Human Resource POLICY MANUAL - Office of Management …

1 Human Resource POLICY MANUAL . The policies in this MANUAL are not firm conditions of employment, and the language is not intended to create an employment contract between the State and its employees. The Office of Management and Budget director reserves the right to alter, amend, modify, rescind, or otherwise change the content of this MANUAL as permitted by law, in its sole discretion, and without advance notice to any employee affected by the provisions of this MANUAL . Updated: 1/5/2022. Table of Contents HR-Related Forms .. 8. CHAPTER 1: INTRODUCTION .. 3. SECTION 1. PURPOSE .. 3. SECTION 2. APPLICATION .. 3. SECTION 3. REVISION AND DISTRIBUTION .. 3. SECTION 4. DEFINITIONS .. 3. CHAPTER 2: RESPONSIBILITIES .. 5. SECTION 1. EMPLOYEE RESPONSIBILITIES .. 5. Confidentiality .. 5. Customer 5. Dress/image .. 5. ID Cards .. 5. Keys .. 5. Bulletin Boards .. 6. Report of Fraudulent/Significant Dishonest Acts .. 6. SECTION 2.

2 ETHICS POLICY .. 6. Additional 7. Compliance with Laws and 7. Conflicts of Interest .. 7. Political Activity .. 8. Discrimination, Harassment, and Personal Conduct .. 9. Employee Privacy and Other Confidential 9. Use and Protection of OMB and State Assets .. 9. Financial, Personnel, and Other Records .. 9. POLICY Compliance .. 10. SECTION 3. EMPLOYMENT OF RELATIVES/NEPOTISM .. 10. CHAPTER 3: EMPLOYMENT PRACTICES .. 12. SECTION 1. EQUAL EMPLOYMENT OPPORTUNITIES .. 12. SECTION 2. WORKPLACE 12. SECTION 3. AMERICANS WITH DISABILITIES ACT (ADA AND ADAAA) .. 13. SECTION 4. WORKPLACE VIOLENCE .. 14. SECTION 5. DRUG AND ALCOHOL-FREE WORKPLACE .. 15. SECTION 6. SMOKING AND TOBACCO USE .. 16. SECTION 7. HOSTILE WORK ENVIRONMENT .. 16. Supervisor/Manager 17. Division Director Responsibilities .. 17. SECTION 8. POLICY REVIEW .. 17. CHAPTER 4: RECRUITMENT, SELECTION, REFERENCE, AND BACKGROUND CHECKS .. 19. SECTION 1. RECRUITMENT & SELECTION.

3 19. SECTION 2. REFERENCE AND BACKGROUND CHECKS .. 19. SECTION 3. CRIMINAL HISTORY RECORD INFORMATION .. 20. SECTION 4. APPLICANT OPEN 20. CHAPTER 5: EMPLOYEE WORK HOURS, PAYROLL REPORTING, PERSONNEL RECORDS, RECORDS Management , AND LITIGATION HOLD ORDER .. 22. SECTION 1. HOURS OF WORK (NDAC 46-02-07-02) .. 22. Work Breaks .. 22. Lunch 22. Nursing Mother Breaks (NDCC 23-12-16, 23-12-17).. 22. Travel Time .. 23. SECTION 2. OVERTIME AND COMPENSATORY TIME (NDAC 4-07-07) .. 23. Exempt Employees .. 23. Non-Exempt 24. SECTION 3. KEY PERSONNEL .. 25. SECTION 4. PAYROLL REPORTING/RECORDING .. 25. SECTION 5. SAFE HARBOR POLICY - EXEMPT WORKERS .. 25. SECTION 6. PERSONNEL RECORDS .. 25. SECTION 7. RECORDS 26. SECTION 8. LITIGATION HOLD ORDER .. 27. SECTION 9. EMPLOYEE 28. CHAPTER 6: SALARY ADMINISTRATION .. 30. SECTION 1. WAGE AND SALARY 30. SECTION 2. CHANGES TO WAGE AND SALARY LEVELS .. 30. SECTION 3. PERFORMANCE 30. Definition.

4 31. Employee Eligibility Requirements .. 31. Program Requirements .. 31. Implementation .. 31. SECTION 4. RETENTION 31. SECTION 5. PROCEDURES TO CALCULATE SALARIES FOR INCOMPLETE MONTHS OF SERVICE .. 32. New Employees .. 32. Employees Leaving the Division or OMB (termination, resignation, etc.) .. 33. Employees on Leave of Absence .. 33. Hourly 34. SECTION 6. PAYMENT OF ACCUMULATED ANNUAL LEAVE .. 34. SECTION 7. PAYMENT OF ACCUMULATED SICK LEAVE .. 34. CHAPTER 7: LEAVE AND EMPLOYEE BENEFITS .. 35. SECTION 1. LEAVE 35. SECTION 2. LEAVE .. 35. Annual Leave .. 35. Sick Leave .. 36. Leave Sharing 36. Recipient Eligibility .. 36. Donation Eligibility .. 36. Funeral 37. Honor Guard Leave .. 37. Holidays .. 37. Jury and Witness Leave (NDAC 4-07-16).. 38. Organ or Bone Marrow Donation 38. Leave Without Pay (NDAC 4-07-15) .. 39. Disaster Service Volunteer Leave (NDCC ) .. 39. Emergency Service Volunteer Leave (NDCC 54-06-27).

5 39. Military Leave (NDCC 37-01-25) .. 39. Employees who are also military personnel in the Reserve or National Guard will at times need to take leave for military training, mobilization, or deployment. These employees are entitled to a leave of absence for active service without loss of status or efficiency rating.. 39. Seniority and time in service: .. 40. Workers' Compensation and Leave (NDAC 4-07-17) .. 41. SECTION 3. GROUP BENEFIT PROGRAMS .. 41. Health Insurance .. 41. Life Insurance .. 41. Retirement .. 41. Deferred Compensation .. 42. Flex Comp .. 42. Dental Insurance .. 42. Vision Insurance .. 42. PERSLink Member Self Service .. 43. SECTION 4. TRAVEL AND PER DIEM (NDCC 44-08-04) .. 43. CHAPTER 8 EMPLOYEE ASSISTANCE PROGRAM, FAMILY & MEDICAL LEAVE, AND. GINA .. 44. SECTION 1. EMPLOYEE ASSISTANCE PROGRAM .. 44. Four Parts of the Employee Assistance Program .. 44. SECTION 2. FAMILY AND MEDICAL 45. Eligibility.

6 45. Program Details .. 45. Required Documentation .. 46. Return to Work .. 47. Paid Leave Use and Holiday Considerations .. 47. SECTION 3. THE GENETIC INFORMATION NONDISCRIMINATION ACT .. 48. CHAPTER 9 AWARDS AND 49. SECTION 1. SERVICE AWARD 49. SECTION 2. RETIREMENT AWARDS (NDAC 4-07-18) .. 49. SECTION 3. EMPLOYEE APPRECIATION .. 49. CHAPTER 10: TRAINING AND EDUCATIONAL OPPORTUNITIES .. 52. SECTION 1. SCOPE OF CHAPTER .. 52. SECTION 2. JOB-RELATED TRAINING .. 52. SECTION 3. TUITION REIMBURSEMENT .. 52. CHAPTER 11 SAFETY AND HEALTH .. 54. SECTION 1. PURPOSE .. 54. Employee Responsibilities .. 54. Supervisor/Manager 54. Division Director Responsibilities .. 55. SECTION 2. DRIVING WHILE CONDUCTING STATE BUSINESS .. 55. SECTION 3. COMMUNICABLE/CONTAGIOUS 55. SECTION 4. 56. SECTION 5. EMERGENCY/EVACUATION 56. SECTION 6. MAIL/PACKAGE HANDLING SAFETY .. 57. SECTION 7. BOMB THREATS .. 57. SECTION 8. LOSS CONTROL COMMITTEE.

7 58. SECTION 9. INCIDENT REPORTING .. 58. SECTION 10. STATE RISK Management DESIGNATED MEDICAL PROVIDER 58. SECTION 11. MODIFIED DUTY/RETURN-TO-WORK .. 59. SECTION 12. SAFETY INSPECTIONS .. 59. SECTION 13. SAFE OPERATING PROCEDURES .. 60. APPENDIX A: ERGONOMICS 61. Report Discomfort Immediately .. 61. CHAPTER 12 PERFORMANCE EVALUATION .. 62. Annual 62. CHAPTER 13 DISCIPLINE .. 64. SECTION 1. DEFINITIONS .. 64. SECTION 2. DISCIPLINE OF PROBATIONARY AND TEMPORARY EMPLOYEES .. 64. SECTION 3. DISCIPLINE OF REGULAR EMPLOYEES .. 65. Verbal 65. Written 65. Suspension of Employment With or Without 66. Termination from Employment .. 66. SECTION 4. PRE-ACTION NOTICE .. 66. Opportunity to Respond .. 67. Final Notice .. 67. SECTION 5. AUTHORITY TO 68. SECTION 6. DIVISION DIRECTOR, MANAGER, AND SUPERVISOR RESPONSIBILITIES .. 68. CHAPTER 14: GRIEVANCE COMPLAINTS - FILING AND APPEAL PROCEDURES .. 70. SECTION 1. SCOPE OF CHAPTER.

8 70. Introduction .. 70. Definitions .. 70. Employee Responsibilities .. 71. Supervisor/Manager 71. Alternative Dispute Resolution or Mediation .. 71. Extension of Time Limits .. 72. SECTION 2. GRIEVANCE PROCEDURE .. 72. Grievance Procedure for Non-Employer Actions .. 72. Grievance Procedure for Employer Actions Eligible 73. SECTION 3. WAIVER OF THE AGENCY GRIEVANCE 74. Performance Evaluation Appeals .. 75. Limitations for Reduction-In-Force Appeals .. 75. SECTION 4. CLASSIFICATION AND PAY GRADE APPEALS .. 75. SECTION 5. DISCRIMINATION GRIEVANCE PROCEDURE FOR 75. Procedure for Applicants .. 76. Procedure for Employees Who Are Applicants .. 76. SECTION 6. 76. Definition .. 76. Introduction .. 77. Procedure .. 77. CHAPTER 15 SEPARATION AND REEMPLOYMENT .. 78. SECTION 1. DEFINITIONS .. 78. SECTION 2. SEPARATION .. 78. SECTION 3. EMPLOYEE EXIT INTERVIEW .. 79. SECTION 4. EMPLOYMENT TERMINATION 79. SECTION 5. INFORMAL ASSISTANCE FOR 79.

9 SECTION 6. RESIGNATION .. 79. SECTION 7. DISMISSAL .. 80. SECTION 8. 80. SECTION 9. REDUCTION-IN-FORCE (RIF) (NDAC 4-07-11, ) .. 80. SECTION 10. REEMPLOYMENT FOLLOWING A REDUCTION-IN-FORCE .. 82. CHAPTER 16: USE OF ELECTRONIC COMMUNICATION DEVICES .. 83. SECTION 1. INTRODUCTION AND PURPOSE .. 83. SECTION 2. EMPLOYEES PROVIDED STATE ECDS OR USING PERSONAL ECDS .. 83. SECTION 3. AUTHORIZED USE .. 84. SECTION 4. STANDARDS OF CONDUCT .. 84. SECTION 5. EMAIL USE .. 85. SECTION 6. ADDITIONAL RESPONSIBILITIES OF EMPLOYEES USING PERSONALLY OWNED ECDS .. 86. SECTION 7. SAFETY REQUIREMENTS WHEN USING 86. SECTION 8. TRAINING .. 86. SECTION 9. SOCIAL 86. SECTION 10. MEASURING AND MONITORING .. 87. SECTION 11. PUBLISHING CELLULAR NUMBERS .. 87. SECTION 12. DEVICE USAGE AND COMPATIBILITY .. 87. SECTION 13. NON-COMPLIANCE MEASURES .. 87. SECTION 14. ACKNOWLEDGEMENT OF ECD POLICIES (EMPLOYEE AND STATE- OWNED) .. 87. SECTION 15.

10 REIMBURSEMENT OF EMPLOYEE-OWNED CELLULAR DEVICE COSTS .. 87. CHAPTER 17 TELEWORKING POLICY .. 88. SECTION 1. OBJECTIVE .. 88. SECTION 2. THE NEW WORKPLACE .. 88. SECTION 3. AGREEMENT .. 88. SECTION 4. EQUIPMENT .. 89. SECTION 5. SECURITY .. 89. SECTION 6. SAFETY .. 89. Teleworking team members need to follow the same agency requirements for a safe work environment with proper ergonomics.. 89. SECTION 7. TIME WORKED .. 89. SECTION 8. OTHER ITEMS .. 89. SECTION 9. TELEWORKING AS AN 90. CHAPTER 18 INFANTS AT WORK .. 91. SECTION 1. INFANT AT WORK 91. SECTION 2. EMPLOYEE RESPONSIBILITIES .. 91. HR-Related Forms The following forms are mentioned in the OMB POLICY MANUAL . These forms, and others, can be found on HRMS' website, , and/or E-forms, Drug-Free Workplace Acknowledgement, SFN 16769 ..Chapter 3. Employment Reference Check Form, SFN 52826 ..Chapter 4. Employee Records Access, SFN 17770 ..Chapter 5. Leave Donation Request, SFN 58960.