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HomeMy WebLinkAboutFCS-17-100 - Policy Review - Various Human Resources Policies REPORT TO: Finance and Corporate Services Committee DATE OF MEETING: June 12, 2017 SUBMITTED BY: Michael Goldrup, Director of Human Resources, 519-741-2200 Ext. 7117 PREPARED BY: Linda Korabo, Executive Assistant, 519-741-2200 Ext. 7591 WARD(S) INVOLVED: N/A DATE OF REPORT: May 15, 2017 REPORT NO.: FCS-17-100 SUBJECT: Policy Review Various Human Resources Policies ___________________________________________________________________________ RECOMMENDATION: That the following Human Resources policy amendments as appended to report FCS-17-100 be approved: HUM-BEN-185 Overtime and Premium Payments; HUM-VAC-165 Leaves of Absence; HUM-WOR-135 Hours of Work and Rest Periods; HUM-WOR-###- Modified Hours Program; HUM-WOR-035 Business Travel and Meetings; and, HUM-WOR-190 Personal Vehicle Use Reimbursement. BACKGROUND: In the late Fall of 2015, Council approved a review of all corporate policies. Since that time, several staff reports have been prepared to advance this process. At the September 26, 2016 Council meeting, Council approved a list of policies categorized as The accompanying staff report re-iterated the descriptions differentiating the policy types and also indicated be brought forward separately. REPORT: This report brings forward some of the Human Resources policies requiring revision (it is anticipated additional Human Resources policies will be brought forward later in 2017). A brief description of each policy revision is provided and draft copies of all are attached. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 3 - 1 HUM-BEN-185 Overtime and Premium Payments The proposed change will permit overtime payments or time off in lieu of overtime for non-management employees in Grade 11. Additionally, a housekeeping change has See Appendix HUM-VAC-165 Leaves of Absence Proposed revisions will provide greater flexibility to staff and management given the ever-evolving definition of family or familial relationships. Policy revisions include: - or daughter-in-law to the 3-day bereavement leave entitlement; addition of a 1-day entitlement for the death of a person not covered by the policy, subject to Director approval; language clarity around individuals that stand in the place of parents as well as entitlements for part-time staff; and, the ability to defer leave for up to 6 months to allow attendance at interment or celebration of life ceremonies. See Appendix HUM-WOR-135 Hours of Work and Rest Periods This policy was previously referred to as Policy II-135- Hours of Work and Rest Periods but also included guidelines related to the Modified Work Program. All reference to the Modified Work Program has now been removed and a separate policy developed.See Appendix HUM-WOR-### - Modified Hours Program (New) New policy established separating the guidelines from those specifically referencing hours of work and rest periods. This policy also includes modified purpose/intent to allow for reasons beyond the extension of office hours. New provisions have been added noting the requirement of Supervisor approval and allowing for the removal from the program of any participants due to misuse. See Appendix HUM-WOR-035 - Business Travel and Meetings The revised policy replaces Policy II-35 Conference, Seminar & Meeting Attendance Expenses. Revisions include both housekeeping and policy additions and deletions, as follows: be more generic in nature and separate sections for Council and staff have been developed; members of Council will no longer require advance Council approval to attend a seminar/conference, regardless of location. Final expenditures will be signed off by the Mayor and reported annually on the Statement of Remuneration and Expense; 3 - 2 Council approval for the Mayor to participate in one international business mission per year to advance regional economic development objectives has been formally added as per a previous Council resolution; overseas business travel by staff will require advance approval by the Chief Administrator; attendance by staff or Council at business functions will be subject to budget funding; and, the addition of wording to formalize the expected treatment of business meeting/meal and/or alcohol expenses.See Appendix HUM-WOR-190 Personal Vehicle Use Reimbursement Housekeeping amendments have been made to remove specific criteria that previously qualified eligible mileage over lunch or rest periods. See Appendix ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report vision through the delivery of core service. FINANCIAL IMPLICATIONS: None. COMMUNITY ENGAGEMENT: INFORM advance of the council / committee meeting. PREVIOUS CONSIDERATION OF THIS MATTER: FCS-17-099 Policy Review Respect in the Workplace / Violence in the Workplace FCS-16-120 - Corporate Policy Review Administrative Policies ACKNOWLEDGED BY: D. Chapman, Deputy CAO Finance and Corporate Services 3 - 3 Policy No: HUM-BEN-185 POLICY Approval Date: December 17, 1990 Policy Title: OVERTIME AND PREMIUM PAYMENTS Reviewed Date: June 2016 Policy Type: COUNCIL Next Review Date: June 2021 Category:Human Resources Reviewed Date: Sub-Category: Benefits & Compensation Amended: December 10, 2001 Author:Author Unknown Amended: June 14, 2010 Amended: February 7, 2011 Dept/Div: Finance & Corporate Services/Human Resources Replaces: Repealed: Replaced by: Related Policies, Procedures and/or Guidelines: Hours of Work and Rest Periods HUM-WOR-135 1.POLICY PURPOSE: To provide for a method of payment for overtime work and premium payments. 2.DEFINITIONS: For purposes of this policy, “overtime” will be defined as: authorized work performance beyond the normal hours of work per day or normal hours of work per week. FOR NON-UNION, PERMANENT FULL-TIME EMPLOYEES, & MANAGEMENT (OTHER THAN MANAGEMENT AT GRADE 11 OR HIGHER) Overtime and premium payments for standby pay, call-in pay, shift premium and meal allowance will be in accordance with the C.U.P.E. Local #791 contract or, in the case of first line supervisors of hourly rated bargaining unit employees, the provisions of the respective collective agreements for their employees. 1 of 3 3 - 4 Policy No: HUM-BEN-185 Policy Title: OVERTIME AND PREMIUM PAYMENTS FOR EMPLOYEES CLASSIFIED AS TEMPORARY, PART-TIME AND STUDENT ordance with the Employment Standards Act. Overtime payments will be in acc 3.SCOPE: Where terms of a Collective Agreement differ from this Policy, the terms of the Collective Agreement will apply. POLICY APPLIES TO THE FOLLOWING: All Employees All Full-Time EmployeesAll Union ManagementC.U.P.E. 68 Civic NonUnionC.U.P.E.68 Mechanics TemporaryC.U.P.E.791 StudentI.B.E.W. 636 Part-Time EmployeesK.P.F.F.A. Specified Positions only:Other: CouncilLocal Boards & Advisory Committees 4.POLICY CONTENT: 1.At the discretion of the Department Head, time off regular working hours in lieu of overtime payment may be allowed when requested by the employee and at a time mutually agreeable. If time off is granted it shall be calculated at the appropriate overtime rates. Lieu time cannot be accumulated beyond twelve (12) months from the day it was earned. Any lieu time outstanding at the end of twelve (12) months will be paid out at the appropriate overtime rates to the employee. 2.All payments for overtime must be authorized by the employee’s immediate supervisor and/or the Department head. 3.The authorization and control of individual staff overtime shall be the responsibility of the Department Head concerned who shall also be responsible for ensuring that regulations pertaining to overtime as outlined in the Employment Standards Act are adhered to. 4.With prior written authority of the Human Resources Division, a Department Head may make special arrangements with respect to overtime payments for employees who, due to the nature of their job, need to work flexible hours as opposed to being paid for overtime or having time off in lieu of. 2 of 3 3 - 5 Policy No: HUM-BEN-185 Policy Title: OVERTIME AND PREMIUM PAYMENTS 5.HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01 – Policy template reformatted and given new numbering system. Formal Amendments 2001-12-10 – Resolution passed by Council. 2010-06-14 – Resolution passed by Council. 2011-02-07 – Resolution passed by Council. 3 of 3 3 - 6 Policy No: HUM-VAC-165 POLICY Approval Date: December 17, 1990 Policy Title: LEAVES OF ABSENCE Policy Type: COUNCIL Reviewed Date: June 2016 Next Review Date: June 2021 Category:Human Resources Reviewed Date: Sub-Category: Vacation, Leave & Hours of Work Amended: May 21, 1996 Author:Author Unknown Amended: December 10, 2001 Amended: June 14, 2010 Dept/Div: Finance & Corporate Services/Human Resources Amended: February 7, 2011 Replaces: Repealed: Replaced by: Related Policies, Procedures and/or Guidelines: Benefits & OMERS Pension Plan HUM-BEN-20 Vacation HUM-VAC-245 Specified Holidays HUM-VAC-225 Sick Leave, Family Medical Leave & WSIB HUM-VAC-215 1.POLICY PURPOSE This policy is intended to outline the various leaves of absence employees are entitled to. 2.DEFINITIONS: Employee’s Partner: For purposes of this policy, the term “employee’s partner” shall be deemed to include a common-law partner provided that the employee has previously declared the common-law relationship in writing to the Human Resources Division in the manner and form prescribed by the City. 1 of 8 3 - 7 Policy No: HUM-VAC-165 Policy Title: LEAVES OF ABSENCE Working Day: For the purposes of this policy, a working day shall be defined as the normal scheduled hours at the regular rate of pay for that day. In the place of the parent: For the purposes of this policy, the term “in the place of the parent” shall be defined as a person with legal and/or familial responsibility having taken on significant functions of a parent. 3.SCOPE: POLICY APPLIES TO THE FOLLOWING: All Employees All Full-Time EmployeesAll Union ManagementC.U.P.E. 68 Civic NonUnionC.U.P.E.68 Mechanics TemporaryC.U.P.E.791 StudentI.B.E.W. 636 Part-Time EmployeesK.P.F.F.A. Specified Positions only:Other: CouncilLocal Boards & Advisory Committees BereavementLeaveAll employees* Jury Duty & Attendance in Court Leave All employees* Military Leave All employees* Personal Unpaid Leave of Absence All employees* Pregnancy and/or Parental Leave All employees* Self-Funded Leave Management, Permanent Full-Time Non –Union, Permanent Full-Time Union *Where an employee is covered by a Collective Agreement, if the terms of the Collective Agreement differ from this Policy, the terms of the Collective Agreement will apply. 2 of 8 3 - 8 Policy No: HUM-VAC-165 Policy Title: LEAVES OF ABSENCE BEREAVMENT LEAVE 4.POLICY PURPOSE: This policy is intended to provide paid time away from work in the event of a death of a member(s) of the employee’s immediate family. 5.POLICY CONTENT: All bereavement leave is it to be taken within five (5) calendar days before or after the day of the funeral. Additional unpaid leave of absence for bereavement purposes may be granted upon request. A permanent full-time, part-time, or temporary full-time employee will receive five (5) working days off with pay in the event of a death of: The employee’s partner The employee’s child The employee’s partner’s child The employee’s grandchild The employee’s partner’s grandchild The employee’s mother or father (or anyone who stands in place of the parent) The employee’s partner’s mother or father (or anyone who stands in place of a parent) The employee’s stepmother or stepfather The employee’s grandmother or grandfather The employee’s brother or sister A permanent full-time, part-time or temporary full-time employee will receive three (3)working days off with pay in the event of a death of: The employee’s partner’s sister The employee’s partner’s brother The employee’s partner’s stepmother or stepfather The employee’s partner’s grandmother or grandfather The employee’s son in law or daughter in law A permanent full time*, part-time* or temporary full-time employee* will receive two (2)scheduled working days off with pay in the event of a death of: 3 of 8 3 - 9 Policy No: HUM-VAC-165 Policy Title: LEAVES OF ABSENCE The partner of the employee’s brother or sister At the discretion of the Director, an employee may be granted one (1) day for the death of a person other than those provided for through policy. Where interment or celebration of life ceremonies are held on a later date, one or more of the above days provided through this policy may be postponed up to six (6) months. A scheduled part-time employee will receive the shift equivalent of the above noted entitlement provided they are taken is successive shifts within the pay period of the death. For example, a five (5) day entitlement for a part-time employee: If scheduled 5, 4-hour shifts in the pay period will result in 5 shifts of bereavement or 20 hours If scheduled 3, 4-hour shifts in the pay period will result in 3 shifts or 12 hours If scheduled 1, 4-hour shift in the pay period will result in 1 shift or 4 hours. JURY DUTY & ATTENDANCE IN COURT LEAVE 6.POLICY PURPOSE To provide a leave of absence for an employee who is required to attend court proceedings. 7.POLICY CONTENT An employee who is required to serve as a juror or subpoenaed witness in any court, shall be granted a leave of absence. An employee shall notify their immediate supervisor as soon as the employee is aware of the requirement to serve as a juror or witness. Such leave shall not constitute a break in service. Upon completing of jury duty or attendance as a witness, such employee shall present to the Department Head a satisfactory certificate showing the period of such service. Such employee will be paid full salary or wages at straight time, not to exceed scheduled regular hours of work, for the period of such summons to jury duty or summons under subpoena to attend as a witness, provided the employee deposits with the Deputy CAO, Finance and Corporate Services, the full amount of compensation received, excluding expenses, and an official receipt thereto. 4 of 8 3 - 10 Policy No: HUM-VAC-165 Policy Title: LEAVES OF ABSENCE MILITARY LEAVE 8.POLICY PURPOSE To establish support for the activities of the Canadian Reserve Forces by providing a mechanism for staff members who are Reservists to obtain necessary unpaid leaves of absence. 9.POLICY CONTENT An unpaid Military leave of absence request will be granted upon written request to the employee’s Department Head, in accordance with the Employment Standards Act. To qualify for the leave a reservist must have worked for the Corporation for at least six (6) consecutive months. Reservists are entitled to an unpaid leave period necessary to engage in the operation they are deployed to. In the case of international operations this would include any pre-deployment (training) or post- deployment activities required by the Canadian Forces. During the period of approved Military Leave, insurance benefits shall be maintained by the Corporation. Accumulated credited service in OMERS will be at the discretion of the affected employee. Should the employee wish to maintain credited service, the arrangements will be in accordance with OMERS policies/city bylaws. PERSONAL UNPAID LEAVE OF ABSENCE 10.POLICY PURPOSE The City may grant unpaid leaves of absence to an employee where good and sufficient cause exists. 11.POLICY CONTENT A leave of absence may be granted upon written request to the employee’s Department Head. Personal leaves of absence in excess of three (3) months’ duration require the prior approval of the Department Head, and the Chief Administrative Officer. The approval process will involve consideration of the following factors: a)Length of employment; b)Number of previous unpaid leaves of absence; 5 of 8 3 - 11 Policy No: HUM-VAC-165 Policy Title: LEAVES OF ABSENCE c)The purpose of the leave of absence; d)The ability of the department to cover the employee’s work during the leave of absence; and e)Any other relevant factors. In the case of requests for leave of absence from a Department Head, such requests shall be placed before Council. PREGNANCY AND/OR PARENTAL LEAVE 12.POLICY PURPOSE To provide a leave of absence for an employee who requests a pregnancy and/or parental leave. 13.POLICY CONTENT Pregnancy Leave is available to all female staff without a waiting or qualifying period. All other terms and conditions are as established by the Employment Standards Act. The City of Kitchener supports employees wanting to participate in parental leave. As a new parent, you have the right to take job-protected, unpaid time off work once a child is born or first comes into your care. During pregnancy/parental leave service shall continue to accrue but period of leave shall not count towards probationary periods, or periods of progression on a pay scale. The Employee on leave shall continue to accumulate vacation and sick leave entitlement during the length of the Pregnancy and/or Parental Leave. In the event that vacation accrual exceeds the allowable carryover, excess accumulation must be taken following the expiry of the leave and prior to the employee returning to work. Exceptions to this will only be allowed with express written permission from the Department Head, and in all cases, the carryover must be taken within ten (10) months from the end of the leave. Insurance Benefits shall be maintained by the Corporation during the Pregnancy and/or Parental Leave. All other benefits shall be in compliance with the Employment Standards Act. Adoption leave shall be granted in the same manner as parental leave. 6 of 8 3 - 12 Policy No: HUM-VAC-165 Policy Title: LEAVES OF ABSENCE SELF-FUNDED LEAVE 14.POLICY PURPOSE To provide a plan whereby interested employees may plan, upon approval, a self- funded, paid leave of absence of between three (3) and twelve (12) months in duration. 15.POLICY CONTENT A permanent full time employee may make application for a Self-Funded Leave after three (3) or more years of service. A request for a Self-Funded Leave must be made in writing and approval of such leave must be obtained from the employee’s Department Head and Chief Administrative Officer. 1.Plan Description a)General The Self-Funded Leave Plan (SFLP) consists of two parts. The first part called the Salary Deferral Period precedes the actual leave of absence and it is during this period that the employee receives a reduced salary. The amount of money not received by the employee (i.e. deferred) is accumulated by the City and retained for the employees to finance the period of leave of absence. The length of the Salary Deferral period may vary in accordance with the SFLP. The second part is the leave of absence itself. During this period the employee receives the monies previously deferred. b)Duration of Leave Minimum of three (3) months, and a maximum of twelve (12) months. c)Duration of Salary Deferral Minimum of two (2) years and a maximum of five (5) years. d)Amount of Salary Deferral Minimum of ten percent (10%) and a maximum of thirty-three and one third percent (33 1/3%) of normal salary in each year 7 of 8 3 - 13 Policy No: HUM-VAC-165 Policy Title: LEAVES OF ABSENCE preceding the leave. The total maximum amount deferred over the complete salary deferral period cannot exceed one hundred percent (100%) of normal salary. Normal salary shall, for purposes of this plan, exclude all forms of premium payments. e)Agreement An employee who has been accepted into the Self-Funded Leave Plan must enter into an agreement satisfactory to the Corporation which will detail the terms and conditions of the Plan. Such agreement must be signed off by Human Resources and the employee. All agreements are subject to the provisions of the Canadian Income Tax Act. NOTE: Leaves of absence longer than thirty (30) calendar days will require the employee to fund the premium costs of any benefits that are continued during such leave. For the purpose of OMERS any leave of absence is considered a break in service and the employee may buy back this service by paying both their own and the Employer’s contributions. 16.HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01 – Policy template reformatted and given new numbering system. Formal Amendments 1996-05-21 – Resolution passed by Council. 2001-12-10 – Resolution passed by Council. 2010-06-14 – Resolution passed by Council. 2011-02-7 – Resolution passed by Council. 8 of 8 3 - 14 POLICY Policy No: HUM-WOR-135 Approval Date: December 17, 1990 Policy Title: HOURS OF WORK & REST PERIODS Reviewed Date: June 2016 Policy Type: COUNCIL Next Review Date: June 2021 Category: Human ResourcesReviewed Date: Sub-Category:Workplace Practices Amended: December 10, 2001 Author: Unknown Amended:March 29, 2004 Amended: May 9, 2004 Dept/Div:Finance & Corporate Services/Human Resources Amended: June 14, 2010 Amended: February 7, 2011 Replaces: Repealed: Replacedby: Related Policies, Procedures and/or Guidelines: Overtime and Premium PaymentsHUM-BEN-185 Alternative Working Arrangements HUM-WOR-10 1.POLICY PURPOSE: Tooutline the general hours of work and rest periods and provide a basis for calculating time worked. However, this policy shall not be a guarantee of the hours of work per day nor as to days per week, nor as guarantee of working schedules. 2.DEFINITIONS: To be included at next review. 1 of3 3 - 15 Policy No: HUM-WOR-135 Policy Title: HOURS OF WORK & REST PERIODS 3.SCOPE: Where terms of a Collective Agreement differ from this Policy, the terms of the Collective Agreement will apply. POLICY APPLIES TO THE FOLLOWING: All Employees All Full-Time EmployeesAllUnion ManagementC.U.P.E. 68 Civic Non UnionC.U.P.E. 68 Mechanics TemporaryC.U.P.E. 791 StudentI.B.E.W. 636 Part-Time EmployeesK.P.F.F.A. Specified Positions only:Other: CouncilLocalBoards & Advisory Committees 4.POLICY CONTENT: 1.Permanent Full Time Employees: a)Office, Clerical and General Administration: The normal hours of work for an employee in this group shall be thirty- five (35) hours per week, seven (7) hours perday exclusive of an unpaid one (1) hour lunch period. b)The normal hours of work for a number of classifications* shall be forty (40)hours per week, eight (8) hours per day inclusive of a paid twenty (20)minute lunch period. *NOTE:A complete list offorty (40) hour per week classifications may be obtained from Human Resources. c)The normal hours of workfor most office workersare 9:00 a.m. to 5:00 p.m., Monday through Friday.However, normal hours of work vary in different areas (i.e. 9-5 is not the standard work day in every work location). 2.Temporary Full Time Employees: A temporary full time employee will work the same number of hours as the employee’s permanent full time counterpart. 2of3 3 - 16 Policy No: HUM-WOR-135 Policy Title: HOURS OF WORK & REST PERIODS 3.Part Time Employees: A part time employee will work possibly a variety of hours per day or per week but not to regularly exceed twenty-four (24) hours per week. 4.Students: A student employee will work the standard number of hours as the employee’s permanent full time counterpart. A fifteen (15) minute rest period shall be granted to all employees in the morning and in the afternoon of each regular working day. Entitlement to rest periods shall be on the basis of one (1) break for each three and one-half (3 ½) hours of scheduled work (excluding overtime) for employees working a thirty-five (35) hour work week and, for employees working a forty (40) hour work week, one (1) break for each four (4) hours of schedule work (excluding overtime).The fifteen (15) minute period is to be from the time of leaving one’s work station to the time of returning and assuming normal duties. Departments may wish to regulate the time at which these rest periods are taken so that an adequate complement of staff is maintained in each department at all times. An employee cannot work through rest periods or lunch breaks in order to shorten the work day. Nor can rest periods be added to a lunch hour. Failure to take a rest period forfeits this period of time and rest periods are non- accumulative. An employeeis permitted to leave the work site or station during this break period. 5.HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01 – Policy template reformatted and given new numbering system. Formal Amendments 2001-12-10 – Resolution passed by Council. 2004-03-29 – Resolution passed by Council. 2005-05-09 – Resolution passed by Council. 2010-06-14 – Resolution passed by Council. 2011-02-07 – Resolution passed by Council. 2016-02-16 – Separation of the Modified Work Program policy from the Hours of Work and Rest Periods policy. 3of3 3 - 17 Policy No: NEW POLICY Approval Date: Click here to enter a date. Policy Title: MODIFIED HOURS PROGRAM Policy Type: COUNCILNext Review Date: May 2021 Reviewed Date: Category: Human Resources Sub-Category:Workplace Practices Amended: Author: Director of Human Resources Replaces: Repealed: Dept/Div:Finance and Corporate Replacedby: Services/ Human Resources Related Policies, Procedures and/or Guidelines: Overtime and Premium Payments HUM-BEN-185 Alternate Working Arrangements HUM-WOR-10 1.POLICY PURPOSE: To provide guidelines for employees and their Supervisors/Managers, with respect to use of the Modified Hours program. 2.DEFINITIONS: To be included at next review. 3.SCOPE: POLICY APPLIES TO THE FOLLOWING: All Employees All Full-Time EmployeesAllUnion ManagementC.U.P.E. 68 Civic Non UnionC.U.P.E. 68 Mechanics TemporaryC.U.P.E. 791 StudentI.B.E.W. 636 Part-Time EmployeesK.P.F.F.A. Specified Positions only:Other: CouncilLocal Boards & Advisory Committees 1 of 3 3 - 18 Policy No: Policy Title: MODIFIED HOURS PROGRAM 4.POLICY CONTENT: Temporary and permanent employees or Managers normally working 35 hours per week may request to participate in the modified hours program. Prior to participation, approval must be received, in writing, from the employee’s Supervisor. Note that, where circumstances warrant, i.e. scheduling difficulties, this program may not be available to all employees. Approval is at the discretion of the individual employee’s supervisor, based on operational needs. Requests however, will not be unreasonably denied. T he following guidelines will apply in all circumstances: 1.An employee may request to extend their normal daily hours of work from 7 to 7 ½ hours, in effort to extend the daily operating hours and availability of a particular service or for other operationally practical reasons, by: a.Reporting to work 30 minutes earlier than their normal start time, b.Continuing to work for an additional 30 minutes after their normal end time, or c.Reducing their unpaid lunch period to 30 minutes Examples: Monday through Friday – 8:30 am to 5:00 pmwith a 1 hour lunch Monday through Friday – 9:00 am to 5:30 pmwith a 1 hour lunch Monday through Friday – 9:00 am to 5:00 pmwith a 30 min. lunch 2.Employees may elect to work a variation of the normal hours of work with pre approval from their Supervisor. Examples: Monday through Friday – 8:00 a.m. to 4:30 p.m. with a 1 hour lunch Monday through Friday – 8:30 a.m. to 4:30 p.m. with a 30 min. lunch 3.T he max daily accumulation of hours in the modified hours program is not to exceed 30 minutes. 4.All hours will be accrued at straight time. 5.Time will not be accrued on days not worked; i.e. vacation, sick leave, bereavement, statutory holidays. 2of 3 3 - 19 Policy No: Policy Title: MODIFIED HOURS PROGRAM 6.Accumulated time off may be taken at a mutually agreeable time, determined between the Supervisor and employee. 7.Accrued time may not exceed a maximum of 5 days. 8.Overtime rates shall apply after 7 ½ hours of work, however all overtime must be pre-approved (refer to Policy HUM-BEN-185 Overtime and Premium Payments) 9.Time spent in training program may be counted toward the accumulation of the modified time if either the hours of the training session reflect 7.5 hours, or if the combination of training hours and time spent by the employee in association with regular duties equates to 7.5 hours. 10.Employees transferring to another work location where the modified program is not available will be provided with accrued time off where possible. If this proves impossible, then payment will be made at straight time. 11.Upon termination of service, any outstanding hours in the modified hours program will be paid at straight time. 12.An employee found to be misusing the modified hours programs may be removed from participation indefinitely. 5.HISTORY OF POLICY CHANGES Administrative Updates No update history as yet. Formal Amendments No amendment history as yet, policy effective ___. 3of 3 3 - 20 Policy No: POLICY Approval Date: Click here to enter a date. Policy Title: BUSINESS TRAVEL & MEETINGS Next Review Date: May 2021 Policy Type: COUNCIL Reviewed Date: Category: Human Resources Amended: Sub-Category:Workplace Practices Replaces:Conference, Seminar & Author: Director of Human Resources Meeting Attendance Expenses II-35 Repealed: Dept/Div:Finance and Corporate Replacedby: Services/ Human Resources Related Policies, Procedures and/or Guidelines: 1.POLICY PURPOSE: To establish rules and procedures with respect to business related travel or meeting expenses such as authorized conferences, seminars, trade shows or meetings. 2.DEFINITIONS: To be included at next review. 3.SCOPE: POLICY APPLIES TO THE FOLLOWING: All Employees All Full-Time EmployeesAllUnion ManagementC.U.P.E. 68 Civic Non UnionC.U.P.E. 68 Mechanics TemporaryC.U.P.E. 791 StudentI.B.E.W. 636 Part-Time EmployeesK.P.F.F.A. Specified Positions only:Other: CouncilLocal Boards & Advisory Committees 1 of5 3 - 21 Policy No: Policy Title: Business Travel Meetings 4.POLICY CONTENT: 4.1General Protocol Employees travelling on Citybusiness are representing the corporation. Theyare expected to conduct themselves with dignity and behave ethically at all times. Expenses incurred on business functions should be consistent with reasonable standards. Those who have any doubt as to the appropriateness of a specific travel expense should consult with their supervisor for guidance. 4.2Business Travel by Council a)Business travel by Council includes conference attendance, participation as executive members of provincial/national associations, and trade missions by the mayor. b)The budgeted amount allocated to each member of Council for conferences shall be determined at the start of each new term of Council for use during the four year term. c)Thebudget for attendance at conferences shall be allocated equitably amongst the individual membersof Council. d)The Mayor shall be provided with an additional allocation from Council’s conference budget, in acknowledgement of the duties associated with being the head of Council. e)All business related travel expenditures will be reported to the public on the annual statement of remuneration and expenses. f)In the event that a member of Council exceeds their conference budget, the balance in excess of the approved budget will be charged against the next available pay. g)Expenses incurred by individual members of Council in relation to being executive members of provincial and/or national associations/organizations as well as costs associated with trade missions, shall not be subject to the expense limits enacted via this policy as they are not funded through the Council conference budget. 2of5 3 - 22 Policy No: Policy Title: Business Travel Meetings h)The Mayor may participate in one international business mission per year with the Waterloo Economic Development Corporation to advance the regional economic development objectives related to foreign direct investment. i)A member of Council is required to have his/her final travel costs approved by the Mayor.The Mayor is required to have his/her final travel costs approved by the Chief Administrative Officer. 4.3Business Travel by City Staff a)Subject to budget funding, City staff may attend a business function relevant to his/her employment with the City. If any such business function (e.g. conference, seminar, meeting, trade show) is held in a location outside of Canada or the United States, or in Hawaii or Alaska, attendance shall first be specifically approved by the CAOin writing. In the event that the CAO is required to travel outside of Canada or the United States, or in Hawaii or Alaska,attendance shall first be specifically approved by the Mayorin writing. b)Allbusiness travel expenditures for City staff must be pre-approved. Final expenses greater than 110% ofthe pre-approved amount must be re-submitted for approval. The following table indicates the approver for each attendee: Attendee Approver CAOMayor Deputy CAOCAO Member of staffDeputy CAO or Director 4.4Daily Allowance (per diem) The attendee will be allowed a daily allowance to cover meals and miscellaneous expenses if not covered by the registration fee. The daily allowance applies to each day of the business function as well as for the day of travel prior to and immediately after the business function, if applicable. The daily allowance includes a provision for breakfast, lunch and dinner, as well miscellaneous expenses (dry cleaning,hotel gratuities, personal telephone calls, and miscellaneous personal expenses). The daily allowance rates will be reviewedeach year during the annual operating budget process. Any approved budget changewill be effective st April 1. 3of5 3 - 23 Policy No: Policy Title: Business Travel Meetings 4.5Hotel Accommodation Reasonable costs for hotel accommodations will be reimbursed for each night required for business travel. 4.6Transportation Reasonable costs for transportation will be reimbursed. For significant distances, the most economical method must be determined and documented. When determining costs for each method, attempts must be made by checking in advance to obtain a discounted fare. Costs may also include ground transportation to and from airports, bus terminals and train stations, parking, mileage,andcancellation insurance.In this case, the attendee will only be reimbursed up to the total cost of the most economical method of transportation. 4.7SingleDay Travel Where attendance at a one day business function is authorized, the attendee shall be reimbursed for actual expenses, registration fees and applicable mileage only. For allowable meals, the attendee will be reimbursed their actual expenses up to the daily allowance rate for that respective meal. The attendee shall not be reimbursed forhotel accommodation except for special circumstances as determined by the individual authorizing the attendance. 4.8Final Reporting Final accounting of expenditures including applicable receipts and documentation should be submitted to Accounting withinthirty (30) days of attending the event. 4.9Companion Expenses Council members and staff shall be responsible for all additional expenses incurred as a result of a spouse or companion travelling with them. 4.10Business Meals and/or Meeting Expenses It may be appropriate for employees to conduct meetings relating to City business that may include food and/or beverages. In these circumstances, actual costs will be reimbursed if approved by the employee’ssupervisor. 4of5 3 - 24 Policy No: Policy Title: Business Travel Meetings In general, alcohol will not be reimbursed except in a meeting involving external business contacts and where the approving supervisor determines the expense to be appropriate. When two or more staff members are present, and where reasonably possible, the highest ranking person presentshould pay for the expenditure and submit the respective expense claim once approved by their supervisor. 5.HISTORY OF POLICY CHANGES Administrative Updates No update history as yet. Formal Amendments No amendment history as yet, policy effective ___. 5of5 3 - 25 Policy No: HUM-WOR-190 POLICY Approval Date: December 17, 1990 Policy Title: PERSONAL VEHICLE USE – REIMBURSEMENT Reviewed Date: May 10, 2001 Policy Type: COUNCIL Reviewed Date: June 2016 Category: Human Resources Next Review Date: May 2021 Reviewed Date: Sub-Category:Workplace Practices Amended: January 23, 1995 Author: Unknown Amended:December 10, 2001 Dept/Div:Finance and Corporate Replaces: Services/ Human Resources Repealed: Replacedby: Related Policies, Procedures and/or Guidelines: 1.POLICY PURPOSE: Employees who are required to use their personal automobiles for City business will be reimbursed for mileage. 2.DEFINITIONS: To be included at next review. 1 of 3 3 - 26 Policy No: HUM-WOR-190 Policy Title: PERSONAL VEHICLE USE – REIMBURSEMENT 3.SCOPE: POLICY APPLIES TO THE FOLLOWING: All Employees All Full-Time EmployeesAllUnion ManagementC.U.P.E. 68 Civic Non UnionC.U.P.E. 68 Mechanics TemporaryC.U.P.E. 791 StudentI.B.E.W. 636 Part-Time EmployeesK.P.F.F.A. Specified Positions only:Other: CouncilLocal Boards & Advisory Committees Where terms of Collective Agreement differ from this Policy, the terms of the Collective Agreement will apply. 4.POLICY CONTENT: The rate of reimbursement for mileage will be as determined by Council during the annual operating budget process. An employee is required to obtain prior authorization from the employee's supervisor for use of the employee's automobile on City business. The following shall apply to all normal (non-conference/seminar) mileage claimed: Mileage will be claimed utilizing the City facility which is the employee's normal work location as the starting and ending point on any given day's mileage. Where an employee is on assignment over the lunch or rest periods, reasonable mileage can be claimed in order to drive to a location for a break. The cost of parking will also be reimbursed as a result of the need to use a personal vehicle for City business. 5.HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01 – Policy template reformatted and given new numbering system. Formal Amendments 1995-01-23 – Resolution passed by Council. 2001-12-10 – Resolution passed by Council. 2of 3 3 - 27 Policy No: HUM-WOR-190 Policy Title: PERSONAL VEHICLE USE – REIMBURSEMENT 3of 3 3 - 28