Transcription
Human ResourcePOLICY MANUAL
The policies in this manual are not firm conditions ofemployment, and the language is not intended to create anemployment contract between the State and its employees. TheOffice of Management and Budget director reserves the right toalter, amend, modify, rescind, or otherwise change the content ofthis manual as permitted by law, in its sole discretion, andwithout advance notice to any employee affected by theprovisions of this manual.Updated: 3/18/2022
Table of ContentsHR-Related Forms . 8CHAPTER 1: INTRODUCTION . 3SECTION 1. PURPOSE . 3SECTION 2. APPLICATION . 3SECTION 3. REVISION AND DISTRIBUTION . 3SECTION 4. DEFINITIONS . 3CHAPTER 2: RESPONSIBILITIES . 5SECTION 1. EMPLOYEE RESPONSIBILITIES . 5Confidentiality . 5Customer service. 5Dress/image . 5ID Cards . 5Keys . 5Bulletin Boards . 6Report of Fraudulent/Significant Dishonest Acts . 6SECTION 2. ETHICS POLICY . 6Additional Employment. 7Compliance with Laws and Regulations. 7Conflicts of Interest . 7Political Activity . 8Discrimination, Harassment, and Personal Conduct . 9Employee Privacy and Other Confidential Information. 9Use and Protection of OMB and State Assets . 9Financial, Personnel, and Other Records . 9Policy Compliance . 9SECTION 3. EMPLOYMENT OF RELATIVES/NEPOTISM . 10CHAPTER 3: EMPLOYMENT PRACTICES . 12SECTION 1. EQUAL EMPLOYMENT OPPORTUNITIES . 12SECTION 2. WORKPLACE ANTI-HARASSMENT. 12SECTION 3. AMERICANS WITH DISABILITIES ACT (ADA AND ADAAA) . 13SECTION 4. WORKPLACE VIOLENCE . 14SECTION 5. DRUG AND ALCOHOL-FREE WORKPLACE . 15SECTION 6. SMOKING AND TOBACCO USE . 16SECTION 7. HOSTILE WORK ENVIRONMENT . 16
Supervisor/Manager Responsibilities. 17Division Director Responsibilities . 17SECTION 8. POLICY REVIEW . 17CHAPTER 4: RECRUITMENT, SELECTION, REFERENCE, AND BACKGROUND CHECKS . 19SECTION 1. RECRUITMENT & SELECTION . 19SECTION 2. REFERENCE AND BACKGROUND CHECKS . 19SECTION 3. CRIMINAL HISTORY RECORD INFORMATION . 20SECTION 4. APPLICANT OPEN RECORDS. 20CHAPTER 5: EMPLOYEE WORK HOURS, PAYROLL REPORTING, PERSONNEL RECORDS,RECORDS MANAGEMENT, AND LITIGATION HOLD ORDER . 22SECTION 1. HOURS OF WORK (NDAC 46-02-07-02) . 22Work Breaks . 22Lunch Breaks. 22Nursing Mother Breaks (NDCC 23-12-16, 23-12-17). 22Travel Time . 23SECTION 2. OVERTIME AND COMPENSATORY TIME (NDAC 4-07-07) . 23Exempt Employees . 23Non-Exempt Employees. 23SECTION 3. KEY PERSONNEL . 24SECTION 4. PAYROLL REPORTING/RECORDING . 25SECTION 5. SAFE HARBOR POLICY - EXEMPT WORKERS . 25SECTION 6. PERSONNEL RECORDS . 25SECTION 7. RECORDS MANAGEMENT. 26SECTION 8. LITIGATION HOLD ORDER . 27SECTION 9. EMPLOYEE ORIENTATION. 28CHAPTER 6: SALARY ADMINISTRATION . 29SECTION 1. WAGE AND SALARY LEVELS. 29SECTION 2. CHANGES TO WAGE AND SALARY LEVELS . 29SECTION 3. PERFORMANCE BONUS. 29Definition . 29Employee Eligibility Requirements . 30Program Requirements . 30Implementation . 30SECTION 4. RETENTION BONUS. 30SECTION 5. PROCEDURES TO CALCULATE SALARIES FOR INCOMPLETE MONTHS OF SERVICE . 31New Employees . 31Employees Leaving the Division or OMB (termination, resignation, etc.) . 32Employees on Leave of Absence . 32
Hourly Employees. 33SECTION 6. PAYMENT OF ACCUMULATED ANNUAL LEAVE . 33SECTION 7. PAYMENT OF ACCUMULATED SICK LEAVE . 33CHAPTER 7: LEAVE AND EMPLOYEE BENEFITS . 34SECTION 1. LEAVE APPROVAL. 34SECTION 2. LEAVE . 34Annual Leave . 34Sick Leave . 35Leave Sharing Eligibility. 35Recipient Eligibility . 35Donation Eligibility . 35Funeral Leave. 36Honor Guard Leave . 36Holidays . 36Jury and Witness Leave (NDAC 4-07-16). 37Organ or Bone Marrow Donation Leave. 37Leave Without Pay (NDAC 4-07-15) . 38Disaster Service Volunteer Leave (NDCC 54-06-14.3) . 38Emergency Service Volunteer Leave (NDCC 54-06-27). 38Military Leave (NDCC 37-01-25) . 38Employees who are also military personnel in the Reserve or National Guard will at times need to takeleave for military training, mobilization, or deployment. These employees are entitled to a leave ofabsence for active service without loss of status or efficiency rating. . 38Seniority and time in service: . 39Workers’ Compensation and Leave (NDAC 4-07-17) . 40SECTION 3. GROUP BENEFIT PROGRAMS . 40Health Insurance . 40Life Insurance . 40Retirement . 40Deferred Compensation . 41Flex Comp . 41Dental Insurance . 41Vision Insurance . 41PERSLink Member Self Service . 42SECTION 4. TRAVEL AND PER DIEM (NDCC 44-08-04) . 42CHAPTER 8 EMPLOYEE ASSISTANCE, FAMILY & MEDICAL LEAVE, AND GINA . 43
SECTION 1. EMPLOYEE ASSISTANCE PROGRAM . 43Four Parts of the Employee Assistance Program . 43SECTION 2. FAMILY AND MEDICAL LEAVE. 44Eligibility . 44Program Details . 44Required Documentation . 46Return to Work . 47Paid Leave Use and Holiday Considerations . 47SECTION 3. THE GENETIC INFORMATION NONDISCRIMINATION ACT . 48CHAPTER 9 AWARDS AND RECOGNITION. 49SECTION 1. SERVICE AWARD PROGRAM. 49SECTION 2. RETIREMENT AWARDS (NDAC 4-07-18) . 49SECTION 3. EMPLOYEE APPRECIATION . 49CHAPTER 10: TRAINING AND EDUCATIONAL OPPORTUNITIES . 52SECTION 1. SCOPE OF CHAPTER . 52SECTION 2. JOB-RELATED TRAINING . 52SECTION 3. TUITION REIMBURSEMENT . 52CHAPTER 11 SAFETY AND HEALTH . 54SECTION 1. PURPOSE . 54Employee Responsibilities . 54Supervisor/Manager Responsibilities. 54Division Director Responsibilities . 55SECTION 2. DRIVING WHILE CONDUCTING STATE BUSINESS . 55SECTION 3. COMMUNICABLE/CONTAGIOUS DISEASES. 55SECTION 4. CONFIDENTIALITY. 56SECTION 5. EMERGENCY/EVACUATION PROCEDURES. 56SECTION 6. MAIL/PACKAGE HANDLING SAFETY . 57SECTION 7. BOMB THREATS . 57SECTION 8. LOSS CONTROL COMMITTEE . 58SECTION 9. INCIDENT REPORTING . 58SECTION 10. STATE RISK MANAGEMENT DESIGNATED MEDICAL PROVIDER PROGRAM. 58SECTION 11. MODIFIED DUTY/RETURN-TO-WORK . 59SECTION 12. SAFETY INSPECTIONS . 59SECTION 13. SAFE OPERATING PROCEDURES . 60APPENDIX A: ERGONOMICS PROGRAM. 61Report Discomfort Immediately . 61CHAPTER 12 PERFORMANCE EVALUATION . 62
Annual Timeline. 62CHAPTER 13 DISCIPLINE . 64SECTION 1. DEFINITIONS . 64SECTION 2. DISCIPLINE OF PROBATIONARY AND TEMPORARY EMPLOYEES . 64SECTION 3. DISCIPLINE OF REGULAR EMPLOYEES . 65Verbal Warning. 65Written Warning. 65Suspension of Employment With or Without Pay. 66Termination from Employment . 66SECTION 4. PRE-ACTION NOTICE . 66Opportunity to Respond . 67Final Notice . 67SECTION 5. AUTHORITY TO DISCIPLINE. 68SECTION 6. DIVISION DIRECTOR, MANAGER, AND SUPERVISOR RESPONSIBILITIES . 68CHAPTER 14: GRIEVANCE COMPLAINTS - FILING AND APPEAL PROCEDURES . 70SECTION 1. SCOPE OF CHAPTER . 70Introduction . 70Definitions . 70Employee Responsibilities . 71Supervisor/Manager Responsibilities. 71Alternative Dispute Resolution or Mediation . 71Extension of Time Limits . 72SECTION 2. GRIEVANCE PROCEDURE . 72Grievance Procedure for Non-Employer Actions . 72Grievance Procedure for Employer Actions – Eligible Employees. 73SECTION 3. WAIVER OF THE AGENCY GRIEVANCE PROCESS. 74Performance Evaluation Appeals . 75Limitations for Reduction-In-Force Appeals . 75SECTION 4. CLASSIFICATION AND PAY GRADE APPEALS . 75SECTION 5. DISCRIMINATION GRIEVANCE PROCEDURE FOR APPLICANTS. 75Procedure for Applicants . 76Procedure for Employees Who Are Applicants . 76SECTION 6. REPRISAL. 76Definition .
Jan 05, 2022 · OMB Human Resource Policy Manual 4 "Merit system exempt status" means an individual employed subject to the merit system in a non- classified position without regard to the normal open, competitive selection process such as seaso
