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HomeMy WebLinkAboutResolution 1472~< ~ ~ie.SOl~Ori 2Ii.SQLUTIOSl 2i0. / w z WHEREAS, on December 15, 1981, the City Council of the City of Fort Worth passed Ordinance No. 8486, which provided for the establishment, regulation and maintenance of a merit system now contained in Article V of Chapter 2, of the Code of the City of fort Worth (1986) as amended;and ` WHEREAS, Article V of Chapter 2 provides that the Personnel Director shall prepare personnel policies which shall provide for such rules, practices and procedures as may be necessary for the effective administration of the City's tlerit System; and WHEREAS, such personnel policies, when approved by the City Ftanager, shall be proposed to the City Council, and the Council may, be resolution, adopt them with or without amendment; and WHEREAS, the Personnel Director and a Ftanagement Review Committee have prepared revisions to the City's personnel policies now entitled "Personnel Rules and Regulations", which volume is available for inspection and on file as a public record in the Office of the City Secretary; WHEREAS, such revision has been approved by the City Manager and is hereby proposed to the City Council' as an amendment to the City's "Personnel Rules and Regulations"; NOW,. THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH: That the City Council hereby adopts, without amendment, the attached revision to Section I-8, "Payroll Deductions", of the "Personnel Rules and Regulations" to facilitate administration of the City's Merit System, as provided in Article V of Chapter 2 of the code of the City of Fort Worth (1986) as amended. Adopted this // ~ day of lgg9., APPROVED BY CITY COUNCIL 8S BMEND~D ocT s lsa9 ^ `~." cs~s s~.,~ ~ me n ~.b ~, Fort Wox is o~ L r •}~-- '~ CITY OF FORT WORTH SUBJECT payroll Deductions DATE APPROVED BY CITY COUNCIL 1.0 Purpose: PERSONNEL REGULATIONS REVISION N0. I EFFECTIVE DATE APPROVED BY CITY MANAGER SECTION I NUMBER e PAGE OF This regulation sets forth a uniform payroll deduction service as established by the City Council. 2.0 Departments Affected: All departments. 3.0 Po11cy: Dnder no condition does the availability of Lhis deduction service extend or imply recognition or granting official status of any kind to any group, private business or organization that may qualify for the service. Deductions made are in the nature of .a courtesy to employees. Allocation of payroll deduction slots are based .solely on the availability of vacant slots as determined by the Personnel Department. The personnel policy shall permit payroll deductions Lo employee organizations and associations without regard to agreements between such organizations or associations and their members as to use of such funds. 4.0-~ Procedures/Rules: ~` r~~~ k:l_. General., -- , .'- - ~~.. - ~a=~ ~__ __ 4.1.1= The Personnel Department shall receive and process .all signed catds - ~ requesting either payroll deduction authorization or cancellation from _ individual employees. After processing the-individual requests for authorization or cancellation, the Personnel Department shall place the signed request card in a payroll deduction file. All deduction authorization or cancellation requests will be made on standardized __ City forms. These forms will be made available to employees through supervisors, department clerks, employee organizations or private business representatives. 4.1.2 As much as reasonably possible, all deductions-made by the City should be for constant amounts each pay period in order to reduce clerical and data processing computer time required to process deductions. This shall apply to insurance premiums, organizational dues, .Savings Bonds, Deferred Compensation contributions, baited Way, Credit Dnion and other deductions. 4.1.3 Any eligible employee wishing to authorize or cancel payroll deductions shall execute, as appropriate, either a Payroll Deduction Authorization card or a Payroll Deduction Cancellation card for each deduction or cancellation desired. These cards constltute an agree- ment between the employee and the City in which the City agrees to make or cancel certain payroll deductions under conditions prescribed by the City. J. ~-~._ - ~.: ,' CITY OF FORT WORTH SUBJECT aYTO D DATE APPROVED BY CITY PERSONNEL REGULATIOP REVISION N0. EFFECTIVE DATE APPROVED BY CITY MAN SECTION NUMBER H OF 4.1.4 The Personnel Department will take action as required to advise the associations, organizations and individuals of their responsibilities in complying with this regulation. 4.1.5 Department Heads are charged with the responsibility of informing their employees of this policy and of the individual's personal respon- sibility is executing Deduction Authorization and Cancellation signature forms. No deductions shall be made unless specifically authorized by individual employees on forms provided for that purpose. 4.1.6 The following deductions, authorized by City Council, will be made without charge to the employee: Withholding Tax Medicare Retirement . City Sponsored Group Ins. D.S. Savings Bonds Deferred Compensation Dnited Way Credit Onion Pirefighter's Group/Relief Police Benevolent Association City Sponsored Activities Child Support Garnishment -4.2 Employee Organizations or Associations 4.2.'1 Deductions for membership dues shall be made for those organizations .. - - which meet the following criteria: -- a. 'Represent exclusively City of Fort-Worth employees.. "~'=!. b. Have an initial enlisted membership of at least 20 Fort Worth = municipal employees, unless waived by the City Manager. 4..2.2 Deductions shall be made for employees who individually request such deductions on forms provided by the City for that purpose and who subscribe to the conditions of Paragraph 4.2.1. 4.2.3 Employee organizations which request authorization for payroll deduction will be assessed a setup charge not to exceed $50.00. In addition, City employees must authorize the City to withhold a $. 25 service charge from the employee's compensation each payday for each deduction. 4.2.4 Employees may change their deductions for dues payments only once during a calendar year. The only other transaction that will be .accepted during the calendar year will be cancellation of the total dues deduction. 4.2.5 As a transitional provision, this policy will go into effect January 1, 1990. No deduction amount changes will be approved during Calendar Year 1989. Only deduction cancellations and .new enrollees will be accepted until effective date of the revised policy. Employee -organi- zations are encouraged to submit changes during the month of December each year. - CITY OF FORT WORTH PERSONNEL REGULATIONS SECTION 1 SUBJECT Payroll Deductions REVISION N0. 1 NUMBER 8 EFFECTIVE DATE PAGE OF DATE APPROVED BY CITY COUNCIL APPROVED BY CITY MANAGER 4.3 Private Business and Insurance Companies 4.3.1 Insurance companies or other private businesses which request and are approved to sell their products through the payroll deduction program ~~-,-, will be assessed an initial setup charge of $50.00. Additionally, these firms must agree to paq a S35.00 service fee for each pay period ~'~ plus an individual service fee of $.25 for each employee's deduction for each pay period. 4.3.2 Insurance companies or other private firms, after obtaining Personnel Department approval, may qualify for the. deduction service upon the request of at least 200 City employees. Should any insurance company or private business receiving the deduction service allow its total of employee subscribers to fall below 150 City employees, that firm will be allowed a period of 60 days to regain the required level of 200 employee subscribers.. If the firm fails to do so, the payroll deduction service shall be terminated for that firm. 4.3.3 Any private .firm which is approved to sell .its product through the .payroll deduction program will be required to piovide all customer .services to the employee.aubscribers. In the event a private business is eliminated .from the payroll deduction plan, it shall be the respon- - sibility .of that company to contact-its employee subscribers and to 4 _ :- arrange for alternate methods of payment. Private firms must purchase -•' - standard Payroll Deduction or Cancellation cards from .the City's ~. --~ ':_-. Office Services Section. ~~~- 4.3.4 Any sdlicitations for which a service charge is made requlres that the a¢ent or renresentative secure written anoroval from the Personnel Director or designated representative prior to entering any City work site and/or contacting City employees. The written approval-shall contain a printed explanation of the City's policy on solicitations and payroll deductions. With such approval, solicitations-may be made on City property but such contacts-must be scheduled with supervisors so that no employee is solicited during their normal working hours. Solicitations may be made before and after working hours, during autho- rized lunch periods and during authorized break times. 5.0 Appendix/Appendices: 5.1 Payroll Deduction Authorization Card. 5.2 Payroll Deduction Cancellation Card.