Human Resources Procedures Manual

Human Resources Procedures Manual

Alabama Department of Public Health Office of Human Resources February 2014

INTRODUCTION

The Human Resources Procedures Manual (Manual) has been developed by the Office of Human Resources (HR). The purpose of the Manual is to assist employees responsible for initiating and completing personnel transactions. The Manual provides information in areas such as classification and pay, examinations, certifications, appointments, performance appraisals, separations and other personnel transactions. Staff are encouraged to refer to the Manual for information needed to effect changes. The Manual is a reference guide to be used along with other materials such as the Human Resources Policy Manual, the Performance Appraisal Manual and the Discipline Manual. Unusual or complex procedures should be discussed with staff of the Office of Human Resources. As used in the Manual:

a. The words "shall" or "will" should be interpreted as mandatory and the word "may" as permissive;

b. The masculine gender should be interpreted to include the feminine gender; and c. "Supervisor" means an individual with the authority to assign, direct and review

the work of subordinates; and make recommendations for training, promotion and discipline.

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TABLE OF CONTENTS

CHAPTER ONE - CLASSIFICATION AND PAY................................................................1-1

The Classification Plan ................................................................................................................1-2 Establishing a New Classification......................................................................................1-2 Revising an Existing Classification....................................................................................1-2 Changing a Salary Range of an Existing Class ..................................................................1-2

Instructions for Filling Out Position Classification Questionnaire (Form 40).............................1-4 Example (Form 40) ............................................................................................................1-8 Example (Request for New Classification Memorandum) ................................................1-12 Example (Request for Revision of Classification Memorandum) .....................................1-13 Example (Request for Salary Range Increase Memorandum) ...........................................1-14

Position Control ...........................................................................................................................1-15 Establishing a New Position...............................................................................................1-15 Reallocating an Existing Position to another Classification ..............................................1-15 Updating the Duties and Responsibilities of a Position .....................................................1-16 Example (Request for New Position Memorandum) .........................................................1-18 Example (Form 40) ............................................................................................................1-19 Example (Request to Reallocate Position Memorandum) .................................................1-23 Example (Request to Reallocate Position ? Upper 50% Memorandum) ...........................1-24 Example (Request to Reallocate Position ? Five Year Memorandum)..............................1-25 Example (Form 40) ............................................................................................................1-26 Example (Approval of Revised Form 40 Memorandum) ..................................................1-30

Salary Changes.............................................................................................................................1-31 Performance Salary Advance (Annual Raise) for Merit and Hourly Employees ..............1-31 Exempt and Unclassified Raises ........................................................................................1-31 Probationary Raises............................................................................................................1-31 Special Merit Raise ............................................................................................................1-31 Step Differentials ...............................................................................................................1-31 Example (Accountant in Travel Status) .............................................................................1-32 Example (Accountant Returning From Travel Status).......................................................1-33

CHAPTER TWO - EXAMINATIONS ....................................................................................2-1

Requesting an Examination .........................................................................................................2-2 Example (Memorandum) ...................................................................................................2-3

Examination Process....................................................................................................................2-4 Kinds of Examinations.................................................................................................................2-5

Example (Promotional Job Announcement) ......................................................................2-6 Example (Continuous Job Announcement)........................................................................2-8

CHAPTER THREE - RECRUITMENT .................................................................................3-1

Approved Newspaper Advertisements ........................................................................................3-2 Posting Job Announcements ........................................................................................................3-3 Transfer of Merit Employee.........................................................................................................3-4

Example (Lateral Transfer Job Announcement) ................................................................3-5

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Example (Transfer Within Department) ............................................................................3-7 Payment of Candidate's Travel Expense .....................................................................................3-8

Example (Payment of Travel Expenses Letter)..................................................................3-9

CHAPTER FOUR - CERTIFICATION APPOINTMENTS.................................................4-1

Certification of Candidates ..........................................................................................................4-2 Hiring Request Memo ........................................................................... ...4-2 Requesting the Register......................................................................................................4-2 Working the Register .........................................................................................................4-3 Instructions for Certification of Candidates .......................................................................4-5 State-Area Listing ..............................................................................................................4-7 County Name, Number, Organization................................................................................4-8 Example (Continuous, Open-Competitive, Permanent Employment) ...............................4-9 Example (Continuous, Promotional, Permanent Employment) .........................................4-10 Example (Continuous, Open-Competitive, Conditional Employment) .............................4-11 Example (Availability Letter ? Call for Appointment)......................................................4-12 Example (Availability Letter ? Appointment Already Set) ...............................................4-13 Example (Availability Letter ? Another Candidate Selected)............................................4-14 Example (Passover Veteran Letter)....................................................................................4-15 Example (Continuous, Promotional Register) ...................................................................4-16 Example (Removal of Candidate's Name Memorandum) .................................................4-17

Original Appointments.................................................................................................................4-18 Example (New Hire Register) ............................................................................................4-19 Example (Appointment Above the Minimum Memorandum)...........................................4-20 Example (New Hire Appointment Letter)..........................................................................4-21

Promotions ...................................................................................................................................4-22 Example (Promotional Appointment Letter)......................................................................4-23 Example (Promotional Register)........................................................................................4-24

Reemployment .............................................................................................................................4-25

CHAPTER FIVE - OTHER APPOINTMENTS.....................................................................5-1

Hourly Appointments ...................................................................................... ..5-2 Extraordinary Appointments........................................................................................................5-3

Provisional Appointment ...................................................................................................5-3 Temporary ..........................................................................................................................5-3 Conditional ......................................................................................................................... 5-4 Emergency.......................................................................................................................... 5-4 Exceptional ......................................................................................................................... 5-5 Example (Provisional Appointment)..................................................................................5-6 Example (Temporary, Full-time Employment)..................................................................5-8 Limited Tenure.............................................................................................................................5-9 Example (Limited Tenure Employment) ...........................................................................5-10 Example (Appointment Letter) ..........................................................................................5-11 Example (Limited Tenure Employment Agreement).........................................................5-12 Retired State Employee................................................................................................................5-13 Unskilled Appointments (Form 8) ...............................................................................................5-15 Laborers .............................................................................................................................5-15 Example (Semi-Monthly Laborer) .....................................................................................5-16 Example (Hourly Laborer).................................................................................................5-17

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Direct Appointments....................................................................................................................5-18 List of Direct Appointment Classes ...................................................................................5-19 Example (Direct Appointment)..........................................................................................5-20

Executive Secretary .....................................................................................................................5-21

CHAPTER SIX - ORIENTATION OF NEW EMPLOYEE .................................................6-1

Human Resources Forms .............................................................................................................6-2 Employee Handbook Acknowledgement Form .................................................................6-2 Employee Orientation Checklist ........................................................................................6-2 New Hire Reporting Form .................................................................................................6-2 Form I-9 (Employment Eligibility Verification) and E-Verify..........................................6-2 Total Service Date Form (ADPH HR-12)..........................................................................6-3 Selective Service Registration Form ..................................................................................6-4 Compensatory Time Agreement Form (ADPH HR-26) ....................................................6-4

Payroll Forms...............................................................................................................................6-4 Federal Tax Withholding Form (Form W-4) .....................................................................6-4 State Tax Withholding Form (Form A-4) ..........................................................................6-4 Direct Deposit Request Form.............................................................................................6-4 Employees' Retirement System (ERS) Member Information Record (ERS 100) .............6-5 Health Insurance Enrollment Form (IB02) ........................................................................6-5 Re-Employed State Retiree Health Insurance Form ..........................................................6-6

Other Forms and Information................................................................................6-6 Non-Tobacco User Premium Discount Application ..........................................................6-6 Wellness Premium Discount ..............................................................................................6-6 Federal Poverty Level Discount Application .....................................................................6-6 Premium Conversion Plan .................................................................................................6-7 Health Care and Dependent Care Reimbursement Accounts......................................6-7 SEICTF Employee Instructions (SEICTF Form 5)............................................................6-7 Salary Deferred Forms for Deferred Compensation Plans.................................................6-7 Perks Card ..........................................................................................................................6-8 Alabama Public Health Association (AlPHA) Information ...............................................6-8 Orientation of Employees Who Transfer Within Department ...........................................6-8

CHAPTER SEVEN ? HUMAN RESOURCES RECORD KEEPING .................................7-1

Records for Human Resources Management...............................................................................7-2 Position Classification Questionnaire (PCQ) Files (Form 40) ...........................................7-2 Job Announcements ...........................................................................................................7-2 Application or Resum?.......................................................................................................7-2 Interview Records ..............................................................................................................7-2 Employee Files...................................................................................................................7-2 Form I-9 and E-Verify .......................................................................................................7-3 Leave Records....................................................................................................................7-4 Medical Records.................................................................................................................7-4 Investigation Files ..............................................................................................................7-4 EEOC Complaint/Lawsuit Files.........................................................................................7-4 Accident/Injury Report.......................................................................................................7-4

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