SECTION 1. ADMINISTRATION AND GENERAL INFORMATION
SECTION 2. EMPLOYMENT
2.01
2.10 EMPLOYEE PERSONNEL AND MEDICAL RECORDS Page 45 2.11 CONFIDENTIAL INFORMATION Page 47 2.12 PERFORMANCE EVALUATIONS Page 48 2.13 VERIFICATIONS OF EMPLOYMENT Page 49
SECTION 3. WAGE AND SALARY ADMINISTRATION
3.01 CLASSIFICATION AND COMPENSATION PLAN Page 52 3.02 ENTRY LEVEL PAY RATES Page 55 3.03 OVERTIME Page 56 3.04 COMPENSATORY AND FLEX TIME Page 58
3.05 ON-CALL AND CALLBACK PAY Page 59 3.06 CERTIFICATION/LICENSE PAY Page 60
3.07 TIME KEEPING RECORDS AND TIME ENTRY Page 61
3.08 PAYCHECKS, CORRECTIONS, AND WORKWEEK Page 62
3.09 PAYROLL DEDUCTIONS Page 64
3.10 MEAL BREAKS AND REST PERIODS Page 65
3.11 GYM MEMBERSHIP REIMBURSEMENT Page 66
SECTION 4. LEAVE/TIME OFF
4.01 VACATION Page 69
4.02 HOLIDAY Page 71
4.03 SICK LEAVE Page 72
4.04 PUBLIC HEALTH AND WORKPLACE SAFETY Page 74
4.05 SICK LEAVE POOL Page 75
4.06 BEREAVEMENT LEAVE Page 77
4.07 JURY DUTY OR SUBPOENAS Page 78
4.08 MILITARY LEAVE Page 79
4.09 FAMILY MEDICAL LEAVE ACT (FMLA) Page 82
4.10 ADMINISTRATIVE LEAVE Page 86
4.11 LEAVE OF ABSENCES Page 87 4.12 WORKERS COMPENSATION Page 88
4.13 INCLEMENT WEATHER Page 93 4.14 EMERGENCY PAY Page 94
SECTION 5. BENEFITS
5.01 GROUP HEALTH, DENTAL, AND VISION Page 99 5.02 GROUP HEALTH CONTINUATION BENEFITS Page 100
5.03 BASIC LIFE INSURANCE AND ACCIDENTAL DEATH Page 101
5.04 SUPPLEMENTAL INSURANCE Page 102
5.05 TEXAS MUNICIPAL RETIREMENT SYSTEM (TMRS) Page 103 5.06 DEFERRED COMPENSATION 457 PLAN Page 104 5.07 EMPLOYEE ASSISTANCE PLAN (EAP) Page 105
SECTION 6. WHILE AT WORK
6.01 ETHICAL CONDUCT Page 107
6.02 DEPARTMENTAL POLICIES Page 108 6.03 ATTENDANCE AND PUNTUALITY Page 109 6.04 PERSONAL APPEARANCE Page 110 6.05 TATTOOS AND BODY MODIFICATION Page 112
6.06 WORKING RELATIONSHIPS Page 114
6.07 PERSONAL WORKING RELATIONSHIPS Page 115
6.08 DRUG AND ALCOHOL POLICY Page 116
6.09 DISCIPLINARY / CORRECTION ACTION Page 120
6.10 DISCIPLINARY ACTION APPEAL PROCESS Page 123
6.11 EMPLOYEE CONDUCT Page 125
6.12 GRIEVANCE AND COMPLAINT Page 127
6.13 WEAPONS IN THE WORKPLACE Page 129
6.14 COMPUTER, EMAIL, AND INTERNET USAGE Page 130
6.15 CELL PHONE USAGE IN THE WORKPLACE Page 132
6.16 PROHIBITION OF COVERED APPLICATIONS Page 133
6.17 SOCIAL MEDIA GUIDE Page 134
6.18 SMOKING, VAPING, TOBACCO FREE WORKPLACE Page 136
6.19 SAFETY Page 137
SECTION 7. EMPLOYEE SEPARATION
7.01 EMPLOYEE SEPARATIONS Page 141
This Personnel Policy Manual is a general guide, and the provisions of this manual do not constitute an employment agreement (contract) or a guarantee to continue employment. I further understand that the City of Belton reserves the right to change the provisions of the manual at any time. My continued employment will be deemed acknowledgement of any and all such changes.
This policy is not an employment contract and nothing in these policies is intended to change or modify the “at-will” status of City employees or to create or confer any property rights or expectation of continued employment to any employee. The City of Belton is an at-will employer. Any employee may be discharged or terminated for any reason or no reason, except those prohibited by federal or state law.
Employment is for no definite period and may, regardless of the date of payment of wages and salary, be terminated at any time with or without cause, without any prior notice.
All employees are expected to become familiar with and adhere to all City of Belton policies.
As a condition of continued employment, employees are required to become familiar with the terms and provisions of these policies within this manual. City of Belton
1.02 Purpose Amended 2.11.25
The purpose of the City of Belton’s Personnel Policy Manual is to provide for a consistent and equitable system of personnel management for the City. While these rules constitute a statement of policies and procedures, they are not intended to be all-inclusive and cover every conceivable personnel situation that might arise. Circumstances of any particular case or matter may warrant a deviation or exception in the application of these policies; where such circumstances justify an exception, the City Manager, or his designee, may do so. Considerable latitude will be given to the City Manager, Department Heads, and supervisors for administration of these policies within the framework outlined in these rules and regulations.
City of Belton
City of Belton
Except for matters reserved to City Council by statute or Charter, the general and final authority for conduct of municipal personnel affairs is vested in the City Manager, including authorization to fill positions and the establishment and maintenance of satisfactory standards of efficiency, welfare, supervision over all departments, officials and positions created and approved by the City Council. No City employee, manager, or representative of the City has any authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to this manual. Final authority, in the form of review and approval, resides with the City Manager with regard to all matters and subjects covered by these regulations, unless specifically delegated to various Department Heads and/or their designees. This delegation may be either written or oral. All departments will follow the guidelines within this policy manual. Public Safety departments may have deviations from City policies, as dictated per the Texas Local Government Code (TLGC), Chapter 143.
The fundamental objectives of good Human Resources administration sought by these policies are declared:
• to provide consistent and equal opportunity to qualified persons to enter City employment on a basis of demonstrated merit, ability, and physical and moral fitness as ascertained through fair and practical methods of selection, free of personal and political considerations.
• To promote and increase efficiency and economy in the service of the City.
• To establish and promote high morale among City employees by providing a uniform personnel policy, opportunity for advancement, good working relationships, and consideration of employees’ needs and desires.
• To establish and maintain a uniform plan for evaluation and compensation based on duties and responsibilities relative to the positions in City service.
• To develop a plan of recruitment, retention, and advancement that will make employment with the City attractive as a career and encourage each employee to render their best service to the City.
All policies contained in this manual apply to the City of Belton employees unless otherwise indicated, restricted by proper authority, or prohibited by state or federal law. It is the responsibility of each City employee to comply with all policies in this manual and with other regulations implemented in accordance with these policies. All employees are charged with the responsibility of being thoroughly familiar with all policies contained in this manual.
For classified employees in the Police and Fire departments, these policies and procedures are in addition to the Texas Local Government Code (TLGC), Chapter 143, the General Orders manual, and Standard Operating Guidelines, of the respective Police and Fire departments. Where there is a conflict between these rules and Chapter 143, Chapter 143 will apply
All City employees are issued a copy of this Employee Personnel Policy Manual. It is the responsibility of the employee to maintain the manual and understand its contents. Failure to read the policies contained herein is not an excuse for non-compliance with the policies. All employees are required to acknowledge receipt of this manual prior to employment. Amendments to this policy manual will be updated in the electronic format via the City of Belton website. City of Belton
The City Manager may change or amend these policies to the extent deemed necessary to promote the interests of the City more effectively. Any new rules, regulations or policies issued in accordance with this Section supersede these regulations and are fully binding on all employees. Any provisions, terms, or conditions described in these policies may be changed and continued employment with the City constitutes acceptance and is binding on all employees. Such new policies will be set forth in writing and made available to all employees. Amendments will be filed with Human Resources, and the Human Resources Department will be the point of record for all policies set forth in this manual. Policy administration rests with the City Manager and final authority on personnel decisions shall be reserved to the City Manager. City of Belton
The City of Belton is an equal opportunity employer. In accordance with antidiscrimination law, it is the purpose of this policy to effectuate these principles and mandates. The City prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. The City conforms to the spirit as well as to the letter of all applicable laws and regulations.
The policy of equal employment opportunity (EEO) and anti-discrimination laws applies to all aspects of the relationship between the City of Belton and its employees including, but not limited to, recruitment, employment, promotion, transfer, training, working conditions, wages and salary administration, and employee benefits and application of policies.
Management of the City of Belton will be responsible for the dissemination of this policy. Department Heads, Managers, and Supervisors are responsible for implementing equal employment practices within each department. The Human Resources department is responsible for overall compliance and will maintain personnel records in compliance with applicable laws and regulations
City of Belton
The policies within the Personnel Policy Manual are not a contract. The City of Belton is an “employment-at-will” employer. Neither this policy manual nor any other City document confers upon an employee any contractual right, either expressed or implied, to remain in the City’s employment. Employment is not for any specific time and may be terminated by the City at will, with or without cause and without prior notice, and an employee may resign for any reason at any time. No supervisor or other representative of the City has the authority to enter into any agreement for employment for any specified period or to make any contrary representation to any employee. City of Belton
City
of Belton
Personnel Policy Manual
1.09 Americans with Disabilities Act Amendment Act Amended 2.11.25
The City is committed to complying with all applicable provisions of the ADAAA. It is the City’s policy not to discriminate against any qualified employee or applicant regarding any terms or conditions of employment because of such individual’s disability or perceived disability as long as the employee can perform the essential job functions with or without reasonable accommodations. Consistent with its policy on nondiscrimination, the City will provide reasonable accommodations determined through an interactive process, to a qualified individual with a disability as defined by the ADAAA, who has made the City aware of his or her disability and needs an accommodation, provided that such accommodation does not place an undue hardship upon the City, meaning the accommodation would be unduly costly, extensive, substantial, or disruptive or would fundamentally alter the nature or operation of City business.
An employee with a disability who believes they need reasonable accommodation to perform the essential functions of their job should complete the City of Belton Request for Accommodation Form and submit the form to the Director of Human Resources.
Procedures for Requesting Accommodation
- Accommodation requests will be evaluated on a case-by-case basis through an interactive process. In response to an accommodation request, the Director of Human Resources and the employee’s Department Head will meet with the employee to discuss and identify the precise limitations resulting from the disability and the potential accommodation the City might make to enable the employee to perform the essential functions of his or her job. If the employee seeks accommodation but is unable to identify an appropriate accommodation, the City may consult with outside agencies and organizations to identify reasonable accommodation options for the specific situation.
The Director of Human Resources and the employee’s Department Head will determine the feasibility of the requested accommodation Various factors will be considered, including but not limited to, the nature and cost of the accommodation, the accommodation’s impact on the operations of the City and the individual department or division, including its impact on other employees to perform their duties, and on the City’s ability to conduct business.
The Director of Human Resources will inform the employee of the decision on the specific accommodation request, any alternative accommodation proposed, and/or how to implement the approved accommodation. If the accommodation request is denied, the employee will be advised of the right to appeal the decision to the City Manager by submitting to the Director of Human Resources a written statement explaining the reasons for reconsideration of the request within five (5) business days, from the date the request was denied. If the request for appeal is denied by the City Manager, that decision is final. If an employee’s circumstances or needs change, they may restart the interactive process and request reasonable accommodation, even if an earlier request has been denied.
Employees who fail to return to work after the conclusion of an approved leave, including any extensions of leave granted as reasonable accommodation, shall be regarded as having voluntarily resigned their position.
City of Belton
The City of Belton is committed to a work environment in which all individuals are treated with respect and dignity. Consistent with this commitment, unprofessional and inappropriate conduct, including conduct involving harassing or bullying nature is unacceptable. Also, the City will not tolerate retaliation against anyone who makes a good faith allegation that they have been subjected to harassing or bullying conduct. Each employee must be respectful of others and act professionally. Harassment and bullying are prohibited both during work hours and at any work-sponsored social function or any other event where that conduct effects the work environment. Online harassment and bullying, including but not limited to harassment and bullying via social media, is strictly prohibited.
The City will investigate all claims of unlawful harassment, discrimination or retaliation.
This policy applies to all City employees whether on City premises or in a location where City work or business is conducted, at any time during work hours or thereafter.
ANTI-HARASSMENT
Sexual Harassment - All types of sexual harassment are prohibited. Harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:
• Submission to such conduct is made either explicitly or implicitly as a term or condition of an individual's employment, such as conditioning a raise in salary on the submission to sexual advances.
• Submission to, or rejection of, such conduct by an individual is used as a basis for employment decisions affecting such individuals, such as requiring a potential new hire to go out with a supervisor before extending a job offer.
• Such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile, or offensive work environment, such as continuous sexually explicit comments directed at an employee.
Sexual harassment may include a range of subtle and not so subtle behaviors and may involve individuals of the same or different gender. Sexual harassment does not require sexual attraction or interest. This policy prohibits sexual advances and requests for sexual favors, sexual jokes, and innuendo; comments about bodies, sexual desirability or lack of desirability, sexual prowess, sexual preferences, sexual experiences or sexual deficiencies; leering, whistling, or touching; verbal abuse of a sexual nature, including insulting or obscene comments or gestures; gender stereotypes about women or men; display in the workplace of sexually suggestive objects or pictures, including nudity and pornography; and all inappropriate conduct of a sexual nature, whether it be physical, verbal or visual conduct. This policy applies to City employees, citizens, vendors, and other visitors to the workplace.
Under Texas law, supervisors, coworkers, and others may be held personally liable for engaging in or failing to stop sexual harassment. If sexual harassment of a City employee occurs and you do not report it immediately as set out in this policy, you may potentially be personally liable under the law.
Protected Class/Characteristic Harassment - In addition to the City’s prohibition against sexual harassment, harassment because of any other legally protected characteristic is also strictly prohibited. This means that verbal or physical conduct that singles out, denigrates, or shows hostility or aversion toward someone because of race, religion, color, national origin, age, disability, pregnancy, sexual orientation, gender identity, genetics, veteran status, citizenship, or any other characteristic protected by law is also prohibited.
Prohibited conduct includes, but is not limited to, epithets, slurs, and negative stereotyping; threatening, intimidating, or hostile conduct; denigrating jokes and comments; and writings or pictures, that single out, denigrate, or show hostility or aversion toward someone based on a protected characteristic. Conduct, comments, or innuendoes that may be perceived by others as offensive are wholly inappropriate and are strictly prohibited.
Harassment includes not only written or verbal comments, but any action over email, text message, or social media posting. This policy prohibits sending, showing, sharing, or distributing in any form, inappropriate jokes, pictures, comics, stories, etc. including, but not limited to e-mail, cell phone or other electronic devices, social media, and/or the internet, such as Snapchat, Instagram, YouTube, Facebook, Twitter, and all other forms of social media. Harassment of any nature, when based on race, religion, color, sex, national origin, age or disability, pregnancy, genetics, veteran status, citizenship, or any other characteristic protected by law is prohibited and will not be tolerated.
An employee whose religious beliefs or practices conflict with his/her job, work schedule, or with City of Belton’s policies or practices, and who seeks a religious accommodation, must submit a written request for the accommodation to the Director of Human Resources. The written request will include the type of religious conflict that exists and the employee’s suggested accommodation.
This policy applies to City employees, citizens, vendors, and other visitors to the workplace.
BULLYING AND OTHER HARASSMENT
Definition of Bullying - Workplace bullying is defined as, misuse of power or influence through repeated verbal, physical, and/or social behavior such as, but not limited to, unwanted, offensive, humiliating, undermining behavior towards an employee or groups of employees that intends to and/or does cause physical, social and/or psychological harm, and interferes with an employee’s work.
Bullying and other forms of harassment are prohibited. If an allegation of bullying or harassment is made, the City of Belton will investigate the alleged acts and the effects of those acts. While the intent of the action may be relevant, intent to bully or harass is not required if it is found that the bullying or harassing behavior occurred As in sexual harassment, it is the effect of the behavior on the individual that is important. The City of Belton considers the following types of behavior examples of bullying or other harassment:
• Verbal Bullying and Harassment – Slandering, ridiculing, or maligning a person or their family; persistent name-calling that is hurtful or humiliating, including using a person as the subject of jokes; abusive and offensive remarks.
• Physical Bullying and Harassment - Pushing, shoving, kicking, poking, tripping, assaulting, or threatening physical assault, damage to a person’s work area or property.
• Gesture Bullying and Harassment - Nonverbal threatening gestures such as “giving someone the finger” or mimicking hitting someone with a fist, etc.
• Cyber-Bullying and Harassment – The use of electronic communication to bully a person, typically by sending messages of an intimidating or threatening nature.
• Other - Activities that are carried out for the sole or primary purpose of harming and/or hurting an individual or group.
Also, while not all-inclusive, the following examples may constitute or contribute to evidence of bullying in the workplace:
• Persistent singling out of one person.
• Shouting or raising a voice at an individual in public or in private.
• Using verbal or obscene gestures.
• Personal insults and use of offensive nicknames.
• Constant criticism on matters unrelated to the person’s job performance or description.
• Belittling or repetitive interrupting an individual.
• Public reprimands or public humiliation in any form.
• Repeatedly accusing someone of errors that cannot be documented.
• Spreading rumors and gossip regarding individuals.
• Manipulating the ability of someone to do his or her work (i.e., withholding information, assigning meaningless tasks, setting deadlines that cannot be met, giving deliberately ambiguous instructions, inflicting menial tasks, not in keeping with the normal responsibilities of the job).
• Unwanted physical contact, physical abuse, or threats of abuse to an individual or an individual’s property (defacing or marking up property).
Mandatory Reporting - The City requires that employees report all perceived incidents of harassment, regardless of the offender’s identity or position. Any employee who observes or otherwise learns of possible harassment in the workplace feels that harassment has occurred, or has been subjected to conduct prohibited by this policy must report it immediately to:
• the Department Head,
• the Director of Human Resources,
• the Assistant City Manager, and/or
• the City Manager.
Any supervisor, manager, or Department Director who becomes aware of possible conduct prohibited by this policy must immediately advise the Department Director and /or the Human Resource Director. A formal Complaint Form is available from the Human Resource Director, if requested.
Under this policy, an employee may report to and/or contact the Director of Human Resources directly, without regard to the employee’s normal chain of command:
Director of Human Resources 100 S. Davis PO Box 120 Belton, Texas 76513 254-933-5803 hr@beltontexas.gov
Voice messages or e-mails may be left at any time.
Investigation - All reports of prohibited conduct will be investigated promptly and in as confidential a manner as possible. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have relevant knowledge. All employees are required to cooperate with the investigation, be truthful, and to maintain confidentiality. The Police and Fire Departments will follow their respective internal investigation policies of which results will be turned over to the Director of Human Resources, who also serves as the Civil Service Director
Retaliation Prohibited - Retaliation against employees who make a good faith charge or report of prohibited conduct or who assist in a complaint investigation is prohibited. Acts of retaliation must be reported immediately as set out above. Any type of retaliation is a serious violation of this policy.
Responsive Action - Misconduct constituting harassment, bullying, or retaliation will be dealt with appropriately. Discipline, up to and including termination, will be imposed upon any employee who is found to have engaged in conduct prohibited by this policy. Likewise, disciplinary action may be imposed in situations where claims of prohibited conduct were fabricated, exaggerated, or when employees were untruthful during an investigation.
City of Belton Personnel Policy Manual
1.11 Conflict of Interest & Acceptance of Gifts Amended 2.11.25
The City of Belton expects its employees to conduct business according to the highest standards of conduct. Employees are expected to devote their best efforts to the interests of the City. Business dealings that appear to create a conflict between the interests of the City and an employee are unacceptable. Employees must disclose any actual or possible conflicts so the City may assess and prevent conflicts of interest from arising. A potential or actual conflict of interest occurs whenever an employee is in a position to influence a decision that may result in a personal gain for the employee or an immediate family member (e.g. including but not limited to spouse or significant other, children, parents, siblings) as a result of the City’s business dealings. All employees must also adhere to the City of Belton, Texas Code of Ordinances, Chapter 2, Article VII, Ethics Ordinance, and as amended from time to time.
Conflicts of Interest – Employees of the City must disclose:
• Any financial or other interest, directly or indirectly, in any proposed or existing contract, purchase, work, sale, or service to, for, with, or by the City.
• Use City employment, authority, or influence in any manner for personal betterment, financial, or otherwise.
• Any financial interest, directly or indirectly, in the sale to the City of any land, materials, supplies, or services.
• Discussions or participate in decisions of any City agency, board, commission, or instrumentality if the employee has any personal economic interest or is employed, directly or indirectly, by the person or entity that is the subject of the discussion or decision.
• Accept other employment or engage in outside activities incompatible with the performance of duties and responsibilities, as a City employee, or that might impair independent judgment in the performance of duties to the City.
• Accept remuneration or provide services for compensation, directly or indirectly, to a person or organization requesting an approval, investigation, or determination from the City.
Acceptance or Solicitation of Gifts – No employee shall accept or solicit directly or indirectly any gift, whether in the form of money, property, services, loan, travel, entertainment, hospitality, promise, or any other form, (over $50.00) under circumstances in which it could be reasonably inferred that the gift was intended to influence them, or could reasonably be expected to influence them, in the performance of their official duties or was intended as a reward for any official action on their part.
Sponsorships and Donations - City employees are specifically permitted to solicit/secure sponsorships and donations for the exclusive benefit of the City (such as for events and/or programs) with the approval of the Department Head and/or the City Manager
The City of Belton is committed to employing only United States citizens, aliens who are legally authorized to work in the United States, and who comply with the Immigration Reform and Control Act of 1986 (IRCA).
IRCA prohibits employers from hiring and employing an individual for employment in the U.S. knowing that the individual is not authorized with respect to such employment. Employers also are prohibited from continuing to employ an individual knowing they are unauthorized for employment. In addition, this law prohibits employers from hiring any individual, including a U.S. citizen, for employment in the U.S. without verifying their identity and employment authorization on the Immigration and Naturalization Service Form I-9.
New employees are required to complete the Form I-9, with proper documentation, within three (3)days of beginning employment. Failure to timely provide the necessary documentation may result in termination of employment.
Before rehired employees commence work, they must also complete the Form I-9, if their previous form is more than three (3) years old; or, their previous form is invalid in any other respect.
City of Belton
City of Belton Personnel Policy Manual
1.13 PWFA (Pregnant Workers Fairness Act) Amended 2.11.25
As required by law, the Pregnant Workers Fairness Act (PWFA) is a federal law that that requires covered employers to provide “reasonable accommodations” to a qualified worker’s known limitations related to pregnancy, childbirth, or related medical conditions, unless the accommodation will cause the employer an “undue hardship.” An undue hardship is defined as causing significant difficulty or expense. “Reasonable accommodations” is defined as changes to the work environment, or the way things are usually done at work. Link to more information here. www.eeoc.gov/pregnancydiscrimination.
PWFA Reasonable Accommodation - As required by the federal PWFA, the City of Belton will provide reasonable accommodations to employees and applicants with limitations related to pregnancy, childbirth or related medical conditions, unless the accommodation will cause an undue hardship to the City of Belton operations.
An employee or applicant may request an accommodation due to pregnancy, childbirth, or a related medical condition by submitting the request in writing to the Director of Human Resources. The accommodation request should include an explanation of the pregnancyrelated limitations, the accommodation needed and any alternative accommodation(s) that might be reasonable. Depending on the nature of the accommodation, the individual may be requested to submit a statement from a health care provider substantiating the need for the accommodation.
Upon receipt of a request for accommodation, Human Resources will contact the employee or applicant to discuss the request and determine if the accommodation is reasonable and can be provided without significant difficulty or expense, i.e., undue hardship. In all cases the City will engage in the interactive process with the employee or applicant.
While the reasonableness of each accommodation request will be individually assessed, possible accommodations may include, but are not limited to, allowing the individual to:
• Sit while working
• Drink water during the workday.
• Receive closer-in parking.
• Have flexible hours.
• Receive appropriately sized uniforms and safety apparel.
• Receive additional break time to use the restroom, eat and rest.
• Take time off to recover from childbirth.
• Be excused from strenuous activities and/or activities that involve exposure to compounds deemed unsafe during pregnancy.
The City of Belton will not require an employee to take time off if another reasonable accommodation can be provided that will allow the employee to continue to work.
The City prohibits any retaliation, harassment, or adverse action due to an individual's request for accommodations under this policy or for reporting or participating in an investigation of unlawful discrimination under this policy. Any such actions should be immediately reported to Human Resources for investigation.
The PUMP (Providing Urgent Maternal Protections) for Nursing Mothers Act requires employers to provide reasonable break time for an employee to express breast milk for their nursing child.
In accordance with this law, the City of Belton will provide reasonable break times for an employee to express breast milk for their nursing child for one year after the child’s birth each time such employee has need to express the milk. Employees are entitled to a place to pump at work, other than a bathroom, that is shielded from view and free from intrusion from coworkers and the public. If the space is not dedicated to the nursing mother’s use, it must be available when needed. A space temporarily created or converted into a space for expressing milk or made available when needed by the nursing mother is sufficient. To accommodate being free from intrusion, the space for expressing milk must have a lock on the door. The frequency of breaks needed to express milk, as well as the duration of each break, will likely vary.
The City will provide full time employees up to two break periods of 20 minutes each plus an additional 20 minutes during the lunch period to express breast milk for nursing a child The employee and her immediate supervisor will agree on the general times for these breaks.
Solicitation is an act or attempt to advertise, market, sell any product or service, seek employee membership in any organization, or obtain a donation or contribution. Soliciting others at work can be disruptive to employee productivity, create uncomfortable or even harassing situations for employees, and could pose a security threat when visitors are allowed to solicit on City premises.
Therefore, the City of Belton prohibits selling, soliciting and the distribution and posting of materials on City property by any employee or non-employee, except as permitted by this policy.
The sole exceptions to this policy are such that employees may solicit contributions to charitable or non-profit community, youth, or educational fundraisers so long as it does not cause undue disruption of the work environment. The use of City facilities or equipment (i.e., bulletin boards, email systems) to solicit such contributions requires prior authorization from the employee’s Department Head
City of Belton employees will not be appointed or retained on the basis of their political support, affiliations, opinions or because of race or religious beliefs, provided that such opinions, affiliations or beliefs do not advocate the overthrow of the government of the United States of America by force or violence. City employees are encouraged to vote and to exercise other prerogatives of citizenship consistent with state and federal law and this policy.
Civil service employees shall comply with the provisions of the state law governing political activities of firefighters and police officers, see Texas Local Government Code §143.086.
All employees are encouraged to vote and are free to express their personal opinions about candidates for office, but they shall not campaign during work hours for any person seeking office.
General Limitations. City employees may not:
• Use their position or office to coerce political support from employees or citizens.
• Use their official authority or influence to interfere with or affect the result of a campaign issue, an election, or nomination for public office.
• Make, solicit or receive any contribution to the campaign funds of any candidate, directly or indirectly through an organization or association, for the City Council or take any part in the management, affairs or political campaign of any such candidate, except as permitted by law; provided nothing herein shall infringe upon the rights of employees to seek office themselves or their constitutional rights to express their opinions or to cast their votes.
• Use working hours or City property in any way to solicit or receive any subscription, contribution or political service to circulate petitions or campaign literature on behalf of an election issue or candidate for public office in any jurisdiction.
• Contribute money, labor, time or other valuable thing to any person for City election purposes, except as permitted by law.
• Hold an appointive or elective office of public trust where service would constitute a direct conflict of interest with City of Belton employment, e.g. City of Belton City Council, or Bell County governmental office). Upon being elected to such an office, an employee must immediately resign or will be terminated upon failure to do so.
Hatch Act. Employees whose position is funded in whole or in part by a federally funded program must also comply with the applicable provisions of the federal Hatch Act.
City
City of Belton Personnel Policy Manual
Employees are advised that records related to calls, text messages, emails, pictures, and videos made and received that relate to City business may be subject to the Public Information Act. Information related to telephone numbers called, length of the call, and time and date of the call, as well as the text message, picture, and video itself, may be obtainable through the Texas Public Information Act, except in narrowly defined circumstances.
Employees using such devices should remain aware that using personal devices on City business could potentially expose their personal records to public scrutiny (via the Public Information Act) or legal subpoena. Also, text messages or emails on a personal email account used for City business are official records and are required to be saved according to the City’s Record Retention Schedule, even when it is difficult to do so. Deleting a public record that should have been kept, even a text on a personal device may constitute a Class A Misdemeanor. As a result, City employees should not use text messaging from personal devices, or use a personal email account, to discuss work-related issues. An employee that has custody or control of public records on a personal device, including but limited to texts or emails, shall forward those documents to the City Clerk’s Office within ten (10) days after a request from the City Clerk’s Office for those records. Emails that are part of the City’s system may be used from personal devices.
City of Belton Personnel Policy Manual
2.01 Recruitment and Selection Amended 2.11.25
The City of Belton hires employees based on their knowledge, skills and abilities, experience, and other qualifications as they relate to the duties and responsibilities of a position without regard to race, national origin, religion, color, sex, age, gender identity, sexual orientation, citizenship, political affiliation, disability, genetics, veteran’s status, or any other characteristic protected by law.
Recruitment Requirements - All position vacancies for the City of Belton are listed with Human Resources in the online recruiting system to ensure applicants meet the minimum established qualifications for the open positions. The selection of new employees is the responsibility of each Department Head, with their approval and help from their management staff. Applicants will be evaluated for positions based on the best overall fit and minimum job description requirements, including but not limited to education, experience, skills, the ability to meet the essential functions of the position, and the ability to adapt to the culture of the City of Belton
The recruitment process is initiated by the department in a request to Human Resources to fill a vacancy for a budgeted position. Job vacancies are available for internal and external candidates.
In collaboration with Human Resources, the Department Head will carefully evaluate the Job Description of the vacant position to determine if there have been changes to the essential job functions and/or experience, education, and certification requirements. Changes should be submitted to the Director of Human Resources for review, and Human Resources will finalize the official Job Description.
Non-sworn employees are generally hired at the minimum of the range established for the specific job they are filling. If a new employee has exceptional qualifications and years of related experience in the same type of position for which they are filling, their beginning pay may be at a higher rate within the pay range. The Department Head and the Director of Human Resources will determine the hiring salary, with approval from the City Manager and the Director of Finance.
Sworn Fire and Police employees are hired and placed in the entry level Step of their respective pay scales. The Public Safety departments including both Fire and Police have Lateral Entry policies in place, which allows the new employee to be placed in a Step higher than entry level, if they meet the qualifications of the lateral entry policy for the respective departments. Approval for lateral entry is required from the respective department Chiefs and the Director of Human Resources.
Most conditional offers of employment will come from the Human Resource department. An applicant’s acceptance of an employment offer does not create a contractual obligation by the City.
Applications - Anyone seeking employment, promotion, transfer, or reemployment with the City must complete an application and apply via the online recruiting software for each position desired. All information set forth on an application is subject to verification. Applications will be considered active until the vacancy is filled.
Employment applications must be completed truthfully and accurately. Falsification of information on the employment application is cause for rejection of the applicant or discharge if the falsification is discovered after hiring.
Hiring Process - Applicants for employment shall be required to submit to an in-person interview. Remote interviews may be offered at the discretion of the Department Head and the Director of Human Resources. Additionally, reference checks, employment and education verification, pre-employment screenings and investigation, and post-offer physical examination may be required of the applicant.
Pre-Employment, Post Offer Screening - For all positions, a background check will be conducted before any conditional offer of employment is made. Once a conditional offer has been made, it is contingent upon the satisfactory results of a post-offer drug screen. Certain positions will also require satisfactory results of a physical examination and possible alcohol screening. Employees who are transferred or promoted by the City may be asked to undergo a physical examination to ensure they are capable of performing the essential functions of their new position.
Medical examinations will be performed by a physician designated by Human Resources and will be paid for by the City.
Disqualifications - Applicants will be disqualified from consideration for one or more of the following:
• Failure to meet the minimum qualifications/requirements necessary for the performance of the duties for the position.
• If they previously worked for the City and were involuntarily terminated or resigned in lieu of termination.
• If employment will result in a violation of the City’s Nepotism Policy (See Policy2.06).
• False statements or material omissions on the application form or during the application process.
• Inability to pass a criminal background check or pre-employment testing or screenings.
• The applicant commits or attempts to commit a fraudulent act at any stage of the selection process.
• The applicant is not legally permitted to work in the United States.
• The applicant is unable to perform the essential functions of the job applied for with or without reasonable accommodation.
• Any other reason deemed to be in the best interests of the City.
• Public Safety Fire and Police department disqualification guidelines are independent of this section.
Re-Employment - Consideration for re-employment of any former employee may be granted to those applicants if their file demonstrates acceptable prior service with the City of Belton, and if they did not terminate or resign in lieu of termination.
Employees who leave the City and are rehired shall be treated as new hires concerning their benefits Rehires to the City will have an adjusted service date and will not be eligible to retrieve/reinstate sick, vacation, or other leave balances that may have existed at the time of resignation.
City of Belton Personnel Policy Manual
2.02 Job Postings Amended 2.11.25
The purpose of the Job Posting policy is to ensure all employees are aware of open positions and have the opportunity to apply for those which they feel they are qualified. The City of Belton believes in promoting from within when possible and is committed to employing the best candidates for approved positions and engaging in effective recruitment and selection practices in compliance with all applicable employment laws. The City provides equal employment opportunities to all applicants and employees.
Job Postings – Once an open position is approved for recruitment, Human Resources will generate job announcements electronically via City email, City website, designated areas within City facilities, and our online recruiting software system Resources for external posting will vary, depending on the open position and will be determined by Human Resources and the Department Head.
Employee Eligibility to Apply – Employees may complete an application for an internal job posting provided they meet the following criteria:
• Employees must not be in an Introductory Period within their current role.
• Employees must have received a merit-based performance rating no lower than “meets expectations” on their most recent performance review and must not currently be on a Performance Improvement Plan.
• Meet the minimum requirements for the job and be able to perform the essential functions of the position, with or without reasonable accommodation.
• Submit an application for employment through the online recuring software system.
Internal Job Posting Procedures – All vacant or newly created positions within the City will be posted. The position will be posted internally, externally, and/or simultaneously in order to expedite the process as the City’s needs require. Internal candidates may or may not be given preference depending on the circumstances. Job positions are open until filled.
There are two ways a job opening may be posted:
1) Posting within the Department Only – This option is available to be used when the vacant position is considered to be in line and within a natural progression. For example, posting a Maintenance Technician II position so that a Maintenance Technician I may apply. Any positions posted within the “department only” that are not for a sworn Police or Fire Position, or a Council appointed position, must be approved by the Director of Human Resources.
2) Posting Citywide – This option will allow for a job posting to be prepared and distributed to all departments.
The Director of Human Resources and the City Manager must approve any deviation from the outlined job posting procedures.
City of Belton Personnel Policy Manual 2.03
The City of Belton requires current employees and applicants, to whom a conditional offer of employment has been extended to undergo medical examinations whenever management determines these are necessary for the safe operation of the City or jobrelated as allowed by federal and state law.
Successful applicants for employment may be required, as a condition of employment, to take a medical examination to establish their fitness to safely perform the essential job functions for which they have applied. If management determines that an examination is appropriate to a particular position, all applicants for the job to whom a conditional offer of employment has been made should be examined.
Employees may be required to have a medical examination on other occasions when the examination is job-related and consistent with business necessity. For example, a medical examination may be required when an employee is exposed to toxic or unhealthful conditions, requests an accommodation for a particular disability, or whose ability to perform essential job functions due to a medical condition has been questioned. If the medical condition of the employee is or may be a danger to other persons or property, or prevents the employee from performing duties, the Department Head may require the employee to undergo a medical exam
Required medical examinations will be paid for by the City and will be performed by a physician or licensed facility designated or approved by the City. These medical examinations are the property of the City, and the examination records will be treated as confidential and kept in separate medical files. However, records of specific examinations, if required by law or regulation, will be made available to the employee, persons designated and when authorized by the employee, public agencies, relevant insurance companies, or the employee’s doctor. If the medical examination determines that the employee is unable to perform their essential job functions, they may be subject to termination.
Employees who need to use prescription or nonprescription legal drugs while at work must report this requirement to their supervisor if the use might impair their ability to perform the essential functions of the job safely. Depending on the circumstances, employees may be reassigned, prohibited from performing certain tasks or prohibited from working if they are determined to be unable to perform their jobs safely while taking prescription or nonprescription legal drugs.
The City requires every employee who operates a City-owned or leased vehicle, or who drives a privately-owned vehicle while carrying out job duties for the City, to obtain and maintain a current valid Texas driver’s license and an acceptable driving record as determined by the City. Employees without a valid Texas driver's license have thirty (30) days to obtain or renew their license.
Driving records will be checked before employment and periodically throughout employment. Applicants and employees are required to provide the City with any authorizations necessary for the City to perform such checks. More than three (3) moving traffic violations in a six (6) month period is considered excessive and may result in disqualification, in the case of prospective employees. For a current active employee, this may likely result in removal from driving responsibilities which could result in loss of a job, and/or disciplinary action, up to and including termination.
When a special classification of driver’s license is required to operate City equipment, it is the employee’s responsibility to ensure they maintain a valid license. The City will pay the expense to obtain a specialized driver’s license.
City of Belton
City of Belton
The Introductory period is a period established by the City of Belton after the hire of an employee during which time the City and the employee evaluate whether a successful employment relationship can be created. The introductory period will be six (6) months from the first date of employment, except for Police and Fire employees whose period of probation is twelve (12) months, from the date of certification in their respective positions, per TLGC Chapter 143.
Employer Responsibilities - During the introductory period, employees will be in training and more closely evaluated by their immediate supervisor. The City will use this time to determine whether the employee has the skills and other qualifications needed to succeed in the position for which they were hired. Department Heads/Supervisors will be expected to closely observe and evaluate the work performed and offer aid and encouragement when the employee is adjusting to the position. It is important to identify any deficiencies or inadequacies in job performance, attitude, or conduct to promote the success of the employee. Management is expected to use all resources available in an effort to encourage the success of every employee.
Employee Responsibilities - The employee uses the period to evaluate whether they are a good match for the position and the City. The employee is responsible for knowing, understanding, and meeting the expectations and standards for the position for which they serve. They are expected to perform the job in a safe, productive, and effective manner within the instructions set forth by their Department Head or Supervisor and must conduct themselves in an acceptable manner.
Temporary Employees – Temporary employees are defined as those people hired for non-budgeted positions. These employees do not serve an introductory period. A temporary employee may be terminated at any time with no right to an appeal.
Extensions
of Introductory Period – At the end of the initial introductory period, the time may be extended by no more than three (3) months when an employe’s performance has been marginal and additional training is warranted. The decision to extend or not to extend an employee’s introductory period may not be appealed. It is important for proper documentation to be shown reflecting the efforts of both the supervisor and the employee to be actively working towards improvement. If an extension is granted, the employee will be advised in writing and given the date on which the extended introductory period will be completed. Approval of an extension will be at the sole discretion of the Department Head and the Director of Human Resources.
Change in Assignment – Employees serving in the initial introductory period may not request or make an application for reassignment, promotion, or voluntary transfer without written approval from the Director of Human Resources, and at the request of the respective Department Head. If the reassignment, promotion, or transfer is approved, the employee will serve up to a six (6) month introductory period in the new position beginning with the date of the position change.
City of Belton
2.06 Outside Employment & Business Interests Amended 2.11.25
The City of Belton recognizes that some employees may need or want to hold additional jobs outside their employment with the City. Employees are permitted to engage in outside work or hold other jobs, so long as the outside employment or self-employment does not constitute a conflict of interest and subject to certain restrictions based on reasonable operational concerns. Employees must make a written request to their Department Head or Supervisor prior to working for another employer or engaging in selfemployment.
The City applies this policy consistently and without discrimination to all employees, and in compliance with all applicable employment and labor laws and regulations.
• Work-related activities and conduct away from the City of Belton must not compete with, conflict with, or compromise the City’s interests or adversely affect job performance and the ability to fulfill all job-related responsibilities. Employees are prohibited from performing any services for customers of the City that are not normally performed by the City. This prohibition extends to the personal and/or unauthorized use of any City tools or equipment and any unauthorized use or application of any City confidential information. In addition, employees may not solicit or conduct any outside business during work time for the City of Belton.
• City employees must carefully consider the demands that additional work activity will create before accepting outside employment. Outside employment is not an excuse for poor job performance, absenteeism, tardiness, leaving early, refusal to travel, or refusal to work overtime or different hours. If outside work activity causes or contributes to job-related problems with the City, permission to engage in outside employment and/or self-employment will be revoked, and the employee may be subject to the normal disciplinary procedures for dealing with the resulting job-related problem(s).
• Employees are prohibited from using City of Belton paid sick leave to perform work for another employer or to engage in self-employment
• If an employee’s outside employment presents a conflict of interest with the City of Belton, as defined in the Conflict-of-Interest Policy, or if such outside employment has any potential for negative impact on the City, permission to engage in outside employment and/or self-employment will be revoked.
Fraudulent use of City sick leave or an employee’s refusal to comply with the City’s reasonable request to terminate outside employment may result in immediate termination of employment
An employee on FMLA (Family Medical Leave Act) leave, sick leave, disability leave, or workers’ compensation leave will not engage in outside employment or selfemployment unless expressly authorized in writing in advance by the Department Head and approved by the Director of Human Resources. A copy of the written approval will be filed in the employee’s file in Human Resources.
Employees placed on administrative leave with or without pay will not engage in outside employment, unless authorized by the City Manager.
Violation of this policy may result in disciplinary action up to and including termination.
City of Belton Personnel Policy Manual
2.07 Nepotism Amended 2.11.25
Nepotism is the showing of favoritism toward a relative. The City forbids the practice of nepotism in hiring personnel or awarding contracts. Job applicants, both internal and external, must disclose during the application process if they are related to a current City employee or City official.
Relatives of Officials
No person related within the 2nd degree by affinity (marriage) or within the 3rd degree by consanguinity (blood) to members of the City Council or City Manager, shall be appointed to any office, position, or service within the City. This provision shall not affect officers or employees who are already employed by the City at the time when any officer who may be related within the named degree takes office.
Relatives of City Employees
No employee may directly or indirectly supervise or be supervised by a spouse or a member of his/her family who is related as defined in the Relationship table below.
No employee may hold a job where the employee exercises supervisory authority over the work, assignments, working conditions, and/or compensation /benefits of any individual who is related as defined in the Relationship table below.
In no instance may an individual be promoted to a position wherein that person would directly or indirectly supervise or be supervised by a relative as defined in the Relationship table below.
The City will employ married partners and relatives, but they will not be allowed to work in the same division within a department. Married partners and relatives currently working in the same division, as of the effective date of this policy manual (May 2024), will be grandfathered in, if they remain in the division.
Adopted children and siblings are recognized as approved relationships within this policy. Additionally, stepfamily members are also recognized. (Example: Step-brother, stepmother, etc.)
Upon recommendation by the Department Head, and through Human Resources, the City Manager may review and approve deviations to this policy on a case-by-case basis.
Relationship by Marriage
Relationship by Blood
Promotions, Demotions, and Reassignments are made based on skills, abilities, and demonstrated performance of City employees. This is done to provide maximum advancement potential for employees. The City wants employment to be continuously attractive to the highest qualified personnel and to enable the City to accomplish its goals and objectives.
Promotion - A promotion is accomplished after careful and thorough review of an employee’s qualifications, previous and current work history, and demonstrated performance and takes effect as soon as is practical without undue disruption or interruption of departmental operation. The salary offered for the new position will be determined primarily based on the employee’s qualifications for the new position and internal equity within the department or work group. Employees may choose to accept, or decline offers without repercussions in their current position. Employees will serve a six (6)month introductory period in the new position. Any employee who fails to satisfactorily complete this period is demoted to a classification equal to the classification held prior to the promotion if a position is available. Promoted employees receive all rights, privileges, benefits, and responsibilities to the position to which they are promoted. Employees within the initial introductory period are not eligible for promotions without special approval by the City Manager, upon recommendation by the Department Head through the Director of Human Resources.
Demotion - Situations may arise that warrant an employee being demoted to a lower classification, due to their inability to successfully meet the performance standards established for their position. In these instances, the employee must be made aware of all job deficiencies and given an opportunity and sufficient time to correct them, prior to being advised of a demotion. Department Heads and Supervisors are encouraged to use the performance measures outlined in this manual, including the use of a Performance Improvement Plan.
If the employee is unable to correct the outlined deficiencies in their job performance, they will be demoted to an open position, for which they are qualified. If no positions are available, an involuntary termination might ensue.
Reassignment - Reassignment may be initiated by a Department Head when the best interests of the City are served by such action. It may be necessary to reassign employees to other classifications with changes in title and pay for non-performance related reasons. This may be needed to balance staff within a department, avoid laying off an employee when their original position may be eliminated, as well as for other various reasons. Voluntary reassignment may be requested by an employee. They will need to speak directly to the Department Head or immediate Supervisor.
City
Transfer - The City encourages the transfer of employees between departments to provide maximum opportunity for advancement and to promote optimum staffing. All regular employees are eligible to apply for transfers to currently vacant positions and may be given preference over other external applicants. Employees in their introductory period are not eligible to apply for transfers without special approval of the City Manager.
The City of Belton is committed to helping employees face the demands of juggling work, family and personal obligations by offering a number of possible flexible work arrangements. These arrangements provide employees with increased flexibility with their work schedule while allowing the City to maintain a progressive and productive work environment.
All employees will be considered for alternative work scheduling on a case-by-case basis in situations where creative work schedules have been shown to accomplish both work and personal goals, to provide coverage for individual department operations and to serve the City as a whole with increased productivity at no expense to quality output.
Upon approval of Department Head and City Manager/Assistant City Manager, alternative work schedules may include:
• Flextime, in which an employee works eight hours per workday, but there is flexibility in an employee’s set scheduled starting and ending times.
• Compressed workweeks in which an employee works an adjusted work schedule that achieves 40 hours of work per week.
The Department Head is responsible for identifying if any of the aforementioned staffing options are workable within the department. To determine whether an employee’s request for an individual alternative work schedule is appropriate, the Department Head must assess the impact and the outcome in terms of production, quality and absenteeism, and if one or a combination of the above arrangements is in the best interests of the department, the City of Belton, and the employee. There should be an understanding that within smaller departments, flexible schedules may be hard to accommodate.
Upon approval of a flexible work schedule, the work arrangement will be reviewed regularly thereafter. The arrangement may be canceled for any reason by management. An employee approved for an alternate work schedule, modification or cancellation must obtain written approval from their Department Head, Assistant City Manager and the City Manager. Human Resources will need to immediately be notified for payroll purposes.
Flexible work arrangements are not appropriate for all employees or positions and are not a universal employee benefit. In order for a flexible work schedule to be approved, the employee must have a satisfactory attendance record, meet all performance expectations in his or her current role and consistently demonstrate the ability to complete tasks and assignments on a timely basis. The nature of the employee's work and responsibilities must be conducive to a flexible work arrangement without causing significant disruption to performance and/or service delivery. Flexible work schedules are a privilege, and not a right.
City of Belton
The City safeguards personal employee information in its possession to ensure the confidentiality of the information. Additionally, the City will only collect personal information that is required to pursue its business operations and to comply with government reporting and disclosure requirements.
Personal employee information is considered confidential and as such will be shared only as required and with those who have a need to have access to such information. Personal information collected by the City includes, but is not limited to, employee names, addresses, telephone numbers, e-mail addresses, emergency contact information, equal employment opportunity (EEO) demographic data, medical information, social security numbers, date of birth, employment eligibility data, benefits plan enrollment information, which may include dependent personal information, and school/college or certification credentials. Participants in City benefit plans should be aware that personal information will be shared with plan providers as required for their claims handling or record keeping needs.
All hard copy records will be maintained in secure areas with access limited to those who have a need for such access. Personal employee information maintained electronically will be safeguarded under company proprietary electronic transmission and intranet policies and security systems, with access granted only to those with a legitimate need. Certain records, such as I-9 forms and medical records, will be maintained separately from general personnel records whether maintained electronically or hard copy. Per Civil Service guidelines, Fire and Police have an additional confidential personnel file, which is the “G File”, and is maintained by the Chiefs in their respective departments.
If an employee becomes aware of a breach in maintaining the confidentiality of employee personal information, the employee should report the incident to the Human Resources department. Human Resources has the responsibility to investigate the incident and take corrective action. Examples of the release of employee information that will not be considered a breach include the following, but are not limited to:
• Release of partial employee birth dates, i.e., day and month is not considered confidential and may be shared with department heads who elect to recognize employees on such dates.
• Personal telephone numbers or e-mail addresses may be distributed to department heads in order to facilitate company work schedules or business operations.
• Employee identifier information used in salary or budget planning, review processes and for timekeeping purposes will be shared with department heads.
• Employee’s company anniversary or service recognition information will be distributed to appropriate department heads periodically.
City of Belton
Employee Request – Employees may request access to their personnel file by submitting a written request to the Director of Human Resources. Upon receipt of the request, the Director will schedule an appointment to view the file during normal office hours. Employees are not permitted to remove any documents from the personnel file but may provide a written response to any document within the personnel file. Written responses will be attached to the original document. Employees may also request copies of documents in their file. Requests for copies must be made in writing to the Director of Human Resources.
Information Update - Within thirty (30) days, any change in name, address, phone contact, and family status (births, deaths, marriage, divorce, legal separation, and change in dependents), shall be reported to Human Resources. This information will be added to the employee’s personnel file. Official documentation of the change may be requested by Human Resources.
Medical Confidentiality - Federal law requires the City to maintain all employee medical information in separate confidential files. Therefore, in addition to employee records, the City maintains a separate medical file for each employee. Human Resources maintains these confidential medical files.
• Genetic Information - The City does not request genetic information from an applicant, employee, or health care provider. The City discourages health care providers from sending genetic information. Any genetic information inadvertently sent to the City will be placed in the employee’s confidential medical file maintained by Human Resources.
• Confidentiality - It is important employees understand records are confidential, but the confidentiality may be waived when the employee provides medical information to the supervisor or the Human Resources department. When an employee provides information to the supervisor, the supervisor is expected to share the information only on an “as needed” basis with other members of management.
• Coworkers’ Privacy - In addition to protecting their medical information, employees must also respect the privacy and confidentiality of their coworker’s medical information. Employees are expected to use discretion and judgment when dealing with such information and are to refrain from passing along information, gossip, rumors, or anything else that may constitute an invasion of coworker’s privacy or breach of confidence.
City of Belton Personnel Policy Manual
During the course of employment, employees/volunteers may have access to confidential information. Any confidential information, whether oral, written, or electronic, should be maintained in a manner that ensures its confidentiality, and the release of any confidential information is prohibited.
Confidential information must be treated with respect and care by any employee/ volunteer who is authorized to have access to this information. Employees/Volunteers who are authorized to use or disclose confidential information also have the responsibility to safeguard access to such information and limit access to those that are allowed by permission and by law. The access must be appropriate to the employee's job responsibility, and on a need-to-know basis only. A breach is a violation of this policy or state or federal law, or both.
All City Employees will comply with and acknowledge the terms of the City of Belton Confidentiality Agreement, which will be issued to employees at the onset of employment. Employees who breach confidentiality will face disciplinary action up to and including termination.
Volunteers who share confidential information will be removed as volunteers and prohibited from volunteering for the City in the future.
Disclosing information that could adversely affect any City property, business dealing, or any affair of the City, or using information gained while working in the City for the benefit of himself/herself or others at harm to the City, is prohibited. Disclosing information gained through employment for gossip is prohibited. Disclosure of information will result in disciplinary action up to and including termination.
The primary purpose of the City’s employee performance evaluation system is to improve the employee's understanding of their performance on the job and the supervisor’s understanding of the employee's viewpoints about factors that affected their performance during the period covered by the evaluation.
Scheduled evaluations provide an opportunity to assess progress. This aids in planning the employee's professional development and future performance improvements but should never replace day-to-day communication between supervisors and employees regarding performance expectations and actual performance.
The performance evaluation form is utilized annually, and at any other time performance needs to be examined. Verbal communication should occur at various times throughout the year between the supervisor and employee so there are no surprises during the end of year annual evaluation. Every supervisor is required to complete an annual performance evaluation of all employees they supervise/manage. In addition, Department Heads are required to review and sign all performance evaluations, before submitting to the Director of Human Resources for signatures.
Prospective employers, financial institutions and residential property managers routinely contact employers, including the City of Belton, for information on a former or current employee’s work history and salary.
All such requests of this type should be referred to the Human Resources department Responses to written requests for verification of employment will be made on the form provided only when the request is accompanied by a former or current employee’s signed authorization to release such information.
A written verification of employment form that has been completed by the Human Resources department will be returned directly to the requesting party. Telephone requests for verification of employment by prospective employers, financial institutions and residential property managers will be limited to confirming information stated by the external party.
Human Resources may decline to furnish employment information if the request is in a manner or form which does not adequately protect the City from possible litigation. All inquiries for verifications of employment will be documented.
City of Belton Personnel Policy Manual
3.01 Classification and Compensation Plan Amended 2.11.25
The City of Belton position classification guidelines, relating to wage and salary administration, are designed to ensure employees are classified appropriately and consistently according to their education, work experience, skills, and work performed, and that the salary ranges for positions are competitive in the job market. The City will administer this program with the goal of achieving a competitive compensation and benefits package for its employees.
Pay and Classification Plan - The City maintains a Pay and Classification Plan which assigns each job title to a pay grade based on the principle of equity among positions internally and externally requiring similar knowledge, skills, and abilities and having similar levels of responsibility. For Fire and Police personnel, their Civil Service pay scale is based on a defined step plan that correlates rank with salary and years of service.
• Employee Type
1. Regular Full-Time – an employee who works thirty (30) or more hours in a budgeted position, with an introductory period of six (6) months.
2. Regular Part-Time – an employee who works at least 1,000 hours in a calendar year, but no more than thirty (30) hours per week in a budgeted position, with an introductory period of six (6) months.
3. Temporary – not assigned an introductory period upon employment with the City. These employees are employed to accomplish specific, short-term assignments. Most temporary employees will complete assignments within six months. However, in some specialized positions, a Department Head may decide whether to retain an employee longer than six months with review and approval from the Directors of Finance and Human Resources. A temporary employee who is hired into a regular budgeted position must serve an introductory period of six (6) months.
• Official Job Titles – All positions shall be designated by official job titles, with a corresponding pay grade and salary range. These official titles shall be used on all official records, payroll, and communications.
• Pay Grades - Pay grades are established by use of market data and internal value to the organization. When the results of a market study are implemented, a position may be reallocated based on current market data.
• Salary Range - Each pay grade has been assigned a salary range based on a range around market averages or median for similar positions. Within this framework, a new employee’s salary will be determined by their qualifications at the start of employment. Within the general guidelines of the plan and the budget, the Director of Human Resources, along with the City Manager and Director of Finance are authorized to determine the appropriate pay grade to which each job title is allocated.
• Job Descriptions – All positions will have an assigned job description detailing the assigned duties and responsibilities of the position. Upon employment, the employee will sign they have received their official job description and will be responsible for all current and future changes to their job description, as provided to them by management.
• Point of Record – Human Resources will be assigned the official point of record for all job titles, pay grades, salary ranges, and job descriptions.
• Exemption Status
1. Exempt: These employees are not eligible to earn overtime pay as established by the Fair Labor Standards Act (FLSA.) Exempt employees primarily include those individuals occupying bona fide executive, administrative, and professional positions under FLSA and are paid on a salary basis. Exempt employees are expected to put in whatever hours are necessary to complete their job assignments. However, the City Manager may allow unofficial limited time off as recognition that some positions work longer hours into the evenings or weekends. Upon separation of employment, exempt employees will not be paid for any additional time outside of scheduled hours.
2. Non-Exempt: These employees are eligible to earn overtime at time and one half their regular rate of pay as established by FLSA. Overtime commences after 40 hours have been worked in a defined 7-day workweek. Paid sick leave, vacation, bereavement, jury duty, holiday, or any other leave of absences are not considered as hours worked, for the purposes of calculating overtime. Fire and Police sworn, certified personnel are subject to the 7k partial overtime exemption, as outlined in state and federal law.
• Personnel Change Notice (PCN) – This form must be completed on any personnel action that includes new hires, promotions, demotions, transfers, separation, and any other situation where pay or job reclassification may be affected. The PCN will be initiated by Human Resources and sent to Department Heads and the City Manager for approval. Department Heads are responsible for immediately notifying Human Resources when an employee’s pay requires an adjustment, including to but not limited to certifications, licenses, or any other pay other than an employee’s base pay.
• Maintenance of the Plan – As part of our Citywide Strategic Plan to ensure competitive salaries and benefits for all City employees, Human Resources will conduct internal salary studies for various positions to ensure competitiveness in the market, as well as internal equity on an on-going basis. The City will conduct an external compensation and benefits study in three year intervals, as budget allows, for the purpose of determining external competitiveness in the market of comparable and competitive municipalities.
Non-Sworn Employees - Employees are typically hired at the minimum of the range established for the specific job they are filling. If a new employee has exceptional qualifications and years of related experience in the same type of position for which they are filling, their beginning pay may be at a higher rate within the pay range. The Department Head and the Director of Human Resources will determine the hiring salary, with approval from the City Manager and the Director of Finance.
Sworn Public Safety Employees - Employees are hired and placed on the public safety pay plans for Fire or Police. If the new employee has prior experience in the field for which they are being hired, they may be placed a step higher than the entry-level step on the pay scale. This field experience is our Lateral Entry Program, and the qualifications are based on our current Lateral Entry Policy in place at the date of hire. Approval for lateral entry is required from the respective department Chiefs and the Director of Human Resources. For employees hired within the lateral entry parameters, they will continue to receive annual progression on the Step pay plan from the date of hire moving forward. City of Belton
City of Belton
Overtime compensation is paid to all non-exempt employees per federal and state wage and hour requirements. Exempt employees are not paid overtime compensation.
Non-Exempt Employees - When the City’s operating requirements or other needs cannot be met during regular working hours, non-exempt employees may be scheduled to work overtime at the request of their supervisor. When possible, advance notification of overtime assignments will be provided. Overtime assignments will be distributed as equitably as practical to all non-exempt employees qualified to perform the required work. Refusal or other failures to work overtime may result in disciplinary action, up to and including termination of employment Overtime work is otherwise subject to the same attendance policies as straight time work.
All non-exempt employees must receive their supervisor’s and/or Department Head’s prior authorization before performing any overtime work, with the exception of Firefighter mandatory scheduled overtime. This means employees may not begin work before their scheduled workday and may not continue working beyond the end of their scheduled workday, without prior authorization from the appropriate supervisor. Similarly, employees may not work through their lunch break without prior authorization from the appropriate supervisor. On the employee’s timesheet, the appropriate supervisor must also approve any overtime before the timesheet is submitted for processing and payment. Non-exempt employees who work overtime without receiving proper authorization may be subject to disciplinary action, up to and including termination of employment.
Generally, overtime pay for non-exempt employees is at the rate of 1.5 times the employee’s regular hourly rate of pay for hours worked over forty (40) in the City’s workweek, which is established as Saturday 12:00 am through Friday 11:59 pm. An employee’s regular hourly rate includes all pay incentives, longevity, and assignment pay. Sworn Fire and Police Department personnel are paid overtime based on the work cycle adopted by their department under Section 207(k) of the FLSA
Employee leave recorded as vacation, sick, jury duty, holiday, etc., is not considered time worked, for the purpose of calculating overtime.
Exempt Employees - Exempt employees are those who are not covered by the overtime requirements of the FLSA. Accordingly, exempt employees are not entitled to overtime compensation for work performed beyond forty (40) hours in a workweek. Exempt employees are paid a salary and are expected to put in the hours necessary to complete their assignments with an acceptable level of quality and promptness.
“Docking” an exempt employee’s pay for a partial day’s absence will be permitted only as authorized by law and approved by the Director of Human Resources.
Under the following circumstances, though, the City may deduct from an exempt employee’s pay:
• For absences from work due to sickness, disability, or personal reasons when the employee has no paid leave to use and the leave greater than or equal to one day
• To offset amounts received by an employee for, workers' compensation wages, military pay, or jury duty.
• For unpaid disciplinary suspensions of one or more full days imposed in good faith for severe infractions of written workplace rules, e.g., sexual or unlawful harassment.
• For weeks of which an exempt employee takes unpaid leave under the FMLA.
• For unworked days in the initial or terminal week of employment.
It is the policy of the City not to make improper deductions from an exempt employee’s pay. Any exempt employee who believes an improper pay deduction has been made must immediately notify the Director of Human Resources. The City will promptly reimburse an employee for any improper deduction(s) and will make a good faith commitment to comply in the future.
Compensatory Time - Employees may be required to take compensatory time instead of being paid overtime compensation. Department heads and supervisors have the authority to determine if an employee will receive overtime or comp pay, based on departmental operations and to minimize staffing disruptions. The City may also require employees to take time off to reduce their accrued compensatory time. Otherwise, compensatory time off may be used the same as leave time. If an employee’s bank is at the maximum level, they will not be allowed to bank any compensatory time until their bank falls below the applicable limit. Departments are expected to monitor compensatory balances.
All non-exempt employees, including police officers and firefighters, may accumulate up to a maximum 60 hours of compensatory time. No employee will be allowed to bank more than the maximum.
Compensatory time banks at a rate of an hour and a half (1.5) for every hour over overtime worked by non-exempt employees. Note: Leave time taken during the workweek will not count as hours worked, for the purpose of calculating comp time at a 1.5 rate. An example of leave time is vacation, sick, holiday, jury duty, bereavement leave, worker’s compensation, etc.)
Payment of Compensatory Time - All employees who may be reclassified from a nonexempt position to an exempt position will be paid all accrued compensatory time upon approval of the reclassification and will cease to be eligible for any additional overtime and/or compensatory time. Likewise, an employee who is either promoted, transferred, or demoted to another non-exempt position will be paid in full for any compensatory time accrued before the promotion or demotion becomes effective. Upon leaving employment with the City, a non-exempt employee will be paid for unused compensatory time at the employee’s current hourly rate.
NOTE: Exempt employees are not eligible to earn and accrue compensatory time.
Flex Time Work Schedule - The Department Head or supervisor may consider flexing the employee’s work schedule to minimize the need for overtime or compensatory time compensation. Flex time is not accrued and must be used in the same workweek as earned.
City
City of Belton
3.05 On-Call and Callback Pay Amended 2.11.25
On-Call time is not considered time worked and is not compensable at the employee’s regular hourly rate of pay. On-call time is defined as the time outside of regularly scheduled working hours when an employee is assigned to be available for callback. The employee is free to pursue personal activities but must respond to summons (cell phone, text, or other means designated by various departments) within designated guidelines determined by the Department Head.
Callback time is generally defined as the time the City requires an “on-call” employee, or any non-exempt employee to work on an unscheduled or emergency basis outside of the employee’s regularly scheduled work hours.
The following provisions apply to callback time and pay:
• Callback time does not change the number of regularly scheduled hours in a week.
• If a non-exempt employee is subject to callback, any hours worked during the period of callback will be paid at the employee’s overtime rate, regardless of the actual number of hours worked in the workweek. All callback will be paid at a minimum of one (1) hour.
• An employee is not entitled to “callback pay” when an employee is asked to remain at work, or held over for a shift. If an employee is asked to remain at work after their shift, pay will be subject to the Fair Labor Standards Act guidelines.
• Departments can make their own policies concerning what positions will be mandated for “on-call” duty and what the length of response time must be for employees to return to the work site.
• Callback time must be reported on the employee’s bi-weekly timesheet, in accordance with the guidelines listed above.
• Employees must abide by the guidelines set out in the Drug and Alcohol policy of this manual, when responding to being called back to work. If the employee has a detectable amount of alcohol or has a drug presence in their system, such that reporting work would result in a violation of this policy, the employee must advise the appropriate supervisor on duty. Employees who report to work while having a detectable amount of alcohol or having a presence of drugs in their system may be subject to disciplinary action up to and including termination.
• Exempt employees are not eligible for callback pay.
City of Belton Personnel Policy Manual
3.06 Certification / License Pay Amended 2.11.25
The City encourages employees to participate in advanced training and education. Additional training is important to employees and is an overall benefit to the operation of the City of Belton
To receive compensation, the certificate or license must be deemed beneficial to the City, as part of the employee’s current work responsibilities, and must not be a minimum requirement for the employee’s position. Should an employee transfer to a department where a certification/license currently held becomes applicable, the employee may then be eligible for certification/license pay. Certification/license pay shall be forfeited if a transfer or promotion places the employee in a position where the certificate/incentive is not applicable. A list of certification/incentive pay may be found in Human Resources.
Eligibility and Requirements - All full-time employees are eligible to receive pay for approved certifications/licenses held during employment with the City of Belton An inventory of approved certifications/licenses will be kept by Department Heads and Human Resources. It is the sole responsibility of the employee to provide copies of official certifications and licenses, and to provide copies of renewals to Human Resources Employees must provide evidence the respective documents are current for compensation to be considered. If a certification or license has expired, the related compensation will stop.
All requests for certification or license pay must be initiated by the administrative offices of the individual department for which they are to be paid. Departments will notify Human Resources, along with a copy of the official certification/license, and a Personnel Change Notice will be initiated by Human Resources for the Department Head to sign. In no event will retroactive certification/license pay be awarded for changes in policy
Department Heads are responsible for ensuring employees within their department receive this pay, and it is the employee’s responsibility to obtain the required continuing education to maintain their certification pay/license. If there are any changes to the employee’s certification/license status, it is the employee’s responsibility to notify their department administrative staff or supervisor. The department is responsible for notifying Human Resources to remove the employee’s certification/license pay if it is no longer valid.
Effective Date of Certification/License Pay – This pay becomes effective at the beginning of the first pay period, after the proof of certification is received by Human Resources.
Budget – Certification/License pay amounts are subject to annual budget considerations. Certification/license pay may be changed or eliminated at any time.
3.07 Time Keeping Records and Time Entry Amended 2.11.25
To comply with its legal obligations to maintain accurate time records and to ensure employees are paid for all hours worked, the City of Belton requires all employees to accurately record their hours worked during each workday.
Unless otherwise notified, employees are required to accurately record their work time through the timekeeping software system provided by Human Resources. For employees working in the field, departmental administrative employees will input time. It is the responsibility of the Department Head to ensure the employee’s time is entered correctly according to the actual hours worked and any leave hours taken.
Altering, falsifying, or tampering with time records may result in disciplinary action, up to and including termination. City of Belton
City of Belton Personnel Policy Manual
3.08 Paychecks, Corrections, and Workweek Amended 2.11.25
PAYCHECKS - Payroll checks are processed on a bi-weekly basis (every 14 days), resulting in twenty-six (26) payroll checks annually. All employees are required to participate in direct deposit, with funds available on the applicable Friday of a payroll week.
If an employee separates from the City voluntarily or involuntarily, the final check will be processed on the next pay period to the direct deposit bank account information on file with Human Resources at the time of departure.
CORRECTIONS - The City of Belton makes all reasonable efforts to assure employees are paid the correct amount in each paycheck and that employees are paid promptly on the scheduled payday.
It is the employee’s responsibility to review their payroll information and deductions for accuracy. If an employee is overpaid, given more leave benefits than they are due, or receives any other benefit or compensation to which they are not entitled, whether due to an employee’s misrepresentation, the misapplication of a policy, an error in processing, or for any other reason, the employee is expected to notify his or her Timekeeper and/or Human Resources. The City will take steps to recover the benefits or compensation if the employee has been overpaid. Likewise, any form of payroll deduction that results in an underpayment shall be reported as well.
• Error on Paycheck – If an error should occur in the amount of pay or an improper deduction is made, employees should contact Human Resources detailing the error before the next pay period.
• Corrections - When underpayment of an improper deduction is verified, the employee and Human Resources will quickly resolve the issue.
• Overpayments - Overpayments will be corrected as soon as practical through a repayment schedule arranged by the Human Resources Department so as not to place an undue burden or hardship on the employee.
WORKWEEK
• Civilian Employees - The standard work period for all civilian and non-sworn public safety employees shall be a forty (40) hour work period commencing on Saturday at 12:00 am and ending the following Friday at 11:59 pm. Any hours worked by nonexempt employees, more than forty (40) hours per seven (7) day period, shall be considered as overtime and compensable at time and a half.
• Sworn Police Personnel - The standard work period for sworn police and dispatch personnel shall be an eighty (80) hour work period, commencing on Saturday 6:00 am, and ending on the Saturday at 5:59 am two (2) weeks following. Any hours worked over eighty (80) hours per fourteen (14) day period, shall be considered as overtime and compensable at time and a half.
• Sworn Fire Shift Personnel - The standard work period for sworn fire shift personnel working suppression shifts shall be a twenty-eight (28) day work period Under the provisions of section 207(k) of the Fair Labor Standards Act, any hours worked over 212 of the twenty-eight (28) day work period shall be considered as overtime and compensable at time and a half. Non-exempt Fire personnel working a 40-hour workweek shall follow the civilian employee’s workweek schedule and overtime implications.
Federal Income Tax – The percentage deducted for federal income tax varies with the salary and W-4 (Employee’s Withholding Allowance Certificate) of an employee.
Social Security / Medicare Tax - The City of Belton participates in mandatory Social Security and Medicare employee and employer contributions. This percentage is dictated by federal law and is subject to change.
Employee Retirement - Permanent Full-Time and Part-Time City employees working 1,000 or more hours per year are required to become a contributing member of TMRS (Texas Municipal Retirement System) on the first day of City employment. The employee’s contribution is deducted from each payroll check. Contributions to an employee’s retirement account are based on gross salary. The contribution rate is 7% contributed by the employee, and 14% contributed by the City, resulting in a 2:1 employer match ratio.
Wage Garnishment - This is a legal procedure in which a person’s earnings are required by court order to be withheld by an employer for the payment of a debt, including child support and other forms of garnishment. The City of Belton will garnish wages of employees, as required by federal and/or state law, under the Wage and Hour Division of the United States Department of Labor. Human Resources must be in receipt of an official wage garnishment order from a valid entity in order to process garnishments.
Employee Benefit Elections – Employees who elect benefit coverages that require personal contributions, these deductions will be automatically taken from the employees biweekly payroll check.
City of Belton
3.10 Meal Breaks and Rest Periods Amended 2.11.25
The City of Belton will comply with state and federal laws regarding meals and breaks.
Meal Breaks - All employees who work eight or more hours in a day are required to take an unpaid meal break of a minimum of thirty (30) minutes. Meal breaks are provided between thirty (30) minutes, and up to one (1) hour. Supervisors will provide employees with the starting and ending times for their specific meal periods, and employees will be relieved from work responsibilities during unpaid meal breaks. Employees may not extend meal breaks beyond their assigned period. These times will be determined to minimize departmental interruption. Public Safety employees will follow guidelines outlined by their respective departments.
Rest Periods – All employees are permitted a fifteen (15) minute paid rest break for each four (4) hour work period. Breaks are not permitted at either the beginning or end of the workday to offset arrival and departure times, and they may not be combined. Employees who voluntarily work through their rest breaks will not be paid additional compensation. Breaks should be taken as workflow permits. Public Safety employees will follow guidelines outlined by their respective departments.
Enforcement – Department Heads and Supervisors are responsible for the scheduling of meals and rest periods. Employees who fail to return on time from meal breaks and rest periods will be subject to disciplinary action and docking of pay for the time missed.
The City encourages employees to achieve and maintain a healthy lifestyle through physical fitness. Gym membership reimbursement is available to all permanent City employees at the time of employment and beyond.
Employees will be reimbursed up to $120 every 6 months for eligible gym membership fees. Eligible fees include the enrollment cost (if applicable) and annual or monthly fees for an individual membership at a fitness center, or a fitness app that requires a monthly subscription. Employees with a family membership must provide documentation of the cost for an individual membership and will be reimbursed based upon the individual membership amount. The employee will be reimbursed every 6 months, regardless of the type of membership (annual or monthly.)
Employees must follow the procedures set forth by Human Resources for gym reimbursement. Proof of membership at a gym or through fitness app will be required, as well as the requirement of other possible documentation. Employees are welcome to contact Human Resources for further information.
The amount reimbursed to employees will be reported as taxable income to the Internal Revenue Service and is subject to FICA and Medicare taxes. City of Belton
Paid vacation time is provided as a benefit of employment so employees may have periods of rest, relaxation, and recreation. Vacation leave may also be used for personal business, an extension of a holiday or sick leave, or any purpose determined by the employee. The immediate supervisor must approve scheduled vacation leave.
Vacation Accrual and Maximum Accrual - All regular full-time and regular part-time employees shall be entitled to accrue vacation leave. The accrual rate will be based on the length of service with the City and the number of hours worked per regular workweek. Vacation leave is accrued monthly and will continue to accrue while an employee is on any amount of paid leave. Vacation leave may not be taken until it is earned.
Non-Civil Service employees accrue vacation based on eight (8) hour days, sworn police employees and sworn fire fighters who work administrative positions accrue vacation based on eight (8) hour days, sworn fire employees assigned to work the suppression schedule accrue vacation based on twelve (12) hour days, and regular part-time employees accrue hours based on the average number of hours they work each day of their work week. Employees being transferred, promoted, or demoted to a different position shall retain their accrued vacation balance. The accrual rate will change to the accrual rate of the new position. Starting January 1, 2025, the maximum accrual for all police and regular personnel will be 264 hours and the maximum accrual for all Fire Suppression personnel will be 396 hours. Carryover balances will be reduced to the maximum accrual effective January 1, 2027.
NOTE: Vacation accrual schedule is noted below this policy. Starting January 1, 2027, the maximum payout of vacation leave for all police and regular personnel will be 264 hours and the maximum payout of vacation leave for all Fire Suppression personnel will be 396 hours. No carryover of hours will be allowed under any circumstances.
Introductory Period - New employees may not take vacation leave during the six (6) month introductory period. Employees who leave employment during the first six (6) months will not be paid for accrued vacation leave.
Vacation Accruals While on Unpaid Leave - Vacation leave is not earned when an employee is on leave without pay for more than fifteen (15) cumulative working days in a one (1) month period. For certified Fire suppression personnel, one “day” is equivalent to twelve (12) hours.
Holidays During Vacation Leave - Official City holidays occurring during an employee’s vacation shall not be charged to vacation leave.
City of Belton
Illness During Vacation Leave
- Employees or their immediate family member who become hospitalized or incapacitated due to injury or illness during the period of their vacation leave may request their vacation be temporarily terminated and their time is charged to sick leave. Department Heads and supervisors may require satisfactory proof of illness.
Separating Employees - Except in extraordinary situations, separating employees will not be allowed to use vacation leave for their final two weeks of employment. Exceptions must be scheduled and authorized in advance by the Department Head.
Vacation Payout Upon Separation
- Upon separation from City service, a full-time regular employee in good standing will be paid for all unused vacation up to the maximum accrual amounts. Vacation is not payable upon separation if the employee is still in their initial or extended introductory period, or if the employee does not give two (2) weeks’ notice before leaving employment. If an employee gives two (2) weeks’ notice but does not work the full two (2) week period, the employee is not eligible for payment of unused vacation, unless prior approval is given by the Department Head and the Director of Human Resources. However, if the employee gives a two (2) week notice, and the City asks the employee to leave prior to the end of the notice period, the employee is eligible for payment of unused vacation
Employees who are involuntarily terminated from employment for disciplinary reasons or any violation of policy will not be eligible for payment of any unused vacation.
Annual Vacation Accruals
City of Belton Personnel Policy Manual
4.02 Holiday Leave Amended 2.11.25
The City is committed to providing a competitive benefit to recognize traditional holidays preserving the rich heritage and traditions of our community and enhancing the quality of life. The following days are observed as paid holidays and cannot be taken until they are earned. Except under special circumstances, if a holiday falls on Saturday, it will be observed on the preceding Friday, and if a holiday falls on Sunday, it will be observed on the following Monday:
Designated Holidays
New Year’s Day
Martin Luther King, Jr. Day
President’s Day
Good Friday
Memorial Day
Independence Day
Juneteenth
Labor Day
Veteran’s Day
Thanksgiving (2 days)
Christmas (2 days)
Personal Holiday (Floating) –Previously Employee Birthday
Additionally, September 11 is designated as a paid holiday for Firefighters. However, the September 11 holiday must be taken in lieu of another holiday designated above.
No employee will receive more than fourteen (14) holidays per calendar year, and these hours will not be carried over in a rolling calendar year.
Regular full-time employees and part-time employees who are normally scheduled to work at least twenty (20) hours per week are paid holiday pay. Payment is based on the number of hours they would have worked if the holiday had not occurred. However, employees will not receive more than eight hours’ leave time for the holiday. (For Civil Service Fire suppression personnel, twelve (12) hours is equal to one (1) day.) Temporary employees or employees who are normally scheduled to work fewer than twenty (20) hours per week are not paid for holidays except for holiday hours they actually worked.
Qualified employees who are regularly scheduled to work on holidays will have holiday hours added to their personal leave. When an employee’s regular day off falls on a holiday, the holiday hours will be added to the employee’s holiday leave bank. Employees must complete their introductory period to be eligible for personal holiday accruals. Personal Holiday hours will be accrued every January 1st and will not carryover to the following year.
City of Belton Personnel Policy Manual 4.03 Sick Leave Amended 2.11.25
The City of Belton recognizes that employees will occasionally need time off from work to recover from an illness, to address their medical needs or to address the medical needs of an immediate family member.
Sick Leave Accrual - All regular full-time and regular part-time employees begin accruing paid sick leave upon the first completed month from the date of hire. Temporary, and seasonal employees do not accrue sick leave. Sick leave accrues at the rate of oneworking day a month (8 Hours) for non-civil service employees and civil service probationary employees. Working day is defined as, total hours authorized to work in a week divided by five (5). Civil Service Police personnel and Civil Service Fire personnel assigned to administration accrues sick leave at ten (10) hours a month and Civil Service Fire Suppression personnel accrue sick leave at fifteen (15) hours a month. Sick leave will cease to accrue when non-civil service employees reach a maximum of 480 hours.
Sick Leave Use - Sick leave may be used by an employee in case of the employee’s actual sickness, injury, or disability, or for purposes of attending a health-related examination or treatment which cannot be scheduled outside normal working hours. Sick leave may be used, when an employee needs to care for the following family members:
• Spouse
• Child
• Local Parentis (Person who has the responsibilities of a parent for someone in their household)
• Parent
As used in this section, “care” means: (a) personal health care assistance or supervision, at home or at a health-care facility, to an eligible individual who is sick or injured and cannot attend to his/her own health needs adequately; or (b) supervision for, and transportation to and from, a health-related examination or treatment for an eligible individual who is in need of assistance due to age, health or disability.
Notification
of
Sick Leave Use
- To be eligible for paid sick leave, an employee must notify the immediate supervisor, Department Head, or designee before the time set for beginning work. A Department Head can require written proof of the proper use of sick leave and may not allow sick leave in the absence of such proof. The Human Resources Department may elect to require a physician’s statement attesting to the illness. Employees should fill out a sick leave request form as soon as is practicable.
Supervisors shall notify Human Resources of employees requesting more than five (5)consecutive days of sick leave to determine if the absence is qualified and should be designated as FMLA. Certified Fire Suppression employees using sick leave of three (3) 24-hour shifts or more, should be reported to Human Resources to determine if leave is qualified as FMLA.
Failure to report Absence/Abuse of Sick Leave- The City expects supervisors to use reasonable judgment in determining whether employees are abusing the Sick Leave Policy. It is anticipated that employees using paid City sick time for their own illness/injury or that of a family member, will use their sick leave time to recuperate or care for their family member. Since sick leave is provided to assure the continuation of salary in case of non-work-related illness or disability, supervisors are expected to monitor employee’s use of the benefit and immediately report suspected abuse to the Department Director and Human Resources. Abuse of sick leave, including the use of sick leave for anything other than illness, injury, or doctor/dentist appointment as provided for in this policy, may result in immediate disciplinary action, up to and including termination of employment.
Exhaustion of Sick Leave - If an employee uses all accrued sick leave, vacation leave may be used as sick leave upon request of the employee. When absence due to illness exceeds the amount of total paid leave earned and authorized, the pay of an employee shall be discontinued until the employee returns to work. The employee will be placed on unpaid leave as of the day following the last day of paid leave. Sick leave will not be advanced. Employees who become ill during vacation leave may request that vacation leave be temporarily terminated, and time charged to sick leave, provided a doctor’s statement of illness is submitted to the Human Resources Department upon returning to work. Sick leave shall not be earned when an employee is on leave without pay for more than fifteen (15) working days in any one (1) month.
Payout of Sick Leave –, Upon separation from the City, non-civil service employees will not be paid accrued sick leave or remaining sick leave pool hours. Police and Fire employees will be paid sick leave as directed by the Texas Local Government Code (TLGC), Chapter 143. Per Chapter 143 (TLGC), civil service police personnel will be paid a maximum of 720 hours of sick leave and civil service fire personnel will be paid out a maximum of 1080 hours of sick leave.
of Belton
The City of Belton is committed to providing a safe and healthy workplace for all of our employees. This policy provides guidance for supervisors and employees when managing workplace illness to protect public health, ensure the well-being of employees, and minimize the spread of contagious diseases in the workplace. The City will follow all local, state, and federal health and safety regulations.
Self-Assessment: Employees must monitor their health and avoid coming to work if they are ill or showing symptoms of a contagious illness, including fever, coughing, or other symptoms that could impact others in the workplace. The employee must notify the immediate supervisor, Department Head, or designee before the time set for beginning work.
Supervisor Assessment: Supervisors should monitor the health of employees and ensure a safe work environment. If an employee exhibits visible signs of illness, the supervisor may send the employee home to prevent the spread of illness. Supervisors must ensure that the employee is aware of all available leave options.
Employees who have been ill may return to work once they are symptom-free for at least 24 hours without the use of medication or with written clearance from a healthcare provider. In cases of contagious diseases like influenza or COVID-19, the City may require documentation from a medical professional stating that the employee is no longer contagious.
During declared public health emergencies (e.g., pandemics), the City of Belton will follow guidance from the Centers for Disease Control and Prevention (CDC), Texas Department of State Health Services (DSHS), and local health authorities. Special provisions, including remote work, flexible schedules, and enhanced cleaning protocols, may be implemented based on the level of risk and community spread.
City
City of Belton
4.05 Sick Leave Pool
The City of Belton recognizes that employees, or members of their immediate family, may have a medical emergency resulting in a need for additional time off requiring more leave hours than the employee has available. To address this need, all eligible employees will be allowed to donate accrued sick or other accrued leave hours from their unused balances to their co-workers in need of additional paid time off, in accordance with the policy outlined below. Employees who would like to make a request to receive donated time from their co-workers must have a situation that meets the following criteria:
Medical Emergency - defined as a medical condition of the employee or an immediate family member that will require the prolonged/extended absence of the employee from duty and will result in a loss of income to the employee due to the exhaustion of all paid leave available
Immediate Family Members - defined as those individuals related by kinship, adoption, marriage, or foster children who are certified by the Texas Department of Human Services. This includes the employee’s spouse, children of any age, parents, and any legal dependents who are living in the same household as the employee or, if not in the same household, are totally dependent on the employee for personal care or services on a continuing basis.
Eligibility - All full-time and part-time regular employees are eligible and must be employed by the City for a minimum of six (6) months to donate and/or receive donated time.
Donation of Leave Hours - The Sick Leave Pool is funded by permanent full-time and part-time employees who voluntarily donate sick leave, or other accrued leave, during January through December of each calendar year.
• The donation of sick and other leave is strictly voluntary.
• Donated time will go into a leave bank for use by eligible recipients.
• Recipient identity will not be disclosed to donating employees.
• Only employees who donate time are allowed to take advantage of the pool.
• The minimum number of hours an employee may donate to be a part of the pool is the number of hours equivalent to one month of their sick leave accrual, with a maximum of forty (40) hours in a calendar year.
• Employees donating hours must have a minimum of forty (40) hours of sick leave remaining in their accrual balance after donating.
• Employees cannot borrow against future leave time to donate.
• Donations cannot be revoked.
• Employees will be given the opportunity to donate to the pool annually during benefits open enrollment. The donated time will officially be transferred from the donor to the leave pool with a date of December 31st of every year. This ensures the employee’s participation in the Sick Leave Pool program for the upcoming calendar year.
• Employees who are currently on an approved leave of absence cannot donate time.
Requesting Donated Time
1) Employees who would like to benefit from the Sick Leave Pool in requesting donated hours, are required to complete a Sick Leave Pool Request Form and submit it to Human Resources. The form may also be requested from Human Resources.
2) Requests for donations from the pool must be approved by the employee’s Department Head, and the Sick Leave Pool Committee, which consists of the Director of Human Resources, the Assistant City Manager and the City Manager.
3) If the recipient employee has available sick or other leave time in their leave balances, this time will be used prior to any donated time from the pool. Donated time may only be used for time off related to the approved request.
4) Employees who receive donated hours may receive no more than 160 hours in a one calendar year period.
5) Use of benefits from the Sick Leave Pool will count towards Family and Medical Leave Act (FMLA.) Stated another way hours paid via sick leave pool donations are calculated into the twelve (12) weeks of leave provided under this Act.
The Bereavement policy establishes uniform guidelines for providing paid time off to employees for absences related to the death of an immediate family member. All permanent full-time and part-time active employees are eligible for this leave.
An employee who wishes to take time off due to the death of an immediate family member should notify his or her supervisor as soon as possible.
In addition to bereavement leave, an employee may, with his or her supervisor’s approval, use any available vacation for additional approved time off as necessary. Employees may be required to provide documentation regarding their bereavement leave. If this leave occurs during an official City holiday, the employee will use holiday time and will not be authorized to bank the holiday.
Bereavement pay is calculated based on the base pay rate at the time of absence. Paid time off for this leave is not counted as hours worked for the purpose of calculating overtime.
Employees are allowed up to three working (3) days off for paid Bereavement leave, in a rolling 12-month period.
Bereavement leave may be used in the event of the death of the employee’s spouse, domestic partner, child, stepchild, parent, stepparent, father-in-law, mother-in-law, sonin-law, daughter-in-law, sister-in-law, brother-in-law, brother, sister, stepbrother, stepsister, grandmother, grandfather, grandchild or other member residing in the same home with the employee at the time
City of Belton
4.07 Jury Duty or Subpoenas Amended 2.11.25
Paid leave is granted to all full-time and part-time employees for the purpose of appearing as a juror; however, this paid leave does not count as hours worked, for the purpose of calculating overtime. Employees appearing as a witness or other official participant in City-related proceedings of a legally recognized court or other body having the power of subpoena are also granted paid leave. The employee must provide a copy of the document requiring attendance in court.
Employer Obligations - The City will grant paid leave for an employee summoned to serve on any county, city, state, or federal court or grand jury, or for an employee to comply with a subpoena at any city, state or federal court or grand jury. The City will not dismiss an employee from employment because of the nature or length of the employee’s jury service.
When an employee is on paid leave for jury service or response to a subpoena, they will continue to receive their regular rate of pay, in addition to any per diem received by the employee from the court jury service. Any payment issued to the employee for their services do not need to be remitted to the City. Pay from the City will not exceed the number of hours in the employee’s regular work period. The hours spent on leave that coincides with the employee’s regular work time is counted as straight time for the purpose of overtime calculations.
Employee Obligations – If an employee is chosen as a juror or made aware of a subpoena, they must notify their supervisor immediately and fulfill their citizenship obligation. If the employee is not selected as a juror, the employee must immediately report back to work upon being released from service. If the employee does not report back to work, he must have been in communication with his supervisor and received supervisor approval for not returning to work.
All employees must provide proof of attendance from the presiding court to their supervisor upon their return to work.
City of Belton Personnel Policy Manual
The City of Belton has great respect for all current, past, and prospective employees who have served within any and all branches of the United States Military. We are committed to protecting the job rights of employees absent on military leave. In accordance with federal and state law, it is the City’s policy that no employee or prospective employee will be subjected to any form of discrimination on the basis of that person's membership in, or obligation to perform service for, any of the uniformed services of the United States. Specifically, no person will be denied employment, reemployment, promotion, or other benefit of employment, based on such membership. Furthermore, no person will be subjected to retaliation or adverse employment action because such person has exercised his or her rights under applicable law or this policy. If any employee believes that he or she has been subjected to discrimination in violation of this policy, the employee should immediately contact the Human Resources department.
Eligibility - Employees taking part in a variety of military duties are covered under this policy. All Full-Time and Part-Time employees will be granted a maximum of fifteen (15) workdays paid military leave per year, from October through September of each year. Temporary employees who have brief or non-recurrent positions with the City, and who have no reasonable expectation that their employment with the City will continue indefinitely or for a significant period, are generally ineligible for extended paid military leave. Eligibility requires an official military order issued by any branch of the United States Military.
Notice to City of Need for Leave - Employees must provide as much advance written or verbal notice to the City as possible for all military duty (unless giving notice is impossible, unreasonable, or precluded by military necessity). To be eligible for paid military leave, employees must submit official documents setting forth the purpose of the leave and its duration. The official documents must be given to the Department Head or Human Resources as far in advance of the leave as possible.
COMPENSATION
• Full Pay for Up to Fifteen (15) Workdays – Employees will be paid for military absences of up to a maximum of Fifteen (15) workdays per fiscal year (October through September.) Shift employees will be transitioned to a forty (40) hour workweek during military absences, and all leave accruals will be adjusted to this schedule. This leave may be used when an employee is engaged in National Guard or U.S. armed forces reserve training or active military duty, ordered, or approved by the proper military authority. The paid leave may be consecutive or scattered throughout the year.
• Other Paid Leave - Employees who have exhausted all available paid military leave may, at their discretion, use any other available paid leave time (i.e., vacation leave, holiday leave, and compensatory time) to cover their absence from work.
• Unpaid Leave - After an employee has exhausted all available paid military leave (including any other paid leave time that the employee chooses to use to cover a military absence), the employee will be placed on leave without pay.
• Medical and Dental
While an employee is on paid military leave (or any military leave of less than thirtyone (31) days), the City will continue to pay its portion of the monthly premium for group health benefits. When military leave is unpaid, the employee may elect to continue group health coverage for up to twenty-four (24) months following the separation of employment, or until the employee’s reemployment rights expire, whichever occurs first, for the employee and eligible dependents. The total cost of premiums will be at the employee’s expense.
Upon an employee’s return to employment following military service, the City will provide health insurance coverage immediately. Also, a returning employee will not be subjected to exclusions from coverage unless the exclusions apply to injuries or conditions that were incurred because of military service.
• Other Benefits
While on paid military leave, employees continue to accrue vacation, sick leave, and other benefits provided to other employees on paid leave. The City will also continue to pay the premium for any City provided life insurance while the employee is on paid military leave. While on unpaid military leave, employees are generally ineligible for most City provided benefits. Benefits, such as vacation and sick leave, do not accrue while an employee is on unpaid leave, including unpaid military leave. While on unpaid military leave, benefit accruals will be suspended and will resume upon the employee’s return to active employment. Once an employee returns to work following an unpaid military leave, the employee will be treated as though continuously employed for purposes of determining benefits based on lengths of service, such as vacation accrual and longevity pay.
• Texas Municipal Retirement System (TMRS) - It is the responsibility of the employee to be aware of any service adjustment with TMRS, due to a military deployment and military leave. Employees are expected to contact TMRS directly for this information.
RETURNING FROM MILITARY LEAVE
• Return to Work – A person returning from service must report back to work or apply for reemployment within the time constraints prescribed by the Uniformed Services Employment and Reemployment Rights Act (USERRA.) The City shall re-employ a returning veteran according to the provisions of USERRA.
• Deadline to Notify the City of Intent to Return to Work - The deadline for an employee to return to work and/or notify the City the employee intends to return to work following military leave depends upon how long the employee’s military service lasted. Below are the criteria for returning to work upon release of duty of duty from military orders:
a. Less than thirty-one (31) days - employees have eight (8) hours following their release from service to report for their next scheduled work period.
b. Between thirty-one (31) days and 180 days - employees have fourteen (14) days following their release from service to apply for reemployment.
c. More than one hundred eighty days (180) days - employees have ninety (90) days following their release from service to apply for reemployment.
These deadlines may be extended for two (2) years or more when an employee suffers service-related injuries that prevent the employee from applying for reemployment or when circumstances beyond the employee’s control make reporting within the time limits impossible or unreasonable.
The City of Belton follows all Uniformed Services Employment and Reemployment Rights Act (USERRA) guidelines, and all information in this section is subject to change.
• Required Documentation to Return to Work - To qualify to return to work, an employee returning from leave must submit their DD214 stating the length of service. Also, evidence of discharge or release, which is protected by USERRA conditions, must be submitted to the City if the military leave lasted more than thirty-one (31) calendar days.
City of Belton Personnel Policy Manual
4.09 Family Medical Leave Act (FMLA) Amended 2.11.25
The City of Belton complies with the Family and Medical Leave Act (FMLA) and will grant up to 12 weeks of leave during a 12-month period to eligible employees (or up to 26 weeks of military caregiver leave). The purpose of this policy is to provide employees with a general description of their FMLA rights. In the event of any conflict between this policy and the applicable law, employees will be afforded all rights required by law.
POLICY
Eligibility - To be eligible for leave under this policy, employees must meet all of the following requirements:
• Have worked at least twelve (12) months for the City of Belton.
• Have worked at least 1,250 hours for the City of Belton over the twelve (12) months preceding the date the leave would commence.
The 12 months of employment do not have to be consecutive. All periods of absence from work due to or necessitated by service in the uniformed services are counted as hours worked in determining eligibility.
Reasons for Leave – To qualify as FMLA leave under this policy, the leave must be for one of the following reasons:
• The birth of a child or placement of a child with the employee for adoption or foster care.
• To care for a spouse, child, or parent who has a serious health condition.
• For a serious health condition that makes the employee unable to perform the essential functions of his or her job.
• For any qualifying exigency arising out of the fact that a spouse, child or parent is a military member on covered active duty or on call to covered active-duty status.
• To care for a covered service member with a serious injury or illness.
Amount of Leave - An eligible employee can take up to 12 weeks of FMLA leave during any 12-month period. The City will measure the 12-month period as a rolling 12-month period measured backward from the date an employee uses any leave under this policy. Each time an employee takes leave, the City will compute the amount of leave the employee has taken under this policy in the last 12 months and subtract it from the 12 weeks of available leave, and the balance remaining is the amount the employee is entitled to take at that time.
An eligible employee can take up to 26 weeks for FMLA military caregiver leave during a single 12-month period. For this military caregiver leave, the City will measure the 12month period as a rolling 12-month period measured forward. FMLA leave already taken for other FMLA circumstances will be deducted from the total of 26 weeks available.
PROCEDURE
Employee Notification - An employee must request FMLA time off at least thirty (30) days in advance, unless the need is unforeseeable, in which case, as much notice as is practicable should be given. If it is determined that the need for family and medical leave was foreseeable, the leave may be delayed until at least thirty (30) days after the date that the employee provides notice to the City.
Department Notification - Each Department Head, or their designee, is responsible for notifying the Director of Human Resources immediately when an employee is away from work for an FMLA qualifying event (if FMLA leave has not been approved), even if the employee is utilizing paid vacation, sick or personal leave, or is out due to a work-related injury. Employees (including Police Officers and Firefighters working administrative assignments) using sick leave should be reported to Human Resources if an employee reports sick leave for a minimum of five (5) or more days, for a normal 40-hour workweek. Certified Fire Suppression employees using sick leave of three (3) days or more, should be reported to Human Resources.
Human Resources Responsibility - Human Resources is responsible for the central administration of all requests for FMLA. Human Resources reserves the right to automatically place an employee on FMLA if it is determined that a qualifying event has occurred. They may retroactively designate the beginning date of FMLA to the beginning date of the employee’s continuous absence for the qualifying event.
Approval - An employee shall submit a request for FMLA to Human Resources for approval. Confidential medical information that accompanies the application should be submitted directly to Human Resources.
Substitution of Paid Leave – FMLA is unpaid Employees will be required to use all appropriate paid leave accruals during FMLA. An employee is required to use all paid leave before being placed on unpaid leave.
If an employee is off work due to a work-related injury and the employee qualifies for FMLA, it will run concurrently with any paid leave. The City will count any paid leave that qualifies for FMLA toward the twelve (12) or twenty-six (26) weeks allowed under this policy.
Medical Certification - The City requires medical certification from a health care provider to support a claim for leave to care for a seriously ill child, spouse, parent, or the employee's serious health condition. Medical certifications must be returned to Human Resources within fifteen (15) working days. Recertification may also be required every thirty (30) days. An employee will be notified if recertification is required. For leave to care for a seriously ill child, spouse, or parent, the certification must include an estimate of the amount of time the employee is needed to provide care. For the employee's serious health condition, the certification must include a statement that the employee is unable to perform the essential functions of the position and the expected duration of the absence The City does not seek, and should not be provided with, genetic information. If an employee or applicant’s genetic information is inadvertently received by the City, the City will return it to the health care provider and not use genetic information for any employment decision or action.
Employees on extended FMLA leave must check-in every week, as designated by either their Department Head, Supervisors, or the Director of Human Resources. If a question arises whether an employee on FMLA is utilizing FMLA for reasons other than an FMLA approved illness or injury, the City may take steps to verify the proper use of FMLA leave, including home checks. While on FMLA leave, employees may not engage in outside employment or self-employment.
Upon returning to work after leave for the employee’s illness, an employee is required to provide certification to the supervisor that the employee can return to regular duties without restrictions.
Return to Work - When an employee returns to work after FMLA leave, the employee shall be restored to the same position or an equivalent position involving the same or substantially similar duties and responsibilities. An employee will be restored to the same worksite or a geographically proximate worksite. The employee is also entitled to return to the same shift or an equivalent schedule.
Effect on Married Couples - Eligible spouses who both work for the City may only take a combined total of 12 weeks of leave for the birth of a child, adoption, or placement of a child in foster care, or to care for a parent (but not a parent "in-law") with a serious health condition. Both may only take a combined total of 26 weeks of leave to care for a covered injured or ill service member (if each spouse is a parent, spouse, child or next of kin of the service member).
Continuation of Insurance Benefits - While utilizing unpaid FMLA leave, an employee's insurance benefits will continue without interruption, if the employee pays his/her full insurance premiums. Payments must be made prior to the first day of the month of coverage.
Intermittent Leave - When medically necessary, an employee may take FMLA leave on an intermittent basis or work a reduced schedule. Arrangements should be made with the employee’s immediate supervisor, so the operations of the department are not disrupted. An employee taking intermittent leave or leave on a reduced schedule may be temporarily assigned to an alternative position with equivalent pay and benefits, if this better accommodates the needs of the department.
Accruals - Employees on paid FMLA will continue to accrue vacation, sick, and holiday leave. Any employee on an unpaid leave status shall not accrue vacation, sick, or holiday accruals
Holidays - If a holiday occurs on the day an employee is on FMLA leave, the holiday will be paid for that date and not banked for future use City holidays will be counted as part of the twelve (12) or twenty-six (26) weeks of FMLA leave, whether the employee is on paid or unpaid leave.
Recordkeeping - FMLA time will be tracked by Human Resources on an hourly basis for payroll and compliance purposes. To determine entitlement for employees who work variable hours, the minimum hours required for eligibility is calculated on a prorated or proportional basis by averaging the weekly hours worked during the twelve (12) weeks before the start of FMLA leave.
Outside Employment/Self Employment - An employee on FMLA (Family Medical Leave) leave, sick leave, disability leave, or workers’ compensation leave will not engage in outside employment or self-employment.
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4.10 Administrative Leave
Amended 2.11.25
An employee may be placed on paid or unpaid administrative leave, with or without notice, who is suspected of a violation of state, federal, local law, City ordinance, violation of the City of Belton Personnel Policy Manual, Police Department General Orders Manual, or the Fire Standard Operating Guidelines. Additionally, the City has the right to place an employee on administrative leave for any reason they deem necessary for the safety of the employee and/or its citizens.
The Department Head, in collaboration with Human Resources, should advise the employee verbally and/or in writing that he or she is being placed on paid or unpaid administrative leave, the reason for the leave, and that an investigation will occur. Administrative leave must be confirmed in writing to the employee no later than two working days after the leave commences. This written notice must explain the reasons for the administrative leave, state the expected length of the leave and that the leave may be extended, if necessary, and request the employee to remain available during the leave to participate in investigative interviewing.
All documents surrounding the investigation, for the reason administrative leave was issued, will be held by the Director of Human Resources, pending the outcome of the investigation. The results of the investigation will determine whether the documentation will be placed in the employee’s personnel file or stay with the Director of Human Resources file in Human Resources.
City of Belton Personnel Policy Manual
4.11 Leave of Absences Amended 2.11.25
Leave of Absences - In extraordinary circumstances, the City may grant employees an unpaid leave of absence (LOA). All requests for LOA must be submitted in writing to Human Resources, via the Department Head. All accrued leave must be used before going on an unpaid leave of absence. This policy will be administered consistently with the City’s obligations under ADA, ADAAA, and FMLA. Employees will not be authorized a LOA unless there is a reasonable expectation that the employee will return to employment with the City at the end of the approved leave period.
Employees must provide justification for requesting a leave of absence to their Department Head. Leaves of ten (10) days or less may be approved by the Department Head and the Director of Human Resources. Leaves of more than ten (10) days must be approved by the Department Head, Director of Human Resources, and the City Manager. Extensions for the same purpose as the leave was originally granted may be approved by the City Manager for any period not to exceed a total absence of three (3) months.
The requesting employee must justify in writing any request for unpaid leave. Authorization of leave without pay is a matter of administrative discretion. No employee may demand such leave be granted. Employees on unpaid leave of absence of more than thirty (30) calendar days will pay the total monthly premium of the group medical insurance (including the City’s portion), in full. This will be paid on the 1st day of the month, for the effective month of coverage.
If an employee fails to return to work at the time specified in the application for unpaid leave and does not provide a reasonable excuse and notice to the department, the employee is considered to have resigned effective the date of return specified in the original application.
While on unpaid leave of absence, sick, vacation or holiday leave cannot be accrued or used. An employee on an unpaid leave of absence is not paid for holidays occurring during the leave.
Employees who are absent prior to receiving approval to take leave, absent even though leave has been denied, or absent without contacting their supervisor regarding that absence are considered absent without authorization and are subject to disciplinary action. Employees may be dismissed for absence without authorization.
City of Belton
Workers’ compensation is designed to cover the costs associated with injuries resulting from identifiable and specific accidents or injuries occurring during the course and scope of one’s employment. It is not designed to cover ordinary diseases of life. All employees and volunteers of the City are covered by workers’ compensation insurance.
An employee injured on the job may be eligible for workers’ compensation benefits, which may cover the cost of hospitalization, doctors, treatment, prescription drugs, and other related expenses, to include possible partial salary continuation.
Injuries not directly related to or caused by a specific accident or incident that occurred in the performance of the employee's job duties for the City, injuries occurring while an employee or volunteer is working or volunteering for an employer or organization other than the City, and/or injuries occurring during self-employment, are not covered under the City’s workers’ compensation plan.
Worker’s Compensation is governed by federal and state laws. The City of Belton adheres to and follows all rules and regulations set forth in these statues. Given this, all policies surrounding worker’s compensation may be subject to change.
ACCIDENT AND REPORTING
• Medical Attention – When an employee is injured on the job, the City’s priority is to ensure the employee receives timely medical attention. The employee must immediately (no later than 8 hours) report the circumstances of the accident and/or injury to their Department Head, or their designee.
• Reporting and Documentation – The employee’s Department Head, Supervisor, or designee is responsible for notifying Human Resources immediately (no later than 8 hours) upon being made aware of an employee’s involvement in an accident or injury. This timely notification is critical.
The employee’s Department Head/Supervisor and/or Human Resources will initiate a thorough investigation, if needed, into the cause and circumstances surrounding the accident causing the injury, including interviewing all witnesses and preparing a detailed written report explaining the facts of the accident that occurred. The First Report of Injury form must be completed and submitted to Human Resources, no later than the next business day after the injury was reported, or no later than 9:00 a.m. on Monday for injuries occurring over the weekend. If the employee or supervisor fails to report the accident, disciplinary action may be taken.
NOTE:
If an employee does not need medical attention for a work-related injury, the First Report of Injury still needs to be completed and returned to Human Resources for documentation. The reason for this is because although the employee may not need medical attention at the time of the incident, they may require medical attention at a later date. If the injury is not reported within thirty (30) days to Human Resources, the employee runs the risk of the injury not being compensable by our Worker’s Compensation liability carrier.
Employees are subject to an external drug and alcohol test when they are involved in any way in an accident, whether it be vehicle, machinery, equipment or property, or an accident that results in an injury to themselves or another employee.
If the employee’s Department Head or Supervisor has reason to believe that an injury has been reported and it is not directly related to or caused by a specific accident or incident occurring in the performance of the employee’s assigned job duties, they must promptly advise Human Resources of these circumstances. The decision of whether or not an injury will be covered by workers’ compensation will be made by the Texas Municipal League and not by the City.
A Work Status Report will be provided to the employee for every appointment the employee attends. This report will convey the diagnosis, any follow-up appointment, as well as information surrounding the return-to-work status of the employee. There will be three options of work status:
a. Employee is allowed to return to work as of a particular date, without restrictions (Typically, this is an immediate date.)
b.Employee is allowed to return to work, with restrictions, for a period of time designed by the doctor.
c. Employee is prevented from returning to work, with a date range noted.
• Returning to Work
The employee is to return to work immediately after treatment, unless the physician provides documentation of the employee’s inability to return to work, in either a regular or light duty capacity, as designated on the Work Status Report. The employee must have a written release from the doctor to return to work and the release must specify any restrictions. All restrictions noted by the treating physician are to be strictly adhered to by both the employee and the supervisor.
If restrictions are stated, modified light duty will be provided by the department if available. If no light duty is available, the Department Head will contact Human Resources for possible light duty options outside the employee’s normal department of responsibility. The City does not guarantee the availability of a light duty opportunity.
All modified light duty assignments must be approved by the Human Resource Director to ensure compliance with the City’s policies, the physician’s restrictions/release, ADA, ADAAA, and other applicable laws.
• Maximum Time Limits
Subject to restrictions and limitations, some of which may not be outlined in this section, the City will generally hold open an employee's position following an injury that is subject to the Workers Compensation process for a twenty-four (24) week time period, depending on the business operations of the City. The first twelve (12) weeks of absence will usually run concurrently with FMLA leave, if the employee is otherwise entitled to FMLA leave. If the employee becomes eligible for FMLA after the event, Worker’s Comp and FMLA will run concurrently as of the FMLA effective date. The Director of Human Resources will engage in discussions of any reasonable accommodations that may assist the employee in performing the essential functions of the job. At the end of the 24-week period, should the employee still be unable to perform the essential duties of the job, with or without accommodation, the employee’s position may be filled, and the employee may be considered for a vacant position for which the employee is qualified and released from the physician to perform. If no vacant position is available for which the employee is qualified, if not selected to fill the vacant position, or if the employee declines to accept another position, employment with the City may be terminated. This policy will be enforced in accordance with the City’s obligations under the ADA.
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Medical Benefits
An employee who sustains a compensable injury is entitled to all health care reasonably required by the nature of the injury. All expenses for such care will be paid by the City or its insurance carrier. Medical benefits are payable from the date of the injury. Except in an emergency, all health care must be approved or recommended by the employee’s treating physician.
• Workers’ Compensation Leave
An injured employee may take workers compensation leave if his treating doctor advises that the employee needs to be off work in order to recuperate from his injury or receive treatment. Such leave is not to be charged to an employee’s personal leave. An injured employee continues to accrue vacation, sick, and holiday leave while on workers’ compensation leave. Employees on workers’ compensation leave must comply with all restrictions on and off-duty, in order to recuperate.
• Benefit Payments - Wage continuation benefits are payments made to an employee when they are absent from work due to a work-related injury. Income benefits begin seven (7) days after the date on which the insurance carrier receives written notice of the injury. Prior to the seven (7) days, the City will cover all wages for hours missed, due to a work-related injury.
If an employee is deemed unable to work as a result of a work-related injury/illness, the employee’s salary will be paid by both the City, and the City’s insurance carrier. Essentially, the employee will receive a check directly from the insurance carrier for lost wages, and the remaining salary, in order for a full salary to be issued, will be paid by the City through the normal payroll process.
• Maximum Time for Wage Continuation Benefits – Wage continuation benefits shall automatically terminate at the expiration of ninety (90) calendar days from the date the employee is first unable to work.
• Ineligibility and Wage Continuation Benefit Termination - An employee shall forfeit wage continuation benefits if the employee:
1) Fails to or refuses to comply with, follow, disregard, or violate the treating physician’s instructions regarding treatment and/or rehabilitation of the employee’s injury
2) Refuses to perform restricted, partial, or part-time duty when offered by the City, and which has been authorized by the treating physician.
3) Refuses to accept or perform a different job with the City when offered, and which has been authorized by the treating physician.
4) Falsifies or misrepresents the employee’s physical condition or capacity.
5) Refuses to return to duty on the workday they have been released by the treating physician.
6) Fails to submit the Texas Workers’ Compensation Work Status Report to the Risk Manager and Human Resources each time the employee sees a doctor for consultation or treatment.
7) Has been injured as a result of the employee’s disregard for customary and established safety policies, procedures, or instruction as determined by the employee’s Department Director or Human Resource Director following an investigation.
8) Is found to be working, either part-time or full-time, and either for pay or as a volunteer or otherwise, for or on behalf of themselves or any other person, firm or corporation, or any other employer.
9) Retires, dies, resigns, or is discharged for any reason while receiving wage continuation benefits.
10) Is injured as the result of the employee’s violation of any federal, state, or local law, ordinance, or statute.
11) Workers’ Compensation temporary income benefits terminate.
12) Fails to keep medical appointments, refuses to submit to an examination or such diagnostic test, x-rays, surgical procedures, or other procedures as a physician or psychologist prescribes or recommends as medically necessary to identify, diagnose, treat, or cure the employee’s injured condition.
13) Is injured:
- While engaged in horseplay.
- While intoxicated by alcohol, controlled substances, glue, dangerous drugs, aerosol paint, or similar substances.
- Through intentionally injuring themselves.
- Through voluntary participation in off-duty recreational or social activities.
- While participating in activities that would be detrimental to recovery or refusing to participate in activities that will aid in healing.
- The employee has applied for and been awarded disability retirement.
Police, Fire and City EMS employees will be treated in accordance with TLGC §§177A.001-.004.
City of Belton
In cases of inclement weather, the City Manager will determine appropriate action, which might include a later starting time or earlier ending time, closing City offices, or other appropriate action. Notification may be made by e-mail, text, television, social media, radio, or phone.
Except for extraordinary circumstances, City offices remain open to the public during normal operating hours and do not close. Every City employee, whether exempt or nonexempt, is expected to report to work during inclement weather conditions.
If an employee determines the weather conditions constitute a danger to life and/or property, the employee must notify their immediate supervisor and/or Department Head and report to work, as soon as possible, when weather conditions improve. Any leave taken, due to inclement weather, may be flexed with Department Head approval or charged to employee’s personal vacation or compensatory time accruals.
When weather or other conditions are such that the City Manager or designee declares City offices officially closed, all personnel scheduled to work will be excused for the time period identified, without penalty or loss of pay, except as indicated below. Response personnel will be determined by the Department Head and/or the City Manager or designee at the time of the event who will advise personnel required to report to work, including employees who have the ability to work remotely.
Response personnel required to report to work, when City offices are closed will receive a Weather Holiday added to their personal leave bank, up to a maximum of 8 hours per day (12 hours for Fire Suppression personnel), for each day the offices are closed.
Residing in a rural area or a substantial distance from work is not an excuse for failing to report for work when offices are open.
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The Emergency Pay Policy in its entirety may apply to employees activated by higher governing agencies to work in disaster areas. This may include voluntary deployment by an agency other than the City of Belton. Pay procedures for voluntary deployment by an agency other the City of Belton is explained in Declaration of Emergency listed below.
When an emergency impacts City employees’ work schedules and status during emergency conditions - whether or not a state of emergency has been determined by governing bodies - the City Manager may grant emergency administrative leave with pay during and/or after the occurrence of a disaster, whether natural or man-made.
If it is determined that a civil emergency exists, including but not limited to, riots, civil disorders, severe weather or hurricane conditions, other natural disasters, chemical incidents, or similar conditions, the City Manager may suspend all provisions of the City of Belton’s Personnel Policy Manual. This practice applies to all non-exempt and exempt employees.
Employees dismissed from work during an emergency will be on emergency paid administrative leave. Said leave will start when the employee is dismissed by his/her Department Director and will continue until the City Manager declares it safe for all employees to return to work. Employees are expected to return to work on their next scheduled day or shift following the City Manager’s declaration. If an employee fails to show up for work, then the time lost will be Leave of Absence Without Pay, unless other paid leave (vacation, sick, etc.) is approved.
The City of Belton recognizes that employees have personal and family responsibilities that may conflict with the obligation to fulfill their job requirements during hazardous weather or state or local emergency. When evacuation of personal residences is required, employees will be permitted and expected to make arrangements for their families like any other citizen, including the use of authorized shelters. Employees who are not able to return to work due to emergency conditions (for instance, they have evacuated the area and are unable to return, or they are unable to leave their residence to return to work at City facilities due to impassable roadways, etc.) must contact their Department Director or designated supervisor as soon as possible and utilize appropriate leave time.
During a state of emergency, any unauthorized leave from work or assignment may be considered sufficient cause for disciplinary action.
Declaration of Emergency
Notification of State of Emergency: When a state of emergency is imminent or has been declared, the City Manager, or designee, will notify selected and/or all employees through Department Directors of such declaration.
Emergency Periods
• Pre-Impact Period. This is the time period prior to the impending disaster and includes emergency response activities and preventive measures by the City of Belton’s departments in preparing for the impending emergency. This period begins when the City Emergency Operations Center is activated, or the City Manager declares an emergency is imminent. No one is excused from work until the City Manager, through the Department Directors, authorizes employees to leave
• Emergency Period. This is the time period during which emergency response activities and restoration of critical services are conducted to protect life and property, and most other regular City services are suspended. This period begins when the City is closed for normal business and ends when the City Manager declares it safe for all employees to return to work.
• Post Impact/Recovery Period. This is the time period during which activities are conducted to restore the City’s infrastructure and services to pre-disaster conditions. This period begins when the City Manager declares it safe for all employees to return to work, and ends when the City Manager declares the period is over. Employees must return to work as soon as an emergency is over to participate in the Post Impact/Recovery Period.
Employee Status
Prior to declaration of a civil emergency, Department Directors shall designate “Emergency Essential” and “Emergency Non-Essential” personnel. All personnel shall be advised of their status as of January 1st of each year. An individual employee’s status may change, as the needs of the City change during the civil emergency, or at the discretion of the Department Director.
• Emergency Non-Essential Personnel. After a needs assessment is made, some employees may be temporarily dismissed from work, concurrently or successively, as determined by the emergency need and the department or function and those will be designated as “Emergency Non-Essential.” They will be placed on emergency Paid Administrative Leave pursuant to this policy.
• Emergency Essential Personnel. Each Department Director is responsible for identifying those employees who will be required to remain or respond in the event of emergency conditions and those employees will be designated as “Emergency Essential.” “Emergency Essential” employees may be required to be available immediately before (Pre-Impact), during Emergency – e.g., those within the Emergency Operations Center –and/or after the disaster or emergency condition (Post-Impact/Recovery) to perform duties directly related to the emergency conditions, as determined by the City.
• Post-Impact/Recovery Assigned. All City employees are considered “PostImpact/Recovery Assigned” employees. All City employees are to return to work after the City Manager declares it safe to do so. After the return to work, some employees may be further identified as “Essential Recovery,” while others may be temporarily excused from work. The City Manager and each department or function is responsible for identifying those employees who are essential to the quick restoration of critical services to the community. These employees designated as “Essential Recovery” employees are required to work during periods after the emergency when other employees may be dismissed on leave. Notwithstanding, an “Essential Recovery” employee will be allowed reasonable emergency paid administrative leave to secure the employee’s home and family and attend to immediate personal needs resulting from the emergency.
• Emergency Duty Assignment. In the event of an emergency, the City Manager may assign employees to any duty to the extent that the City is not in violation of any State or Federal Law. This includes employees of one department serving in an emergency capacity for any other department or function as assigned.
Compensation for Hours Worked during a Declared State of Emergency
• During the Emergency Period, employees released from work or who are not required to report to work due to the emergency event shall receive pay for their normally scheduled workday. These hours shall count as “time worked” for the purpose of computing overtime for nonexempt employees and shall be clearly noted on the time sheet with the appropriate emergency coding as designated by the Finance Department
• During the Emergency Period when other employees are allowed administrative leave, non-exempt (hourly, overtime eligible) employees shall be paid at their overtime rate for all hours worked during the declared emergency conditions until the City Manager declares it safe for all employees to return to work. After such time, the employee will be paid according to the normal pay policy. Being on call or off shift is not considered time worked. Salaried (overtime exempt) employees will be compensated based upon their normal rates of pay and normal work schedule.
• Employees who are out on prior-approved leave (FMLA, workers’ compensation, vacation, sick leave pool, bereavement leave, etc.) will continue to be charged for such leave during a declared state of emergency. Each Department Director will decide how to handle requiring or not requiring a medical certification for an Emergency Essential employee who calls in sick during a declared emergency.
• At the Department Director’s discretion, previously approved leave (vacation, etc.) may be canceled when a state of emergency is imminent or declared.
• All other policies concerning remuneration shall comply with the City of Belton’s Personnel Policy Manual and the Fair Labor Standards Act.
Voluntary Deployment by a Higher Governing Agency other than the City of Belton
When an employee is voluntarily deployed by a higher governing agency other the City of Belton, the following pay guidelines will prevail:
• All timesheet records turned into Finance will reflect the time that the employee worked from the time of initial deployment to the return from deployment. These hours shall count as “time worked” for the purpose of computing overtime.
• During the voluntary deployment, all deployed non-exempt employees shall be paid at their overtime rate of pay for work performed Salaried (overtime exempt) employees will be compensated based upon their normal rates of pay and normal work schedule.
City of Belton
Policy Manual
The City of Belton offers medical, dental, and vision insurance coverage to regular fulltime and part-time employees. Employees who are regularly scheduled to work thirty (30) hours or more per week are considered full-time; part-time employees are those working less than thirty (30) hours per week. Employee premium costs vary depending upon the plan chosen and the employee’s election of dependent coverage. Please refer to the Employee Benefits Guide, the Human Resources page on our City of Belton website or contact Human Resources for further information.
COBRA (Consolidated Omnibus Budget Reconciliation Act) is a federal law that requires most employers who sponsor group health plans to offer employees and their families the opportunity to temporarily extend their group coverage at group rates in certain instances where coverage under the employer’s group health plan would otherwise terminate. The employee is responsible for paying for the cost of any such continuation coverage.
Under COBRA, employees may elect COBRA continuation coverage for up to eighteen (18)months after termination of employment (unless the employee is terminated due to gross misconduct), or if an employee’s hours are reduced to such an extent that the employee no longer qualifies for participation in the group health plan. Under other circumstances, COBRA coverage is available for up to thirty-six (36) months following a qualifying event.
Detailed COBRA notices are given to employees when an employee becomes eligible for participation in the City’s group health plan and again when a qualifying event occurs. For more complete information on COBRA, employees may contact Human Resources for more information. Employees must accept COBRA option if they so desire within 30 days from their final day of employment separation.
The City of Belton provides group basic Life and Accidental Death and Dismemberment (AD&D) insurance coverage to all regular full-time employees. Premiums for employees are paid by the City. An employee can purchase additional employee life insurance or dependent life insurance coverage for family members at their own expense. Please refer to the Employee Benefits Guide, the Human Resources page on our City of Belton website or contact Human Resources for further information.
City of Belton
The City of Belton provides other elective benefits for regular full-time employees. Participation in elective benefits is strictly voluntary on the part of the employee. These supplemental policies are not paid for by the City but are offered to employees to supplement their current insurance coverage. Options for this coverage may include but are not limited to accident, critical illness, cancer, life insurance, hospital, short term disability, long-term disability, and identify theft protection policies. Elective benefits may change from time to time. Please refer to the Employee Benefits Guide, the Human Resources page on our City of Belton website or contact Human Resources for further information. City of Belton
City of Belton
All regular full-time and part-time employees working over 1,000 hours per year automatically become members of TMRS. Employee participation in the program is mandatory. Employees contribute 7% of their gross income and the City matches the employee’s contribution 2:1.
Retirement Eligibility - TMRS offers employees several options for retirement providing employees meet the following requirements:
• The employee must be sixty (60) years of age and have at least five (5) years of service credit with the system, or
• Employees may be any age and have twenty (20) years of service credit with the TMRS system. Prior service credit may be combined with the City of Belton service to reach twenty (20) years. (TMRS accepts prior service credit from several different entities.) Please contact TMRS for a full list of acceptable entities. They may be contacted at www.tmrs.com, or reached by phone at 1-800-924-8677.
Human Resources is willing to answer any questions regarding the employee’s TMRS account and the services offered; however, employees are encouraged to enroll in www.mytmrs.com, and register for complete access to your retirement account. You may also reach by calling 1-800-924-8677.
City of Belton
The City of Belton offers a voluntary Deferred Compensation Program (457) Plan where employees can contribute a percentage or flat dollar amount, per pay period, into a deferred compensation account. Employee contributions are made through payroll deduction. Participation in this plan is strictly voluntary and is not tied to TMRS in any way. Please refer to the Employee Benefits Guide, the Human Resources page on our City of Belton website or contact Human Resources for further information.
The City of Belton provides an Employee Assistance Program at no cost to employees. The purpose of the program is to ensure employees, and their families receive help to resolve personal problems effectively and confidentially. Employees and dependents receive a predetermined amount of free counseling sessions for help with personal issues, including resources for elderly care, childcare, legal, financial guidance, among many other services.
City of Belton
of Belton Personnel Policy Manual
Every employee in the City's service is working for the good of all the people of Belton. It must be the aim of the personnel of the City to constantly develop a high-performing municipal government. In so doing, much depends upon all the employees of the City. The behavior of each City employee should always promote the good will and trust of the public, as well as the good will and trust of our co-workers.
Each employee is expected to do their best to make the most ethical decisions while serving the residents of Belton. The City’s core values should always be applied to decisions.
Along with the application of core values in the decision-making process, other questions should include: 1) is the action lawful; 2) would my actions cause embarrassment to the City; and 3) is there justification for my action?
Not only is it the duty of employees to behave in a manner that reflects well upon the City, but employees must also report any misconduct or unethical behavior. These reports should be directed to the employee’s supervisor or Department Head, or their designee.
Each employee should have a thorough knowledge of their own job and should profess a profound respect for their work. The employee should be endowed with the spirit that the effort is of consequence and that the work is of worthwhile value.
While this policy provides overall guiding principles regarding the ethical conduct of employees, please refer to the section in this manual which addresses disciplinary actions involving employee conduct.
City
City of Belton Personnel Policy Manual
Each Department Head, with the approval of the Director of Human Resources, may develop and implement departmental policies, procedures, codes of conduct, practices, rules and regulations, which are separate from, or in addition to the personnel policies contained within the Personnel Policy Manual, as long as they are not in conflict with the policies and procedures within this manual.
All departmental rules/policies, including Civil Service employees, may be more restrictive, but not less restrictive than City personnel policies. In the event of any conflict or incompatibility between departmental policies and the City’s personnel policies, the City’s personnel policies shall control.
Copies of departmental policies shall be on file in Human Resources and distributed to all affected employees. It is the responsibility of the issuing department to distribute the policy to affected employees and enforce the policy.
City of Belton Personnel Policy Manual
6.03 Attendance and Punctuality
Amended 2.11.25
Regular and reliable attendance and punctuality is required and is an essential responsibility of each employee at the City of Belton, in order to maintain efficient and effective City operations. The City Manager sets the time when City offices and departments are open, and Department Heads establish work schedules. Employees are expected to report to work as scheduled, on time, and prepared to begin working at the beginning of their assigned shift. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure or other absences from scheduled hours can be disruptive and should be limited and avoided, if possible.
Employees are expected to report to work and return from scheduled breaks on time. If employees cannot report to work as scheduled, they must notify their supervisor no later than their regular starting time, within the guidelines of communication set by their Department Head. This notification does not excuse the tardiness but simply notifies the supervisor that a schedule change may be necessary. Employees who need to leave work before the end of their scheduled shift must notify their supervisor immediately. Excessive tardiness and absences will be addressed by the Department Head/Supervisor directly to the employee
Managers should not wait until an employee's attendance and/or tardiness is in the unsatisfactory range to begin addressing it with the employee. If an employee is not meeting expectations, they are still required to demonstrate improvement toward meeting those expectations Unauthorized absence(s) and tardiness is considered unsatisfactory behavior. If the employee’s attendance or punctuality does not improve, disciplinary action up to and including termination may occur.
Job abandonment is defined as an employee who fails to report to work for a period of three days or more, without notifying his or her supervisor. In these instances, after the third day, the employee will be considered to have abandoned their job and voluntarily terminated from the City/Employee employment relationship. Department Heads must document all communication attempts between City staff and the employee and submit this documentation to Human Resources to initiate the termination process.
City of Belton Personnel Policy Manual 6.04 Personal Appearance Amended 2.11.25
Attire -During business hours, employees are expected to present a clean and neat appearance and to dress safely in accordance with the requirements for their position. Professional, such as Business or Business Casual attire will be required for employees in an office setting. Employees working in the field will be appropriately dressed, as determined by their respective departments. Employees who arrive at work inappropriately dressed will be sent home by their supervisor and directed to return to work the same day in proper attire. Those employees will not be compensated for the time away from work. The Department Head retains the discretion to establish appropriate dress guidelines for the work area and to determine if uniforms are to be worn. Police and Fire Department personnel may be covered under their departmental policies regarding appropriate dress and appearance.
Inappropriate attire includes, but is not limited to, provocative or revealing low-cut attire including body-hugging, see-through, and/or excessively tight fabrics; clothing with unclear or obscene messages; political messaging; wrinkled, ripped, and tattered clothing.
Always Inappropriate – Below is a list of always inappropriate attire.
• Short skirts, including skirts with longer sheer/mesh overlay
• Shower shoes,” Flip-flops”, “crocks”, slippers, house shoes
• Overalls, unless in a field environment or approved by the Department Director
• Form fitting stretch pants such as sweats, yoga pants, exercise tights, leggings, pajama pants, or jeggings (tights can be worn as stockings but not as pants)
• Clothing with inappropriate advertising (e.g., cigarettes, beer or anything which portrays a negative image)
• Clothing not properly laundered or not in good condition (e.g., having tears, wrinkles or holes)
• Provocative or tight clothing that exposes back, abdomen, breast or buttocks
• Tank tops/halter tops, crop tops, backless/strapless clothing
• Sheer or mesh garments that expose undergarments or mid-drift
• Visible tattoos and body art which are deemed offensive as defined in the Tattoo policy
• Shirts with non-City slogans or large emblems
• All T-shirts except for City related/sponsored
• Sweat or wind suits (shirts or pants)
• Jeans and/or tennis shoes, unless on a Friday, on the day prior to major holidays with authorization from the City Manager, in a field environment where jeans are a part of their assigned uniform, or otherwise approved by the Department Director as appropriate for the work assignment
• Shorts or skorts
Hair - All hair/hairstyles must be clean, neat, and always groomed. This policy will be enforced in accordance with the Crown Act, Texas Labor Code §21.1095.
City of Belton Personnel Policy Manual
6.05 Tattoos and Body Modifications Amended 2.11.25
This policy serves to establish guidelines regarding tattoos, branding, and body modification in the workplace for the purpose of maintaining a professional environment while respecting individual expression. This policy applies to all employees in full-time, part-time, and seasonal status.
Definitions:
• Tattoos - Includes, but are not limited to, inserting ink, dyes, and pigments (either indelible or temporary) into the dermis layer or the skin to change the pigment. The term tattoo does not apply to medical procedures for applying permanent cosmetics, eyeliner, or lipstick.
• Branding - Includes, but is not limited to, the burning, and/or scarring of the body for decoration, ornamentation, or adornment.
• Body Modification - The intentional altering of the human body and/or physical appearance. Examples of body modifications or implants include but are not limited to splitting or forked tongue, facial piercings with the exception of a single stud in one nostril (septum piercings are prohibited), gauged ear implant augmentations, horn implants, other foreign objects inserted into or under the skin, anywhere on the body, unnatural shaping of teeth, ear pointing, or other similar visible implants and/or modifications.
• Extremist – Extremist tattoos or brands are those affiliated with, depicting, or symbolizing extremist philosophies, organizations, or activities. Extremist philosophies, organizations, and activities are those which advocate racial, gender, or ethnic hatred or intolerance; advocate, create, or engage in illegal discrimination based on race, color, gender, ethnicity, religion, or national origin; or advocate violence or other unlawful means of depriving individual rights.
• Indecent – Indecent tattoos or brands are those that are grossly offensive to modesty, decency, propriety, or professionalism.
• Sexist – Sexist tattoos or brands are those that advocate a philosophy that demeans a person based on gender.
• Racist – Racist tattoos or brands are those that advocate a philosophy that degrades a person based on race, ethnicity, or national origin.
• Vulgar Language – Socially offensive and explicit or morally crude, which includes, but is not limited to, a language that is profane, lewd, obscene, or refers to sex, and/or bodily functions.
Employees are expected to ensure their tattoos or brandings do not contain content that could be deemed offensive or disruptive in the workplace. Offensive is defined as obscene, indecent, sexually explicit, advocates or symbolizes sexual conduct, associates with an extremist group, gang membership, gang activity, advocates or symbolizes prejudice or discrimination based on race, color, national origin, ethnicity, religion, gender, sexual orientation, or age. If the tattoo or branding consists of offensive content it is not permitted and must be covered in the workplace. Body art, including but not limited to tattoos, branding, intentional scarring, or body modification is prohibited on the face and head except for permanent make-up, such as eyebrows, lips, and eyeliner. All facial piercings should be minimal in appearance. Ear piercings must be appropriate for the position.
Department Heads and supervisors will ensure that employees understand and comply with this tattoo and body modification policy. Department Heads reserve the right to require employees to cover any tattoo(s) when an employee interacts with members of the public. Violation of this policy may result in disciplinary action up to and including termination.
Enforcement - Each Department Head is responsible for establishing and communicating individual department guidelines for their employees. Department guidelines may be more restrictive regarding this policy, but not less restrictive. Employees who have any questions should consult their Department Head or contact Human Resources.
of Belton
Employees are responsible for performing their duties at a level of cooperation and efficiency acceptable to their department and the City. Department Heads and supervisors plan, organize, and direct the work of their employees to achieve the objectives of the department, including the establishment of performance standards that will be periodically evaluated.
If any question arises concerning the validity of a supervisor’s order, employees shall complete the tasks assigned unless, 1) the health and/or safety of the employee, coworker or other person(s) is endangered; or 2) the order is illegal, immoral, unethical or unsafe.
If the supervisor and employee are unable to informally resolve their disagreements, the formal complaint procedure may be used. (See the Complaint section of this manual.)
All departments and positions within the City are important and may require the cooperation of department personnel to complete tasks and deadlines. It is imperative that every employee be respectful of all departmental requests for information and respond in a timely manner, for City operations to run efficiently and effectively, and without disruption.
City
The City of Belton strives to provide a work environment that is collegial, respectful, and productive. This policy establishes rules for the conduct of personal relationships between employees, including supervisory personnel, in an attempt to prevent conflicts and maintain a productive and friendly work environment.
A “personal relationship” is defined as a relationship between individuals who have or have had a relationship of a romantic or intimate nature. At such time the personal relationship is established between employees, it is the responsibility and obligation of the employees involved to disclose the existence of the relationship to each employee’s Department Head or Supervisor.
An employee who is involved in a personal relationship with another employee may not occupy a position, work directly for, or supervise the employee with whom he or she is involved with, in the same division.
The City reserves the right to take prompt action if an actual or potential conflict of interest arises concerning individuals who engage in a personal relationship that may affect their employment. Department Heads and Supervisors are prohibited from dating subordinates and may be disciplined for such actions, up to and including termination.
When a conflict, or the potential for conflict arises because of a personal relationship between employees, when there is no line of authority or reporting involved, the employees may be separated by reassignment or terminated from employment.
When a conflict or a potential for conflict affecting employment arises because of the relationship, the individuals concerned will be given the opportunity to decide who is to be transferred to another position, or terminated, if no position is available. If no decision is made within 30 calendar days of the offer to resolve the situation, the City will determine who is to be transferred or, if necessary, terminated from employment.
City of Belton
City of Belton
In compliance with the Drug-Free Workplace Act of 1988, the City has a longstanding commitment to provide a safe, quality-oriented and productive work environment. Alcohol and drug misuse poses a threat to the health and safety of our employees and to the security of our equipment and facilities. For these reasons, the City is committed to the elimination of drug and alcohol use and misuse in the workplace. This policy applies to all employees and all applicants for employment.
Employee Assistance - The City of Belton will assist and support employees who voluntarily seek help for prescription drug or alcohol addiction before becoming subject to discipline or termination under this or other City policies. Such employees may be allowed to use accrued paid time off, placed on leaves of absence, referred to treatment providers, execute a last chance agreement, and/or other options as permitted or required by law. Employees may be required to document that they are successfully following prescribed treatment and to take and pass follow-up tests if they hold jobs that are safetysensitive or require driving, or have previously violated this policy Once a drug/alcohol test has been initiated under this policy, the employee will have usually forfeited the opportunity to be granted a leave of absence for treatment, and will face possible discipline, up to and including termination.
Employees should report to work fit for duty and free of any adverse effects of illegal drugs or alcohol. This policy does not prohibit employees from the lawful use and possession of prescribed medications. Employees must, however, consult with their doctors about the medications’ effect on their fitness for duty and ability to work safely, and they must promptly disclose any work restrictions to the Director of Human Resources Employees who may be drug tested and test positive for prescribed medications considered illegal, proper documentation will be immediately required from the employee and reviewed by the Director of Human Resources.
This policy will be enforced in accordance with federal and state law.
Work Rules
1) Whenever employees are working, are operating any City vehicle, are present on City premises or are conducting city-related work offsite, they are prohibited from:
a. Using, possessing, buying, selling, manufacturing or dispensing any illegal drug, to include possession of drug paraphernalia.
b. Any detectable amount of alcohol or any illegal drug as defined in this policy.
c. Possessing or consuming alcohol.
2) The presence of any detectable amount of any illegal drug, illegal controlled substance, or alcohol in an employee’s body system, while performing City business or while in a City facility, is prohibited.
3) The City of Belton will also not allow employees to perform their duties while taking prescribed drugs that are adversely affecting their ability to perform their job duties safely and effectively. Employees taking a prescribed medication must carry it in a container labeled by a licensed pharmacist or be prepared to produce the container if asked.
4) Any illegal drugs or drug paraphernalia will be turned over to an appropriate law enforcement agency and may result in criminal prosecution.
Required Testing
• Pre-employment – Applicants being considered for hire must pass a drug test after being offered a position and before beginning their first day of work. Refusal to submit to testing will result in disqualification from further employment consideration.
A person with a confirmed positive drug test for any psychoactive chemical agents who do not have a valid medical prescription will not be considered for employment. The applicant may be considered for employment and retesting after a period of twelve (12)months. Persons who reapply for positions will be tested again if they are finalists in the employment selection process. Employment decisions based upon illegal drugs/alcohol test results are final.
• Reasonable Suspicion - Employees are subject to testing based on, but not limited to, observations of apparent workplace use, possession, or impairment. The Department Head, and the Director of Human Resources should be consulted before sending an employee for testing. Department Heads must use the reasonable suspicion observation checklist (noted below) to document specific observations and behaviors that create a reasonable suspicion that an employee is under the influence of illegal drugs or alcohol. Examples include, but are not limited to:
• Odors (smell of alcohol, illegal drugs, marijuana, body odor, or urine)
• Movements (unsteady, fidgety, dizzy)
• Eyes (dilated, constricted or watery eyes, or involuntary eye movements)
• Face (flushed, sweating, confused or blank look)
• Speech (slurred, slow, distracted mid-thought, inability to verbalize thoughts)
• Emotions (argumentative, agitated, irritable, drowsy)
• Actions (yawning, twitching)
• Inactions (sleeping, unconscious, no reaction to questions)
When reasonable suspicion testing is warranted, both the Department Head and the Director of Human Resources will meet with the employee to explain the observations and the requirement to undergo a drug and/or alcohol test within two hours. Refusal by an employee will be treated as a positive drug test result and will result in immediate termination of employment.
Under no circumstances will the employee be allowed to drive himself or herself to the testing facility. A member of management must transport the employee or arrange for a cab and arrange for the employee to be transported home.
•
Random Drug Testing
1. DOT – Employees who fall under Department of Transportation guidelines shall be required to undergo quarterly random drug testing.
2. Civil Service Employees – The Police Chief or Fire Chief, or their designee may direct any certified TCOLE Police Officer, or certified TDHS/TCFP Firefighter to submit to a reasonable suspicion drug/alcohol test. Given their positions of public safety, monthly random drug testing will be conducted for all Police and Fire certified employees.
• Post-Accident - Employees are subject to a drug and alcohol test when they are involved in any way in an accident, whether it be vehicle, machinery, equipment or property.
In any of these instances, the investigation and subsequent testing must take place within two hours following the accident, if not sooner. Refusal to be drug tested by an employee will be treated as a positive test result and will result in immediate termination of employment.
Under no circumstances will the employee be allowed to drive himself or herself to the testing facility. A member of management must transport the employee or arrange for a cab and arrange for the employee to be transported home.
• Consequences – Employees who refuse to cooperate in required tests will be subject to discipline, up to and including termination. Employees who test positive, or otherwise violate this policy, will be subject to discipline, up to and including termination. Depending on the circumstances, the employee’s work history/record and any state law requirements, the City may offer an employee who violates this policy or tests positive the opportunity to return to work on a last-chance basis pursuant to mutually agreeable terms, which could include follow-up drug testing at times and frequencies determined by the City for a minimum of one year but not more than two years, as well as a waiver of the right to contest any termination resulting from a subsequent positive test. If the employee either does not complete the rehabilitation program or tests positive after completing the rehabilitation program, the employee will be immediately discharged from employment
After the results of the tests are received, a date and time will be scheduled to discuss the results of the test. The meeting will include the Department Head and the Director of Human Resources. Should the results prove to be negative, the employee will return to work.
• Prescription Drugs – Employees on prescription or over-the counter medications that contain mood/mind-altering drugs have the responsibility to report their use of the medication(s) to the Director of Human Resources who may restrict the employee’s activities during the period the employee is on the medication(s). Distribution of a legally prescribed drug is prohibited and will result in disciplinary action up to and including termination of both the employee who distributes the drug, and the employee who accepts the drug.
• Arrest for Drug or Alcohol Use – Employees must notify their immediate supervisor and the Department Head, of any drug or alcohol related arrest and/or convictions (including a plea of nolo contendere), deferred prosecution, or deferred adjudication, for a violation occurring off-duty and/or in the workplace no later than twenty-four (24) hours after the arrest and/or conviction. Failure to do so may result in disciplinary action, including and up to termination.
• Off Duty Conduct - The City may take disciplinary action, up to and including termination of employment, if an employee’s off-duty use of, or involvement with, drugs or alcohol is damaging to the City’s reputation or business, is inconsistent with the employee’s job duties, or when such off-duty use, or involvement adversely affects the employee’s job performance.
• Confidentiality - Information and records relating to positive test results, drug and alcohol dependencies, and legitimate medical explanations provided by the medical facility will be kept confidential, to the extent required by law, and maintained in secure files separate from normal personnel files. Such records and information may be disclosed among Department Heads and Supervisors on a need-to-know basis and may also be disclosed when relevant to a grievance, charge, claim or other legal proceeding initiated by or on behalf of an employee or applicant.
• Inspections – The City reserves the right to inspect all portions of its premises for drugs, alcohol or other contraband. All employees, contract employees and visitors may be asked to cooperate in inspections of their persons, work areas and property that might conceal a drug, alcohol, or other contraband. Employees who possess such contraband or refuse to cooperate in such inspections are subject to appropriate discipline, up to and including termination.
• Policy Violations - Violation of this policy will generally lead to disciplinary action, up to and including immediate termination of employment and/or required participation in a substance abuse rehabilitation or treatment program. The Police and Fire Departments may have stricter disciplinary rules regarding violations of this policy. Employees with questions or concerns about substance dependency or abuse are encouraged to discuss these matters with their supervisor or the Director of Human Resources to receive assistance or referrals to appropriate resources in the community or through the Employee Assistance Program (EAP).
City of Belton Personnel Policy Manual 6.09 Disciplinary / Correction Action Amended 2.11.25
The City of Belton employees must adhere to the highest standards of performance, conduct, and character. To ensure orderly and productive operations, and to provide the best possible work environment, the City requires employees to follow rules of performance, conduct, and character that will protect the interests and safety of the City, its citizens, and employees, as well as provide the highest standards of public service.
If work habits, attitude, production, and/or personal conduct of an employee falls below appropriate standards, supervisors should point out the deficiencies at the time they are observed. Coaching, counseling and warning the employee in a sufficient period for improvement shall normally precede formal disciplinary action, but nothing herein shall prevent immediate, formal action provided elsewhere in these policies whenever the severity of the misconduct or interest of the City so dictates. Coaching and/or counseling may include the establishment of a written understanding between the supervisor and the employee concerning the expected standard of performance in the area of work where the deficiency arose.
Performance Improvement Plan - A performance improvement plan (PIP) outlines deficiencies and required behavioral and/or work performance changes that an employee needs to make. Typically, a PIP is put in place when a Department Head observes performance issues which include reoccurring deficiencies that need to be addressed by the employee. If an employee fails to meet the requirements of a PIP, their employment may be terminated.
• All Performance Improvement Plans must be reviewed and approved by the Director of Human Resources, in collaboration with the Department Head.
• If the employee is unsuccessful in meeting the performance requirements within the established timeframe,
1. The employee may be terminated upon recommendation to the City Manager by the Department and the Director of Human Resources, or
2. The Department Head may extend the Performance Improvement period up to a maximum of thirty (30) more days if the Department Head, and/or Director of Human Resources believes the employee can meet the performance expectations with some additional time. This extension will require approval from the City Manager.
• Failure to meet performance expectations within the designated timeframe shall result in termination. In addition, termination may occur prior to the end date of PIP, if circumstances warrant this action.
Progressive Discipline - In most instances, the City will use a progressive disciplinary system. The City is not obligated to use all of the progressive disciplinary steps available, and may begin the disciplinary process at any level, up to and including immediate termination, depending upon the severity of the conduct, the employee’s work performance, prior disciplinary history, and any mitigating circumstances. At-will employment status is not affected by using the progressive discipline process. Depending on the circumstances of each case, disciplinary action may consist of one or more of the following:
Coaching/Counseling Session - Employee coaching and or counseling is designed to provide constructive feedback to the employee for infractions that need improvement. This type of action is generally non-disciplinary. Written notation of these sessions shall be maintained in the department file. This action does not need HR approval.
Verbal Warning – The initial step for addressing minor misconduct on performance issues is a verbal warning. This serves to clarify expectations and encourage improvements. The supervisor or manager will document the discussion and provide guidance on desired changes.
Written Warning – If the issue persists or if the misconduct or performance deficiency is more serious, a written warning will be issued. This document outlines the specific concerns, expectations for improvement, and consequences of further infractions. The employee will sign the written warning to acknowledge receipt and understanding.
Suspension – Continued or severe misconduct or performance issues may result in suspension without pay. The duration of the suspension will depend on the severity of the issue and will be determined by the Department Head, Director of Human Resources, with a recommendation to the City Manager for approval. During the suspension period, the employee must address the identified concerns and may be required to complete additional training or counseling.
Termination – If misconduct or performance issues persist despite previous interventions, termination of employment may be necessary. Termination decisions will be made in collaboration with the Department Head, Director of Human Resources, and City Manager, with ultimate approval required by the City Manager.
Documentation - All instances of discipline, including counseling sessions, verbal warnings, written warnings, suspensions, and terminations, will be documented on the Employee Disciplinary Form and submitted to Human Resources to be placed in the employee’s personnel file. All information requested on the form should be completed in its entirety before submitting to Human Resources. Employees should be told that signing the disciplinary form only acknowledges receipt and is not an admission of guilt or agreement with the action taken.
Appeals Process - Employees who receive disciplinary action for suspension and/or termination have the right to appeal the decision through the City of Belton’s established grievance procedure. Appeals must be submitted in writing within five (5) business days of receiving the disciplinary action. The appeal will be reviewed by the Director of Human Resources and the City Manager, to ensure fairness and consistency. The City Manager will make all final decisions regarding final disposition of the appeal.
Consistency and Fairness - Discipline will be administered consistently across all employees and departments to ensure fairness. Consideration will be given to aggravating and mitigating circumstances and the employee’s overall record of performance and behavior. Public Safety Civil Service employees will follow these guidelines, as well as the guidelines set forth in the Texas Local Government Code (TLCG), Chapter 143.
Supervisory Responsibility – Human Resources will provide training and support to Department Heads and Supervisors on implementing progressive discipline effectively and fairly. This includes guidance on documenting incidents, conducting disciplinary meetings, and recognizing when escalation of disciplinary action is necessary.
Grounds for Immediate Termination – these include, but are not limited to:
1. Use of intoxicants and/or illegal drugs while on duty
2. Falsification of official City records
3. Theft, willful damage and/or unauthorized use of City property
4. Willful failure to follow established safety guidelines when such failure could result in injury to the employee, co-worker, or other persons
5. Violating or avoiding the chain of command, i.e. bypassing the Department Head, or contacting members of the City Council without approval of the City Manager (except in complaints dealing with harassment)
6. Criticism of, insubordinate and/or demeaning actions toward a chain of command supervisor or any employee in the presence of the general public
7. Failure to follow a direct order, unless it is illegal, immoral, unethical or unsafe
8. Rude or discourteous conduct toward the public or fellow employees
9. Conduct prejudicial to good order
10. Gross violation of any Departmental policy, procedure or operation
City of Belton
The City of Belton is committed to ensuring fair treatment of employees in all disciplinary matters. The appeal process provides employees with an opportunity to challenge disciplinary actions they believe to be unfair or disproportionate. This process applies to all employees of the City of Belton, including full-time, part-time, and temporary employees.
Public Safety Civil Service employee’s disciplinary procedures and appeals follow Texas Local Government Code (TLGC), Chapter 143 law
Initiating an Appeal
• Employees who wish to appeal must submit a written appeal to the Director of Human Resources within five (5) business days from the date they received the disciplinary action.
• The appeal should clearly state the reasons for challenging the disciplinary action and include any supporting documentation or evidence.
Review Process
• Upon receipt of the appeal, the Director of Human Resources, with knowledge of the City Manager, will conduct a thorough review of the disciplinary action and the grounds for appeal.
• The employee may be asked to attend a meeting to discuss their appeal and provide additional information.
• The review will consider whether the disciplinary action was consistent with the City policies and procedures, whether it was based on sufficient evidence, and whether it was proportionate to the offense.
Decision
• After completion of the investigation by the Director of Human Resources, all documentation will be submitted to the City Manager.
• The City Manager will review the appeal and decide to uphold, modify, or overturn the disciplinary action.
• The decision will be communicated to the employee in writing within two (2) business days from the conclusion of the appeal review process.
• The decision of the City Manager is final and binding within the City of Belton.
Confidentiality and Fairness
• All aspects of the appeal process will be conducted confidentially to the extent possible, respecting the privacy rights of both the employee appealing and any individuals involved in the disciplinary action.
• The City is committed to ensuring that the appeal process is fair and impartial, providing equal opportunity for all parties to present their case.
No Retaliation
• The City of Belton prohibits retaliation against any employee for exercising their right to appeal a disciplinary action in accordance with this policy.
Policy Contact
For questions or further information regarding the appeal process for disciplinary actions, please contact the Director of Human Resources.
Policy Manual
The City requires all employees to act professionally and in accordance with established City policies and procedures, where employees treat each other with dignity and respect. Some activities will cause immediate disciplinary action. Other activities are subject to disciplinary action as listed elsewhere in this Manual. The following is not to be considered a complete list but does give some guidance. The following list of activities can be cause for disciplinary action:
1. Obtaining materials on fraudulent orders, dishonesty, stealing and other criminal acts.
2. Conviction of a felony or class b misdemeanor.
3. Abusive or improper treatment of any person, including but not limited to fighting and/or agitating. Hostile, disrespectful and/or obnoxious behavior is not tolerated.
4. Violation of any departmental or City rule, regulation or directive.
5. Destruction, loss or abuse of City property, including tools, equipment and/or clothing allotments.
6. Falsifying, destroying or unauthorized use of City records, reports, or data pertaining to the City.
7. Insubordination, meaning non-compliance with directives, rules, policies, assignments, procedures or unwillingness to submit to authority – when an employee has been instructed (or given access to knowledge of proper system) in what is expected.
8. Incompetence, inattention to duties, loafing or wastefulness in the performance of assigned duties.
9. No employee may accept gifts or favors from citizens or vendors, with a value greater than $50. This does not include a meal; awards or recognition bestowed by non-profits; a sample product to be used in the workplace only. All other gifts must be politely declined.
10. Engaging in activities that interfere with the individual’s or other employees’ performance on the job. City of Belton
11. No officer or employee of the City shall have a financial interest direct or indirect, in any contract with the City, or be financially interested, directly or indirectly, in the sale to the City of any land, materials, or supplies or services except on behalf of the City as an officer or employee.
12. A City employee shall not engage in any business, activity, or transaction and shall not have a financial or personal interest, direct or indirect, which might reasonably be expected to interfere with the proper discharge of his/her official duties; or would impair his/her official duties; or would impair his/her independence of judgement or action in the performance of his/her official duties. This standard shall apply to an employee’s personal and outside activities, including outside employment, investments, property holdings, financial interests and sources of income.
13. City employees in an official capacity shall not assist in the sale of any goods or services or advertising promotions.
14. Officials or employees who wear a badge or other official insignia or who bear credentials as evidence of their authority and/or identity, shall not permit such badge or insignia to be used or worn by any other person, or to otherwise give their permission without approval by the head of their department. The Department Head shall not grant such approval except to persons regularly and formally appointed to the position designated by the badge or insignia. Badges or credentials that reflect employment with the City shall not be used by any employee for preferential treatment or personal gain.
15. Other actions or omissions which adversely affect the welfare of the citizens or the employees or the effective operations of the City.
16. Employees are prohibited from violating the chain of command except in cases concerning any type of harassment. No employee shall initiate contact with the City Manager concerning his/her employment-related matter, without first reviewing the subject matter with the Department Head and advising the Department Head that the employee will take the subject to the City Manager. No employee shall initiate contact with a member of the City Council, concerning his or her employment-related subject matter, without the express permission of the City Manager.
City of Belton Personnel Policy Manual
6.12 Grievance and Complaint Amended 2.11.25
A workplace grievance is a formal complaint by an employee that a violation, misinterpretation, misapplication, or disparity in the application of a written policy, regulation, or procedure adversely affected the employee. It may also be a departmental decision considered by the employee to be harmful and/or unfair. Employees who believe they have suffered or observed unlawful discrimination, harassment, retaliation or a hostile work environment are required to report under Section 1.10 (Anti-Harassment and Anti-Bullying).
No employee shall suffer any reprisal, because of filing a grievance or participating in the investigation of a grievance by providing information, testimony, or assisting in an investigation in any way. If an employee feels that he is being subjected to any of the above, the employee will have the right to appeal directly to the City Manager.
Filing a Grievance
• Any employee wishing to submit a complaint, or grievance must first discuss the grievance with their immediate supervisor. If the matter is not resolved to the employee’s satisfaction, they may take the grievance to their Department Head. The employee must submit the grievance in writing within five (5) business days after receiving the supervisor’s response.
• An employee who is dissatisfied after conferring with their Department Head may present the grievance to the Director of Human Resources within two (2) business days after receiving the Department Head’s response. If the employee remains dissatisfied after receiving the Director of Human Resources response, the employee has two (2) business days to notify the Director of Human Resources of the desire to have the written grievance forwarded to the City Manager. The decision of the City Manager is final.
Written Grievances Must Include
• Specific policies that have been violated and/or action taken.
• Why the particular action is unfair, harmful to the employee, or discriminatory.
• The direct and/or adverse effect the violation or action had on an employee.
Review Process
• Upon receipt of the complaint, the Director of Human Resources, with knowledge of the City Manager, will conduct a thorough review of the complaint.
• The employee may be asked to attend a meeting to discuss the complaint and provide additional information.
• The complaint will be handled in a timely manner with updates to the process provided to the employee.
Decision
• After completion of the investigation by the Director of Human Resources, all documentation will be submitted to the City Manager.
• The City Manager will review the complaint and decide to uphold, modify, or overturn the disciplinary action.
• The decision will be communicated to the employee in writing within two (2) business days from the conclusion of the review process.
• The decision of the City Manager is final and binding within the City of Belton.
Confidentiality and Fairness
• All aspects of the complaint will be conducted confidentially to the extent possible, respecting the privacy rights of both the employee and any individual who may be involved.
• The City is committed to ensuring that the complaint process is fair and impartial.
No Retaliation
• The City of Belton prohibits retaliation against any employee filing a complaint in accordance with this policy.
City of Belton Personnel Policy Manual
6.13 Weapons in the Workplace Amended 2.11.25
The purpose of this policy is to promote a safe and secure work environment for all employees of the City of Belton by establishing clear guidelines regarding the possession and use of weapons in the workplace, in compliance with Texas state law and local ordinances.
It is the policy of the City of Belton to prohibit the possession and use of weapons within any workplace, facility, vehicle, or property owned, leased, or controlled by the City of Belton, except in specific circumstances outlined below. This policy applies to all employees. Volunteers and contractors are not permitted to open carry firearms while performing duties on behalf of the City of Belton.
Weapon is defined as: any firearm, knife, explosive device, or any object capable of inflicting bodily harm, including but not limited to:
• Handguns (whether concealed or openly carried)
• Rifles or shotguns
• Knives with blades over 5.5 inches
• Explosives, incendiary devices, or dangerous chemicals
• Any other object that could be used as a weapon in a threatening manner.
Exceptions: Certified law enforcement officers or other authorized personnel who are required to carry a weapon as part of their official duties are exempt from this policy while performing those duties.
Workplace is defined as: any office, building, facility, vehicle, or property owned, leased, or operated by the City of Belton, as well as any off-site location where work is performed on behalf of the City.
The City of Belton reserves the right at any time and at its discretion to search all Cityowned or leased vehicles, containers, briefcases, purses, packages and people entering the property, as well as lockers, desks and other areas for the purpose of determining whether any weapon is being, or has been, brought onto the property or premises in violation of this policy. Employees who fail or refuse to promptly permit a search under this policy will be subject to discipline up to and including termination. Texas law permits licensed individuals to store firearms in their personal vehicles while parked in parking areas provided by the City of Belton, provided the weapon is concealed, locked, and secured in accordance with Texas Penal Code Section 46.02.
Violation of this policy will be treated as a serious offense and may result in disciplinary action, up to and including termination. Contractors and volunteers who violate the policy may be asked to leave the premises and could face legal action. Employees are required to report any violation of this policy to their supervisor, Human Resources, or the Police Department immediately.
of Belton Personnel Policy Manual
6.14 Computer, Email, and Internet Usage Amended 2.11.25
The City of Belton recognizes that use of the internet and email is necessary in the workplace, and employees are required to use both responsibly and lawfully, as unacceptable use can place the City and others at risk for harassment, security breaches and similar issues. This policy outlines the guidelines for acceptable use of the City of Belton’s technology systems
This policy must be followed in conjunction with other City policies governing appropriate workplace conduct and behavior. Any employee who abuses the company-provided access to email, the internet, or other electronic communications or networks, including social media, may be denied future access and, if appropriate, be subject to disciplinary action up to and including termination.
Questions regarding the appropriate use of the City’s electronic communications equipment or systems should be directed to the Information Technologies (IT) department.
There is no expectation of privacy when using City equipment.
Confidentiality and Monitoring - All technology provided by the City, including computer systems, communication networks, city-related work records and other information stored electronically, is the property of the City of Belton and not the employee. In general, use of the City’s technology systems and electronic communications should be job-related and not for personal convenience. The City reserves the right to examine, monitor, and regulate email and other electronic communications, directories, files and all other content, including internet use, transmitted by or stored in its technology systems, whether onsite or offsite.
Internal and external email, voice mail, text messages, and other electronic communications are considered business records and may be subject to discovery in the event of litigation. Employees must be aware of this possibility when communicating electronically within and outside the City
Appropriate and Inappropriate Uses - City of Belton employees are expected to use technology responsibly, lawfully and productively as necessary for their jobs. Internet access and email use is for job-related activities; however, minimal personal use is allowable
Employees may not use the City’s internet, email or other electronic communications to transmit, retrieve or store any communications or other content of a defamatory, discriminatory, harassing or pornographic nature. No messages with derogatory or inflammatory remarks about an individual’s race, age, sex, disability, religion, national origin, physical attributes, gender identity, sexual preference or any other protected class may be transmitted. Harassment of any kind is prohibited.
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Abusive, profane, or offensive language and any illegal activities, including piracy, cracking, extortion, blackmail, copyright infringement and unauthorized access to any computers on the internet or email are strictly forbidden.
Copyrighted materials belonging to entities other than the City of Belton may not be transmitted by employees on the City’s network without permission of the copyright holder.
Employees may not use the City’s computer systems in a way that disrupts its use by others. This includes sending or receiving excessive numbers of large files and spamming (sending unsolicited email to thousands of users.)
Employees are prohibited from downloading software or other program files or online services from the internet without prior approval from the IT department. All files or software should be passed through virus-protection programs prior to use. Failure to detect viruses could result in corruption or damage to files or unauthorized entry into company systems and networks.
Every employee of the City is responsible for the content of all text, audio, video or image files that he or she places or sends over the City’s internet and email systems. No email or other electronic communications may be sent that hide the identity of the sender or represent the sender as someone else. The City’s identity is attached to all outgoing email communications, which should reflect corporate values and appropriate workplace language and conduct from the sender. Use of computer software and the Internet are privileges and should be treated as such.
Prior to employment, every employee will be required to sign the Computer, Email, and Internet Usage policy stating they have received the document. It is the employee’s responsibility to thoroughly read the policy and will be held responsible for its content.
City of Belton
Policy Manual
6.15 Cell Phone and Earbud Usage in the Workplace Amended 2.11.25
The City allows employees to bring cell phones to work, with limitations stated below. Cell phones may belong to the employee or be provided by the City for the employee’s use. Employees are required to limit the use of personal cell phones, including those with texting, camera, video recording, internet access, and/or video playing capability during work time. Employees who use cell phones to violate City Policy, including the City’s Sexual and Other Unlawful Harassment Policy, will be subject to disciplinary action.
Except in emergency circumstances, employees should not use a cell phone while operating a motor vehicle, including making and receiving phone calls and texting. All employees must, when asked by the City, consent to a request to provide access to all City issued cell phone and text message records used for City business. Employees using City issued cell phones have no expectation of privacy for cell phone calls, pictures, and/or text messages on these phones. Limited personal use of a City-issued cell phone is permitted; however, all employees should be made aware that it may be subject to the Public Information Act within this policy.
Excessive personal calls, texting, or internet usage during the workday, regardless of the phone used, can interfere with employee productivity and be distracting to others. Employees are therefore expected to make any personal calls on non-work time and to ensure that friends and family members are aware of the City's Policy. Flexibility will be provided in circumstances demanding immediate attention.
Employees are prohibited during working times from posting personal posts to social media, recording videos, playing games, or watching videos (including all social media outlets).
The use of earbuds or similar audio devices can impair an operator's ability to respond to surroundings, including important sounds that are necessary for safe operation. Employees are not permitted to use earbuds, headphones, or any similar personal audio device while operating city-owned vehicles or equipment. This restriction applies whether the device is used for listening to music, podcasts, phone calls, or other audio content. Both ears must remain free to monitor the surrounding environment.
Earbud, headphones, or any similar personal audio device use is at the discretion of department heads during working hours.
It is the Department Head/Supervisor’s responsibility to ensure employees are not violating the cell phone and earbud usage policy by excessively using these devices during work hours. If an employee has been warned of excessive use and continues without corrective action on their part, this is grounds for disciplinary action including termination from employment.
The purpose of this policy is to enhance the cybersecurity of the City of Belton by prohibiting the installation, use, and maintenance of TikTok and other covered applications on any device owned or leased by the city and on personal devices used for official city business. This policy aims to protect sensitive information and data from potential threats and ensure compliance with state and local cybersecurity directives, including Texas Government Code Section 620. Employees must immediately uninstall any covered applications from both city-owned and personal devices that are used for city business, except as otherwise permitted by this policy.
Covered Applications: TikTok and any other application identified as posing a security risk by the Texas Department of Information Resources (DIR) or any subsequent entity authorized to make such designations.
City Business: Refers to any activities, communications, or tasks performed for or on behalf of the City of Belton, including but not limited to email, phone calls, document sharing, accessing city networks or databases, or using city software and systems.
Exceptions: In limited cases, and in compliance with Texas Government Code Section 620, the City Manager may grant an exception to this policy for specific individuals or departments for the purposes of law enforcement, or other critical government functions. Any such exception must be documented, specifying the justification and duration of the exception, and must include a plan to mitigate any security risks involved.
The City of Belton IT Department may conduct random audits of city-owned devices and personal devices used for city business to ensure compliance with the policy. Any employee found to be in violation of this policy is subject to disciplinary action including but not limited to termination. Employees are required to report any known or suspected breaches of this policy to the IT Department immediately.
City of Belton
City of Belton Personnel Policy Manual
City of Belton employees are free to express themselves as private citizens on social media sites, but they should be aware that certain forms of communication could result in negative outcomes. To avoid misunderstandings, minimize conflict, and safeguard against potential negative consequences, City employees should refrain from any communication that may impair working relationships, impede the performance of duties, or negatively affect the public perception of the City of Belton.
The following guidelines provide personal social media posting restrictions:
• Employees of the City of Belton are not allowed to post on any social media sites during their scheduled working hours only during non-working times such as lunch breaks or after hours.
• Employees much not share any confidential or sensitive information related to the City or its operations through their personal social media accounts.
• Employees must not engage in personal social media activities that could reflect poorly on the City’s reputation or violate City policies.
• Very few people are official spokespersons for the City, so if you are not one, you must make it clear that you are speaking for yourself and not for the City or a specific Department. Do not use your City email address for private communications.
• You are personally responsible for content you publish on blogs, social media, or other internet platforms. Use common sense. If you have the slightest doubt or concern about something you are going to publish, then refrain from posting. Do not use ethnic slurs, personal insults, obscenity, or engage in any conduct that would not be acceptable at work. Show proper consideration for the privacy of others and for topics that may be considered objectionable or inflammatory
• If you post something that you later regret or later determine is objectionable, be the first to respond to your own mistake. In a blog, if you choose to modify an earlier post, make it clear that you have done so.
• Be aware that others will associate you with your employer when you identify yourself as such. Please make sure your Facebook, Linked-in, or other internet profiles and related content is consistent with how you wish to present yourself with residents and co-workers
The following guidelines provide practical advice for using social media and other forms of online communication where you are authorized to manage or post on official City of Belton social media accounts. These guidelines are put in place to ensure consistency, professionalism, and compliance with public communication standards.
• Only employees designated by the Director of Communication will be allowed to post or comment on behalf of the City of Belton.
• Posts should maintain a neutral, factual, and professional tone, representing the City of Belton in a positive manner Avoid political content, emergency scene photos, personal opinions, avoid topics that may be considered objectionable or inflammatory.
• Engage with the public in a respectful and informative manner.
• Any negative comments posted by the public should be reported to the Director of Communications immediately.
• Social media posts on behalf of the city must adhere to local, state, and federal laws, including open records laws, public transparency requirements, and intellectual property rights.
• Even if you act with the best intentions, you must remember that anything you put out there about the City of Belton can potentially be harmful. This applies to email as well. As soon as you act on the City’s behalf by distributing information, you are upholding the City’s image. Please act responsibly. If in doubt, consult your Department Head before posting or sending a message.
Employees who violate this policy may be subject to discipline, in accordance with the City’s disciplinary policy, up to and including immediate termination.
City of Belton Personnel Policy Manual
6.18 Smoking, Vaping, Tobacco-Free Workplace Amended 2.11.25
The City of Belton is committed to providing a safe and healthy workplace and to promoting the health and well-being of its employees. As such, the following policy applies to all employees, contractors, and volunteers of the City of Belton.
Smoking, vaping, and tobacco use are prohibited in City buildings, within twenty-five (25) feet of any entrance utilized by the public, or in any direct public view. Smoking, vaping, and tobacco use are also prohibited in all City vehicles, garages, or around the entrances to buildings. Smoking is only allowed in designated smoking areas. Cigarette or cigar butts should not be discarded on the ground at any City facility, including parking lots. This prohibition against smoking applies to electronic cigarettes as well, also known as vaping.
Employees are welcome to smoke on their rest breaks outside of the building, in designated smoking areas; however, smoke breaks which are excessively frequent in length will be treated as an attendance issue. Employees taking smoke breaks while working in the field and not at a City facility should make every effort to do so in areas hidden, and not in the direct view of the public
Complaints surrounding the application of this policy should be brought to the attention of the Department Head or Human Resources. The complaint should be submitted in writing and should identify specific objections. City staff will investigate the complaint and resolve it in accordance with this policy. No employee shall suffer any form of retaliation for raising a complaint or asking a question surrounding this policy.
City of Belton
Policy Manual
6.19 Safety Amended 2.11.25
The City’s primary safety objective is to preserve the safety of employees and keep jobrelated injuries and illnesses to an absolute minimum. Within each department, the actions of each Department Head, supervisor, and employee must reflect a commitment to safety. A secondary, but very important, safety objective is to minimize damage to City property and other property in Belton. Safety is every employee’s responsibility.
Accident Prevention Procedures - All employees must act to prevent, correct, or report any unsafe condition or practice to their immediate supervisor. Department Heads and Supervisors have the responsibility to:
1. ensure every employee knows that safety is everyone’s responsibility.
2.develop departmental safety guidelines where applicable.
3. plan and organize the department’s work so that safety is built into work goals, work procedures, work tools and equipment, and employee attitudes
4. provide adequate personal safety protective equipment, as well as guards and similar protective devices needed on equipment.
5. fully cooperate with and demonstrate positive and continuing interest in all applicable aspects of City safety programs
6. set a strong, positive example. Take sufficient time for safety. Wear and use personal protective equipment as prescribed and as needed.
Each supervisor will conscientiously administer the department’s safety program. Each supervisor at each level will:
1. provide job safety training.
2. ensure employees follow verbal and written rules.
3. require that personal protective equipment be properly maintained and used.
4. conduct safety inspections/meetings, periodically and as needed.
Accident Reporting Procedure
1. an employee involved in an on-the-job accident will promptly report it verbally to his supervisor and, unless precluded by injury, complete a brief accident report
2. the employee’s supervisor will promptly report and complete a written report for the Department Head.
3. within twenty-four (24) hours, the supervisor or Department Head will assure that a completed accident report form as prescribed for the particular type of accident is forwarded to the Human Resources for on-the-job injuries and all other types of accidents.
Accidents Involving City Equipment or Vehicles - Any employee involved in an accident while operating City equipment and/or a vehicle shall report the incident immediately to their Department Head or immediate Supervisor, as well as the proper law enforcement agency. The employee must complete an accident report, no matter how minor the damage is to the vehicle and submit it to their Department Head or Supervisor immediately. Mandatory drug testing will be required for all drivers of a vehicular accident.
Drivers must obey all traffic rules and regulations prescribed by law and use every reasonable safety measure to prevent accidents. No one under eighteen (18) years old may operate a City vehicle. Wearing a seat belt while inside the vehicle is mandatory.
Any traffic fines imposed upon a City employee, while operating a City vehicle, will be the personal responsibility of the employee and not the City. Any employee involved in an accident/incident involving City equipment may be disciplined if, upon investigation, it is determined that the employee contributed to the cause of the accident/incident by being negligent, careless, and/or reckless.
Accident Investigation Procedure - Each non-motor vehicle accident will be promptly investigated by the Department Head responsible for the employee involved. Accidents involving vehicles will be promptly investigated by the Police Department.
Accident Review - The Department Head whose employee was involved in an accident shall make a brief written report to the City Manager. The report shall make findings as to cause and remedial action. The objective of the accident review procedure is to help prevent carelessness on the part of City employees, thereby saving loss of property and possibly grave injuries or loss of life.
Release of Accident Information - No supervisor or employee is authorized to make a verbal or written statement concerning an accident to anyone outside the City government or to sign an affidavit or any other paper without prior approval of the City Manager.
Accident Correction Procedure - Following investigation of an accident, the appropriate Department Head will promptly take corrective and preventive action, as indicated. It is the City Manager’s policy that any driver found to be at fault in more than one (1) accident involving a City vehicle in any two (2) years shall be thoroughly reviewed and may be transferred from his job which requires driving and assigned to other duties. At the request of the Department Head and with agreement of the driver, the driver can be continued or reinstated in his driving job provided he takes and passes a Driving Safety Course.
Violence
in the
Workplace
- Threats, threatening behavior, or acts of violence against employees, visitors, guests or other individuals by anyone during the conduct of City business will not be tolerated. Employee violations of this policy will lead to disciplinary action up to and including termination, arrest, and prosecution. If a substantial threat has been made, contact the Police Department immediately. All employees are responsible for notifying their Department Head or Supervisor of any threats they have witnessed, received, or have been told that another person has witnessed or received.
of Belton
It is the policy of the City of Belton to ensure that employee terminations, including voluntary and involuntary terminations, retirement, and the death of an employee, are handled in a professional manner with minimal disruption to the workplace.
Voluntary Resignation - A voluntary resignation occurs when an employee submits a written or verbal notice of resignation, including intent to retire, to his or her supervisor. These employees are to be considered eligible for rehire in the following situation.
1) Regular employees are required to provide a minimum of two (2) weeks’ notice and Department Heads are required to provide a minimum of four (4) weeks’ notice of their intention to separate employment, to be considered as eligible for rehire. Employees who fail to give proper notice of separation are subject to Department Head recommendation and City Manager approval of eligibility to be rehired. Taking leave days (e.g. vacation, holiday, sick, and compensatory time) within the required notice does not count as working days, for the purpose of meeting the required “two or four week’s notice,” unless approved by the City Manager. With the consent of the HR Director and the City Manager, the department head may waive the two-week notice when it is in the best interest of the City.
2) Upon receipt of an employee’s resignation, the Department Head will notify Human Resources by sending a copy of the resignation letter and any other pertinent information (e.g., employee’s reason for leaving, last day of work).
3) Human Resources will coordinate with the employee all information regarding post termination benefit status, and any questions the employee may have regarding separation.
Involuntary Termination – An involuntary termination of employment is a managementinitiated dismissal based on a result of unsatisfactory performance, behavior or conduct, and/or violation of City policies or procedures, including a new hire who fails the introductory period, or for any other at-will reason.
1) Before any action is taken to involuntarily discharge an employee, the employee’s Department Head must contact the Director of Human Resources as to the reasons for the request to terminate.
2) The Department Head and the Director of Human Resources will be responsible for reviewing the circumstances and determining if discharge is warranted. If both Directors agree, the Director of Human Resources will contact the City Manager for final approval. If the Directors do not agree on the involuntary termination, the City Manager will make the final decision. No employee shall be involuntarily terminated without approval by the City Manager.
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3) Once approval is received from the City Manager, the employee will be notified by the Department Head and a representative from Human Resources. If Human Resources is not available, the Department Head is required to have someone from their respective department in the termination meeting.
4) The City will not pay out any accrued leave for civil service employees who have been indefinitely suspended until all appeals are final.
5) Employees involuntarily terminated will be not eligible for rehire and will not be paid their accrued vacation leave unless approved by the City Manager.
Retirement
1) An employee who intends to retire is asked to notify their Department Head or Supervisor, and the Director of Human Resources in writing at least one month before the date of intended retirement. This notice gives Human Resources the time needed to process employee benefits and prepare the paperwork needed before the retirement date.
2)Employees must complete a Retirement Application with the Texas Municipal Retirement System (TMRS.) This application may be downloaded from the TMRS website at www.tmrs.com, or Human Resources can send the employee the application as well. The application will need to be signed by the Director of Human Resources, prior to submission to TMRS. The TMRS application must be in their office on or before the day the employee retires, to lock in the in-service date.
3) Employees are encouraged to communicate directly with TMRS regarding their retirement benefit options. Human Resources may offer an overview of the benefits; however, they are not responsible for any decision-making component of benefit selections. TMRS may be reached at 800-924-8677 or 512-476-7577.
4) The City will not process a civil service employee’s retirement if that employee has been indefinitely suspended and has filed an appeal.
Death of an Employee - A termination due to the death of an employee will be made effective, as of the date of death.
1) Upon receiving notification of the death of an employee, the employee’s Department Head should immediately notify Human Resources.
2) Human Resources will process all appropriate beneficiary payments from the various benefit plans.
3) All communication from the employee’s family should be directed to Human Resources. Should an individual City department need to be involved, the Department Head will be contacted for information.
Job Abandonment - If an employee fails to properly notify the City of their absence from work, or if an employee is absent without authorization and/or notification for three (3) or more consecutive days, the City will normally consider the employee to have abandoned employment, which means it will be considered a resignation of employment without notice (i.e. not eligible for rehire). Department Heads must document all communication attempts between City staff and the employee and submit this documentation to Human Resources to initiate the termination process. Employees who are terminated for job abandonment are not eligible for a payout of their accrued vacation balance.
Fit for Duty - An employee may be terminated for incapacity when they no longer meet the physical or mental requirements to perform the essential functions of the job with or without accommodation. Termination for incapacity is not considered a disciplinary action.
Return of Property - The City requires all employees who separate from the City return all City issued property, including but not limited to uniforms, apparel, equipment, cell phones, computer devices, etc. The assessed costs of any unreturned items will be deducted from the employee’s final paycheck. Employees issued footwear and separate employment before their six (6) month introductory period is complete, will incur the prorated cost of the item. All employees agree, as a condition of their employment, to the deductions from their final paycheck provided the minimum compensation requirements of the FLSA are met.
Benefit Insurances - All employee benefit coverages, including but not limited to medical, dental, vision, supplemental life, etc., terminate on the last day of the month the employee separates employment or is terminated. An employee will be required to pay their share of insurance premiums through the end of the month, via the payroll deduction process. Information regarding COBRA continuation coverage benefits will be provided to the employee prior to departure from employment.
Separation Pay - An employee who resigns or is discharged will be paid through the last day of work, plus any unused applicable leave, less the value of any City property not returned. In cases of an employee’s death, the final pay due to that employee will be paid to the deceased employee’s estate or as otherwise required under state law.
• Vacation - Only regular, full-time and part-time employees who have completed their introductory period and are eligible for rehire will be paid for unused vacation time up to the maximum accrual
• Holiday – Upon separation from the City, all full-time and part-time employees will be paid unused holiday leave.
• Compensatory Time - Upon separation from the City, all full-time and part-time non-exempt employees will be paid unused compensatory time.
• Sick – Upon separation from the City, non-civil service employees will not be paid accrued sick leave or remaining sick leave pool hours. Police and Fire employees will be paid sick leave as directed by the Texas Local Government Code (TLGC), Chapter 143 and if indefinitely suspended, only after all appeals are final.
Former Employees – Employees who leave the City of Belton as eligible for rehire may be considered for future openings with the City. Former employees must follow the normal application and hiring processes and must meet all minimum qualifications and requirements of the position. Rehired employees will not retain previous tenure when calculating leave accruals or any other benefits, unless required by law.
