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City of El PasoEMPLOYEE HANDBOOKApril 2022
TABLE OF CONTENTSINTRODUCTION. 1WELCOME. 2VISION, MISSION, VALUES. 3CITY OF EL PASOYour City Government. 4Leadership Strategies. 4Management Functions. 5Philosophy and Objectives. 5Civil Service Commission. 5Policies for People. 6INTEGRITY AND ETHICSCode of Integrity. 7Disclosure or Use of Confidential Information. 7Systems and Data Security. 8E-Mail and Internet Access. 9Information Requests from News Media. 9Speaking Engagements. 9Endorsement Requests. 9Conflict of Interest. 9Outside Employment. 9Acceptance of Gifts. 10Offering Gifts and Gratuities. 10Financial and Other Interests. 10Reporting Fraud or Other Illegal Acts. 10EMPLOYMENT POLICIESEqual Employment Opportunity. 12Sexual Harassment . 12Dating and Fraternization. 13Employee Associations. 13Probationary Period. 14Employee Status. 14Solicitation and Distribution. 15Drug-Free Workplace. 15Tobacco-Free Workplace. 16Professional Appearance. 16Life-Threatening Illnesses. 16Attendance and Punctuality. 16Timekeeping. 17Employment of Relatives. 17Inclement Weather. 17Employee Conduct. 18Personal Property. 19Termination. 19Separation of Employment. 20Reference Checks. 20
TABLE OF CONTENTSEMPLOYEE COMMUNICATIONSInformation and Communication. 21Complaints and Concerns. 21Access to Your Personnel File. 22Exit Interview. 22COMPENSATION AND BENEFITSCompensation. 23Performance Evaluations. 23Pay Day and Deductions. 23Deferred Compensation. 23Overtime Pay. 24Flex-Time. 24Social Security. 25Unemployment Compensation. 25Health and Life Coverage. 25LEAVE TIMEHolidays. 26Vacation. 26Sick Leave. 27Emergency Leave. 28Military Leave. 28Family and Medical Leave of Absence. 28Leave of Absence. 28Civil Leave. 29GENERAL INFORMATIONSafety and Injuries on the Job. 30Electronic Devices. 30Telephone Calls and Etiquette. 31Working Hours. 31Personal Information Changes. 31Personal Mail. 32Violence Prevention. 32Social Media. 32Security. 33Security Inspections. 33Identification Badges. 34Authorized Meal Breaks. 34Parking. 34Employee Suggestion Program. 34IN CLOSING. 35
INTRODUCTIONThis handbook sets forth the current general policies and guidelines thatwill affect your work life as an employee of The City of El Paso (The City).Please read it carefully and be sure to ask your immediate supervisor aboutany questions you may have.This handbook is not a substitute for personal integrity and good judgment.It is intended to be used as a guideline and is informational only. Its provisions are not conditions of employment and may be modified, revoked,or changed any time with or without notice. Regardless of your date ofemployment, any additions, deletions or changes to this handbook will beeffective upon notification.Nothing in this manual is intended to create nor is it to be construed to constitute a contract between the City and any of its employees. Employmentwith the City may be terminated any time, with or without cause, by theCity or an employee.To keep up with the dynamic world in which we compete, the City fromtime to time may have to change its written policies, procedures and guidelines. If you think of ways to make this handbook more useful, more complete or clearer, please let your immediate supervisor know. As always,your input matters.Photo by Destination El Paso1
WELCOMEWhether this is your first day with our City or you have been with us anumber of years, we hope you read this handbook carefully. It will giveyou a better understanding of City Government, how our City operates, andmost importantly, information concerning your employment and some ofthe benefits made available to you by the City.Tommy GonzalezCity ManagerCity of El PasoYou are part of the City of El Paso team. “Team” may seem a somewhatoverworked concept; but it is one of particular relevance to our City. Hereyou will find a good mix of individual performance and team cooperation.The City has plenty of room for both. I hope that you find yourself involvedin something that’s not just a job, but a personally and professionally enjoyable part of your life.For our citizens, the City of El Paso is dedicated to outstanding customerservice for a better community. To do so, we need good people like you.To flourish, we must steadily improve our work as individuals and as anorganization. At the City, you’ll be expected to contribute 100% of yourbest effort. In your work, I hope you’ll have ideas about improved serviceefficiencies and ways to decrease costs. We want to hear from you sinceyour insights are as important to us. The City of El Paso cannot have toomany good ideas.We know that people who enjoy their work and their surroundings do abetter job - for themselves and the City. We are committed to making employment at the City of El Paso a satisfying and productive experience.2
VISIONDevelop a vibrant regional economy, safe and beautifulneighborhoods and exceptional recreational, cultural and educationalopportunities powered by a high performing government.MISSIONDeliver exceptional services to support a high qualityof life and place for our bilityPeople3
CITY OF EL PASOYOUR CITY GOVERNMENTA Mayor and eight District Representativesgovern the City of El Paso. These officials,as well as the Judges of the MunicipalCourts, are elected. The City Manager isappointed by a majority vote of the Council. All other employees are appointed bythe City Manager or by Department Heads.The City Manager is the Chief Administrative Officer and is responsible for the operation of all departments within the City.The City Council is the lawmaking bodyand sets the policy for matters over whichthe municipal government has jurisdiction.City laws must be introduced at a publichearing and passed at a Council meeting.Our City operates under a City Charter thatmay be revised by the voters. Normally a majority vote of the Council is required to establish rulesor ordinances. A majority of the Council constitutes a quorum and, with or without the Mayor,they can take official action. The Mayor can veto any Ordinance or Resolution, except for any CityCouncil action that removes the City Manager, and the Representatives can override a veto with athree-fourths vote of the entire body.The Mayor and Representatives appoint members of various advisory boards, commissions andcommittees to assist in the operation of city government. The members of these boards, commissions and committees are volunteers and receive no compensation.LEADERSHIP STRATEGIESThe City of El Paso is managed by individuals who share a set of philosophies, which are embodied in the City of El Paso organizational structure and policies. City management has adopted thefollowing management strategies: Our strategies are based upon the 8 Strategic Goals in the City’s Strategic Plan as identifiedby City Council. The goals are:1. Create an Environment Conducive to Strong, Sustainable Economic Development2. Set the Standard for a Safe and Secure City3. Promote the Visual Image of El Paso4. Enhance El Paso’s Quality of Life through Recreational, Cultural and EducationalEnvironments5. Promote Transparent and Consistent Communication Among All Members of theCommunity6. Set the Standard for Sound Governance and Fiscal Management7. Enhance and Sustain El Paso’s Infrastructure Network8. Nurture and Promote a Healthy, Sustainable Community A simple, straightforward organizational structure. Responsible, reasonable administrative controls. Selection of highly-performing and highly-skilled personnel.4
Assignment of dedicated personnel for maximum responsiveness to customers.Streamlined procedures that encourage high performance, efficient delivery of service, andminimize unproductive redundant reporting.MANAGEMENT FUNCTIONSThe City of El Paso retains the right to exercise customary managerial functions, including, butnot limited to:1. Select, hire, assign, supervise, correct and dismiss employees.2. Decide and change performance standards and expectations, and evaluate employees’performance.3. Decide and change starting and ending times and shifts.4. Transfer employees within departments, into other departments, and/or other jobclassifications.5. Decide and change the size and qualifications of the workforce.6. Decide and change the methods by which operations are carried out.7. Manage and control the premises and resources.8. Assign duties to employees according to operational needs and requirements.9. Establish, change and abolish policies, practices, procedures, rules and regulations.PHILOSOPHY AND OBJECTIVESAt the City of El Paso, our success has been built by developing and maintaining a loyal, efficientgroup of employees who gain satisfaction from their work, and to whom high achievement is apersonal ambition. Dedicated to the highest standards of customer satisfaction, you are expectedto strive daily to maintain the mark of excellence that has become synonymous with the City.The City’s emphasis is on people, recognizing that even with the finest equipment, materials andelaborate systems and procedures, people make the total operation work, and they work togetherbest in an environment where they are respected as individuals and recognized as important members of the team. El Paso’s Lean Six Sigma (LSS) program has produced significant cost savings,improved customer satisfaction and reduced citywide. By taking a closer look at city processes andhow the work gets done on a daily basis, employees are asked to identify other gaps and improvement possibilities. Through LSS and other development opportunities, El Paso leadership encourages all employees to serve as agents of change. Understanding and capitalizing on the belief thatsolutions are within reach is transformative in producing meaningful results and enhancing employee morale. Instituting LSS has given the city the opportunity to innovate by considering howwe can continually improve the quality of service delivery to our residents, businesses and visitors.City of El Paso employees are expected to observe the highest moral and ethical standards.CIVIL SERVICE COMMISSIONThe Civil Service Commission, pursuant to the City Charter, oversees the operation of the CivilService system and ensures fairness, economy and efficiency in the personnel selection processand system created for the classified employees. The Civil Service Commission is also responsiblefor performing the duty of hearing grievances of classified employees. The Mayor and the CityCouncil members each appoint a Civil Service Commissioner. Commissioners serve staggeredthree-year terms. The Commission typically meets on the second Thursday of each month andholds special and emergency meetings when necessary. The members of the Commission servewithout compensation.5
POLICIES FOR PEOPLEThe critical factors in job performance are an employee’s determination, skill and personal involvement. Our policies for people focuses on opportunities for maximum personal growth andare embodied in specific City objectives to: Promote from within the organization, hiring new people when the necessary qualificationsor skills may not be met from within. Ensure that all employment-related decisions are based only on performance, conduct andattendance without regard to race, color, sex, religion, national origin, age, genetic information, disability, veteran status or any other protected status. Remain open to suggestions and ideas, encourage employees to come forward freely withrecommendations, seek prompt solutions to problems and always keep lines of communication open. Provide pleasant and safe working conditions and encourage teamwork. Keep employees informed of significant developments.6
INTEGRITY & ETHICSOne of the City of El Paso’s most importantassets is the reputation of its employees forhonesty and integrity. Preserving your integrity demands continuous commitment. Eachemployee must avoid any activity or relationship that might reflect unfavorably on the Citywhether as a result of a possible conflict ofinterest, the appearance of such a conflict, theimproper use of “insider information,” or anyother impropriety.Although no written code can take the placeof personal integrity, the following generalguidelines should serve as minimum standardsof proper conduct. Any violation of existingordinances, policies, rules or regulations maysubject the employee involved to disciplinaryaction up to and including termination of employment and/or possible civil or criminal penalties.CODE OF INTEGRITYIntegrity and a high standard of ethics are fundamental to the City of El Paso and must be upheldby all employees. The City is committed to doing what is right.These principles are accomplished in dealings with our customers, vendors and fellow employeeswhen we: Conduct ourselves in a forthright and honest manner. Are fair and considerate in all dealings. Maintain professional behavior in all relationships. Make commitments that can be kept and keep them. Exhibit an attitude of professionalism and common courtesy. Respect the rights and dignity of all individuals. Obey the letter and intent of the law.Your individual commitment to this code is required. A series of general guidelines follows. Ifyou should have questions concerning the proper course of action in any situation, promptly consult with your immediate supervisor and/or manager.DISCLOSURE OR USE OF CONFIDENTIAL INFORMATIONIn the course of your employment at the City of El Paso, you may encounter and be trusted withmany kinds of confidential, non-public information. Described below are specific guidelineswhich relate to different types of confidential information you may encounter in your job.Information about the City: Confidential information about the City or its employees should not7
be disclosed to non-employees or to employees who have no business-related need for this kind ofinformation in the course of their job duties. Further, it must not be used for personal gain. This restriction applies to all types of confidential information, including employee informa.tion, marketing information and strategies, trade secrets, methods and procedures, pricing and.cost information, internal policies, computer access codes, and current or projected earningsand financial status that have not already been disclosed in public documents.Citizens and Vendors: Every City employeehas an obligation to protect the confidential nature of relationships with former, present andprospective citizens and vendors of the City.Any confidential information about citizensand vendors that is acquired by employeesmust be used solely for authorized City business, and this information may not be revealedto any unauthorized person(s) under any circumstances.Confidential information should be disclosedonly to those employees who need to know itto serve the interests of the citizens or vendorsand the City. Confidential information mustnot be discussed in the presence of unauthorized people, whether they are City employees or not. If you have questions about confidentialdisclosure, consult your immediate supervisor.Unnecessary copying of all types of confidential documents must be avoided. Documents containing confidential information should not be left in conference rooms, in photocopy areas, on desksor at work stations where they can be seen by outsiders or unauthorized employees. You shouldnot leave confidential information displayed on computer screens when not in use. Such informalor inadvertent release of confidential information can subject an employee, the City, or both toliability. Unless otherwise required by the terms of a specific confidentiality or non-disclosure document, additional or extra copies of confidential information should be shredded - not discarded in trash cans.SYSTEMS AND DATA SECURITYThe City of El Paso has established security policies to protect its computer environments. Allemployees granted access to the computers used by the City to conduct its business must be awareof and comply with these security standards and controls. Do not allow access to your computer ordisclose your access code and/or password to anyone. Log out and shut down your computer whenleaving your workstation for an extended period. Specific questions or concerns may be directedto the City’s System Administrator. Any confidential information available on computers and individual personal computers shallbe handled according to the guidelines established in Disclosure or Use of Confidential Information.Most software used in the City’s computer systems is subject to licensing agreements that governits use. The use of unlicensed proprietary software and the misuse of licensed software are strictly8
prohibited. Employees must not install or download software without prior approval of the City’sSystem Administrator.E-MAIL AND INTERNET ACCESSAccess to the City’s E-mail system, Intranet and the Internet is limited to business use only, asidefrom incidental personal use. All use of the e-mail system and all Internet activity are subject toinspection, monitoring and logging to enforce this policy. Any employee found to be in violationof the City’s email, intranet/internet or social media policies is subject to disciplinary action, including termination of employment. Examples of misuse include, but are not limited to: Engaging in any kind of business activity which is not in support of the City. Attempts to gain unauthorized access to any computer or communications system. Playing computer games during working hours and browsing the Internet beyond incidentalpersonal use in violation of the City’s email, intranet/internet or social media policies. Utilization of City-provided equipment and services to access, transmit, receive or archive illegal or sexually explicit material, or material which promotes hate, violence or discriminationof any kind.INFORMATION REQUESTS FROM NEWS MEDIAIf you receive a request from the news media for information (whether written or oral) or for aninterview relating to the City or its business, you shall directly refer the inquiry to the City’s PublicAffairs Office or designated departmental Public Information Officer.SPEAKING ENGAGEMENTSIf you receive a request (whether written or oral) to speak publicly or to write an article on a subject related in any way to the City or its operation, you must promptly inform and receive approvalfrom your Department Head, prior to accepting the engagement.ENDORSEMENT REQUESTSIf you receive a request to publicly endorse or recommend a product, consultant, or vendor, youmust contact your Department Head for specific guidance before making the endorsement or recommendation.CONFLICT OF INTERESTEach employee owes a duty of loyalty to the City of El Paso. Every employee has the obligationto act in the City’s best interests, to maintain the confidence of all City proprietary informationand to refrain from placing himself or herself in a position that could produce a conflict betweenself-interest and the interest of the City.You have a duty to act in good faith at all times. You must not use your position for private orpersonal advantage or for gain beyond your compensation and other benefits provided by the City.Specific examples of situations likely to result in such conflicts are discussed in the followingsections.OUTSIDE EMPLOYMENTAs a full-time employee, you may not engage in any type of outside employment, includingself-employment and consulting, if the employment or consulting:9
May embarrass or discredit the City. May affect your impartiality, objectivity or efficiency in performing your duties. Involves the use, possible use or disclosure of proprietary or confidential information of, orheld by, the City. Involves, in any way, a vendor of the City. Is conducted during, or conflicts with, your scheduled work times. Involves the unauthorized use of City equipment, supplies, software or other resources.Before engaging in any regular outside employment, you must submit a written request to yourDepartment Head and be notified in writing that it has been approved by your Department Head.Your request must be submitted on the prescribed form and contain a complete description of yourproposed outside employment.ACCEPTANCE OF GIFTSIn accordance with the City’s Ethics Ordinance, City employees and/or members of their immediate family may not solicit or accept any business-related gift, service, payment, favor, entertainment or other thing of value from anyone, either inside or outside the City.OFFERING GIFTS ANDGRATUITIESIn accordance with the City’s Ethics Ordinance, City employees may not offer giftsor gratuities which could be construedas influencing or rewarding an impropercourse of action. This prohibits gifts orgratuities to an employee or representative of any customer, vendor, the media,or any other organization doing businesswith the City.FINANCIAL AND OTHERINTERESTSCity employees and/or members of theirimmediate family may not have any direct or indirect interest in or relationshipwith any organization that is, or is likelyto become, a vendor of goods or servicesto City of El Paso without prior written disclosure of the interest to the CityClerk. The purpose of the disclosure is to determine whether any conflict of interest may exist. Ifyou have any questions regarding your conduct under particular circumstances, you should discussthe conduct with the City Clerk before proceeding.REPORTING FRAUD OR OTHER ILLEGAL ACTSAny City employee who has reason to believe that there may have been an instance of fraud, orother illegal act in connection with a City program, function or activity, shall report it immediately10
to their supervisor or Department Head, the Chief Internal Auditor, the Ethics Hotline, or the CityManager’s Office, as soon as possible.Reports will be investigated as expeditiously as possible. Where an investigation confirms thatfraud or another illegal act has occurred, appropriate corrective action will be taken. Fraud orother illegal acts will result in disciplinary action up to and including termination of employment.Employees who report incidents of fraud or illegality or who assist in an investigation shall beprotected from retaliation of any sort. However, any employee who assists in an investigation butwho is found to have participated in the illegal act or fraud being investigated remains subject toappropriate disciplinary action.
City laws must be introduced at a public hearing and passed at a Council meeting. Our City operates under a City Charter that may be revised by the voters. Normally a majority vote of the Council is required to establish rules or ordinances. A majority of the Council constitutes a quorum and, with or without the Mayor, they can take officialaction.
