Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated:
Resignation—voluntary employment termination initiated by an employee.
Termination—involuntary employment termination initiated by City of Hillsboro. Layoff—involuntary employment termination initiated by City of Hillsboro for non- disciplinary reasons.
Voluntary Separation: An employee who terminates his or her employment voluntarily shall be terminated in good standing, providing the employee gives a minimum of two weeks written notice to his or her immediate department head. Under appropriate circumstances, a shorter period of notice may be approved by the City Administrator.
Reinstatement: An employee who was terminated in good standing and who is re-employed within a period of 120 calendar days following separation may be reinstated at not more than the salary he or she was receiving at the time of his or her termination. Upon reinstatement within 120 calendar days following separation, an employee shall receive credit for all unused sick leave he or she had accrued as of the time of separation.
Involuntary Separation: If you fail to report to work for three consecutive days without informing management of the planned absence, we will assume that you have voluntarily resigned.
Reasons for involuntary termination initiated by City of Hillsboro may include but are not restricted to: Misrepresentation on employment application, chronic absenteeism or tardiness, misconduct, theft or dishonesty, Insubordination, intentional / wrongful or unlawful misconduct, betrayal of confidentiality, deliberate or gross negligence, and possession of weapons or explosives on premises. (The City of Hillsboro will follow all federal, state and local laws regarding possession of firearms as it relates to this policy.)
Furthermore, voluntary or involuntary separation will require the following:
1. Any outstanding financial obligations owed to City of Hillsboro will also be deducted from your final check given your prior written permission. If your final check does not sufficiently cover the money owed to the City, you will remain liable for that amount.
2. Except as required by law or by separate agreement, employee salary and benefits will end on the date of termination.
3. Upon resigning from City of Hillsboro, please continue to provide us with an accurate address for at least one year for tax purposes.
Pay on termination:
1. An employee, terminated from employment, shall receive their final paycheck on the first regularly scheduled payday following their termination.
2. Employees discharged for cause, and those who voluntarily terminate without giving a minimum of two weeks’ notice, shall not be eligible to receive pay for any accrued benefits other than unused vacation and any accumulated comp time.
It is our policy to provide an equal employment opportunity to all individuals. We are committed to a diverse workforce. We value all employees’ talents and support an environment that is inclusive and respectful. We are strongly committed to this policy, and believe in the concept and spirit of the law.
We are committed to assuring that:
• All recruiting, hiring, training, promotion, compensation and other employment- related programs are provided fairly to all persons on an equal opportunity basis;
• Employment decisions are based on the principles of equal opportunity. All personnel actions such as compensation, benefits, transfers, training, and participation in social and recreational programs are administered without regard to any characteristic protected by state, federal or local law;
• Employees and applicants will not be subjected to harassment, intimidation, threats, retaliation, coercion or discrimination because they have exercised any right protected by law; and
• Reasonable accommodations will be made for disabilities and religious beliefs.
We believe in and practice equal opportunity. The City Administrator serves as our Equal Opportunity Coordinator and has overall responsibility for assuring compliance with this policy. All employees are responsible for supporting the concept of equal opportunity and diversity and assisting our City in meeting its objectives.
City of Hillsboro does not discriminate against anyone based on race, color, ethnicity, religion, gender, sexual orientation, disability status or any other trait that is protected under local, state or federal law. In addition, we do not allow discrimination of any kind in the workplace. We are an equal opportunity employer and also take affirmative action measures against discrimination in all aspects of employment and City business. This policy applies not only to personnel decisions, but to all aspects of business.
We ask that you respect those around you; co-workers, customers and management alike.
Any reports of discrimination will be investigated and disciplinary measures will be taken up to and including discharge.
The Americans with Disabilities Act (ADA) requires employers to reasonably accommodate qualified individuals with disabilities. It is the policy of City of Hillsboro to comply with all Federal and state laws concerning the employment of persons with disabilities.
It is City policy not to discriminate against qualified individuals with disabilities in regard to application procedures, hiring, advancement, discharge, compensation, training, or other terms, conditions, and privileges of employment.
Pursuant to the ADA, City of Hillsboro will reasonably accommodate qualified individuals with disabilities so that they can perform the essential functions of a job.
The City Clerk, in conjunction with the City Administrator, is responsible for implementing this policy, including resolution of reasonable accommodation, safety, and undue hardship issues.
Employee Classification Policy
Employees are classified as either exempt or non-exempt for pay administration purposes, as determined by the federal Fair Labor Standards Act (FLSA).
The definitions of the worker classification categories can be summarized as follows:
Exempt - Employees who meet any of the FLSA’s exemption standards, including managerial, department heads, professional, sales or some administrative employees.
Non-exempt - Employees whose positions do not meet the FLSA exemption standards. Overtime work is prohibited without specific department head authorization for these employees.
In addition, each individual’s employment status is defined as one of the following:
Full-time – An employee scheduled to work at least 40 hours per week on a regular basis and continuing basis.
Part-time – An employee scheduled to work less than 30 hours per week on a regular basis and continuing basis.
Seasonal or Temporary – Employees who are hired for a specified period of not more than six months or are paid on a service, event or engagement basis. Employees hired on a temporary basis are not eligible for benefits except for those required by federal, state or local law.
Volunteer – Non-paid individual in the position he or she holds. When acting as a Volunteer, an individual is not an employee regardless of other city employment.
City of Hillsboro complies with the Immigration Reform and Control Act, employing only those persons who are legally eligible to work in the United States.
City of Hillsboro complies with the Immigration Reform and Control Act of 1986 by employing only U. S. citizens and non-citizens who are authorized to work in the United States. All employees are asked on their first day of employment to provide original documents verifying their right to work in the United States and to sign a verification form required by federal law (INS Form I-9). If an individual cannot verify his or her right to work within three days of hire, City of Hillsboro must terminate his or her employment.
An employee shall not engage in outside employment or other outside activities that are incompatible with the proper discharge of the duties and responsibilities of their employment with City of Hillsboro. Incompatible activities include, but are not limited to:
• Acceptance of a fee, compensation, gift, payment of expense, or any other thing of monetary value, in which acceptance may result in violation of the Federal anti-bribery laws.
• The use of or discussion of non-public information gained during their duties with or for outside companies or persons
• Use of City equipment, supplies, or facilities for outside activities or employment
Outside employment constitutes a city employee holding a second job with another employer. Outside employment by a full-time employee is permitted only when such outside employment: (1) is considered secondary to service with the city; (2) does not interfere with the performance of duties for the city; and (3) no legal, financial or ethical conflict of interest results from such dual employment.
Approval from the City Administrator is required for outside employment activities.
Any employee may be granted leave with pay to attend meetings, seminars and conventions related to the employee’s work for the city when such attendance is authorized by the City Administrator.
General Employees:
The normal work week for general employees, which includes all employees other than police officers and fire fighters, shall be 40 hours, consisting of five eight hour days.
Full-time personnel employed in departments operating on a 24-hour basis, other than police officers, shall work on a schedule to be assigned by the department head.
Normal Work hours:
No employee shall be permitted to work in excess of their normal work week except when so directed by the employee’s department head, or City Administrator.
The City expects all employees to appropriately dress for the work their department does. In general, all employees should keep a clean and orderly appearance that conveys professionalism to the public. Each department will maintain a current dress code that is approved by the City Administrator. Failure to adhere to the approved dress code may result in disciplinary action.
The City will accommodate the transition of mothers who are returning to work after the birth of a child for up to 1 year.
Nursing employees will be provided with reasonable break time to express breast milk during the workday. Nursing mothers returning from maternity leave should speak with their department heads regarding their needs. Department heads will work with nursing employees to develop a break schedule that is reasonable, accounts for needs that may vary from day to day and creates the least amount of disruption to the City’s operations. City of Hillsboro will provide a private area for nursing employees to express breast milk.
Breaks to express milk will be paid. Employees may use normal break and lunch periods to accommodate additional nursing needs. However, if the breaks needed to express milk exceed the standard daily break time, then the employee must use personal time (either in the form of an unpaid break or paid time off).
If you have any further questions or concerns regarding this policy, please contact your department head or City Administrator.
In order to avoid favoritism or the appearance of favoritism based on family relationships, no one will be employed in a department where the department head is a member of their immediate family. “Immediate family” is defined to only include an employee’s parents, stepparents, spouse, children, brother or sister, grandparents, grandchildren, mother- or father-in-law and brothers- or sisters-in-law.
In addition to the above, no person shall be employed in a position in any department if that person is a member of the immediate family of another employee of that department. Members of immediate families may be employed within the same department as a part- time or temporary employee for no longer than six-months in any 12 consecutive months.
If two employees within the same department marry or otherwise obtain a relationship whereby they become members of each other’s immediate family, one of the employees shall be transferred to another department, if possible, without loss of pay or other benefits. However, the establishment of such a relationship shall not be the basis for termination of employment.
All applicants for any position with the city shall meet the minimum qualifications established for that position. Each applicant shall complete a job application form. A medical examination or other testing, including drug testing, may be required only after an offer of employment has been made, provided that, such exams or testing are required of all such applicants who are offered employment in similar positions or position classifications. The offer of employment is contingent upon applicant passing required tests.
It is the policy of the city to fill vacancies for department head, skilled and upper-level positions from within the ranks of present employees whenever possible. All employees seeking promotion shall be expected to meet the minimum qualifications for the class to which they seek promotion. A medical examination or other testing, including drug testing, may be required only after an offer of promotion has been made, provided that, such exams or testing are required of all such employees are offered promotions in similar positions or position classifications. The offer of promotion is contingent upon applicant passing required tests, when deemed necessary by the City Administrator.