Pioneer Day

First Monday in September Labor Day

Fourth Thursday in November Thanksgiving

Fourth Friday in November Day after Thanksgiving

December 24 Christmas Eve

December 25 Christmas Day

To qualify for holiday pay, you must be in active pay status the first scheduled working day

before and after the holiday. If a holiday falls on your regularly scheduled day off, you will be

scheduled by your department to use those holiday hours on another date. Fire and Police

employees on modified work schedules receive up-front holiday hours each January 1st.

When can I use my

vacation leave?

You may use vacation

leave hours after you

have completed 6 months

of service.


Employees with fluctuating work schedules continue to earn an equivalent of 100 holiday hours

per calendar year. All holidays must be used in the same year they are earned. If you terminate

your employment, you will be paid for any unused holiday hours computed at your current pay

rate. Holiday hours are counted as time worked for computing overtime. (Policy 18)

Family Medical Leave

Under the provisions of the Family Medical Leave Act of 1993 (FMLA), any City employee with

at least one year of continuous service (including at least 1,250 working hours) using a rolling

12-month period from the date an employee uses any FMLA leave, is entitled to take up to 12

weeks of unpaid leave for: (1) the birth of a child and to care for that child, (2) placement of a

child for adoption or foster care and to care for the newly placed child, (3) to care for a spouse,

child, or parent with a serious health condition, and (4) a personal serious health condition.

An employee on FMLA must first use all accrued sick leave before using other annual leaves

and compensatory time as part of FMLA, with the exception of FMLA to care for a child. In such

circumstances, the employee may opt to use accrued annual leave or compensatory time

before using sick leave. The use of accrued leave counts towards the 12-week FMLA allotment.

During authorized FMLA, the City will maintain the employer contribution to group medical,

dental, and basic life insurance premiums for the duration of that leave. The employee is

responsible for all employee-paid premiums during this time. (Policy 19A)

Other Leaves of Absence

Funeral Leave

Your department director may authorize a maximum of 3 working days of funeral leave for you

to attend the funeral of an immediate family member. You have the option of using your sick

leave, vacation leave, or compensatory time for this purpose. Sick leave used for this purpose

will not be considered used sick leave for the annual sick leave buyout. For funeral leave only,

immediate family includes spouse, parent, sibling, child, grandchild, grandparent, aunt, uncle,

niece, nephew, mother-in-law, father-in-law, son-in-law, daughter-in-law, brother-in-law, and

sister-in-law. (Policy 19)

Court Leave

You may be granted court leave to obey an official notice or subpoena to serve as a juror or

witness to a court action to which you are not a party. Show the official notice or subpoena to

your supervisor as soon as possible to schedule your absence. If your department director

deems that your absence would create serious operational difficulties, you or the City may

request for you to be excused from jury duty.

As a juror or witness, you are entitled to paid leave; however, you must provide Human

Resources – Payroll with a copy of your court check once you receive it. Your next paycheck

will be reduced by the amount you receive. You may only keep court payments if you choose to

use annual leave while you are in court. Your time and attendance will be noted for any time you

are absent from your regularly scheduled duties. If you are not selected for jury duty, or you are

released during work hours, you must return to your job. You will not receive court leave for

appearances for a civil or criminal case for which you have a direct personal interest. (Policy 19)


Annual Military Leave

United States Armed Forces or State National Guard reserve unit members are allowed up to 3

weeks paid leave per calendar year at an annual encampment or training. You must provide

official written notice from an appropriate military officer to Human Resources and your director

prior to taking the leave, otherwise your time off will be unpaid unless you elect to use accrued

vacation or compensatory time. (Policy 19)

Extended Military Leave

If you enter a United States Armed Services branch or you are called up for duty, you will be

granted a leave of absence without pay for up to 5 years. You will be reinstated to your former

position or a comparable position if you apply for reemployment within 90 calendar days of your

honorable discharge date or a return from active to reserve status. You may use your

accumulated vacation leave and compensatory time as needed to supplement your military

income or you may retain your unused leave balances until you return to City employment.

Time Off to Vote

You may request time off to vote during working hours on

an election day. Your supervisor must approve your actual

absence time. Request time off prior to the election day so

your supervisor can arrange for coverage. Voting absences

of 2 hours or less will not be charged against your leave

banks. If you are in an emergency response or critical

services position with coverage requirements and you are

registered outside Provo City limits, you may receive time

while on duty to obtain and vote by absentee ballot.

Organ or Bone Marrow Donor Leave

If you donate an organ or bone marrow, you will be given

the opportunity to take time off for your donation and subsequent recovery. You must have a

minimum of 100 hours of combined sick and vacation leave to qualify. If you do not have

enough accrued hours, donated leave will be accepted based on policy. Leave may be drawn

from any available accrual balance. Human organ donors are granted time off up to 30 days as

needed for donation and recovery. Bone marrow donors are granted time off up to 7 days as

needed for donation and recovery. You may use FMLA leave for donating an organ to a parent,

child, or spouse. You may use your own leave if you donate an organ to someone other than

parent, child, or spouse, but FMLA leave cannot be used. (Policy 19 and 19A)

Educational Leave

You may submit an application for educational leave without pay for no more than 90 calendar

days without jeopardizing your job status. To be eligible, you must first use all your available

annual leave and compensatory leave. Within the first 30 days after beginning educational

leave, you must provide your department director with proof that you are enrolled as a student

who is in good standing. You will not accrue any vacation leave, sick leave, or holiday pay credit

during educational leave. (Policy 19)

How do I

vote by

absentee

ballot?

Obtain absentee ballots at:

Utah County Absentee/Vote by

Mail or visit:

Utah County Building 100 East Center Street

Provo, UT 84606

http://utahcounty.gov/Dept/ClerkAud/Elections/Absentee.asp

http://utahcounty.gov/Dept/ClerkAud/Elections/Absentee.asp


Benefits

As a full-time employee, you are provided with many employee

benefits. Complete and official details of insurance plans and materials

are given at new employee orientation. The benefit summaries in this

section are for general information only.

Health Benefit Plans

You will receive a dollar amount from the City to apply toward your benefit costs. Your dollar

amount depends on whether you choose single or family medical insurance coverage. Benefit

coverage for you and your legal dependents will become effective on the first day of the month

following your hire date. The following benefits are available:

Group Medical Insurance

Group Dental Insurance

Supplemental Medical Insurance

Voluntary Accidental Death and Dismemberment for yourself and your dependents

Pre-tax Health Savings Account (HSA) and Flexible Spending Accounts (FSA)

Voluntary Vision Plan

Voluntary Employee Life Insurance (Spouse life insurance also available)

Voluntary Dependent Child Life Insurance Policy

Voluntary Legal Benefits

Health Savings Account Plan

You can save money for medical expenses through the City-sponsored Health Savings Account

(HSA) plan. Your HSA is tax-exempt when combined with a qualified high-deductible health plan

and can be used to pay for specific medical expenses. Contributions you make to your HSA and

qualified expense withdrawals are not taxed.

Group Insurance

After electing your benefits, you will receive an identification card and a certificate that describes

your rights and responsibilities under the City’s group plans. If you terminate employment, your

insurance coverage is active through the end of the month.

City-Paid Life Insurance

The City gives all full-time employees $50,000 of basic life insurance during the time which they

are employed with the City.

Section


Employee Insider

Policies




Long-Term Disability

The City provides full-time employees with long-term disability coverage. The City pays the

premium, but employees are responsible for the fringe benefit tax on the premium amount. The

tax-free benefit is 60% of your monthly pay (up to $6,000 per month) with a 3-month waiting

period between the day you become disabled and the day payments start. You are eligible to

receive LTD benefits 6 months from the first day of employment. Tier I Firefighters are covered

under a different plan through their retirement system after 5 years of employment.

Social Security

Most City employees are covered under the federal Social Security system. If you are covered,

the City will deduct the required contribution from your pay. Your deduction percentage for

Social Security and Medicare insurance is federally mandated and subject to change. The City

matches the Social Security and Medicare insurance percentages. Police officers and

firefighters do not participate in Social Security under the terms of their retirement program. All

employees hired after April 1, 1986 are required by federal law to pay the Medicare Hospital

Insurance Tax.

Retirement Contributions

All full-time regular employees (except specifically designated elected, appointed, or excluded

positions) are enrolled in the Utah Retirement System (URS) at the start of employment. Police

officers are members of the Public Safety Non-Contributory System. Fire Service employees are

members of the Firefighters Contributory System. All other employees are members of the

Public Employees Non-Contributory system. The City contributes the URS-mandated amount to

each retirement system. The overall retirement-related contribution per employee depends on

applicable contributions for the State Defined Benefit Retirement System, FICA, and 401(k)

programs. The specific allocation between programs is based on the employee-required state

retirement plan, City Ordinance, and FICA rates.

Deferred Retirement Compensation

The 401(k), 457, and IRA voluntary plans are available to help supplement your retirement

income. The 401(k) and 457 plans allow you to defer pre-tax contributions while the IRA plans

are after-tax contributions. The City will match up to 2% of an employee’s contribution to the

URS 401 (k) plan after 1 year of service (there is no waiting period for department directors and

elected officials). Deferral contribution limits are adjusted periodically for inflation.

Administered by the Utah Retirement Systems (URS) and the International City and County

Management Association (ICMA), these plans offer savings and tax advantages. Human

Resources has information about each plan; however, the City does not offer advice on plan

participation or personal investments. For advice, consult with URS, ICMA, or a private tax

consultant.

Workers’ Compensation

The City carries insurance to cover work-related injury or illness costs. Benefits help pay for

medical treatment and a portion of any income lost while recovering. Specific benefits are

prescribed by law depending on the circumstances of each case. To be assured of maximum


coverage, immediately report work-related accidents to your supervisor and complete an

Accident Report form within 24 hours of the accident. The City will not retaliate in any way if you

file a worker’s compensation claim. (Policy 21)

Employee Wellness Program

To help you stay healthy, the City provides a wellness program for you and your spouse. The

program will inform you of some possible health risks to you and your family members and

assist you in making any needed changes for an improved lifestyle. Wellness programs often

lead to an improved quality of life, a reduction in medical claims, controlled premium costs, and

higher productivity. The City’s medical insurance carrier also provides a health information

library, healthy lifestyle coaching, a maternity program, and many other online programs and

resources.

The City Wellness Program offers:

Wellness screenings

Periodic health and wellness promotions

Monthly health and fitness information

If you are interested in participating, contact Human Resources - Benefits.

Credit Union

The Police and Fire Credit Union offers membership to City employees and their immediate

family members. The credit union has savings accounts and loans. Payroll deduction for

savings account deposits or loan payments is available. For information, contact the PFCU at

(801) 377-5634.


Employee Perks

Full-time employees have access to a wide range of City perks.

Recreation and Athletic Facilities

You and one accompanying guest have free access to three fitness

centers while you are employed with the City. Show your City I.D.

Recreation Center

This facility includes exercise equipment, pools, water slides,

racquet ball courts, events, an indoor track, and many other

amenities.

Peaks Ice Arena

This facility houses two full-size ice rinks, an indoor soccer field, and the Fieldhouse which is

equipped with racks, benches, dumbbells, kettlebells, cardio equipment, 1,200 square feet of

turf, and more.

City Center Gym

Located beneath the City Center lobby, this facility is open 24 hours a day, 7 days a week. The

gym has treadmills, weights, and a small basketball area. Guests must be at least 14 years-old

to use this gym. Access the gym by using your City I.D. on the card reader pad. If your card

does not provide access, contact Facility Services.

Library

You have free access to the Provo City Library with your City-provided library card. To use

library services, download and complete the online application and take it to the library

circulation desk along with your City I.D.

East Bay Golf Course

You have a 50% discount on green fees at the City Golf Course, which provides golf services

for a variety of skill levels. Show your City I.D.

Shooting Sports Park

You and one accompanying guest have free access to the City Shooting Sports Park, a firearms

education and training facility. Show your City I.D.

Section


Employee Insider

Policies

Recreation Center

Peaks Ice Arena

Library

East Bay Golf Course

Shooting Sports Park



https://www.provo.org/community/recreation-center

https://www.provo.org/community/peaks-ice-arena

http://www.provolibrary.com/

http://www.eastbaygolf.com/

https://www.provo.org/departments/parks/shooting-sports-park


Discounts

You have access to several free discount services through third-party vendors. Check your City

email and the Employee Insider at home.provo.org for details. The City assumes no liability for

any transactions you make with these vendors.

Employee Assistance Program

The Employee Assistance Program (EAP) provides you and your family with confidential

counseling services. The City’s EAP includes The Life Connection which offers experienced,

professional counselors who will provide information, immediate treatment, or referral to other

resources. All contact is confidential. For information,

contact the Human Resources Division or The Life

Connection at 1-800-280-3782. Use company code:

Provo.

Educational Assistance

This program provides financial support to pursue

job-related courses and educational programs. You

must be in regular full-time status and have received

no significant disciplinary action against you in the

last year to be eligible for educational assistance.

Educational assistance is subject to department and

committee approval, the type of degree being

pursued, availability of funds, and maintaining

satisfactory grades. (Policy 28)

If I quit my job, do I have

to pay back my educational

assistance to the City?

Yes. Educational assistance is

not only designed to help you

perform your job better, but also

to provide the City with a return

on its educational investment. If

you leave within 3 years of your

graduation, you are required to

repay the City on a prorated

basis.

http://home.provo.org/


Conclusion

We are glad you chose employment with the City of Provo! We hope your City employment will

be beneficial for the growth and development of your career.

At New Employee Orientation, you received the following forms to complete and return to

Human Resources within the first 3 months of your employment.

1. Employee Manual Statement

This statement indicates that you have read this employee manual and you agree to

abide by City Policies and there is no employment contract between you and the City.

2. Safety Training Certification

This statement indicates that you and your supervisor have reviewed the hazards of your

job and work environment and that you will comply with safety rules and regulations.

If you have misplaced your forms, please go to the following pages to print them.

Contact Human Resources

We are available to assist you with your employment needs. If you have any questions,

concerns, or problems, please do not hesitate to contact our division. We will gladly assist you.

Please contact us at (801) 852-6198.

Enjoy your new job!

Section

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city of provo employee manual

Documents