Policy and Procedures Frequently Asked Questions

2/2/2024

1. Where is the Personnel Policies & Procedures Manual (PPPM) located?
   • The Personnel Policies and Procedures Manual, (referred to as PPPM for short) is located online at cityoftulsa.org/policies
2. Who is required to follow PPPM?
   • All employees are required to know and follow the PPPM, however, some employees are also covered under a Union and Collective Bargaining Agreement. Employees covered by a CBA should always consult the CBA before PPPM. If there is any difference between the two, the CBA is the final authority.
3. If I’m covered under a CBA, do I refer to PPPM or the CBA?
   • Employees not covered under a CBA should always refer to PPPM. PPPM and CBA language is usually similar but sometimes there are differences. In cases where there is a difference in PPPM and CBA, employees who are covered by a CBA should refer first to the CBA for guidance in how to proceed. If the CBA doesn’t specifically cover a certain topic, then review and follow the PPPM language or ask your supervisor for guidance. Find the CBAs here: https://www.cityoftulsa.org/government/departments/human-resources/union-agreements/
4. How do I know if I’m covered by a union and Collective Bargaining Agreement (CBA)?
   • All employees in the AT, OT, LT, IT, IS 32- IS 48, LT, and EC pay designators are represented by AFSMCE Local 1180 unless designated as a confidential employee by the Mayor. Check with your supervisor if you’re unsure.
5. What if I am not a dues paying member of the Union? Am I still covered under a CBA?
   • Yes - regardless of whether you are dues-paying members of AFSCME, all employees in the AT, OT, LT, IT, IS 32- IS 48, LT, and EC pay designators are represented by AFSMCE Local 1180 unless designated as a confidential employee by the Mayor.
6. Is the printed copy of the CBA and PPPM in the break room kept up to date?
   • To make sure you’re referring to the most up to date version, always reference CBAs and PPPM using the links above rather than a printed copy which may be out of date. Since changes regularly occur and new policies are approved throughout the year, updates are posted and communicated through City Connections and/or emails if significant and requiring immediate attention.
7. Why is it important to stay up to date on workplace PPPM and Collective Bargaining Agreements (CBA’s)?
   • It is the responsibility of all employees to read, understand, and follow PPPM and the CBA. The PPPM and/or CBA are the framework and rules for employee behavior and workplace expectations.
8. I have questions related to leave. For example, as a new employee, how long is the waiting period before I can use vacation or sick leave? And what happens if I am scheduled to
   work on a holiday?
   • Employees should check with their supervisor or payroll clerk for answers related specifically to their work schedule and CBA (if applicable). PPPM states that an employee must complete three (3) months of employment before they can use their accrued vacation leave; and that they must complete one full calendar month of employment before using any accrued sick leave.
   • Additionally, employees should be cautious about using leave without pay (or LWOP) since using LWOP can have a negative appearance.
   • It’s understandable that there may be circumstances out of your control and that in some rare instances, LWOP cannot be avoided. But excessive use of LWOP could lead to disciplinary action and jeopardize employment.
   • The best way to avoid excessive LWOP is to plan ahead, communicate with your supervisor ahead of time if you anticipate an absence, and refrain from abusing sick leave so that you will have available accruals if needed later.
9. What happens if I don’t use my floating holidays before the end of the calendar year?
   • Unlike vacation and sick leave, floating holidays do not carry over to the next year and instead expire at the end of each calendar year. Employees should plan ahead to make arrangements to use their floating holidays before they expire. Supervisors may deny requests for floating holidays if not requested in advance or the employee is needed at work.
10. What if I need to be absent on leave that might be covered by the Family Medical Leave Act (FMLA)? Do I have to tell my supervisor the details of my medical situation?
    • Email FMLA@cityoftulsa.org for assistance. While employees are strongly discouraged from sharing medical specifics with management, management still needs to be aware of employee attendance for operational purposes.
    • When requesting time off for FMLA purposes, employees must advise their supervisor as soon as practicable of a need to be off for FMLA and the expected duration of the leave. For planned medical treatment, notice should be given upon scheduling of the appointment. For unplanned absences, the normal procedures/policies for calling in sick must be followed.
11. Am I allowed to punch in and out of work on my phone or my computer? Sometimes my phone is more convenient to use than the wall clock.
    • For punching in and out, employees should not use a phone or tablet unless pre-approved by HR which is only done in rare cases. Instead, employees must use one of the following options to record punches in the payroll system:
      1. Wall terminals or time clocks;
      2. City computers (laptop or desktop only except in rare, limited circumstances pre-approved by Human Resources);
      3. A personal computer (laptop or desktop only) regularly used for approved remote work;
      4. Or if the employee is unable to use an approved device, as listed in a, b, or c above, the employee must contact their supervisor, in writing, to provide the employee’s clock in or clock out punches as soon as possible on the same day of the work performed.
12. I’m on probation. What does that mean for me?
    1. For employees in their initial year of employment with the City, they are considered at-will and may be released from employment at any time. The first year probationary period is a time for employees to demonstrate the skills and abilities they showcased to management during the hiring process. After completion of the first year probationary period, employees are no longer at-will and are afforded civil service protections. Promotional probation is different than first year probation. See PPPM Section 100 for more details.
13. Can I file a complaint as a probationary employee?
    1. Employees may file a complaint at any time regardless of probationary status.
14. I still have questions on PPPM or the CBA. How should I proceed?
    1. Most questions can be answered by your supervisor and in nearly all cases, you should go through your chain of command for specific questions about your job. Many common, general questions related to pay, hours worked, and leave can be answered by your payroll clerk. (In some instances, you can bypass your chain of command via the Union in order to file a grievance or in cases involving violations of the Respectful Workplace Policy. See PPPM 822 for more information.